Tips & Tricks

Virtual TimeClock Tips & Tricks - January 2013

Happy New Year! January has been a busy month at Redcort Software with the release of Virtual TimeClock ‘13. Last year we focused on making the time clock much easier to use and added support for QuickBooks®2 and ADP®1 payroll.  In Virtual TimeClock ‘13, we dramatically streamlined the process of reviewing, editing, and saving your employee timecards.

We’ll cover many of the new features of Virtual TimeClock ‘13 over the next several issues of ‘Tips & Tricks’. This month I’ll show you how the new Report Preview window simplifies your employee timecard management.

Selecting people & dates
One of the first changes you’ll notice when viewing reports in Virtual TimeClock ‘13 is that you’re not asked ahead of time to pick what users and dates you want to run the report for. Once you select a report, it will automatically display with all the users for the display group for the current payroll period. This saves you steps and the report runs faster. To change your report selection, just click the People & Dates icon on the new Report Preview toolbar.

Here’s a quick Tip:
If your timecard always runs with past dates, then you need to update your payroll period settings and remember to close those payroll periods! Go to Configure and Payroll Period to bring your payroll period current.

Editing timecards
This is probably my favorite new feature in Virtual TimeClock ‘13. When you’re viewing an employee timecard, click the Entry Editor icon on the new Report Preview toolbar. You can make changes to punch times, add timecard notes, insert lunches and breaks, add manual entries and leave, and as soon as you close the window the report is instantly updated with the changes. I still get goose bumps every time I make changes and watch the timecard update! You can even add entries and make edits for people you didn’t run a timecard for, but only the original timecards will be updated when you close the Entry Editor.

Here’s a quick Tip:
For those of you that allow employees to edit their own timecards, they can now edit any entry in an open payroll period instead of just being limited to the current entry.

Changing report settings
I hope the ability to customize your timecards directly from the Report Preview window will get some of you into the Report Writer. This is an incredible and often overlooked tool for creating and customizing your timecard reports. You can change report options like how to subtotal hours, include gross wages for job costing, add or remove leave and activity summaries, include employee IDs, social security numbers, or timecard notes. You can add and remove optional report columns and signature lines. You can also change the page layout for each report, including margins, font size, line spacing, font, and page orientation.

Here’s a quick Tip:
You can customize the worker signature line to include verbiage about taking all mandatory meal and rest periods, or not violating employer policies like working unauthorized overtime.

Saving & emailing reports
Saving reports as a PDF makes for easy electronic storage or emailing timecards as an attachment to managers or your payroll processor. The default file name when saving the report will be the name of the report and the date, which makes it easy to find later.

Here’s a quick Tip:
Adobe Reader X and Lion’s Preview app allow you to electronically sign PDFs.

Next month I’ll show you the changes in Virtual TimeClock ‘13 to how employee leave benefits are accrued and reported.

Until next month,

Jeff Morrow