888 534-5994 TimeTrax Pro USER MANUAL
Time and Attendance System REFERENCE GUIDE
TIME & ATTENDANCE SYSTEM REFERENCE GUIDE
TIMETRAX PRO TIMETRAX PRO PRODUCT & SOFTWARE LICENSING AGREEMENT Copyright © 2001-2006 Pyramid Technologies, LLC Portions of this program Copyright © 1991-2005 Microsoft Corp. Portions of the report generation software are distributed under a licensing agreement with Data Dynamics, Ltd. Portions of this program Copyright © 1994-2000 eHelp Corp. All rights reserved. Portions of this program Copyright © 1990-2005 Info-ZIP, and distributed under license dated 2005Feb-10.
TIME & ATTENDANCE SYSTEM commercial purposes nor sell, or otherwise transfer it for value. Commercial purposes include the use of the TimeTrax Pro software to create publicly distributed computer software. No rental, leasing or commercial hosting. You may not rent, lease, lend or provide commercial hosting services to third parties with the TimeTrax Pro software. Software Transfer.
TIMETRAX PRO 7) APPLICABLE LAW. This EULA is governed by the laws of the State of Connecticut. Should You have any questions concerning this EULA, or if You desire to contact PYRAMID TECHNOLOGIES for any reason, please contact the PYRAMID distributor serving you or write: PYRAMID TECHNOLOGIES LLC. , 48 Elm Street, Meriden, CT, 06450; Or Call Toll Free 1-888-479-7264 8) LIMITED WARRANTY. Pyramid Technologies, LLC.
TIME & ATTENDANCE SYSTEM TABLE OF CONTENTS What’s in the Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Minimum System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Installing Time Recorder & Mounting Bracket . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Detaching Time Recorder from Mounting Bracket . . . . . . . . . . . . . . . . . . . . . . . . . . .
TIMETRAX PRO Workdays and Workweek . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Reports/Exports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Employee Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Archive Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
TIME & ATTENDANCE SYSTEM WHAT’S IN THE BOX? SYSTEM REQUIREMENTS The TimeTrax series system includes the following: In order to run the TimeTrax series system the following is required: • (1) TimeTrax series time recorder. • IBM compatible PC with a Pentium® class or faster processor. • Power Supply. • (1) 50 foot Flat serial communications cable with RJ-45 connectors on both ends. • Minimum 32 megabytes of RAM. • (1) RJ-45 to DB-9 serial port adapter. • CD-ROM drive.
TIMETRAX PRO INSTALLING THE TIME RECORDER The TimeTrax series time recorder can be mounted on a wall using the mounting bracket or set on a desk using the rubber feet. The communications and power cables may be routed through the hole in the bottom of the time recorder or through the cutout in the mounting bracket and through the wall. The mounting bracket features a locking tab that prevents the time recorder from being removed once it is attached.
TIME & ATTENDANCE SYSTEM ATTACHING THE TIME RECORDER TO THE MOUNTING BRACKET • Push the time recorder onto the previously installed mounting bracket so that the four tabs on the bracket fit into the four matching slots on the back of the time recorder. • Slide the time recorder downward until the locking tab "clicks" into place. When properly mounted, the time recorder cannot be slid up and off the bracket without using the wall bracket release key (included) to disengage the locking tab.
TIMETRAX PRO DETACHING THE TIME RECORDER FROM THE MOUNTING BRACKET • Hold the wall bracket release key (included) with the pointed end up and the diagonally cut side away from you. • Insert the key into the narrow slot on the bottom of the time recorder to the right of the cable access cutout. • Push the key all the way up into the slot. The key will slide easily until the last 1/2 inch when some resistance from the locking tab will be felt.
TIME & ATTENDANCE SYSTEM SERIAL CABLE INSTALLATION A E B OPTION 1 D OPTION 2 C B D 1 2 3 4 5 6 7 8 CLEAR F 0 9 ENTER G CONNECTING POWER: Connect the AC power supply (fig. F) to a standard 115v wall power outlet (fig. G) and also to the TimeTrax Pro unit (fig. E). Two available options for connecting the TimeTrax Pro to your central PC (fig. A). PARTS REFERENCE A. Central PC B. RJ45 to DB9 Adapter (PN 41400) C. USB to RS232 Adapter (PN 41685) D. 50’ White Flat Cat5 Cable (PN 1269) E.
TIMETRAX PRO INTRODUCTION Congratulations on your purchase of the Pyramid TimeTrax Pro Time and Attendance System. TimeTrax Pro takes proven card reader technology and combines it with the powerful TimeTrax Pro software to create a time and attendance solution that is both highly effective and easy to use.
TIME & ATTENDANCE SYSTEM Using the Time Recorder Once the time recorder is installed, the employee punch records that are generated from card punches are stored within the recorder even if those records are uploaded to the TimeTrax Pro database. The TimeTrax Pro recorder automatically stores the last 4,000 punches; depending on usage the punches can be retrieved on a more or less frequent basis. However, it is recommended that punches should be retrieved on a regular basis for two reasons: 1.
TIMETRAX PRO INSTALLING THE SOFTWARE Click NEXT to continue To accept licensing agreement click NEXT to continue Enter User Name and Organization. Choose for whom to install the application.
TIME & ATTENDANCE SYSTEM Click INSTALL to begin installation When installation is complete, click FINISH Double click the ICON placed on your desktop to begin 9
TIMETRAX PRO LOG IN WINDOW When the program is launched, you are presented with the Log In Form. Enter ADMIN into USER NAME field Enter PTI (uppercase) into PASSWORD field Search for Time Records INITIAL COMMUNICATION FORM After you successfully log in, the system initializes communications with the time recorder attached to the PC. When this is successfully accomplished, you will see Recorder Found.
TIME & ATTENDANCE SYSTEM TIMETRAX PRO SETUP WIZARD Click YES to continue PAYROLL GROUP SETUP Payroll Groups categorize how groups of employees are paid. As an example, Sales Department employees are paid monthly and Production Department employees are paid bi-weekly. Sales and Production would be two different Payroll Groups. If your company pays all employees on the same schedule, you should have only one payroll group.
TIMETRAX PRO Select your Pay Period. Note: Hourly employees paid on a Monthly and Semi-Monthly basis could accrue overtime in one Pay Period that is applied to the next. Select the day that your Pay Period starts on. Select the time to begin the new Pay Period. The time selected should be after the last out-punch of the previous pay period and before the first in-punch of the current pay period.
TIME & ATTENDANCE SYSTEM Click EDIT to start. DAILY OVERTIME: Choose how it is paid and after how many hours. WEEKLY OVERTIME: Choose how it is paid and after how many hours. MONTHLY/ SEMI-MONTHLY PAY PERIODS ONLY: Must select the day and time that the workweek begins to calculate overtime correctly. Max Hours Before Missed Punch Assumed: The maximum number of hours an employee can work without punching before the system assumes the employee forgot to punch out.
TIMETRAX PRO ADVANCED EMPLOYEE GROUPS SETUP Employee Groups Advanced can be used when the standard Employee Groups is not sufficient for an organization. Shift Rounding: Prevents unauthorized overtime. You can enter the number of minutes prior to and following the end of each shift that overtime will not be paid. Punches made during this period will display the actual punch time, however, calculations will include the additional time.
TIME & ATTENDANCE SYSTEM EMPLOYEE DETAILS SETUP This section is where individual employee information is stored. (For QuickBooks users, please see the section on Importing Employees from QuickBooks) Click ADD to continue CARD 1, 2, 3: TimeTrax Pro allows up to 3 different card numbers to be assigned to each employee. Card 1 is a required field. ENTER EMP#: NOTE: It is very important that you verify the Employee Number with your Payroll Service for proper exporting.
TIMETRAX PRO CONFIGURE TAB Date/Time Setup: This is the screen in which you will make any adjustments necessary to the TimeTrax Pro date and time, as well as Daylight Savings Time settings. Preferences: This is the screen in which you will define the preferences for your system settings. Click SAVE and EXIT button when completed. FORCE TEXT TO UPPERCASE: Select this option if you want all text entries to be UPPERCASE.
TIME & ATTENDANCE SYSTEM ACTIVATE AUTOMATIC BACKUP: Select this option to turn on automatic backups. BROWSE: Click this button to find the location where you would like to store the backups. NOTE: This can be on a network drive. TIMETRAX SECURITY BACKUP NOW: Immediate Backup. APPLY: Click after screen changes. RESTORE FROM CURRENT BACKUP: Restores system database from the backup you This is the screen in which you will set just created.
TIMETRAX PRO TIME SOURCE & SYNC STANDARDS It is not necessary to make any changes on this screen. TIME SOURCE STANDARD: By default Time Recorder is the most reliable option for time keeping. You can change the default to PC if you choose, however, PCs experience fluctuation by gaining and losing time. TIME SYNCHRONIZATION STANDARD: By default Powerline is the most reliable option for time keeping.
TIME & ATTENDANCE SYSTEM KEYPAD ENTRY Using the Keypad Punch records can be entered using the keypad on the time recorder if this has been enabled in the software in either of two ways. Certain cards can be designated as “supervisor cards” in the program. After a supervisor card is swiped, the keypad is temporarily enabled and an employee number may be entered. Additionally, a range of numbers may be designated in the software as allowable for unsupervised keypad entry.
TIMETRAX PRO BELL SCHEDULES TimeTrax accommodates bell scheduling for customers who have standard start/end and break/lunch times and want to program bells to ring at a specific time to notify employees at the appropriate hour, up to 300 events. The programming is standard in the software, however, additional bell ringing hardware and bells are available through Customer Support at 888-479-7264 or by email at custsvc@pti.cc.
TIME & ATTENDANCE SYSTEM CHANGING BELL SCHEDULE Once a bell schedule is established, the time of an entry cannot be changed. The entire entry must be deleted and a new entry added for the correct time. To delete the entry, highlight the entry that you wish to change and select DELETE. A pop up question box asking, "Are you sure you want to delete this item?" will appear. Select YES to delete the entry or select CANCEL to abort the deletion.
TIMETRAX PRO PUNCH EDITING Insert Punch: To insert a punch, click the INSERT PUNCH button. Select the date of the punch and then select the time of the punch and choose SAVE. Edit Punch: Highlight the punch in question, click the EDIT PUNCH button, change the date and/or time of the punch, and choose SAVE. Delete Punch: Highlight the punch in question, click the DELETE PUNCH button, and choose YES on the verification screen, if you are sure you want to delete this punch.
TIME & ATTENDANCE SYSTEM ASSERT GLOBAL SPECIAL PAY In the circumstances where you wish to pay all employees or a group of employees the same number of hours, (i.e., Independence Day @ 8 hours), go to FILE – Assert Global Special Pay. EMPLOYEE SELECTION: Choose either EMPLOYEE BY GROUPS in the Selected Payroll Group or INDIVIDUAL EMPLOYEES in the Selected Payroll Groups. If you choose EMPLOYEE BY GROUPS, you are selecting every employee within the selected employee group.
TIMETRAX PRO REPORTS / EXPORTS REPORTS When generating REPORTS you must select the PAY PERIOD you want included in the report, as well as the EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES you want included in the REPORT. Then, select the REPORT you want to run. Select PAY PERIOD to be included in REPORT Choose REPORT Click CREATE REPORT Select who is included in the REPORT. Choose either EMPLOYEE GROUP or INDIVIDUAL EMPLOYEES.
TIME & ATTENDANCE SYSTEM Employee Contact Information: Shows NAME, ADDRESS, HOME PHONE and WORK PHONE. Employee Seniority Report: Shows EMPLOYEE NAME, ID NUMBER, HIRE DATE and DAYS EMPLOYED. You can sort by either 30/60/90 or 410-DAY BANDS or BY NAME or BY DATE HIRED. ARCHIVE REPORTS Once a payroll record is approved, it is placed in Archive. Archive Reports allow you to run reports from the date TimeTrax Pro was installed up to and including the current date. Select who is included in the REPORT.
TIMETRAX PRO IMPORTING EMPLOYEES FROM QuickBooks This section discusses how to import employees from your QuickBooks system to TimeTrax Pro to eliminate the double entry of employee information. After you complete the setup of EMPLOYEE GROUPS, you will be presented with the following screen: Click YES to continue. Click SYNC EMPLOYEES WITH QUICKBOOKS to continue. Click LINK RULES to setup how the system will import your employees.
TIME & ATTENDANCE SYSTEM MATCH ONLY ON EMPLOYEE ID: The import will only match Employee IDs. UNIQUELY MATCH: The import will do a cross reference on all employee data to ensure it is correct (Pyramid strongly recommends use of this option). Check this option to have TimeTrax PRO/ ELITE update your QuickBooks Employee data. Check this option to have QuickBooks update your TimeTrax PRO/ ELITE employee data. (PYRAMID STRONGLY RECOMMENDS USE OF THIS OPTION).
TIMETRAX PRO ADP The following are instructions for setting up and using the ADP EXPORT contained in the TimeTrax PRO. You will have to go into the REPORTS/ EXPORTS tab to proceed with the export. It may also be necessary for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS – SETUP PAY CATEGORIES. (These codes will be provided to you from your payroll service provider). It is also required that individual payroll records are approved before export on the PAYROLL DETAILS SCREEN.
TIME & ATTENDANCE SYSTEM GENERIC TEXT The following are instructions for setting up and using the GENERIC TEXT EXPORT contained in the TimeTrax PRO. You will have to go into the REPORTS/ EXPORTS tab to proceed with the export. It may also be necessary for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS – SETUP PAY CATEGORIES. (These codes will be provided to you from your payroll service provider).
TIMETRAX PRO PAYCHEX PREVIEW The following are instructions for setting up and using the PAYCHEX PREVIEW EXPORT contained in the TimeTrax PRO. You will have to go into the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS – SETUP PAY CATEGORIES. (These codes will be provided to you from your payroll service provider).
TIME & ATTENDANCE SYSTEM PAYCHEX PAYLINK The following are instructions for setting up and using the PAYCHEX PAYLINK EXPORT contained in the TimeTrax PRO. You will have to go into the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS – SETUP PAY CATEGORIES. (These codes will be provided to you from your payroll service provider).
TIMETRAX PRO PRODATA EVOLUTION The following are instructions for setting up and using the PRODATA EVOLUTION EXPORT contained in the TimeTrax PRO. You will have to go into the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS – SETUP PAY CATEGORIES. (These codes will be provided to you from your payroll service provider).
TIME & ATTENDANCE SYSTEM QuickBooks 2003+ The following are instructions for setting up and using the QUICKBOOKS 2003+ LINK EXPORT contained in the TimeTrax PRO. You will have to go into the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS – SETUP PAY CATEGORIES. (These codes will be provided to you from your payroll service provider).
TIMETRAX PRO QuickBooks – 2002 The following are instructions for setting up and using the QUICKBOOKS PRE2002 LINK EXPORT contained in the TimeTrax PRO. You will have to go into the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS – SETUP PAY CATEGORIES. (These codes will be provided to you from your payroll service provider).
TIME & ATTENDANCE SYSTEM To obtain a CREATE TIME, do the following: 1. In the QuickBooks Tool Bar go into: FILE TIMER EXPORT LISTS FOR TIMER 2. Click OK when the EXPORTS LISTS FOR TIMER SCREEN appears. 3. Save in whatever drive you choose to use. 4. Change the file name to something easily identifiable such as myqbcompany.if. The name does not matter as long as the ending is .if. 5. Click on SAVE. You will get a message showing that your data has been exported successfully. 6.
TIMETRAX PRO QuickBooks PRO TIMER EXPORT USERS The following are instructions for setting up and using the QUICKBOOKS PRO TIMER EXPORT contained in the TimeTrax PRO. You will have to go into the REPORTS/EXPORTS tab to proceed with the export. It may also be necessary for you to setup the CATEGORY CODES within the SETUP – PAYROLL GROUPS – SETUP PAY CATEGORIES. (These codes will be provided to you from your payroll service provider).
TIME & ATTENDANCE SYSTEM To obtain a CREATE TIME, do the following: 1. In the QuickBooks Tool Bar go into: FILE TIMER EXPORT LISTS FOR TIMER 2. Click OK when the EXPORTS LISTS FOR TIMER SCREEN appears. 3. Save in whatever drive you choose to use. 4. Change the file name to something easily identifiable such as myqbcompany.if. The name does not matter as long as the ending is .if. 5. Click on SAVE. You will get a message showing that your data has been exported successfully. 6.
TIMETRAX PRO DEPARTMENT CODES Department Codes allow employees to change Departments or Jobs throughout the course of a workday. Department codes could be used when an employer wants to capture time by job and employee vs. employee alone. The employee(s) will swipe when leaving each position and again when starting under a new department. Department codes are not a standard feature on all models, but can be purchased separately by calling Pyramid at 888-479-7264.
TIME & ATTENDANCE SYSTEM SQL HARDWARE INSTALLATION IMPORTANT: Software must be fully installed PRIOR to connecting the hardware. 1. Install SQL Server CD onto the PC that will act as the Server. Close out of the program. 2. Install DB9 and USB adapter to the computer that will act as the Server. 3. Attach the RJ45 cable to the DB9 adapter. 4. Run the cable to the terminal. 5. Install SQL Client disk on all PCs that will run TIMETRAX program.
TIMETRAX PRO Included in your shipment you should have received 2 CDs, one marked TIMETRAX SQL_SVR and the other marked TIMETRAX SQL_CLIENT. If you purchased TIMETRAX separately, you will have a TIMETRAX CD as well. This TIMETRAX CD should not be installed when you are installing SQL. Also, it is important that you not install a Client CD on the same machine as the Server CD.
TIME & ATTENDANCE SYSTEM When the InstallShield Wizard completes, you will have 3 icons on your Desktop: • TIMETRAX Network Agent – communicates with the client machines. • TIMETRAX – Time and attendance program. • SQL Server Network Utility – sets the network communication parameters. Recommendation: To avoid possible conflict with other MSDE programs installed on server computer.
TIMETRAX PRO Click OK Step 3: Open/Run the Pyramid TIMETRAX Program by double clicking on the desktop icon. A small window will flash quickly displaying the message “Starting Microsoft SQL Server”. Note: TIMETRAX – Login Standalone must show on the title bar. The TIMETRAX application will do the required database initializations only in the Standalone mode. ADMIN PTI You will enter ADMIN into the User Name and PTI into the Password fields to log into TIMETRAX.
TIME & ATTENDANCE SYSTEM To allow access to the TIMETRAX database over the network, make sure that the TIMETRAX program is closed on the Server. Then, double click on the TIMETRAX Network Agent icon on the Server’s desktop. An icon in the form of a blue pyramid will appear in the system tray on the lower-right corner of your screen. This starts the Microsoft SQL Server and allows communications with the Client(s). The TIMETRAX network is now ready for normal operation.
TIMETRAX PRO • Once the program is removed, navigate to My Computer – C:\ Program Files\Pyramid and delete the PYRAMID FOLDER. Once you have created a folder on your desktop with the database files and uninstalled and deleted the program and folder as instructed, follow Step 1 and 2 of the instructions for the New SQL Install on pages 40-42. When the Server is completely installed, before accessing the TimeTrax program, go to the folder on your desktop named DATA and choose EDIT ➞ SELECT ALL ➞ EDIT ➞ COPY.
TIME & ATTENDANCE SYSTEM Running TIMETRAX Network Agent as a Background Task The TIMETRAX Network Agent must be running to allow database access over the network. Without the TIMETRAX Network Agent up and running, Client TIMETRAX computers cannot run TIMETRAX. To eliminate this situation, The TIMETRAX Network Agent should be set to run as a background task on the Server computer. Using your Microsoft Windows Task Scheduler, schedule the TIMETRAX Network Agent to start after the computer boots up.
TIMETRAX PRO Select: |Program Files\ Pyramid\TIMETRAX. Double click on PYRTT.NET.EXE Task Name should prepopulate, however, if it does not, enter PYRFTNET Select: WHEN MY COMPUTER STARTS Click NEXT Enter Windows User Name Enter Windows Password Confirm Windows Password Select NEXT. If the Next button won’t advance you forward, you may need to re-enter or re-confirm the password.
TIME & ATTENDANCE SYSTEM Select: TASK tab Add “-T” to the end of the path. Select: APPLY In the “Run:” text field, it will display: “C:\Program Files\Pyramid\TIMETRAX\PyrFTNet.exe”. Click on the end of the line and add a space and then "-T", as shown in the example above. Click APPLY. Select: SETTINGS tab Uncheck: STOP THE TASK IF IT RUNS FOR: box Select: APPLY This completes the Scheduled Task.
TIMETRAX PRO MODEM POLLING – HOST MODEM INSTALLATION PARTS REFERENCE 48 A. Central PC G. Standard 115v Wall Power Outlet B. RJ45 to DB9 Adapter (PN 41400) H. DB9 Adapter to RJ45 C. USB to RS232 Adapter (PN 41685) I. RJ45 Black Cable to Time Clk/PC D. 50’ White Flat RJ45Cable (PN 1269) J. Phone Line (RJ11) to Wall Jack E. TimeTrax Terminal L. F. AC Power Supply K.
TIME & ATTENDANCE SYSTEM MODEM POLLING – REMOTE MODEM INSTALLATION Terminal with External Modem Terminal with Internal Modem PARTS REFERENCE A. TimeTrax Terminal E. 5050 External Modem B. RJ45 into 5050 Modem (Time Clk - White Cable) F. Standard 115v Power Outlet C. RJ11 Standard Inwall Phone Jack (Must Be Analog) G. TimeTrax Terminal (Internal Modem) H. AC Power Supply D.
TIMETRAX PRO PLEASE READ THESE INSTRUCTIONS THOROUGHLY BEFORE ATTEMPTING THE INSTALLATION. Introduction TimeTrax Modem Polling is a powerful tool that allows users to download punch records from multiple TimeTrax Recorders sited at remote locations. Transmission of data is done via analog phone lines and internal and/or external modems.
TIME & ATTENDANCE SYSTEM Installing Remote Recorder(s) and Modem(s) (See diagram on page 49) TimeTrax Time Recorders installed at remote locations must be connected to a phone line through a Pyramid Model 5050 external modem or installed directly to the TimeTrax Time Recorder if it was purchased with an internal modem. If connecting to 5050 Modem, plug the supplied RJ-11 phone cable into the port labeled PHONE LINE and plug the other end into the analog phone outlet designated for the TimeTrax Recorder.
TIMETRAX PRO Modem Polling Control Panel The Modem Polling Control Panel is where the Modem Polling programming takes place and is located by first selecting MODEM POLLING on the menu bar and then selecting OPEN CONTROL PANEL from the pull down menu. If you do not see MODEM POLLING on the menu bar, select FILE and SHOW MORE MENUS and it will appear. You can also access MODEM POLLING by selecting the Modem Polling Tab on the Vertical icon Bar.
TIME & ATTENDANCE SYSTEM Locations Tab Entering the Location Information The location is where the Remote Recorder and Modem are physically located. Each remote location is setup in Modem Polling Locations Panel screen. To enter the information for each remote location: Locations Tab Enter Location Name Select the Group that the location belongs to from Dropdown box Enter the telephone number and any extension needed at the remote location.
TIMETRAX PRO Schedule Tab The Modem Polling Server can automatically contact groups of remote locations to download employee punch records based on a schedule setup by the user. The Schedule Tab is where the polling schedule is set up. It contains a Schedule Table in which the user can set the days and times that each group will be polled to retrieve punch data. Programming a modem schedule is optional.
TIME & ATTENDANCE SYSTEM The TIME FORMAT selection allows times to be displayed in either 12 or 24-hour format. The SET LOCAL TIME ZONE/DAYLIGHT SAVINGS TIME Button sets up local time information on the host computer. • Select the appropriate local daylight savings time (DST) schedule. • For custom Daylight Savings Time (DST), select the month of the year and the Sunday of the month on which DST starts and ends. • Click the OK box at the bottom of the form.
TIMETRAX PRO Starting the Modem Polling Server In order to poll punches either via the Polling Schedule or the Poll Punch button, the Modem Polling Server must be running. The Modem Polling Server should be running continuously on the Host computer. To turn the Server on: • Click on MODEM POLLING on the menu bar and click on Start Server from the pull-down menu. • The splash screen will appear momentarily indicating that modem polling has been started.
TIME & ATTENDANCE SYSTEM Retrieving Remote Punch Records Employee punch records are stored in the remote TimeTrax Time Recorders (up to 4,000) until automatically downloaded to the Host PC using the Modem Polling Server according to the schedule created by the user. Downloaded records are then stored in the Host Computer polling database until accessed by the TimeTrax Software database (also located on the Host Computer) every time a user logs into the TimeTrax Software.
TIMETRAX PRO TIMETRAX ETHERNET TIME RECORDER This product requires a network that has a DHCP server and that the server is enabled. The clock will automatically locate the DHCP and the DHCP will assign an IP address to the clock. The clock(s) and its corresponding IP Address will be displayed on the Initial Communications Screen upon login. Also, the computer and all Time Recorders must be on the same subnet.
TIME & ATTENDANCE SYSTEM 8. Note: Time Recorders are going to be activated one-at-a-time! Power up the next Ethernet Time Recorder Terminal with its power cord and adapter (as was done for the first Time Recorder in Step 4) and let it run for at least 3 minutes. Click the RECONNECT button. Confirm that the recorder appears in the Initial Time Recorder Connection Form. 9. Repeat Step 8 for each additional TimeTrax Time Recorder. 10.
TIMETRAX PRO MULTIPLEXER The Pyramid Multiplexer is a device that allows TimeTrax software to interface with up to 8 additional TimeTrax recorders, and Bells or Synchronized Clocks in a serial environment. The Multiplexer can be used in a single computer environment or multi-computer environment with SQL software. TimeTrax Recorders: Allows employers to place multiple Time Recorders throughout a location so employees can swipe in and out using the same card at multiple locations within a single facility.
TIME & ATTENDANCE SYSTEM Electrical Installation: 1. Plug the power jack from the supplied wall transformer into the connector labeled “POWER” and plug the wall transformer into the proper wall outlet. The green LED on the front of the unit will turn on. 2. Insert the RJ45 cable included in the shipment from the host Computer into the RJ45 connector marked “PC”. 3. Using RJ45 cable, plug the each Recorder, (maximum 8) into any one of the RJ45 connectors labeled 1,2,3,4,5,6,7, or 8.
TROUBLESHOOTING GUIDE FOR YOUR TIME RECORDER YOU MUST BE LOGGED IN AS ADMIN IN TIMETRAX AS WELL AS ANY OTHER INTEGRATED SOFTWARE PROGRAM, SUCH AS QUICKBOOKS, TO PERFORM ANY MAINTENANCE FUNCTIONS. Software is Acting in an Unexpected Manner TROUBLESHOOTING • Restart TimeTrax and see if that corrects the problem. • Reboot your computer and re-launch TimeTrax. • Make sure you meet the minimum system requirements listed in the MINIMUM SYSTEM REQUIREMENTS section of this manual.
• Once the program is removed, navigate to My Computer – C:\ Program Files\Pyramid and delete the PYRAMID FOLDER. • Insert the Disk provided (or download from the website) and proceed with the install following all instructions and default selections. • Once the new software is installed, go to the folder on your desktop named DATA and choose EDIT ➞ SELECT ALL ➞ EDIT ➞ COPY. *All 6 files should copy over.
USB to RS232 adapter (PN 41685): For computers with only a USB port. **Important** Make sure that the TimeTrax software is installed prior to connecting the TimeTrax unit to the PC. Connect the white 50’ RJ45 cable (fig. D) to the RJ45/DB9 adapter (fig. B) and then connect the RS232/USB adapter (fig. C) to the back of your PC (fig. A). STEP II: Test that Windows, COM Port and DB9 are working properly.
Choose RESTORE FROM CURRENT BACKUP. • This will restore all data from the last backup. If you have punches in the TimeTrax Pro unit that have not been downloaded, download them as described in the PAYROLL TAB, GET PUNCHES SECTION of this manual. • If you do not have a backup, you will need to reinstall your software and go thru the entire setup process beginning with the TimeTrax Pro Setup Wizard.
For each employee, go to edit button and uncheck the INACTIVE check box located under HOURLY PAY RATE. From the PAYROLL ICON on the VERTICAL ICON BAR, click GET PUNCHES. TROUBLESHOOTING Press the F12 key on your keyboard and the screen below will appear. Click EMERGENCY DOWNLOAD ALL STORED PUNCHES. Once the emergency download is complete, make sure you go back and make the employees that you activated, inactive again. Click HIDE THE INACTIVE EMPLOYEES Tab.
5. Select TYPE TO SORT by type of file. 6. Select pyramid.ini and all .mdb files. 7. Right-click and copy files. Click VIEW TAB. Click APPLY then click OK. For Non-Network PC users: 1. Right-click on your desktop. 2. Select NEW and FOLDER. 3. Open the folder, right-click and paste files. 4. Transfer files to the new computer. 5. Navigate to the TimeTrax directory and paste the files.
QuickBooks Does Not Display Punch Information After Export TROUBLESHOOTING Time tracking data is missing for ALL employees: From QuickBooks Program: 1. Choose EDIT 2. PREFERENCES 3. TIME TRACKING 4. Tab to COMPANY PREFERENCES 5. DO YOU TRACK TIME? Check YES 6. Go to EMPLOYEES 7. Click on (any) 1 Employee 8. Change the Drop Down Box to PAYROLL AND COMPENSATION INFORMATION 9. Make sure all of the EARNINGS are set up 10.
STEP 2: Copy new QuickBooks 2003+Link_.exe from the original CD provided in shipment to C:\Program Files\Pyramid\TimeTrax. STEP 3: Re-launch TimeTrax program. The QuickBooks – Application Certificate Screen appears. Make sure YES, always allow access even if QuickBooks is not running is checked, and optionally ALLOW this application to access personal data such as Social Security Number and customer credit card information box is checked. Click CONTINUE and DONE on the Access Confirmation Screen.
Troubleshooting Support Folder Pyramid enclosed a support folder on the Server CD that does not load onto the Server during installation. The Support folder contains workarounds in the event that your Server requires other programs that need to work with TIMETRAX. To access the support folder, put the TIMETRAX or the TIMETRAX SQL_SVR CD into the CD-ROM of the Server computer. When the CD begins installing, click CANCEL. Navigate to your CD-ROM Drive, right click and select OPEN.
DataDynamics ActiveReports 2 – Execute when TIMETRAX reports are not printing correctly. JET and MDAC – Execute MDAC first and then JET (order specific) when you receive any error message relating to database issues. MSXML 3.0 SP1 – The XML Processor needed for the QuickBooks 2003+ Link to run. QB Begin Session Diagnostic – May be used to help troubleshoot QuickBooks linking issues.
TROUBLESHOOTING FOR MODEM POLLING Server Will Not Poll Punches/Resetting Receiver Modem TROUBLESHOOTING If a Receiver (Remote) Modem was ever attached to the Modem Polling PC, the ability to receive any phone calls to retrieve the punches has been prevented. To manually reset the Receiver (Remote) Modem, follow the instructions below: Click on your PC's Start button and select RUN. Type the system name as shown below in the Open field: “C:\Program Files\Pyramid\Timetrax\PyrPolMS.
TROUBLESHOOTING FOR ETHERNET VERSION If a Time Recorder Cannot be Located After Multiple Attempts Verify that it is connected properly according to the diagram shown. There is a green LED nearby the Cat5 jack that should light up when the connection is made. Click RECONNECT after any changes are made to connection. If there is still no connection, remove the power from the Time Recorder and wait at least one hour before starting again with Step 1.
Connecting The Ethernet Time Recorder Via A Serial Port TROUBLESHOOTING Ethernet Time Recorder clocks are equipped with an RS-232 serial connection identical to the one used in the standard Time Recorder. If network capability is compromised, it can be used to download punches and set the date and time. The serial connection is to the left of the Ethernet connection and is labeled “ACC/SER”. An Ethernet cable and a Pyramid DB9 Serial Adapter can be used to effect a connection to the PC.
IMPORTANT INFORMATION QuickBooks 2007 Integration The new QuickBooks 2007 upgrade contains a PDF Converter that utilizes a virtual port that masks itself as a COM port (COM1). This may interrupt communications with time and attendance system, since we use your PC’s COM1 to communicate with our serial time recorders.
TIMETRAX PRO WARRANTY INFORMATION RETURNS Returns on non-defective equipment can be made within 30-days of purchase for a full refund after inspection. Returns on non-defective equipment made after 30-days, but within 60-days of shipping will be accepted after inspection and are subject to a 15% restocking fee. Returns after 60-days will not be accepted.
TIME & ATTENDANCE SYSTEM TIMETRAX PRO PRODUCT LINE PART NUMBER TIMETRAX TERMINALS TT950SK TimeTrax Swipe Kit TT950ST TimeTrax Swipe Terminal Only TT950MK TimeTrax With Internal Modem Swipe Kit TT950MT TimeTrax With Internal Modem Terminal Only TT950EK TimeTrax With Ethernet Connection Swipe Kit TT950ET TimeTrax With Ethernet Connection Terminal Only PART NUMBER BADGE/SOFTWARE BUNDLE 41302S Swipe Card & Software #1-25 41303S Swipe Card & Software #26-50 41304S Swipe Card & Software #51-
TIMETRAX PRO PART NUMBER SOFTWARE continued 41336 Badges 701-800 41337 Badges 801-900 41338 Badges 901-1000 PART NUMBER WARRANTY & SUPPORT 8000W1S 1-Year Software Technical Support + Maintenance Upgrades 8000W1H 1-Year Extended Hardware Warranty for Single Terminal 8000WTER 1-Year Extended Hardware Warranty Each Additional Terminal 8000WMES 1-Year Software Technical Support + Maintenance Upgrades for Modem/Ethernet/SQL Clients PART NUMBER HARDWARE ACCESSORIES 8050 Multiplexer for Addit
TIME & ATTENDANCE SYSTEM PART NUMBER BELL & CLOCK ACCESSORIES continued SYSTEM CLOCKS 5200 12” Analog System Clock (12 Hour) 5201 12” Analog System Clock (24 Hour) 5224 12” Analog System Clock – 24 VDC (12 Hour) 5225 12” Analog System Clock – 24 VDC (24 Hour) 41354 2.5” Digital Clock, White 41355 2.5” Digital Clock, Black 41356 4” Digital Clock, White 41357 4” Digital Clock, Black DIG-9125B 2.5” Digital System Clock, Black DIG-9125W 2.
TIMETRAX PRO INDEX 7 7th Day Worked Overtime . . . . . . . . . . . . . . . . 14 A Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 ADP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28 Advanced Employee Groups . . . . . . . . . . . . . . .14 Anniversary . . . . . . . . . . . . . . . . . . . . . . . . . . . .15 Approve . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Archive Reports . . . . . . . . . . . . . . . . . . . . . . . .
TIME & ATTENDANCE SYSTEM N Network PC Users . . . . . . . . . . . . . . . . . . . . . . . 67 Non-Network PC Users . . . . . . . . . . . . . . . . . . 67 Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 P Parts List . . . . . . . . . . . . . . . . . . . . . . . . . . . 77-79 Password . . . . . . . . . . . . . . . 10, 17, 42, 46, 58, 63 Pay Categories . . . . . . . . . . . . . . . . . . . . . . . 12-13 Pay History Report . . . . . . . . . . . . . . . . . . . . . .
