MYOB Exo PC Clock User Guide

MYOB EXO PC ClockPath This is where the Export file will be sent. If there is a connection to where the clock is, or acommon share, then send it to that. Otherwise make it a location where you will be able to findthe file so it can be sent.Filename The name of the file created. This is automatically generated from the clock name andPC Clock number. (If there is no name entered, it will default to just saying "CLOCK" and then thenumber).Primary Payroll This is the Payroll company that the Clock will source it's information from. This isimportant, as it effects which employees the Clock can use, as well as determining the setup of theClock and where the recorded information will end up. It also determines the Company card prefixused by the current Clock.Select a payroll by clicking on the . button. After selecting a payroll, the window will refreshes toshow the employees belonging to the selected company. Click on the Save button to confirm yourselection, then you can get on with the process of assigning employees to the PC Clock.EmployeesThis section of the screen determines which employees will be available for the current PC Clock.Ensure first that it has the correct Payroll selected, as described above.Available - the employees who are in the payroll but are not currently selected for this clock.Whenever you hire a new employee, you will need to review this list.Selected - employees that have been selected. - use these buttons to put one or all of the employees either to the left hand side, or theright hand side.Export FilesThe final step on this screen will create the export file. Click on this button to generate the file lcontaining the employees and job numbers to be used by the PC Clock.Prev : F7If there is more than one Clock set up here, it will move to the previous one.Next : F8Move to the next Clock.Add: F4Add a new clock. It will create it with blank information.Delete : F6Deletes the current Clock from this data (does not affect the actual installs of any Clocks, howeverthey will not be sent any new information).Save : F10Saves any changes made.CancelCancels any changes made.Exit : EscQuits from this screen.NOTE: These files will not automatically be imported to the clock - this must be donemanually from the PC Clock end (see page 21), or when the Clock is first installed (see page1).8

MYOB EXO PC Clock User GuideExo PC Clock RegistrationYou will need to contact MYOB to be able to register Exo PC Clock.Exo PC Clock should only require registering once, but if it is reinstalled or a new clock is set up,then it will have to be registered.Contact MYOB for your registration code.NOTE: The registration window will appear on starting Exo PC Clock if it is unregistered.Supervisor MenuThis is where the setup and "background" functions of Exo PC Clock are accessed. SelectSupervisor Functions from the Exo PC Clock menu to access this menu. The supervisor password isrequired to access the menu. The default password is "MYOB" - for security reasons, this shouldbe changed as soon as possible.Double-click on an item or highlight is and press Select. The following items are available: Setup (see page 10) Assign Function Keys (see page 11) Report - Clockings (see page 14) Report - Discrepancies (see page 15) Report - Barcode Printing (see page 16) Clocking History/Manual Entry (see page 18) Post Times to Time and Attendance (see page 19) Import/Update Data files (see page 21) (Standalone version only) Register (see page 9) (only visible if Exo PC Clock needs to be registered)Click Exit to return to the main Exo PC Clock screen.9

MYOB EXO PC ClockSetupThis is where setup information is entered - such as the posting and data paths, supervisorpassword, clock number, etc.Post to file This is the path and filename where the times will be sent when posted from theClock. This is the file that stores the times which Time and Attendance will pick up and process.NOTE: Ensure that the Time File Name in the Exo Time and Attendance Timeclock Setup forthis clock is set to the same file or else it will be unable to find your clocking information.Refer to the Exo Time and Attendance documentation for instructions on how to set orcheck this.Server Data Path (Server-based version only) This is the location of your Exo Payroll and Exo Timeand Attendance company information. This only appears in the Server-based version of Exo PCClock, as the Standalone version manually updates the files (see the Import/Update Data files (seepage 21) topic for the Standalone version).The company this points to determines such things as which Company card prefix, employees andcost centres are used.Supervisor Password This is the password used for the Supervisor menu and exiting Exo PCClock. This should only be given to those who are involved in processing the Time andAttendance and Payroll information, or are responsible for posting and/or maintaining times at theclock.If you forget or lose the password, please contact Support.PC Clock number This is mainly used to identify the different clocks and their posting archive files.Try and always use a different number for each copy of PC Clock that you run and if possiblematch them with the ones in Exo Time and Attendance, as this saves confusion.10

MYOB EXO PC Clock User GuideNext Archive Number This is not an editable field, but it is to inform what the next times archivefile will be. The times archive files are a backup of the posting, used only if there is a problempolling the times into Exo Time and Attendance, or if a times file is lost or accidentally overwritten.There are 9 archives, storing the last 9 postings made from the clock, and each ending in a dotthen the PC clock number. It also displays the name of the next archive file. If you have anyquestions regarding retrieving these files, please contact Support.Allow posting from this clock This option sets whether or not this clock is able to post times to ExoTime and Attendance. Some companies prefer to only allow posting from one clock, which makessense when in a networked (Server-based) environment as it only needs to be done once for allthe clocks. If you are running Standalone clocks, then this is not available as they will always needto be able to post.Show Cost Centres as Select from: Cost Centre Code - This displays and accepts the costing as a single numbercorresponding to the whole cost centre used in Exo Payroll and Exo Time and Attendance. Structure Level - This breaks the cost centre down into pieces, or levels, each of whichreflects a certain part of the whole cost centre. For example, you might have 3 levels ofcosting with lengths of 1, 2 and 4 respectively. So cost centre levels of 1, 02, 354 wouldmake a whole cost centre of 102354.Validate Cost Centres This option sets whether it will check the combined result to see if it existsas a cost centre in Exo Payroll , or if it checks each of the levels individually and not the total (ExoTime and Attendance has the ability to automatically create any cost centres that don't exist).Save : F10Saves the current setup details then exits.Exit : EscReturns to the Supervisor Menu without saving.Assign Function KeysThis is where function key "macros" or shortcuts are set.These allow you to enter otherwise complicated numbers with the press of a single button especially useful if you have very long cost centre numbers.This screen is affected quite strongly by whether the Clock is set to work with whole Cost Centresor by Cost Centre Structure Levels, as determined on the Setup screen (see page 10).11

MYOB EXO PC ClockWhole Cost CentresThere are twelve functions keys available on the keyboard (F1 to F12), however F9 and F10 areusually used for Find and Save respectively, so we recommend that these are left with theiroriginal functions (though they can be changed by removing the tick from the Leave F9 as Find orLeave F10 as Save boxes). Whatever cost centre number is entered into the fields in this screen willbe automatically inserted when that function key is pressed during a clocking.Cost Centre Structure LevelsThis differs from the whole cost centres version in that a single key will have a different meaningdepending on which field the cursor is in when it is pressed.For example, with a setup like the one below, F1 will output a 1 if in the first field, a 1 in the secondfield, but 100 in the third and 111 in the forth.So, to get a whole cost centre of 12520355 (otherwise quite difficult to remember), the employeewould only have to press F1, F2, F7 then F4 - four numbers rather than eight.12

MYOB EXO PC Clock User GuideWhat this means is that you can attach specific job / customer / area Names to a key, rather thanhaving to teach your employees complex costing structures.To make use of F9 and F10 means disabling their Find and Save abilities, but this does give one ortwo extra keys to use. For consistency these are only ever on or off, not just on for certain levelsand off for others.13

MYOB EXO PC ClockReportsClockings ReportThe clockings report is used to review times and clockings for all or selected employees before aposting is done.Order by: This determines the order that the report is printed out. This can be useful for analysingor organising the data. The available orders are: Employee Code, Date and Time, Cost Centre.RangesEmployee Code range Putting values in these fields allows you to print for specific employees, ora range of employee codes. Examples would be from 3 to 7, or all employees who have a codegreater than 10. Entering the same code in both fields will display clockings for just the oneemployee.A second way of selecting employees is to use the . button - this brings up a "moverlist" screen,where any employees can be selected, regardless of whether their codes are continuous or not.Entering an invalid code in either the From or To fields and pressing enter will bring up a list of allemployees. Double-click to select the desired employee code.Date range These fields are used if you wish to use only a certain range of dates. Like theemployee code fields, leave them blank for all.Pressing the(downarrow) button will bring up a mini calendar to pick the date.Output: The available options are Screen (a preview to screen) or Printer. Note: if this field isgreyed out i.e. you are unable to the print directly to your printer, you will need to register PCClock - please contact MYOB.Print : F9Prints the report (either to the printer or screen, depending on the Output setting).Exit : EscReturns to the Supervisor Menu (see page 9) or to the Posting (see page 19) screen, depending onwhere it was called from.14

MYOB EXO PC Clock User GuideDiscrepancies ReportThis report is used to display any unusual happenings that occur, and to track what has beendone with the clock. PC Clock has several behind-the-scenes security and tamper-proofingfeatures, which are usually not seen except in this report. It is worth checking this fairly frequently,especially if there are unusual or suspect clockings.The report screen itself is very similar to the Clockings Report (see page 14), however it has a fewless features available (such as no "Order by" options) as they are not needed for this report.The report itself records the following discrepancies (in approximate order of severity):TIME CHANGEDPC Clock has internal checks to determine if the system time is changed while the program isrunning. If the time gets changed without any sensible reason (such as the computer had thewrong time), it can suggest that employees are tampering with the system and trying to enterclockings for times other than the real time.CREATE CHECKThe time checking file had to be recreated. This can sometimes also mean that the time has beentampered with, but as the system has had it's check file deleted it is unable to tell, though it hasautomatically recreated the check file.CREATE LOGThe discrepancy log file (which this report shows) had to be recreated. If this ever happens otherthan when the system is first installed, then there has been a problem, however the record of thishas been lost.CREATE DATAThe data table had to be recreated. The data table is what stores all of the current clockings, so if itis deleted, all the times stored since the last posting will have been lost. If that happens, it may beworthwhile checking the computer or the network for unexpected copies of PCCLOCK.DBF files especially if it is accompanied by a "DATAPATH" entry.CREATE SETUPThe setup table had to be recreated. If this ever appears, then it will mean you will have to checkthe setup screen to ensure that settings and the paths are all correct.15

MYOB EXO PC ClockDATAPATHA datapath for that clock was established for the first time. This is probably fine, however it isrecorded as this would not normally happen except for after the first installation of the software.MANUAL ALTERData was altered manually in the supervisor screen. This is a harmless situation if the supervisorpassword is unknown to employees, however ensure that there is a reason for any time when thisis done (if it is just an incorrect cost centre or such that is okay. Look mainly for changes to the timeor the date).MANUAL ENTRYData was added manually in the supervisor screen. Again, this should be fine, but do check whythis was done and by who.DATA POSTEDData was posted to Time and Attendance. This is just so that you can check when postings weredone.Barcode PrintingSome companies operate Exo PC Clock with the addition of a handheld barcode scanner for CostCentres and employee codes. The scanner interfaces directly with the computer and acts verysimilar to Exo PC Clock's macro function (see the Assign Function Keys (see page 11) topic for moreinformation about macros).The barcode scanner is a more convenient way of using Exo PC Clock, because the data is inputby the scanner rather than by hand. This reporting screen allows you to print out labeled barcodesfor employees, departments, cost centres, and cost centre structure levels.Sample of cost centres printout:There are three options for printing bar codes on the Supervisor menu: Report - Old BarcodePrinting uses a simple interface with fewer options; Report - Cost Centre Barcode Printing andReport - Employee Barcode Printing use a different, more complex interface.16

MYOB EXO PC Clock User GuideOld Barcode PrintingThis report screen functions are similar to the other reports (see the Clockings Report (see page 14)if you are unfamiliar with the report screen), however this is a slightly more complex screen.The first step is to choose whether you wish to use Cost Centre or Employee information(Departments are included with the employee information), then to select if you want to useWhole Cost Centres or Analysis Levels (for the cost centres), or Employees or Departments (for theemployees data). Analysis Levels will also require you to select which of the 4 levels to print for.The only other special thing to note here is the Label Layout selector. Although either can print tostandard paper without any problems, they can also be used to print to one of two formats, sothat they will line up with a sheet of those barcode labels.17

MYOB EXO PC ClockCost Centre/Employee Barcode PrintingThis report screen functions largely the same as the Old Barcode interface, but it has more optionsfor filtering and sorting Cost Centres/employees. The Report Options buttons opens a windowcontaining options that affect the layout of the printed barcodes. This includes the Label Layoutoption (see above).Clocking History/Manual EntryPrevious clockings can be reviewed right up until posting either in the report or from this screen.Here it is also possible to edit past clockings - for example if an employee entered the wrong costcentre, or accidentally saved a clocking with another person's employee code.NOTE: This function is only available to people who know the supervisor password - thispassword should be looked after very carefully.Note that any changes made in this screen are logged to the Discrepancy Log (see page 15) (sothat any unusual changes can be tracked).18

MYOB EXO PC Clock User GuideThis clock only / All PC clocks This option determines if the clockings viewed are just the oneslogged at this clock, or are the clockings across all PC clocks. (Only useful if using the Server-basededition with more than one clock sharing the same data).Employee Employee's code and name. This is taken from the Payroll information.Date The date of the current clocking (D-M-Y format).Time Time of the current clocking (24-hour format).Cost Centre This will display differently depending on whether the Clock is set to record wholecost centres or by cost centre structure levels. If it is by whole cost centres, then there will be onefield, if it is by structure levels, then there will be several fields. When using structure levels, it willdisplay the name of that part to the righ

Introduction to MYOB Exo PC Clock MYOB Exo PC Clock is a PC-based version of our timeclock, designed for use with the MYOB Exo Time and Attendance system. Usually Exo Time and Attendance gets its data from wall-mounted clocks or from datapens, but Exo PC Clock allows the gathering of attendance and/or job costing