User’s Guide Series 4000 Badge Timeclock Series 4000 Presents basic concepts of the Series 4000 badge timeclock, instructions for performing functions at the Series 4000 timeclock, maintaining and servicing the timeclock, and troublshooting error conditions.
The information in this document is subject to change without notice and should not be construed as a commitment by ADP, Inc. ADP is not responsible for any technical inaccuracies or typographical errors which may be contained in this publication. Changes are periodically made to the information herein, and such changes will be incorporated in new editions of this publication.
When using and applying the information generated by ADP products, customers should ensure that they comply with the applicable requirements of federal and state law, such as the Fair Labor Standards Act. FCC Compliance After testing, this equipment complies with the limits for a Class A digital device pursuant to Part 15 of FCC Rules. These limits provide reasonable protection against harmful interference when this equipment is operated in a commercial environment.
Contents About This Guide Organization of This Guide ........................................................................... x Abbreviations and Terms ............................................................................. xi Related Documents ...................................................................................... xii Chapter 1: Overview What Are the Series 4000 Timeclocks? .....................................................1-2 Standard Hardware Features .........................
Contents Pay Code Money Edit ......................................................................... 2-7 Review Punches ................................................................................... 2-8 Simple Punch ...................................................................................... 2-8 Start Activity ....................................................................................... 2-9 View All Messages ........................................................................
Contents Servicing the Timeclock .............................................................................4-8 Interior of Fully-Assembled Timeclock ...............................................4-9 Returning the Cover Assembly to ADP .............................................4-10 Attaching the Cover Assemby to the Timeclock ...............................4-15 Performing Basic Configuration at the Series 4000 Timeclock ........4-20 Replacing the Backup Battery Charger Board .........................
Contents Chapter 5: Upgrading Timeclock Firmware Overview of a Softload .............................................................................. 5-2 Performing a Softload ................................................................................ 5-3 Chapter 6: Error Messages and Troubleshooting Procedures Error Messages ........................................................................................... 6-2 Transaction Error Messages ......................................................
About This Guide This guide is intended for all users of the Series 4000 timeclock. It describes basic concepts of the Series 4000 timeclock and contains instructions for performing operations and executing functions, maintaining and servicing the timeclock, and troubleshooting error conditions.
About This Guide Organization of This Guide This guide contains the following information: x ! Chapter 1, “Overview,” describes the Series 4000 timeclock, explains how the timeclock operates, and describes how to enter data at the timeclock. ! Chapter 2, “Employee Functions,” describes employee functions and how to perform them. Examples of employee functions are simple punches and labor transfers. ! Chapter 3, “Supervisor Functions,” describes supervisor functions and how to perform them.
Abbreviations and Terms Abbreviations and Terms The guide uses the following abbreviations and terms: Abbreviation Meaning CSA Canadian Standards Association DCM Data Collection Manager FIFO first-in-first-out data queue FRU field replaceable unit I/O input/output LCD liquid crystal display LED light-emitting diode PIN personal identification number RAM random access memory TCP/IP Transmission Control Protocol/Internet Protocol UL Underwriter’s Laboratory UPC universal product code
About This Guide Related Documents The following list includes the other documentation in the Series 4000 timeclock’s documentation set. Unless otherwise noted, these documents are not included in the box with the Series 4000 timeclock; you must order them separately. xii ! Series 4000 Badge Timeclock Installation Guide provides step-by-step instructions for installing the Series 4000 timeclock and performing basic configuration. This document is shipped with the Series 4000 timeclock.
Chapter 1 Overview This chapter contains the following sections: ! What Are the Series 4000 Timeclocks? ! Understanding How the Series 4000 Timeclock Operates ! Entering Data at the Series 4000 Timeclock
Chapter 1 Overview What Are the Series 4000 Timeclocks? The Series 4000 timeclocks are data collection devices designed to communicate with the ADP Enterprise Labor Management Suite of host applications. The Series 4000 timeclock collects information entered by employees using the barcode reader and the keypad. You use your host application software to collect data from the timeclocks to track and process labor-related data, generate management reports, and transfer information to your payroll service.
What Are the Series 4000 Timeclocks? ! ! Integrated bar code badge reader supporting use of the following codes: – Interleaved 2-of-5 – Code 3-of-9 – Codabar – Universal Product Code (UPC-A and UPC-E with optional 2- and 5-character supplements) – European Article Numbering (EAN-8 and EAN-13 with optional 2- and 5-character supplements) – Code 128 (compressed and uncompressed) Light-emitting diodes (LEDs) that indicate whether an employee’s badge is read successfully, and whether the timecloc
Chapter 1 Overview Physical Description of the Timeclock This section includes an illustration of the timeclock and brief descriptions of its parts. For a map of the timeclock’s internal parts, see “Interior of FullyAssembled Timeclock” on page 4-9. 1-4 ADP, Inc.
What Are the Series 4000 Timeclocks? Number Timeclock Part 1 Numeric keypad for data entry—Use to enter information when performing transactions and functions at the timeclock. 2 Navigational keys—Use to move within fields and scroll through lists. 3 Soft keys—Use to initiate transactions and functions at the timeclock. You program each soft key using the Data Collection Manager (DCM).
Chapter 1 Overview Timeclock Display The Series 4000 timeclock is equipped with a backlit liquid crystal display to provide users with information such as: ! Current time ! Mode in which the timeclock is operating ! Transaction prompts ! Messages The LCD display is a 1/4 VGA display that presents you with possible functions, transaction steps, and transaction output.
Understanding How the Series 4000 Timeclock Operates Understanding How the Series 4000 Timeclock Operates Before using the Series 4000 timeclock to perform time and attendance, and labor tracking functions, it is helpful to understand: ! How the timeclock functions with the host application ! Cross-punching ! Modes of operation ! Labor tracking functions How the Timeclock Functions with the Host Application You use the host application to configure employees and employee information such as schedul
Chapter 1 Overview If your host application is Enterprise eTIME, you use Data Collection Manager (DCM) to define which functions and transactions users can perform at the timeclocks. You also use DCM to collect, transfer, and monitor the flow of data between the host application and the Series 4000 timeclock. For more information, see the Data Collection Manager System Administrator’s Guide and the DCM online Help.
Understanding How the Series 4000 Timeclock Operates ! Supervisor Supervisor Mode allows you to perform tasks such as editing employee punches, adding missed employee punches, and overriding restrictions to allow employees to punch. Supervisor Mode is accessible only to those who have a supervisor badge and unique password.
Chapter 1 Overview Entering Data at the Series 4000 Timeclock When entering data at the Series 4000 timeclock, you use the timeclock’s badge reader, keypad, and soft keys. Using the Badge Reader You most often enter data at the Series 4000 timeclock by swiping a badge through the timeclock’s badge reader. To allow the timeclock to read the badge successfully, users should: ! Hold the badge so that the bar code is positioned on the back left edge.
Entering Data at the Series 4000 Timeclock Using the Keypad and Soft Keys The following table summarizes the timeclock’s keys: Keys Use Soft keys These keys are the timeclock’s function keys. You can configure each of these keys with functions for Employee Mode and Supervisor Mode. You configure these keys using your host application software. The bottom soft keys on each side of the display are used as toggle keys in transactions. Press these soft keys to toggle between options.
Chapter 1 Overview Guidelines for Entering Information Using the Timeclock Use the following guidelines when entering information using the keypad: ! To display settings for a menu item, press the soft key next to the menu item. ! To save settings on a screen, press ENTER at the last prompt. To cancel the transaction you are performing, press ESC at any time. ! To move the cursor in a text field, use the left and right arrow keys directly under the display.
Chapter 2 Employee Functions This chapter contains the following sections: ! What Are Employee Functions? ! Performing Employee Functions
Chapter 2 Employee Functions What Are Employee Functions? Use Employee functions to perform activities such as a simple punch, labor transfer, start activity, and end activity. With the timeclock in Employee Mode (default mode), you initiate an employee function by pressing the corresponding soft key.
What Are Employee Functions? The following list shows the Employee functions that you can perform using the Series 4000 timeclock. The transaction names are the default names. When setting up these transactions using the host application software, you can customize the names. Note Your timeclock can only perform the following functions after the soft keys have been configured using the host application software.
Chapter 2 Employee Functions Performing Employee Functions This section describes the steps you must follow to perform employee functions at the Series 4000 timeclock. Cancel Meal Deduction Your Series 4000 timeclock can be configured to automatically deduct time for meals so that employees do not have to punch out or in for meals or breaks. Use the Cancel Meal Deduction transaction to override the automatic deduction for special situations such as when employees work through meals or breaks.
Performing Employee Functions Enter Tips Use the Enter Tips transaction to record tips that you have received. Step Display Action 1 Idle screen Press the Enter Tips soft key. 2 Enter Tips Type the tip amount and press ENTER. 3 Enter Badge Do one of the following: ! ! Swipe your badge from top to bottom. Type your badge number using the keypad, and press ENTER. Labor Transfer Use the Labor Transfer transaction to specify to which labor account your time worked should be applied to.
Chapter 2 Employee Functions Pay Code Hours Edit Use the Pay Code Hours Edit transaction to associate a period of time you specify to a pay code. This is especially useful for entering non-productive time such as sick, vacation, or personal time where employees are not able to punch in and out. Step Display Action 1 Idle screen Press the Pay Code Hours Edit soft key. 2 Hours worked Type the hours and press ENTER.
Performing Employee Functions Pay Code Money Edit Use the Pay Code Money Edit transaction to enter a money amount for an employee, as opposed to having the host application calculate the information based on start and end times. The timeclock displays a currency format placeholder when prompting for the money amount. Step Display Action 1 Idle screen Press the Pay Code Money Edit soft key. 2 Money amount Type the money amount and press ENTER.
Chapter 2 Employee Functions Review Punches Use the Review Punches transaction to view your punches. The timeclock will default to a maximum of the past 72 hours unless your host application is configured differently. Step Display Action 1 Idle screen Press the Review Punches soft key. 2 Enter Badge Do one of the following: ! ! Swipe your badge from top to bottom. Type your badge number using the keypad, and press ENTER.
Performing Employee Functions Start Activity Use the Start Activity transaction to associate the time you are about to work with a specific activity. Step Display Action 1 Idle screen Press the Start Activity soft key. 2 Activity Code Do one of the following: ! Accept the default activity code by pressing ENTER. ! Press CLR, type a new activity code, and press ENTER. 3 Enter Badge Do one of the following: ! ! Swipe your badge from top to bottom.
Chapter 2 Employee Functions View Current Schedule Use the View Current Schedule transaction to display the start and end times for the shift that you are currently working. Step Display Action 1 Idle screen Press the View Current Schedule soft key. 2 Enter Badge Do one of the following: ! ! Swipe your badge from top to bottom. Type your badge number using the keypad, and press ENTER. View Future Schedule Use the View Future Schedule transaction to display your upcoming schedule.
Performing Employee Functions View Punch Status Use the View Punch Status transaction to see whether your last punch was an in or out punch, date and time of your last punch, and how long ago that punch was made. Step Display Action 1 Idle screen Press the View Punch Status soft key. 2 Enter Badge Do one of the following: ! ! Swipe your badge from top to bottom. Type your badge number using the keypad, and press ENTER.
Chapter 2 2-12 Employee Functions ADP, Inc.
Chapter 3 Supervisor Functions This chapter contains the following sections: ! What Are Supervisor Functions? ! Performing Supervisor Functions
Chapter 3 Supervisor Functions What Are Supervisor Functions? You use Supervisor functions to perform activities such as adding and deleting punches, adjusting pay code hours, and overriding restrictions. With the timeclock in Supervisor Mode, you initiate Supervisor functions by pressing the soft keys to the left or right side of the display.
What Are Supervisor Functions? The following list shows the Supervisor functions you can perform using the Series 4000 timeclock. The transaction names are the default names. When setting up these transactions using the host application software, you can customize the names. Note Your timeclock can only perform the following functions after the soft keys have been configured using the host application software.
Chapter 3 Supervisor Functions To perform Supervisor functions, you must first access Supervisor Mode. Then, you can select the desired Supervisor function. To access Supervisor Mode: Step Display Action 1 Idle screen Do one of the following: ! Swipe your supervisor badge from top to bottom and press ENTER. ! Type in your supervisor badge number using the keypad, and press ENTER. 2 Supervisor Login Type the password (up to 6 digits), and press ENTER.
Performing Supervisor Functions Performing Supervisor Functions This section describes the steps you must follow to perform Supervisor functions at the Series 4000 timeclock. Add Punch Use the Add Punch transaction to add a missing punch for an employee. You can perform this transaction for 30 days forward or backward from the current date. The current date is considered day 0. Note Midnight (12:00 A.M.) is the first minute of a day. This means that 11:59 P.M. is the last minute of a day.
Chapter 3 Supervisor Functions Step Display Action 4 Enter Badge Do one of the following: ! ! Swipe the employee badge from top to bottom. Type the employee badge number using the keypad, and press ENTER. ! Press ESC to end the transaction. Change Password Use the Change Password transaction to change the password for a specific supervisor badge. 3-6 Step Display Action 1 Supervisor Mode screen Press the Change Password soft key. 2 Old Password Type the old password for the badge.
Performing Supervisor Functions Delete Punch Use the Delete Punch transaction to delete an improperly entered employee punch. You can perform this transaction for 30 days forward or backward from the current date, which is considered Day 0. You can perform this transaction on more employees for the same punch date and time by swiping additional badges after each transaction has been verified and accepted. Step Display Action 1 Supervisor Mode screen Press the Delete Punch soft key.
Chapter 3 Supervisor Functions Display On/Off Premise Employees Use the Display On/Off Premise Employees transaction to see a list of employees who are currently on or off of the premises. Step Display Action 1 Supervisor Mode screen Press the Display On/Off Premise soft key. 2 On/Off Premises Press the toggle soft keys to select On or Off and press ENTER.
Performing Supervisor Functions Global Non-Home Employee Restriction Override Use the Global Non-Home Employee Restriction Override transaction to temporarily or indefinitely allow all non-home employees to punch at restricted times. This enables employees to punch when they normally would not be able to do so. This is useful when unusual circumstances arise such as allowing employees to punch out early when the company closes due to a snow storm or power outage.
Chapter 3 Supervisor Functions Pay Code Hours Adjustment Use the Pay Code Hours Adjustment transaction to move hours from one pay code to another (such as regular time to overtime) for an employee. Step Display Action 1 Supervisor Mode screen Press the Pay Code Hours Adjustment soft key. 2 Hours Worked Type the hours and press ENTER. 3 Edit Date Do one of the following: ! ! 4 Edit Time 5 Pay Code (Taken) Type the 4-digit time using 24-hour format, then press ENTER.
Performing Supervisor Functions Single Home Employee Restriction Override Use the Single Home Employee Restriction Override transaction to override schedule and punch restrictions for home employees when unusual circumstances arise (such as allowing a selected employee to start early or leave early). This enables an employee to punch when they normally would not be able to do so. In the Number of Credits step, you enter a specific number of times that you want to allow the employee to be able to punch.
Chapter 3 Supervisor Functions Single Non-Home Employee Restriction Override Use the Single Non-Home Employee Restriction Override transaction to enter a punch for a non-home employee when there is a Global Restriction in effect. This enables an employee to punch when they normally would not be able to. You can perform this transaction on more employees by swiping additional badges after each transaction has been verified and accepted.
Chapter 4 Maintaining the Timeclock This chapter contains the following sections: ! Maintenance Basics ! Preventive Maintenance ! Servicing the Timeclock ! What Are the Maintenance Functions? ! Performing Maintenance Functions
Chapter 4 Maintaining the Timeclock Maintenance Basics This section presents basic guidelines for maintaining and servicing the Series 4000 timeclock, including the tools you need, and safety considerations. Types of Maintenance There are two types of maintenance you perform on the Series 4000 timeclock: ! Preventive maintenance—Includes basic cleaning of the timeclock, and running diagnostic tests and reports using Maintenance Mode functions.
Maintenance Basics Safety Considerations The Series 4000 timeclock is approved by Underwriter’s Laboratories (UL), the Canadian Standards Association (CSA), and the Federal Communications Commission (FCC), and ships from the factory in a safe condition. Warning This chapter contains information that you must follow to ensure safe operation and maintenance of the timeclock. Failure to follow a warning statement can result in personal injury.
Chapter 4 Maintaining the Timeclock Obtaining Replacement Parts The following listing shows the parts that you can order for the Series 4000 timeclock. To order a part, contact your TLM Representative.
Preventive Maintenance Preventive Maintenance The Series 4000 timeclock requires periodic preventive maintenance to ensure trouble-free operation. ADP recommends that you perform preventive maintenance at least once a year, depending on the environment in which the timeclock is used. Cleaning the Timeclock Keep the Series 4000 timeclock case and badge reader clean to prevent dirt and grease from obscuring the LCD display or getting inside the badge reader. To clean the timeclock’s case and keyboard: 1.
Chapter 4 Maintaining the Timeclock About the Lithium and Lead Acid Batteries This section describes the two types of batteries used by the Series 4000 timeclock. Each Series 4000 timeclock is equipped with a lithium battery. As an option, you can also install a lead acid battery for backup power in the event of a power outage. Note Be sure to check all local and national regulations pertaining to the proper storage and disposal of batteries.
Preventive Maintenance Lead Acid Battery The lead acid battery is an optional 12-VDC backup battery that you can order separately. The lead acid battery provides up to two hours of full functionality in the event of a power failure, including support of: ! Full LCD display (backlight automatically dimmed) ! Badge reader ! Keypad entries ! Ethernet communications You should replace the backup battery when it is 4 years old. When you order a new backup battery, you also receive an installation guide.
Chapter 4 Maintaining the Timeclock Servicing the Timeclock Servicing the Series 4000 timeclock consists mainly of checking status, configuring the timeclock, testing components, and removing and replacing malfunctioning components of the timeclock. Depending on the nature of the problem you are having with the timeclock, you will do one of the following: ! Send the front cover assembly back to ADP, Inc.
Servicing the Timeclock Interior of Fully-Assembled Timeclock The following figure shows the interior of the Series 4000 timeclock: Number Description 1 Battery charger board connection to the main board (if the backup battery is installed) 2 Transformer connection to main board 3 Ethernet connection to main board 4 Backup battery (optional) 5 Transformer 6 Ethernet cable (shown run through the wall and into the timeclock) 7 AC power cable 8 Battery charger board (if the backup battery is
Chapter 4 Maintaining the Timeclock Returning the Cover Assembly to ADP If the mainboard of the Series 4000 timeclock is not operating properly or you and your TLM Representative cannot identify a problem with the timeclock, you need to return the front cover assembly to ADP for repair or replacement.
Servicing the Timeclock Removing the Cover Assembly from the Timeclock To remove the front cover, you must disconnect the timeclock from its power source. For example, you may have to remove and replace the timeclock’s lithium battery, or replace the timeclock itself. 1. Open the timeclock’s cover by using the security wrench to loosen the security screw on the right side of the timeclock. Number Description 1 Security screw 2 Security wrench 2.
Chapter 4 Maintaining the Timeclock 3. Disconnect the following cables from the main board in the order shown. Refer to the following illustration: 4-12 ! Transformer cable ! Backup battery cable (if the backup battery is installed) ! Ethernet cable Number Description 1 Disconnecting the transformer from the main board 2 Disconnecting the battery charger board from the main board (if you installed the backup battery) 3 Disconnecting the Ethernet cable from the main board ADP, Inc.
Servicing the Timeclock 4. Locate and remove the two screws on the left side of the base. See the following illustration. Keep the screws in a safe place. 5. While supporting the cover with one hand, squeeze the two clips shown in the following illustration to release the hinge clip holding the cover in place.
Chapter 4 Maintaining the Timeclock 6. Separate the cover from the base. Number Description 1 Recessed areas in the base where the hinges were seated Returning the Cover Assembly When you return the cover assembly to ADP for any reason, you must use the original ADP carton in which it was shipped. 4-14 ADP, Inc.
Servicing the Timeclock Attaching the Cover Assemby to the Timeclock 1. Release the plastic hinge clip by squeezing the retainers at each hinge position. You can squeeze each retainer one at a time or simultaneously until you feel the clip release. 2. Rotate the hinge clip to the left.
Chapter 4 Maintaining the Timeclock 3. Fit the two hinges on the cover into the corresponding areas molded in the base. 4-16 Number Description 1 Recessed areas in the timeclock base for seating the hinges ADP, Inc.
Servicing the Timeclock 4. Carefully close the cover of the timeclock, making sure that the two hinges remain properly seated in place. Caution After the cover is closed, continue to hold it securely in place as you perform the next step.
Chapter 4 Maintaining the Timeclock 5. Rotate the hinge clip forward until it snaps into place. 6. Open the cover and install the two small, flat (not pointed) screws to secure the hinge clip, as shown in the following illustration. 4-18 ADP, Inc.
Servicing the Timeclock 7. Reconnect the cables inside the timeclock and plug in the power cable. If necessary, refer to the Series 4000 Badge Timeclock Installation Guide that you received with your timeclock. When the Series 4000 timeclock is initialized and the Communication Setting screen appears, go to “Performing Basic Configuration at the Series 4000 Timeclock” on page 4-20 to perform basic configuration at the timeclock.
Chapter 4 Maintaining the Timeclock Performing Basic Configuration at the Series 4000 Timeclock Whenever you restore the Series 4000 timeclock to the factory defaults, you must complete the basic configuration settings on the timeclock before you can restore the timeclock’s overall configuration from the host application.
Servicing the Timeclock 2. Press ENTER at the last prompt. The timeclock reboots itself so that the new communications settings take effect, and then the idle screen appears: 2:03 PM Fri 17–Aug–2001 3. Swipe the Maintenance badge that came with the Series 4000 timeclock (the badge has an “M” on the front). To do this, hold the badge so that the bar code is positioned on the back left edge and swipe the badge up or down through the reader’s slot.
Chapter 4 Maintaining the Timeclock 4. To change the current appearance of text on the screen, press the Display Setting soft key and complete the following fields. To quickly set a field to its minimum value, press CLR. Settings Description Contrast Use the + and - keys indicated at the bottom of the screen to increase or decrease the degree of difference between light and dark extremes of color on the timeclock’s display. The minimum value is 16; the maximum value is 22.
Servicing the Timeclock 9. Press ENTER to save the settings and return to the Maintenance Mode screen. 10. Press the Symbology Setting soft key and use the On and Off soft keys to indicate the type of bar codes used on your employees’ badges. This allows the timeclock to read the badges properly. Symbology Setting Code 3-of-9: 12-of-5: UPC-A: UPC-E: Code 128: EAN-8: EAN-13: Codabar: Off On Off Off Off Off Off Off On Off 11. Press ENTER to save the settings and return to the Maintenance Mode screen. 12.
Chapter 4 Maintaining the Timeclock Replacing the Backup Battery Charger Board 1. Before you begin, collect data from the timeclock using your host application software. For more information, see the “Using the Host Application Software to Collect Data” section on page 4-10. 2. Open the timeclock’s cover by using the security wrench to loosen the security screw on the right side of the timeclock. 3. To disconnect and remove the battery charger board, you must first remove the transformer.
Servicing the Timeclock b. Unplug the power cord from the transformer. c. Disconnect the transformer cable from the timeclock’s main board. Number Description 1 Transformer cable 2 Hooks holding the cable in place 3 Transformer connection to the main board (DC power) d. Trace the wire back to the transformer, freeing it from the hooks molded into the base of the timeclock.
Chapter 4 Maintaining the Timeclock e. Lift the transformer from behind the wire clip, and out of the timeclock. 4-26 ADP, Inc.
Servicing the Timeclock 4. Disconnect the battery charger board from the timeclock’s main board. Number Description 1 Battery charger board cable 2 Charger board connection to the main board 5. Trace the wires back to the charger board.
Chapter 4 Maintaining the Timeclock 6. Disconnect the battery charger board from the positive and negative terminals of the backup battery. 4-28 Number Description 1 Hooks molded into the base 2 Negative terminal connection 3 Positive terminal connection ADP, Inc.
Servicing the Timeclock 7. Loosen the screw in the center of the battery charger board and remove the board from the timeclock. Mlinst38 8. Unplug the cables from the connectors on the charger board. 9. Plug the cables into the connectors on the new charger board. Match the ends of each cable with the appropriate pin connector on the charger board. 10. Re-install the battery charger board into the timeclock. 11. Reconnect the wires from the charger board to the battery terminals.
Chapter 4 Maintaining the Timeclock 12. Position the transformer back into place behind the wire clip, route the cable back to its connection on the main board, and plug in the cable. 4-30 Number Description 1 Transformer cable 2 Hooks for routing the cable 3 Transformer connection to the main board (DC power) ADP, Inc.
Servicing the Timeclock 13. Route the charger board cable back to its connection on the main board and plug in the cable. Number Description 1 Battery charger board cable 2 Charger board connection to the main board 14. Plug the transformer back into the AC power source. 15. Test the battery backup by watching the amber LED on the front of the Series 4000 timeclock.
Chapter 4 Maintaining the Timeclock Adjusting the Width of the Badge Reader Slot Removing the Reader Spacers If you did not remove the spacers before you installed the Series 4000 timeclock, you need to perform the following procedure to remove them from the back of the timeclock: 1. Before you begin, collect data from the timeclock using your host application software. For more information, see the “Using the Host Application Software to Collect Data” section in this chapter. 2.
Servicing the Timeclock 5. Disconnect the transformer cable from the timeclock’s main board. Number Description 1 Transformer cable 2 Hooks for routing the cable 3 Transformer connection to the main board (DC power) 6. Trace the wire back to the transformer, freeing it from the hooks molded into the base of the timeclock.
Chapter 4 Maintaining the Timeclock 7. Lift the transformer from behind the wire clip and out of the timeclock. 8. Unplug the AC power cord from the top of the transformer and lay the transformer in a safe place. 4-34 ADP, Inc.
Servicing the Timeclock 9. Use a utility knife to remove the two round spacers from the back of the timeclock where the transformer had been positioned. Number Description 1 Badge reader spacers molded into the base. 10. Install the transformer back in the timeclock as follows: a. Position the transformer behind the wire clip in the timeclock. b. Route the transformer cable to its connection point on the main board and plug the connector in. c. Plug the transformer back into the AC outlet.
Chapter 4 Maintaining the Timeclock Installing the Reader Spacers You need to widen the badge reader slot if the badges your employees use are more than .125 in (3.175 mm) thick. To widen the slot, you install two reader spacers that come molded into the base of the timeclock. Note If you did not remove the spacers before you installed the Series 4000 timeclock, you will need to remove them as explained in “Removing the Reader Spacers” on page 4-32. 1.
Servicing the Timeclock 3. On the outside of the timeclock cover, press the two spacers onto the tops of the channels that hold the screws for the reader cover. 4. Position the reader cover back into place and tighten the two screws.
Chapter 4 Maintaining the Timeclock Replacing the Badge Reader Cover 1. Open the timeclock’s cover by using the security wrench to loosen the security screw on the right side of the timeclock. 2. Use a Phillips screwdriver to loosen the two captive screws inside the timeclock cover, that hold the badge reader cover in place. 4-38 Number Description 1 Screws that hold the badge reader cover in place ADP, Inc.
Servicing the Timeclock 3. Position the new reader cover into place and tighten the two screws.
Chapter 4 Maintaining the Timeclock Replacing the AC Power Supply (transformer) 1. Before you begin, collect data from the timeclock using your host application software. For more information, see the “Using the Host Application Software to Collect Data” section in this chapter. 2. Open the timeclock’s cover by using the security wrench to loosen the security screw on the right side of the timeclock. 3. Unplug the transformer from the AC power source.
Servicing the Timeclock 5. Disconnect the transformer cable from the timeclock’s main board. Number Description 1 Transformer cable 2 Hooks for routing the cable 3 Transformer connection to the main board (DC power) 6. Trace the wire back to the transformer, freeing it from the hooks molded into the base of the timeclock.
Chapter 4 Maintaining the Timeclock 7. Lift the transformer from behind the wire clip and out of the timeclock. 8. Unplug the AC power cable from the top of the transformer. 9. Install the new transformer as follows: a. Plug the AC power cord into the top of the transformer. b. Position the transformer behind the wire clip in the timeclock. c. Route the transformer cable to its connection point on the main board and plug in the connector. d. Plug the transformer back into the AC outlet.
What Are the Maintenance Functions? What Are the Maintenance Functions? Maintenance Mode allows you to display technical information about the timeclock, perform configuration functions, and execute the diagnostic tests. The diagnostic tests are extremely useful when troubleshooting hardware malfunctions.
Chapter 4 Maintaining the Timeclock The following list shows the Maintenance functions that you can perform using the Series 4000 timeclock. The remainder of this chapter contains more information about each of these functions.
What Are the Maintenance Functions? To perform Maintenance functions, you must first access Maintenance Mode. Then, you can select the desired Maintenance command. Note The first time that you power up the Series 4000 timeclock, the Communication Settings screen will appear. For more information about what to enter in communication settings, see the “Communication Setting (basic configuration),” section in this chapter.
Chapter 4 Maintaining the Timeclock Performing Maintenance Functions This section presents brief descriptions of Maintenance functions, and instructions about how to perform them. Audio Setting (basic configuration) Use Audio Setting to adjust the volume of the beeper and to enable or disable the keys click when pressed. The beeper volume is saved when you exit the Beeper Volume field. The Beeper Volume soft key is used to test the volume.
Performing Maintenance Functions Communication Setting (basic configuration) Use Communication Setting to establish communications with the host application. This screen will appear if any information is missing from the text boxes when the Series 4000 timeclock is powered on. The following settings are in Communication Setting: ! Device ID—A six-digit ID number that identifies the timeclock. The host application uses this number to identify the timeclock.
Chapter 4 Maintaining the Timeclock Date/Time Setting (basic configuration) Use Date/Time Setting to set the date and time on the timeclock display. Note that you must enter the time in 24-hour format. Note These settings are part of the basic configuration of the timeclock. You must complete these settings when you power up the timeclock for the first time and if you replace the cover assembly. Step Display Action 1 Maintenance Mode idle display Press the Date/Time Setting soft key.
Performing Maintenance Functions Display Setting (basic configuration) Use Display Setting to set the contrast and brightness of the display screen. The screen shows the effect after you have completed the transaction. Note These settings are part of the basic configuration of the timeclock. You must complete these settings when you power up the timeclock for the first time and if you replace the cover assembly. Step Display Action 1 Maintenance Mode idle display Press the Display Setting soft key.
Chapter 4 Maintaining the Timeclock Symbology Setting (basic configuration) Use Symbology Setting to indicate the type of bar code used on your employees’ badges, so that the timeclock can read the badges properly. Caution If you shut the Interleaved 12-of-5 setting off, you will not be able to read a maintenance badge, preventing you from accessing Maintenance Mode. Note These settings are part of the basic configuration of the timeclock.
Performing Maintenance Functions Database Report Use Database Report to display information about the database. Step Display Action 1 Maintenance Mode idle display Press the More... soft key twice. 2 Maintenance Mode display Press the Database Report soft key.
Chapter 4 Maintaining the Timeclock Ethernet Report Use Ethernet Report to display the following information about the Ethernet connection to the timeclock: ! Speed ! Receive error count ! False carrier count ! Remote Faults Step Display Action 1 Maintenance Mode idle display Press the More... soft key twice. 2 Maintenance Mode display Press the Ethernet Report soft key. File System Report Use File System Report to display the amount of space available in the timeclock.
Performing Maintenance Functions Memory Report Use Memory Report to display the RAM size in the timeclock and the amount of available RAM. Step Display Action 1 Maintenance Mode idle display Press the More... soft key twice. 2 Maintenance Mode display Press the Memory Report soft key. Readers Report Use Readers Report to display information about the bar code reader: Step Display Action 1 Maintenance Mode idle display Press the More... soft key twice.
Chapter 4 Maintaining the Timeclock Badge Test Use Badge Test to check a badge or the badge reader. (The Badge test is not part of the “Sequential Tests” function on page 4-56.) Step Display Action 1 Maintenance Mode idle display Press the More... soft key. 2 Maintenance Mode display Press the Badge Test soft key. 3 Symboloy Swipe a badge. Badge Data Beeper Test Use Beeper Test to check the Beeper. The beeper will beep twice at two different pitches during this test.
Performing Maintenance Functions Display Test Use Display Test to check the timeclock display. The timeclock lights up the four quadrants of the display in a pattern during this test. (The Display test is part of the “Sequential Tests” function on page 4-56.) Step Display Action 1 Maintenance Mode idle display Press the More... soft key. 2 Maintenance Mode display Press the Display Test soft key. 3 Start Test? Do one of the following: ! ! Press ENTER to accept the default answer.
Chapter 4 Maintaining the Timeclock LED Test Use LED Test to check the timeclock’s LEDs. During the test, the three LEDs in the top right corner of the timeclock flash in sequence twice. (The LED test is also part of the “Sequential Tests” function.) Then, the bottom LED remains lit to indicate that the timeclock is receiving power. Step Display Action 1 Maintenance Mode idle display Press the More... soft key. 2 Maintenance Mode display Press the LED Test soft key.
Performing Maintenance Functions Change Password Use Change Password to change the password for a specific Maintenance badge. Step Display Action 1 Maintenance Mode idle display Press the More... soft key three times. 2 Maintenance Mode display Press the Change Password soft key. 2 Old Password Type the old password for the badge. 3 New Password Type the new password. 4 Verify Password Type the new password a second time.
Chapter 4 Maintaining the Timeclock Delete All Punches Use Delete All Punches to delete all punches from the FIFO to correct the last punch invalid error. For more information, see “Error 04-2: Last punch invalid” in Chapter 6 on page 6-3. After performing the Delete All Punches transaction, the timeclock contains only home employee data associated with schedule enforcement. Caution Performing Delete All Punches causes all transactions stored in the FIFO (collected and uncollected) to be deleted.
Chapter 5 Upgrading Timeclock Firmware This chapter contains the following section: ! Overview of a Softload ! Performing a Softload
Chapter 5 Upgrading Timeclock Firmware Overview of a Softload A communication protocol between Data Collection Manager (DCM) and the Series 4000 badge timeclock initiates and controls the softload process. The timeclock displays a message indicating that a softload is in progress. All user input is disabled. DCM performs a Batch first-in-first-out (FIFO) command to collect all uncollected punches from the FIFO database before the download process begins.
Performing a Softload Performing a Softload Before you perform a softload, you should verify that the Data Collection Manager (DCM) Collection Agent is working. The softload process does not start until the Collection Agent completes the collection process. Caution To ensure a successful softload, do not reboot the timeclock while it is in Softload Mode. To perform a softload, do the following: 1. Access the DCM Device Manager application. 2. Select Tools > Advanced Device Manager. 3.
Chapter 5 5-4 Upgrading Timeclock Firmware ADP, Inc.
Chapter 6 Error Messages and Troubleshooting Procedures This chapter provides error and status messages to help isolate the source of malfunctions that occur while the Series 4000 timeclock is operating.
Chapter 6 Error Messages and Troubleshooting Procedures Error Messages The Series 4000 timeclock displays two types of messages that can provide helpful information when you are troubleshooting timeclock malfunctions: ! Error Messages ! Status Messages This chapter contains all of the error and status messages that the Series 4000 timeclock can display. It also describes the possible causes of the error message.
Error Messages Error 04-1: Punch rejected The timeclock has detected that the time span since the last punch for this employee does not meet the minimum time between punches. The minimum time is configured using your host application software. Wait the appropriate amount of time, then punch again. Error 04-2: Last punch invalid The date and time of the last punch for this employee is in the future, making schedule enforcement impossible. Perform a Delete All Punches transaction in Maintenance Mode.
Chapter 6 Error Messages and Troubleshooting Procedures 107 - According to the employee's generic schedule, it is a punch off time 108 - The employee is attempting to start a new shift but an individual or generic schedule cannot be found 109 - The employee is attempting to punch before a scheduled start time but earlier than is allowed (early start restriction) 110 - The employee is attempting to punch after the schedule start time but later than is allowed (late start restriction) 111 - The employee is
Error Messages Error 08-1: Invalid restriction level The employee badge does not match any of the home employees loaded in the timeclock, punching by non-home employees is allowed, but not for the restriction level encoded on the badge. Do one of the following: ! In your host application software, allow the restriction level to be used by non-home employees. ! Swipe the employee badge while the timeclock is in Supervisor Mode. ! Enable a single or global restriction credit from Supervisor Mode.
Chapter 6 Error Messages and Troubleshooting Procedures Error 41-2: Generic schedule not found The generic schedule the employee is assigned to is not available. Using your host application software, re-initialize the timeclock. Error 41-3: Generic schedule not valid An error was found in the data in the generic schedule the employee is assigned to. Using your host application software, re-initialize the timeclock.
Error Messages ! 94-1: Enter a valid date ! 94-2: Enter a valid time ! 94-4: Enter xx digits after decimal ! 94-5: Enter data in decimal format ! 94-6: Badge data exceeds field length ! 94-7: Enter a valid IP address ! 94-8: Enter valid data ! 96-1: Maximum length is xx ! 96-2: Minimum length is xx ! 10-1: Unrecognized barcode ! 10-2: Use keypad to enter data Transaction Error Conditions Transaction error conditions are detected after you enter all the data for a transaction.
Chapter 6 Error Messages and Troubleshooting Procedures Status Messages The Series 4000 timeclock displays status messages that provide information, such as current mode of operation and FIFO status. ! Supervisor Mode ! Maintenance Mode ! Database is nearly full ! Soft Load Mode Supervisor Mode The timeclock is operating in Supervisor Mode. Maintenance Mode The timeclock is operating in Maintenance Mode. Database is nearly full The timeclock has reached the FIFO Nearly Full condition.
Troubleshooting Troubleshooting This section provides troubleshooting procedures to help you isolate the source of hardware malfunctions that can occur while operating the Series 4000 timeclock. Troubleshooting procedures are provided for the following types of problems: ! Timeclock Hardware Failures ! Troubleshooting Table ! Verifying the Integrity of the Network For diagnostic testing, refer to “What Are the Maintenance Functions?” on page 4-43.
Chapter 6 Error Messages and Troubleshooting Procedures You also need the following functioning elements of the front cover assembly. For part numbers, see “Replacing the Backup Battery Charger Board” on page 4-24.
Troubleshooting Symptom Probable Cause Corrective Action The Series 4000 timeclock does not power up, and the power LED is not turned on. The transformer is not plugged in properly to the timeclock’s main board, the AC outlet, or both. Check the connections to the main board and the AC outlet. Important: If the power cord is not plugged into the AC outlet, do not plug it in until you ensure that the transformer is properly connected to the main board.
Chapter 6 Error Messages and Troubleshooting Procedures Symptom Probable Cause Corrective Action Adjust the contrast and brightness of the No LCD backlight The contrast and brightness of the display display screen. See “Display Setting (basic configuration)” on page 4-49. screen are not appropriate for the timeclock’s environment.
Troubleshooting Symptom Probable Cause Corrective Action Series 4000 timeclock fails to read badges. The badge is unreadable 1. Inspect the badge for cleanliness. 2. Clean the badge and badge reader. or does not meet the required badge specification. PIN punching only is enabled. Using Data Collection Manager (DCM), enable badge punching. The bar code on the badge is worn or scraped off. Replace the badge. 1. Access Maintenance Mode. You did not configure the timeclock to read the 2.
Chapter 6 Error Messages and Troubleshooting Procedures Symptom Probable Cause Communication fails. Communication settings To check settings at the timeclock: are incorrect either at 1. Access Maintenance Mode. the timeclock or the host 2. Press the Communication Settings soft PC. key. 3. Check and, if necessary, correct the Device ID, IP Address, Gateway, and Subnet Mask settings. If communication continues to fail, check the communication settings at the host PC.
Troubleshooting Verifying the Integrity of the Network Verify the integrity of the Series 4000 timeclock’s communications capabilities by following these steps: 1. Perform a general inspection of the installation site. Ensure that all communications cables are routed properly and are securely connected to the timeclock(s), the host PC, and any other ADP equipment that may be installed at the site. 2. Inspect the cables. Make sure they are properly attached. 3. Check wires for any breaks. 4.
Chapter 6 6-16 Error Messages and Troubleshooting Procedures ADP, Inc.
Appendix A Timeclock Specifications Case: Black, advanced polycarbonate/ABS resin, dust and moisture-resistant Dimensions: Width: 10.75 inches (27.30 cm) Height: 11.75 inches (29.85 cm) Depth: 4 inches (10.16cm) Weight: 5 lbs. (2.25 kg) Keypad: Silicon Elastomer numeric keypad and 8 programmable soft keys Power Supply: 50/60 Hz 110/220 V transformer Power requirements: 100 to 240V, 1.
Appendix A A-2 Timeclock Specifications AC Surge Protection: Timeclock withstands AC power surges induced by lightning, the local power company, or inductive switching transients as tested in accordance with IEEE Standard 587 FCC: Meets all Federal Communications Commission (FCC) requirements for Class A computing device Approvals: Underwriter’s Laboratories (UL) Canadian Standards Association (CSA) ADP, Inc.
Appendix B Differences Between the Series 4000 and the Series 400 Timeclocks This appendix contains information about the differences between the Series 400 timeclocks and the Series 4000 timeclock.
Appendix B Differences Between the Series 4000 and the Series 400 Timeclocks Physical Differences The following table shows the physical differences between the Series 4000 and the Series 400 timeclocks. Display B-2 Series 4000 Series 400 4.
Functional Differences Functional Differences The following table shows the functional differences between the Series 4000 and the Series 400 timeclocks. Series 4000 Series 400 Punch status information display Users can view punch status. Users can view punches, elapsed time, and last punch. Individual employee information display Users can display individual employee information. Users can display and print individual employee information. Keying in a punch Users enter the badge number only.
Appendix B B-4 Differences Between the Series 4000 and the Series 400 Timeclocks ADP, Inc.
Glossary The following is a list of terms related to the use and configuration of the Series 4000 timeclock. 10BASE-T Specifications of the speed of data transmission on an Ethernet network. 10BASE-T represents 10 megabits per second. 100BASE-T Specifications of the speed of data transmission on an Ethernet network. 100BASE-T represents 100 megabits per second. account transfer Employees' hours that are associated with an account other than their home account.
Glossary activity code Allows employees who work special shifts to change activities in the eTIME application or at the timeclocks. For example, a “Charge Nurse” in a hospital is a nurse assigned temporary responsibility for his or her floor. The Charge Nurse is paid differently for taking on this responsibility. You can create activity codes and set up employees' pay rules to award bonus hours or money for activity shifts, according to your payroll policies.
Glossary Codabar A bar code symbology used for ID cards, blood banks, and some package delivery carriers. Code 39 A bar code symbology used for industrial, medical, and government applications. Code 128 A bar code symbology endorsed by several industry trade groups and used widely in manufacturing, especially in Europe. contrast The degree of difference between light and dark extremes of color on the timeclock’s display. You set this as part of the local configuration of the timeclock.
Glossary function Operations you perform at the timeclock to view and edit employee data (for example, add punches, display totals). function key Data Collection Manager (DCM) equivalent to a soft key. generic schedule A pattern of shifts that applies seven days a week. Generic schedules are an easyto-maintain pattern of expected start times that are the same every day.
Glossary Internet Protocol (IP) address A number typically written as four numbers separated by periods that uniquely identifies a computer that is using Transmission Control Protocol/Internet Protocol (TCP/IP) to communicate across an Internet. The address consists of the network number, the subnet number, and the machine number.
Glossary labor tracking Labor tracking allows users to define precise labor accounts to which employees' hours accrue, and track hours worked in each labor account. local configuration See basic configuration. local area network (LAN) A network system confined to a small geographical area that does not use longdistance carriers, such as telephone connections. The area is usually limited by the cable length restrictions of the transportation media being used.
Glossary Employees “punch” when starting or ending a shift, meal, or break. Employees can punch in a variety of ways, depending on your system. The most common way to punch is by swiping a badge at a Series 4000 timeclock. proxy server A program that handles communications between a protected network and the Internet. This program typically verifies users and keeps a list of accesses.
Glossary Transmission Control Protocol and Internet Protocol (TCP/IP) A two-layered communications protocol suite that connects different types of computers to various types of media, while providing data correction, security, and reliability. Transmission Control Protocol (TCP): A protocol in the TCP/IP suite that manages the assembling of a message or file into smaller packets that are transmitted over the Internet and received by a TCP layer that reassembles the packets into the original message.
Index A activity transactions end 2-4 start 2-9 add punch transaction 3-5 audio setting transaction 4-46 B badge reader adjusting slot width 4-32 cover replacing 4-38 removing the reader spacers 4-32 troubleshooting 6-13 badges change maintenance password 4-57 change supervisor password 3-6 symbology setting transaction 4-50 test transaction 4-54 bar code badge test transaction 4-54 readers report transaction 4-53 symbology setting 4-50 basic configuration audio setting transaction 4-46 communication sett
Index keypad 4-55 LEDs 4-56 sequential 4-56 differences from Series 400 timeclock functional A-3 physical A-2 display on/off premise transaction 3-8 setting transaction 4-49 test transaction 4-55 E employee mode 2-2 transactions 2-3 view information transaction 3-12 end activity transaction 2-4 enter tips transaction 2-5 error messages data errors 6-6 status messages 6-8 transaction error conditions 6-7 transaction errors 6-2 ethernet report transaction 4-52 F FACTORY DEFAULT transaction 4-57 file system
Index M maintenance functions 4-46 mode 4-43 preventive 4-5 replacement parts 4-4 required tools 4-2 safety considerations 4-3 servicing the timeclock 4-8 transactions 4-44 maintenance functions diagnostic tests 4-44 miscellaneous 4-44 reports 4-44 settings 4-44 maintenance mode accessing 4-45 example 4-43 exiting 4-45 meals, cancel deduction transaction 2-4 memory report transaction 4-53 messages, view all transaction 2-9 modes employee 2-2 maintenance 4-43 supervisor 3-2 P part numbers 4-4 password tran
Index sequential test transaction 4-56 Series 400 functional differences from A-3 physical differences from A-2 settings audio transaction 4-46 communications transaction 4-47 date/time transactions 4-48 display transaction 4-49 symbology transaction 4-50 simple punch transaction 2-8 single restriction override transaction home employee 3-11 non-home employee 3-12 spacers, removing from timeclock 4-32 specifications A-1 start activity transaction 2-9 status messages 6-8 subnet mask 4-20 supervisor function
Index display failure 6-10 FACTORY DEFAULT transaction 4-57 hardware/operational problems 6-10 to 6-14 keypad problems 6-12 LCD failure 6-10, 6-12 lead-acid battery failure 6-12 LED failure 6-10, 6-11 power-up failures 6-11 status messages 6-8 transaction error conditions 6-7 transaction error messages 6-2 V view current schedule transaction 2-10 future schedule transaction 2-10 totals transaction 2-11 view all messages transaction 2-9 Series 4000 Badge Timeclock User’s Guide Index-5
Index Index-6 ADP, Inc.
