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Note

ACS Technologies does not support this software. TimeClock has simply created an export module within their software package that will export employee hours in a file format. If you need help setting up time clock machines, setting up schedules, passwords, or anything related to functions that are specific to TimeClock, call TimeClock Support at 1-325-223-9300.

 

What is TimeClock Plus?


TimeClock Plus™ is a program that automatically calculates an employee's time for payroll purposes. TimeClock Plus calculates regular time, overtime, premium, and holiday pay, as well as tardies, absenteeism, and accruals. You can also use TimeClock Plus for your labor reporting and labor cost forecasting. You can export Employee Pay information from TimeClock Plus and import and export that information into the ACS Payroll module. To get started in TimeClock Plus, you need to create ACS export files containing cost center and employee information to import into TimeClock Plus.

Other features include:

  • An accurate track and record of your employees' time at work.
  • Attendance information to help you control work habits of your employees.
  • Electronic instead of manual time keeping.
  • Control over your workforce.
  • Control over the level of labor costs.
  • The ability to track, view and report employee information.
  • "On the fly" decision-making ability where labor costs are involved.

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How do I import ACS cost center and employee information into TimeClock Plus?


To import cost center and employee information into TimeClock Plus, you must first assign 3rd Party ID numbers to each cost center and employee record. Once you assign 3rd Party ID numbers, you can use the TimeClock Export option found on the Payroll  Reports menu to create the files necessary to import in TimeClock Plus. The files are: Cost Center information (costcode.txt), Employee information (employee.txt), and Employee Pay information (payrecord.txt).

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How do I assign 3rd Party ID numbers to cost centers and employee's records in ACS?


The 3rd Party ID you assign to each cost center and employee record represents the record's TimeClock Plus code. When importing the files to TimeClock Plus, TimeClock records are created and updated according to the TimeClock Plus code.

Tip

TimeClock Plus codes do not contain leading zeros or alpha characters. If your employees or cost centers have alpha characters in them, do not include these records in the Party ID number.

 To assign a 3rd Party ID to a cost center
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the drop-down list, select Payroll and click Go .
  3. Under Available Lists, select Cost Centers.
  4. Select the cost center record, and click Edit.
  5. Enter the TimeClock Plus job code number for the cost center in the 3rd Party ID field. If job codes do not exist in TimeClock Plus, enter the ACS cost center number.
  6. Click OK.

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How do I create the TimeClock Export files in Payroll?


Once you have assigned 3rd Party ID numbers, you can use the TimeClock Export option from the Payroll Reports menu to create the files to import your payroll information in the TimeClock Plus program.

 To create the TimeClock export files
  1. Under General Reports, click the Reports tab.
  2. From the drop-down list, select Payroll and click Go .
  3. From Extracts, select Time Clock Export.
  4. Optional: Click Customize and select Include Inactive Employees to include inactive employee records in the export.
  5. Optional: Select Include Salaried Employees to include salaried employee records in the export.
  6. Click Extract and enter a location to save the export files in the File Location field.
  7. Click Create Files>No>OK. If errors are found, you will receive a prompt to print the error log report for instructions on how to correct them.

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How do I import the individual TimeClock Export files into TimeClock Plus?


Once you create the TimeClock export files in ACS, you can use the TimeClock Plus program to import each of the individual files. We strongly suggest that you create a backup of your TimeClock files before performing this procedure. Please refer to the Backup System Files help topic in the TimeClock Plus program for instructions on how to create a backup of your files.

 To import the cost center file into TimeClock Plus
  1. On the TimeClock Manager menu, click Configuration.
  2. Select Master Job Code List.
  3. On the Master Job Code List window, click Import.
  4. On the File Import window, select the costcode.txt file from the location previously saved.
  5. Click Next.
  6. Map the fields according to the following table:

    ACS Field

    Example

    TimeClock Field

    Cost Center Number

    000011

    Cost Center

    3rd Party ID

    11

    Job Number

    Cost Center Description

    Pastor's Secretary

    Description

  7. Click Next>Finish>Close.
 To import the employee file into TimeClock Plus
  1. On the Timeclock Manager menu, click File.
  2. Select Import Employee Information.
  3. On the File Import window, select the employee.txt file from the location previously saved.
  4. Click Next.
  5. Map the fields according to the table:

    ACS Field

    Example

    Timeclock Field

    Employee Number

    000003

    Export Code

    Party ID

    3

    Employee Number

    First Name

    Jill

    First Name

    Last Name

    Genetty

    Last Name

    Address

    100 Orange Street

    Address

    City

    Florence

    City

    State

    SC

    State

    Zip

    29501

    Zip

    Social Security Number

    786-34-9852

    Social Security Number

    Phone

    843-662-6895

    Home Phone

    Birthdate

    03-23-1948

    Birthdate

    Date Hired

    03-09-1997

    Date Hired

    Date Left

    05-08-1999

    Date Left

  6. Click Next>Next>Finish.

Note

You must map each field even if nothing displays in the ACS field. For example, the first record in the employee.txt file may not have a Date Left or Phone number, but you must still map these fields so that other employee records that have the fields are imported.

 To import employee pay information
  1. On the TimeClock Manager menu, click File.
  2. Select Import Employee Job Info.
  3. On the Import file window, select the payrecord.txt file from the location previously saved.
  4. Click Next.
  5. Map the fields according to the following table:

    ACS Field

    Example

    TimeClock Field

    3rd Party ID (Employee)

    3

    Employee ID

    Party ID (Cost Center)

    11

    Job Code

    Hourly Rate

    20.50

    Rate

  6. Click Next.

 

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How do I install the TimeClock Plus ACS Export module?


The ACS for Windows Export module allows employees’ time and attendance data to be exported into a file format that is supported by ACS for Windows. In order to import data accurately into ACS Payroll, you must install, activate and configure the export module.

 To install and activate the module
  1. From Start, click All Programs > TimeClock Plus (4.1), (5.0), or (6.0), and start AutoUpdate.
  2. Click Module.
  3. In the Module Download window, enter the Module Key, and click OK. You can find the key on the invoice or by contacting TimeClock Plus Customer Service (325-223-9300). The message “Would you like to check for documentation?” displays.
  4. Click Yes to make sure you have the most current version of this documentation.
  5. Click Available to download the latest software updates.
  6. Close AutoUpdate.
  7. From Start, click All Programs > TimeClock Plus (4.1), (5.0), or (6.0), and start Module Manager.
  8. Enter your user name and password (the same login for TimeClock Manager).
  9. Select the Payroll Export tab, highlight the ACS Module, and click Edit.
  10. Select the box next to Load this module and click OK.
  11. Close Module Manager.

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How do I set up cost centers and employees in TimeClock Plus?


Once you successfully import each of the individual TimeClock Export extract files, you can use the TimeClock Plus application to set up your cost centers and employees.

 To set up cost centers in TimeClock Plus
  1. On the TimeClock Manager menu, click Configuration.
  2. On the Configuration menu, click Master Job Code List. The items on the Master Job Code List are comparable to Cost Centers in ACS.
  3. Select a code to edit, or click Add.
  4. Enter the Job Code Description, Pay Rate, and Overtime calculation for the job code.
  5. Under Job Defaults, select Code is clockable and any other options that apply. Hours accumulated are included in the import file for ACS.
  6. On the Custom Fields tab, enter the ACS Revenue Type to use when importing time into ACS Payroll. For example, enter H for Hourly and O for Overtime, L for Sick Leave and T for Vacation Taken.
  7. On the Module Data tab, enter the ACS Revenue Type to use when importing time into ACS Payroll. For example, enter H for Hourly pay and O for Overtime pay.
 To set up employees in TimeClock Plus
  1. On the Employee menu, click Add/Edit.
  2. Double-click a code to edit, or click New.
  3. On the Info tab enter the employee's information.
  4. In the Export Code field, enter the ACS Employee Code to use when importing time into ACS Payroll.
  5. On the Jobs tab, click Add to associate the employee's Job Codes.
  6. For hourly employees, fill in the pay rate and flag the Job Code as clockable and earns overtime. If more than one clockable Job Code is associated with an employee, the employee will receive a prompt to select a code when they clock in each day.
  7. On the Custom tab, enter the ACS Pay Type Code to use when importing time into ACS Payroll.

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How do I export time sheet information from TimeClock Plus?


Once you set up your cost centers and employees in TimeClock Plus, you can export your data from TimeClock Plus to ACS, and then import the TimeClock Plus time sheet information into ACS Payroll.

 To Export Data from TimeClock Plus into ACS
  1. On the TimeClock Manager menu, click Period.
  2. Select Exports.
  3. In the Export Format drop-down list, select ACS for Windows. For instructions on installing the ACS export module, please refer to the Help files in the TimeClock Plus program.
  4. Enter the dates of your pay period.
  5. Under Module Settings, select the Split export by job code and Split export by rate of pay options. These options ensure that individual job code and rate information on each employee's record export correctly into the export file.
  6. Verify that the file name is correct in the Export Filename field and enter the destination path. The default path is C:\winacs.csv.
  7. Click Process to export the file.

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How do I import TimeClock Plus time sheet information into ACS Payroll?


Once you process the export file containing your time sheet information in TimeClock Plus, you can use the Import Time option on the Payroll Enter Time Sheets window to import the file. Please refer to the ACS Payroll Help files for more information on how to import time sheet information using Import Time.

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After importing time, Payroll rounds the time up, making it off by hundredths or thousandths of a second. What should I do?


In TimeClock Plus, you can change the way hours and minutes display to match Payroll. Payroll rounds to the nearest hundredths of a second. In TimeClock Plus, you can have the time display as hours:minutes or in hundredths.

 To change how time displays
  1. In TimeClock Plus, navigate to Employees.
  2. Select Edit Hours.
  3. Select Display times in list in hours: minutes format instead of hundredths. For example, if the time worked is 1 hour and 45 minutes, hours:minutes format displays as 1:45 and hundredths displays as 1.75.

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'Invalid Revenue Type' displays after I import time into Payroll. What should I do?


If this error displays, edit the job code.

 To edit the job code in TimeClock Plus
  1. After receiving the error, print the error report.
  2. Open TimeClock Manager.
  3. Go to Configuration, then Master Job Code List.
  4. Click Edit Job Code.
  5. On the Custom tab, double-click the box to the right of Regular.
  6. Enter the correct Pay Rate (H-Hourly, S-Salaried). For Overtime, enter O-Overtime next to the Overtime 1 field.

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'The employee code is not valid for this employee' displays. What should I do?  


Edit the employee's export code in TimeClock Plus.

 To edit the employee code in TimeClock Plus
  1. Open TimeClock Manager.
  2. Go to Employee, then click Add/Edit.
  3. Select the employee to edit and enter a value in the Export Code field that matches the employee identifier in ACS.

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