Common Questions Common Questions What do I need to know before using the system
First of all an operational understanding of computers and especially the Windows operating environment is required.
The rules used to adjust time punches and authorize overtime and lunch are part of your payroll regulations. For instance, many companies round time punches to a specific increment based on an hour. The system accommodates rounding to any fraction of the hours. Common factors include quarter hours (every 15 minutes), tenths (every 6 minutes) and half hour (every 30 minutes). Rounding works in conjunction with grace periods which may be assigned to any of the time punches. As an example, your company may grant an 8 minute grace for arrival punches composed of a 5 minute period applied before the scheduled start and a 3 minute grace after. For a start time of 7:00am any time punches between 6:55 and 7:03 would be considered within grace. Other rules that may be enforced through the system include automatic lunch deductions, holiday pay, and daily overtime. For a complete description of workrules please see the Workrule description that follows in the Startup and Operations section.
Employee information is needed for such attributes as name, employee id, workrule, job class and department code. Other information such as address, pay rate, and accrual calculations may also be added.
Where do Time Punches come from?
Although time punches may be entered directly into the time card table through the keyboard and the included Punchin function, a more efficient and accurate mechanism is to use some sort of electronic capture device. QUE Accounting interfaces with most electronic time clocks and access control systems. Furthermore, any device that meets the basic requirements can be used with the system with minor modifications made in the import procedures provided by QUE Accounting. Even with electronic input, records may be added, deleted or modified in the tables.
Can I interface with Payroll? Accounting?
Several popular accounting software vendors and Payroll service bureaus have published specifications and import/export routines that may be used to implement a seamless interface with payroll. Many of the more popular formats are supported with a simple menu selection. Any payroll or accounting system that accepts batch input can accept data from the QUE Accounting Time and Attendance system. If desired the Cost module addition to Time and Attendance can be utilized to provide gross pay calculations. The cost option also provides cost related historical information that can be used in estimation and forecasting procedures.
Other popular interfaces include Job Costing systems and Resource Scheduling.
How do I Setup
The basic required entries include, time codes, job classes, master schedules, work rules and employee records. Since each employee is assigned a workrule and job class, these values must be entered into the proper tables first. The system comes equipped with a number of example workrules that may be modified to meet your needs. Please review the Job Class table, the Workrules and Time Codes prior to entering employee records. All tables reside under the Utilities menu. For a detailed description of each table and attributes please see the Startup section that follows.
How do I begin to test my configuration?
Once the tables are setup to meet your requirements, employee records may be entered into the Workdesk function under the Employee Records menu item. After employees are assigned the basic elements as discussed in Startup, time cards may be entered into the Time Card table.
The easiest method used in testing is to enter a number of time cards for each shift and then modify the workrules and schedules each new time the validation process is performed. Make sure to capture events that occur infrequently, such as allowing everyone to leave early due to inclimate weather.
What are the advantages over traditional Time and Attendance systems when using Access Control as input for time punches?
The most obvious advantage is the seamless integration. The same badges used to gain access is used for time recording. Furthermore, the readers themselves are considered "dumb" terminals since all the logic resides in the Que Accounting program. These terminals are considerably less expensive than electronic time clocks. Depending on your needs, the access system can also be used as a feeder system for employee master records. The intelligence provided with the more expensive time clocks is handled with the employee self serve module which also allows for other functions, such as, employee update of personnel information, review of current and past time cards and the ability to enter a request for vacation.
Can Access Control Systems be used for Job Costing?
Que Accounting provides an optional "after the fact" job costing module where employee hours are allocated to specific jobs, cost categories, projects or other cost centers. The access control readers can however be used to identify specific cost centers. When an employee swipes his card, the reader can be assigned a cost category. With the addition of a numeric key pad or bar code reader, job categories can be entered at the same time as the punch.
Can I create my own reports?
The basic system comes with the ability to create any number of columnar reports as needed. More advanced reporting needs can be handled by using Crystal Reports, which requires a separate license or any number of tools, such as Microsoft' Access can be used. Those created with Crystal can be integrated into the system and appear as options off on the report menu.
After setup what do I do on a daily basis?
After the system has been set up and you are confident that it will handle your needs, operations become routine. On a interim bases, such as daily, time punches are collected and transferred into the Time Card table. The Validation report is ran where adjustments are made to time punches according to the established workrules. Any exceptions such as unauthorized overtime, early and late punches will be highlighted. The reports may be distributed on line or through hard copy for authorizations from supervisors. Exceptions are either authorized or modified through the system’s workdesk function and revalidated. Once a "clean" validation report is created the current period may be closed. During the End of Period process the time card information is archived into history files and a new period is created, ready to repeat the process.
Where do I get help?
Most questions arise during the first 30 days of implementation. QUE Accounting offers free support during this time. Beyond this period yearly support agreements can be purchased or if preferred, calls can be charged on an individual basis.
In addition, on-site training and remote computer support arrangements are available.
Support is also provided via the Internet http://www.queacct.com
