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WTomsys V-3.0 (Help)

r.No TOPIC DETAILS

1 IntroductionThis document has been prepared with an objective to provide help while installing and using

TomSys - Time Office Management Program.

The program is menu driven and most of the operations are self- explanatory.

It is however, necessary to understand how various calculations are done, and how to define

various parameters and values to get desired results. Once set properly, the operations are a

matter of routine and no help is needed unless some errors occur.

Error reporting is another important aspect to learn, as proper reporting can help our support

engineer provide help quickly

See Also: What's New Since May-2001

2 Functions-

General

FUNCTIONS - GENERAL

Before you come to TOMSYS for Attendance processing, data must be transferred from the

EasyWay. Refer to Transfer Software manual for understanding Data Transfer.

EasyWay stores the punches, every time an employee comes IN and goes OUT. This punches

need to be posted in the Muster, various Attendance Related calculations are to be carried out

and the same needs to be reported. In order to complete Attendance Process

ing, Leave also need to be accounted for. At the end of the month Muster is to be processed for

preparing data for payroll processing and other statutory reports need to be generated

3 Daily ProcessingDAILY PROCESSING

* Posts Punch data into Muster

* Computes various time duration like - Time

Loss, Overstay / Overtime, Hours Worked.

* Assigns attendance status like - Present, Absent, Week Off, Holiday -

* Assigns Attendance value

The processing requires that you have data for the date of processing and next day of

processing. This is essential as the person coming in the night shift will leave next day morning,

or person in second shift continues in the night shift. Considering this fact, it is advisable toprocesses data on the third day, i.e. Data for 1st to be processed on the 3rd and 2nd to be

processed on the 4th, and so on.

4 Missing Punch MISSING PUNCH

It is assumed that the employee coming in has to leave, also. Therefor, for every employee there

has to 2 punches or 4 punches, if he has to punch for the lunch, also. If employee forgets to

punch either of the time, then the processing will not be complete for the employee. For such

employee attendance status MIS will be marked.

If you are using single machine in which In and OUT both punching is done, the posting will be

done as follows -

In case of 1 punch, 1st punch as In and Out punch is missing.

In case of 3 punches 1st punch as IN, 2nd punch as Lunch Out and 3rd punch as Lunch IN

No matter, exactly which punch is missed out, the posting will be done as above only. Then

looking at the time of each punch, you need to identify, exactly which punch was missed out.

If employee needs to punch during Lunch, that is 4 punches are expected, and employee

punches only twice, the status will not be MIS, 2 punch will be posted as In and Out irrespective

of the fact for which the employee punched. But in this case all calcula

tions will be abnormal and exception report will be able to highlight such cases.

If you are using separate machines for recording IN punch and Out punch, the missing punch

can be a more complex issue.

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In case of 3 punches recorded by employee, if employee misses the 1st IN punch, then none of

the punches will be posted.

In case of single Out punch, also no posting will be done.

However all such punches will be stored as Unposted Punches and report for the same will be

available. Looking at the report, one needs to find out which punch is missing and all the punches

needs to be manually entered.

Punches from Unposted punch file can not be posted.

Employee working for 3 shift at a time -

In this case the out punch though recorded by employee, it will not be posted. 1st punch will be

posted as In punch and Out punch will be shown as missing.

Employee working 2 shift at a time can be handled automatically, but 3 shift continuous operation

need to be handled manually.

Before you can proceed with the Daily Processing for the next day, it is essential to clear the

missing punch.

You need to enter the time for the missing punch manually.

You can do so by

EDITING the data for the employee for the date OR

Select MANUAL PUNCH ENTRY option to enter the missing punch and do the daily processing

once again.

Option to EDIT the punch is preferred, as it does not necessitate reprocessing.

After the punches are properly posted, various time duration are computed.The posting and computation of duration is controlled by various SETUP parameters. The

parameters and significance of each is explained under SETUP

5 Manual Punch MANUAL PUNCH ENTRY

As explained under MISSING PUNCH, if employee forgets to punch, the missing punch is

required to be entered manually.

One option is to enter the missing punch using this option. If you enter manual punch, the daily

processing needs to be done once again to give effect of the manually entered punch.

Remember, if you do daily processing once again, any editing done after previous processing will

be lost. So, if you intend to use this option, do daily processing, find missing punch, enter

required punch, do daily processing once again and make sure no missing punch is remaining.

After this only, do any editing, if required.

6 Editing EDITING

This option allows you to view complete processed information for each employee and for each

day for which daily processing is done.

In one window you can see all the employee code and in next window you can see all the dates

for which processing is already done.

* You can hold one employee and scan all the dates OR

* You can hold one date and scan all the employees.

On the Editing screen you can see all the punches, Time loss calculation, OT calculation, shift,

weekly off, hour worked, attendance status and attendance value.

For selected employee and selected date, you can edit punch, edit time loss, edit Overtime,

change shift or weekly off, as required.

No reprocessing is required after editing.

All calculations will be computed as soon as changes are made.

7 End-of-day End of Day Clearance

After daily processing, clearing missing punch, editing if required and printing of Daily reports,

you need to run End of Day Clearance.

From daily processed file, all the data used in daily processing is transferred to monthly file.

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In order to safeguard the data in case of inadvertent termination of this operation, all the files

updated during this process are copied as f iles with BCK extension.

If the operation is successful, these files are deleted.

If the operation is unsuccessful, you need to run the End of Day Clearance once again without

worrying about anything. Data from BCK files will be automatically restored and the operation will

be resumed once again.

=>> Due to the back up operation, space on your

hard disk is required and also it is important to run End Of Month clearance, periodically, to keep

the size of monthly files under manageable size.

8 Leave Entry Leave Entry

Leave entry form is quite simple.

Date of Leave entry is a useful information to track any error or to print checklist of all the leave

form by the date of entry.

Leave code is available as a drop down list, you can choose from.

9 Duplicate LeaveDuplicate Leave Entry

If the Employee code, From & To Date and leave type is same, it will be shown as duplicate

entry.

It is also possible that for same employee code and From & To date you try to enter other type ofleave, such a case is also prevented by indicating that specific type of leave is already entered

for the date.

It is upto you to find which one is to be kept and which one is to be deleted.

For the Same Day there can not be two types of leave.

10 Half Day Leave Half Day Leave

If From Date and To Date is the same, chances are that leave is for 1 full day or half a day.

In this case leave amount as 1 or 0.5 as the case may be is to be specified.

In case of half a day leave, it is also required to specify, in which half of the day employee took

leave. In Attendance processing, based on the time of attendance, half day absent would be

marked in appropriate half, in the other half Present will be marked. If you enter wrong half, the

leave will not be posted. Make sure the half is properly specified.

11 Leave Edit Leave Edit

Leave entered can be edited. You can reach to specific leave form by specifying Employee code

and date. All the information can be edited.

It is important to note that leave entered but not posted only can be edited.

12 Leave Delete Leave Delete

Entered leave can be deleted, if the same is not already posted.

You will need to specify Employee code and date of leave. Based on these inbformation, entered

leave will be shown to you and you can choose to delete the same.

13 Leave Reverse Leave Reverse

If leave is already posted and you want to change the type of leave, such leave can not be edited,

but the leave need to be reversed.

Enter leave with all the details same as the posted leave, except that the leave amount to be

specified is -1.

When this leave is posted, the leave type specified will be changed to Absent status. And enter

the same form with corrected leave type and run posting once again. Now the Absent status will

be changed to new leave type. e.g. If CL was entered in stead of SL and CL was already posted

then it will be like -

CL->Absent->SL

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14 Leave Posting Leave Posting

Leave entered will be posted in the Muster, provided employee is found Absent on the date. The

Absent status will be changed to respective leave type and attendance value will be changed

from Abs=1 to Leave=1

If by mistake, leave is entered for the date, employee was physically present, then the leave will

not be posted.

In case of half a day leave, if half specified is not correct then also, leave will not be posted.

All Unposted leave will be transferred to Unposted Leave file. Report is available for such

Unposted leave.

Leave posting will check the Leave Master file to see what has been specified for Week Off or

Holiday with Leave on both the sides. Based on the specification in the Leave Master, the Week

Off will be kept as week off or changed to Leave and similarly Holi day will be kept as Holiday or

changed to leave.

If Week Off or Holiday is kept as Week Off or Holiday then also such dates will be seen in the

Unposted leave file.

Leave once posted can not be edited. If it need to be changed, it can only be reversed and then

corrected leave need to be entered and posted.

If, leave balance report shows negative balance, and you want to cancel the leave posted, then

also the procedure is same. Enter the leave with leave amount as -1. When this leave with -1value is posted, the leave is cancelled and the status is changed to Absent, once again.

The leave balance is updated at the time of posting of the leave.

The leave balance is not shown at the time of leave entry, is for this reason, that the balance will

not be updated till posting is done, so at the time of entry what balance you see may not be the

correct balance.

The Leave balance report is to be used, to see no leave is granted in excess of eligibility. If such

case is found, it needs to be reversed.

15 Leave ClearanceLeave Clearance

This is optional, during the year, but must at the end of the year, before new year is started.

In the Leave Register report, you see Opening balance and then each leave consumed entry and

finally the closing balance.

Now if you want to see year opening balance and all the leaves consumed during the year in the

Leave register, you need not run the Leave Clearance.

Instead if you want to see Month Opening balance and leaves consumed during the month, in the

leave register then you need to run the Leave clearance on monthly basis. Extending the same to

quarter, run Leave clearance every quarter then you get to see opening balance for the quarter,

all the leaves consumed during the quarter.

So, based on your need for Leave Register content, select the period for running leave

clearance. But at the end of the year, it is necessary that you run the leave clearance to ensure

that the year opening balance is established.

16 Leave Accrual

Entry

To facilitate adding leave to each employees' account, periodically as per the company rule. e.g.

5 PL is to be granted to every employee every 3 months, then run this option and 5 PL will be

added to each account. There after only those case not eligible for such addition needs to be

edited. Automatic accrual as per rule, is not available.

17 Monthly

Processing

Monthly Processing

Before you run this option, make sure Daily processing for all the days are done, Time Loss and

Overtime editing is done and all the Leave Forms are entered and posted.

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This process will generate the final muster and muster summary for Payroll preparation.

During this operation, leaves entered but not posted so far will be posted automatically, absent

on both side of Week Off and Holiday is checked and week off and Holiday in changed to

Absent, if so specified in the Setup.

It is advisable to run Monthly processing only once. Before running this process, for trial,

checking and verification of data use periodic processing for the same period as the month and

check reports, do necessary corrections, and when you are confident about all entries, run

Monthly Processing.

18 Periodic

Processsing

Periodic Processing

This process takes place automatically, when you select Periodic Report from the Reports menu.

This process facilitate generating any reports for selected period. The period can be from any

date since last monthly clearance and to any date till last date of Daily Processing.

It is however important to ensure that the period is not longer than 31 days.

In such case processing will be done, but any report that contains all the dates horizontally, will

not be accommodated and error message will appear.

Any other summary kind of report can be generated.

19 MonthlyClearance

Monthly Clearance

This process can be executed for any earlier month.

This process need not be executed every month. You can proceed to next month, without

running this option.

It is in fact advisable not to clear at least previous month, because employee may have query

about their attendance which need to be answered, late leave, late Overtime may need to be

accounted, so keep at least 2 months data, so any periodic report for earlier period can be

generated without difficulty.

It is however important to run Monthly Clearance because data accumulated in the monthly file,

make the monthly and periodic processing slow, also during End of Day Clearance, the monthly

file is backed up, so need for Hard Disk space will also go on increasing, if Monthly file is not

cleared periodically.Based on your need decided, how many month data need to be retained and accordingly Monthly

Clearance need to be executed.

20 Password Password

TomSys supports 5 level of hierarchical password.

There are various functions that can be performed by certain level of password only.

You define password for the 5 levels.

In the Permission table, indicate the lowest level of password who can perform the operation.

Reason for specifying the lowest level is that the higher level password operator will be able to

perform function of lower level of password owner.

e.g. Level 1 Password is AAA

Level 2 Password is BBB

Master file Entry is permitted to level 1, and master file modification is permitted to level 2.

If level 1 operator starts the program, he will not be able to modify master. He can only enter

master.

If level 2 operator starts the program, he will be able to enter the master as well as modify the

master.

21 SetUp SET-UP

In order to setup TomSys, we need to have proper information about the following -

1. Company

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2. Departments

3. Category

4. Employee

5. Shifts

6. Leave types

7. Holidays

22 Master -

Company

Company

TomSys allows multiple company definition. While punching can be done in the same

Attendance Recorder and all processing is done on a single computer, you will have a choice of

generating reports for selected company or all companies combined.

Some of the MIS reports can be generated combined for all companies, while the statutory

reports are generated separate for each company.

This facility can also be used for maintaining proper records for permanent and temporary

workers or to maintain proper records for contract workers, without mixing them with the regular

workers of the company.

While defining the employee master, the company code to which he belongs will be specified.

You can change the company code any time you like, without loosing any information about the

said employee, but if you will generate Company wise reports, you may n

ot get proper reports, as for few days he will be shown under one company and for rest of days

he will be shown under another company.

23 Master -

Department

Department

Defining department should be based on the reporting requirements and not based on the kind of

department structure you may be having for general purpose.

e.g. You may have a production department, but you have 4 shift in-charge during each shift. It

will be a good practice to send in-coming shift report to each shift supervisor covering employees

under his command. In that case it will be appropriate to define 4 departments instead of 1.

You may even use initials of person to whom you may want to send reports regularly, asdepartment code.

During Employee master definition, you will be able assign department code to each employee.

Don't change department code during the month, else department wise reports will not be

proper.

24 Master -

Category

Category

Category is also based on the reporting requirements, rather than standard categories.

The consideration here will be like Late Coming reports may not be required to be printed for

certain employees or for payroll processing, employees need to be grouped differently based on

payroll computations.

25 Master - Shift Shifts

Shift is a unique set of In coming / out going time with various other parameters. Any of the

parameters discussed here under changes, than new shift code needs to be defined.

Shift code is single character code, so you can define shifts A-Z and 0-9 ( Except W, as it is

reserved for Week Off ) , giving you an option of defining 35 various combinations of shift

parameters.

Shift Code Letter A - Z, Numbers 0 - 9, ( except for W ) allowing you to specify 35 shift

codes

Shift Start Time as HH.MM for start of the shift

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Shift End Time as HH.MM for end of the shift

Lunch Start Time as HH.MM for the start of Lunch

Lunch Deduction Duration in Hh.MM which will be deducted from the duration between In and

Out time, to arrive at the Hours worked

e.g. General Shift starts at 9.00 and ends at 18.00 in this 1 hour is lunch time. The duration

between Start and End is 9 hours but working hours should be 8 Hrs, so to arrive at the Hours

Worked, 1 Hr. is to be deducted.

But in case of rotating shifts, each shift is of 8 hours duration, in which lunch duration is also

included, the value to be defined here will be 0 ( zero).

Excess Lunch Specify the duration of permissible Lunch time. Person staying out for lunch in

excess of this duration will be considered as time loss.

e.g. Excess lunch duration is 30 min., then person out for lunch for 40 Min. will be marked 10

Min. time loss as Excess Lunch

AS explained under Lunch Duration, in case of Generals shift Lunch duration is 1 hour and

excess lunch duration also will be 1 Hr., However in case of rotating shifts, where lunch duration

is included in the shift time and hence Lunch duration entered is 0 ( zero ), but he is entitled to

only 30Min. of lunch, so the Excess Lunch Duration value to be entered is 0.30.

Thus Lunch Duration and excess lunch duration can be either same or different, but Excess

Lunch duration can never be less than Lunch Duration.

Permissible ValuesLate Arrival Enter duration, which will be considered as grace after the shift start for Late

consideration. E.g. Shift starts at 9.00 and permissible Late Arrival is 10 Min. then only person

coming after 9.10 will be marked as late. But person coming

at 9.11 will be marked 11 Min. late and not 1 Min. Late.

Early Departure Enter duration, which will be considered as grace before the shift end for early

consideration. E.g. Shift Ends at 18.00 and permissible early departure is 10 Min. then only

person leaving before 17.50 will be marked as Early. But, personleaving at 17.49 will be marked

11 Min. late and not 1 Min. late

OT Calculation

Before Shift Start This parameter will take effect, only if Early OT flag is 'Y' in employee

master, meaning if person come to work before his shift starts then to consider him for OT or not.

Generally, OT is considered only in case employee workbeyond his normal shift end time, but sometime for departments like maintenance, EDP person

may be called on duty before his regular shift starts and to be given OT, if applicable.

Enter duration as HH.MM, before which, if employee comes to work, will be considered for OT, if

in Employee Master early OT Flag is Y.

e.g. shift starts at 9.00, and Before Shift start is 1.00 then person reporting before 8.00 only will

be considered for OT.

After Shift End Enter duration as HH.MM, after which, if employee leaves work, will be

considered for OT, if in Employee Master OT Applicable Flag is Y.

e.g. shift Ends at 18.00, and After Shift End is 1.00 then person leaving after 19.00 will be

considered for OT.

It is never possible that employee will leave sharp at the shift end time, so never leave thisparameter as 0 ( zero ) to avoid OT report containing values, which is not actually overtime, but

just the time it takes to get out.

Min. OT Allowed Enter duration as HH.MM. OT duration less than this will not be permitted.

Auto Shift Assignment

General

Many a times, the shift schedules are not maintained properly and wrong shift assignments will

results in wrong computations of Time Loss and Overtime.

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e.g. Shift schedule says employee will report in shift B that starts at 14.00 Hrs. and ends at 22.00

Hrs. But the employee attends work in shift A, which starts at 6.00 Hrs. and ends at 14.00 Hrs. In

this case 8 Hrs Time Loss as Early Going will be compute

d if employee leaves at 14.00, as according to shift schedule he is suppose to leave at 23.00 hrs.

Also, if he leaves at 16.00 hrs, OT will not be computed and Early Going will be shown as 6.00

Hrs. To correct this situation, the shift for the employee wil

l need to be edited from B to A. This may mean a lot of editing work, if more employee attend in

shift other than defined.

To alleviate this situation, TomSys incorporate a unique feature - Auto Shift Assignment.

For each employee, you need to specify possible shifts in which he can attend duty. Program

looks at the In time and try to assign shift from the list of permissible shifts, that fits the best.

For proper assignment, for each shift you need to define the earliest and latest possible arrival

time.

e.g. Shift G starts at 9.00 Hrs. earliest a man can come this shift is 8.00 and latest he can come

is 13.30 that is if he is attending for only half a day. So, for Auto shift assignment you define 1.00

as before shift start and 4.30 Hr. as after shift start. Based on this value, if employee's In time is

anytime between ( 9.00 - 1.00 = ) 8.00 and ( 9.00 + 4.30 = )13.30 will be assigned G shift.

Permissible shifts for an employee is defined in shift master as Shift Change Pattern, Before shift

start and after shift start parameter for each shift is defined in the Shift Master.Program will check the IN time, the pattern and the before and after shift time for auto shift

assignment and determines the shift to be assigned.

Before Shift Start Duration in HH.MM.

After shift start Duration in HH.MM.

Rounding Off

Rounding off Working Hours Y / N

You can specify the rule for rounding off the working hours, so odd figures like 8.13 will not show

up, it can be made 8.00, 8.15 or 8.10, as per your requirement.

Rounding off OT Hours Y / N

You can specify the rule for rounding off the OT hours, so odd figures like 8.13 will not show up,

it can be made 8.00, 8.15 or 8.10, as per your requirement.

26 Master -

Employee

Employee Master

This is the most important master and controls the final results.

This master must be prepared carefully before actual processing starts.

Remember that the changes made in this master on a particular day can not correct the result for

the dates the processing is already done.

Active Y / N

This flag indicates, whether the employee is currently punching or not.

The Daily processing will be done only for those employee where Active flag=Y

Employee who resigns, during the month, the flag should be made N. Once the flag is made N,

this employee will not appear in the Daily Reports, but the Monthly report will show his data, till

the date he was working. When you will run the End Of Month option, the employee with Active

Flag N will be removed from the Employee Master.

Card No. Enter 4 digit numeric code corresponding to the Card No. used by the Employee for

registering his attendance. When the Card is dropped / swiped by employee, he will see this

number on the EasyWay display, and the same will be stored, along with date and time of

punching.

Card No. is a unique identification of an employee. This may be different from the employee code

which is used for further linking with payroll program.

It will be advantageous to keep Card No. and Employee code separate. This will allow you to

recycle the cards of the employee leaving the employment. Employee code can never be

duplicated, but same card number can be assigned to different employee.

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* The card should not be given to another employee, till monthly processing and monthly report

printing is done.

Emp. Code Enter the Employee code as per the Payroll Master.

Once the data is received from EasyWay, the card Number is changed to corresponding

Employee code. From there after Employee code only will be used to refer to the employee.

Emp. Name Self explanatory

Company Enter the Company Code, to which the employee belongs.

Pressing Enter key, without entering any character will make the Code list appear. You can

choose the name from the list.

Department Enter the Department Code, to which the Employee belongs.



Category Enter the Category code, to which the employee belongs.



Designation Self explanatory

Sex Self Explanatory

Week Off Enter the Week Off day as SUN, MON, TUE, WED, THU, FRI, SAT.

Pressing Enter key, without entering any character will make the Day list appear. You can choose

the Day from the list.Once the week off is entered, you will be prompted for Second Week Off. Respond YES if you

need to specify second week off. If you respond Yes, you will have to enter the Day by typing

SUN, MON, TUE, WED, THU, FRI, SAT. The second week off can be a Full day off, Half day Off

or alternate days Off, this is specified by entering F,H,A respectively.

* Temporary Week Off change should not be modified in the Employee Master. Provisions are

there in the Muster Editing to take care of such temporary change. If the week off is permanently

changed, then only change the master.

Shift Type F for Fixed / R for Rotating

If employee attends the work in the same shift, throughout the work, specify his Shift Type as F.

If the employee is required to attend work in different shifts during the month like

First/Second/Third, specify his Shift Type as RShift Schedule - General

If you want to generate Shift Schedule, automatically, certain parameters needs to be specified

carefully.

For the month you want to generate the Shift Schedule, specify the Shift on the first day, number

of days after which the first change is to be made, the periodicity with which the changes are to

made thereafter and the change pattern.

e.g. Employees shift is to be changed from A to B to C every 6 working days and the seventh

day is a week off day. The schedule is to be as follows -

1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 C C W A A A A A A W B B B B B B W C C C C C

C W A

In this Case -

On the Ist day of Month C

Rotation pattern is ABC

Rotation period is 6

First change after is 2

* On the Ist day and Rotation pattern must contain valid Shift Code letter, as specified in the Shift

master.

* Rotation period can not be 0

* First change after should not be larger than the Rotation Period value

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Like this, define the 4 parameter required for generation of shift schedule. For subsequent

month, shift on the first day and first change after is not required to be defined, it will be

automatically taken care of the moment you run Daily Processing for the last day of the month.

The first time shift schedule is generated, when you set the date of starting the processing as

explained later under - Set New Month.

OT Applicable Y / N

Y will compute overtime for the employee

N will not compute Overtime for the employee

Early Arrival for OT Y / N

Normally, the Overtime is computed for working beyond the Shift End time, but some time, the

OT is computed for employee coming early also.

Time Loss Y / N

If Y, then only Late, early and Excess Lunch will be computed and reported

Fractional day Y / N

Y will compute the value of present as (Hours worked / Shift duration), i.e. if an employee works

for 7 hours Present is 7/8 and Absent is 1/8

N will consider Present values as 1 or 0.5 only

Separate In/Out Y / N

Y If separate EasyWay is used for registering IN and OUT punches

27 Master - HolidayHoliday Master

The dates specified in this master is considered as holiday and for this date, the status in the

muster will be HLD, if the person does not report to work and if one does come to work then the

hours worked will be considered as Overtime and the multiplier factor can be specified in this

master.

Holiday Date specify the date

Holiday Name Only used for your reference or to print list of Holiday

Adjusted date Enter a date here, if the holiday is to be compensated by working on a week off

day. This date will have to be the week off day. The status in the Muster will be CWD, standing

for Compensated Working day.

OT Rate factor If person work on the Holiday, the Overtime hour is multiplied with this factorand considered as OT.

28 Master - Leave Leave Master

You can specify up to 15 types of leave account, for each you can have separate status for Half

day, Full day leave.

e.g. L1 account is for CL, for full day you may specify Status as CL and Half day HCL or for First

half CL FCL and for second half CL SCL for better understanding from the Muster. But in all the

cases the Leave Code will remain L1 and the status will be de

fined accordingly. Leave code is used for accounting for the balance and Status is what is printed

in the Muster.

Code L1 - L15

Name Name of the leave.

This is what you will in the pull down menu, at the time of leave entry.

Status What you enter here will be shown in the Muster, for this lave type

Leave 1.00 or 0.50

Maintain balance Y / N

Y will keep the balance. For SL, PL, CL needs to maintain balance, for Other type of leave only

consumed during month is to be reported

Max. balance Self Explanatory

If leave is not consumed during the year and new leave is added, it should not exceed this

number. Employee is not suppose to accumulate leave more than this specified value.

Leave Flag L / P / A

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When person does not report to work, appropriate leave is entered, but the leave may be

accounted under Leave, Present or Absent in the monthly summary for the payroll.

e.g. person on tour is to be marked P, person on ESI leave is to marked A and CL/PL/SL is

marked as L

In case Leave Week off Leave L / W

When a week off is sandwiched between leave, the week off is considered as either week off or

Leave

If L is specified - then the week off will be considered as Leave

i.e. if person takes PL on Sat-Sun-Mon then 3 days leave will be considered

If W is specified - then the week off will be considered as Week off

i.e. if person takes CL on Sat-Sun-Mon then 2 days leave and 1 week off will be considered

In case of Leave Holiday Leave L / H

Consideration is similar to Week Off

If L - then the holiday will be considered as leave only

If H - then the holiday will be considered as holiday

29 Parameters SETUP PARAMETERS

S_ABS C "Y" => "Y"/"N" --

For checking both side absent in monthly process.

S_ALT C "2" => "2"/"1" --

For assigning the Second Week Off for alternate Week Off assignment."2" - For 2nd, 4th Week of the month.

"1" - For 1st, 3rd, 5th Week of the month.

S_BUSLATE N 0.45 =>

Duration for Punch to be accepted after BUS arrival time. (i.e. Bus Arrival Time + S_BUSLATE)

Validation -> [0.01 [0.01

Duration in HH.MM

Validation -> [0.01

Duration for Posting the OUT PUNCH from IN PUNCH.

Validation - [Shift Hour+2.00

Duration for considering the second punch from first punch as duplicate punch and delete the

second punch.

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Validation - > 0.01

Cut off time for Pickup the IN-Punch (i.e. First Punch)

for process from the next day Punch (i.e. after the midnight punch. )

S_HALF N 4.00 =>

Minimum Duration for marking status Half if person comming Late or going Early.

Validation - [0.15 "N"/"Y"

Fixed, Don't change.

S_IN_ONLY C "N" => "N"/"Y"


S_IN_OUT C "N" => "N"/"Y"


S_LATE N 4.00 => Fixed, Don't change.

S_NO N 3.00 => Fixed, Don't change.

S_OTMIN C "Y" => "Y"/"N"

S_OT_MINUS C "N" => "N"/"Y"

S_PASS C "EASY" => Operate by Software.

S_PRN N 3.00 => Operate by Software.

S_PUNCH C "4P" => Fixed, Don't change.

S_P_EDATE D 30/04/2000 => Operate by Software.

S_P_PASS C "EASY" => Operate by Software.

S_P_SDATE D 01/04/2000 => Operate by Software.

S_REASON C "Y" => "Y"/"N"

For running the assignment of Reason Card.

S_RUN_AS C "Y" => "Y"/"N"

For assigning the attended Shift automatic from the Shift Pattern which specifed in Employee

Master.

S_RUN_SS C "Y" => "Y"/"N"

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For generation the Shift Schedule automatic for next month at the monment of giving clearance

of last day of month.

S_SDATE D 01/07/2000 =>

Operate by Software.

S_TIME N 2.00 =>

Minimum Duration of Working Hour for marking the Prsent.

Validation - [0.01 "N"/"Y"


S_TWO_DAY C "Y" => "Y"/"N" ->

For taking punchs of two days for process.

S_WOHLD C "0" =>

For marking status (POW/POH) or (WO/HLD) if person Present on Week Off / Holiday.

Flag Amount Status Present WO/HLD WO/HLD

"0" 1/1 0 / 0 POW / POH

"1" 0/1 1 / 0 WO / POH

"2" 1/0 0 / 1 POW / HLD

"3" 0/0 1 / 1 WO / HLD

Starting TomSYS

30 Start ProgramAS you start the program, you will be asked to enter Password -

The password you type will not be visible.

Factory set password is - easy

Password is case sensitive. It is 4 character long string containing 0-9, a-z, A-Z characters

Depending upon level of your password, you will be allowed to perform those operations

permitted to your level and level bellow yours.

If you type wrong password,

You can Select Retry or Exit by moving the highlight on required option using Left/Right arrow

key or Left clicking on the required option.

Selecting Retry, you will be asked to enter the password once again. You can retry maximum 5

times, there after the program will be terminated.

Entering correct password, will lead you to the Main Menu.

See Also: Password

ral

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31 Setup-Master-

Gene

Deleting an Entry :

Select the record, using the navigation method explained above and press button.

Selecting < Yes > will delete the record, provided this code is not used in the any other master.

e.g. You try to delete a Department code, which is assigned to some employee in the Employee

master, then it can not be deleted. In this case, you will see an alert -

===============================================

A L E R T

Code exists in the Employee Master

You can not delete the code

===============================================

Finding a specific Record :

Use < Find> button to locate any record quickly.

Selecting , search window will appear

Here simply press Enter key, and the code list containing the key field data will pop up, choose

the entry from the list

Select any entry from the list, by moving the pointer on it and pressing Enter, or using mouse left

click

Setting the Order

Every master entry will have a name and code. E.g. Employee code and employee name,department code and department name.

You see the name in the navigation area.

You can set the order of the name appearing in the navigation area to be Code or Name

Select Name to see the name in the Navigation area appearing in alphabetical order of name

Select Code to see the name in order of code

Select < Order > Button and you will see -

================================================

Code

Name

............>

===============================================

Choose Name or Code as desired.

etting NEW MONTH SETTING

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32 Setuo-New

Month S

This option is to be executed only the first time you install the program. There after, never run

this option

Enter the date from which you intend to start punching and process the data.

This option will generate the Calendar file and Shift schedule, based on the parameter specified

in the employee master.

If you run this option any time after you have started processing, you will see the message - ( you

were processing for September 2000, when you executed this option )

================================================

M E S S A G E

New Month already set for September, 2000

AND OR all days not processed for the above month

================================================

Select No, if you have selected this option by mistake.

If you really want to proceed for any reason, select Yes to proceed. -

You will see message -

==============================================

It could generate wrong shift schedule

==============================================

This is because, you may not have set the parameter for shift schedule generation, for such

inadvertent operation.

ule SET-UP - SHIFT SCHEDULE

33 Setup-Shift

Sched

This option allows you to modify the shift schedule for selected employee. The operation is

similar to the master file operation.

You see shift of all the date for the employee highlighted in the navigation area. You can change

the shift for any date, as desired.

See Also: Master - Employee

cessing DAILY PROCESSING

34 Process-Daily-

Pro

This option allows you to process the data received from the EasyWay.

This process requires data for the date of processing and for the next day. This is because Night

shift employee's out punch will be in the next date.

Selecting this option, you see Daily Process Menu -

========================================

D A I L Y

(*) Processing

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( ) Editing

( ) Manual Punch Entry

( ) End-of-Day Clearance

( ) Declare a Holiday

( ) Bus Late Entry

( ) Exit

=======================================

Selecting this option, you will see the message -

===============================================

M E S S A G E

You have to process data for 01/10/2000

Data for 01/10/2000 & 02/10/2000 required

===============================================

e.g. the message says data is to be processed for 01/10/2000, and hence to accommodate night

shift employee, 02.10.2000 data is also required.

The ALERT is to draw your attention that the data for 2 days are indeed available, before you

proceed with the processing.

You have transferred the data for the said 2 days, then select ( ) Yes,

if you have not yet transferred the data for the required 2 days, then select ( ) No.

( ) No will return you to the Daily Process Menu.

( ) Yes will proceed for the daily processing

If you select ( ) Yes, and actually you did not transfer the data for the required 2 days, you see

message -

===============================================

M E S S A G EData for 01/10/2000 & 02/10/2000 not available

Proceed if it was Week Off or Holiday

===============================================

If the said date is either a Week Off or Holiday, then it is possible that there will not be any data

and you will wish to proceed with the processing. In that case select ( ) Yes.

But it is neither a week off nor a Holiday and you have forgotten to transfer the data, then select (

) No.

( ) No will return you to the Daily Processing

Menu

( ) Yes will proceed with the processing.

#NAME?

select Yes, every one will be marked Absent. Not much is damaged, if you realize the mistake at

this point. You can transfer the data and do the Daily Processing once again, but not realizing the

mistake at this point and you also execute End of Day

Clearance then you will have to edit punch for every employee for the day. So be careful before

selecting ( ) Yes at this stage. If in doubt, check before you proceed and save yourself an

unnecessary labor

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During processing, all the time related computations like Late, Early, Excess Lunch, Overtime,

etc are calculated on the basis of the shift timings. If for any reason, the shift defined in the

Employee master does not exist in the Shift master, then the ti

me duration can not be computed, and hence you will see error message

==============================================

Warning -

Allocated shift does not exist in Shift Table

* Enter the shift allocated in the shift table

* Edit the shift code in Employee Master for Fixed Shift

* Edit the shift in Shift Schedule for Rotating Shift

===============================================

Selecting

( ) Yes will generate an error list. That will show you the name of employee and the shift that

exists in the employee master.

Using this report, you have to take one of the 3 actions defined in the Warning Box.

If this error did not occur, then the processing will be completed and you will see the message

indicating successful completion of Daily Processing and you will be returned to Daily Processing

Menu.ting EDITING

35 Process-Daily-

Edi

Selecting this option will show

===============================================

A L E R T

Selection Option

< Current > < History > < Abort >

==============================================

Will let you edit the data for the day you have processed the data and End-of-Day-Clearance is not executed

< History > This option will let you edit data for the dates End-of-Day-Clearance was executed

Select appropriate option depending upon the date for which you intend to edit any employee's

data

Selecting

< Current > will have only single date in the

Date window.

< History > will show you all the dates which

were processed and End-of-day-clearance executed.

Employee Code Window

This window will list all the Employee Code. You can navigate through this list using Up/Down

arrow key, PgUp/PgDown Key or using Mouse in the side scroll bar.

In all the other windows you will see the detail of the employee pertaining the combination of the

Employee code on which the pointer is resting in this window and the date in the Date window.

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By moving the pointer Up / Down in this window, for selected date you can see complete detail of

all the employees.

Date Window

You can move to the Date window by using Right Arrow key. By scrolling date in this window,

you can see detail of all dates for one employee on which the pointer is there in the Employee

window

Employee Detail Window

This window will show the basic details of the employee selected from the Employee Window

Shift Detail Window

Selecting from the bottom Menu, you will be placed in this window and you can edit the

Attended shift for the employee.

If you are not using Autoshift Assignment, you will need to edit the shift, if person does not attendthe work in the assigned shift. Without correcting the shift, all calculations will not be correct

Punch Time Window

Selecting in the Bottom Menu will bring you in this window. You can edit punch

time and date.

F9 will automatically insert current Date and F10 will automatically insert Next Date

The other 4 punches are meant for Short Leave, Over time at time other than immediately before

or after the shift time.

If you enter such time or are posted automatically, you have to indicate such punches as O for

Overtime, L for Loss, D for On Duty and S for Short Leave in the field that will appear next to the

2nd and 4th punch in this list.

All calculation will be based on this indication.

Time Loss Window

Selecting < Time Loss> will bring you to this window

In the Illustration here Y is shown next to Time Loss heading. You can enter Y or N here.

Y allows you to edit the loss values and you can also specify this values to be L for Loss, D for

On Duty and S for Short Leave

N will not allow you to edit the Loss values but you can declare this values to be L for Loss, D for

On Duty and S for Short Leave

Overtime Window

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Selecting < Over Time> will bring you to this window.

Based on various parameters, punching time and shift attended, overstay is calculated

automatically. This value will be shown as Total O.S.

You now have a choice of accepting the calculated Over Stay as Overt Time or change it to a

value you intend to grant.

A will accept the calculated OS as O.T.

G will ask for entering the granted value

You enter the OT value to be granted and the same will be considered as O.T. and not as per the

calculation based on the punching time.

Weekly Off

Selecting < W. Off > will allow you to change the weekly off day. You will see Day of Week

window

You can select the week off day appropriately. All calculation will be modified according to this

new week off day.

Status window is showing you the status during first and second half, attendance value for the

day and hours worked values. You can not edit any value in this window.

Reaching a specific Record

Selecting < Jump > will allow you to go directly to the record of specific employee and specific

day.

If you are editing < Current > date data then date is obviously the current date only, so date will

not be asked in that case.

You see the window as follows -

=============================================

SELECTION WINDOW

Enter Date : 01/07/2000

Enter Employee Code : 1111

=============================================

Based on the values entered, pointer will go directly to the respective record and details will be

shown to you for further editing.

ual Punch MANUAL PUNCH ENTRY

36 Process-Daily-

Man

This option allows you to view the raw data as well as allow you to enter any punch which

employee may have forgotten.

Refer to Manual Punch section under Functions, before you proceed further.

F4 - JUMP will show you

==========================================

J U M P

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ENTER EMPLOYEE CODE : _____

===========================================

Enter Employee code. If you enter valid employee code, pointer will jump to the first record

corresponding to this employee.

If wrong code is entered, you will see error message, press any key and jump will be cancelled.

F5 - ADD will

Insert a record at the place where the pointer is and with the same date and employee code with

Time as 0.00 and M in Manual column.

You can enter appropriate time to complete the record.

F6 - DEL

Will delete the record, where the pointer is.

=>> When you press F6 key, you will not see therecord disappear immediately from the screen, but the record would have been deleted.

Once you are positioned on the record that requires editing or you are entering new record,

following needs to be entered under each column -

Date is the date of Punch

Code is the employee code number

Time is the time of punching

I/O is applicable only if Separate In/OUT is Y for the said employee. In this case enter I for In

punch entry and O for Out Punch entry.

Manual is automatic field. M will appear as soon as you make manual entry. This flag can not be

edited and the same will be included in daily process file when manually entered punch is posted.

Prev. Day indicates whether the punch appearing on the screen is already posted in the previous

day processing. This happens for Night shift out punch.

=>> Do not edit this flag, ever.

Reason Card -

If the punching is associated with reason card, enter appropriate Reason Card Number for

proper posting.

of Day END-OF-DAY

37 Process-Daily-

End

Once you are sure that all the data required for the daily processing were transferred, missing

punches are cleared, then run this option, to complete the work for the day and proceed to the

processing for the next day.

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=>> Before running this option, at least view the

Daily Performance Report on the screen.

It is some times possible that you may not have transferred the data properly and run this option,

then you will have to do a lot of editing, when you find out.

iday Declare A Holiday

38 Process-Daily-

Hol

A holiday is normally declared in the Holiday master. Once a date is entered in Holiday master,

during the daily processing for the day, it will be properly accounted for.

But, if daily processing is done and you need to declare a holiday there after, you will use this

option.

Selecting Y will ask for the date to be declared as holiday -

--------------------------------------------

Enter Date for the Holiday : 17/04/2000

Enter Name of the Holiday : Ramzan Id

--------------------------------------------

When this date was processed, since employee did not report to duty he would have been

marked Absent. Running this option will change the Status from Absent to Holiday for that date.

Late BUS LATE

39 Process-Daily-

Bus

If company is providing Bus facility and if a bus is late then all the employee travelling by that bus

will be punching late, but the same is not to be considered as late. To cancel this late duration,we need to specify which bus was late on the day.

The screen will be as follows -

----------------------------------------------

Date Shift Arrival Time

01/10/2000 A 9.20

----------------------------------------------

By specifying this information, all the employee in that shift using Bus facility will be not marked

late.

rocessing MONTHLY PROCESSING

40 Process-

Monthly-P

Selecting Processing from the Monthly Menu, you will see the message -

------------------------------------------

MONTHLY PROCESSING

PROCESSING FROM DATE : 01/07/2000

TO DATE : 31/07/2000

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------------------------------------------

* The dates are picked up from the Monthly

Processing Schedule, provided under Utility Menu. This is set once for the year and based on the

month of processing the dates are picked up.

Selecting Yes will proceed with the monthly processing.

You will see the Message -

-------------------------------------------

M E S S A G E

Looking for both side absent

1111 Please Wait

-------------------------------------------

This process looks for employee absent on both the side of Weekly Off. Based on the parameter

specified, the Weekly Off will be changed to Absent or kept as Week Off only.

Messages will be displayed indicating various processing being completed, finally, you will seethe message -

-----------------------------------

Monthly Processing Over

------------------------------------

SEE ALSO :UTILITY-MONTHLY SCHEDULE

Clearance MONTHLY CLEARANCE

41 Proccess-

Monthly-

Selecting clearance will show you the message

------------------------------------------------

M E S S A G E

Make sure you have taken all the monthly reports

From date 01/07/2000 to 31/07/2000

------------------------------------------------

Selecting Yes will clear the month. The Monthly clearance will transfer data from Monthly file to

Yearly file.

* You will not be able to edit the data or take

any monthly reports, after executing this option

eq. File Sequential File

42 Process-

Monthly-S

Selecting Sequential file option will generate ASCII file of Monthly summary data for integrating

these data with the Payroll processing program.

LEAVE

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43 Process-Leave

This option allows you to take care of Leave related operations.

Following Leave Menu will appear

--------------------------------------------

L E A V E

( ) Balance

( ) Entry

( ) List

( ) Posting

( ) Reports

( ) Clearance

( ) Accrual

( ) Exit

-------------------------------------------

ance LEAVE BALANCE ENTRY

44 Process-Leave-

Bal

Selecting Balance, will allow you to enter opening balance for each employee's various types of

leave.

Employee selection popup will appear -

Select an employee code

You ill see the details -

------------------------------------------

Employee Code & Name :- 1001 Hemant Desai

Leave Type Accrued Consumed BalanceCL 20

PL 10

SL 10

OD

LWP

---------------------------------------------

Enter the respective opening balances.

This is required only at the start of the system.

* This option is also useful, in editing specific

employee's balance after Accrual option is executed.

In case of Accrual every employee will be credited same number of leave days, but some

employee may not entitled for the full allowable days and it may require editing. In this case also

you will use this option.

ry LEAVE ENTRY

45 Process-Leave-

Ent

Select Entry for Leave Application Form Entry. Following menu will appear -

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----------------------------

LEAVE ENTRY

( ) Entry

( ) Edit

( ) Deletion

( ) Exit

-----------------------------

LEAVE ENTRY

Leave Entry option will bring up the following screen -

-------------------------------------------

Enter Date of Posting : 17 / 04 / 2000

-------------------------------------------

* This date will be included in the database

along with the sanction leave detail. This date will be useful in taking check list of leaves entered

during the day.

Having entered the date, you will be asked to enter the employee code and corresponding namewill be displayed and you will be asked to confirm before proceeding -

-----------------------------------------------

Employee Code ( R to Exit ) : 1001 Hemant Desai

From Date 17 / 04 / 2000

To Date 21 / 04 / 2000

Leave Type __

-----------------------------------------------

Enter the dates of leave from & To dates.

When you are at the Leave Type field, simply press Down Arrow key and you will see the pull

down menu of type of leaves available in the Leave Master.

-------------------------------------------------


From Date 17 / 04 / 2000

To Date 21 / 04 / 2000 5

Leave Type CL Casual Leave

Leave Days 5.00

Remark -------------------------

-------------------------

-------------------------------------------------

Next to the To Date you see the number of days as the days between From Date and To Date.

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Leave Days field should contain actual number of days, taking into account weekly off and

Holidays. The number of days shown here should be considered for the Leave Consumed days

and accordingly to computer leave balance days.

If the Leave days are From & To dates are same i.e. leave day is just 1 then chances are that

leave may be for full day or for half day. You will see the following -

-----------------------------------------------


From Date 17 / 04 / 2000

To Date 17 / 04 / 2000 1

Leave Type CL Casual Leave

Leave Amount 1.00

Break F

Remark ------------------------

------------------------

Enter Break as F - Full day / 1 - First Half / 2 - Second Half

------------------------------------------------

Leave amount is

1 for full day leave and

0.5 for half day leave

Enter F for full day,

1 for half day leave during First Half and

2 for half day leave during second half

as the case may be.

LEAVE EDIT

Leave Edit option allows you to edit the leave form that you have entered, but was not posted

After having entered the leave, you will print the check list of leave forms that you have entered.

Various option to print the Leave Checklist is explained later in this section. This list will give you

all the data that you will have to enter in order to

edit the leave form.

You will be editing the dates or the leave types.

Selecting Edit will show you -

-----------------------------------------------


------------------------------------------------

You enter the code, name will be displayed and you will be asked to confirm. Selecting Yes will

show you further screen -

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-----------------------------------------------


From Date 17 / 04 / 2000

To Date 17 / 04 / 2000 CL found for the given date

--------------------------------------------

You enter the date as you have entered originally.

If Record is not found, you will see -

---------------------------

Entry not found

----------------------------

If a record for the given employee code and the dates entered is found, you will see the me

message like "CL Found for the given Date Period " as shown will be displayed.

Edit cursor will be in the date field. Now you can edit the dates if required. If date is not required

to be changed, press enter key twice, the date period will be left unchanged.

Now you will see the Leave type as entered by you.

To see the pull down option of leave type, press PG Down key. Select the required leave type,

and complete the rest of the fields as explained in Entry

LAVE DELETION

Deletion option is to be used to delete the leave form entry as entered, if it is duplicated or leave

application is to be cancelled.

* Deletion is possible, only if the leave is notalready posted.

Selecting Deletion, will show you -

------------------------------------------------


Date : 18 / 04 / 2000

Leave Type : CL

Are you Sure < Y / N > ? ..

------------------------------------------------

Enter the code and name will be displayed and you will be asked to confirm.

Confirm the code and Date will be shown -

date will be searched and if found, the Leave type as entered will be displayed, as shown in

above screen.

If this is the record you intend to delete, confirm by typing

Y, and the record will be deleted.

N will leave the record as it is

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and you will be prompted whether to continue editing -

t LEAVE LIST

46 Process-Leave-

Lis

List option allows you to print check list of leave forms entered.

Selecting this option you will see -

------------------------------------------------

LEAVE ENTRY LISTING

Entered Datewise / Datewise / All : [ E / D / A ]

------------------------------------------------

E allows you to get listing for selected date of entry. The Date of Entry is the date that you

entered at the start of Leave form entry

Selecting E, you will see -

---------------------------------------------LEAVE ENTRY LISTING ( ENTRY DATEWISE )

From Date : 18 / 04 / 2000

To Date : 18 / 04 / 2000

----------------------------------------------

Entered date range as required. E.g. In the case shown above, you will get the listing of all the

leave forms entered on 18/04/2000

Selecting D, you will see -

-----------------------------------------

LEAVE ENTRY LISTING (DATEWISE )

From Date : 18 / 04 / 2000

To Date : 28 / 04 / 2000

----------------------------------------

You will get the list of leave forms containing dates as per the range specified here

e.g. In the case shown here, you will get list of leave forms, where leave date applied for are

falling in the range of 18/04/2000 and 28/04/2000

Selecting A, you will see -

------------------------------------------

LEAVE ENTRY LISTING

Department : ------

From Date : 18 / 04 / 2000

To Date : 18 / 04 / 2000

-------------------------------------------

You can enter Department, if you want leave forms pertaining to specific department. Leave it

blank for all departments.

The date range is for the date of leave.

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You will get listing of all the leaves falling in the specified date range.

Based on any of the above selection, once required data is given, you will see the Report printing

options -For explanation of report printing option, refer to section on Reports

SEE ALSO:Report-General

ting LEAVE POSTING

47 Process-Leave-

Pos

The leaves as entered needs to be posted in the muster.

This option keeps leaves ready for posting.

If daily processing the date of leaves is done, it will be posted right away. Leaves for the day later

than the date of daily processing done so far will be posted as and when those date's daily

processing is done.

* If you do not select this option, leaves will

be posted automatically, when you will execute Monthly Processing.

* You will run this option only if you want tosee the effect of leave in the Daily reports or periodic reports.

=>> Once this option is executed, leaves can not

be edited.

* It is advisable to post leave at the time of

Monthly Processing only

ort LEAVE REPORTS

48 Process-Leave-

Rep

Report option will show you following options -

-------------------

Leave Report

( ) Balance

( ) Register

( ) Exit

Balance option will show you leave balance for specific leave type

Leave Balance Report

Leave Type

CL

PL

SL

Press Down arrow key to position pointer on the required leave type and select the same by

pressing Enter

Once you select the Leave type -you see

Leave Balance Report

Leave Type : CL

Date of Report : 18/04/2000

Device (F)ile/(P)rinter/(S)creen/(C)ancel..? .F.

The date you entered will be shown in the report heading as Leave Balance as on.

The device is self explanatory

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Giving this parameters, you will the report showing Leave balance of each employee for the

selected leave type.

Register option will show the Leave Register, which contains opening balance, all the days of

leave and final closing balance.

Selecting the option will show -

Leave Register

Print Leave : < All > < Selective >

Device (F)ile/(P)rinter/(S)creen/(C)ancel..? .F.

Selecting All will include all the Leave types, for which Balance is maintained.

Selecting Selective, will allow you to select the leave type, after you have specified the Device.

Selecting one type of leave, you will see Opening balance, days of leave for the specified type

and closing balance.

49 Process-Leave-

Clearance

LEAVE CLEARANCE

As explained in the Leave register, you have an opening Balance, leaves taken and closing

balance.

The Leave Balance will start from the Year Opening Balance, and all the leaves taken during the

year.

But if you want to see the Leave Register as having Opening Balance as on the First of the

month and leaves taken during the month, then you need to run this option.Selecting this option, you will see -

Enter Month End Date : 31 / 04 / 2000

Confirm the date entered, and the clearance will be executed.

The Opening Balance will be calculated as on the date specified here.

Running Leave Register here after will have opening balance as on the date specified above,

and leave days after that date will be shown in the report.

* If you want to see the Leave taken during quarter, then execute the Clearance option every

quarter.

50 Process-Leave-

Accrual

LEAVE ACCRUAL

Accrual option allows you to add / replace leaves periodically.Selecting this option will show you pull down of the leave types.

Selecting a specific leave type, you will be asked to enter Leave Amount. Enter Number of Days

of leave to be accrued.

+ If in the Leave Master, Carry Forward is Y,

then the Leave Amount specified here will be added in the Balance.

+ If in the Leave Master, Carry Forward is N,

then the Leave Amount specified here will Replace the Balance.

51 Report-General

52 Report-Daily

53 Report-Monthly

54 Report-Periodic

55 Report-Leave

56 Report-Yearly

57 Report-Master

58 Utility-Backup BACKUP

BackUp allows you to keep back up of data files on floppy disk or any othe backup media.

The Backup files that will be generated will have ZIP extension.

Based on the system date, automatic file name like TOMBCK07 for 07 as current month will be

generated. You can accept this name or give your own file name.

The File will be created in the Drive as seen above.

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C is your current drive.

Pull Down will show all file including Network drives. You can select, on which drive the back up

file is to be create.

The Directory - TOMSYS is your current directory in which you can create your backup files.

You can choose correct directory from the box on the left.

Once you select Drive, the directory on the selected drive will be shown.

Use Tab key or Mouse to select to start the backup process.

Selecting SAVE will show you -

B A C K U P

The Backup of all necessary data files are in the

Drive:\Directory\File Name.ZIP is C:\TOMSYS\TOMBCK07.ZIP

Existing Data File Size is : 1.00 MB

Backup Data File Size is : 0.71 MB

Number of floppies required ( approx. )

Size - 3.5" Capacity - 1.44 MB : 1 Nos.

Size - 5.25" Capacity - 1.2 MB : 1 Nos.

If any other drive then calculate yourself

Based on the database files, requirements of floppy disks will be computed and displayed. You

must have as many blank floppy disks ready, before you proceed with the Back Up operation.

Selecting OK will start the back up operation

Selecting Modify will allow you to change the Drive, Directory and/ or Backup Filename

59 Utility-Restore RESTORE

Restore option will restore database files from the Backed up files

Selecting Restore will restoring the data files from the backup files.

* If files already exist in your working

directory, you will be warned that the files already exists, you wan to overwrite. Before saying

Yes, make sure you indeed want to overwrite existig data files with backup data files. If you make

any mistake and required files are overwritten, you willlose all the data, that can not be recovered, unless you have backup.

60 Utility-

ReIndexing

Some times, the Index files gets corrupted and you need to re-index the data files for proper

operation.

If you see wrong name for corresponding codes or postings are not taking place correctly, you

must re-index data files.

Selecting this option, you will see -

A L E R T

Re-Indexing Files

Selecting All Files, all the files will be automatically indexed.

Selected File Option, will index only selected file.

e.g. You will see -

A L E R T

Index Employee Master ?

< Index > < Skip > < Cancel >

At each stage, decide whether you want to index the specified file.

Index will do the re-indexing of the file

Skip will take you to the next selection

Cancel will take you back to the Utility Menu

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61 Utility-PasswordSelecting Password, will show you the Password Menu -

P A S S W O R D

( ) Password Change

( ) Access Permission

( ) Exit

Password Change will allow you to define all the 5 levels of Password. You see

PASSWORD CHANGE

Level Password

1. Manager EASY

2. Supervisor 2222

3. Officer 3333

4. Operator 1 4444

5. Operator 2 5555

The password system is hierarchical. Functions permitted to lower level password user can be

performed by the higher level password user.

E.g. Manager can do all the functions, Supervisor can do all the functions, except the one

defined for manager and Operator 2 can do only those functions assigned to him.

Make necessary changes and press Esc to exit.

Access Permission option allows you to define the access rights, as follows -

ACCESS PERMISSIONTopic Level

Change Password 1

Update Master Files 2

Shift-In Processing 5

Daily Processing 4

Monthly Processing 3

Sanction Leave 4

Reports 4

Backup/Restore 3

Clearances 2

* The Password Change permission should rest

with the highest level of password user.* The Clearance and Master File Updation also

should be restricted from the lower level of operator. It must be done under guidance of senior

time office personnel.

VIEW REPORT

62 Utility-View

Report

View Report option, allows you to view stored reports.

When you select any report, in Device Selection, you can select File. Selecting File asks you to

specify File name. In File View option, you can use this file name to access the report once

again.

Selecting This option, you will see

Report View

Current Drive is C:

Current Directory is c:\TOMSYS

Select Report

C:

C:\TOMSYS\

[..]

[DBFS]

REP.PRN

180400.PRN

LATE.PRN

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The files with PRN extensions are report files.

Use Up/Down Arrow key to select the report and press Enter key and then Esc key to view the

report.

Having seen the report press Esc Key to return to the Utility Menu.

Yearly Schedule

63 Utillity-Yearly

Schedule

This option allows you to define dates for monthly processing.

* You can generate report for any period using

Periodic Report Option, but Monthly Processing must be done using this schedule. This is to

avoid any error in data considered for Payroll. Any error in specifying dates for monthly

processing can generate wrong summary and the same will affect the payroll

You will see -

Enter dates for Monthly Processing Schedule for Year

Year Start Date 01/08/2000

Year End Date 31/07/2001

Want to Proceed : N

Pressing Y will generate the schedule according to this parameters.

Yearly Schedule View

64 Utility-YearlySchedule View

This option will show you the schedule as generated in earlier operation.

You can not change any values in this table.

This operation will clear all the data files for the year. It is important to run this operation at

appropriate time, to make the database empty otherwise the processing becomes very sluggish.

65 Utility-Yearly

Clearance

As you run Monthly Clearance, the data is transferred to Yearly data file. When you run this

option, the data is further transferred to history files, one each for each year.

During Yearly clearance, the files generated will have name like - YRDT1998, YRDT2001, etc.

You can run yearly clearance for part of the year also, e.g. you can run this option from 01/1998

to 05/1999. In this case YRDT 1998 will contain data for all the 12 months and YRDT 1999 will

have data from 01 to 05 months only. Later when you run Yearly clearance from 06/1999 to12/1999, in YRDT 1999 data will be added for the months 06 to 12.

Selecting this option, you will see the following screen -

Y E A R L Y C L E A R A N C E

Clearance Range - From 01/1999 To 08/2000

Enter the Month & Year for Clearance upto.

Month : 01 Year : 1999

A L E R T

Confirm the clearance upto above specified Month & Year

( ) Yes ( ) No ( ) Cancel

Selecting Yes will execute the clearance. Files as explained above will be created.

If you have enough room on your Hard Disk, you may leave these files on the Hard Disk, else

copy all the files that ends with the year e.g. YRDT1999, YRLEAV1999, etc to floppy or any other

backup media and delete these files to free space on the Hard Disk.

Ignoring CDX Files

66 Utility-Ignore

CDX Files

This is more of a maintenance engineer's operation. Like Re-indexing, some times these files get

corrupted and before it is Re-Index, this option need to be executed.

Selecting this option, you will see -

M E S S A G E

Ignoring the CDX Files or Damaged CDX Files After this procedure You must run Re-Index Utility

A L E R T

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Are you Sure

( ) Yes ( ) No

Selecting Yes will proceed with the operation.

* Run Re-Indexing option, immediately after this operation

What's New in TOMSYS since May-2001

67 What's New

Since May-2001

>> New Features and Essential Changes (while upgrading the WTomsys.exe)

L. - Added New report "Date Wise Leave Report".

Dated : 17/01/2004 onward.

Procedure : Add a new record in REP_PARA.DBF which R_ID="L05".

K. - Monthly Deduction Report for selective period and also from Yearly Period.

Dated : 13/12/2003 onward.

Essential Changes : In report file REP_PARA.DBF delete the existing report no.

M07-O7. Monthly Deduction Report and append the same-MTHDED.

J. - Removed useless table DBFS\P_L_REP.DBF

Date: 26/08/2003

Change in REP_PARA.DBFRI_D=L01 REPORT NAME=POSTED LEAVE REPORT"

Change File name into the R_PARA(memo) POST_LEA at line 57

and make empty the field R_PROC for the same.

I. - Marking of Half day on Late comming and Early going is individual and parametered.

Date: 14/08/2003 Change in file Setup.MEM

1. Remove memeory variable S_HALF

2. Add memory variable S_HLFLATE = 4.00

3. Add memory variable S_HLFERLY = 4.00

H. - In Daily Report - Daily Performace with 8 Punches is also

reporting for Back Period.

Date: 05/10/2002If REP_PARA.DBF is standard then replace it with new REP_PARA.DBF

from file TomDinst.exe

Otherwise (if any change in REP_PARA.DBF then) perform the

following Changes from New REP_PARA.DBF from file TomDinst.exe.:

Delete Existing Report "Daily Performance Report with 8 Punch"

and add same from REP_PARA.DBF (new) from file TomDinst.exe

G. - Reduced the No of Database file

Date: 05/10/2002

Procedure

1. Add field TOTABS-N(5,2) in MON_PER.DBF

2. If REP_PARA.DBF is standard then replace it with new REP_PARA.DBF



following changes from REP_PARA.DBF(New) from file TomDinst.exe.:

Delete Existing Reports AND Add same from New.

a. Monthly Absentism Report ---> Monthly Absentism Report

b. Periodic Absentism Report ---> Periodic Absentism Report

c. HalfMarked For Late Coming---> HalfMarked For Late Coming

(By System) (By System)

d. Weekly Shift Schedule ---> Monthly Shift Schedule

Report

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F. - Openning Balance Date Entry and Displaying into report.

Date: 05/10/2002 onward.

Procedure :

1. Overwrite table DENTRY.SRN

2. If REP_PARA.DBF is standard then replace it with new REP_PARA.DBF



following Changes from New REP_PARA.DBF from file TomDinst.exe.:

Delete Existing Report "Leave Balance (Customised)" and

add same from REP_PARA.DBF (new) from file TomDinst.exe

E. - Marking of (Half Day (By System) on every define number of late coming

OR

Consideration of Late in loss, except defined number of time late

comming while Monthly Process. Added feature on 10-02-2004

Date: 15/10/2001 onward. and added fea

Changes : Add field LT1MARK C(1) in MONDATA.DBF and

YRDATA.DBF, add Report R_PROC='ABSLSTMT' into REP_PARA.DBF for

reporting of Half Marked Days by the System.

Procedure : Enter the following in MSTCAT.DBF as per applicable inrespectivly category Code.

Enter LOSS = "Y" and L_FERQ = 3 (For every 3rd Late should be

marked as HALF) OR

Enter LOSS = "G" and L_FERQ = 3 (For first 3 Late will consider as

Grace and rest late will consider as LOSS

D. - Calculation of Over Stay for those person who are not applicabel

for OT.


Essential Changes : Add field MOS N(6.2) into MSTEMP.DBF and for

Report add R_PROC = 'OSREG' into REP_PARA.DBF

Procedure : In employee master fill "Y"/"N" for Early OS calculation.

C. - Process time for Yearly Leave Summary Report has reduced by

approximatly ten times.


Essential Cahnges : Add field RCNO N(10) in YER_LEAV.DBF

B. - Holiday/WeekOff Adjustment (i.e. HLD / WO)


Essential Cahnges : Add field HLD_STA C(1) in MSTHLD.DBF

Procedure: Declared day into Holiday Master will treated as WeekOff

and Holiday if Status = "W" and "H" respectivley.

A. - End of Day Clearance can be perform without Clearing Miss Punchs.


Essential Changes : Add memory variable S_CHK_MIS = 'Y' in Setup.Mem.

Procedure : Change the value of S_CHK_MIS as per following choice.

"Y" = Check the Miss Punch.

"N" = Do not Check the Miss Punch.

"A" = Mark Absent for Miss Punch.

"P" = Make full day Present for MISS Punch.

>> NEW FEATURES (Without Changing the Structure of Database)

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B. - Most of the foxpro commands can execute within TOMSYS.exe.


Procedure : Tomsys->Utility->Yearly Schedule View->Press Ctrl+F5, You

will found Command input line.Run the foxpro commands. Press Key

ESC to return into Tomsys.

A. - Utility to Modify/Add/Delete the Configuration variable in file

SETUP.MEM


Supporting File : SetupMem.EXE (inside Install\TomUtl.EXE)

Procedure : Tomsys->Utility->Yearly Schedule View->Press Ctrl+F4.

>> INTERNAL RECTIFICATIONS

H. - Remove the following memory variable from SETUP.MEM file.

Date: 14/08/2003

S_SDATE, S_EDATE, S_CHK_ERLY, S_CHK_LATE, S_P_EDATE, S_P_SDATE

S_TOM_EDIT, S_LATE, S_NO, S_PRN, S_P_PASS.

G. - Now Employee Master Entry/Modification become easier i.e. free

form entry with all validations.Date: 05/10/2002

F. - Added inbuilt utilities to optimisation of Database files:

i.e Reduced the nos of files and clearing useless records.

Date: 05/10/2002

E. - Second Week off for Half Day Working now functioning.

Date: 19/08/2002

D. - Process for Only Single Day Punch data. (i.e. S_TWO_DAY = "N")

Date: 12/04/2002

C. - Consideration the MISS Punch as Full Present in the Department/

Category Summary Report for the day only.

Date: 01/03/2002

B. - OT Calculation for Flexiable Lunch Duration.


A. - Two In Punch Only


For Arpit Enterprise.

[RANDHIR KUMAR]

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Sr.No. TOPIC DETAILS

1 IntroductionThis document has been prepared with an objective to provide help while installing and

using TomSys - Time Office Management Program.

The program is menu driven and most of the operations are self- explanatory.

It is however, necessary to understand how various calculations are done, and how to

define various parameters and values to get desired results. Once set properly, the

operations are a matter of routine and no help is needed unless some errors occur.

Error reporting is another important aspect to learn, as proper reporting can help our

support engineer provide help quickly

See Also: What's New Since May-2001

2 Functions-

General

FUNCTIONS - GENERAL

Before you come to TOMSYS for Attendance processing, data must be transferred from

the EasyWay. Refer to Transfer Software

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