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┌─────────────────────────────────────────────────────────────────────┐ │ QuickTrax TimeCard! Version Sv2.4 │ │ │ │ ─══ On-Line Reference Guide ══─ │ └─────────────────────────────────────────────────────────────────────┘ Instructions: Press the Ctrl and J keys to "Jump" to any line number in this On-Line Reference Guide. Chapter Subject Line Number Page Number ──────────────────────────────────────────────────────────────────── Overview Installation. . . . . . . . . . . . . . 76 . . . 1 Quick Start Information . . . . . . . .132. . . . 2 QTC! Commands/Terminology . . . . . . .267. . . . 5 Using QTC! Getting Help. . . . . . . . . . . . . .327. . . . 6 Database Fundamentals . . . . . . . . .339. . . . 6 Data Entry. . . . . . . . . . . . . . .357. . . . 6 Database Management . . . . . . . . . .368. . . . 6 Password Entry. . . . . . . . . . . . .400. . . . 7 Timekeeper Menu Time Cards. . . . . . . . . . . . . .409. . . . 7 On Duty . . . . . . . . . . . . . . .447. . . . 8 Date Schedules . . . . . . . . . . .457. . . . 8 Weekly Schedules. . . . . . . . . . .485. . . . 8 Employees Menu Employee File . . . . . . . . . . . .519. . . . 9 Emergency Info. . . . . . . . . . . .591. . . .10 User Passwords. . . . . . . . . . . .615. . . .11 Utilities Menu E-Mail . . . . . . . . . . . . . . .645. . . .11 To Do Lists . . . . . . . . . . . . .693. . . .12 QIMessages. . . . . . . . . . . . . .723. . . .13 SYSOP Menu Setup . . . . . . . . . . . . . . . .748. . . .13 Options . . . . . . . . . . . . . . .772. . . .14 Maintenance . . . . . . . . . . . . .819. . . .15 Codes . . . . . . . . . . . . . . . .846. . . .15 Archives . . . . . . . . . . . . . .874. . . .16 Printing Menu Reports Library . . . . . . . . . . .905. . . .16 Setup Reports . . . . . . . . . . . .958. . . .17 Printer Setup . . . . . . . . . . . .985. . . .18 Using QTCard! Password Entry. . . . . . . . . . . . 1037. . . .19 Level 2 Operation Time Cards. . . . . . . . . . . . . 1057. . . .19 Schedules . . . . . . . . . . . . . 1088. . . .20 To-Do List. . . . . . . . . . . . . 1104. . . .20 Messages. . . . . . . . . . . . . . 1131. . . .21 Level 3 Operation Using Quick Clock . . . . . . . . . 1170. . . .21 Appendix Standard Reports . . . . . . . . . . 1186. . . .22 Using Bar Code Labels . . . . . . . . 1306. . . .24 Network Considerations. . . . . . . . 1340. . . .24 QTC! Files. . . . . . . . . . . . . . 1362. . . .25 Utilizing Virtual Memory. . . . . . . 1419. . . .26 Command Line Options. . . . . . . . . 1460. . . .27 Common Problem Solving. . . . . . . . 1493. . . .27 Error Messages. . . . . . . . . . . . 1516. . . .28 License Agreement . . . . . . . . . . 1560. . . .29 Page 1 Overview ──────── QTC Installation ──────────────── If you are currently using an older version of QTC! you should install version Sv2.4 in a different directory. The data files in version Sv2.4 are NOT COMPATIBLE with earlier versions. After installation is complete, you will be asked if you want to convert your old data files. You will need to know the directory path of the old version. If you received QTC! on diskettes from a Shareware Distributor, simply put the Install Disk or Disk #1 in drive A or B, change to that drive prompt and type INSTALL and press ENTER. The Install program will create a subdirectory unpack all files into that drive and directory. You will need to set your CONFIG.SYS file to the following: *FILES = 50 BUFFERS = 30 * You may need to increase this number. It is assumed that only system files are open prior to starting QTC!. If you should experience an ERROR such as "TOO MANY OPEN FILES", increase to FILES = 50. Remember to reboot your computer after making changes to this file. System Requirements ─────────────────── As with any large database, we recommend using a 286, 386 or 486 class machine with at least 540K of free memory and a high speed hard disk. QTC! will require at least 2.0Mb of disk space. This will increase as you add data. System Requirements ─────────────────── QTC! is compatible with Novell and any standard NetBios system networks. QTC! runs in "standard" text mode forms display and has been tested using CGA, EGA and VGA screens. If you are using a non-color ask your boss for a color screen, QTC! looks great in color! Problems have occurred in earlier DOS versions. We recommend version 3.3 and up for best performance. Page 2 Quick Start Information ─────────────────────── To start QTC!, go to the sub-directory by typing cd\QTC24 (or your directory and press ENTER. At the system prompt, type QTC and press ENTER. At the Password entry screen, type "USER1" for the User ID and "PASS1" at the password prompt and press ENTER. The program will now open and test each data file. The next screen you see will be the "SYSOP Main Menu". All menus and windows are accessible from this screen. Each menu option selects submenus that pop up across the top right area of the screen. Main Menu SubMenus ────────── ─────────────────────────────────────────────────── Timekeeper - TimeCards, On Duty, Date Schedule, Weekly Schedule Employees - Employee File, Emergency Info, User Passwords Utilities - E-Mail, To Do Lists, QIMessages, Calendar SYSOP - Main Setup, Options, Maintenance, Codes, Archives Printing - Reports Library, Reports Setup, Printer Setup Use the up and down arrow keys to move the menu selection arrow that is located to the left of the selected menu option. To select a menu option press ENTER or the number of the menu option. Press F1 at any time for the on-line help system. Step 1 - Setup Before setting up employee information, you will need to setup the run time options and code tables. Select the SYSOP (4) option and then select the Setup menu option. The Registration number will be filled in from the install program. If you do not have a registration number, leave this blank. If you enter an invalid number, you will render this program useless. Now enter your company information. The User Defined fields are your custom verification codes that are used in the Employee File information. Enter a title for each code. Examples; Work Group, Shift, Division. The Data Location field displays the path of your data files. Do not change this. Press F9 to save and return to the menu. Page 3 Step 2 - Setup Run-Time Options Now select the Options menu option to setup the Run Time defaults. The options will control the QTC! and QTCARD! program operation. Employee Filter : This determines what employee records are to be displayed and included in reports. Select All for all employees, Regular for all employees that do not have a TERMINATED status or Term to view only terminated employees. Enable Tickler : Select Yes if you want to enable the To Do List Reminder. Enable Beeps : Select Yes to enable message and response beeps. Operation Mode : Select Stay to use QTCARD as a dedicated time clock. When the user exits the program, the user will be returned to the Password Entry screen, ready for the next user. Select Return to exit the program. Account Method : This determines the Date Stamp of Schedules that overlap midnight. Select Start to use the date at the beginning, Date to split the shift into two dates or End to use the ending date. Default Breaks : This will be used to identify default time taken for breaks on schedules. Default W Code : This will be used to assign a default ABS Work to schedules. Account Codes : This will determine how Account Codes are used in the QTCARD program. Select User to allow the user to select the Account Code from a list, select Global to assign one code to all employees or select Employee to use a code assigned to an employee. Global Code : If you select Global above, you will enter that code here. Bar Code Delay : If you plan to use Bar Code badges to punch in and out, this will determine the delay in seconds, of the message during the action. Tolerance : If you want to round the punch time to the top or half hour, enter the minutes here. If you enter 10 for Hour, any user punching in or out within 10 minutes of the top of the hour will be rounded to the hour. Press F9 to save and return to the menu. Page 4 Step 3 - Setup Code Tables Now select the Codes menu option to setup the Code Tables. From the Codes Menu, you can select 5 Code Tables to setup. ABSence Codes - Used in Time Cards and Schedules. Department Codes - Used to identify groups of employees. Account Codes - Used in Time Cards and Schedules. User Defined 1 Codes - Used to identify groups of employees. User Defined 2 Codes - Used to identify groups of employees. To select a Code Table, highlight the menu option and press the ENTER key. From the Code Table, press INS to Add, DEL to Delete or ENTER to Edit a code. Press ESC or F9 to return to the menu. From the Code Update form, enter a code and description. Press the F9 key to save. When you are done setting up your codes, press F9 or ESC to return to the SYSOP menu. Step 4 - Setup Employee Information Please refer to the Employee File chapter for complete information on entering employee data. Step 5 - Setup User ID's and Passwords Please refer to the User Passwords chapter for complete information on setting up users. Page 5 QTC! Commands ───────────── Menus Number or First Letter - Selects menu option Up/Down arrow keys - Moves selector to Main Menu option Right/Left arrow keys - Moves selector to SYSOP/Print Menu option ENTER key - Opens selected menu window ESC key - Selects Exit to return to DOS or return to Main Menu Scrolling Windows Up/Down arrow keys - Scrolls highlight bar up and down PgDn/PgUp keys - Scrolls a page at a time Ctrl PgDn/Ctrl PgUp - End of or beginning of file ENTER key - Selects a record to enter and update INS key - To insert a new record DEL key - To delete a record F9 key - Return to menu Ctrl ESC Keys - Return to menu Data Entry Windows Up/Down arrow keys - Selects entry fields Right/Left keys - Moves curser in selected field ENTER key - Enters data/moves curser to next field Ctrl ENTER key - Bypasses the remaining fields & saves F9 key - Bypasses the remaining fields & saves ESC key - To back up one field or return Ctrl ESC key - Aborts & returns to main screen Backspace key - To delete characters in field Terminology ─────────── QTC! - QuickTrax TimeCard! SYSOP program QTCard! - QuickTrax TimeCard! user program QRC! - QuickTrax Employee RollCall! program ABS - Absence Reason Codes Procedure - A data function area such as Scheduling or Events Data Files - Database Record Files (.DAT) Key Files - Used (.K01) to retrieve data in a certain order File Records - Data records, or "file folders" on subjects Record - A line of information in a data file. Tables/Lists - A scrolling screen of records Forms/Update - Update/Add/Delete information Menus - Selection of options Highlight Bar - Record selector in table procedures Reports - View, Print or Save summarized data Field(s) - Screen location for data entry Screens - A "page" on your computer monitor Windows - A screen that pops-up over another screen Default - Pre-defined, changeable information DOS - Disk operating system ASCII - American Standard Code for Information Interchange Page 6 Using QTC! ────────── Getting Help ──────────── You can obtain help at any time by pressing the F1 key. There are 65 help screens and three menu screens. After pressing F1, the current subject help screen will pop-up. Press ESC to return to your previous screen or ENTER for the Help Index. Database Fundamentals ───────────────────── QTC! stores information in data files. Individual pieces of information are stored in fields. These fields of information form the database from which QTC! manages and organizes the data into everyday usable reporting information. Multiple fields defined together (on the same line) make up a record of related information. As you add information, a new record (new line) is added to the data file. Records are accessed in various sequences to organize and group the information. To do so, a "Key" file (ie;.K01) looks for data "by" a subject or criteria such as "by employee number" or "by date" or "by name". Please remember, ALWAYS BACKUP YOUR DATA FILES! Data Entry ────────── Numerous precautions have been built into QTC! to help ensure accurate data entry. Unfortunately, mistakes can happen. To help control inaccurate data entry problems, new users should take their time and go slow. Complete help is on line by pressing the F1 key. When an error is detected, it can be corrected in one of two ways, by changing the information in the field, or deleting that record and entering a new record with the correct information. Database Management ─────────────────── There are two methods for tracking time information with QTC! You can create and track actual shifts and schedules then report on actual work hours and Absence Benefits (ABS), for vacation, illness, personal, etc., for benefits reporting. This system tracks scheduling and ABS information on a year to date basis. This can make for large database files at year end. Fortunately, only the TIMETRX.DAT (schedule data) and QTIME.DAT (time cards) files hold daily detail information. However, if you have 200 employees, with schedules for each day, the TIMETRX.DAT file would contain 52,000 entries by year end. On a fast PC, this file could take up to 5 minutes to process! Page 7 Database Management (continued) ─────────────────── You manage this file by purging the data on a monthly or quarterly basis. However, reports #5 - 14 use TIMETRX.DAT data and for this reason, you should only purge periods of time that you will not need further detail reporting on. The reports 1 - 4 use QTIME.DAT data. Time Card data files can be archived and used for later reporting. When you archive a file, the current file can be cleared so that the QTCard! program will always be using a small file. This will ensure faster operation of the program. Password Entry Screen ───────────────────── To gain access to QTC! you must first enter your User ID and Password. Enter your User ID and press ENTER. Now, enter your password and press ENTER. You may now press F2 to change your password or press ENTER to enter QTC! Timekeeper Menu ─────────────── From this menu, you can edit, add or delete Time Cards and Schedules. You can also view employees that are currently working. Time Cards ────────── From this option, you can edit, add or delete time card activity for any employee. The Employee List will pop up first, asking for a selection. Select an employee by placing the highlight bar over the employee name and pressing ENTER. If the employee does not currently have activity on a time card, you will be asked if you want to add one. If you select Yes, the Punch Clock will pop up over the Time Card Table. First, enter the date and time. The time is in 24 hour format. If you want to enter an Account and ABS Code, press F5 and a Codes Table will pop showing a selection of available codes to use. Use the Up/Down arrow keys to move the highlight bar to your code and press ENTER. The table will close and you will be returned to the Punch Clock. Now select the type of activity, to punch In or Out of work. Now press ENTER to punch your time card. The Punch Clock will close and you will be returned to the Time Card Table. The The highlight bar will now be on the activity you just entered. To add a time card activity, press INS. To delete an activity, press DEL. Use the Up/Down arrow keys to scan the time card. To select a new employee, press ESC and the Employee List will pop up. Select employee and press ENTER. Press F9 or to return to the Timekeeper Menu. Page 8 On Duty ─────── From this option, you can view all employees that are currently working. This is for viewing only. Press ENTER to start the search or F9 (or ESC) to cancel. When you are done, press the F9 or ESC key to return to the menu. Date Schedules ────────────── From this option, you can add, delete or edit schedules by date. From the Daily Schedule Table, enter the date that you want to work on and press ENTER. All schedules on file will now be listed on the table. To change dates, press ESC and the cursor will jump to the date field. To add a schedule, press INS. To delete a schedule, highlight the schedule record and press the DEL key. To edit a schedule, highlight the record and press ENTER. If there are no schedules on file for this date, you will have the option of adding this new schedule to one or all employees. From the Daily Schedule Update form, fill in the Start and Ending times in 24 hour format. If you want to track true time, enter the total breaks period for the shift. The default is one hour. The total hours for the shift will now be calculated for you. Next, enter an Account and ABS Work Code or press F5 for a list of choices. Leave blank for none. Now enter any optional comments and press F9 to save and return to the table. When you are done, press F9 to return to the menu. Weekly Schedules ──────────────── From this option, you can add, delete or edit schedules by employee. From the Weekly Schedule Table, select the employee from the list and press ENTER. If there are no schedules currently on file, a message will appear informing you that none could be found. You can scan and view the schedules by using the Up/Down arrow keys or the Page Up/Page Down keys. To add a schedule, press INS. To delete a schedule, press DEL. To edit a schedule, highlight the record and press ENTER. From the Speed Entry Schedule Form, enter the start date. If you are going to schedule more than one day, enter the ending date. Now fill in the Start and Ending times in 24 hour format. If you want to track true time, enter the total breaks period for the shift. The default is one hour. The total hours for the shift will now be calculated for you. Next, enter an optional Account and ABS Work Code or press F5 for a list of choices. Page 9 Weekly Schedules (continued) ──────────────── Now, enter any comments for that shift and press ENTER or F9 to save and return to the Schedule Table. When you are done, press F9 to return to the Timekeeper Menu. From the Timekeeper Menu, press F9 to return to the Main Menu. Employees Menu ────────────── From this menu, you can edit, add or delete Employee data, Emergency information and User Passwords. Employee File ───────────── From this option, you can add, delete or edit employee information. The Employee Master List shows all employees on file. All other files and procedures use this data so it is important that you enter at least one employee before continuing on to other screens. To select an employee file, use the Up or Down arrow keys, or the Search field to locate an employee file. To search, type in the name. As you type, you will see the highlight bar move to the employee name beginning with that letter. For example, if you type the letter "M", the highlight bar will move to the first employee name starting with "M". If you then type "e" the highlight bar will then move to the first employee name starting with "Me", and so on. After you have selected the employee file, Press ENTER to open the file in edit mode. To delete this employee, press DEL then press ENTER. To add a new employee, press the INS key. The Employee Master File Update procedure consists of two screens. From any field you can press the F9 key to jump to screen 2. Enter the information you want to track and press ENTER to go to the next field. If a field is mandatory and left blank, the computer will beep and the cursor will be return to the same field. Screen #1 Social Security : Enter the employee's Social Security number. Employee Number : Enter a unique alphanumeric number of up to 9 characters. Press F2 to echo S.S. number. First Name : Enter up to 14 characters. Middle Name : Enter up to 14 characters. Last Name : Enter up to 16 characters. Street Address : Enter up to 25 characters. City : Enter up to 15 characters. State/ZIP : Enter the two letter State code. Home Phone : Enter the employee's home phone number. Work Phone : Enter the employee's work phone number. Voice Mail : Enter the employee's Voice Mail phone number. Page 10 Employee File (continued) ───────────── Screen #2 Employment Status: Select FTIME for full time, PTIME for part time or TERM for terminated. Hire Date : Date the employee was hired. Seniority date : Starting date of seniority tracking. Birth date : Date the employee was born. Department : Enter the code or press F5 for a list of choices. Account Code : This is the employee's default Account Code. Enter the code or press F5 for a list of choices. Job Title : Enter the employees job title. Exempt Status : Select Yes if employee is exempt from overtime. Salary : Enter the employee's salary or hourly rate. User Defined 1 : Enter the code or press F5 for a list of choices. User Defined 2 : Enter the code or press F5 for a list of choices. When you are done, press F9 to save and return to the table. From the table, press F9 or ESC to return to the menu. Emergency Information ───────────────────── From this option, you can setup employee emergency information. The Emergency Table shows all employees on file. To setup an employee, highlight the record and press ENTER. To clear an employee emergency record, highlight the record and press DEL. From the Emergency Information Update form, enter the information you want to track. Emergency Contact : Enter the contacts name. Street Address : Enter up to 25 characters. City/State/Zip : Enter the City, State and Zip code. Primary Phone : Enter the primary phone number. Secondary Phone : Enter the secondary phone number. Press F9 to save and return to the table. When you are done, press F9 to return to the menu. Page 11 User Passwords ────────────── From this option, you can setup employee access to the QTC! and QTCard programs. The Password Table shows all employees on file and the access status. To setup a user, highlight the record and press ENTER. To delete a user, highlight the record and press the DEL key. From the Password Update form, enter the information for each field. Level : Select 1 for full access to QTC! and QTCard! Select 2 for menu access to QTCard! Select 3 for the Quick Clock access to QTCard! User ID : Enter a unique alphanumeric User ID of up to 9 characters. You should try to keep these as short (5 characters or less) as possible. This ID can only be changed from this screen. Password : Enter the user's password of up to 9 characters. This password can be changed by the user. Press F9 to save and return to the table. When you are done, press F9 to return to the menu. From the Timekeeper Menu, press F9 to return to the Main Menu. Utilities Menu ────────────── From this menu, you can edit, add or delete E-Mail messages and To Do lists, customize the QInformation Messages found at the bottom of each screen, or use the Calendar. E-Mail ────── From this option, you can send messages to anyone using QTC! You can also receive and read messages sent to you. If there are no messages on the system, from you or to you, a message will appear informing you that none could be found. If there are messages, the table will list them by date. You can scan and view messages by using the Up/Down arrow keys to move the highlight bar. Place the bar on a message to read and press ENTER. The E-Mail Message Update form will now pop up over the table. When you are done reading the note, press the F9 key to return to the table. To send a message, press INS at the table. To delete a message, highlight the message and press the DEL key. Page 12 E-Mail (continued) ────── Message Update form will pop up over the table. First, enter the name of the person to receive the message or press F5 for a list. If you want to send a message to everyone, leave this field blank. Now select the message type. - P = Private message. Can only be viewed by sender/receiver. - R = Regular message. Can be read by anyone. - S = System message. All users will view this message at startup. The message will be displayed on the Password Entry screen. - E = Exit message. All users will view this message when exiting. Next, enter a brief subject title and press ENTER. Your cursor will now move to the message area field. You can type up to an 8 line message. Press the F9 key at any time to save the message and return to the Message Table. When you are done, press F9 to return to the menu. To Do Lists ─────────── From this option, you can make private To Do lists on important topics that you want to be reminded of at a future date. If you do not currently have any reminders on file, a message will appear informing you that none could be found. If you have reminders on file, the table will list them by date. You can scan and view your reminders by using the Up/Down arrow keys or the Page Up/Page Down keys. To view a reminder, highlight the line and press ENTER. To add a reminder, press INS at the To Do List Table and the To Do Update form will pop up over the table. First, enter the Reminder Date or accept the default date and press ENTER. If you enabled the Tickler, any To Do dated within the next 3 days will be listed for you when you enter the program. Next, enter the reminder. Your reminder note can be up to 40 characters long. When you are done, press ENTEr or F9 to save and return to the table. To delete a reminder, highlight the reminder and press DEL. When you are done, press F9 or ESC to return to the menu. Page 13 QIMessages ────────── From this option, you can edit any of 42 QTC Information Message System windows. The QIMS Table lists the screen number and description. As you scan up or down the table, the respective message will show at the bottom. Highlight the window to edit and press ENTER. First, you can change the window description if you wish. Press ENTER and the cursor will drop down to the message window. Edit these lines as two string fields. Press F9 or ENTER from the last field to save and return to the table. When you are done, press F9 to return to the Utilities Menu. From the Utilities Menu, press F9 to return to the Main Menu. SYSOP Menu ────────── From this menu, you can set the program options, purge data, setup Code Tables and Archive QTIME.DAT files. Setup ───── This is the main setup procedure. Enter your Registration number in the first field. If you do not have a registration number, leave this blank. If you enter an invalid number, you will render this program useless. Now enter your company information. This will be used on some reports. Enter up to 40 characters in each field. The User Defined fields are your custom verification codes that are used in the Employee File information. Enter a title for each code. Examples; Work Group, Shift, Division. The Data Location field displays the path of your data files. Do not change this information unless you are instructed to do so during an upgrade. Press F9 to save and return to the menu. Page 14 Options ─────── These options will control the QTC! and QTCARD! program operation. Employee Filter : This determines what employee records are to be displayed and included in reports. Select All for all employees, Regular for all employees that do not have a TERMINATED status or Term to view only terminated employees. Enable Tickler : Select Yes if you want to enable the To Do List Reminder. Enable Beeps : Select Yes to enable message and response beeps. Operation Mode : Select Stay to use QTCARD as a dedicated time clock. When the user exits the program, the user will be returned to the Password Entry screen, ready for the next user. Select Return to exit the program. Account Method : This determines the Date Stamp of Schedules that overlap midnight. Select Start to use the date at the beginning, Date to split the shift into two dates or End to use the ending date. Default Breaks : This will be used to identify default time taken for breaks on schedules. Default W Code : This will be used to assign a default ABS Work to schedules. Account Codes : This will determine how Account Codes are used in the QTCARD program. Select User to allow the user to select the Account Code from a list, select Global to assign one code to all employees or select Employee to use a code assigned to an employee. Global Code : If you select Global above, you will enter that code here. Bar Code Delay : If you plan to use Bar Code badges to punch in and out, this will determine the delay in seconds, of the message during the action. Tolerance : If you want to round the punch time to the top or half hour, enter the minutes here. If you enter 10 for Hour, any user punching in or out within 10 minutes of the top of the hour will be rounded to the hour. Press F9 to save and return to the menu. Page 15 Maintenance ─────────── From this option, you can Purge data files and then Pack them to remove deleted records. The first line shows the current available free memory. This should show from 80 to 120K. You must have at least 50K free to pack files. To purge a data file, select Yes and you and you will be asked to enter the start and ending dates to delete. All records between and including these dates will be purged. To pack a data file, select Yes. You should pack this file after purging or deleting records so that all deleted records can be removed. The resulting file will be as compact as possible. IMPORTANT: You will need a minimum of 50K of free memory to pack the file. You should also have free disk space approximately twice the size of the file so that a temporary file can be created. This procedure may take 5 - 10 minutes for large files. Press F9 to return to the Utilities menu. Codes ───── From this option, you can create and maintain verification code tables. From the Codes Menu, you can select any of 5 Code Tables to go to next. The information you enter in these tables, will determine what data will be accepted the related fields in QTC! You should plan your code strategy to best meet the needs of your company. ABSence Codes - Used in Time Cards and Schedules. Department Codes - Used to identify groups of employees. Account Codes - Used in Time Cards and Schedules. User Defined 1 Codes - Used to identify groups of employees. User Defined 2 Codes - Used to identify groups of employees. To select a Code Table, highlight the menu option and press the ENTER key. From the Code Table, press INS to Add, DEL to Delete or ENTER to Edit a code. Press ESC or F9 to return to the menu. From the Code Update form, enter a code and description. Press the F9 key to save. When you are done setting up your codes, press F9 or ESC to return to the SYSOP menu. Page 16 Archives ──────── From this option, you can create archive Time Card files that can be used for later reporting. When you archive the current file, you are copying the file to a new name. The current file does not change. When you archive the current file, you will have the option of emptying the file. You should do this so that you will not have any overlapping data and the current file will be always be kept to a small size. To create an archive file, press the INS key from the TimeCard Archive Library Table. To delete, highlight the file and press the DEL key. To change the Current File, highlight the file and press the ENTER key. From the TimeCard Archive Library Update form, enter the new file name. For example, you could archive this file monthly and save the files as JAN93, FEB93, APR93 and so on. Do not include the file extension. Now enter the directory to save the file to. You should keep these files in the same directory as the other data files to speed reporting. If you select Yes to empty the file, the current TimeCard file will be cleared. Select No to mirror the current file and leave all data intact. Press ENTER or F9 to save and return to the table. When you are done, press F9 to return to the Utilities Menu. From the Utilities Menu, press F9 to return to the Main Menu. Printing Menu ───────────── From this menu, you can print or view reports, setup report defaults and setup 4 default printers. Report Library ────────────── From this option, you can view, print or save to file any of the 30 standard reports in the library. To select a report, move the highlight bar to the report and press ENTER. The program will now load the QTCPRINT module. Most reports use Report Query screens to control what data records are to be included in the report. Depending on the report, you can also select the key or index order of the records. The Filters represent data fields in the file being accessed for this report. If you leave a Filter field empty all records will be included. If you fill in a Filter field, only the records that match the field will be included. For example, if you entered "SALES" as a Department filter and FTIME as the Status filter, only employees in the SALES department that have a FTIME employee status will be included in the report. The Lookup code fields can contain up to 10 data filters. Each data filter must be separated by a comma. If you keep pressing F5 from one of these fields, you will see each of your selections added to the field. Page 17 The next screen, Report Generation, gives you the choice of viewing the report, printing the report or saving the report to a file. Viewing - Select Screen from the menu and your report will be sent to the Report Viewing Utility. Press ESC at any time to cancel viewing. Keyboard controls are located at the bottom of the screen and by pressing F1 for help. Printing - Select Print from the menu and another screen will ask you for the number of copies you wish to print. Make sure your selected printer is turned on and on line. Press ESC at any time to abort printing. Saving - Select File from the menu and enter any valid disk drive, subdirectory and DOS file name, then press ENTER. For more information on reports, see the Reports Library section located in the Appendix. Setup Reports ───────────── From this option, you can setup default report printing options. To setup a report, highlight the report and press ENTER. Each report has already been setup for you however, you can change any option to suit your needs. Report : Displays the name and number of the report. Title : Enter the title to be printed. Access : Select the user level for this report. Quality : Does not apply to laser printers. Size : Select the font size. Condensed = 17. Bold : Select Yes for bold titles. Italic : Select Yes to use the Italic font. Page Length: Enter the number of lines. Default = 59. The Bar Code Labels setup is different than the above. Please read the Using Bar Codes section located in the Appendix chapter. Press the F9 key to save and return to the table. When you are done, press F9 to return to the Printing Menu. Page 18 Printer Setup ───────────── From the next option you may setup up to 4 default printers. From the first field (Printer #1), press F5 for a list of available printers. Highlight your printer and press ENTER. If your printer is not on the list, select the Standard or ASCII printers first. Select printer A as your primary default printer Choose the printer port or location of your printer. If you are not sure of the port, try LPT1 first. Selecting printer B-D is optional. Select "No Selection" if you do not want to setup a default printer. Now set the global default page length. This can be changed at print time. If you have a sheet fed printer, and want to eject a page at the end of the report, answer yes to the Form Feed option. The Timeouts setting determines the amount of seconds the program will wait before resending data to a full print buffer. The default is 10 seconds. Press F9 to save and return to the Printing Menu. From the Printing Menu, press F9 to return to the Main Menu. Page 19 Using QTCard! ───────────── The QTCard! (QTCARD.EXE) program contains the procedures your employees will use to punch in and out. It is an electronic time clock on a computer. There are 2 modes of operating the program. If you selected the Return mode from the Run Time Setup screen, the user will exit the program and return to DOS. If you selected Stay, the user exit to the Password Entry screen. The program will not exit to DOS. This mode would be used if you were using the computer as a dedicated time clock. There are 2 levels of user operation, all users with access levels 1 or 2 will have menu selections and all users with level 3 will go to the Quick Clock feature and have no menu options to choose from. All users may use a Bar Code badge to gain access as well. If you have installed a slot reader, load QTCARD and slide a card through. It is just that easy. For more information, please read the Using Bar Codes section located in the Appendix chapter. Password Entry ────────────── To gain access to QTCard! you must first enter your User ID and Password. These are assigned by your system administrator. Enter your User ID and press ENTER. Now, enter your password and press ENTER. Main Menu - Level 1 & 2 Users ───────── When you enter the program, you will see the menu selections on the left side of the screen. The long rectangle box across the bottom of the screen contains instructions pertaining to the current screen. You can find additional help by pressing F1 at any time. To select a menu option, use your up/down arrow keys and press ENTER or press the number key that corresponds to the menu option. Time Cards - Menu Option ────────── From this option, you can punch in or out of work on an electronic time card. To select the Time Cards menu option, press 1 and the Time Card Table will pop up on the right side of your screen. If you do not currently have activity on your time card the Punch Clock will pop up over the Time Card Table. Follow the instructions on screen to punch the clock. Page 20 Time Cards (continued) ────────── If you are instructed to enter an Account Code, a table will pop up below the Punch Clock showing a selection of available codes to use. Use the Up/Down arrow keys to move the highlight bar to your code and press ENTER. The table will close and you will be returned to the Punch Clock. Now press ENTER to punch your time card. The Punch Clock will close and you will be returned to the Time Card Table. The highlight bar will now be on the activity you just entered. If you have other entries on your time card you can scan and view these by using the Up/Down arrow keys. Press ESC to return to the Main Menu. Schedules - Menu Option ───────── From this option, you can check the schedules that are currently on file for you. To select the Schedules menu option, press 2 and the Schedule Table will pop up on the right side of your screen. If you do not currently have schedules on file, a message will appear informing you that none could be found. If you have schedules on file, the table will list them by date. You can scan and view your schedules by using the Up/Down arrow keys or the Page Up/Page Down keys. Press ESC to return to the Main Menu. To-Do Lists - Menu Option ─────────── From this option, you can make private To-Do lists on important topics that you want to be reminded of at a future date. To select the To-Do List menu option press 3 and the To-Do List Table will pop up on the right side of your screen. If you do not currently have any reminders on file, a message will appear informing you that none could be found. If you have reminders on file, the table will list them by date. You can scan and view your reminders by using the Up/Down arrow keys or the Page Up/Page Down keys. To view a reminder, highlight the line and press ENTER. To add a reminder, press INS at the To-Do List Table and the To-Do Update form will pop up over the table. First, enter the Reminder Date or accept the default date and press ENTER. Next, enter the reminder. Your reminder "note" can be up to 40 characters long. To delete a reminder, highlight the reminder and press DEL. Press ESC to return to the Main Menu. Page 21 Messages - Menu Option ──────── From this option, you can send messages to anyone using QTC! You can also receive and read messages sent to you. To select the Messages option, press 2 and the Message Center will pop up on the right side of your screen. If there are no messages on the system, a message will appear informing you that none could be found. If there are messages, the table will list them by date. You can scan and view messages by using the Up/Down arrow keys to move the highlight bar. Place the bar on a message to read and press ENTER. The Message Update form will now pop up over the table. When you are done reading the note, press the Ctrl ESC keys to return to the Message Center. To send a message, press INS at the Message Center and the Message Update form will pop up over the table. First, enter the name of the person to receive the message or press F5 for a list. Next, enter a brief subject title and press enter. You will now be on the message area field. You can type up to an 8 line message. Press the Ctrl ENTER keys at any time to save the message and return to the Message Center. Press the Ctrl ESC keys at any time to abort your message and return to the Message Center. You can delete any message that you send by highlighting the message and pressing the DEL key. When the Message Update form pops up, press ENTER and that message will be deleted. Press ESC to return to the Main Menu. Exit - Menu Option ──── To exit QTC!, press 5 or use the down arrow key so that the menu selector is next to this option and press ENTER. Quick Clock - Level 3 Users ─────────── When you enter the program, you will see the Punch Clock. If you are instructed to enter an Account Code, a table will pop up below the Punch Clock showing a selection of available codes to use. Use the Up/Down arrow keys to move the highlight bar to your code and press ENTER. The table will close and you will be returned to the Punch Clock. Now press ENTER to punch your time card. The Punch Clock will close and you will be returned to the Password Entry screen. You are done. Appendix Page 22 ──────── Standard Reports Library ──────────────────────── The following outlines the features of each report and [##] indicates the report width. All time reports now post hours and decimal time. 1. TIMECARD1 - Lists all time card activity by employee, then [96] by date and time. Report details the punch time, ABS Work Code, Account and total hours. 2. TIMECARD2 - Lists all time card activity by Account Code. [96] The start and end times, ABS code and total hours for that shift are posted. 3. TIMECARD3 - Lists all time card activity by ABS Work Code. [96] The start and end times, Account code and total hours for that shift are posted. 4. TIMECARD4 - Lists all time card activity by Department. [96] The start and end times, Account code, ABS code and total hours for that shift are posted. 5. TIME1 - Lists all Schedules by employee. The report dates [94] are listed from oldest to most current. The start and end times, Account code, ABS code and total hours for that shift are posted. 6 TIME2 - Lists all Schedules by date and by employee. The [94] dates are listed from oldest to most current. The start and end times, Account code, ABS code and total hours for that shift are posted. 7. TIME3 - This report summarizes all Schedules by employee [94] and ABS code. The totals by ABS code are posted. 8. TIME4 - This report summarizes all Schedules by employee [94] and Account code. The totals by code are posted. 9. SCHEDULE_1 - Are printable 7 day employee schedules. Start & and finish times are posted by day/date. No 10. SCHEDULE_3 totals are posted for this report. SCHEDULE_3 [123] includes comments for each schedule. 11. SCHEDULE_2 - Are also a 7 day employee schedules with total & hours posted by the employee for the week, 12. SCHEDULE_4 total hours by day and total report hours. [168] SCHEDULE_4 includes comments. 13. SCHEDULE_5 - Are daily, 24 hour format, schedules. SCHEDULE_6 & [134] includes comments. 14. SCHEDULE_6 15. PHONES - Lists employees alphabetically with work phone [80] and home phone numbers. Page 23 Standard Reports Library (continued) ──────────────────────── 16. MANAGEMENT - Lists all employee personnel information [80] alphabetically. This report is intended for management review. 17. EMERGENCY - Lists all employee emergency information. [80] 18. SALARY - Ranks employees by salary. The report list [96] both hourly and salary. 19. SENIORITY - Ranks employees by seniority date. The report [94] posts hire date and department. 20. BIRTHDAYS - Ranks employees by birth date. [80] 21. E-MAIL - Print E-Mail messages by date. [80] 22. TODO LIST - Print To Do Reminders by date. [80] 23. ONDUTY - Reports all employees currently working. [80] 24. CODE_LIST - Print individual or all codes on file. [80] 25. CE_LABELS - Continuous address labels (form feed) that use 3 1/2 x 15/16 (-1 up) (Avery #4145) inch size labels. This procedure will print one label per employee for all employees in the Query. 26. CR_LABELS - Continuous address labels (form feed) that use 3 1/2 x 15/16 (-1 up) (Avery #4145) inch size labels. This procedure will print your company name and address for return labels. 27. SE_LABELS - Sheet address labels that use Avery brand #5160 or #5260s, 30 labels per sheet. This procedure prints one label per employee in the Query. 28. SR_LABELS - Using the same labels as #27, this report will print an entire sheet of return address labels with your company name and address. 29. BC_CONT - Continuous Bar Code labels (form feed) that use 3 1/2 x 15/16 (-1 up) inch size labels. The bar code contains 2 periods ('..') and the User ID. 30. BC_SHEET - Using the same labels as #27, this will print Bar Code labels, 30 to a sheet. Page 24 Using Bar Codes ─────────────── All users may use a Bar Code badge to gain access to QTCARD. To use this feature you must have a slot reader and decoder attached to the keyboard socket. You will need to print the bar code labels and secure them to a plastic card the size of a credit card. The program must be loaded on the machine with the slot reader to use the bar codes. If it is not, type QTCARD at the DOS prompt. From the Password Entry screen, slide the card through the reader and the user will be punched in or out. If the user is level 1 or 2, the user will still have menu options after punching the clock. The bar code printing options can be changed from the Reports Library Table procedure. The following options should work with most printers on the list. You can change any of these options at print time. Access Level : Select the user level that can print labels Print Name : Select Yes to print the employee name. Bar Code Type : Enter the bar code type. Default = 5 Printer to Use : Press F5 for a list of choices. Printer Location : Press F5 for a list of choices. Page Length : Enter the length in lines. Default = 59 Bar Code Height : Determines thickness. Default = 3 Printer Passes : Number of printer passes. Default = 2 Print Density : Print density. Default = 2 Lines Per Inch : Lines per inch. Default = 6 Character/Inch : Characters per inch. Default = 10 Print Ratio : Width ratio. Default = 3 Network Considerations ────────────────────── There are no special setup requirements needed for a network installation. Installed on a file server, each node or station will load the QTC! program into memory. A station should have at least 540K of available free memory. QTC! data files are "shared" and cannot be accessed by more than one station at a time. This means that if two stations try to add, delete or change a data file at the same time, one will have to wait until the other one is done. If the data files are kept small this delay will only be a few seconds. For this reason, it is important that you manage the data files by deleting records that are no longer needed and then packing the files. We recommend using a Virtual Memory disk on each station to speed up searches and table accesses. Please see Configuring Virtual Memory for more information. Page 25 QTC! Files ────────── QTC! database files consist of a program (.EXE) and help (.HLP) files, data (.DAT) files, key (.K01) files and memo (.MEM) files. Data files are made up of data records, a line of data in either string or numeric fields, and "keyed" files. Keyed files hold information on the data file so the records can be accessed in a particular manner. Program Files CLARION.RTL - Run time library file. RTLINKST.COM - Run time library control file. QTC.EXE - SYSOP level program file. QTC.HLP - SYSOP level help file. QTCARD.EXE - User level program file. QTCARD.HLP - User level help file. QTCPRINT.EXE - Reports Library file. QTCPRINT.HLP - Reports Library help file. QBCPRINT.EXE - Bar Code printing file. CFIL.EXE - Clarion file utility. CFIL.HLP - Clarion help file. QTCSET.DAT - Configuration file. Database Files EMPWIN - Employee data file. (DAT,K01-3) QTIME - Time Card data file. (DAT,K01) TIMETRX - Schedules data file. (DAT,K01,2) QTCOMM - E-Mail data file. (DAT,K01,MEM) QTODO - To Do data file. (DAT,K01) MESYS - QIMessage data file. (DAT,K01) DBFILES - Archive library data file. (DAT,K01) CODES - ABS & Department codes file. (DAT,K01-3) CODES2 - User defined codes file. (DAT,K01,2) CODES3 - Account code file. (DAT,K01,2) QTCLIB - Reports Library data file. (DAT,K01) PRINTERS - Printer drivers file. (DAT,K01) PRTCODE - Printer token file. Page 26 Utilizing Virtual Memory ──────────────────────── If you have extended or expanded memory, you can gain considerable performance utilizing virtual memory with QRC! When you run the reports, a temporary (.TMP) image file is written to disk and then the program is opened. Writing this file to disk can take up to 45 seconds on a slow 286 computer. By saving this file to a RAM Disk instead of a hard disk, you can speed up the opening of the EXE's by up to 50%. You will need at least a 1024k RAM disk. Extended and expanded memory must be assigned to a RAM drive to be used as virtual memory. A RAM drive is a fast pseudo disk drive that resides in expanded or extended memory. RAM drives can be set up with the VDISK or RAMDRIVE utilities supplied with your DOS operating system. For more information on these utilities, consult your DOS manual. To setup QTC for virtual memory, you will need to use the SET command in your AUTOEXEC.BAT file. For more information on the SET command, consult your DOS manual. SET command parameters, SET CLATMP=drive\path CLATMP - Sets the QTC! temporary environment. drive - is the drive of the RAM drive or disk. path - is the directory path of the RAM drive or disk. Example: SET CLATMP=J:\TEMP Remember to turn off your computer and turn it back on after making these changes. Page 27 Command Line Options ──────────────────── The QTC! program will support five command line options. You use these options when starting QTC! from you drive prompt. /B=NO The /B or "BEEP" option set to "NO" will disable beeps throughout the program. This includes error beeps. /C The /C option disables the use of Control-Break. The program will terminate if Ctrl Break keys are used. /F The /F option disables the wait state for video retrace. This will speed up screen rewrites and improve performance. Using the /F switch may cause "snow" with some monitors To eliminate "snow" on some CGA's, use the SET command in your autoexec.bat to SET CLAVID = Y. /V The /V option allows you to vary the amount of time before an inactive display is turned off. The default value is 10 minutes. Pressing the space bar turns the display on. For example: QTC /V=5 for 5 minutes, QTC /V=0 to disable. /L The /L option will disable keyboard locks. Some computers are incompatible with this feature. Example; QTC /B=NO /F /V=2 In this example, QTC! will load without beeps, no video retrace and with video blanking set to 2 minutes. Common Problem Solving ────────────────────── The most common problems are memory related. If you try to boot QTC! and get the message "Abnormal Termination Error" or "INSUFFICIENT MEMORY" your computer does not have enough available memory. You need a minimum of 400K of free memory to start QRC! You will need additional memory as you use various procedures and options. It is recommended that you have at least 460K (minimum) of free memory. You can check your current available system memory by using your DOS "Chkdsk" utility. If you have this problem, you will need to modify your config.sys and/or autoexec.bat file(s) to free memory. If you receive the message "TOO MANY OPEN FILES", you must increase the "files=" line in your config.sys. Increment the number by 5 until the program operates properly. If you receive the message "INVALID DATA FILE", you have probably obtained a corrupted or damaged file. If this is the case, please call us and we will send you a valid file copy. Page 28 Error Messages ────────────── QTC! supports error checking throughout by use of an internal error checking utility. If a critical error should occur, you will see a red screen appear telling you of the error. If you cannot readily solve the problem, call us at (510) 277-1502. Message 'FILE NOT FOUND' Data file is not in current directory 'TOO MANY OPEN FILES' "FILES=" (config.sys) needs to be increased 'MEMORY CORRUPTED' Most likely from a TSR program conflict 'INSUFFICIENT MEMORY' Not enough available memory 'INVALID DATA' Incorrect data entry format 'UNKNOWN DOS ERROR' Non defined. Possibly a disk error 'RECORD NOT AVAILABLE' Corrupt data file or invalid data entry 'RECORD NOT FOUND' Corrupt data file 'INVALID DATA FILE' Corrupt or missing data file 'INVALID KEY FILE' Corrupt key file 'CREATES DUPLICATE KEY' Double entry of a unique field 'INVALID FILENAME' Cannot locate the file 'VIRTUAL MEMORY ERROR' Incorrect setup or a TSR conflict 'CRITICAL ERROR ABORT' Disk or memory failure 'EST 0001: ILLEGAL FORMAT IN LOADABLE FILE' If you are running DOS version 5.0, you must use the LOADFIX utility supplied by DOS. From the command line type, LOADFIX QTC. Page 29 Product Support ─────────────── Our products are database in design. If you need a custom approach for your particular business needs, give us a call. We will be happy to give you a firm cost analysis. If you need a customized product, talk to us first. Over half of our business is done in speciality work. If you should have any problems with our products, call us Monday through Friday, 7:00am to 5:30pm (Pacific Time). (510) 277-1502 We guarantee our products with a "No Questions Asked" money back (minus shipping and handling) guarantee. If you are not 100% satisfied with the product, simply return it within 30 days for your refund. Thank you once again for trying QuickTrax! Michael and Katrina Messier License Agreement ───────────────── QTC! version Sv1.1 is a shareware product. It may be freely copied and distributed for evaluation as long as 1.) all files and documentation are not modified in any way, and 2.) a copy of this documentation is provided with the program, and 3.) no charge, other than a media and handling charge when copied, and 4.) users of this program purchase a license for its use. One license per machine is required. Please note that if you purchased a disk containing this software from a public domain/shareware software distributor, you have paid the media and handling charges as permitted above. You have not purchased a license or registered this product with Discovery Graphix. Purchasing a license and registering this product is required for continued use. This product is warranted to perform as outlined in this manual and within the stated limitations and should not be construed as any kind of commitment. With the various hardware and soft- ware environments into which this product may be used, no warranty of fitness is offered. This software and manual are distributed without warranties as to performance of purpose or any other warranties whether expressed or implied.