TBS Attendance Tracking
Operating Instructions
Questions or Request for Changes
I've read the instructions, and I still have a problem
The TBS Attendance Tracking program is designed to track the time that employees take off work. (You can also keep track of the hours that people work).
To get started using the program, select the Maintenance menu option:
The data entry process consists of 2 screens - the first lists all of the available records in the table we are working on, and the second allows us to actually enter or change data.
The Attendance Codes Browse Screen:
From this screen, you can:
There may be multiple tabs across the top of the screen - by clicking on a different tab, you change the order in which the data is displayed.
Keyboard use: While this screen is displayed, if you type in characters on the keyboard, the display will change so that the first record that comes after what you are entering will be highlighted. For example, if you typed in the letter R with the above screen, the Regular Hours record would be highlighted. If you typed in RF, the Sick Time record would be highlighted, as it is the next record after what you have entered.
To set up the program, Click on Company Info, and then click on the Insert button.
Enter your company name and address info. (If you register the program, you will come back to this screen and enter under the 2) Register tab the serial number and activation key that registered uses are issued).
Once the Company Info is set up, click on Attendance Codes and enter the various codes that you will use to keep track of time that employees take off and work.
The Attendance Codes data entry screen:
The accrual rate is for those attendance codes that you will be accruing hours for employees, and you enter in the number of hours to accrue for every hour that the employee works. For example, if you accrue sick time at the rate of 1 hour for every 40 hours worked, enter in the accrual rate field .025 (1 divided by 40). Now, for every 40 hours that the employee works, he accrues 1 hour.
Once you have entered the various attendance codes that you will use, click on close to return to the menu. Click on Maintenance, then click on Employees, and set up info about the various employees that you will be using this system to keep track of their hours.
The Employee Maintenance screen has multiple tabs - you may have to click on the 2nd and 3 tabs to enter all the info you need to set up for this employee.
To the right of all the date fields, you will see a square button with 3 periods on it. This is the lookup button. When you see it next to a date, you can click on it, and select the date from a pop up calendar. When you see it next to a non date field, you can click on it and pick from a list of values.
Once you have set up your employees, return to the menu.
To enter hours taken off or worked, click on the Date Entry menu and select the menu option you wish.
The Hours Off data entry screen:
Emp Id - Enter the Employee Id or click on the Lookup button to the right.
Tran Date - Enter the date that the employee took the hours off, of click on the lookup button for a calendar.
Code - Enter the Attendance Code, or click on the lookup button for a list of Attendance Codes.
Hours Off - Enter the number of hours that were taken off. (1/4 hour = .25, 1/2 hour = .50)
Comments - enter any comments about the reason that you would like to.
The Worked Hours data entry screen:
Emp Id - Enter the Employee Id or click on the Lookup button to the right.
Tran Date - Enter the date that the employee took the hours off, of click on the lookup button for a calendar.
Att Code - Enter the Attendance Code, or click on the lookup button for a list of Attendance Codes.
Reg Hrs - Enter the number of regular hours that were worked that date. (1/4 hour = .25, 1/2 hour = .50)
OT Hrs - Enter the number of overtime hours that were worked that date. (1/4 hour = .25, 1/2 hour = .50)
When you select any of the first 4 reports, a pop up screen will appear (similar to the one below), asking you for a range of dates and/or Employee Id's
The Report Processing Cycle
Reports print to the computers default printer. If you want reports to go to a different printer, click on File, Print Setup to select a different printer. This printer will become the printer that all reports are printed to until you exit the program. (The next time the program is started, the printer will again print to the computers default printer).
When you decide to print a report, the data is processed, and the report is displayed to the screen. You have the following toolbar to work with reports:
The controls here allow you to print the report to the printer, cancel, zoom in, scroll to another page, and select how many pages across and down to display and print. For example, 2 across and 2 down would print 4 pages on the screen. You can also zoom in and out by clicking on the report displayed on the screen. You can change printers by Clicking on File, Printer Setup
When you are done viewing a report, you can exit by clicking on the red X in the upper right corner, or by clicking on File, Exit.
The report menu again:
Hours Taken Off by Employee - lists all of the dates that this employee has taken time off, and displays a recap by the day of the week.
Hours Taken Off by Attend Code - lists the hours take off in Attendance Code and date order, displays totals for Attendance Code.
Hours Worked by Employee - List all the dates and hours that this employee has worked.
Hours Worked by Code - List in attendance code order all the dates and employees that used this code.
Accrued Report - Lists info about the number of accrued hours this employee has accumulated.
Employee List - List employee names and addresses, phone numbers, etc.
Codes Listing - Lists all the Attendance Codes.
Terminated Employee List - List all employees who have a termination date.
At year end, run the Year End process. There is no output from this menu option.
What happens in the Year End process?
The accrued hours, beginning of year balance amount is calculated as the current begin year amount + the hours accrued - the hours used. The hours accrued and hours used are then set back to zero.
Questions, Comments or Request for Changes
If you have any questions about the operation of this program, or comments about how it can be improved, or would like to have additional features installed, email us and let us know your concerns.
TBS Attendance Tracking is brought to you by:
Taylor Business Software
1018 S. 7th Avenue
Avondale, AZ 85323
623-882-1321
Check out our website for other applications.