abacus handbook · 2018. 8. 13. · abacus abaclock 2 page 5 3.1.5 starting up the device 3.1.5.1...

Abacus

Handbook

AbaClocK 2

Version 1.5 – V 1.0

10 August 2018 05:59:56 / MPF / DZI

This documentation is protected by the author’s rights.

In particular, the right to copy, perform, distribute, edit, translate, transmit or save the entire documentation or parts thereof by means of any medium (in graphic, technical, electronic and/or digital form including photocopy and downloading) is strictly reserved to Abacus Research AG.

Any use of the material in the above-mentioned cases or in cases other than those authorised by the law, in particular any commercial use, requires the previous written consent of Abacus Research AG.

According to Art. 67 para. 2 URG (Swiss Federal Copyright Act), any commercial violation of the author’s rights may be punished.

Copyright © 10 August 2018 05:59:56 by Abacus Research AG, CH-9301 Wittenbach-St.Gallen

Table of Contents

Abacus AbaClocK Page I

1 Introduction .....................................................................................................................2

1.1 What is AbaClocK? ...........................................................................................................2 1.2 How does AbaClocK work? ...............................................................................................2 1.3 Information for employees on AbaClocK ..........................................................................2 1.4 For whom is AbaClocK useful? .........................................................................................2

2 Prerequisites / Functionality ..........................................................................................3

2.1 Abacus Environment .........................................................................................................3

3 Hardware ..........................................................................................................................4

3.1 AbaClocK Terminal ...........................................................................................................4 3.2 EVIS Floh ..........................................................................................................................6 3.3 Purchase information ..................................................................................................... 10

4 App – 'AbaClocK 2' ...................................................................................................... 11

4.1 Installation ...................................................................................................................... 11

5 Connect reader ............................................................................................................. 12

6 Initial Login / Registration ........................................................................................... 14

6.1 Registration on Abacus Cloud ........................................................................................ 15 6.2 Log in to Abacus Cloud .................................................................................................. 17 6.3 Create organization ........................................................................................................ 19 6.4 Connect organization ..................................................................................................... 20 6.5 Enter employee .............................................................................................................. 28

7 AbaClocK 2 - Configuration ........................................................................................ 33

7.1 iOS ................................................................................................................................. 33 7.2 AbaClocK 2 - Administration .......................................................................................... 35

8 AbaClocK 2 - Time clock ............................................................................................. 50

8.1 Process description ........................................................................................................ 50

9 Synchronized data ....................................................................................................... 58

9.1 Abacus ERP System - AbaProject / Time Recording .................................................... 58 9.2 Cloud Business Software – AbaNinja ............................................................................ 59

10 Support .......................................................................................................................... 60

11 Tips & Tricks ................................................................................................................. 61

11.1 Guided Access ............................................................................................................... 61 11.2 Disallow automatic iOS update ...................................................................................... 62 11.3 Tone signal too low when clocking in or out .................................................................. 63 11.4 Employee does not appear in AbaClocK ....................................................................... 63

12 Register Abacus Installation on AbaSky Portal ........................................................ 66

12.1 Security .......................................................................................................................... 66 12.2 WebServer AbaSioux standalone / Firewall Configuration ............................................ 67 12.3 Preparation for AbaSky registration ............................................................................... 67 12.4 Register as new installation operator ............................................................................. 67 12.5 Registration of the Abacus installation on the AbaSky portal ........................................ 69 12.6 AbaSky - Enter credit card information ......................................................................... 70 12.7 AbaSky – Create 'AmID' verification code ..................................................................... 70

Introduction 1

Abacus AbaClocK 2 Page 2

1 Introduction

1.1 What is AbaClocK?

AbaClocK is a type of time clock. It is an app for the iPad mini 4, which is used as a time clock to record hours worked. AbaClocK is offered as a complete package with hardware.

1.2 How does AbaClocK work?

The iPad is used as a terminal at the company entrance, cloakroom and, if necessary, in the break areas. Employees are issued a badge which they use to clock in and out of working hours and breaks. The data will be transferred to Abacus Business Software or the Cloud Business Software, AbaNinja.

1.3 Information for employees on AbaClocK

If AbaClock is connected to the Abacus ERP system, employees can view target working hours, hours worked, flextime and holiday balance on the AbaClocK terminal. This is live data from the Abacus ERP system.

1.4 For whom is AbaClocK useful?

Companies that are required to record the working hours of employees can optimize this process with AbaClocK.

The data from AbaClocK is synchronized with the AbaProject module or in the Time Recording module in Abacus Business Software or with the Cloud Business Software AbaNinja.

Prerequisites / Functionality 2


2 Prerequisites / Functionality

2.1 Abacus Environment

In order to synchronize with the Abacus ERP System, Version 2017 is required. AbaClocK is hosted on the Abacus Cloud. The times are booked from the Abacus Cloud to Abacus or AbaNinja and to the other devices connected with the installation.

Starting with version 2018, two-way synchronization of clock in/clock out times is supported in Abacus G4. The clock in/clock out times can be recorded on different devices, as well as in the Abacus ERP system and in MyAbacus.

If AbaClocK is used in connection with Abacus Business Software or with AbaNinja, registration on the AbaSky portal and creation of an AmID (Abacus mobileID) is necessary. This work process can be found in chapter 12 Register Abacus Installation on AbaSky Portal from page 66.

2.1.1 Licensing

2.1.1.1 Abacus

For the synchronization of the working hours into the AbaProject or Time Recording modules, an ESS Medium or an ESS Large subscription is required per employee.

Hardware 3


3 Hardware

3.1 AbaClocK Terminal

3.1.1 Device

AbaClocK runs on an iPad mini 4 which is fitted with protective (shatter proof) glass. Normally AbaClocK is set to Guided Mode / Access at the terminal.

3.1.2 Case

The iPad is packed in a case which makes it impossible to turn off or change the app while it is fix installed. The case also contains the charging unit and an NFC-Reader from the company EVIS.

3.1.3 NFC Reader

Since the iPad itself does not contain an NFC Reader, the reader from the company EVIS has been built in to the case. This is responsible for reading the badges.

3.1.4 Device delivery

3.1.4.1 Content

2x screws

2x Allen keys

1x mounting fixture for the iPad incl. NFC Reader

1x cable

1x USB adapter

1x Apple iPad

Hardware 3


3.1.5 Starting up the device

3.1.5.1 Step 1

Install the AbaClock 2 app using the instructions found in chapter 4 App – 'AbaClocK 2', page 11 on the iPad and activate Bluetooth.

3.1.5.2 Step 2

Place the iPad in the case. The Home button should be at the bottom.

3.1.5.3 Step 3

Plug the cable into the device.

3.1.5.4 Step 4

Insert the two small screws at the top and bottom and tighten with the Allen key. (This requires some pressure since there are no threads.)

The reader must then be placed so that after closing the case it is below the WiFi sign, so that afterwards the badging function works properly.

3.1.5.5 Step 5

Plug the USB cable into the adapter.

Important:

The iPad is connected to port 2.1A.

The NFC Reader cable is connected to port 1A.

Warning

Before the adapter is connected to a power supply, the case must be closed otherwise the NFC Reader could cause a current surge.

Hardware 3


3.2 EVIS Floh

The mini reader 'EVIS Floh' is optionally available. It allows you to assign badges directly to Abacus personnel base by importing the badge ID. The device is small, handy and ideal for use at the workplace. It is attached to the PC via USB port.

The badge ID is the transferred when the employee base data is synchronized from the AbaClock device, making registration of the badge at the terminal unnecessary.

Note

More information regarding badge registration can be found in chapter 6.5 Enter employee on page 28 .

3.2.1 Device delivery

3.2.1.1 Content

EVIS Floh mini-reader, RoHS compliant

USB-cable Type A / Micro B

3.2.2 Requirement

The following are requirements for the use of EVIS Floh:

Operating system Windows 7 or newer

USB port on PC

.Net Framework 4.0

Abacus Version 2018 (from SP 20.02.2018)

AbaClocK 2

Hardware 3


3.2.3 Starting up the device

3.2.3.1 Step 1

Download the zip-file with installation file of the software and PDF under the following link, under "WINHID / DOWNLOAD WINHID".

http://www.evis.ch/programme.html

3.2.3.2 Step 2

Open the downloaded zip file and install the software by double-clicking on 'Install WinHID.exe'.

During installation you can define whether the program WinHID should be started with Windows. The answer depends on how often the reader is used in everyday life. The second question, whether the program should be opened after installation, can be answered with 'Yes'.

Detailed information about the software and the device can be found in the PDF file, which can be downloaded in the zip file.

3.2.3.3 Step 3

Connect EVIS Floh device to the PC using the USB cable supplied.

3.2.3.4 Step 4

Start the WinHID software if this was not done automatically after installation. The program is minimized directly into the toolbar at startup. The display shows whether the ComPort was opened successfully.

If the ComPort cannot be opened, it must be adjusted in the settings of the WinHID software for the reader to function. This procedure is described in step 5.

If the ComPort could be opened, the badges can now be read in according to the description in the chapter 'Page' on the respective employee.

3.2.3.5 Step 5

Call up the user interface of the WinHID program by double-clicking the icon in the toolbar.

The setting screen is displayed using the tool icon.

http://www.evis.ch/programme.html

Hardware 3


Now the correct ComPort can be selected via the drop-down list and saved via the "Save" button.

ComPort

The correct ComPort can be determined via the Device Manager by displaying the properties on the icon of the device with the right mouse button. The ComPort can be seen in the 'Hardware' tab.

Hardware 3


3.2.4 Assign badges in Abacus ERP system

3.2.4.1 Import to personnel base

If the software has been successfully installed according to chapter 3.2.3 Starting up the device and the device has been connected correctly, the badges in the personnel master data can be read in on the respective employees as follows.

1. Start program 33 'Personnel base' (AbaProject / Time Recording) or 31 'Personnel base' (Payroll) and open the 'Project Management' or 'Time Recording' catalogue under master data.

2. Select the employee for whom the badge is to be imported.

3. Position the cursor in the 'AbaClock ID' field.

4. Hold the badge to the EVIS Floh Reader. The ID of the badge is then written into the 'AbaClocK-ID' field and the employee can be saved.

Hardware 3


3.2.4.2 Synchronisation in AbaClocK

The badge IDs stored on the employees in the personnel base are not automatically transferred to AbaClocK when employees are linked.

To synchronize the token IDs, the employee master data must be reloaded using the 'Abacus Employee' function under Master Data.

3.3 Purchase information

Devices can be ordered under https://shop.abaclock.ch .

https://shop.abaclock.ch/

App – 'AbaClocK 2' 4


4 App – 'AbaClocK 2'

AbaClock is an effective time clock and therefore used by employees for recording working times. In addition, new employees can be created in this app and various settings can be made.

4.1 Installation

The AbaClocK 2 app is available for download in the App Store. When the app is started for the first time, the administration is automatically displayed so that AbaClocK can be configured.

Connect reader 5


5 Connect reader

In the administration under 'NFC Reader' the status of the connection to the reader is displayed. When the app is started there is no reader connected. This is indicated by the text 'No NFC reader connected'.

By selecting this text or the 'Start Search' function, a new view is started in which a red, pulsating button is displayed in the middle of the screen.

Pressing the red button starts the search for the reader. While searching, the button turns yellow and then green as soon as the reader is found. In order for the reader to be connected, a badge must be held in front of the reader when the green button is displayed. If connection is

Connect reader 5


successful, the Settings will automatically be displayed again. Registration of the database can now proceed.

Note

The reader can also be connected at a later date, but it is recommended that this be done before the employees are created so that the badge data can be entered simultaneously.

More information can be found in Chapter 3.1.3 NFC Reader .

Initial Login / Registration 6


6 Initial Login / Registration

To work with AbaClocK, a database must be created on the Abacus Cloud. An account must be registered on Abacus Cloud.

Registration takes place via the function 'Create database' under "AbaClocK 2 / Settings".



6.1 Registration on Abacus Cloud

When the function 'Create database' is executed, the Abacus Cloud login screen appears. To create a database for AbaClocK, a new account must be registered. The registration can be made with an existing Google or Microsoft account or directly on the Abacus Cloud.



Name, first name, e-mail and a password are necessary for registration. The password is checked with a double entry. To ensure that the registration is carried out by a natural person, click the button 'I am not a robot.' A simple task must be carried out before the registration takes place.

Once the 'Register' button is clicked, an e-mail is sent to the e-mail address entered, which must be confirmed via the embedded link.

The registration window can be closed with the 'Finished' function in the upper left corner.



6.2 Log in to Abacus Cloud

After closing the registration window, the 'Create database' function is displayed again under Settings / Database.

The database to be used must now be defined by logging in the newly registered account to Abacus Cloud. So that the login information must not be re-entered every time AbaSky is used, the flag 'Remember me' can be set.



Access rights for the account must be subsequently granted. This is done via the 'Yes' button in the following query.

It is important that all devices that communicate with each other are registered with the same account on the Abacus Cloud. Only then can the devices properly communicate with each other.

The Abacus Cloud account with which AbaClock is linked will be shown after connecting to the database. At the same time further catalogue items with which to make definitions will be released and shown of the left side.



6.3 Create organization

After fixing the database, a new organization can be created. In the 'Create' catalogue, using the '+' symbol in the upper right corner, the organisation can be opened on the corresponding database. The desired name is entered and confirmed with the Save button.

The newly created organization is generated. The designation for the organization is entered in the 'Create' catalogue. The organization will also be listed on the right side.



After saving, the 'Organizations/ Settings' catalogue is automatically opened so that further definitions for the organisation can be directly made.

6.4 Connect organization

An organization can be connected with the Abacus ERF system or with the Cloud Business Software.



6.4.1 Create connection to Abacus

Via the 'Connect to Abacus' function under Organisation / Settings / Connect to Abacus for 'Organisation XY', the previously opened AmID (Abacus mobileID) of the corresponding client must be entered. If a valid AmID is entered, this will be displayed accordingly. The connection is established by selecting the 'Connect' button.



Note

The necessary work processes for the registration and creation of the AmID, can be found in Chapter 12 Register Abacus Installation on AbaSky Portal, on page 66 .

In order to complete the connection, a user is required to clock in to the Abacus ERP system. The user must then allow the appropriate client access to Abacus Cloud.

Note

We recommend using the administrator to log on to Abacus ERP Systems and to access the client.

If this is not possible, then a user with Payroll access rights or project-specific time entry access rights, with access to all employees to be reported, can be used.



If the organization has been successfully connected with the client of the Abacus ERP system, this is indicated by the text 'Organization connected'.



Under Settings, this is also indicated by the texts 'Connected with AmID' and 'Status: connected to Abacus'.

To disconnect, use the function 'Disconnect from Abacus'.



6.4.2 Create connection to AbaNinja

Via the function 'Connect to AbaNinja' under 'Organizations / Settings / Connection to AbaNinja for organization XY', a connection to an AbaNinja account can be established via the button 'Connect'.



In order to create a connection, a login with the 'owner' user of the AbaNinja account is required.



After login, the desired AbaNinja account must be selected. The organization name will then be shown in AbaClocK and the successful connection will be confirmed via a text.

Under Settings, this is also indicated by the text 'Connected to XY'.

To disconnect, use the function 'Disconnect from AbaNinja'.



6.5 Enter employee

Employees are entered under Organisations / Employees. Via the '+-Icon' in the right corner, the dialog for registering a new employee is started. With the 'Connect' function under 'Connect to Abacus' or 'Connect to AbaNinja', employees of the Abacus ERP system or the Cloud Business Software AbaNinja who are available for connection are displayed.



Note

If no employees are shown, the employee data can be reloaded in the 'Master Data' catalogue with the 'Abacus employee' or 'AbaNinja employee' function.



The employee details of the desired employee are displayed after selection. The 'Register token' function is used to assign the employee a badge.

Note

Abacus ERP System (from Version 2018, 20.02.2018)

If the badge ID is already stored in the Payroll program 31 'Personnel Base' in the 'AbaClocK-ID' field of the Project Management or Time Recording catalogue, this will be transferred when the master data is updated to AbaClocK in the 'Master Data' catalogue via the function 'Abacus employees' transferred from Human Resources.

The badge ID can be imported to the personnel base of the Abacus ERF system either manually or by using the small, hand-held device 'EVIS Floh'.

Warning

The update of the Token ID must always take place via the personnel base of the Abacus ERP system if the Token ID is managed in the personnel base. Otherwise when the employee master data is updates on AbaClocK, the Token ID will be overwritten by the value from the personnel base as long as the field is not empty.



The corresponding badge must then be held against the reader. If the badge is recognized, the employee details will be automatically shown and the badge number will be viewable under 'Register token'. Employee data is then saved using the Save button on the upper right of the screen.



More information about the settings per employee can be found in Chapter 7.2.2.3 Employee.

AbaClocK 2 - Configuration 7


7 AbaClocK 2 - Configuration

7.1 iOS

7.1.1 AbaClocK 2

When the app is installed, AbaClocK 2 will appear in the settings of the iPad. These settings can only be adjusted by the administrator. If AbaClocK is used daily as a time clock on the fixed terminal and in Guided Mode, these settings can not be started.

Field descriptions

Siri & Search This setting allows information from AbaClocK 2 to be displayed in searches, lookups, and keyboards, and allows Siri to learn and make suggestions based on using the app.

Version Shows the installed AbaClocK version.

Open settings at next start

If this switch is active (green), the administration settings (Administration) next time the application is started so that settings can be adjusted, or data can be controlled. This is only possible at the first start of the app. Afterwards the setting is automatically reset and would have to be activated again.



Note

If an employee is defined as an administrator under Organisations / Employee, the Setting button is displayed in the lower left corner when scanning the badge.

The employee always has the option to start the AbaClocK administration by selecting the button / function.

Show contact with the display

Contact with the display can be visualized when this setting is activated.

Note

This function is especially useful for demos.

7.1.2 General

The name of the iPad is entered in the settings of the iPad under 'Info'. This is displayed as a location in the module 'AbaProject' or 'Time Recording' in the In & Out history in the program 111 'Reporting', so that where and when an employee clocked in and out is visible. For this reason it is important that this name is meaningful.



7.2 AbaClocK 2 - Administration

There are a few basic settings for working with AbaClocK and the synchronisation with Abacus Business Software or the Cloud Business Software AbaNinja.

The 'AbaClocK 2' app can be installed on any iPad mini 4 to make settings so that the terminals can be fixed. The allocation of badges is not possible on a normal iPad, since there is no reader available.

7.2.1 AbaClocK 2

The settings in the 'AbaClocK 2' catalogue have mostly been covered in Chapter 6 Initial Login / Registration . They are mainly relevant when logging in for the first time.

The following functions are also possible:

7.2.1.1 Settings

Field descriptions

Disconnect The function 'Disconnect' disconnects the connection to the database and sync service. It is then possible to enter another database.

To work with AbaClocK, a database must be created on the Abacus Cloud or AbaClocK must be connected to a database. An account must



be created on Abacus Cloud.

This is explained in greater detail in Chapters 6.1 Registration on Abacus Cloud and 6.2 Log in to Abacus Cloud.

Send diagnostic data

By activating this flag data about the use of the app and it functional efficiency will be sent to Abacus.

Replication monitoring

Therefore when replication monitoring is active, AbaClocK terminals can be used to analyse problems.

Note

Please activate this function only if requested by Abacus Support.

Extended Logging enabled

In case of problems with the app, this function can be activated to log more data for error analysis.

Note

A change to this setting only becomes active once the app is restarted. Please activate this function only if requested by Abacus Support.

Mail to Abacus support

If a mail account has been added on the iPad, this function can be used to send an e-mail to Abacus support, if data is required. This allows data related to the support issue on the installation will be sent.



7.2.2 Organisations

Under the catalogue title 'Organisations', all organisation-specific settings are made.

When linking AbaClocK to Abacus Business Software, the organisation maps the client. For the synchronisation, an AmID must be stored on the organisation so that AbaClocK can establish a connection to the appropriate Abacus installation and know to which client the collected data must be transferred.

Note

If more than one client is used within a database that is created on the Abacus Cloud, an individual organisation must be entered for each client.

All employees of the various organisations can clock in and out via the device. It is important that the organisations were created on the same database.

7.2.2.1 Create / Organisation

This catalogue lists the organizations created on the database associated with AbaClocK, with their respective connections. The organization which has been set as the default in the catalogue 'Settings’ is marked with a check on the right side.

If no organization has been created, the name of this catalogue will be 'Create'. As soon as an organization is created in AbaClocK, the name of the organization or, in the case of several organizations, the name of the selected organization is displayed as the catalogue title. All settings made in the catalogues available under the heading 'Organisations' are saved for the organisation displayed.

To create a new organisation, click the '+' symbol in the upper right corner. The new organisation is saved on the linked database by entering the desired name and saving.



After successful entry, the organisation is available in the list. After saving, the 'Organizations/ Settings' catalogue is automatically opened so that further definitions for the organisation can be directly made.

Note

Several organizations can be created on the same database, which are linked either with the Abacus ERP system or with the Cloud Business Software AbaNinja.



7.2.2.2 Settings

In the settings, the connection to the Abacus ERP system or the Cloud Business Software AbaNinja is made for the organization displayed as catalog item. In addition, settings relating to the presentation and handling of the badge process can be made.



Field descriptions

Name This field displays the name of the active organisation. This can be adjusted accordingly.

The name of the organisation will be displayed on the welcome screen of the time clock.

Status Shows the status of the organisation. This is no longer relevant.

Set as default organization

The default organization will be displayed on the welcome screen (name and company logo)

In the list of organizations, the organization which is set as default will be distinguished by a checkmark.

Organizations logo The customer logo can be used for the welcome view on the AbaClock time clock. Using the camera icon at the top right, the logo can be selected from the Photo Gallery.

Note

For best results the logo should be transparent. The file should not be larger than 1 MB.

Connect to Abacus / Connect to

Connecting AbaClocK to a client of the Abacus ERP system requires the entry of a previously created AmID.

When selecting the function 'Connect to Abacus', the name of the organisation and the AmID can be entered.

The entry of a valid AmID triggers the following status:

AMID valid Valid AmID, which has not yet been saved has been entered.

ERROR: AMID is invalid AmID entered is not valid.

Organisation linked Successful connection to Abacus ERP system

The connection is made via the 'Connect' button. When the connection is established a user has to log into the Abacus ERP system. The user must then have access to the appropriate client.

This process is covered in detail in Chapter 6.4 Connect organization on page 20.

The necessary work processes for the registration and creation of the AmID, can be found in Chapter 12 Register Abacus Installation on



AbaSky Portal, on page 66.

If the organisation is already linked to an Abacus installation, the AmID used will be shown in the corresponding field. If necessary, the AmID can be modified here.

Note

An organization can either be connected with a client from the Abacus ERP system or with an account the Cloud Business Software.

Status If the organisation is connected with Abacus, it will be displayed here. To disconnect, use the function 'Disconnect from Abacus'.

Re-synchronization from Abacus

If setting is active, the two-way synchronization of In&Out times into the Abacus ERP system is supported.

Clock-in and out times can be recorded with different apps as well as in the Abacus ERP system or in the MyAbacus portal. Therefore, it is possible to clock in via AbaClocK and clock out via AbaCliK or in the MyAbacus portal or vice versa.

For two-way synchronization to work, the setting in the Abacus ERP system must also be activated in the application settings. Version 2018 is required for this.

Connect to AbaNinja / Connect to

When selecting the function 'Connect to AbaNinja' the connection to an AbaNinja account can then be established via the button 'Connect'.

To create a connection, a login with a user of the AbaNinja account is required.

After login, the desired AbaNinja account must be selected. The organization name will then be shown in AbaClocK and the successful connection will be confirmed via a text.

If an organization is already connected to an AbaNinja account, the connection to the corresponding account will be shown.

Disconnect from AbaNinja

The connection to AbaNinja can be terminated using this function.

Time until automatic execution after badge is used

If no action is taken within the specified time after the badge is used, the badge time is automatically registered as start / end of work. The following definitions are available:

None No action is automatically taken.

Immediately Clock in or out takes place immediately. No adjustments can be made. When clocking out the vacation and flextime balance is displayed as long as the organization is connected to the Abacus ERP system.

In the case of employees who are stored as administrators, clocking in or out is only carried out after 3 seconds, even with this setting. The clock in/out screen is shown so that the user



has the possibility to choose settings.

3 seconds

5 seconds

Allow retroactive time entry

If this setting is active, employees who have forgotten to clock in or out can manually override the work time and start or end the work retroactively.

The button can be recognized by its three dots.

A detailed description of these functions can be found in Chapter 8.1.2 Start time under 'Retroactive working times '.

7.2.2.3 Employee

In the employee catalogue, all employees already entered, their badge and employee number are listed. The number of employees created in the organization is displayed in the upper right-hand corner.

In this view, employees can be deleted with a left swipe and by pressing the red button.

New employees can be set up via the '+' symbol in the upper right corner. The employee-specific settings are shown when an existing employee is selected.



Field descriptions

Connect to Abacus / Is connected to Abacus

If an organization is linked to the Abacus ERP system, employees entered in the Abacus installation can be selected via the function 'Link'. All Abacus employees for whom the 'Active in AbaProject / Time Recording' flag is active in the Payroll program L31 'Personnel base' are listed with the employee number.



Note

Employees already created are shaded and displayed with the information of the connected AbaClocK employee.

The desired employee can be linked simply by selecting it. The employee data is then transferred to the corresponding fields in AbaClocK.

After selection, the employee is displayed with his or her Abacus employee number.

Note

In order for the employees of the Abacus installation to be displayed and linked, the user who was used to link the Abacus installation via the AmID must have the appropriate access.

See Chapter 6.4.1 Create connection to Abacus, page 21.

If an employee is still not displayed, the employee data can be reloaded in the 'Master data' catalogue.

The employee is saved with the 'Save' button is the upper right corner.

Connect to AbaNinja / Is connected to AbaNinja

If an organization is linked to AbaNinja, employees entered in AbaNinja can be selected via the function "Link". All active employees are listed with their employee number.

Note

Employees already created are shaded and displayed with the information of the connected AbaClocK employee.

The desired employee can be linked simply by selecting it. The employee data is then transferred to the corresponding fields in AbaClocK.

After selection, the employee is displayed with his or her AbaNinja employee number.

The employee is saved with the 'Save' button is the upper right corner.

If an employee is not displayed, the employee data can be reloaded in the 'Master data' catalogue.

Remove link with Abacus / AbaNinja

The connection to Abacus or AbaNinja employees can be triggered with this function. This function is only useful if an employee has been incorrectly linked.

Clocking in/out data of non-linked employees cannot be evaluated. A link is therefore mandatory. If a non-linked employee clocks in or out, the data is synchronized as soon as the employee is linked to an Abacus or AbaNinja employee again.

Register token The employee is assigned a badge / time card with this function. By selecting this function, another dialog is started and the badge can be registered / entered by contact with the reader.

The token number will be displayed after entry and for previously



entered users.

If the badge has already been registered to another user, a message will appear that the token has already been assigned to another user and ask whether it should still be re-assigned. If it is assigned to the new user, the assignment to the previous user is removed.

Abacus ERP System

If a token ID is stored in the 'AbaClocK-ID' field in the 'Project Management' or 'Time Recording' catalogue in the Payroll program 31 'Personnel Base', this token ID is transferred to AbaClocK in this field when updating the Abacus employee master data. If the AbaClocK-ID is not maintained in the personnel base, no data is transferred, that is, the token-ID is not overwritten.

Detailed information about badge registration can be found in chapter 3.2 EVIS Floh, 6 page.

First / Last name The first and last name of the employee are saved and shown in these fields.

Language The display language when scanning is determined here. This will be taken over when linking to an Abacus employee.

Administrator If an employee is defined as an administrator, the setting button is displayed in the lower left corner. The employee always has the option to start the AbaClocK settings by selecting the button / function.

Employees that are saved as administrators are displayed in red in the employee list.

Disabled If this flag is active, the user is inactive and can no longer scan with AbaClocK.



7.2.2.4 Master data

In this catalogue the following master data can be reloaded from the Abacus ERP system or the Cloud Business Software AbaNinja.

Abacus Employees / AbaNinja Employees When the function is activated, the employees and their data are updated to AbaClocK, based on the data in the Abacus ERP system / AbaNinja.

Balances When the function is activated, the holiday and flextime for the employee is updated based on the data in the Abacus ERP system.

This function is only available for organizations connected to the Abacus ERP system, since this data is not managed in AbaNinja.



7.2.2.5 Tones

Under Organisation / Tones the tones for clocking in and out can be set. If a melody is selected, the successful clock / badge process can be recognized by the defined sound tone.

This makes sense in daily uses since it confirms a successful process to the employee. A successful clocking / badging process, in most cases also changes the screen.



7.2.3 Device settings

7.2.3.1 NFC Reader

The NFC reader must be connected in order for the scanning functions and data to be registered.

Field descriptions

Current reader If AbaClocK is connected to a reader, the reader to which it is connected is displayed and it is also possible to disconnect from the reader.

In addition, a text can be entered which is shown on the AbaClocK screen if there is no connection to the reader. The following text is shown by default:

Reader unknown - please contact your administrator.

If no reader is connected, the message 'No NFC reader connected' is displayed in the settings. The search for a reader can be carried out via the function 'Start search'.



7.2.4 Log out

7.2.4.1 Exit

By selecting this function, the Settings menu is closed and the badging area is displayed again.

AbaClocK 2 - Time clock 8


8 AbaClocK 2 - Time clock

The device with the installed app is placed by entries and exits and by breakrooms, if required. By scanning a badge working start and end times (start/end of work, lunch break, and other breaks) are saved.

8.1 Process description

8.1.1 Welcome screen

The device runs around the clock in a guided mode in which no other applications are available on the iPad. The welcome screen will display status 'Idle'.

Note

Guided Access is activated via the iOS settings. A detailed description can be found in Chapter 11.1 Guided Access on page 61.

The date and time are displayed on the welcome screen and every other AbaClocK screen.

The company name is displayed based on the default organization name. The logo or background image is freely definable.

Note

The organisation name is determined when the organisation is created and can be modified in the settings in the 'Name' field under Organisations / Settings / Organisation.

The logo can be customized under Organisations / Settings / Layout under 'Customer logo' by entering a different background image. See Chapter 7.2.2.2 Settings, page 39.

The standard organization is also defined under Organizations / Settings / Organization.



Clocking in or out takes place by holding the badge against the device. As long as this is not deactivated in the settings, a successful clock in or out is signalled by a sound signal. The screen also changes.

The registration of the action to be performed is handled differently depending on the setting. This can be either by selecting the appropriate button or, if defined in the settings, when no action is taken for a period of time.

Note

The setting 'Time until automatic action is taken after badge is used' is mentioned in Chapter 7.2.2.2 Settings, page 39.

If AbaClocK loses the connection to the server, this is also displayed on the screen. Clocking in or out is possible in this case, but the data displayed may not be up-to-date.



8.1.2 Start time

After scanning the badge, the clocking in or out changes the display on the screen. The following functions / buttons are shown on the screen.

Field descriptions

Start Button

A round Start button is displayed in the middle of the action screen. Selecting this button saves the current time as the start of work. This is signalled by a blue information screen with the words 'Work begins' before the welcome screen is displayed again.

Note

In the settings it can be defined whether this process should be automatically started without the Start button being selected. See Chapter 7.2.2.2 Settings, page 39.

Cancel button

The Cancel button, which is shown at the bottom of the screen, offers the possibility to cancel the process without saving the time. After selecting the button, the welcome screen is displayed.

This function is also available on all subsequent action screens.

Display flextime / holiday balance / Retroactive work time entries

In the lower left hand corner there is a button with three dots. By selecting this button the following functions are available depending on the settings:

Display flextime / holiday balance The flextime and holiday balance are shown. This function is always available when the organization is linked to the Abacus ERP system. For an organization that is linked to AbaNinja, the function is displayed, but only the working time is visible in the overview, since the other balances are not managed in AbaNinja.

The following functions are only available if the function 'Allow working time entries to be retroactively adjusted' is active in the settings:



Start work with manual beginning The start of work time can be recorded manually and thus overridden.

Retroactive quit The work day can be retroactively ended. This function is only available if the employee is clocked in at the appropriate time.

When you select the 'Input completed' button, the time clock screen is displayed again.

Optional buttons

Settings button

If the employee is defined as an administrator, the Settings button is displayed in the lower right corner on all screens. This means, when clocking in or out the employee always has the option to start the AbaClocK settings by selecting the button / function.



8.1.3 Interruption of work

When re-scanning the badge during the current working hours, so-called clocking in and out, the following buttons / functions and information are displayed on the action screen:

Field descriptions

Work time / Actual time

In the centre of the screen a circle with the currently worked time is displayed. The amount of time worked in relation to the target time is shown in bold on the circle border.

If overtime hours are worked, the entire border of the circle is shown in bold. A point on the border also shows the proportion to the next target time unit.

Standard time

Outside the centre circle, the remaining target time for the day or the daily flextime is displayed.

Not enough work time is represented with a 'minus' and overtime with a 'plus'.

Break button

In the centre of the action screen, on the left side, the 'Break' button is displayed. Selecting this button saves the current time as the end of work time. The system, however, assumes that it is only a break and does not close the work day.

The start of the break is signalled by a blue information screen with the words 'Break begins' before the welcome screen is displayed again.

Note

For the transfer of working hours to the AbaProject or Time Recording module, it does not matter whether the working time is ended with the Pause or the Stop button. The time is stored in the To-time with both actions and it is not visible whether it is a break or the end of work.

Stop button In the centre of the action screen, on the right side, the 'Stop' button is displayed. Selecting this button saves the current time as the end of



work time. The system assumes that the work day has ended and displays additional information on the screen. More detailed information can be found in Chapter 8.1.5 End of work on page 56.

8.1.4 Additional work

After the break, when clocking in, the screen will display a similar action screen as before the break. Work can continue or end for the day. The functions are the same except for one button.

Field descriptions

Continue work

In the centre of the action screen, on the left side, the 'Continue work' button is displayed. Selecting this button saves the current time as the new additional work start time. This is signalled by a blue information screen with the words 'Work continues' before the welcome screen is displayed again.



8.1.5 End of work

When badging again the interruption of work screen is displayed, Chapter 8.1.3 Interruption of work, page 54. The work day can be closed with the Stop button.

After selecting the Stop button, the following information is displayed on the screen for organisations linked to an Abacus ERP system.

Note

For organizations that are linked to AbaNinja, only the working time / actual time is displayed on the screen.

Field descriptions

Daily target time

In the centre of the screen on the left side the daily time is displayed.

Work time / Actual time & daily Flextime

In the centre of the screen a circle with the currently worked time is displayed. Outside the circle, the daily flextime is displayed.

The amount of time worked in relation to the target time is shown in bold on the circle border. If overtime hours are worked, the entire border of the circle is shown in bold. A point on the border also shows the proportion to the next target time unit.



Flextime

In the centre of the screen on the right side the flextime is displayed.

Note

The flextime account is calculated as follows:

Flextime account as per previous day from the Abacus system - Daily target time + Current daily work time

This calculation is always found locally on the device.

Holiday balance

The employee's holiday balance is displayed in the lower area.

Synchronized data 9


9 Synchronized data

9.1 Abacus ERP System - AbaProject / Time Recording

The work times which are entered via AbaClock are saved in AbaProject or in the Time Recording module in program 111 'Time Recording' in the In&Out times. When the information icon next to a time is selected, the history of the corresponding times is displayed with the following information:

Field Content

Timestamp The entered time.

Origin Manually

MyAbacus

AbaCliK Manual (manual entry)

AbaCliK Automatic (Barcode or Geofence, NFC tag)

AbaClocK

Interface (AbaConnect)

Location This will be filled in AbaClocK with the name of the iPad. For example, main entrance, break room or underground garage.

The iPad name should therefore be descriptive.

Entry user Entry user

Entry date Entry date and time

Synchronized data 9


Modification user Modification user if the record has been adjusted

Modification time Modification time if the record has been adjusted

Time zone Time zone of the entry user

9.2 Cloud Business Software – AbaNinja

The working times, which were recorded via AbaClocK, are saved live in AbaNinja and

displayed under 'Time entry / Employee' when the icon is selected.

Support 10


10 Support

For questions or problems related to AbaClock please contact the following partner:

Problem Responsibility

Technical problems (Technical support)

Support AbaClocK / AbaWeb

Functional problems (Functional support)

AbaProject Support

Defective reader Abacus Research AG, Production

+41 71 292 25 25 / [email protected]

Defective iPad Apple Support

Link Support: https://getsupport.apple.com/?caller=grl&locale=de_CH

Defective link repair information: https://support.apple.com/de-ch/ipad/repair/service

mailto:[email protected]://getsupport.apple.com/?caller=grl&locale=de_CHhttps://support.apple.com/de-ch/ipad/repair/service

Tips & Tricks 11


11 Tips & Tricks

11.1 Guided Access

11.1.1 Activation in iOS

In order for the AbaClocK time clock to work around the clock and so that all other iPad applications are deactivated, 'Guided Access' can be activated in the iOS settings under 'Settings / General / Accessibility / Guided Access'.

With Guided Access, only one app is enabled on the iPad at a time, and which features are available can be controlled.

Field descriptions

Guided Access Guided Access is activated with this switch.

Code settings A six-digit code must be entered to deactivate Guided Access.

Select the button 'Enter code for Guided Access' and enter the desired code twice.

In addition, Touch ID can be enabled.

The other settings are irrelevant for working with AbaClocK.

Tips & Tricks 11


11.1.2 Activation / Deactivation for AbaClocK

For activation, open the AbaClocK app. Then click three times on the Home button. A message will appear indicating that Guided Access is active.

To deactivate Guided Access, click three times on the Home button and enter the defined code. Afterwards Guided Access can be ended via the function on the top left or continued via the function on the top right. Upon exiting, a message appears that Guided Access has ended.

11.2 Disallow automatic iOS update

11.2.1 Update - deactivate automatic downloads

In order to prevent iOS updates from being downloaded automatically, and therefore prevent software update messages from being displayed on the screen, it is recommended that the automatic download of update files be disabled in the iPad settings in the 'iTunes & App Store'. The 'Updates' button must be grey.

Note

The iOS updates are important for the security of the system. Every update for iOS fills important security flaws. The updates should be carried out regularly even if automatic updates are deactivated.

11.2.2 Disallow messages

If the Software Update message has already been displayed because automatic download was enabled but the update should be deferred, the message can be cancelled as follows.

The message appears because the update has already been automatically downloaded and is ready for installation on the device. In order for the message to no longer be displayed, the file must be deleted in the iOS settings under 'General / Memory & iCloud usage / Manage memory'.

Tips & Tricks 11


The update is deleted by tapping on Update. If required, the update can be manually downloaded and installed via the iOS settings under 'General / Software update'.

11.3 Tone signal too low when clocking in or out

If the sound signal is too low during clocking in or out, even though the volume is turned up completely with the keys on the iPad's casing, the volume of the 'Ring and alert tones' in the iOS settings can be regulated under 'Sounds'.

It may be that the volume control is disabled via the volume buttons in the iOS settings and therefore control over the buttons does not work.

11.4 Employee does not appear in AbaClocK

If no employees appear on AbaClocK after loading the master data, the following points should be checked:

In order to use AbaClocK via an upstream web server, the following entries must be defined in the file AbaServices.ini with the correct IP address on the AppServer:

Tips & Tricks 11


Up to and including Version 2017:

Ports 40004 and 40043 must be open on the firewall between the web server and the AppServer.

Version 2018

Ports 40004, 40043, 40052 and 40053 must be open on the firewall between the web server and the AppServer.

Further information regarding AbaAPIServer can be found in the following KB entry: https://support.abacus.ch/kb/display/KB/KB-7020

Version-independent

The registered Abacus user on AbaClocK has access to the Payroll application.

The registered Abacus user on AbaClocK has access to the employees ->Access protection (Programs N621 'Application settings' / N65 'Access protection per employee' / L65 'Access protection per employee')

Program Q1011 'User administration ESS' An 'ESS Medium' or 'ESS Large' subscription must exist for the employee.

https://support.abacus.ch/kb/display/KB/KB-7020

Tips & Tricks 11


Payroll Accounting Program 31 'Personnel base' The checkbox 'ctive for time recording by employees' must be set.

Payroll Accounting Program 31 'Personnel base' The entry date must not be in the future.

Payroll Accounting Program 31 'Personnel base' No exit date may be set.

Register Abacus Installation on AbaSky Portal 12


12 Register Abacus Installation on AbaSky Portal

The AbaSky portal is an Internet platform hosted by Abacus which guarantees the link to the corresponding Abacus installation of the installation operator and their subscriptions. In order to submit or receive information to your Abacus installation via AbaClocK, your Abacus installation must be registered with the online platform www.abasky.net.

12.1 Security

For external access to the Abacus installation (Abacus server), the following security measures are recommended / required:

Use of a WebServer in the DMZ1 (Recommendation)

Encoded, secure SSL connection (required)

User authentication via IDP (optional)

Important information

Data synchronisation takes place via an encrypted, secure SSL connection. This requires a valid SSL certificate to be installed on the web or app server. More information on ordering and installing an SSL certificate as well as the installation and configuration of the AbaSioux WebServer can be found here.

12.1.1 Service address of the Abacus installations

In order for AbaClocK to function, the URL must be correctly configured in the host.conf. For AbaClocK this is mostly via the external URL.

In setup under 'Service address', the externally published URL must be entered so that the Abacus service can be reached on the Internet via an upstream web server (reverse proxy).

Example

https://abawebserver.meine-firma.ch

The service address is saved in the 'host.conf' file. This file is stored as follows and can be manually edited at any time:

ABACUS_ROOT/system/host.conf

For Scopes:

ABACUS_ROOT/scopes//kd/system

Note

Should you have further questions, the following KB entry contains more information: https://support.abacus.ch/kb/display/KB/KB-6733

Ports 40004, 40043

http://www.abasky.net/http://www.abacus.ch/links/abaweb-installationsanleitunghttps://abawebserver.meine-firma.ch/https://support.abacus.ch/kb/display/KB/KB-6733



12.2 WebServer AbaSioux standalone / Firewall Configuration

Installation and configuration of the AbaSioux standalone (WebServer) as well as the configuration of the firewall between Sioux stand alone and the Abacus server can be found in the installation instructions here: http://www.abacus.ch/links/abaweb-installationsanleitung

Important information

Please note that the version of the AbaSioux standalone (WebServer) and the Abacus server must be identical!

AbaClocK does NOT work in the constellation AbaSioux standalone (WebServer) V2018 and Abacus Server V2017!

12.3 Preparation for AbaSky registration

A SuisseID is necessary to register your Abacus installation on the AbaSky portal.

Note

More information about SuisseID can be found here.

12.4 Register as new installation operator

1. Load your SuisseID by inserting it in your PC/Mac.

-> The SuisseID mobile service is also supported.

2. Start your Internet browser and open the page www.abasky.net.

3. Click on 'Click here to log in'. You will be asked for the user details of your SuisseID. This is the password when the USB token is inserted in your device or for your e-mail address and password if using the Mobile Service. For the second option, enter the PIN code which has been sent to your mobile phone.

Since your SuisseID number is not yet registered on the AbaSky portal, you will be redirected to the following Internet site.

4. Click on the link 'Register installation provider'.

Port 443 Ports 40004, 40043

http://www.abacus.ch/links/abaweb-installationsanleitunghttp://www.abacus.ch/downloads/support/dokumentationen/abawebtreuhand/SuisseID_Mobile_ID.pdfhttp://www.abasky.net/



5. Complete the necessary fields. You can leave the checkbox 'Allow publications' and 'Publication as AbaPay provider' empty. Click on the button 'Save' to finish registration. You will receive a confirmation email at the contact e-mail address provided when you registered as a new installation operator.



12.5 Registration of the Abacus installation on the AbaSky portal

A registered installation operator can now (after he or she has been registered as an installation operator on the AbaSky portal) unlock the3 Abacus installation via the menu item 'Register installation' under SaaS Administration in the administration section of Abacus menu.

12.5.1 Process flow



2. Start your Abacus installation and log in as administrator.

3. Your standard browser will be started and automatically connected to the AbaSky portal. You will be asked for the user details of your SuisseID: This is the password when the USB token is inserted in your device or for your e-mail address and password if using the Mobile Service. For the second option, enter the PIN code which has been sent to your mobile phone.

After successful log in, the 'Edit installation' window will appear.

By default, the name of the Abacus license is proposed. The installation however can be renamed. In the 'URL' field, please enter the service address / URL through which Abacus can be reached via the Internet via an upstream Web server (reverse proxy). Example: https://abawebserver.meine-firma.ch:443

https://abawebserver.meine-firma.ch/



Your current Abacus version is automatically transferred to the field 'Abacus version'.

Click 'Save' to register your Abacus installation on the AbaSky portal.

Important note

AbaClocK uses the Internet address entered in the 'URL' field to communicate with the Abacus server. If this is not correct, the information exchange will not function.

12.6 AbaSky - Enter credit card information

The medium or large ESS subscriptions, which are required to synchronize the data, are billed monthly using a credit card. A valid credit card must be entered in the AbaSky portal. A new credit card can be added under the 'Payment method' tab via the 'Add card' button. PostFinance, Visa or MasterCard can be selected.

12.7 AbaSky – Create 'AmID' verification code

12.7.1 Foreword

In order for AbaClock to synchronize with the desired Abacus installation and the correct client, the corresponding client must be entered on the AbaSky portal. After entering the client a unique verification code, the AmID (Abacus mobileID), will be generated which is entered in the AbaClock app, (For details see Chapter6.4.1 Create connection to Abacus, page21). The AmID enables AbaClock to recognize which registered Abacus installation and which client information should be exchanged.

12.7.2 Process flow to generate an AmID



2. Start your Internet browser and open the page www.abasky.net.

3. Log in and click on the menu item 'AmIDs' in the left navigation overview.

4. Click on .

5. A new window 'Add AmID' will appear.

http://www.abasky.net/



In the Client field, enter the client number on which the AbaClocK user wants to exchange data. Via dropdown, select the corresponding, registered Abacus installation on which the defined client can be found.

You can enter whatever you like in the Description field. In the Payment form field, you must enter a credit card defined in Chapter 12.6. Your monthly subscription charges will be invoiced here. Click 'Save' to complete the process.

6. The information entered will be saved. Your new AmID is automatically generated.

abacus handbook · 2018. 8. 13. · abacus abaclock 2 page 5 3.1.5 starting up the device 3.1.5.1...

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