Time and Attendance

Time and Attendance

In order to use time and attendance, you must first ensure you have suitable shifts setup.  These records relate to the shifts a member of staff works, and you can set the standard amount of working hours within a shift. 

 

The shift information is setup with the clerk file of gpos and allows the entry of up to 8 shifts per clerk. (For those also using total control this feature can be found within ECR Specific Functions)

Depending on the site setup, the clerk shift system can be configured in several ways, this depends if it is a single till, multiple tills and multiple using the IRC system.


Setting up the Clerk Shifts


Open up the Total Control Premier and select Clerks Shifts from under the GPOS Specifics sub-menu.


Within the table you have three fields:


ShiftID - This is the ID number of the shift.

ShiftName - The name of the shift

StdShiftPeriod - Duration of time (hours) of the shift.


 
So, for example, you may have:

1     Early Shift      8

2     Late Shift      8

3     Night Shift     8

 
Upon successful entry, you need to click on the next free line for the changes to be recognised.


Button Required to add onto the Touch Screen Layout

You need to put the CLKSHFT IO button onto the keyboard.  This button needs pressing at the start and end of the shift.



When you press the CLKSHFT IO button at the start of a shift you will be asked to select the shift that is being worked.  Highlight this shift and press accept.  You will also get a printed slip stating when the shift was started.

When you press the CLKSHFT IO button to log off you will then get another slip with the start time, end time, and Hours worked.

Linking Clerks to Shifts.

This can be done in one of 3 ways.

Using option 5015 on the PGM key you can edit a clerk and assign the shifts to the clerks.

Using Total Control in the Specific ECR Functions screen under clerk functions you can set the shifts available in there.

Using the Total Control Premier, enter the shift number in clerkshift 1 to 8

Using Across Multiple ECRS

If using across multiple ecrs you will need to set up floating clerks and a clerk server.  You will need to ensure that the shifts are present on all ECRs. These can be IRC'd.

System Options

System option 427 

When set with a valid time,  (24h format e.g HH:MM), will automatically run a check at that preset time to ensure that clerks have clocked out. This operation will either run at the specified time, or the first time you switch GPoS on that day if the time has passed. You can also run this operation manually by entering system operation 9999998

This operation runs through the list of clocked in clerks and works out the end time that they should have finished against the current date. If they have exceeded the maximum end time of the shift, they will be forced out, and the hours worked will be shown as the number of hours in a shift. 

Reporting

There are four reports available. 

In Total Control Premier under the Staff and expand Time and Attendance will give you a list of reports.  In the list, there is a Time and Attendance report.  This report can be run over a date range etc. You can select Time and Attendance Summary Report which will give you a breakdown of Clerk Report showing the summarised total days/hours/minutes logged in.

With the Time and Attendance Summary with Costs will show the attendance times with the total costs shown. The costs are taken from the 'Pay Rate' setting defined against each clerk. And final Time and Attendance with Costs report showing the times logged in and logged out with the total costs shown. The costs are taken from the "Pay Rate" setting defined against each clerk.

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