Acroprint Time Q User Manual

Time Q

User Manual

FCCRadio FrequencyInterferenceStatement(USA):

This equipment has been tested and found to comply with the limits for a Class A
digital device, pursuant to part 15 of FCC Rules. These limits are designed to
provide reasonable protection against harmful interference when the equipment
generates, uses, and can radiate radio frequency energy and, if not installed and
used in accordance with the instruction manual, may cause harmful interference to
radio communications. Operation of this equipment in a residential area is likely to
cause harmful interference in which case the user will be required to correct the
interference at his or her own expense.

DeclarationOf ConformityAccordingToEMCDirective89/336/EEC

We declare under our sole responsibility that the magnetic stripe and/or bar code
reading and/or data recording equipment Time Q to which this declaration relates
arein conformity with the followingstandards: EN55022:1987, EN50082-1, IEC 801­2,IEC 801-3, IEC 801-4, IEC 801-5. I,the undersigned, herebydeclare that the
equipment specified above conforms to the above directive and standards.

Raleigh,North Carolina USA ______________________________
July24, 2000 W . Glenn Robbins

2

Table of Contents

1. Introduction

1.1 Product Overview ........................................................................................ 4

1.2 Capacity ....................................................................................................... 4

1.3 Employee Use .............................................................................................. 5

1.4 Managed Memory........................................................................................ 5

1.5Planning Program.......................................................................................... 5

2. Set up

2.1 Site Requirements......................................................................................... 6

2.2 Unpacking and Inspection ............................................................................ 6

2.3 Initial Setup .................................................................................................. 7

2.4 Printer Connections ...................................................................................... 9

2.5 Printer Test................................................................................................. 10

3. Programming

3.1 Introduction................................................................................................ 11

3.2 Supervisor's Menu Map ............................................................................ 12

4. Tutorial

4.1 Introduction................................................................................................ 16

4.2 Supervisor's Menu ..................................................................................... 16

4.3 Reports ....................................................................................................... 16

4.4 Add Employees to the System................................................................... 17

4.5 Punch In and Out ....................................................................................... 17

4.6 Re-initialize ................................................................................................ 17

5. Factory Settings .................................................................................... 18

6. Functions

6.1 Introduction................................................................................................ 20

6.2 Supervisor Badges ...................................................................................... 20

6.3 Set Time and Date ...................................................................................... 21

6.4 Setup .......................................................................................................... 22

6.5 Edit Shift Rules .......................................................................................... 29

6.6 Add/Edit Employee .................................................................................... 34

7. Reports

7.1 Time Card Report ...................................................................................... 36

7.2 Hours Summary Report ............................................................................. 38

7.3 Employee Profile Report ........................................................................... 39

7.4 Clock Rules Report .................................................................................... 40

7.5 Who's In, Who's Out Report...................................................................... 41

8. Edit Time Totals..................................................................................... 42

9. Test Features ........................................................................................ 43

10. Troubleshooting/Error Messages ...................................................... 44

Appendix A Definitions .............................................................................. 49

Companion Products ................................................................................ 56

Index........................................................................................................... 58

3

1. Introduction

1.1 Product overview

TheTimeQ is a microprocessor based TimeandAttendance System,
whichusesmagneticallyencodedbadgestorecordemployee arrrival and
departuretimes.TheTimeQ does not requireaPC and must be
connecteddirectlytoan80-columndotmatrixprintertoprint reports.
TimeCard reports and Hours Summaryreportscanbeprintedandfiled
forfuturereference.

1.2 Capacity

TheTimeQ may be programmedtohandle up to 120 employees. It has
thecapacity to store over 21,000 transactions. When theclockhas the
maximum120employeesloaded,the following is a typical average of
punchesperemployee:

Typical Punches Typical Punches

PAY PERIOD Per Pay Period Per Week

WEEKLY 96 96
BIWEEKLY 128 64
SEMIMONTHLY 128 56
MONTHLY 144 32

Thepunchcountwillincreaseforsome employees if others punch less or
iftherearefeweremployeesusingtheclock.

4

Introduction

1.3 Employee Use

WhenemployeeswhohavebeenenteredintheTimeQ swipe their
badge to punch IN;asingle beep is heard and the name assignedto the
badgeisdisplayedalongwith the word IN. The next time the badge is
swiped,adoublebeepis heard and the name is displayed along with the
wordOUT.Time worked and the accumulated time for the pay period
aredisplayedafterallpunches.

1.4 Managed Memory

TheTimeQwill maintain all programanddatainformationduring a
powerlossor if unplugged. Memorywilleventuallyfillas punches
accumulate(approximately21,000punches).The TimeQcanhold two
fullpayperiods.Therefore,thesupervisor should print either a
“CompletedHOURSSUMMARYREPORT”oran“ALL
EMPLOYEESTIMECARDREPORT”for thepreviouspayperiod
afterits end. When the next payperiodstart date is reached, the oldest
payperiod’sdata is dumped, and anewpay period begins.As a safety
feature,olddatacannot be dumped if it has not been reported in full.

Thesereports are yourpermanent records, please keepthem on
file.

1.5 Planning Program

Itisrecommendedthatparameterssettingsforpayperiod,length,start
date,shift start/stop times, etc. be listed on paperpriortostart of
programmingoryoumaywishtoprintaCLOCKRULESREPORT
andselectonly those items to be changed. See Section Five for the
featuresthat are preset at the factory.

Note:Theway you enter an employee's name is the way it will appear
on all reports. Werecommendthatyou enter the last name first,
followedby the first name or initials,i.e. Jones, Frank.

Introduction

5

2. Setup

2.1 Site Requirements

TimeQ can be installedinanynormalofficeenvironment. No special
wiringorcoolingisrequired.However,do not use the TimeQunderthe
followingconditions:

•extremelyhighor low temperature
[temperature range:0-500C(32-1220F) required]

•extremely high or lowhumidity
[humidityrange:0-90%RHrequired]

•areasofhighdustconcentration

•areaswith chemical fume concentration

•areaswithextremevibrationorwhenplaced on an unstable

orunlevelsurface.

2.2 Unpacking and Inspection

Opentheshippingcartonandcarefullyremovethecontents. Inspectthe
TimeQ and accessoriesfordamage.Report damage or shortages to the
companyfromwhichtheunitwaspurchased.Completethe

registrationcardandreturnittoAcroprintto ensure theTimeQ
warranty.

2 SUPERVISOR

BADGES

6

Setup

TIME Q

S

upervisor Badge

C

O

R

S

upervisor Badge

Time Q

User Manual

POWER

CABLE

USER

MANUAL

0001

0001

Identification Badge

CROPRINT

0001

Identification Badge

Supervisor

Badge

CROPRINT

0001

Identification Badge

Supervisor

Badge

CROPRINT

0001

Identification Badge

Supervisor

Badge

CROPRINT

0001

Identification Badge

Supervisor

Badge

CROPRINT

0001

Identification Badge

Supervisor

I

N

T

PR

I

C

N

T

O

PR

R

50 EMPLOYEE

CROPRINT

Identification Badge

Supervisor

CROPRINT

Identification Badge

Supervisor

CROPRINT

Identification Badge

Supervisor

Identification Badge

Supervisor

Supervisor

Badge

0001

Badge

0001

Badge

0001

Badge

CROPRINT

Badge

CROPRINT

Badge

4 SCREWS

BADGES

2.3 Initial Setup

Removing the Access Door:

Unscrewthescrew located on the
lowerfrontpaneloftheunitto
removethe access door.

Access Door

Reversible Bracket

Wall Mounting of Time Q:

TheTimeQ has a
reversiblebracketonthe back of the unit.
Theunitissuppliedwiththebracketin a
tiltpositionforsittingon a desk. Withthe
access door removed, you are ableto
removethe bracket. Reverse the bracket
forwallmounting.Securethebracketto
thewallwiththefourscrews.Note that
thebrackethasmoldedwireroutingslots
andacenterhubforsecuring wires using
nylonties.After the bracket is secured to
thewall,hangtheTimeQunitonthe
bracket.

screw

Setup

7

Connecting Power Cord and Securing the Access Door:

Pluginthepower cord coming from the wall mount transformerinto
theTimeQ terminal. Toreattach the access door and secure the unit
tothereversiblebracket, screw on the lower front panel of the unit.
Thiswilltightenthe access door.

Power

Cord

Access Door

NOTE: Please keep all the packing
materials so they may be usedshould

you wish to transport the Time Q in the
future. They are specifically designed to
protect your Time Q during shipment.

8

Setup

2.4 Printer Connections

To printReports,the Time Q must be connectedto an 80 column
printer. Most printersuse a parallel connection.

Parallel Printer Connection:

Theparallelportis typically used for
connectiontoaparallelprinter.Aparallel
interfacecableisshownabove.Sincethis
is the same cable that isused to connect an IBM-PC orPC
compatiblecomputertoaprinter,it can be bought atmostcomputer
dealersoff-the-shelf.Simplyconnectthe25-pinconnectorendofthe
printercableintotheside port of theTimeQ Terminal.Theother end
ofthecable,the36-pinCentronics-typeconnector,is plugged into the
printer(shownbelow .)

Serial Printer Connection:

Theserialcableisuniqueduetothe
phonejackinterface.ContactAcroprint
toorder this cable. Once the correct
cableisobtained,connectthecable into
theRS-232 port. Follow the
procedurefor
removingthe
access door.

NOTE:Ifa serial printer is used, the printer port must first be set up.
See 6.4 Set up #14 (Functions, page 28.)

Setup

9

NOTE: Some ink jet printers may be connected
to the Time Q. The printer must be reset to the
ASCII format in order to print reports. Consult the
printer’s operating manual or contact the printer
manufacturer for more details. Sorry, Acroprint
does not support printers used in conjunction
with the Time Q system.

2.5 Printer Test

OncetheTimeQ is connectedtothe printer and both units are powered
up,theTime Q will displaythecurrenttimeanddate(EasternTime
Zone).

1. Swipeasupervisorbadgethrough the slot. The unit will
display "MAIN MENU".

2. Use the up or down menu keys toscrollto TEST FEA TURES.

3. Press ENTER.

4. Now scroll to PRINTER TEST,and press ENTER.

Theprinterwill print:

10 Setup

3. Programming

3.1 Introduction

TheTime Q is primarily self-prompting tosupervisors.TheMain Menu
isactivatedbyswipingaSupervisorBadge.Theheadingsforeachgroup
onthe next four pages are the choices whichappearin theMainMenu.
Themenukey (either up or down) is used toreachthemenusubject
desired.PressingENTERopensthespecifictask menu. The following
Supervisor'sMenuMapshowsmenusandchoicesavailable.

Allbranchesinthemenucanbe reached by simply using the ARROW
andENTERkeys. The CLEARkey will move you to the previous
menu.

Apromptforfurtherinputmayappearafterafunctionhasbeenselected.
TheARROWkeyscan still be used, but the TimeQprovidesthe
convenienceofanumerical pad. Ifpromptedfor a Badge Number or

to select an employee, the option of swiping the badge may be
used.

Afteracritical function or data has been entered, an >ENTER TO
CONFIRM<prompt is used to protect against unwanted entries.

T ypically, theTimeQ will display the programmed data onthebottom
lineofthedisplayastheselectionsarebeingscrolledthroughonthetop
line.The data programmed into the TimeQcanbereviewedinthis
fashion.Ifthereare any doubts about what has been programmed,
simplyprinttheappropriatereport.

NOTE: This section is designed to be a general
overview of the main menu and choices. The
Tutorial in Section 4 goes into more depth.
However, for step-by-step instructions for each
function, please refer to section 6,
Section 7,
to obtain each report.

Reports

, illustrates step-by-step how

Functions

Programming

.

11

3.2 Supervisor's Menu Map

MAIN MENU

REPORTS
ADD/EDITEMPLOYEE
EDITTIMETOTALS
EDIT SHIFT RULES
SUPERVISOR CARDS
TIME AND DATE
SETUP
TESTFEATURES

SELECT A REPORT

HOURSSUMMARY
TIMECARDS
WHO’S IN, WHO’S OUT
EMPLOYEEPROFILES
CLOCKRULES

REPORTS

}

}

TEST FEATURES

SELECT A TASK

BADGE READER TEST
DISPLAY TEST
KEYBOARD TEST
AUDIO TEST
PRINTER TEST

SELECT REPORT FILTER

ALLEMPLOYEES
INDIVIDUALSHIFT

SELECTA SHIFT

INDIVIDUALEMPLOYEE

SELECTAN EMPLOYEE

12

Programming

SELECT REPORT FILTER

ALLEMPLOYEES
INDIVIDUALSHIFT

SELECTA SHIFT

INDIVIDUALEMPLOYEE

SELECTAN EMPLOYEE

SELECT PAY PERIOD

CURRENT
PREVIOUS

REPORT SUBMITTED

ADD/EDIT EMPLOYEE

SELECT A TASK

ADD AN EMPLOYEE

EDIT AN EMPLOYEE

DELETEAN EMPLOYEE

SELECTAN EMPLOYEE

SELECTAN EMPLOYEE

SELECTAN EMPLOYEE

{EMPLOYEENAME}

{EMPLOYEENAME}

EDIT TIME TOTALS

CURRENTREGULAR HRS
CURRENT OVERTIME 1
CURRENT OVERTIME 2

PREVIOUS REGULAR HRS
PREVIOUSOVERTIME 1
PREVIOUSOVERTIME 2

ENTER BADGENUMBER
EMPLOYEENAME
EMPLOYEENUMBER
SHIFTNUMBER

SUPER VISOR CARDS

SELECT A TASK

ADD SUPERVISOR BADGE
DELETEA SUPERVISOR

}

ENTER BADGENUMBER

Programming

13

EDIT SHIFT RULES

SELECTA SHIFT SHIFT RULES = DISABLED

SHIFT RULES = ENABLED

SHIFTSTARTTIME
SHIFTSTART ROUND
SHIFTSTART GRACE
SHIFTSTARTDOCK
SHIFTSTOP TIME
SHIFTSTOPROUND
SHIFTSTOPGRACE

SHIFTSTOP DOCK
SHIFTLUNCH RULES = DISABLED
SHIFTLUNCH RULES = ENABLED

LUNCH WINDOW BEGIN

LUNCH WINDOW END

LUNCH DURATION

AUTOLUNCH AFTER

TIME AND DATE

SELECT ATASK

SETTHETIME ENTERTIME OF DAY
SETTHE DATE
TIMEFORMAT 12 HOUR

DATE FORMAT DAY MONTH YEAR

TIMETOTALS FORMAT MINUTES

24 HOUR

DAY YEAR MONTH
MONTH DAY YEAR
MONTH YEAR DAY
YEAR DAY MONTH
YEAR MONTH DAY

HUNDREDTHS

14 Programming

SETUP

MAX TIME ON CLOCK ENTER ELAPSED TIME
PAY INTERVAL ROUND SELECT PAY INTERVAL

1MINUTE(S)
5MINUTE(S)
6MINUTE(S)
10 MINUTE(S)
15 MINUTE(S)

PAY PERIOD LENGTH SELECT PAY PERIOD

WEEK PAY PERIOD
TWO WEEK PAY PERIOD
SEMIMONTHLY PERIOD

MONTHLY PAY PERIOD
PAY PERIOD START
DAY CHANGEOFFSET ENTER TIME OFFSET
OVERTIME RULES 1ST DAILY OT AFTER

DAYLIGHT SAVINGS ENABLED

SETUP PRINTER SELECT PRINTER TYPE

COMM PORTBAUD RATE SELECT BAUD RATE

REMOVE ALL PUNCHES
RE-INITIALIZE SYSTEM

1ST WEEKLY OT AFTER
2ND DAILY OT AFTER
2ND WEEKLY OT AFTER
7TH DAY OVERTIME

DISABLED

DAYLIGHT SAVE START

DAYLIGHT SAVINGS END

DISABLED

PARALLEL

SERIAL

NONE

19200
38400
300
600
1200
2400
4800
9600

Programming

15

4. Tutorial

4.1 Introduction

Thissectionisdesignedtohelp you feel comfortable with how the TimeQ
works.ItisimportanttounderstandthattheTimeQhasare-initialize
functionthatwillclear all punches and return the program variables to
theiroriginalfactory settings. Withthis in mind, youshouldfeelfreeto
experimentwiththesupervisor's menu map. Tryprinting some reports,
settingvariables,settingthetime and date, or playing with any feature or
functionthatarousesyourcuriosity .For step-by-step instructions, please
consult sections 6, Functions, and 7,Reports.

4.2 Supervisor's Menu

Swipethe supervisors badge to access the MAIN MENU. You will
noticethatone line of thedisplaywillbeflashing.Aflashingdisplay
typicallyindicatesthatyoucanusethemenukeystoaccessanother
option.Ifyou want to choose a flashing option, press the enter key.To
returntoapreviousmenu, press the clear key.Thesevisual clues are
consistentthroughoutthe menu, which means that“settingthetime,”for
example,willhavethesame format as setting any other variable. Some
functionsaremoreinvolvedbecausemorechoicesarerequired,but
accessingtheflashingoptions by the menu keys and selecting themby
usingtheenterkeywill be the same throughout the menu structure.
Detailedmenumapsareincluded in section 3, Programming.

4.3 Reports

Thereare(5) basic reports available from the TimeQ;HOURS
SUMMARY,TIME CARDS, WHO'SIN WHO'SOUT,
EMPLOYEEPROFILES,andCLOCKRULES.Theeasiest report

toprintistheHOURSSUMMARY.Tryprinting this report by swiping
thesupervisor's badge to access the MAIN MENU,thenpress ENTER
fourtimes.When settinguptheTime Q, the EMPLOYEE PROFILES
andCLOCKRULES reports will be important so that you can double
checkyourentries.Besidesshowingvarioussettings,theCLOCK
RULESreportgivesyou a convenient list of the variables available in the

16

Tutorial

TimeQ program. Detailed instructions how to printeachofthefive
reportsare included in section 7, Reports.

4.4 Add Employees to the System

EachemployeebadgeprovidedwiththeTimeQ has a unique number.
T oassign a specific badge to a certain employee, swipe the supervisor's
badge to access the MAINMENU. Press the MENUkey to access the
ADD/EDITEMPLOYEE functions and press ENTER twice. Toenter
thebadgenumber,you can use the numerical pad, menu keys, or simply
swipetheemployeebadgeyouwishto assign. Press ENTER twice.

TheENTERNAME prompt will be displayed. Use the MENU key to
scrollthroughthe alphabet; then the red arrow key to go to the next
letter.Whenyouhave completed the name, press ENTER, and press
ENTERagaintoconfirm. Entering the employee number and shiftare
optionalatthispoint.

4.5 Punch In and Out

Swipesomeoftheemployeebadgeswhichhavebeenassigned.Thefirst
swipepunchestheemployeein.Thenameassignedtothatbadgeis
displayedalongwiththe word IN and a single beep tone sounds.
Swipingthebadgeagainpunchesthe employee out. The employee
name,OUT,andthe time accumulated is displayed and a double beep
tonesounds.Print out several timecard reports and see how they were
affectedbythepunches.

(An Employee Badge Function)

4.6 Re-initialize

T oreset theTimeQ variables and clear punch data, re-initialize theTime
Qasfollows: swipe the Supervisor Badge, press the Menu up key twice,
pressENTER, press the Menu up key once,and press ENTER twice.
Re-initializingremovestest employee transactions whichcouldotherwise
causeconfusionlater.

Tutorial

17

5. Factory Settings

If your Time Q just came out of the factory box, or if you have
reinitialized and set the time and date, your TimeQ will be set as follows:
The pay period length will be one week, beginning on Monday, and the
totals will be derived by adding together the actual elapsed time between
in and out punches.Anyone who stays on the clock for over 12 hours will
be automatically punched out because they have exceed the MAX TIME
ON CLOCK setting of 12 hours. If your pay period length is two weeks,
semimonthly or monthly, change the setting. If your pay period starts on a
day other than Monday, enter the NEXT pay period start date. An
example of the CLOCK RULES report settings follows.

CLOCK RULES 2/15/01 12:24 PM PAGE 1 C
============================================================================ L
O
CLOCK RULES: C
K
MAX TIME ON CLOCK 12:00 HOURS
PAY INTERVAL-ROUND 01 MINUTES R
PAY PERIOD WEEKLY U
NEXT PAY PERIOD START DATE 2/19/01 L
DAY CHANGE TIME 12:00 AM E
FIRST DAILY OVERTIME AFTER 24:00 HOURS S
FIRST WEEKLY OVERTIME AFTER 40:00 HOURS
SECOND DAILY OVERTIME AFTER 24:00 HOURS
SECOND WEEKLY OVERTIME AFTER 168:00 HOURS
7TH DAY OVERTIME DISABLED
DST START DATE 4/01/01
DST END DATE 10/28/01 2
TIME Q PRINTER PARALLEL /
COM PORT BAUD RATE 9600 1
5
SUPERVISOR BADGES: /
NO SUPERVISOR BADGES ASSIGNED 0
1
SHIFT RULES:

SHIFT 1 SHIFT 2 SHIFT 3 1

---------------- ---------------- ---------------- 2
SHIFT RULES DISABLED DISABLED DISABLED :
START TIME - - - 2
ROUND - - - 4
GRACE - - ­ DOCK - - - P
STOP TIME - - - M
ROUND - - ­ GRACE - - ­ DOCK - - ­ LUNCH RULES DISABLED DISABLED DISABLED
START TIME - - ­ STOP TIME - - ­ DURATION - - ­ AUTO AFTER - - -

------------------------------------------------------------------------­CLOCK RULES 2/15/01 12:24 PM PAGE 2 C

============================================================================ L
O
SHIFT RULES:(CONT.) C
K
SHIFT 4 SHIFT 5 SHIFT 6

---------------- ---------------- ---------------- R
SHIFT RULES DISABLED DISABLED DISABLED U
LUNCH RULES DISABLED DISABLED DISABLED L

1
SYSTEM INFORMATION: 2
LAST CHANGE: 2/13/97 12:11 PM :
2
SOFTWARE REVISION: TSW 0010 - VERSION 3.00 4

P
M

.................. END CLOCK RULES.............................................

18

Factory Settings