Tips & Tricks

Virtual TimeClock Tips & Tricks - February 2010

Things are always fast and furious around Redcort Software for a few months after a new software release, and Virtual TimeClock ‘10 is no exception. I’ve been amazed at how many of you I’ve talked to recently who haven’t taken advantage of your free time clock software upgrade yet. That’s right, I said free! If you’re receiving this newsletter, it’s because you’re currently enrolled in our software Maintenance & Support program and are entitled to free software upgrades, technical support, and training on new features during your enrollment period. So if you still need to upgrade, detailed instructions can be found at TimeClock Software Upgrades.

As promised, this month’s Tips & Tricks newsletter is all about the Report Writer. For those of you not utilizing the full power of the Report Writer, you’re missing out on a great tool for your business!

Automatic Time Deductions
Before we jump right into the Report Writer, I want to tell you about a significant change to the way your worker timecard reports display automatic time deductions. For those of you not familiar with automatic time deductions, they allow you to automatically deduct unpaid lunch or break time from employee timecards without requiring employees to clock out for the break or lunch period. In previous versions of Virtual TimeClock, your timecard report displayed a ‘D’ in the far right hand column as a visual clue that a deduction had been made, but you didn’t know how much the deduction was for by just glancing at the report. The ‘D’ is now gone but it’s been replaced by something even better. The actual amount of the unpaid automatic time deduction now displays in the new unpaid column on your timecard reports.

Here’s a quick Tip:
A different time deduction rule can be assigned to each individual worker. This makes it easy to apply different time deduction rules to different categories of employees. For example, maybe you want to automatically deduct lunch breaks from your warehouse workers, but require your administrative employees to punch in and out for their lunch breaks.

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 for immediate reporting by activity, department, leave category, or worker. Each one of these built-in reports offers a different look at the timecard data, automatically grouped to reflect hours, overtime, leave, and unpaid time for any date range. Detail reports list every recorded start and stop time for the date range selected, the date of all leave entries, and any timecard notes associated with the entries. Summary reports only display the totals for each group for the date range selected. The Report Writer offers a variety of different report options to choose from and uses three panels for configuring your timecard reports.
  • 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 different report totals and wages, leave and activity summaries, employee identification numbers and timecard notes, leave and activity columns, and signature lines.
  • Format panel – allows you to change the time display, margins, font size, line spacing, page orientation, and different fonts for each report.

Here’s a quick Tip:
For more information on all of your report options and everything the Report Writer can do, check out our time and attendance articles.

Virtual TimeClock ‘10 Report Writer Changes

For those of you that are already familiar with the extreme flexibility of the Report Writer, here’s a sampling of what’s new in the latest release of our time clock software.

  • Display a total for each individual entry, even with daily subtotaling enabled.
  • Set the time display on a per report basis (hours & minutes or decimal hours).
  • Set the page orientation on a per report basis.
  • Total salaried worker hours on a per report basis.
  • Display paid leave as a separate column on any timecard report.
  • Add a supervisor signature line to any timecard report.
  • Include activity and leave summaries on departmental reports.
  • Include worker summaries on activity and leave reports.
  • Include the hourly wage on worker timecards.

Here’s a quick Tip:
You can check out a full list of all that’s new on our website. Another great new report feature of Virtual TimeClock ‘10 is that you can easily print timecard reports for inactive workers directly from the report worker selection dialog.

I hope you’re able to put this valuable time and attendance tracking tool to work for your business. As always, we’re available to help answer your questions or assist you with creating or customizing your timecard reports. Next month we’ll take a look at some practical examples of creating custom reports and put some of these new Report Writer features to use.

Until next month,

Jeff Morrow