This Time Clock program is simple employee timekeeping designed to be convenient, full-featured, and affordable. The Time Clock module of Point of Success is an add-on feature to the software. Contact your local reseller or Inborne Technology directly to order and activate the software. If the software is not accessible after installation, it is possible that it is not registered. The Time Clock module can only be used in connection with a Point of Success system that has been registered. The Time Clock module must also be registered itself in order to work. To register Point of Success and Time Clock, access the registration area under the Tools center in Point of Success Office Manager and choose Company Information. When successfully registered, the software panels will turn from red to green.
From the main menu of Office Manager, choose the Tools menu. The first link at the top left corner is company name. Click the underlined blue hyperlinked text to access the window above. The registration information is entered in this window.
When the program is first opened, it requests that registration information be filled in. If there is no registration, the product will work for 30 days before it must be registered. Successful product registration is dependent on the accuracy of the Company Name, Computer ID (automatically displayed), Serial Number (from the Certificate of Authenticity provided at purchase), and Unlock Code (supplied by Inborne Technology). To obtain an unlock code, please call Inborne Technology at (800) 752-3565. When calling, supply the company name, computer ID, and serial number and we will provide an unlock code.
Once the registration information has been properly keyed in and the product is successfully registered, do not change the company name or serial number information as this will return the product to unregistered mode and will eventually require registration again.
There are three parts to employee time tracking: clocking in and out, managing and manipulating the employee time entries, and reporting on time periods for payroll and resource management. As an add-on to Point of Success, Time Clock allows employees to conveniently clock in and clock out while allowing supervisors the flexibility to manage the time entries and produce the reporting necessary for accurate payroll and employee time resource management.
To gain access to the main time clock, click on Time Clock on the main screen of the Point of Success Order program. The opening screen of the Time Clock program will be displayed allowing clock in, clock out, and corrections functions. The buttons have been enlarged to allow easy touch-screen operation but using a mouse is just as easy.
Clocking In
In order to clock in to the Time Clock program, the employee enters their PIN number and then clicks or touches the Clock In button. The program will access staff file and personal identification number information from the data already entered into Point of Success Pizzeria. To verify that the correct PIN number has been entered, a greeting will be displayed in the white box above the number pad. The program will welcome the employee to work by first name. A correctly displayed name is an indication that the employee has correctly entered their PIN number and they are not currently clocked in.
In the event that an employee attempts to clock in and the system detects that they are already clocked in, a message will appear. This message says: Employee Name is already clocked in! See a supervisor to make a time clock correction. If the occurs, click OK. Access the Time Clock management module and make the appropriate adjustments depending on the situation at hand. Once remedied, the employee can clock in normally.
If a PIN number is keyed in inaccurately a message will appear that says Invalid PIN. Click OK and re-enter a correct PIN number to continue.
Clocking Out
In order to clock out of the Time Clock program, the employee enters their PIN number and then clicks or touches the Clock Out button. The program will access staff file and personal identification number information from the data already entered into Point of Success Pizzeria. To verify that the correct PIN number has been entered, a message will be displayed in the white box above the number pad. The program will say Goodbye to the employee who is clocking out from work and use their first name. A correctly displayed name is an indication that the employee has correctly entered their PIN number and they are not currently clocked out.
In the event that an employee attempts to clock out and the system detects that they are already clocked out, a message will appear. This message says: Employee Name is already clocked out! See a supervisor to make a time clock correction. If the occurs, click OK. Access the Time Clock management module and make the appropriate adjustments depending on the situation at hand. Once remedied, the employee can clock out normally.
If a PIN number is keyed in inaccurately a message will appear that says Invalid PIN. Click OK and re-enter a correct PIN number to continue.
Time Clock Management
Time Corrections
In the event that an employee forgets to clock in, clock out, or if there is a time clock malfunction or other trouble with a time record, corrections can be made that adjust time, add time records, or remove time records from any time interval. Note that if changes are made on records from the past, the records and reports for that time period will be invalidated. If new changes are made to a previous time interval, make sure to re-run reports to reflect the newly changed records.
Clock In/Out Adjustments
If an employee forgot to clock in for their shift, a new record can be created at any time that reflects a clock in time. To do this, run the Point of Success Office Manager program and choose the Staff center. On the left, if Time Clock is installed, an item called Time Clock… will be listed. Click that item to access the Time Clock Manager program. The screen provided will list all employees who currently have any time clock entries for the current time interval. To add a new time clock entry, click New and choose the correct time and date of the entry. This will create a new clock in entry so the employee can now clock out normally.
If an employee forgot to clock out for their shift, an adjustment can be made to the clock in record to add the clock out time. To do this, run the Point of Success Office Manager program and choose the Staff center. On the left, if Time Clock is installed, an item called Time Clock… will be listed. Click it to access the Time Clock Manager program. The screen provided will list all employees who currently have any time clock entries for the current time interval. To adjust a clock out time for an entry, select the entry and click the Out Correction button. To edit the time, click on the hours, or minutes, or am/pm part of the field. Type the correct information into the field. A keyboard shortcut allows the user to use the up and down arrow keys to increment the time up and down as needed as well.
Close Pay Period
Once all the entries for a pay period have been reviewed the pay period can be closed. This is done by clicking the Close Pay Period button in the Time Clock software in Point of Success Office. Closing the pay period will approve all the time items from the previous pay period and set the current pay period range to the next range of dates.
At this point, the payroll reports can be run for submission to the payroll processing personnel.
Clock Out and Record Tips
Employee Timekeeping can record tips earned during a shift for an employee. The settings to turn this feature on are located under the Staff Center, Time Clock...
The settings are as follows:
Ask employee for tips on clock out - This option will pop up a window when an employee clocks out that allows them to enter their tips for the shift.
Hide "Your Tips from today so far" line in Tips Clock Out window - Tip amounts previously recorded during the shift are normally displayed in the window to enter additional tips. If this number is not wanted or the information is not necessary or useful, it can be turned off using this check box. Once this option is off the tips will still be requested but no other information will be presented in the tips entry window.
Edit Cash Tips
There are two security settings that enable the ability to edit cash tips. They are located in the Security Setup screens in Point of Success Office Manager. If these are enabled, cash tip amounts can be edited per user. There is the ability to restrict access to the user only or give permission to edit all staff tips.