Learning the Basics of
Your New Attendance
By Dan Himes
Kubinski Business Systems
Version 18.104.22.168 12/19/05
In This Presentation
• Navigating around the software
• Working with the time card, adding punches,
crediting time, ect
• Dealing with schedules, schedule patterns
• Viewing and editing personal information
• Employee Benefits
• How do I account for holidays?
• Adding employees to the system
• What do I do at the end of the pay period?
The best way to learn is to follow
along with the presentation.
• You can do this by pressing escape to close the
presentation, then clicking Start Programs
• Hold the Alt button down and press the Tab key to
toggle between all programs currently open on your
• Use the Alt and Tab method to switch back and forth.
• To start the slideshow again press F5
Go Ahead, give it a try now!
After double-clicking on the Attendance Enterprise icon
you will see this window. You will be given a username
and password. The database will always be default.
Click here to view
Navigating to the time card
Click on an employee
name and timecard
Viewing pay periods
Click here and you can view
the previous, current and
next pay periods.
Be sure to fill in the correct
date and time. The station
and trans type are very rarely
Reason codes are entirely
optional but give you more
detail on why someone was
early/late/ect. You can add
your own reason codes.
When you click the
delete a punch icon
simply click on the punch
you desire to remove
and click ok. The punch
is then removed from the
NOTE: You can also right-click in the time card cells to
Add and delete punches.
Credit/debit non-worked time
The credit/debit non-worked time icon
is used for crediting non-worked time
such as personal, vacation and sick.
Enter the date, pay designation
(usually sick, vac, ect), the
workgroup (see next slide),
amount of hours and pay rate
(if being used). The effective
time is the current time on
your computer and in most
cases does not need changed.
The system allows for three
‘levels’ within a company. The
Top level is usually a location.
The middle level is a typically
A department. The bottom
Level is the job level.
To select the correct workgroup, click the + sign in front of
the correct location and department. Then double click the
job you need to apply the employees hours towards.
Workgroups are covered in more detail later on.
A closer look into the time card
Use decide which
exceptions to see
and what the
Ex. You can set
over 14 minutes
Daily totals, click these to show a
Arrow buttons to change ‘Late’ exception
Notice the sick
time shows up
the regular time.
Time card daily/weekly totals
Since it is possible to work in multiple departments in one day
You may see multiple entries for the daily totals (left pane).
Likewise you will see multiple lines for the period totals.
not only does it separate lines with different workgroups, but
it shows pay designations separately. Reg, Overtime, Sick
all get their own line.
HINT: Click this block to toggle between
alternate views for period totals.
card. Explained Used for deleting complex time card edits.
in next slide. Basically anything except punch in/outs
These six employee
‘areas’ can be easily
accessed via these
toolbar icons. They
Can also be accessed
In the middle pane
Refreshes time card
Authorizing time cards
Authorizing time cards is optional.
It is used in companies where
supervisors may ‘OK’ the time
card before HR gives it a final
The date is typically the last day
of the pay period. You can set
the time card to prevent any new
edits. (Does not affect HR user
Once a time card
Has been authorized
‘Auth’ shows up here.
Deleting supervisor edits
Use this icon when
you need to delete
a worked or non-
worked credit, a
a time card, or other
Simply click one and
click OK to remove it.
Your Doing Great!
We have covered the basic essentials and
most of the time card content. From here
we are moving into scheduling and other
integral parts of the program.
Moving on to Scheduling
• This system is very dependent on scheduling. Most if
not all employees should have a schedule for all
anticipated days of work.
• There are steps that can be taken to automatically
punch employees (ideal for salaried employees).
Select an employee name
under schedules . Schedule View
Scroll bar lets
you see long term
history and future
dates. You can
Holiday set someone up
with a time off a
year in advance.
• Most employees will work a set schedule. For
example, the office staff works M-F from 8-5. We
can create a pattern for these individuals.
Give your schedule pattern a logical name that
depicts the days and hours. If the pattern is custom
Right click on schedule for one or two people, give it their name
patterns and choose ‘New’
The frequency of the pattern
repeating. In most cases it
will be 7 days but 28 days is
another common alternative.
Set this box to the first day of the previous pay period
Time to create the pattern
You should now see a grid on the right panel. The day numbered 1 should be
the first day of your pay period, if is is not right click on the pattern name, choose
properties and then adjust the pattern is valid form date.
Right click on a day you
would like to create a
schedule for. Choose
the new schedule option.
You can choose benefit
for Sick, Personal,
A day should only have
one schedule applied to
it. There are exceptions
but most companies do
not need multiple
schedules for a single day.
For normal schedules leave type at
You can also choose benefit for sick,
vacation, ect. Flex will be covered later on.
Enter the starting time, the ending time
And verify the amount of hours.
When done click OK
For easy time entries, simply type the
For example 8 equals 08:00 AM,
1430 AND 14.50 equal 2:30 PM,
And 23 equals 11 PM.
You will now see
a schedule for
To complete the schedule pattern, simply make a schedule for every day needed in the pattern.
To speed up creation of schedule patterns, select a schedule (Friday is selected below) the hold
Down the CONTROL key and press the letter ‘C’. This will copy the schedule. Now use the
Arrow keys or the mouse to select another day. Hold down on the CONTROL key again and
Press the ‘V’ key to paste the schedule. Go ahead, give it a try.
Sample schedule patterns
Above is an example of an alternating schedule. Below you will find the previously mentioned
‘FLEX SCHEDULE’. The flex schedule means that the employee must work x hours (8 here) on
a given day. They can come in whenever they desire.
If you have not made a schedule pattern yet, give it a try. They are one of the more involved
areas you will deal with in the Attendance Enterprise software.
Holding the ALT key
and pressing the TAB
key will toggle you
between this presentation
and other running
Putting the patterns to use
Click the employee node, then personal information, then
Pick and employee.
Once you set your
schedule patterns up
they will automatically be
reapplied as nessicary.
Click this ‘change box’, the select a pattern and a
beginning date. Most patterns are set to run for 28 days.
Employee Personal Information
Required for the time clock
to recognize an employee
The ‘Pay Classes’ are
custom for each install and
determine factors like what
overtime rules affect this
employee, what lunch
rules, what rounding rules, ect.
In most cases this will be
the same for all employees.
Current schedule pattern
and the date the employee
began this specific schedule
Basic – REQUIRED. Most important tab. Holds key employee information
Personal – OPTIONAL. Holds birthday, phone number, ect.
Private – OPTIONAL. Holds social security number, info about the AE web modules
Custom – OPTIONAL.
Workgroup – REQUIRED. Holds the department information.
Address – OPTIONAL.
Benefits – REQUIRED if using benefits. More about these later.
Transfer Rates – OPTIONAL and very rarely used.
Rate of Pay – OPTIONAL. Some companies track rate of pay with this software, some do not.
Hourly Status – REQUIRED. Set an employee status from Part Time to Full Time and vice versa
Employment Status – REQUIRED. Set date of hire. Set status to active, terminated, probation, ect
Picture – OPTIONAL.
Take a moment and become familiar with this important section of the program.
I recommend dealing with the
benefits via the benefit tab found
inside the personal information node.
You can choose from a pre-defined
period or you can specify a date range
In this space you see detail about
benefit amounts and current usages.
To credit, debit, or reset a balance
for a specific benefit right click
anywhere in this box
and make your selection.
This benefit view of the current
pay period shows a debit
of 4 hours for sick and two
debits of vacation totaling
The benefits used in the time card and the scheduled benefits
will automatically be adjusted in the employee’s benefit information.
Time card shows 12 hours
of vacation time used
during this pay period.
Time card shows 4 hours
of sick time used this period
Click here to add a holiday to the system.
Once you add the holiday, the system will
take the appropriate measure to see that the
applicable employees get compensated
according to your polocies.
Select a holiday from the list or create your
own custom holiday. Verify the date.
check the appropriate boxes for employee
Once a holiday has passed and is older than
the previous period you can come in to this
screen and simply change the date to next
year and you’re all set!
I Made a Change But It Didn’t
Seem to Stick!
The system frequently will need to be refreshed to show you the
newest date. For instance, if you create a holiday for this pay
period and then go directly to the time cards, chances are the
holiday will not show. The solution is to do a refresh.
Click on the words ‘Attendance Enterprise’ and press the F5 key.
This will force a refresh and show the newest data. Exiting the
program and logging back in will force a refresh, but that takes
much longer than this method.
Click here and a wizard will
appear and prompt you to
fill in all the nessicary
information about an employee.
The ‘Recompute All Employees’
Is more powerful than a refresh.
It recalculates all of the punch
And other time card information.
This should be done periodically
And always before a payroll is
The ‘Group Edit’ allows you to
Perform a variety of tasks for
A group of employees.
Ex. Power outage left everyone
Without an ‘IN’ punch. This could
Add many punches easily.
If you remember from earlier in the presentation, workgroup are a collection
of three components. A location, a department and a cost center (job).
If you open a new location or create new departments or jobs you will
need to add it to the appropriate workgroup level to Attendance Enterprise.
First, open the workgroup node. Then click on the words location, dept or
cost center to show all of the entries for that level in the right panel.
You can right click on an existing workgroup
and choose properties to edit or you can
right click in the white space to create a new
The code is what appears on the time card
And in many other places.
Your User Preferences
Open the ‘User Accounts’ Node
Click on the different
account levels. The plus sign
will show you the sub-levels.
These levels vary from company to
company. You will see the
users appear in the right panel as
pictured. When you find the user
you need, right click them and
The account name cannot be changed. This is
where you can change a user’s password. Just
clear out the ten asterisk mask and enter the new
password in the two boxes.
The ‘employee access rights’ tab can be set up to
restrict a user so that they can only see certain
The visual preferences button open the window below.
In your visual preferences you can change the way
a specific user sees dates, times, durations and
workgroups are displayed.
Workgroup masks affect how you see workgroup info.
In the above example the masks are set to
LLLLL-DDDDD-CCCCC. This equates to Main-Shop-Pres.
It limits each component to only five characters.
Below you see another example where only C (cost center
or job) is used. Many companies are not big enough to fill
all three levels of the workgroup so this is changed to show
only one level.
NOTE: only use CAPITAL LETTERS for workgroup masks!
Payroll Time – Option 1
There are two options for payroll. If you are a small company you will probably
print a report and cut checks from the information on the report, or you could send
the report to your payroll processor for them to cut checks.
Under Tasks Reports
you will find a report Called
“Period Totals Report”,
double Click this and
your report will appear shortly.
You can right click the period totals
report and choose properties to
adjust options. The Basic tab
contains the name of the report.
The date range tab controls if the
report is for the current period,
previous period, ect. The general tab
tells the report to go to your screen,
printer, or file. The sort/group
tab shown can be used to include
additional employee information.
Payroll Time – Option 2
Open Tasks Exports. A export called ‘Payroll’ should appear
in the right panel. Right click this export and choose run.
When this export is done (can take 15 seconds to 2 minutes)
click the start button in the bottom left corner of the screen.
Look in ‘All Programs’ for the conversion program.
After you open up the conversion program simply click the
Convert button then click the Done button. This process takes
only a couple seconds.
From here the next (and usually last) step in the
process varies depending on your payroll processor.
In most cases you simply import the output file
that the conversion program (pictured at right)
Getting The Most Out Of
• Reports, Making Custom Reports
• Archives and Year-To-Date stuff
• Exception Views and Summary Sheets
• Custom employee views