touch screen time clock with great plains project accounting

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Touch Screen Time Clock With Great Plains Project Accounting

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Page 1: Touch Screen Time Clock With Great Plains Project Accounting

Touch Screen Time Clock

With Great Plains Project Accounting

Page 2: Touch Screen Time Clock With Great Plains Project Accounting

Clocking In

1. ID Entry

2. Password Entry

3. Pay Code Entry

4. Contract Entry

5. Project Entry

6. Cost Category Entry

There are six steps for clocking in:

1. ID Entry

Page 3: Touch Screen Time Clock With Great Plains Project Accounting

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.

Page 4: Touch Screen Time Clock With Great Plains Project Accounting

Employee enters ID

Employee hits “Enter”

Page 5: Touch Screen Time Clock With Great Plains Project Accounting

Clocking In

1. ID Entry

2. Password Entry

3. Pay Code Entry

4. Contract Entry

5. Project Entry

6. Cost Category Entry

There are six steps for clocking in:

Page 6: Touch Screen Time Clock With Great Plains Project Accounting

Password Entry

Passwords can be disabled which increases the efficiency of clocking in.

Passwords can be changed in Time Clock Employee Setup.

Page 7: Touch Screen Time Clock With Great Plains Project Accounting

Employee enters her password

Employee hits “Enter”

Page 8: Touch Screen Time Clock With Great Plains Project Accounting

Clocking In

1. ID Entry

2. Password Entry

3. Pay Code Entry

4. Contract Entry

5. Project Entry

6. Cost Category Entry

There are six steps for clocking in:

Page 9: Touch Screen Time Clock With Great Plains Project Accounting

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.

Page 10: Touch Screen Time Clock With Great Plains Project Accounting

Employee chooses pay code and hits “Select”

Page 11: Touch Screen Time Clock With Great Plains Project Accounting

Clocking In

1. ID Entry

2. Password Entry

3. Pay Code Entry

4. Contract Entry

5. Project Entry

6. Cost Category Entry

There are six steps for clocking in:

Page 12: Touch Screen Time Clock With Great Plains Project Accounting

Employee enters the Contract ID

The Contract ID

can be lookedup using themagnifying

glass

Page 13: Touch Screen Time Clock With Great Plains Project Accounting

Touching a Contract onthe Contract Lookup screen

enters that informationon the Clock In screen

Page 14: Touch Screen Time Clock With Great Plains Project Accounting

Clocking In

1. ID Entry

2. Password Entry

3. Pay Code Entry

4. Contract Entry

5. Project Entry

6. Cost Category Entry

There are six steps for clocking in:

Page 15: Touch Screen Time Clock With Great Plains Project Accounting

Employee enters theGreat Plains Project ID

The Project ID

can be lookedup using themagnifying

glass

Page 16: Touch Screen Time Clock With Great Plains Project Accounting

Selecting a project enters that information on the Clock In screen

Page 17: Touch Screen Time Clock With Great Plains Project Accounting

Clocking In

1. ID Entry

2. Password Entry

3. Pay Code Entry

4. Contract Entry

5. Project Entry

6. Cost Category Entry

There are six steps for clocking in:

Page 18: Touch Screen Time Clock With Great Plains Project Accounting

Employee enters the Cost Category

The Cost Category can be lookedup using themagnifying

glass

Page 19: Touch Screen Time Clock With Great Plains Project Accounting

Selecting a Cost Categoryenters that information on the Clock In screen

Page 20: Touch Screen Time Clock With Great Plains Project Accounting

Clock InTouch 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.

Page 21: Touch Screen Time Clock With Great Plains Project Accounting

Employee clicks “Clock In”to complete the transaction

Page 22: Touch Screen Time Clock With Great Plains Project Accounting

Change ProjectChanging 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.

Page 23: Touch Screen Time Clock With Great Plains Project Accounting

“Change ” is for employees who work using more than

one project in the course of one day.

Page 24: Touch Screen Time Clock With Great Plains Project Accounting

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.

Page 25: Touch Screen Time Clock With Great Plains Project Accounting

When the employee hits “ClockOut,” both her start and end times

are shown, and her hours are entered in the Logbook.

Page 26: Touch Screen Time Clock With Great Plains Project Accounting

Logbook

The Logbook shows the time entries that were added by Changing Projects or Clocking Out.

The Logbook may be accessed from both the Clock In and Clock Out screens.

The logbook can only be viewed, not changed, from the Time Clock.

Page 27: Touch Screen Time Clock With Great Plains Project Accounting

Touch Today toview entries onlyfrom the current

date.

Use the browse buttonsto view entries not

displayed on the screen.

Page 28: Touch Screen Time Clock With Great Plains Project Accounting

Calendar

A red V indicates vacation pay, S indicates sick time, H indicates holiday time, and O indicates overtime.

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.

Page 29: Touch Screen Time Clock With Great Plains Project Accounting

For a visual representation of their time, employees may view the calendar.

The month, year, and date browse buttons canbe touched to view times from various dates.

Touch a specificdate to display the

Logbook for that day.

Monthly totals of scheduledand actual hours are provided.

Page 30: Touch Screen Time Clock With Great Plains Project Accounting

Print Time Sheet

Hitting Print will show a summary of the employee’s hours and a total for the pay period selected.

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.

Page 31: Touch Screen Time Clock With Great Plains Project Accounting

Hitting the “Print” button prints an employee’s hours to the screen

or to a printer.

Page 32: Touch Screen Time Clock With Great Plains Project Accounting

Company Messages

The employee must acknowledge that they have read the message before completing their time transaction.

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.

Would you like to see a couple of examples?

Page 33: Touch Screen Time Clock With Great Plains Project Accounting

Touching Acknowledge

deletes the message and returns the

employee totheir previous

time transaction.

Page 34: Touch Screen Time Clock With Great Plains Project Accounting

Time Clock Inquiry

The Great Plains contract, project, and cost category will displayed for each employee.

This screen allows administrators to view the status of all employees.

Administrators can inquire as to who is clocked in and clocked out.

Page 35: Touch Screen Time Clock With Great Plains Project Accounting

The Time Clock Inquiry screen is accessible only to administrators.

Page 36: Touch Screen Time Clock With Great Plains Project Accounting

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.

Page 37: Touch Screen Time Clock With Great Plains Project Accounting

Time Clock Maintenance (Continued)

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 employee’s clocked in/out status may be changed, or it may remain unchanged.

Page 38: Touch Screen Time Clock With Great Plains Project Accounting

The Time Clock Maintenance screen is accessible only to administrators.

Page 39: Touch Screen Time Clock With Great Plains Project Accounting

Employee Control Center

Employees must be set up in Payroll before they can be viewed.

The Employee Control Center screen shows employee information entered in Dynamics Payroll.

Payroll clerks use this window to edit entries from the Time Clock.

Page 40: Touch Screen Time Clock With Great Plains Project Accounting

Click Logbook to show the Logbook forthe selected employee.

Click Calendar to show the Calendar for the selected employee.

Page 41: Touch Screen Time Clock With Great Plains Project Accounting

Employee Time LogbookThis 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.

Page 42: Touch Screen Time Clock With Great Plains Project Accounting

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.

Page 43: Touch Screen Time Clock With Great Plains Project Accounting

Posted time entries areindicated by an X

in the posted column.

Selecting a time entry displays that day’s text in this portion of the window.

A range of dates can be displayedby clicking the From buttonand entering a starting and

ending date range.

Clickingthe Printbuttonprints a

time cardfor the

date rangeselected.

Clicking the Totals checkbox displays the total number

of hours worked for thedate range selected.

x

Page 44: Touch Screen Time Clock With Great Plains Project Accounting

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.

Page 45: Touch Screen Time Clock With Great Plains Project Accounting

Time Clock Navigator (Continued)

The Navigator can be used to access programs in Time Matrix, Project Accounting, and Payroll. Clicking any button will open that form.

The Navigator makes it easy to start programs and to view their relationships.

Page 46: Touch Screen Time Clock With Great Plains Project Accounting

Time Matrix Navigator & Great Plains Payroll

GPS Time Sheets posts time transactions to payroll.

The Time Clock uses employees entered in Payroll as lookups and verification.

Employee’s check processing is completed in Payroll.

Page 47: Touch Screen Time Clock With Great Plains Project Accounting

Time Matrix Navigator & GPS Project Accounting

Because the Time Clock looks at the actual Project Accounting data tables, any changes in PA are immediately reflected in the Time Clock.

The Time Clock uses contracts, projects, and cost categories entered in GPS Project Accounting for lookups and verification.

The Logbook posts to GPS Project Accounting Time Sheets.

Page 48: Touch Screen Time Clock With Great Plains Project Accounting

Red arrows showtime transactions.

Green arrows indicate lookups.

Yellow descriptions show data table names.

Page 49: Touch Screen Time Clock With Great Plains Project Accounting

Business Computers Software, Inc.

Boulder, CO www.business-

computers.com (303) 494-9390