Time Guardian - Time-Masters
AMANO Time Guardian Time and Attendance SystemVersion 3.5 User’s Guide
Amano Cincinnati Inc. reserves the right to make equipment changes and improvements thatmay not be reflected in this document. Portions of this document may have been updated toinclude the latest hardware or firmware version, if applicable.We recommend that this document be read in its entirety before any attempt is made to operatethe equipment.Proprietary NoticeThis document contains proprietary information and such information may not be reproduced inwhole or in part without written permission from:Amano Cincinnati, Inc.140 Harrison AvenueRoseland, NJ, 07068For more information about Amano’s complete line of products, visit our web site at:www.amano.comLicenses and TrademarksTime Guardian is a registered trademark of Amano Cincinnati, Inc.Windows and MS-DOS are registered trademarks of Microsoft Corporation.Adobe Acrobat and Acrobat Reader are registered trademarks of Adobe Systems Incorporated.All other trademark names used in this documentation are the sole property of their respectiveowners.
Table of ContentsChapter 1: Introduction .1-1Features and Requirements .1-1Features.1-1Requirements.1-2Chapter 2: General Installation Guidelines .2-1Time Guardian Software Installation .2-1Time Guardian Wizards.2-2Time Guardian Wizard Worksheets.2-3Time Guardian Registration .2-3Time Guardian Basic Customer Support.2-3On-Line Help.2-3E-Mail Support .2-3Time Guardian One-on-One Technical Support Options .2-4Software Upgrades.2-4Time Guardian User’s Guide .2-4Time Guardian Hardware .2-4Chapter 3: Working with Time Guardian .3-1Recording Punches at the Terminal (Punching In and Out) .3-1One-Minute Swipe Rule .3-1Time Guardian Layout .3-1Main Dropdown Menus .3-2File Menu .3-2Employee Menu .3-2Display Menu .3-3Communication Menu .3-3Setup Menu .3-4Grid Display Menu.3-5Help Menu .3-5Custom Toolbar .3-6Report and Payroll Toolbars .3-7Report Sizing and Scrolling Toolbars .3-7Payroll Interface Toolbar .3-7Grid Display Toolbar .3-9Reports and Payroll List.3-10Report and Payroll View .3-11Report View.3-11Payroll View .3-11Employee List .3-12Hours Grid View.3-13Adding, Editing and Deleting Employee Punches .3-15Assigning Reasons to Exception Flags .3-15Editing Punches During Daylight Saving Time.3-16Time Guardian v3.5 User’s Guidei
Editing Employee Total Hours, Tips and Bonuses, and Rates (Wages) .3-16Editing Overtime Authorization.3-17Authorizing Non-Scheduled Hours .3-18Pay Period Hours, Wages and Dollar Totals .3-18Module Toolbar .3-19Chapter 4: Using the Wizard .4-1Basic Setup Wizard .4-2General Tab .4-2Pay Policy Tab .4-3Login Tab (Profile Definition) .4-5Advanced Setup Wizard.4-7General Tab .4-7Department Tab .4-8Pay Policy Tab .4-9Rounding Rules Tab – Pay Policy.4-12Meal Rules Tab – Pay Policy .4-13Advanced Overtime Tab – Pay Policy.4-14Pay Code Tab .4-17Exceptions Tab .4-19Schedule Tab (Schedule Administration).4-20Employee Tab (Employee Administration).4-22Importing Employees.4-23Adding Employees .4-24Personal Tab Fields - Employee .4-25Salary Pay Tab Fields - Employee .4-26Wages Tab Fields - Employee .4-26Deleting Employees .4-27Editing Employees.4-27Loading Employees.4-28Clock Tab (Communication Settings) .4-28Location Tab - Clock .4-29MTX Commands Tab - Clock .4-31MTX-15 Commands Tab - Clock.4-32HP Commands Tab – Clock.4-33Terminal Tab - Clock .4-35Assignments Tab - Clock .4-36Creating and Assigning Door Access and Bell Schedules .4-36Advanced Setup Wizard Login Tab (Profile Definition).4-38Payroll Interface Creation .4-40Power Pay.4-41Peachtree.4-42QuickBooks.4-42QuickBooks Integration with Time Guardian .4-43QuickBooks Synchronization.4-46QuickBooks Compatibility.4-46Excel .4-46ADP (For DOS and Windows) .4-47Paychex PayLink .4-48Paychex Preview .4-51CBS Payroll.4-52GevityHR.4-52iiTime Guardian v3.5 User’s Guide
PAYDAY of AMERICA .4-53Chapter 5: Time Guardian System Backup .5-1Chapter 6: Reporting Functions .6-1Department Report .6-2Employee Report.6-2Time Card Report .6-3Presence Report .6-4Audit Trail Report .6-4Hours Worked Report.6-5Exception Report .6-6Hours Summary Report.6-7Historical Report .6-7Chapter 7: Troubleshooting Calculations .7-1Time Simulation.7-1Hours Simulation .7-2Chapter 8: XML Data Export Utility .8-1Chapter 9: Quick Steps (QS).9-1QS 1: Creating a Custom Toolbar .9-1Adding an Icon .9-2Removing an Icon .9-2QS 2: Modifying the Employee List Box .9-2Sorting Employees in the Employee List Box .9-3QS 3: Adding, Deleting and Modifying Departments .9-3Adding Departments .9-3Deleting Departments .9-4Modifying Departments .9-4QS 4: Adding, Deleting and Modifying the Time Guardian Backup Schedule.9-5Adding a Backup Schedule.9-5Deleting a Backup Schedule.9-5Modifying a Backup Schedule.9-6QS 5: Adding, Deleting and Modifying Login Profiles.9-6Adding a Login Profile.9-6Deleting a Login Profile.9-7Modifying a Login Profile.9-7Changing the Language of a Login Profile.9-8QS 6: Adding, Deleting and Modifying Schedules.9-9Adding Employee Schedules .9-9Deleting Employee Schedules .9-10Modifying Employee Schedules:.9-10Time Guardian v3.5 User’s Guideiii
QS 7: Printing Time Guardian Documentation .9-11QS 8: Creating, Deleting, Modifying, Assigning and Downloading Door Access and BellSchedules.9-11Creating Relay Schedules .9-12Deleting Relay Schedules.9-14Modifying Relay Schedules.9-14Assigning Relay Schedules To The Terminal .9-14Downloading Relay Schedules .9-15QS 9: Using On-line Help .9-16Chapter 10: Glossary and Vocabulary .10-1ivTime Guardian v3.5 User’s Guide
Chapter 1: IntroductionWelcome to Time Guardian, the all in one, easy to use Time and Attendance system. TimeGuardian allows you to track and manage your employees’ time and attendance directly fromyour PC and makes the collecting, reporting and the transferring of employees’ hours to payrollcompanies easier and quicker than ever before.If this is your first time working with a time and attendance package, there may be terms thatare new to you such as Salary, Hourly, Pay Policy, Pay Code, Wages, Unit and Point. Adetailed Glossary, located in the back of this User Guide, has been provided to assist you asyou navigate through Time Guardian.Should you have any comments on Time Guardian and the materials provided we ask that youe-mail them to TimeGuardian@amano.com. All feedback is welcome and greatly appreciated,and will help us provide a better product to you, our customer.We thank you for selecting Time Guardian and welcome you to the Amano Cincinnati family ofTime Solution products.Features and RequirementsFeatures Standard one hundred (100) Employee Capacity (not including inactive employees), withavailable upgrade to a 250 employee capacity maximum. Eleven (11) Built-In Payroll Interfaces, with full QuickBooks integration. Unlimited Number of Schedules. Unlimited Number of Departments. Time Rounding Capability Based on Company-Defined Pay Policies (CustomizableRounding). Nine (9) Predefined Pay Codes for Hours Allocation with Pay Code Multipliers. Rates for Wages calculation. Two (2) Pay Codes for Tips and Bonuses. Nine (9) Predefined Exception Flags for Employee Punch Tracking. Nine (9) On Demand Reports. Automatic Backup of Database Files. Automatic Polling of Data Collection Terminal. Door Access and Bell Schedule Capabilities. Flash Filer Database to Reduce Program Conflicts, Minimize Space Requirements andIncrease Speed. Several Built-In Utilities for Maintenance of the System. Extensive On-Line Help.Time Guardian v3.5 User’s Guide1-1
Requirements Windows 95/98/2000/NT/ME/XP/Vista. One Available USB Port. CD-ROM Drive. 32 MB of RAM (64 MB preferred). 100 MB of Free Hard Disk Space. Screen Display 1024 x 768 small font.1-2Time Guardian v3.5 User’s Guide
Chapter 2: General Installation Guidelines1. Refer to the Software Installation Manual (AMX-40090X).2. Install the terminal first, using the appropriate installation guide.3. Install the Time Guardian software.Time Guardian Software InstallationThere are three documents available to assist you in the use and setup of Time Guardian: ThisTime Guardian User’s Guide, the Basic and Advanced Wizard Worksheets, and the SoftwareInstallation Manual. These documents can be printed from the Time Guardian Welcome screenthat appears after the software installation is complete. They are also located in the TimeGuardian/Documentation/Software folder. For a complete description of the Time Guardianinstallation see the "Software Installation Manual". An overview of the installation steps is asfollows:1. Insert the Time Guardian CD into your CD-ROM drive, and Time Guardian will automaticallylaunch the Installshield Wizard.2. When asked for your Time Guardian Serial Number, it can be found on a label on theoutside of your Time Guardian box.3. When asked if you would like the installation to create a Desktop icon for your TimeGuardian system, it is recommended that you select “Yes.” Desktop icons can be addedlater by creating a new shortcut to the Timeguardian.exe file, located in the Time Guardianprogram folder.4. When Time Guardian initially begins, the following screen will prompt the user to selectBasic or Advanced Setup selection:Time Guardian v3.5 User’s Guide2-1
5. There are three options: Next, Cancel, and Print. Before proceeding, it is recommended toprint the appropriate worksheet by pressing the Print button.6. Time Guardian, by default will install to support 100 employees. If you have more than 100employees, select Upgrade Time Guardian from the File Menu, follow the instructions toobtain an upgrade (access number) for 250 employees.Note: If employee capacity above 250 is needed, call Amano Cincinnati Inc. or your Amanodealer for information on upgrading to Time Guardian Pro, which offers unlimitedemployee capacity.Time Guardian WizardsThe Time Guardian Basic and Advanced Setup Wizards will allow you to perform a seamlessbasic or advanced setup when used with the appropriate Wizard on-line help and WizardWorksheet. The Basic Setup Wizard is designed for a 3-step rapid installation and configurationof an easy-to-use time and attendance system. While the Advanced Setup Wizard is designedas a 9-step process to configure a more complex time and attendance system with detailed paypolicy rules.The three (3) steps of the Basic Setup Wizard are:STEP 1: General Setup Company Name – must define Payroll Interface Time Format Hours DisplaySTEP 2: Pay Policy Setup – must define at least one (1) pay policySTEP 3: Login Setup – must create an administrator profileThe nine (9) steps of the Advanced Setup Wizard are:STEP 1: General Setup Company Profile Payroll Interface Time Format Hours DisplaySTEP 2: Department SetupSTEP 3: Pay Policy Setup2-2 Overtime Authorization Pay Code Type Overtime Rules Rounding Rules Meal Rules Advanced OvertimeTime Guardian v3.5 User’s Guide
STEP 4: Pay Code Setup Pay Code Types Overtime and Absence Rules Wages RulesSTEP 5: Exception SetupSTEP 6: Schedule SetupSTEP 7: Employee SetupSTEP 8: Clock SetupSTEP 9: Login Setup – must create an administrator profileThe Finishbutton will only be active when all of the required information is provided. Ifyou have missed one of these fields, the “Finish” icon will be grayed out and you must go backand complete the missing information. Once the initial setup is complete, The Wizard can beused to make modifications to your setup. For instructions on how to do this, please refer toChapter 4: Using the Wizard.Time Guardian Wizard WorksheetsThe Time Guardian Basic and Advanced Worksheets provide you with a place to record yourcompany information and rules prior to starting the Basic or Advanced setup Wizards. Shouldyou find it necessary to make changes to your system, we encourage you to note them on theWorksheet for future reference.Time Guardian RegistrationPlease return the enclosed warranty registration card or Register Product from CustomerService online at:http://www.amano.comTime Guardian Basic Customer SupportOn-Line HelpCan be accessed through the main menu in the software and is searchable by topic. SeeChapter 9, QS 7: Printing Time Guardian Documentation for more detailed help information.E-Mail SupportSupport is provided via e-mail at TGSupport@amano.com. A zip file with your settings shouldbe sent to Time Guardian support to resolve any problems.Time Guardian v3.5 User’s Guide2-3
Time Guardian One-on-One Technical Support OptionsToll Free support number is: 1(800) 253-9836. The first 30 days of support is provided free of charge, however this only applies toinstallation and set up questions, and requires the user complete the warranty registrationcard. After 30 days, users requiring phone support will be charged a fee per incident or the usercan purchase a support contract. A Support Contract (contact support for fee) includes hardware and software support forone year and also includes free software updates.Software Upgrades With Time Guardian, you can purchase an upgrade access number to expand the employeecapacity from 100 to 250 employees via the Toll Free support number. Should you require a product with more than 250 employees, you can expand your systemto an unlimited capacity with Time Guardian Pro. Time Guardian Pro protects your initial investment in Time Guardian, as terminals,databases, and employee information created in Time Guardian is compatible with TimeGuardian Pro. Please contact Amano at our Toll Free number above to provide you with one of ourAuthorized Time Guardian Pro dealers in your area.Time Guardian User’s GuideThe Time Guardian User’s Guide was designed to assist you in the daily operation of yoursystem and to provide you with a comprehensive understanding of the software. The User’sGuide has a complete Glossary with vocabulary for easy word reference and an index to locatespecific areas of interest.If you are not connected to an E-mail server or do not know the information required (zip file),please contact your computer support person. This is not a feature that is supported by TimeGuardian Support. If no access is available, upload the SupportData.zip file (located in theTEMP directory in the Time Guardian folder) to our ftp site at ftp.amano.com and place it in theTime Guardian/Support/Incoming folder.Time Guardian HardwarePlease refer to the information provided in the original packaging for hardware warrantyinformation. Each clock comes with a one year limited warranty from the date of purchase. Foradditional information, please e-mail TGSupport@amano.com.2-4Time Guardian v3.5 User’s Guide
Chapter 3: Working with Time GuardianRecording Punches at the Terminal (Punching In and Out)One of the main reasons for purchasing a time and attendance system is to accurately track thehours worked by an employee and present this information to managers, payroll personnel andthe employees themselves.In order to gather this information, employees must be trained to use the terminal. Rulesgoverning the use of the terminal will vary from company to company, however, it is important toget all employees in the habit of punching the clock at the start and end of their workday, and formeals (if required). Time Guardian comes with 25 pre-numbered employee badges that can beassigned to employees. Once the clock is plugged in and wired, simply swipe the card throughthe reader and wait for the confirmation beep. If an employee’s card is unable to be read by theterminal due to damage, replacement cards can be ordered by contacting our Parts Center at 1800-253-9836. An employee’s badge number can be changed if the badge is lost or damaged.In this instance, the Employee Number will remain the same to ensure the historical accuracy ofthe employee’s records.One-Minute Swipe RuleTo prevent duplicate punches from being recorded, the Time Guardian terminal comes with abuilt-in “One Minute Rule”. This feature prevents the terminal from recording more than onepunch per employee, per minute. If the employee attempts to punch twice during the sameminute, they will receive two beeps indicating that the punch has not been accepted. Once theone-minute time interval has passed, the employee’s punch will be accepted.Time Guardian LayoutThe following screenshot displays the default main view of Time Guardian and identifies itsvarious sections. This view can be modified based on the selection made in the Display menu.The Status Bar at the top of the screen contains the software name, the active employee nameand the screen icons that will allow you to minimize, resize or close the software.Time Guardian v3.5 User’s Guide3-1
Main Dropdown MenusFile MenuThe “File” menu allows you to create custom toolbar settings, refresh data, backup data, printreports, and exit the application. C
3. Install the Time Guardian software. Time Guardian Software Installation There are three documents available to assist you in the use and setup of Time Guardian: This Time Guardian User's Guide, the Basic and Advanced Wizard Worksheets, and the Software Installation Manual. These documents can be printed from the Time Guardian Welcome screen
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