i-Account - How to Perform First Time Bank Reconciliation

Wednesday, May 18, 2022 TimeTec 0 Comments



Introduction 
For i-Account users, reconciling the bank records in the system against the actual bank statement is an important monthly task. Admins can use the bank reconciliation function in the system to complete this process. 

Refer below for a guide on starting the first month bank reconciliation.

How To Perform First Month End Reconciliation

1. Go to Banking and General Ledger > Transactions > Reconcile Bank Account to start the first month end reconciliation.

2. First, select the relevant bank account from the Account dropdown menu. 


3. At the Bank Statement menu, select “New” to create a new bank reconciliation. 


4. Next, choose the From and To dates. Choose an appropriate date range to ensure all transactions in the system are included in the listing below. 

From: Choose the date of the earliest transaction in the system.  For example, if the earliest transaction is for the migration date of June 30th 2021, you can select that date or even much earlier such as January 1st 2020.
To: Choose the reconciliation date, e.g.,  July 31st 2021. 


5. Next, under Reconcile Date, select the reconciliation date (e.g., July 31st 2021). Enter the Ending Balance (balance in actual bank statement on the reconciliation date). Tick at least one checkbox in the transaction listing below to save this page. 

Note: Do not key in any value for Beginning Balance (leave as 0.00 for first month reconciliation). This balance is auto brought forward from the previous month reconciliation.



6. Scroll down to view the list of transactions within the selected date range.


7. Check if there are any opening balance entries and unreconciled items on the migration date (e.g., June 30th 2021). Tick the Reconcile checkbox based on the following conditions:
i: Journal Entry for the Bank GL opening balance on the migration date (e.g., June 30th 2021) – Tick
ii: Unpresented cheques & Uncredited deposits on the migration date – Tick only if already cleared in the bank on reconciliation date (31 July 2021). Do not tick if it still remains uncleared.
iii: Journal entry for reversal of Unpresented cheques & Uncredited deposits on the migration date - Tick


8. Next, reconcile for the first month transactions. Every time you tick (untick) a checkbox, the page will be auto-saved. 
i: Tick all the receipts and payments shown in the transaction listing if they match the actual bank statement (cleared the bank).
ii: Enter any receipts or payments (e.g., bank interest/ bank charges) appearing on the bank statement, which have not yet been recorded into the system record. 
iii: Rectify any differences found for a transaction between the system and bank records (e.g., wrongly keyed in values, duplicate entries etc.).


9. Difference column should be “0.00” if bank reconciliation is completed.


10. After completing the reconciliation, you can download the Bank Reconciliation Statement by clicking on “Bank Reconciliation Report”. The same statement can also be generated at Reports > Banking > Bank Reconciliation Report.


Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.



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How to Reflect Working Time on Rest Day and Off Day in Attendance for TimeTec TA

Wednesday, May 18, 2022 TimeTec 0 Comments



Introduction
Every company has their own schedule configurations for workday and rest day in which some allow or require their employees to take overtime on rest days. This means that the staff will only be paid for overtime based on their total work hours taken off the off days or rest days. In TimeTec TA, for Weekly and Daily schedule types, time range will need to be defined in the Clocking Schedule setting in order for the working time to appear in the Attendance sheet, otherwise the attendance will be blank for the rest day or off day without the preset time range. In this article, we will demonstrate how to configure these settings to allow the working time on rest day or off day to be able to display accordingly in the Attendance.

Process
1. Go to Schedule > Clocking Schedule. Click on the Edit button (pencil icon) to edit the selected schedule. 

2. Under the Clocking Schedule tab, edit the working time for rest day and off day. Insert the In and Out time for these day types. If staff clock-in for work on these days, their attendance will be captured accordingly while no clocking on these day types will not reflect as absent.


3. To allow working on Rest Day/Off day/Holidays to be captured as Overtime hours from clock-in until clock-out, go to Overtime tab, select the Work Treat as Overtime option for the selected day type and Exclude short time if any option as well to remove short hour if user clock-out earlier than the scheduled time. Insert maximum hours to allow to claim OT to enable overtime hour calculation for this schedule.


4. The above settings shall be reflected for upcoming attendance data. For existing attendance data, you will need to generate the attendance to update it. Go to Attendance > Attendance.


5. Click Manage button > Generate


6. If the changes apply to all users you can just click the icon on the left side. You can also select users according to their group duty roster / organization structure. Set the date range to generate, preferred to select for the affected date range only.  Once users and dates have been selected, click on the submit button.


Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.


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TimeTec Patrol - How to Assign Job Orders to Patrol Officers

Wednesday, May 18, 2022 TimeTec 0 Comments



Introduction
In TimeTec Patrol, the admin can send out job orders to the on duty security guards for them to assist. For example, if there are certain areas that suddenly need to be checked out by the guards, the admin can notify the guards using the Job Orders feature and the patrolling guards can be alerted through the mobile app. Please note that the Job Orders can only be sent out to the on duty security guards which are scheduled for patrol sessions during the time where the job orders were about to be sent. 

Process
1. Login as admin into TimeTec Patrol website and go to Records > Monitoring

2. In the Monitoring module, scroll down to locate the On Duty Security Guards section.

3. List of guards that are currently on patrol will be shown after they have started the patrol session. Click on the send job orders button as highlighted below to insert the message to the guard.

4. Insert your message to be sent out to the patrolling officer. You will see the last scan checkpoints of the guard as well if there are any. Once you have inserted the message, click on the submit button to send.

5. The guard will then receive a notification upon the admin sending out the job orders.

6. Aside from the pull down notification, Job Orders can also be monitored within the patrol mobile app on the Homepage. Tap on the Job Orders to view the job order list.

7. All of the submitted job orders by the admin will appear on the list for the guard to review.


Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.



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How To Submit A Leave Application and Approval via TimeTec Office Application & TimeTec Leave Web

Tuesday, May 17, 2022 TimeTec 0 Comments


Introduction
Given the rights, users can access both Mobile apps and the Web to perform leave management. Here are the steps to submit a new leave application:

A.    i. Leave Application - via Mobile App

1. Launch TimeTec Leave App.
2. Log in using your activated email address and password.
3. Select the + button on the top right corner of the Homepage to proceed with a new leave application.

4. Select Leave Type from the available list.

5. Select Request Type
    a) Full-Day: To request leave for 1 full day
    Select the date on the calendar (Restday/Off Day/Holiday marked with red highlight cannot be chosen)
    b) Multiple Days
    Consecutive Mode: Select the start and end date of your application (The system will ignore the Restday/Off Day/Holiday within the selected date range) Non-Consecutive Mode: Select multiple different dates
    c) Partial Day
    - Select Date
    - Select Duration of Leave (e.g. 4 hours)
    - Select Start Time (e.g. Half Day AM or Half Day PM)




6. Enter the Reason and tap the Attachment icon to include Documents/Images within your application.

7. It is optional to use the Cc feature to notify your colleagues. After this is done, tap on the Send button to submit the application.


8. Upon submission, the respective admin(s)/approver(s) will receive a notification for the approval (Refer to Leave Approval section).

B. ii. Leave Application - via Web 
1.  Use any browser to login to your account at: www.timetecleave.com
 
2. On the HOME page, click on APPLY to proceed with a new leave application.

3. Fill up request details including, Leave Type, Request Type (Full, Partial, Multiple Days).
4. Click browse to add an attachment to your application and Submit to Confirm the leave request.

5. Upon submission, the respective admin(s)/approver(s) will receive a notification for the approval (For Approval steps, please refer to Leave Approval section

C.     i. Application History - Mobile App
1. From the Options menu, select APPLICATION to view the details of your submitted leave applications. You can also filter the applications by Leave Name and Status of the application


 ii. Application History - Web
1. Log in and select LEAVE APPLICATION.
2. The “Current Allowance/Balance” table displays the details of leave entitlement, such as Allowance, Carry Over, Current Balance, and Pending applications (Refer to screenshot above).
3. Pending lists the number of leave applications that have not been reviewed by the admin/approver.
    a) Click on the number displayed as Pending (Refer to screenshot above).
    b) To cancel, click on the status of the application, enter the reason and click Yes, as shown         below.






Leave Approval Management via TimeTec Office application & TimeTec Leave Web
To manage the approval of your staff leave request via Mobile App or Web; please refer to the following steps:

i. Leave Approval on Mobile App
1. Approver(s) will be notified upon submission of an application by their respective staff(s).

2. View submitted leave requests on the Mobile App> Options Menu> Approval. You can filter the submitted applications by Name and Status.

3. Select from the list to review application details > Leave a comment > Approve/Reject/Cancel Approved/Pending Applications. Upon Approval/Cancellation, the user will be notified.




ii. Leave Approval on Web
1. Select LEAVE APPROVAL to check the status of the submitted leave applications.

2. Click on Edit to review the application details and proceed to:
    a) Click on Download to review application Attachments.
    b) Write a note and Select to Approve, Reject or Cancel the request.

iii. Application History - Web
1. Log in and select LEAVE APPLICATION.

2. The “Current Allowance/Balance” table displays the details of leave entitlement, such as Allowance, Carry Over, Current Balance, and Pending applications (Refer to screenshot above).

3. Pending lists the number of leave applications that have not been reviewed by the admin/approver.
    a) Click on the number displayed as Pending (Refer to screenshot above).
    b) To cancel, click on the status of the application, enter the reason and click Yes, as shown         below.


Leave Approval Management (App & Web)
To manage the approval of your staff leave request via Mobile App or Web; please refer to the following steps:

i. Leave Approval on Mobile App
1. Approver(s) will be notified upon submission of an application by their respective staff(s).

2. View submitted leave requests on the Mobile App> Options Menu> Approval. You can filter the submitted applications by Name and Status.

3. Select from the list to review application details > Leave a comment > Approve/Reject/Cancel Approved/Pending Applications. Upon Approval/Cancellation, the user will be notified.




ii. Leave Approval on Web
1. Select LEAVE APPROVAL to check the status of the submitted leave applications.

2. Click on Edit to review the application details and proceed to:
    a)Write a note and Select to Approve, Reject or Cancel the request.

Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.



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