Touch Screen Time Clock With Great Plains Project Accounting

There are six steps for clocking in: 1. ID Entry 2. Password Entry 3. Pay Code Entry 1. ID Entry 4. Contract Entry 5. Project Entry 6. Cost Category Entry

ID Entry The default setup for the Time Clock ID is the Employee ID. The Time Clock ID can be personalized. Each employee must have a unique Time Clock ID.

Employee enters ID Employee hits “Enter”

There are six steps for clocking in: 1. ID Entry 2. Password Entry 3. Pay Code Entry 4. Contract Entry 5. Project Entry 6. Cost Category Entry

Password Entry Passwords can be disabled which increases the efficiency of clocking in. Passwords can be changed in Time Clock Employee Setup.

Employee enters her password Employee hits “Enter”

There are six steps for clocking in: 1. ID Entry 2. Password Entry 3. Pay Code Entry 4. Contract Entry 5. Project Entry 6. Cost Category Entry

Pay Code Entry Pay Code selection can be restricted by day of week and time of day. Employees who work different positions or shifts at different pay rates select the type of work for which they are clocking in.

Employee chooses pay code and hits “Select”

There are six steps for clocking in: 1. ID Entry 2. Password Entry 3. Pay Code Entry 4. Contract Entry 5. Project Entry 6. Cost Category Entry

Employee enters the Contract ID The Contract ID can be looked up using the magnifying glass

the Contract Lookup screen enters that information Touching a Contract on the Contract Lookup screen enters that information on the Clock In screen

There are six steps for clocking in: 1. ID Entry 2. Password Entry 3. Pay Code Entry 4. Contract Entry 5. Project Entry 6. Cost Category Entry

Great Plains Project ID The Project ID can be looked up using the magnifying glass Employee enters the Great Plains Project ID

enters that information Selecting a project enters that information on the Clock In screen

There are six steps for clocking in: 1. ID Entry 2. Password Entry 3. Pay Code Entry 4. Contract Entry 5. Project Entry 6. Cost Category Entry

Employee enters the Cost Category The Cost Category can be looked up using the magnifying glass Employee enters the Cost Category

Selecting a Cost Category enters that information on the Clock In screen

Clock In Touch Clock In to finish clocking in. Touch Cancel if you do not wish to Clock In. Clocking in will not add an entry to the Logbook. A time entry can only be added when the Change Job or Clock Out time is known, thus enabling hours worked to be calculated.

Employee clicks “Clock In” to complete the transaction

Change Project Changing projects will add a time entry to the Logbook for the previous project. The new project’s clock in time will be exactly the same as the previous project’s clock out time. No time will be lost on the employee’s payroll. To change projects, steps 3-6 of Clocking In need to be repeated.

“Change ” is for employees who work using more than one project in the course of one day.

Clock Out The pay code, GPS contract, project, and cost category which were selected when clocking in will all be displayed. Touch Cancel if you do not wish to Clock Out.

When the employee hits “Clock Out,” both her start and end times are shown, and her hours are entered in the Logbook.

Logbook The Logbook may be accessed from both the Clock In and Clock Out screens. The Logbook shows the time entries that were added by Changing Projects or Clocking Out. The logbook can only be viewed, not changed, from the Time Clock.

displayed on the screen. Touch Today to view entries only from the current date. Use the browse buttons to view entries not displayed on the screen.

Calendar The Calendar may be accessed from both the Clock In and Clock Out screens. Logbook hours are shown in black. Scheduled hours are shown in blue. A red V indicates vacation pay, S indicates sick time, H indicates holiday time, and O indicates overtime.

The month, year, and date browse buttons can be touched to view times from various dates. Touch a specific date to display the Logbook for that day. Monthly totals of scheduled and actual hours are provided. For a visual representation of their time, employees may view the calendar.

Print Time Sheet The Print Time Sheet screen allows employees to verify that their hours are correct. The employee can select to print either the current pay period or a past pay period. Hitting Print will show a summary of the employee’s hours and a total for the pay period selected.

Hitting the “Print” button prints an employee’s hours to the screen or to a printer.

Company Messages Messages may be sent company-wide, to a specific department, or to a specific individual. Messages may appear when the employee clocks in, changes jobs, or clocks out. The employee must acknowledge that they have read the message before completing their time transaction. Would you like to see a couple of examples?

Touching Acknowledge deletes the message and returns the employee to their previous time transaction.

Time Clock Inquiry This screen allows administrators to view the status of all employees. Administrators can inquire as to who is clocked in and clocked out. The Great Plains contract, project, and cost category will displayed for each employee.

The Time Clock Inquiry screen is accessible only to administrators.

Time Clock Maintenance Time Clock Maintenance allows administrators to change the time clock status of an employee. Status entries or changes may be made to: times, dates, pay codes, Great Plains contracts, projects, and cost categories.

Time Clock Maintenance (Continued) The employee’s clocked in/out status may be changed, or it may remain unchanged. If the employee has a clocked out status, an entry will be made in the Logbook when Save is clicked; otherwise, the entry will be made when the time transaction is completed.

The Time Clock Maintenance screen is accessible only to administrators.

Employee Control Center The Employee Control Center screen shows employee information entered in Dynamics Payroll. Employees must be set up in Payroll before they can be viewed. Payroll clerks use this window to edit entries from the Time Clock.

Click Logbook to show the Logbook for the selected employee. Click Calendar to show the Calendar for the selected employee.

Employee Time Logbook This screen can be reached through the Employee Control Center screen. Unlike viewing the Logbook from the Time Clock, the Logbook can be edited from the Employee Control Center. Only existing non-posted entries can be edited or deleted.

Employee Time Logbook (Continued) Logbook time transactions automatically calculate weekly overtime. The Time Logbook Report can be printed for supervisors to verify time entry accuracy. Time can be entered and posted to Great Plains Time Sheets without using the Time Clock.

Posted time entries are indicated by an X in the posted column. A range of dates can be displayed by clicking the From button and entering a starting and ending date range. Clicking the Print button prints a time card for the date range selected. x Clicking the Totals check box displays the total number of hours worked for the date range selected. Selecting a time entry displays that day’s text in this portion of the window.

Time Clock Navigator The Navigator shows the relationship between Time Matrix by Business Computers Software, Inc. and Project Accounting and Payroll by Great Plains Software.

Time Clock Navigator (Continued) The Navigator makes it easy to start programs and to view their relationships. The Navigator can be used to access programs in Time Matrix, Project Accounting, and Payroll. Clicking any button will open that form.

Time Matrix Navigator & Great Plains Payroll The Time Clock uses employees entered in Payroll as lookups and verification. GPS Time Sheets posts time transactions to payroll. Employee’s check processing is completed in Payroll.

Time Matrix Navigator & GPS Project Accounting The Time Clock uses contracts, projects, and cost categories entered in GPS Project Accounting for lookups and verification. Because the Time Clock looks at the actual Project Accounting data tables, any changes in PA are immediately reflected in the Time Clock. The Logbook posts to GPS Project Accounting Time Sheets.

Yellow descriptions show data table names. Red arrows show time transactions. Green arrows indicate lookups. Yellow descriptions show data table names.

Business Computers Software, Inc. Boulder, CO www. business-computers Business Computers Software, Inc. Boulder, CO www.business-computers.com (303) 494-9390