Tips & Tricks

Virtual TimeClock Tips & Tricks - June 2009

Things have been unusually active and busy around the offices of Redcort Software lately. We’ve added a wonderful new Customer Service Representative named Jessie Wilson. She’s ready to answer your questions and delight you with the outstanding service that you’ve come to expect from us. Don’t forget to give Jessie a nice warm welcome next time you’re fortunate enough to have her answer your telephone call or email.

We’ve also been having fun the last couple of weeks settling into our new offices after a recent expansion and complete remodel. When you consider 6 months of subcontractors, switching around offices, dust, and paint fumes, it’s a wonder we’ve stayed productive around here. And yet this has been one of our most productive seasons with the February launch of our major new Virtual TimeClock ‘09 release. In addition to assisting hundreds of customers with data conversions and new release questions, we’ve been introducing you the last several months to some of the major new features in Virtual TimeClock ‘09. This month I want to spend some time with you looking at what’s new in the Report Writer.

Reports Menu
Before we jump right into the Report Writer, I hope you like the new customizable Reports menu that provides users with immediate access to timecard reports. Remember, the new Display Groups functionality that we talked about in our March newsletter allows you to control what reports each user or group of users can view or print.

We’ve also added several new reports to the Report Writer:
  • Leave Detail – displays the paid leave hours recorded by each worker grouped by leave category for the selected dates.
  • Leave Summary – displays a one-­line summary of the paid leave hours for each leave category recorded for the selected dates.
  • Worker Leave – displays all the paid leave hours recorded by each worker grouped by worker for the selected dates.

Report Writer Overview

For those of you that are new to Virtual TimeClock, let me give you a quick introduction to the Report Writer. Virtual TimeClock provides a number of customizable, ready to use timecard reports that allow easy reporting by worker, task, leave category, or department. The Report Writer provides an easy to use interface for modifying these timecard reports, or creating new ones. This allows for a near infinite variety of reports that can be quickly customized and printed.

  • Selection panel – allows you to choose what timecard entries are to be selected, and how they are to be grouped and sorted for each timecard report.
  • Options panel – allows you to configure timecard reports to include employee identification numbers, social security numbers, signature lines, leave and task summaries, gross wages, and include daily, weekly, or group totals.
  • Format panel – allows you to change the font, line spacing, and margins for each timecard report.

Now let’s look at some examples of using the Report Writer covering three different skill levels: beginning, intermediate, and advanced.

Beginning Users

Here’s an exercise that all experience levels should find easy to complete and valuable for their business operations. Let’s modify the signature line text that appears at the bottom of the timecard detail report for each employee.

  1. From the Reports menu, choose Report Writer.
  2. Select the Timecard Detail report from the list of reports and click the Options panel.
  3. Click the Modify button next to the Signature Line checkbox.
  4. Add the phrase “All timecards must be approved by your supervisor prior to being submitted for processing.” to the default text and click the OK button.
  5. Now click the Preview button to see the results.

Pretty easy. Are you ready for the next level?

Intermediate Users

For those of you that already have some Virtual TimeClock experience under your belt, let’s create a worker vacation summary report.

  1. From the Reports menu, choose Report Writer.
  2. Select the Worker Leave report from the list of reports and click the tools button beneath the list of reports.
  3. From the drop-­down list, select Duplicate Selected Report.
  4. Rename the new report to “Worker Vacation Summary” and change the report type to Summary Report.
  5. Make sure the Entries drop-­down list shows Selected Leave.
  6. Uncheck all of the leave categories except vacation.
  7. Now click the Preview button to view your new report.

How’s that for simple?

Advanced Users

Now for the coup de grace. Let’s create a timecard report for selected departments and tasks. The new Report Writer allows you tremendous flexibility to create timecard reports for any combination of users, departments, tasks, and leave categories.

  1. From the Reports menu, choose Report Writer.
  2. Click the + button beneath the list of reports.
  3. Name the new report something that describes its function. For example “Admin Dept. Paid Breaks”.
  4. From the Group By drop-­down list, choose Department.
  5. From the Who drop-­down list, choose Selected Departments and check the department or departments you want to include in the report.
  6. From the Entries drop-­down list, choose Selected Tasks and check the task or tasks you want to include in the report.
  7. Now click the Preview button to view your new report.

Now that’s some power at your fingertips!
I hope this is all the introduction you need to start putting the Report Writer to work for you. As always, we’re available to help answer your questions or assist you with creating or customizing your timecard reports. Next month we’ll explore some eagerly awaited new features to the leave module.

Until next month,

Jeff Morrow