CS Time/TNA Documents

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Clockings

     

    Clockings are records of the date and time the employees clocked, the direction, the card used, who it has been assigned to and which clock was used when clocking. Using this information, the movement of employees can be monitored and the attendance calculations be performed.

     

    CONTENT

     

    Types of Clockings

    There are four types of clockings available:

     

    Browse_clockings.png

     

    Pay_clocking_button.png

    TNA

    TNA (Time and Attendance) clockings are the standard clockings that are used for the calculation of attendance hours which in turn are used for payroll calculations. These clockings are identified by a money icon in the left hand column.

     

    Info_button.png

     Information

    These clockings are only used for the gathering of information that can then be printed in a report, i.e. an information clock can be set up at a particular door and information such as who entered, when and how often can be gathered. These clockings are identified by an information icon in the left hand column.

     

    Access_button.png

     

     Access Control

    These clockings are used to identify where access to particular areas has been gained. These clockings are identified by an access control icon in the left hand column.


    Job_button.png

      Job Costing

     

    These clockings are only used with the Job Costing Module for costing calculations and to aid with job management. These clockings are identified by a hardhat icon in the left hand column.

     

    View All Employee Clockings

    To view all the Employee clockings, click on the toolbar Clockings button and use the From Date and To Date select buttons to select the period for when the Clockings are to be viewed.   The Group select button can be used to select a particular group of employees for whom the clockings are to be viewed.

     

    Browse_clockings2.png

     

    The information and option buttons that are available from the Browse Clockings window include:

    • View Order Option. By clicking on the list column headings, the order in which the information is to be viewed can be selected.
    • Warning/Error. These are displayed on the left side of the Card number and can be a:
      • Warning. This is identified by an Orange Dot (Warning.JPG)  and is displayed when a Clocking has been detected that falls outside of the employee’s normal clocking times.
      • Error. This is identified by a Red Dot (Error.JPG ) and is displayed when an error has been detected and the system cannot process the clocking.
    • Clocking Set. The way the clocking has been generated is displayed on the left side of the Card number and can be:
      • Bulk. This is identified by a graphical Box (bulk.JPG) and is displayed when a Bulk Clocking has been added (Note that there is no Card or Clock number displayed as this is a manual Clocking).
      • Manual. This is identified by a Hand (Hand.JPG) and is displayed when a Clocking has been manually changed.
      • Removed. This is identified by a Red Cross (Cross.JPG) and is displayed as greyed out when a Clocking has been removed.
    • Clocking Type. The type of clocking is displayed on the left side of the Card number and can be:
      • TNA. This is identified by a money note (Pay_icon.png)
      • Information. This is identified by an information icon (info_icon.png) and is used to identify clockings that are used for the gathering of information.
      • Job. This is identified by a hardhat icon (Job_icon.png) and is used to identify a Job Costing clocking.
      • Access. These clockings are used to identify where access to particular areas has been gained. These clockings are identified by an access control icon (Access_icon.png).
    • Process Button. Used to manually force the system to form a process and is normally used after clocking changes have been made.
    • Send To button. Used to send the current window’s information to a printer, a file or as an e-mail.
    • Warnings Button. This is used to view the Warnings for the highlighted employee.
    • Errors Button. This is used to view the cause of the System Clocking Error for the highlighted employee.
    • Fix Button. When selected, a window will be opened which will enable you to fix invalid clockings.

     

    View an Employee’s Clockings

    To view the clockings for a single Employee, open the Browse Employee window and highlight the employee for whom the clockings are to be viewed and then click on the Clocking_link.png option. Use the From Date and To Date select buttons to select the period for when the Clockings are to be viewed.

     

    Emp_clockings.png

     

    Adding a Clocking

    Select the Add_button.png button and use the Approval options to set the clocking status as Approved, Pending or Deleted. Select the Employee Number and dates for whom  and when the clocking is to be added and enter the time and direction. Use the Pay Clocking, Info Clocking, Job Clocking and Access Clocking tick boxes to identify if the clocking is to be a payroll clocking, information clocking, Job Costing or Access clocking respectively.

     

    Update_emp_clocking.png

     

    Changing a Clocking

    Select the Change_button.png button and make the necessary changes.

     

    Please Note: When a clocking is changed, the original clocking information will also be displayed.A Clocking direction can also be changed by selecting and highlighting a Clocking in a list and the pressing the Control key and the A key simultaneously ( Ctrl + A ) or by pressing the F3 key.

     

    Removing a Clocking

    Select the particular clocking that is to be removed and then click on the Remove_button.png button.

     

    Please Note: Once the clocking has been removed from the list, a Red Cross icon will be displayed on the left of the clocking information and also the information text will be grayed. If a deleted clocking is to be recovered, select the deleted clocking and then select the Change button and make the necessary changes to re-instate the clocking.

     

    Process a Clocking

    This operation is used to process a selected and highlighted clocking in the list and is normally done after a clocking has been added or changed. Select the particular clocking that is to be processed and then click on the Process button. As the clocking is processed by the system, a progress window will be displayed.

     

    Processing.png

     

    View Errors

    Errors occur when the system is not able to process the daily hours and can be due to incorrect clockings.

    For more information on employee errors, refer to the section on Fixing Errors.

     

    View Warnings

    Warnings are generated by the system and occur when employee clockings fall out of the defined employee working times. Typical warnings can include clocking in early or late to work, leaving early or late, absent for a day, missing lunch, etc.

    Auto Fix Clockings

    To Automatically Fix Invalid clockings from the Global Browse Clockings window, select the Fix_button.png button and use the select option check boxes and select the type(s) of Clockings that are to be fixed automatically by the system.

    These include:

    • Auto Fix All Bad Clockings. When this option is selected, the system will automatically try and fix all the bad employee clockings (listed when the Only show bad clockings check box on the BrowseClockings File window is selected). This will only fix the clockings for the Card Number that was highlighted when the Fix button was selected.
    • Remove Duplicate Clockings. When this option is selected, the system will remove any duplicate clockings (same time, card and device).
    • Re-process Corrected Clockings. When selected, this option will result in the system automatically re-processing any corrected clockings.

    Use the From Date and To Date select buttons and select the date from and up until when the invalid clockings are to be fixed. If Auto Fix All Bad Clockings option is not ticked, use the Employee Number select buttons to select the employee to whom the displayed From Card Number clockings are to be transferred.

     

    Fix_invalid_clockings.png

     

    As the process is run, an information window will be displayed that will reflect:

    • The total number of clockings that have been checked and tested.
    • The number of Bad Clockings that have been fixed by the system.
    • The number of duplicate clockings that have been corrected (removed).
    • The clocking date and time that the system is currently checking.

     

    Fix_busy.png

    Permalink:  http://tinyurl.com/ae763or

    Page last modified 09:34, 13 Feb 2013 by cay-lynne CS Time/TNA Documents > User Module > Clockings

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