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KB0159: Automatic Lunch Deduction Explained - SB-100 PRO / RTC-1000 Universal Time Clock

Solution:

The SB-100 PRO 2.5 and RTC-1000 2.5 Universal Time Clocks now includes the ability to automatically deduct a lunch break after a set amount of hours worked for the day or for the shift. 

Lunch Time Deduction Per Day

Newly available on version 2.5 and above, When Per Day is selected, the total amount of the employee’s hours for the day will be added up to determine whether the Lunch At threshold has been met. Lunch deduction will occur once the threshold has been met.

  1. Go to Lists\Employees and select the desired employee.
  2. In the Lunch Time Deduction section, select Enabled in the Automatic Lunch Deduction drop-down. Additional fields will display.
  3. In the Lunch At field, enter the number of hours the employee is required to work before the lunch period automatically deducts from the employee’s shift
  4. Enter the amount of time (in minutes) to deduct for lunch (typically 30 to 60 minutes) in the Lunch Length field.
  5. In the Deduct drop-down, select Per Day.

    Per Day Setup
  6. Click Submit at the bottom of the Edit An Employee screen to save the changes.

 

In this example, since the employee is working multiple departments, the automatic lunch deduction will occur when the total hours worked in any combination of departments exceeds 4 hours.

Time Card Deduction

 

 

Lunch Time Deduction Per Punch

If deducting hours per shift or example, if a shift was over 4 hours, a lunch deduction would take place.  This is known as a "Per Punch" deduction.  If the employee changed departments or went to break during the day and each shift was less than 4 hours, the desired lunch deduction would not occur.

  1. Go to Lists\Employees and select the desired employee.
  2. In the Lunch Time Deduction section, select Enabled in the Automatic Lunch Deduction drop-down. Additional fields will display.
  3. In the Lunch At field, enter the number of hours the employee is required to work before the lunch period automatically deducts from the employee’s shift
  4. Enter the amount of time (in minutes) to deduct for lunch (typically 30 to 60 minutes) in the Lunch Length field.
  5. In the Deduct drop-down, select Per Punch.
  6. Click Submit at the bottom of the Edit An Employee screen to save the changes.

For customers that do not have an available network port (on a router or switch), we recommend connecting your Universal Time Clock directly to your PC using an Ethernet port on your computer.

Note: Follow the instructions below instead of using the Setup CD, to avoid IP conflicts with a wireless network or a Mac computer.

  1. Connect an Ethernet (CAT5) cable between your computer and the Universal Time Clock.
  2. Power up the clock and verify that the orange and green link lights underneath clock are on. This indicates the Ethernet card on your computer is enabled. If the lights underneath the clock do not turn on, check your Ethernet cable connection to ensure the cables are fully plugged in. If the lights do not turn on, contact our technical support department.
  3. Open a Command Prompt
    1. Using Windows 7 or Vista:
      • Click on the Windows Start icon on the task bar.
      • In the Search programs and files.. window, type: cmd
      • Press Enter on the keyboard to go to the Command Prompt.
    2. Using Windows 8:
      • Click on the Search (magnifying glass) icon on the task bar located on the right side of the desktop.
      • In the Search Apps window, type in the letters: cmd
      • Press Enter on the keyboard to go to the Command Prompt.
  4. At the Command Prompt type >ipconfig –all

  1. Press Enter and look for the Ethernet adapter Local Area Connection Settings:

Example: In this example, the IP address of the computer is 169.254.217.73 and the subnet mask is 255.255.0.0.

  1. Assign the IP Address and Subnet in your Clock – to enable the clock to communicate with your computer.
    1. Choose an available IP address.
    2. The first 9 digits of the clock's IP address must match your computer’s IP address, exactly.
    3. The last 3 digits of your clock's IP address must be different than the last 3 digits of the IP address that your computer uses.

Using the example above, we will assign the clock’s IP address to: 169.254.217.80.

  1. Enter into Supervisor Mode at your employee time clock terminal.
    1. Press the padlock key on the time clock.
    2. Enter in your security code - the default security code is 00 00 00.
  2. Using the Arrow keys, scroll through the options until you find the option View IP Address - press Enter.
  3. The current IP address of the clock will appear. Press Enter.
  4. Enter the desired IP address including leading zeroes. Press Enter.
    Example: 169.254.217.080
    The clock will display IP Address Set Successfully.
  5. Enter the Subnet Mask as 255.255.000.000- press Enter.
    The clock will display Subnet Mask Set Successfully.
  6. Enter the Gateway as 000.000.000.000.
    The clock will display Gateway Address Set Successfully.
  7. Enter the DNS as 000.000.000.000
    The clock will display DNS Address Set successfully.
  8. Press Clear to exit out of Supervisor Mode.
  9. To log into the time clock open a web browser on your computer, and in the address bar type in the IP address of the clock and press Enter.

            Example: 169.254.217.80, 

Knowledge Base > Troubleshooting Tips

KB0073: How to Look up the Clock Serial Number - SB-100 PRO / RTC-1000


Solution:

You need your time clock serial number in order to register your time clock and receive warranty assistance or technical support. In addition, we ask that you have your time clock serial number ready before contacting our technical support department. 

The serial number begins with the letter C or D, followed by 9 digits.

Example:

D056-897-562

 

The serial number can be found in a few ways:

  1. From the Current Alerts (Home) page of your clock
    • Go to the Help menu
    • Select About Your Clock
    • The serial number can be found on this page


Look Up Serial Number - About Your Clock

 

  1. The Back of the Time Clock Terminal
    • If mounted, take your time clock off of the wall with the keys provided.
    • The Serial Number is listed on the label found on the back of the clock.
  1. In Supervisor Mode
    • Enter into Supervisor Mode at your employee time clock terminal.
      • Press the padlock key on the time clock.
      • Enter in your security code - the default security code is 00 00 00.
    • Using the Arrow Keys scroll through the options until you find the option Display Serial # - press Enter.

 

Knowledge Base > Troubleshooting Tips

KB9001: Universal Time Clock - How to Create and Restore a Backup File (VIDEO)

Knowledge Base > Troubleshooting Tips

KB0114: QuickBooks Plug-in: Time Data Not Imported into the Quickbooks Timesheets after Employees are Synchronized

It appears that the employees properly match between the employee time clock and the QuickBooks employee list. The QuickBooks Plug-in Employee synchronization Window indicates that there is a successful link for the employee(s) between QuickBooks and the employee time clock. However, after running the File\Icon Time Systems QuickBooks Plug-in\Import Time option, time data does not appear in QuickBooks. What might be wrong?

Solution:

  1. In QuickBooks, click on the Employees Icon to go to the Employee Center.
  2. Double-click on the employee name in the list to display the Edit Employee screen.
  3. Go to the Payroll and Compensation Info tab.
  4. Make sure the option for "Use time data to create paychecks" is checked.
  5. Repeat this procedure for all of your employees.

NOTE: If you do not see the "Use time data to create paychecks" check-box in the Payroll and Compensation Info tab:

  1. Select Edit\Preferences from the QuickBooks main menu.
  2. Select Time & Expenses in the Preferences window.
  3. Select the Company Preferences tab.
  4. Select "Yes" for the "Do you track time?" option in the Time Tracking section.

 

 

Knowledge Base > Troubleshooting Tips

KB0113: QuickBooks Plug-in - Disable the Access Company File Certificate Screen in QuickBooks

If you have logged into QuickBooks as a standard QuickBooks user, the following screen may appear when accessing the File\Icon Time Systems QuickBooks Plug-in\ menu options in QuickBooks:

Solution:

To disable this screen, do the following:

  1. Select Edit\Preferences in QuickBooks.
  2. In the Preferences window, select Integrated Applications.
  3. Select the Company Preferences tab.
  4. Select the Icon Time Systems QuickBooks Plug-in application in the Application Name window and click the Properties button to the right.
  5. Remove the check-mark for the "Prompt before allowing access option" and click the OK button.

Knowledge Base > Troubleshooting Tips

KB0111: QuickBooks Plug-in Error - "Windows Vista QuickBooks Plug-in Could not be Started" or " User Account Control (UAC)"

This error message may occur when trying to access File > Icon Time Systems QuickBooks Plug-in menu options in QuickBooks.

The following error message may occur when trying to access File\Icon Time Systems QuickBooks Plug-in\ menu options in QuickBooks:

Solution:
  1. Shut down QuickBooks.
  2. Right mouse click on the QuickBooks short-cut and select Properties.
  3. Click the Advanced Button in the shortcut properties tab.
  4. Uncheck the Run as Administrator option and click OK.
  5. Click Apply and OK in the main Properties screen.
  6. Open up QuickBooks again.

In summary, do not run QuickBooks under the Vista Administrative account but as a standard user in this case.

Knowledge Base > Troubleshooting Tips

KB0107: QuickBooks Plug-in Error - "Visual C++ Runtime Error" in QuickBooks after Uninstalling the QuickBooks Plug-in

This error will occur after uninstalling the QuickBooks Plug-in if you do not run QuickBooks as Administrator at least one time.

The following error will occur after uninstalling the QuickBooks Plug-in if you do not run QuickBooks as Administrator at least one time:

Solution:
  1. Right mouse click on the QuickBooks short-cut on the desktop and select Run as Administrator.
  2. Verify that you can open QuickBooks.
  3. The error should not occur again when opening QuickBooks after following this procedure.

Knowledge Base > Troubleshooting Tips

KB0106: QuickBooks Plug-in - Menu Options Do Not Appear in QuickBooks after Installing the Plug-in.


Solution:

This could occur if there are QuickBooks processes running in the background.

      1. Close QuickBooks Completely.
      2. Press Ctrl+Alt+Del on the keyboard and go to the Windows Task Manager.
      3. Go to the Processes tab.
      4. NOTE: If you are using Windows 8, select the "More Details" option to view all of the running processes.
      5. Select all processes that begin with the letters “QB or qb”, one at a time, and select the End Process button and end all of those processes.

      6. On the Windows desktop, right mouse-click on your QuickBooks short-cut and select Run as Administrator
      7. Login as Administrator at the QuickBooks Login screen.
      8. In the Application Certificate window, select the options "Yes, whenever the company file is open" and "Allow this application to access personal data" and click the Continue button.
      9. Click Done in the Access Confirmation window.
      10. From the QuickBooks menu screen, select File\Icon Time Systems QuickBooks Plug-in\Go to My Time Clock.
      11. Select "Yes, whenever the company file is open" in the permissions window.
      12. Click Done in the Access Confirmation window.
      13. Enter the appropriate IP address and password to access your time clock.  Refer to pages 4 and 5 in the QuicksBooks Plug-in User Guide for more details.

 

 

Knowledge Base > Troubleshooting Tips

KB0074: Troubleshooting Port Forwarding / Remote Connection with Universal Time Clock


Solution:

If you are unable to connect to your time clock using the external/public IP address you will need to troubleshoot your connection and configuration.

  • Restart your router.
  • If you are using both a router and a cable modem router/DSL modem router for port forwarding, ensure that port forwarding has been configured on both the router and cable modem router/DSL modem router.

    The cable modem router/DSL modem router must port forward to the local static IP address assigned to the secondary router.

    Alternatively you may contact your ISP to disable the router function on your cable modem router/DSL modem router.

  • Ensure that a static internal IP address has been assigned to the clock along with the proper subnet mask, DNS address, and gateway address. The time clock may need to be rebooted after assigning these values.
  • Make sure that the correct time clock IP address and/or port number has been input in the port forwarding settings in your router.
  • Make sure that the correct external/public IP address has been input in at the web browser.
  • Make sure that there is not another device on the network that is using a duplicate IP address as the time clock.
  • Check the filter settings on the router to be sure that it is not interfering with the connection.
  • Use an open port checker, like www.yougetsignal.com to check your external IP address and detect open ports on your connection. For additional troubleshooting steps refer to www.portforward.com. Select your router by model name and number for specific port forwarding instructions.
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