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Smart Clock FAQ

 

Smart Clock Hardware

    Why can’t I communicate with the Smart Clock?


    How do you set the date and time on the Smart Clock?


    Suddenly all or most of my employees cannot clock in or out on my fingerprint Smart Clock because their fingerprints are not being accepted. What can I do?


    Why do I have a “FLASH WRITE ERROR CALL FOR SERVICE” error on the Smart Clock’s screen?

    Can I erase employee fingerprints from a Smart Clock fingerprint unit and enroll new ones?

    Can I use a modem based Smart Clock for direct connection communication?

    Why is my Smart Clock beeping continuously?

    How do I use a Smart Clock with the labor distribution option?


    What can I do if my Smart Clock is having problems reading badges?


    Why do I have a “ERROR 01 AT 0004: CALL FOR SERVICE” or "ERROR 02 AT 0013: CALL FOR SERVICE" message on the Smart Clock’s screen?


    Can I utilize badges encoded with job numbers for my Smart Clock with a magstripe or barcode reader instead of entering job codes on the keypad?


    Why won't my Belkin USB to serial converter allow communication with the Smart Clock?


    Can I utilize another program to test communication to the Smart Clock?


    Why do I have a “RTC LOW BATTERY CALL FOR SERVICE” error on the Smart Clock’s screen?


    Why do I have an “ERROR -103 TRYING TO CONNECT TO MV1200” on my fingerprint Smart Clock’s screen?


    How do I fix a blank display on the Smart Clock?


    How do the Smart Clock and Stand Alone Communication software handle Daylight Saving Time?


    How can I change the configuration settings of the Smart Clock?


    Why am I receiving a “Share violation error: this program is already running. Please refer to manual for further information.” error message when trying to open the Stand Alone Communication software?


    What can I do if I cannot poll a Smart Clock with a modem?

     

    How far can a direct connection Smart Clock be placed from the computer?

     

    Why does the Smart Clock display the correct date on the screen, but the day of the week is incorrect?


    Why can't I communicate with a modem Smart Clock when using a USB modem?


    Why do I have a “LOOPBACK MODE” message on the Smart Clock’s screen?


    Why do I receive a "No Carrier" message when trying to communicate with a modem Smart Clock?


    Why do I have a "PSD RAM FAILED: CONTACT SERVICE" message on the Smart Clock's screen?


    Can the volume of the Smart Clock's beeping sound be lowered?


    What can I do if I am using a USB to serial converter device and I get com port related errors (such as No UART Found) when trying to communicate with the Smart Clock?


    Why is my Smart Clock fingerprint unit making a ticking noise and displaying "V 4.4 & PSD RAM 4" repeatedly on the screen?

     

Out-of-the-Box™ Software


    Why am I receiving a “Maximum Number of Concurrent Users (1) has been exceeded. Try again later.” error message when trying to open the program?


    Why won’t my polling window appear when I click the “Poll Clock” button on the main menu?


    Why do I get a "File (GREGLANG) could not be opened. Error: Access Denied (5)" when trying to open the program?

    How do I set up the semimonthly pay period dates I want for months like February?

    How do I fix a, "File cards cannot be opened. Possible corruption 1477" or "CARDS File System error" message?

    Can I utilize badges encoded with job numbers for my Smart Clock with a magstripe or barcode reader instead of entering job codes on the keypad?

    Why do I receive a "FILE ACCESS ERROR. FILE (UCOUNT) COULD NOT BE OPENED. ERROR: POSSIBLE DATA CORRUPTION IN FILE ( 1194 )." when I attempt to open the Out-of-the-Box™ for Windows program?


    Why do I receive a, "TNA.EXE has encountered a problem and needs to close. We are sorry for the inconvenience." error message when trying to poll the clock or when computing hours?


    What can I do if I have punches grouped together for two days that should not be together?


    What can I do if I have punches that should be grouped together that will not appear next to each other and provide calculated data?


    How can I speed up my software if it is running slowly?


    Can I delete the files in the Out-of-the-Box™ software's BUFS and LOGS folders?


    What do I do if I am blocked from accessing the software because the date or time on my PC is reported as being incorrect?


    Why is the employee button gray and unavailable on the main menu?


    How do I register or re-register my software?


    Why do I receive an “Unknown Format ( ) in Convert Hours” error when I try to print a report?


    Why do I receive a “TNASRWND (47) ERROR.” when trying to print a report?


    Why won’t my Report Date Range window appear when I try to print a report?


    Why am I having problems opening up the program’s Help system in Windows Vista?


    Why do I see a “Share Violation Error: This program is already running. Please refer to manual for further information.” error when I try to run the Time Manager for Synchronized Mode option?


    Why do I receive an “Adding this record creates a Duplicate Key entry for the key; Employee: Status Badgenumber Key Attempts to automatically renumber this record have failed. Error (40).” when adding an employee?


    Why do I get a “NO UART FOUND” error when I try to poll or communicate directly with a clock via the Perform Clock I/O screen?


    Why do I receive the message “No more employees can be added. The maximum allowed, according to your license, has been reached. Please contact your sales representative.” when I attempt to add an employee?


    How do I move the Out-of-the-Box™ for Windows software from one PC to another?


    How do the Smart Clock and Out-of-the-Box™ software handle Daylight Saving Time?


    How do I repair data files?

     

    Why do I receive the "Duplicate Punch" error in CARDS for a punch that I can see does not exist?

    How do I set my Out-of-the-Box™ for Windows software to keep more historical information?


    What can I do if my CARDS window is not displaying information as usual, buttons are missing or the window is partially off-screen and can't be centered?

    Why won't my Out-of-the-Box™ software install when I am using Windows Vista or Windows 7?

    What can I do if my Out-of-the-Box™ program freezes when it is booting up (often during the "Initializing", "Guaranteed Hours" or "Deleting Old Records")?

    Can I print a report that reflects information narrowed down by the software's user-defined Criteria?


    Why do I receive a, "Registration Code Incorrect" message when I attempt to open the Out-of-the-Box™ for Windows program over the network (and I know that my registration code is entered in correctly) and I can access the program without an error from other PC's?

    Why do I get a “PORT OPEN ERROR: COMMUNICATIONS PORT IS ALREADY IN USE” error when I try to poll or communicate directly with a clock via the Perform Clock I/O screen?

    What can I do if I have employees that I know are clocking in and out, but I cannot see their punches in the CARDS window?

    Why do I receive the error message, "Failed to create log file - Path Not Found" when I try to poll the clock?

    Why do I receive the error message, "This application has failed to start because BII_V1100.dll was not found. Re-installing the application may fix this problem."?

     

    Why are the period dates on my CARDS window incorrect?


    Why do I receive the error message, "Error (-15) opening TCP/IP communication." when trying to communicate with my Smart Clock.


    Why do I receive an error message about the date on my PC being incorrect when I try to access the program?


    Why do I receive the error message, "Invalid program file name, please check your pif file" when trying to back up my data files or when the automatic backup runs?


    Why do I receive the error message, "Error:(File Not Found(2)) creating GREGLANG. Press OK to end this application." when I use a shortcut I created to access the program.


    How can I find employees faster in the Cards or Employee windows?


    How can I print the reports to a file?


    What does "Error - ( Record Not Found ) getting Default Schedule for Employee Number xxxxxxxxxx" indicate?


    Why do I see "NACK -1" or "Retry Count -1" errors when I am polling the clock?


    Why do I receive an, "Error writing punch (File System Error)" when trying to clock in via Use Computer as a Time Clock or PC_Clock.exe?

    Why do I receive a "Error -21 initializing socket for TCP/IP communication error." when trying to communicate with an Ethernet based Smart Clock?

    Why do I receive a "Error: Port Open Error; Invalid Communications Port Parameters" when trying to communicate with my modem Smart Clock?

    Why does the software report, “established communication with biometric device” when I click the template management option in the Perform Clock I/O window, but will not open the actual template management window?


    Why am I receiving an "Invalid Record Declaration" error when tyring to access the Out-of-the-Box™ software?


    Why does the automatic backup fail or crash the program in Windows 7?

Precious Time Software

 

    Why am I receiving a “Maximum Number of Concurrent Users (1) has been exceeded. Try again later.” error message when trying to open the program?

    Why won’t my polling window appear when I click the “Poll Clock” button on the main menu?


    How do I set up the semimonthly pay period dates I want for months like February?

    What can I do if I have punches that should be grouped together that will not appear next to each other and provide calculated data?

    What can I do if I have punches grouped together for two days that should not be together?


    How can I speed up my software if it is running slowly?


    Can I delete the files in the Precious Time software's DATA folder?


    What do I do if I am blocked from accessing the software because the date or time on my PC is reported as being incorrect?


    Why is the employee button gray and unavailable on the main menu?


    How do I register or re-register my software?


    Why do I receive an “Unknown Format ( ) in Convert Hours” error when I try to print a report?


    Why won’t my Report Date Range window appear when I try to print a report?


    Why am I having problems opening up the program’s Help system in Windows Vista?


    Why do I get a “NO UART FOUND” error when I try to poll or communicate directly with a clock via the Perform Clock I/O screen?


    Why do I receive the message “No more employees can be added. The maximum allowed, according to your license, has been reached. Please contact your sales representative.” when I attempt to add an employee?


    How do I move the Precious Time software from one PC to another?


    How do the Smart Clock and Precious Time software handle Daylight Saving Time?


    How do I repair data files?


    Why do I receive the "Duplicate Punch" error in CARDS for a punch that I can see does not exist?


    How do I set my Precious Time software to keep more historical information?


    What can I do if my CARDS window is not displaying information as usual, buttons are missing or the window is partially off-screen and can't be centered?

    Why won't my Precious Time software install when I am using Windows Vista or Windows 7?

    Can I print a report that reflects information narrowed down by the software's user-defined Criteria?

    Why do I get a “PORT OPEN ERROR: COMMUNICATIONS PORT IS ALREADY IN USE” error when I try to poll or communicate directly with a clock via the Perform Clock I/O screen?

    What can I do if I have employees that I know are clocking in and out, but I cannot see their punches in the CARDS window?

    Why are the period dates on my CARDS window incorrect?


    Why do I receive the error message, "Error (-15) opening TCP/IP communication." when trying to communicate with my Smart Clock.


    Why do I receive an error message about the date on my PC being incorrect when I try to access the program?


    How can I find employees faster in the Cards or Employee windows?


    How can I print the reports to a file?


    What does "Error - ( Record Not Found ) getting Default Schedule for Employee Number xxxxxxxxxx" indicate?

    • Error: (Unable to Log transaction [48]) attempting to frame the delete transaction on Day Schedule. Delete Transaction cancelled and Process DELETE Error? An error was experienced when deleting a record from the Process view file: Error: LOGOUT Not Active (91)


    Why do I receive a "Error -21 initializing socket for TCP/IP communication error." when trying to communicate with an Ethernet based Smart Clock?


Smart Clock Hardware

     

How do you set the date and time on the Smart Clock?
 

Even though the Smart Clock does have various buttons on the back, they cannot be used to set the date and time on it like an alarm clock. The utility you use to set the date and time on the clock is named Perform Clock I/O and can be found in the utility menu of your program. Once you open the Perform Clock I/O window, you need to specify the clock you want to connect to and then click on the connect button. After the connection is established, most of the buttons on the screen will become accessible to you. There is a button labeled Set Clock Date/Time. Click on that button and you will be guided through setting the date and time. The program takes the date and time from your computer and sends it out to the clock, so you will want to be sure that the date and time on your computer is correct before you do this procedure.

 


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Why can’t I communicate with the Smart Clock?
 

There can be many reasons for this depending on the type of communication connection to the clock you are using. Here are some basic things to check that may solve the problem:

Check the communication cable and connectors. One of the most common reasons for clock communication failures is that a cable is simply unplugged.

Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory.

The Clock ID number (Browse/Smart Clock Configuration/Clock Configurations) must match the Clock Address on the physical unit. Please access the clock's menu system and verify the number. If you have multiple clocks on an RS-485 daisy chain or any other kind of "chain" configuration, each clock must have a unique address/ID. If every clock's address is 00, which clock answers when you ask for 00 to be polled? None! There is confusion as to "who" should answer. If each clock has an individual ID they can properly and efficiently respond to your requests. The clock’s default ID is 00, as set at the factory.

For direct connection and modem clocks, please make sure the com port setting is correct in the Browse / Smart Clock Configuration / Communication Lines update screen. If the specified com port is not correct, the software will not be able to find the clock or modem.

If you are using a multi-user network version of the software, the only computer that can communicate with a direct connection Smart Clock is the one directly wired to it. You must also have a security level of five if passwords are in use.

 


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Suddenly all or most of my employees cannot clock in or out on my fingerprint Smart Clock because their fingerprints are not being accepted. What can I do?
 

Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory.

 


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Why do I have a “FLASH WRITE ERROR CALL FOR SERVICE” error on the Smart Clock’s screen?

 

The Smart Clock is having a problem with its memory. Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory. Poll the clock, if possible, to remove any punches from memory. Then, contact our technical support department. If you have Windows' Hyperterminal installed in your PC (most customers do) we can walk you through steps over the phone to get rid of this error.

 

If the error persists, the clock must come in for repairs. Please contact our technical support department for an RMA number and mailing instructions.


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Can I erase employee fingerprints from a Smart Clock fingerprint unit and enroll new ones?

 

Yes. You may utilize the Supervisor Delete or Supervisor Delete All cards or codes (if you are using a pin entry clock) to delete individual enrolled fingerprint templates or all of them. The detailed step by step instructions to do this are found in your program manual.

A simpler alternative is to use the Template Management option in the Utility>Perform Clock I/O section of the software to do your deletions.

 

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Can I use a modem based Smart Clock for direct connection communication?

 

If you ever need to switch the Smart Clock from a internal modem clock to a direct connection clock, removing the small black jumper on the right directly under the green RS-485 connector will disable the modem and allow you to connect directly to the clock via the standard RS-232 connector.

With an older style external modem clock, you can simply disconnect the modem cable from the RS-232 connector and use a direct cable to communicate; there is nothing to disable.

 

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Why is my Smart Clock beeping continuously?

 

The Smart Clock is having an internal problem or there may be some issue with your clock's keypad. Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory. Poll the clock, if possible, to remove any punches from memory. Then, try clocking in as usual to see if the beeping happens again.


If the clock has a keypad, you may want to try pressing the keys one at a time to see if the continuous beeping begins once again. You may have a key that gets stuck and that may be the cause of the beeping noise. The clock also has three buttons on the back for menu access. Please make sure that nothing is accidentally pressed up against those buttons, since they also beep continuously when pressed down.

If the beeping persists, the clock must come in for repairs. Please contact our technical support department for an RMA number and mailing instructions.

 

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How do I use a Smart Clock with the labor distribution option?

 

 (For Labor Distribution Users Only)
The optional Labor Distribution module includes a $mart Clock with a numeric keypad, four function keys, a Clear key and an Enter key.  The following describes the typical entries an employee would make on the $mart Clock with the Labor Distribution module.  These rules apply to clocks with ANY type of reader.

****EXAMPLE****

Bill Smith will work 6 ½ hours at his normal job number 10, and 1 ½ hours at job 30. His clock-in procedure would be as follows:

  • In the morning, Bill plans to begin working on his normal job 10. When he arrives for the day, he will use his badge and press the (F1) IN/ENTER JOB key. Since he will begin working on his home job (the job number in the job number field of his employee record), he can omit the entry of the job number on the keypad and simply press the ENTER key. His time will be assigned to job 10 automatically.
  • When he clocks-out for lunch, he will simply use his badge and press the (F4) OUT key.  Since he has an unpaid lunch, no time will be charged to any job until he returns.
  • When he comes back from lunch, he will still be working on job 10, so he will use his badge and press the (F1) IN/ENTER JOB key.
  • When he finishes job 10, he would go back to the $mart Clock, use his badge and press the (F3) CHANGE JOB key and then enter job number 30 and press the ENTER key.
  • When Bill leaves at 5:00 PM, he will use his badge and press the (F4) OUT key.


With the Labor Distribution module, the employee must press one of the four function keys after the use of his badge. The basic purpose of each key is as follows:
(F1) IN/ENTER JOB In with job number
(F2) OUT/ENTER TIPS Out with tips entry
(F3) CHANGE JOB Change job number
(F4) OUT Out (without tips or to lunch)


CLOCKING IN FOR THE DAY
: When the employee clocks IN for the first time each day, he will use his badge and press the (F1) IN/ENTER JOB key. The $mart Clock’s display will prompt ENTER JOB NUMBER. The employee should then enter the job he will be starting (you can enter up to 10 digits) and complete the transaction by pressing the Enter key. The digits will be displayed as they are entered. After pressing the Enter key, they should receive a verification message on the LCD display and an audible beep.
PLEASE NOTE: If the employee bypasses the job field entry by pressing the Enter key after the (F1) IN/ENTER JOB key, the system will default to the “Default JOB CODE” and associated rate as indicated in the Employee’s Master Update screen.

CHANGING JOBS
: When the employee is not leaving or arriving but simply changing from working on one job to another, he uses his badge and presses the (F3) CHANGE JOB key.  The system will prompt for the job entry in the same manner as with the (F1) IN/ENTER JOB key above.
PLEASE NOTE: With the (F3) CHANGE JOB key, the system will automatically create an OUT punch on the old job and an IN punch for the new job.

CLOCKING OUT TO LUNCH
: If employees are required to clock OUT for lunch, they will simply use their badge and press the (F4) OUT key.

CLOCKING BACK IN FROM LUNCH
: The employee will clock back IN again, using the (F1) IN/ENTER JOB key in the same manner as CLOCKING IN FOR THE DAY indicated above.

CLOCKING OUT FOR THE DAY
: The employee will use his badge and press the (F4) OUT key (unless your company wishes to record tip entries on the clock).

CLOCKING OUT WITH TIPS ENTRY
: The (F2) OUT/ENTER TIPS key is used for companies who want employees to enter tips earned at the $mart Clock.  These tips will be recorded and printed on the daily and weekly reports for payroll purposes.  To clock OUT with tip entry, the employee uses his badge and presses the (F2) OUT/ENTER TIPS.  The employee then keys-in the amount of his tips, rounded to the nearest dollar, using the numeric keypad (up to 10 digits maximum).  He will then complete the entry by pressing the Enter key and should receive a verification message on the $mart Clock’s LCD display and an audible beep.
PLEASE NOTE: On any of the above entries, a void message on the $mart Clock’s LCD display and audible tone will indicate that the transaction was not accepted and should be re-entered.  Possible reasons for the void would include a jobs/tips entry of more than the maximum 10 digits or running the card through the reader too slowly.

(Pin Entry Users Only)

Smart Clocks with a keypad (http://www.smartclock.com/SmartClockCatalog/KeypadClock/) can function without the use of badges, with additional programming.  Pressing the clear key will bring up a badge number entry screen.  Employees can manually enter their badge number on the keypad and then press enter.  Depending upon the special programming, the clock may simply reply with a “Have a Nice Day” message, or it may prompt for further information from the employee after the F1-F4 keys are pressed (as detailed in the labor distribution section above).  Please contact our technical support department for further details on the optional Pin Entry feature.

 

 


Go back to top

 

What can I do if my Smart Clock is having problems reading badges?
 

If you have examined the badges and they are not damaged or worn out, you may try the following:

Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory. Then, try clocking in as usual to see if the badges can be read.


If your Smart Clock has a barcode reader, you can try blowing compressed air in the reader slot or passing a soft cloth through it.
That may help if there is dirt or debris in the reader slot that is preventing the badges from being read properly.


If you have a magnetic stripe reader clock, we recommend purchasing a 3-pack of magnetic stripe cleaning cards.
They are available from our website at this link:


http://www.smartclock.com/SmartClockCatalog/SmartClockAccessories/50338/


The item number is 50338. These cards clean dirt or debris from the magnetic stripe reader head and can improve the ability of the clock to read badges.


If you have a Smart Clock with a proximity reader there is nothing else that can be done on site. There is no exposed reader mechanism to clean on that type of clock.


If the badge reading problem continues, then the Smart Clock will need to come in for repairs. Please contact our technical support department for an RMA number and mailing instructions.

 


Go back to top

 

Why do I have a “ERROR 01 AT 0004: CALL FOR SERVICE” or "ERROR 02 AT 0013: CALL FOR SERVICE" message on the Smart Clock’s screen?
 

The Smart Clock is having a problem with its flash memory. Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory.


Do not allow any employees to swipe their badges or try to clock in via the keypad, since the error will return and block communication with the clock. Poll the clock, if possible, to remove any punches from memory.


The clock must come in for repairs. Please contact our technical support department for an RMA number and mailing instructions.

 

 


Go back to top

 

Can I utilize badges encoded with job numbers for my Smart Clock with a magstripe or barcode reader instead of entering job codes on the keypad?
 

Yes, you may. Please keep in mind that the job numbers are limited to 10 digits maximum.

 


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Why won't my Belkin USB to serial converter allow communication with the Smart Clock?
 

Not all USB to serial converters will allow communication with the Smart Clock.


With Belkin converters, try to set the Smart Clock's parity setting to "Spacing" or "Even" and the communication line parity to "None" to see if that allows a connection.


Sometimes low speeds like 1200 and 2400 will not work either, so try 9600 Baud.

 


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Can I utilize another program to test communication to the Smart Clock?
 

Yes. To do that, you can use Windows' HyperTerminal. This program is usually found under Start>Programs>Accessories>Communications.

You will need to write down your baud rate, parity, data bits, stop bits and clock address (not clock number) from your Smart Clock software before getting started, because you will need them. If you are using a modem clock, you will need the phone number the clock's modem is connected to. If you are using an Ethernet board, you will need the IP address and port number.

Open HyperTerminal and enter any name and icon for the connection.

Under "Connect Using" select the appropriate connection type for your clock:

For direct connection, select the Com Port that you have plugged your 9-pin adapter and communication cable into. This is very important. If you select the wrong option here, you can't test it properly. The next screen has the baud rate (they call it "Bits per second"), data bits, etc. Enter that information. For "Flow Control" select none.


For modem connection, select the appropriate modem from the list. You will need to modify the properties in the next screen and there are a variety of windows that you will have to look at to enter the phone number, baud rate, etc.


For Ethernet connection, select TCP/IP. The next screen has the fields to enter in your IP (host) address and port number.

After that, you will be taken to a blank screen. Go to File>Properties>Settings>ASCII Setup.

Checkmark "Send line ends..." and "Append line feeds...". Leave "Wrap lines..." checked.
Press Ok and go back to the blank screen.

At the blank screen, make sure the CAPS LOCK and NUM LOCK on your keyboard are on. You can tell whether they are on or not by looking at the bottom of the HyperTerminal window. There are two indicators there that should be dark. If they are not, correct this. The clock will not communicate if CAPS LOCK and NUM LOCK are off.

If those settings are ok, then type in S00 (S followed by two zeros, not two letter "O's"). S stands for "select" and 00 is the clock's address. Naturally, if your clock's address is not the default 00, you would type its number instead. S01 for a clock with address 01, for example.

You will not see these 3 characters as you type them; however, if you do obtain communication to the clock, the characters will appear after you type them in. There is no need to press the enter key after you type them.

You can type in the 3 characters multiple times, but should do so at a brisk speed. If you get a response you can try typing in the letter V. If the clock is connected, it will respond back with its model and version number. Avoid pressing any other letters, since different letters cause different responses in this diagnostic mode and some of them can wipe out the clock's memory, etc.

If you get a response, it means the communication with your equipment is working fine.

If you don't get a response, please contact our technical support department for assistance.

 


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Why do I have a “RTC LOW BATTERY CALL FOR SERVICE” error on the Smart Clock’s screen?
 

An internal clock battery is no longer functioning. The clock must come in for repairs. Please contact our technical support department for an RMA number and mailing instructions.

 

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Why do I have an “ERROR -103 TRYING TO CONNECT TO MV1200” on my fingerprint Smart Clock’s screen?
 

Please check that you do not have the switch on the back of the Smart Clock set to “Enroll”. The switch only needs to be in the “Enroll” position when you are enrolling fingerprints via the BioscryptOEMdemo program. If it is incorrectly set to “Enroll”, move the switch to “Smart Clock”. Turn the power to the clock off and on to reset it.

 


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How do I fix a blank display on the Smart Clock?
 

Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory.

If the text does not return during the reset, you will need to contact technical support to send that clock in for repair.
 


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How do the Smart Clock and Stand Alone Communication software handle Daylight Saving Time?
 

In an effort to reduce the amount of energy used in the United States, the federal government has enacted the Energy Act of 2005 which will change Daylight Saving Time. The date changes begin in 2007.

How will this affect your Smart Clock? Smart Clock versions below 3.93 (you can verify your version by unplugging your Smart Clock’s power supply, plugging it back in and looking at the first screen that appears as the clock performs its self tests) contain a 100-year time clock chip that was programmed before the above legislation. Therefore, after disabling the Daylight Saving Time feature on the Smart Clock itself, you have two options to accommodate the new dates:


1.Download our update for Daylight Saving Time from the update section of our website at http://www.smartclock.com/DST.aspx
It is an automated program you can run from your PC to handle the time change at a predefined date and time.
2.Handle the time change manually using the Set Clock Date/Time feature in the program.


Full instructions on how to handle these options can be found at our Daylight Saving Time web page: http://www.smartclock.com/DST.aspx


Customers that own Smart Clock versions 3.93 or above have the ability to use the Daylight Saving option in the main menu of the program to download the start and end dates/times for Daylight Saving Time each year. Once downloaded to the Smart Clock, it will adjust the time for you at those predetermined times without the need to change the time by hand or to use the DST update program from our website. Please refer to the Communicating with the Smart Clock section of the Stand Alone Communications software manual for details.


Please note: The Daylight Saving Time settings must be downloaded to each clock every year in order for it to change the time on the appropriate dates. If you forget to set the new start and end dates next year, the Smart Clock’s Daylight Saving feature will not work!


Remember, Microsoft products that were written before 2005 will also have to be manually changed unless you have downloaded their complicated DST time zone update. Keep this in mind when accessing your Stand Alone Communications software in Windows after the Daylight Saving Time date and time pass. If Windows did not update your computer’s time, you will have to do that yourself.

 


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How can I change the configuration settings of the Smart Clock?
 

There are three push buttons on the back of the Smart Clock. These buttons allow you to change the configuration of the Smart Clock. To enter the menu mode, press and hold the MENU button continuously for 20 seconds or more until the display prompts with the message SETUP MODE. Then release the MENU button. The ADVANCE button is used to change the setting for the menu options listed below. The ENTER button advances to the next menu option. When all the settings are correct press the ENTER button and then press the MENU button and the settings are saved in the Smart Clock’s memory.
The setting for each Menu option is as follows:


* Indicates Factory Settings


BAUD RATE:
(VARIOUS SPEEDS ARE AVAILABLE)
9600*

PARITY:
NONE
ODD*
EVEN
SPACING
MARKING


CLOCK ID:
00* - 63
Equivalent field to the CLOCK ADDRESS in the Clock Configuration section of the software.


DAYLIGHT SAVING:
ENABLED
DISABLED*
In an effort to reduce the amount of energy used in the United States, the federal government has enacted the Energy Act of 2005 which will change Daylight Saving Time. The date changes begin in 2007. The Smart Clock contains a 100-year time clock chip that was programmed before the above legislation; therefore, the Daylight Saving feature is disabled at the factory and should not be enabled. This setting is only found in Smart Clocks prior to version 3.93.


PORT EXPAND:
YES*
NO


RINGS COUNT:
1-9
Controls the number of rings before the line is picked up on clocks equipped with the optional modem option.


DECODE NUM:
YES
NO*
Allows the clock to decode proximity badges when used in conjunction with the Badge Properties option in your software. Please refer to the software manual or contact our technical support department for details.


When using HID proximity badges that will be decoded at the clock, this setting needs to be set to yes. When using Motorola proximity badges this setting remains at no.


Note: All proximity clocks are configured to decipher proximity badge information via these settings at the factory. If for some reason you need the software to handle the deciphering of proximity badge data, this field would need to be set to No and the appropriate settings entered in the Company/Badge Type section of the software.


READER:
MAGSTRIPE*
WEIGAND26
WEIGAND35
When using either Motorola or HID proximity badges, this setting needs to be set to Magstripe.


ONLINE MODE
YES
NO*
Allows the clock to instantly transmit punches to the computer as badges are swiped at the clock. Please contact our technical support department for details.

 


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Why am I receiving a “Share violation error: this program is already running. Please refer to manual for further information.” error message when trying to open the Stand Alone Communication software?
 

This error means the program is detecting a second user is trying to access the program when a user is already logged in. On single user program installations only one user can be in the program at a time.

If you are sure that you are the only person trying to log in, then the error means that the program was exited improperly (due to a PC crash, program crash, power outage, etc) the last time it was open.


Click OK to close the error message window. Use the Search or Find option in the Start menu of your desktop to look for a file named CLKUCT.TPS on the PC the program is installed on.


The search should locate the file in the C:\Clock Comm folder (that is the default drive letter and folder name; your drive letter or folder name may differ if the program was not installed in the default location). Once you find the CLKUCT.TPS file, delete it. Then, use your program’s desktop shortcut to re-access the program. It should let you right in.

 

 

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What can I do if I cannot poll a Smart Clock with a modem?
 

There can be many reasons for this. Here are some basic things to check that may solve the problem:


Check the communication cable and connectors. One of the most common reasons for clock communication failures is that a cable is simply unplugged. You will need to check the modem line to your PC's modem and to the Smart Clock's modem connector. Make sure the other end of the cable is plugged into a phone jack. You should check that the phone jack you are using has a dial tone if you connect a regular telephone to it.


Also, make sure that the modem terminal jumper on the back of the clock has not been removed. This jumper is located underneath the green RS-485 connector. It is the jumper position on the right. The jumper must be on the pins to activate the modem. If it is not, the modem will answer, but communication to the clock will fail soon after that.


Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory. Modem clocks will display a MDM INITIALIZED message on the display as part of the clock's boot up tests. This indicates that the modem has been programmed by the clock to pick up the line after a specified number of rings.


The Clock ID number (Browse/Smart Clock Configuration/Clock Configurations) must match the Clock Address on the physical unit. Please access the clock's menu system and verify the number. If you have multiple clocks on an RS-485 daisy chain or any other kind of "chain" configuration, each clock must have a unique address/ID. If every clock's address is 00, which clock answers when you ask for 00 to be polled? None! There is confusion as to "who" should answer. If each clock has an individual ID they can properly and efficiently respond to your requests. The clock’s default ID is 00, as set at the factory.


Please make sure the com port setting is correct in the Smart Clock Configuration / Communication Lines update screen. If the specified com port is not correct, the software will not be able to find the modem to dial out.


Try calling the phone number to your modem clock with a regular phone or cell phone. You should hear the phone ring once and then the line picked up by the modem, followed by a series of shrill connection sounds as the modem attempts to connect.
If the line just rings and is never picked up, make sure that the clock has been reset. If it has, you may have a problem with the line or the clock. To make sure, move the Smart Clock to another phone jack with a number that you know (a fax machine line is a great choice, since the number is usually well known and the line can be borrowed for testing). Try calling the clock again to see if it responds. If it does, you may enter that phone number in the Smart Clock Configuration / Communication Lines update screen to try to connect via the software. If it does not respond, please contact our technical support department for an RMA number and mailing instructions to send the clock in for repair.

 

 

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How far can a direct connection Smart Clock be placed from the computer?
 

The connection distance cannot exceed 200 feet if directly connecting the Smart Clock to the PC. Smart Clock recommends the 50320 Ethernet Board, 50321 Wireless Network Adapter, or 50322 Internal Modem for connections exceeding 200 feet.

 

 

 

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Why does the Smart Clock display the correct date on the screen, but the day of the week is incorrect?
 

Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory.


If the day of the week is not corrected, you may use your software (Out-of-the-Box™ for Windows, Precious Time or the Stand Alone Communication Software) to communicate with the clock and set the date and time. Please refer to the program manuals or built-in Help for the procedure.


If that does not work, then this means that the Smart Clock you are using is an old unit from prior to the year 2000. There was a chip update prior to the year 2000 that addressed that problem and it cannot be fixed now. Your only option is to update your clock to a new model. You may continue to use the clock with the incorrect day of the week until you upgrade because the problem only affects the displayed day of the week, not the displayed date, which is what is stored in the employee punches.

 

 

 

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Why can't I communicate with a modem Smart Clock when using a USB modem?
 

USB modems often allow limited options in terms of settings and this can lead to communication problems.


We have had success establishing communication using these modems by adjusting some settings in the clock and in the software. The Smart Clock will need to be set to SPACING for parity (there are detailed instructions in this FAQ for changing the clock's settings). The baud rate should be at 9600.


The software settings need to be adjusted to NONE for parity, data bits 8, stop bits 1 and the baud rate 9600.


Once those settings are in place, you can test the modem communication to the Smart Clock once again.

 

 

 

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Why do I have a “LOOPBACK MODE” message on the Smart Clock’s screen?
 

The Smart Clock has a problem with the e-prom that will require repair. Please contact our technical support department for an RMA number and mailing instructions.

 

 

 

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Why do I receive a "No Carrier" message when trying to communicate with a modem Smart Clock?
 

"No Carrier" is a modem related code indicating that the modem on the PC dialing out to the clock is encountering a problem finding a dial tone.

 

This message will appear if the phone line connecting the PC's modem to the wall jack is loose or disconnected, for example.
Sometimes it can occur even if the line is connected. Rebooting the PC may help resolve the issue in some cases.


Check the communication cable and connectors. One of the most common reasons for clock communication failures is that a cable is simply unplugged. You will need to check the modem line to your PC's modem.. Make sure the other end of the cable is plugged into a phone jack. You should check that the phone jack you are using has a dial tone if you connect a regular telephone to it.


Try calling the phone number to your modem clock with a regular phone or cell phone. You should hear the phone ring once and then the line picked up by the modem, followed by a series of shrill connection sounds as the modem attempts to connect.

 

 

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Why do I have a "PSD RAM FAILED: CONTACT SERVICE" message on the Smart Clock's screen?
 

The Smart Clock is having a problem with it's e-prom. Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory.


Do not allow any employees to swipe their badges or try to clock in via the keypad, since the error will return and block communication with the clock. Poll the clock, if possible, to remove any punches from memory.


The clock must come in for repairs. Please contact our technical support department for an RMA number and mailing instructions.

 

 

 

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Can the volume of the Smart Clock's beeping sound be lowered?
 

Yes, the volume can be lessened; however, the Smart Clock will need to be sent in to our repair department for our technicians to make the necessary changes to the clock.

 

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What can I do if I am using a USB to serial converter device and I get com port related errors (such as No UART Found) when trying to communicate with the Smart Clock?
 

USB to serial converters can sometimes lose their com port number and other settings (such as the baud rate, parity, and data bits) which are required to match the settings in the Communication Lines window of our software.

This can happen when the USB to serial converter is unplugged and plugged back in; especially if another USB device is plugged in while the converter is disconnected. Sometimes it happens if a PC is shut down incorrectly or is affected by a power outage. Usually what occurs is that the USB to serial converter will come back online and have a new com port number assigned to it. Since it will be different from the one that was previously set in our software, the communication will fail.

To locate this com port setting, please check your Device Manager in the Windows’ Control Panel for the Ports (COM & LPT) option and look at the settings for your USB to serial device. You can see the com port number right next to the device name or you can right click on the device and select properties for the full details on all settings. Once you know what the new com port number is, go back to your software and update the com port number field in your Communication Lines window.

 

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Why is my Smart Clock fingerprint unit making a ticking noise and displaying "V 4.4 & PSD RAM 4" repeatedly on the screen?
 

Please check that none of the buttons on the back of the Smart Clock (advance, enter, or menu) are being pressed or are stuck. If they are, see if they can be released. Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory.

If that does not help, the clock must come in for repairs. Please contact our technical support department for an RMA number and mailing instructions.

 

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Out-of-the-Box™ Software

   

Why am I receiving a “Maximum Number of Concurrent Users (1) has been exceeded. Try again later.” error message when trying to open the program?
 

This error means the program is detecting a second user is trying to access the program when a user is already logged in. On single user program installations only one user can be in the program at a time.

If you are sure that you are the only person trying to log in, then the error means that the program was exited improperly (due to a PC crash, program crash, power outage, etc) the last time it was open.


Click OK to close the error message window. Use the Search or Find option in the Start menu of your desktop to look for a file named UCOUNT.TPS on the PC the program is installed on.


The search should locate the file in the C:\OTBWIN folder (that is the default drive letter and folder name; your drive letter or folder name may differ if the program was not installed in the default location). Once you find the UCOUNT.TPS file, delete it. Then, use your program’s desktop shortcut to re-access the program. It should let you right in.


Alternate Method: right click on the desktop shortcut you use to access the program. Select Properties. Click on the Find Target button under the Shortcut tab. In the file listing that appears, locate the UCOUNT.TPS file and delete it. Then, use your program’s desktop shortcut to re-access the program. It should let you right in.

 


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Why won’t my polling window appear when I click the “Poll Clock” button on the main menu?
 

You are having a problem with the window size or coordinates for the polling window.

Close out of the program and use the Search or Find option in the Start menu on your desktop to look for a file named TNA.INI on that PC. The search should locate the file in the C:\Windows or C:\Winnt folder. Once you find the TNA.INI file, delete it. Then, re-access the program and try the Poll Clock button again. It should work normally.

 


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Why do I get a "File (GREGLANG) could not be opened. Error: Access Denied (5)" when trying to open the program?

 

A user must have complete read and write access to all of the files in the program folder (C:\OTBWIN by default). That error is telling you that an important program security file cannot be opened.

 

Users also need to have access to read and write files in the Windows folder. The TNA.INI and TNASRWND.TPS files in that folder must be accessible.


To fix the problem check the user's permissions and access setting to the program folder on that PC.
Sometimes the problem is Windows incorrectly reporting the file as inaccessible. Rebooting the PC may fix the problem.


In some rare cases, the GREGLANG.TPS file is damaged and must be replaced to get around the error.

 


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How do I set up the semimonthly pay period dates I want for months like February?

 

Access the Browse>Company>Browse Periods section of the software.

The Browse Periods screen only applies if you are using a semimonthly pay frequency.


The program will default to 1/2 month scheduling:


1-14/15-28 for 28 day months.
1-14/15-29 for 29 day months.
1-15/16-30 for 30 day months.
1-15/16-31 for 31 day months.


The program will automatically set up the pay period dates according to the information listed above if semimonthly is selected in the Company screen. A new table should only be created if the company’s pay schedule differs from the one detailed above.

 


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How do I fix a, "File cards cannot be opened. Possible corruption 1477" or "CARDS File System error" message?

 

These errors indicate possible damage to the CARDS.TPS file. It will need to be repaired.

Right click on the desktop shortcut you use to access the program. Select Properties. Click on the Find Target (or Open File Location) button under the Shortcut tab. In the file listing that appears, locate the UCOUNT.TPS file and delete it.

Find a file in the listing named TPSFIX and double left click on it. This will open the Topspeed Database recovery tool.

In the Recovery tool screen, use the Browse button to select the CARDS.TPS file you want to repair from your OTBWIN folder. This will automatically fill in the destination file information at the bottom.

Click the Next button at the bottom. The second screen will appear.

Click the Start button at the bottom. At this point the program will begin scanning for errors. Please pay close attention to any reported errors and jot them down.

Even if no errors are found, you will be asked if you want to continue with the recovery. Click on "yes" when it asks.

The next part will take a while, as the file is cleaned up and organized. After it is finished, click OK.

Locate the original CARDS.TPS file in the file listing. We want to safeguard it. You will need to rename the file. Just right click on the file and select rename. You may rename the Cards.TPS to Oldcards.tps, for example.

Next, find the CARDS.TPR file in the file listing and rename it to CARDS.TPS.

By doing that, you are making the repaired file the active file that the program will use.

Once that is done, you can go ahead and open the Out-of-the-Box™ program from your desktop. It should open normally.

 

 


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Can I utilize badges encoded with job numbers for my Smart Clock with a magstripe or barcode reader instead of entering job codes on the keypad?

 

Yes, you may. Please keep in mind that the job numbers are limited to 10 digits maximum.

   


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Why do I receive a "FILE ACCESS ERROR. FILE (UCOUNT) COULD NOT BE OPENED. ERROR: POSSIBLE DATA CORRUPTION IN FILE ( 1194 )." when I attempt to open the Out-of-the-Box™ for Windows program?

 

A user must have complete read and write access to all of the files in the program folder (C:\OTBWIN by default). That error is telling you that an important program security file cannot be opened.

Users also need to have access to read and write files in the Windows folder. The TNA.INI and TNASRWND.TPS files in that folder must be accessible.

Check the user's permissions and access settings to the OTBWIN program folder on that PC.
Sometimes the problem is Windows incorrectly reporting the file as inaccessible. Rebooting the PC may fix the problem.

Try to delete the problematic file. Right click on the desktop shortcut you use to access the program. Select Properties. Click on the Find Target button under the Shortcut tab. In the file listing that appears, locate the UCOUNT.TPS file and delete it. Then, use your program’s desktop shortcut to re-access the program. It should let you right in.

 


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Why do I receive a, "TNA.EXE has encountered a problem and needs to close. We are sorry for the inconvenience." error message when trying to poll the clock or when computing hours?
 

You could receive that error for various reasons.

1. Sometimes this is caused by having odd hours in the MP HOURS LIMIT field in the Company window of the program.
Please check to see what your MP HOURS LIMIT field is set to. The standard default is 14. If it is set to 0, for example, that can create this problem. Depending on your punches, having it set low (to 6 or 7) can also create a problem.


2. You may be having problem with a data file. Usually the CARDS.TPS is the problem. Here is the procedure to repair that file:


Right click on the desktop shortcut you use to access the program. Select Properties. Click on the Find Target button under the Shortcut tab. In the file listing that appears, locate the UCOUNT.TPS file and delete it.


Find a file in the listing named TPSFIX and double left click on it. This will open the Topspeed Database recovery tool.

In the Recovery tool screen, use the Browse button to select the CARDS.TPS file you want to repair from your OTBWIN folder. This will automatically fill in the destination file information at the bottom.

Click the Next button at the bottom. The second screen will appear.

Click the Start button at the bottom. At this point the program will begin scanning for errors. Please pay close attention to any reported errors and jot them down.

Even if no errors are found, you will be asked if you want to continue with the recovery. Click on "yes" when it asks.

The next part will take a while, as the file is cleaned up and organized. After it is finished, click OK.

Locate the original CARDS.TPS file in the file listing. We want to safeguard it. You will need to rename the file. Just right click on the file and select rename. You may rename the Cards.TPS to Oldcards.tps, for example.

Next, find the CARDS.TPR file in the file listing and rename it to CARDS.TPS.

By doing that, you are making the repaired file the active file that the program will use.

Once that is done, you can go ahead and open the Out-of-the-Box™ program from your desktop for testing.

3. It is also possible you could have a bad TNA.EXE file (the main file which runs the program). Replacing that file may help. Please contact our technical support department for an updated file.

 


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What can I do if I have punches grouped together for two days that should not be together?
 

There is a field in the Company window named the MP Hours Limit that controls the number of hours the program looks forward for the next punch. If it is set too high or too low, it can create punch grouping problems. The field can be changed temporarily to split punches apart or join them together; however, since it is a global field, it needs to be set back to normal after the correction is made. It should generally be set to a couple of hours longer than whatever the longest work shift is for your company during a day. The default for the MP Hours Limit field is 14 and that generally works well for most companies.

 


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What can I do if I have punches that should be grouped together that will not appear next to each other and provide calculated data?
 

There is a field in the Company window named the MP Hours Limit that controls the number of hours the program looks forward for the next punch. If it is set too high or too low, it can create punch grouping problems. The field can be changed temporarily to split punches apart or join them together; however, since it is a global field, it needs to be set back to normal after the correction is made. It should generally be set to a couple of hours longer than whatever the longest work shift is for your company during a day. The default for the MP Hours Limit field is 14 and that generally works well for most companies.

 


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How can I speed up my software if it is running slowly?
 

If the software is running slow, one thing you can do is decrease the amount of historical information being kept in the program.

The Days on File field in the Company window controls this.

If you have this field set to the maximum of 9,999, the program is never clearing out old records. It can keep up 27.5 years of historical information at that setting!

That field can be adjusted to a number that reflects how much historical information you really need to keep. Most users set this field to 1095 to keep 3 years of information; others only keep 365 days.

The important thing to note is that if you change this field, the next time you open the program it is going to begin purging old records. If you have records going back to the year 2000 and set it to 365 in 2009, the program is going to purge 8 years worth of old information. This process can take hours.

If you are going to change the Days on File field, we recommend first backing up your entire program folder to another location on the hard drive, on other media, or another PC on your network, etc (just in case). Also, make sure the date on your PC is correct. The program uses that date to determine how far to look back for data, so that is important. Then, make the change to Days on File when you do not need to use the program for payroll and can leave it open handling the historical data purge.


Running the program from a network drive will cause it to run slower than a local installation. Moving the software to a local drive, if possible, can also increase speed.


Your computer also affects the speed of the program. If you are using an older PC that does not have much memory or a slow hard drive, that can impact the speed. Changing PC's or upgrading your PC can make a difference in the program’s performance.

   


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Can I delete the files in the Out-of-the-Box™ software's BUFS and LOGS folders?
 

These program folders contain files for every polling you have ever done. They are useful if you are missing information and need to import it into the program; however, most of the time they are only used for importing recent data. Old .buf and .log files may be moved to some other location for storage or you may delete them if you do not need them. This will free up hard drive space.

 


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What do I do if I am blocked from accessing the software because the date or time on my PC is reported as being incorrect?
 

This means that the software was probably used and then closed while the date or time on the PC was on a past or future date.
The software records the date and time internally when you exit the program.


To get around this problem you will need to set the date and time on your PC to whatever the error message states it should be.
You will then be able to access the software once again. Once inside, open the File/System Options section of the program and erase the Last Startup Date and Time fields. Exit the program.


Once you are out, fix the date and time on your PC to the correct settings. You can then open the software once again and work in it as usual.

 


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Why is the employee button gray and unavailable on the main menu?
 

The employee button will remain gray until all of the menu options in the Browse/Company drop-down menu are completed. There are mandatory fields in the employee window that cannot be entered properly until you have completed entries in the Browse/Company drop down menu; therefore, you will be locked out of the employee area of the program until the other prerequisite areas are completed.

 


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How do I register or re-register my software?
 

The registration screen will appear when you first install the program.
It is also accessible from within the program’s main menu.

Click on Utility > Register Out-of-the-Box™.


The registration screen must be filled out exactly as your unlock code sheet indicates or the software will not accept the unlock code (spaces, upper case and lower case letters are important, so make sure you are exact). Once you have typed in all of the required information, please click on the Register button and exit the software so the code can activate when you re-access the program.

 


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Why do I receive an “Unknown Format ( ) in Convert Hours” error when I try to print a report?
 

The program is having a problem with a report printing file.


Close out of the program and use the Search or Find option in the Start menu on your desktop to look for a file named TNASRWND.TPS on that PC. The search should locate the file in the C:\Windows or C:\Winnt folder. Once you find the TNASRWND.TPS file, delete it. Then, re-access the program and try the report again. It should work normally.

 


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Why do I receive a “TNASRWND (47) ERROR.” when trying to print a report?
 

The program is having a problem with a report printing file. This error usually occurs when you try to print following upgrading to the newest version of the program from a very old version (version 1.170’s)

Close out of the program and use the Search or Find option in the Start menu on your desktop to look for a file named TNASRWND.TPS on that PC. The search should locate the file in the C:\Windows or C:\Winnt folder. Once you find the TNASRWND.TPS file, delete it. Then, re-access the program and try the report again. It should work normally.

 


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Why won’t my Report Date Range window appear when I try to print a report?
 

You are having a problem with the window size or coordinates for the report date range window.

Close out of the program and use the Search or Find option in the Start menu on your desktop to look for a file named TNA.INI on that PC. The search should locate the file in the C:\Windows or C:\Winnt folder. Once you find the TNA.INI file, delete it. Then, re-access the program and try the report again. It should work normally.

 


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Why am I having problems opening up the program’s Help system in Windows Vista?
 

Microsoft now considers WinHlp32 obsolete as described on their site:

"Note for Help content providers who are shipping .hlp files”


“The WinHlp32.exe technology is officially obsolete, starting with the Windows Vista release. The WinHlp32.exe technology will not be supported in its current form in future Windows releases. Therefore, we strongly recommend that software developers stop using the Windows Help application in Windows Vista. Software developers who ship programs that rely on .hlp files are encouraged to transition their Help experience to an alternative Help file format, such as .chm, .html, or .xml. They will also have to change their calls from the WinHelp() API to the new content source. Several third-party tools are available to help authors convert content from one format to the other format."


Link:
http://support.microsoft.com/kb/917607


At that link, you may download the WinHlp32.exe file to make the existing Help files work with your program.

 


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Why do I see a “Share Violation Error: This program is already running. Please refer to manual for further information.” error when I try to run the Time Manager for Synchronized Mode option?
 

This error will appear whenever the Time Manager for Synchronized Mode program is exited improperly (due to a system crash or power failure, for example).


Click OK to close the error message window. Use the Search or Find option in the Start menu of your desktop to look for a file named TMUCOUNT.TPS on the PC the program is installed on. The search should locate the file in the C:\OTBWIN folder (that is the default drive letter and folder name; your drive letter or folder name may differ if the program was not installed in the default location). Once you find the TMUCOUNT.TPS file, delete it. Then, use your program’s desktop shortcut to re-access the Time Manager program. It should let you right in

 


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Why do I receive an “Adding this record creates a Duplicate Key entry for the key; Employee: Status Badgenumber Key Attempts to automatically renumber this record have failed. Error (40).” when adding an employee?
 

This means that the employee you are adding may have a duplicate badge number or employee number. Both of those numbers must be unique. Sometimes those numbers are unique and you will get the error if the badge number field’s auto-incrementing feature has become stuck. To fix it, you will need to run the RTEmpBN.EXE utility file in your OTBWIN folder by double left-clicking on it.

If you do not have this file you can download it from our downloads page at http://www.smartclock.com/Downloads.aspx .
Download the "Out-of-the-Box™ for Windows employee number repair tool".


Once that file is run, you may add employees as usual.

 


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Why do I get a “NO UART FOUND” error when I try to poll or communicate directly with a clock via the Perform Clock I/O screen?
 

This error means that the program cannot locate the com port you have specified in the Communication Line settings for the clock. This error usually comes up if the number in the COM Port field is set to or changed to a non-valid com port number. If the clock had been communicating fine and you have not changed the com port field, the best thing to do is reboot your PC to make sure Windows is not incorrectly reporting this error. Try communicating with the clock again. If the error persists, your com port may be damaged. You can try switching your com port setting and Smart Clock (or modem) to another valid com port, if one is available. Please contact technical support for further assistance.

 


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Why do I receive the message “No more employees can be added. The maximum allowed, according to your license, has been reached. Please contact your sales representative.” when I attempt to add an employee?
 

This means that you reached the limit of employees that may be added in the software based on the employee limit you purchased. The maximum active employees allowed are shown in the upper right hand corner of the Browse Employee File window. The remaining amount is shown in the upper center of the same window. You must contact your sales representative to purchase an upgrade.

In some rare instances, you may find that the maximum allowed is set to 10 and you have a negative value in the remaining amount. This means that your registration code (also known as the unlock code) was lost and you must re-register the software in order to add more employees. Please contact technical support for a copy of your registration code if you do not have a copy.


 

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How do I move the Out-of-the-Box™ for Windows software from one PC to another?
 

Procedure:
- Move Direct Connection Clocks to New PC
- Copy Old Program to New PC
- Make Desktop Shortcut on New PC
- Correct Settings on New PC


Move Direct Connection Clocks to New PC
If you have any clocks that are directly connected to the old PC, you will need move the communication cable and serial adapter from the old PC to the new PC.

Copy Old Program to New PC
Make a copy of the entire program folder.


C:\OTBWIN is the program folder (that is the default drive letter and folder name; your drive letter or folder name may differ if the program was not installed in the default location).

You will need to copy the entire program folder with all of its subdirectories to the new PC. The method for doing this will vary depending on your situation. If the old PC and new PC are on a network, it is easy to use Windows Explorer to copy and paste the program folder from one PC to another.


If the PC’s are not on a network, the program folder may be copied onto storage media (CD, DVD, USB flash drive, etc.) and then copied from that media onto the new PC.


Please make sure that any users that will be accessing the program have complete access to read and write files in both the program folder and the Windows or Winnt folders (depending on which version of Windows is being used).


Make Desktop Shortcut on New PC
Open the program folder you copied on the new PC. Look for the file that runs the program:


TNA.EXE is the executable file that runs the program.


Make a desktop shortcut to that file, so you can easily access the program.

 

Correct settings on New PC
Access the program by clicking on the desktop shortcut you created.


Go to the File>System Options section of the program and establish the proper paths for the folders in the Environment Directories.


Go to File>Print Setup and select a new available printer (if necessary).


Go to the Browse>Smart Clock Configuration>Communication Lines section of the program. If you have a communication line configured for direct or modem connection to a clock, please adjust the com port setting for that line if it will be different on the new PC. Then, test the communication to the clock by using the Perform Clock I/O window in the Utility menu.

 


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How do the Smart Clock and Out-of-the-Box™ software handle Daylight Saving Time?
 

In an effort to reduce the amount of energy used in the United States, the federal government has enacted the Energy Act of 2005 which will change Daylight Saving Time. The date changes begin in 2007.

How will this affect your Smart Clock? Smart Clock versions below 3.93 (you can verify your version by unplugging your Smart Clock’s power supply, plugging it back in and looking at the first screen that appears as the clock performs its self tests) contain a 100-year time clock chip that was programmed before the above legislation. Therefore, after disabling the Daylight Saving Time feature on the Smart Clock itself, you have two options to accommodate the new dates:


1.Download our update for Daylight Saving Time from the update section of our website at http://www.smartclock.com/DST.aspx
It is an automated program you can run from your PC to handle the time change at a predefined date and time.


2.Handle the time change manually using the Set Date/Time feature in the Perform Clock I/O section of the program.


Full instructions on how to handle these options can be found at our Daylight Saving Time web page: http://www.smartclock.com/DST.aspx


Customers that own Smart Clock versions 3.93 or above have the ability to use the Daylight Saving option in the Perform Clock I/O window to download the start and end dates/times for Daylight Saving Time each year. Once downloaded to the Smart Clock, it will adjust the time for you at those predetermined times without the need to change the time by hand or to use the DST update program from our website. Please refer to Perform Clock I/O section in the program manual for details.

Please note: The Daylight Saving Time settings must be downloaded to each clock every year in order for it to change the time on the appropriate dates. If you forget to set the new start and end dates next year, the Smart Clock’s Daylight Saving feature will not work!

Remember, Microsoft products that were written before 2005 will also have to be manually changed unless you have downloaded their complicated DST time zone update. Keep this in mind when accessing your Precious Time software in Windows after the Daylight Saving Time date and time pass. If Windows did not update your computer’s time, you will have to do that yourself.

 


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How do I repair data files?
 

Please note that these procedures are to fix problems with data (.TPS) files. Various errors can indicate that a .TPS file needs repair. Sometimes there is no error. Technical support will need to determine if a file repair is needed.


Here are the basic procedures for a file repair:

From the main menu in the Out-of-the-Box™ program go to File/Data Files/Repair or right click on the desktop shortcut you use to access the program. Select Properties. Click on the Find Target (or Open File Location) button under the Shortcut tab. In the file listing that appears, find a file named TPSFIX and double left click on it. .

This will open the Topspeed Database recovery tool. You should now close the Out-of-the-Box™ program itself, if it is still open. The recovery tool will stay open; it is independent from the program.

In the Recovery tool screen, use the Browse button to select the .TPS file you want to repair from your OTBWIN folder. This will automatically fill in the destination file information at the bottom.

Click the Next button at the bottom. The second screen will appear.

Click the Start button at the bottom. At this point the program will begin scanning for errors. Please pay close attention to any reported errors and jot them down.

Even If no errors are found, you will be asked if you want to continue with the recovery. Click on "yes" when it asks.

The next part will take a while, as the file is cleaned up and organized. After it is finished, click OK.

Once that is complete, click on your Start button on the desktop and select the RUN option. Type in the word "Explorer" in there and click OK. This will open up your Windows Explorer.

Once that is open, look for your OTBWIN folder. Inside that folder you will find the original .TPS file. We want to safeguard it. You will need to rename the file. Just right click on the file and select rename. You may rename the Cards.TPS to Oldcards.tps, for example.

Next, find the .TPR file with the same name of the file you were repairing in the OTBWIN folder and rename it to .TPS.

By doing that, you are making the repaired file the active file that the program will use.

Once that is done, you can go ahead and open the Out-of-the-Box™ program. It should open normally.

 

 

 

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Why do I receive the "Duplicate Punch" error in CARDS for a punch that I can see does not exist?
 

This usually happens when you are adding a punch at the beginning of a pay period. You will add a punch and not see it appear, so you attempt to add it again and receive this error. The best way to see if a punch exists in the CARDS window is to switch the criteria setting in the window to ALL. This will reveal every single punch the program has for all of the employees. You can then view the progression of punches from week to week for each employee. You will usually find that the punch you entered does indeed exist, but was pulled into the previous period. This is why you could not see it.

There is a field in the Company window named the MP Hours Limit that controls the number of hours the program looks forward for the next punch. If it is set too high or too low, it can create punch grouping problems. The field can be changed temporarily to split punches apart or join them together; however, since it is a global field, it needs to be set back to normal after the correction is made. It should generally be set to a couple of hours longer than whatever the longest work shift is for your company during a day. The default for the MP Hours Limit field is 14 and that generally works well for most companies.

 

 

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How do I set my Out-of-the-Box™ for Windows software to keep more historical information?
 

Check the Days On File field in the Company window. The valid value for this field is from 1 to 9,999 days. Set this to the number of days you wish to keep punch card records on file on your hard disk. Any data older than that setting will be purged from the program whenever you open it. The more information you keep on file, the greater the possibility that the system will perform slowly after several years have passed (the speed and amount of memory of your computer does have some bearing on this as well). Keep this in mind when you select how much information to keep.

Please Note: By setting this field to 9,999, the program will keep a punch history of over 27.3 years. Typically this field is set from 183 (6 Months) to 365 (One Year). This may have to be adjusted depending upon your hard drive space availability.

 

 

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What can I do if my CARDS window is not displaying information as usual, buttons are missing or the window is partially off-screen and can't be centered?
 

You are having a problem with the attributes of the CARDS window.

Close out of the program and use the Search or Find option in the Start menu on your desktop to look for a file named TNA.INI on that PC. The search should locate the file in the C:\Windows or C:\Winnt folder. Once you find the TNA.INI file, delete it. Then, re-access the program and try the CARDS window again. It should work normally.

 

 

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Why won't my Out-of-the-Box™ software install when I am using Windows Vista or Windows 7?
 

This problem occurs on some versions of Windows Vista and Windows 7. To run the downloaded installation file, you will need to change the compatibility mode settings for the installation file.

To change compatibility settings manually for the installation file, right-click the name or icon for the file, click Properties, and then click the Compatibility tab. Set the program to run in compatibility mode for "Windows XP". Then run the installation file again. The installation should proceed and complete normally.

 

 

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What can I do if my Out-of-the-Box™ program freezes when it is booting up (often during the "Initializing", "Guaranteed Hours" or "Deleting Old Records")?
 

You may be having a problem with the CARDS.TPS data file. Here is the procedure to repair that file:


Right click on the desktop shortcut you use to access the program. Select Properties. Click on the Find Target (or Open File Location) button under the Shortcut tab. In the file listing that appears, locate the UCOUNT.TPS file and delete it.


Find a file in the listing named TPSFIX and double left click on it. This will open the Topspeed Database recovery tool.

In the Recovery tool screen, use the Browse button to select the CARDS.TPS file you want to repair from your OTBWIN folder. This will automatically fill in the destination file information at the bottom.

Click the Next button at the bottom. The second screen will appear.

Click the Start button at the bottom. At this point the program will begin scanning for errors. Please pay close attention to any reported errors and jot them down.

Even if no errors are found, you will be asked if you want to continue with the recovery. Click on "yes" when it asks.

The next part will take a while, as the file is cleaned up and organized. After it is finished, click OK.

Locate the original CARDS.TPS file in the file listing. We want to safeguard it. You will need to rename the file. Just right click on the file and select rename. You may rename the Cards.TPS to Oldcards.tps, for example.

Next, find the CARDS.TPR file in the file listing and rename it to CARDS.TPS.

By doing that, you are making the repaired file the active file that the program will use.


Once that is done, you can go ahead and open the Out-of-the-Box™ program from your desktop for testing.

 

 

 

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Can I print a report that reflects information narrowed down by the software's user-defined Criteria?
 

Yes. If you have created your own criteria, you may select them in the upper right hand corner of the CARDS window.
Once the CARDS screen shows the data you requested, you may use the Print button at the bottom of the window to print the information. You may print just the displayed screen or all of the data you can scroll through in the window.

It is recommended that you use the print options available in the small menu that appears when you click the Print button to select exactly what columns you need from the CARDS window in your report. All of the columns cannot be printed.

 

 

 

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Why do I receive a, "Registration Code Incorrect" message when I attempt to open the Out-of-the-Box™ for Windows program over the network (and I know that my registration code is entered in correctly) and I can access the program without an error from other PC's?
 

A user must have complete read and write access to all of the files in the program folder (C:\OTBWIN by default). That error is telling you that a program file cannot be opened.


Users also need to have access to read and write files in the Windows folder. The TNA.INI and TNASRWND.TPS files in that folder must be accessible.


Check the user's permissions and access settings to the OTBWIN program folder on that PC.
Sometimes the problem is Windows incorrectly reporting a file as inaccessible. Rebooting the PC may fix the problem.


 

 

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Why do I get a “PORT OPEN ERROR: COMMUNICATIONS PORT IS ALREADY IN USE” error when I try to poll or communicate directly with a clock via the Perform Clock I/O screen?
 

The software is telling you that it is trying to use the indicated com port to communicate with the clock and it cannot.


Something or some other program is already using it. Sometimes Windows erroneously reports this error even though you have every other program closed and are not using the com port in question. If your software crashed when trying to communicate with the clock earlier in the day, it could be stuck believing the connection to the clock is still active.


To fix the error, either close out of the program completely and then try it again in 3-5 minutes or reboot the computer. Rebooting usually does the trick if exiting the program and trying again does not.


If that does not work, another option is to disable the com port in question and reenable it in Device Manager. If you are using Windows XP, for example, you would:


Open Control Panel.
Open System.
Select Device Manager.
Scroll down to “Ports”.
Right click on Communication Port COM1.
Within the right-click menu, click "Disable".
Perform the PC's restart that Windows will require to put the change into effect.
After restarting , follow steps above to get back to “COM1”.
Right click on Communication Port COM1.
Within the right-click menu, click "Enable".


The COM port should be released at this point and you may try to poll your Smart Clock as usual.

 

 

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What can I do if I have employees that I know are clocking in and out, but I cannot see their punches in the CARDS window?
 

The easiest way to discover what is happening is to poll the clock and have the employees not utilize it for a few minutes, so the memory is completely clear. At that time, have one of the employees which is having problems clock in. Then, immediately poll the clock.


That will bring in just that person’s punch data and will save it to a file. The raw clock data will be saved in a dated .BUF file in the software's BUFS folder and a report on that punch will be saved in a dated .LOG file in the LOGS folder. You will also immediately see if the punch was added or rejected in the polling status window.


Use the Utility>Browse Import Logs option in the program to look at the most recent LOG file and it will tell you why the punch is being rejected. You can then repeat the procedure for any other employees.


The most common reason for punches being rejected is because the badge number being used by the employee does not match the badge number (or employee number, if you are using that option) specified in the employee record for that employee. This procedure will help you to see what badge number they are using, so the problem can be corrected.


 

 

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Why do I receive the error message, "Failed to create log file - Path Not Found" when I try to poll the clock?
 

The software's paths to the system folders are specified under File>System Options.
There is a path setting for the LOGS folder where the .log files are written to when you poll.


That path needs to be set to the software’s LOGS folder location. You can right click on your desktop shortcut to access the software and look at the “properties” to see what folder your drive letter and folder your program is housed in. That way, you will be able to utilize the window that appears when you click the square to the right of the log files entry in the System Options window to select the correct path to the LOGS folder.


If the path is already correct, then the error is telling you that the program is being blocked from writing to or creating a file in that folder. A user must have complete read and write access to all of the files in the program folder (C:\OTBWIN by default). Users also need to have access to read and write files in the Windows (or WINNT) folder. The TNA.INI and TNASRWND.TPS files in the Windows (or WINNT) folder must be accessible.


To fix the problem, check the user's permissions and access setting to the software's folder on that PC and correct them.
Sometimes the problem is Windows incorrectly reporting the file as inaccessible. Rebooting the PC may fix the problem.

 

 

 

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Why do I receive the error message, "This application has failed to start because BII_V1100.dll was not found. Re-installing the application may fix this problem."?
 

This error indicates that file BII_V1100.dll, which is normally found in the program folder (OTBWIN by default), is either missing or damaged. Please do not re-install the program if you receive this error message. Re-installing the program into the current program folder will erase your data files!


To fix the problem, look for the BII_V1100.dll file in your recycle bin and restore it (if it was accidentally deleted). If the file is not missing, please contact our technical support department for a replacement copy of the file.

 

 

 

 

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Why are the period dates on my CARDS window incorrect?
 

The program uses the date and time on your PC to determine what payroll period you are in. It is important that the date and time on your PC be set to the accurate date and time. If not, you can have problems such as the one described in this topic's question.

 

If it is currently September 28, 2009 and your PC's date is set to October 28, 2009 this will cause October dates to appear as the current and previous periods in your CARDS window. The date on the PC would need to be changed to fix this.

 

 

 

 

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Why do I receive the error message, "Error (-15) opening TCP/IP communication." when trying to communicate with my Smart Clock.
 

This error indicates that there is no network connectivity to the Ethernet board that is attached to the Smart Clock.


You should check that you can ping the IP address assigned to the Ethernet board from the command prompt. If you cannot, check your Ethernet cable connections at the PC and the clock. One of the most common reasons for clock communication failures is that a cable is simply unplugged. You should also look at simple things, such as switching the Ethernet cable you are using, the position on the hub/switch or trying the Ethernet board at a different hub to see if the behavior is the same. Sometimes things like that make a difference and may help with pinpointing the problem.


Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory.


Try to access the Ethernet board's web interface menu by typing the IP address into your web browser. It should come up after a few moments if the board is on the network.


Here are some settings and situations that may lead to this error:


The Ethernet board has a duplicate IP address with another device on your network. This should not happen when DHCP assigns the IP address to the board, but if you change the IP address and accidentally assign a duplicate address this will create a communication problem. If you have UPnP enabled on a print server and it grabs the same IP address as the clock's Ethernet board as its second IP address, you won't be able to communicate with the clock. Disable UPnP on the print server and reboot it to free the IP address for usage by the Smart Clock.


The Ethernet board is connected to a managed Gigabit and/or P0E switch and the switch port is set to auto-negotiate speed and duplex. We recommend setting managed switch ports to 100Mb/Full duplex and turning off P0E on that port.


Something on the network is filtering UDP broadcast traffic to port 30718 (0x77FE) and/or to the MAC address of the Ethernet board.

Also, keep in mind that you should not immediately hit connect in the Perform I/O window or poll clock after just having disconnected from the clock. There is a window of time where the program and board are disconnecting and if you hit the button again, you will immediately get that error message. You have to be patient and give it at least a minute or so to disengage properly.


If you still don't get a response through the software, please contact our technical support department for assistance.

 

 

 

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Why do I receive an error message about the date on my PC being incorrect when I try to access the program?
 

This usually occurs when someone has accidentally (or purposely) accessed the program when the date on the PC has been set to a future date. The program keeps track of the date and time when you open and exit it, so it will deny you access if the date on the PC does not match what it expects.


To solve this problem you will need to set the date on the PC to whatever the program is telling you it should be. Once you do that, you will be given access to the program. Inside the program go to the File>System Options window. There are two fields in that window that indicate the date and time: Last Startup Date and Time. Erase the date and time from those fields and exit the program. Then, set the date on your PC to the correct date once again. You will be able to access the program once again without a problem.

 

 

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Why do I receive the error message, "Invalid program file name, please check your pif file" when trying to back up my data files or when the automatic backup runs?
 

Look at the File/System Options in the program.

The Backup path in the environment directories may need to be corrected. You can click on the small box to the right of the Backup line to browse and set the path where the backup files will be stored. .

If that does not help, please locate a file named Compress in the program's folder.
It is an MS-DOS shortcut. Look at the properties of the file and check the settings in the program tab.
The paths in that tab need to be pointing to the program folder. By default, the cmd line should be set to
C:\OTBWIN\Compress.exe and the working field should be set to C:\OTBWIN.

If they are not set to the proper paths, you can receive the error.

This error usually occurs if you change the name of the program's directory or if you move the software to a new folder.

 

 

 

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Why do I receive the error message, "Error:(File Not Found(2)) creating GREGLANG. Press OK to end this application." when I use a shortcut I created to access the program.
 

This is an unusual error which happens on some PC's. The problem occurs because of the way the shortcut was created. The best way to create a shortcut to the TNA.EXE file is to right click on the file and use the Send To>Desktop (create shortcut) option. This will place the shortcut directly on your desktop and prevent the error message from appearing.

 

 

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How can I find employees faster in the Cards or Employee windows?
 

The software has a feature to speed up the navigation. The question mark button in the lower left hand corner of each window brings up a Select Employee Record search window that will let you move to the employee you need immediately. If you know the employee number you are looking for, you can simply type the number in. If you don't know the number, pressing the down arrow in the search window will allow you to look through a list of employee numbers and names.

 

 

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How can I print the reports to a file?
 

The way you can do that is using a PDF writing program that is selectable as a printer when you print from a program. That will allow you to send the entire report to a PDF file which you can e-mail out, copy elsewhere, etc.. There are some free .PDF programs you can find online that do this.

 

 

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What does "Error - ( Record Not Found ) getting Default Schedule for Employee Number xxxxxxxxxx" indicate?
 

This error indicates possible damage to the schedule file, DaySched.tps. If you have a recent backup of this file, you can replace it with the backed up file. If you did not make any changes to your employee schedules after the date of the backup file, then everything should be back to normal. If you did make changes, then you will need to revise the employee schedules to make sure they are correct.


If the error persists after this, then the file will require repair. Please see the topic on "How do I repair data files?" to see how to repair the schedule file. If this does not work, please contact technical support for further assistance.

 

 

 

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Why do I see "NACK -1" or "Retry Count -1" errors when I am polling the clock?
 

This generally means that you are experiencing connection problems to the Smart Clock that are causing the data to not arrive properly during polling. Sometimes there is garbage data in the clock (improperly formatted transactions) that can cause the errors.


To obtain the data from the Smart Clock, you will need to contact our technical support department.


If the errors are recurring, one thing that may help is lowering the baud rate of your Smart Clock and the software. Slower baud rates often help with data transmission problems. The polling will take a little longer, but the data should arrive without errors.


For direct connection Smart Clocks, try to maintain a 3-foot distance of separation parallel from any EMF source (power wires and fluorescent lights etc.). These kinds of devices can cause interference with the transmission of data and lead to these errors.

 

 

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Why do I receive an, "Error writing punch (File System Error)" when trying to clock in via Use Computer as a Time Clock or PC_Clock.exe?
 

This error indicates that the program is being prevented from writing punches to the data files. A user must have complete read and write access to all of the files in the program folder (C:\OTBWIN by default). Users also need to have access to read and write files in the Windows (or WINNT) folder. The TNA.INI and TNASRWND.TPS files in the Windows (or WINNT) folder must be accessible.


To fix the problem, check the user's permissions and access setting to the software's folder on that PC and correct them.
Sometimes the problem is Windows incorrectly reporting the file as inaccessible. Rebooting the PC may fix the problem.

 

 

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Why do I receive a "Error -21 initializing socket for TCP/IP communication error." when trying to communicate with an Ethernet based Smart Clock?
 

Check the user's permissions and access settings to the OTBWIN program folder on that PC.


A user must have complete read and write access to all of the files in the program folder (C:\OTBWIN by default). Users also need to have access to read and write files in the Windows folder. The TNA.INI and TNASRWND.TPS files in that folder must be accessible.


If these are blocked, this error can occur.

 

 

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Why do I receive a "Error: Port Open Error; Invalid Communications Port Parameters" when trying to communicate with my modem Smart Clock?
 

This error indicates a problem with the modem you are using at your PC. Please reboot your PC and try to communicate with the Smart Clock again.

 

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Why does the software report, “established communication with biometric device” when I click the template management option in the Perform Clock I/O window, but will not open the actual template management window?
 

There is a problem with the parameters of the template management window which makes the program seem frozen, but it is not.

Close out of the program and use the Search or Find option in the Start menu on your desktop to look for a file named TNA.INI on that PC. The search should locate the file in the C:\Windows or C:\Winnt folder. Once you find the TNA.INI file, delete it. Then, re-access the program and try the template management option again. It should work normally.

 

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Why am I receiving an "Invalid Record Declaration" error when tyring to access the Out-of-the-Box™ software?
 

This error message generally appears because you have attempted to upgrade the software and your data file version is not matching the version of the program's operating files. The upgrade procedure you ran may not have completed properly or may have failed at some point. Please contact our technical support department for assistance.

 

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Why does the automatic backup fail or crash the program in Windows 7?
 

The backup feature for the Out of the Box program uses a backup method that is no longer supported on Windows 7 based PC’s. The automatic backup feature under File>System Options should not be used if you are using Windows 7.

You may encounter "Failed: 5" messages in a message window or simply receive an error message regarding the TNA.EXE file when you attempt to close the program if you have the automatic backup option activated.

We recommend that users simply make a copy of their entire program folder (which is named OTBWIN by default) onto a network drive, flash drive or other storage media on a regular basis. Since that saved program folder can easily be copied onto another PC and will work without re-installing the program that is the fastest way to restore the program if you have a hard drive failure or other problem.

 

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Precious Time Software

   

Why am I receiving a “Maximum Number of Concurrent Users (1) has been exceeded. Try again later.” error message when trying to open the program?
 

This error means the program is detecting a second user is trying to access the program when a user is already logged in. On single user program installations only one user can be in the program at a time.

If you are sure that you are the only person trying to log in, then the error means that the program was exited improperly (due to a PC crash, program crash, power outage, etc) the last time it was open.


Click OK to close the error message window. Use the Search or Find option in the Start menu of your desktop to look for a file named UCOUNT.TPS on the PC the program is installed on.


The search should locate the file in the C:\PRECIOUS TIME folder (that is the default drive letter and folder name; your drive letter or folder name may differ if the program was not installed in the default location). Once you find the UCOUNT.TPS file, delete it. Then, use your program’s desktop shortcut to re-access the program. It should let you right in.


Alternate Method: Right click on the desktop shortcut you use to access the program. Select Properties. Click on the Find Target button under the Shortcut tab. In the file listing that appears, locate the UCOUNT.TPS file and delete it. Then, use your program’s desktop shortcut to re-access the program. It should let you right in.

 

 


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Why won’t my polling window appear when I click the “Poll Clock” button on the main menu?
 

You are having a problem with the window size or coordinates for the polling window.

Close out of the program and use the Search or Find option in the Start menu on your desktop to look for a file named PTUSER.INI on that PC. The search should locate the file in the C:\Windows or C:\Winnt folder. Once you find the PTUSER.INI file, delete it. Then, re-access the program and try the Poll Clock button again. It should work normally.

 

 


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How do I set up the semimonthly pay period dates I want for months like February?

 

Access the Browse>Company>Browse Periods section of the software.

The Browse Periods screen only applies if you are using a semimonthly pay frequency.


The program will default to 1/2 month scheduling:


1-14/15-28 for 28 day months.
1-14/15-29 for 29 day months.
1-15/16-30 for 30 day months.
1-15/16-31 for 31 day months.


The program will automatically set up the pay period dates according to the information listed above if semimonthly is selected in the Company screen. A new table should only be created if the company’s pay schedule differs from the one detailed above.

 


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What can I do if I have punches that should be grouped together that will not appear next to each other and provide calculated data?
 

There is a field in the Company window named the MP Hours Limit that controls the number of hours the program looks forward for the next punch. If it is set too high or too low, it can create punch grouping problems. The field can be changed temporarily to split punches apart or join them together; however, since it is a global field, it needs to be set back to normal after the correction is made. It should generally be set to a couple of hours longer than whatever the longest work shift is for your company during a day. The default for the MP Hours Limit field is 14 and that generally works well for most companies.

 


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What can I do if I have punches grouped together for two days that should not be together?
 

There is a field in the Company window named the MP Hours Limit that controls the number of hours the program looks forward for the next punch. If it is set too high or too low, it can create punch grouping problems. The field can be changed temporarily to split punches apart or join them together; however, since it is a global field, it needs to be set back to normal after the correction is made. It should generally be set to a couple of hours longer than whatever the longest work shift is for your company during a day. The default for the MP Hours Limit field is 14 and that generally works well for most companies.

 


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How can I speed up my software if it is running slowly?
 

If the software is running slow, one thing you can do is decrease the amount of historical information being kept in the program.

The Days on File field in the Company window controls this.

If you have this field set to the maximum of 9,999, the program is never clearing out old records. It can keep up 27.5 years of historical information at that setting!

That field can be adjusted to a number that reflects how much historical information you really need to keep. Most users set this field to 1095 to keep 3 years of information; others only keep 365 days.

The important thing to note is that if you change this field, the next time you open the program it is going to begin purging old records. If you have records going back to the year 2000 and set it to 365 in 2009, the program is going to purge 8 years worth of old information. This process can take hours.

If you are going to change the Days on File field, we recommend first backing up your entire program folder to another location on the hard drive, on other media, or another PC on your network, etc (just in case). Also, make sure the date on your PC is correct. The program uses that date to determine how far to look back for data, so that is important. Then, make the change to Days on File when you do not need to use the program for payroll and can leave it open handling the historical data purge.


Running the program from a network drive will cause it to run slower than a local installation. Moving the software to a local drive, if possible, can also increase speed.


Your computer also affects the speed of the program. If you are using an older PC that does not have much memory or a slow hard drive, that can impact the speed. Changing PC's or upgrading your PC can make a difference in the program’s performance.

   


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Can I delete the files in the Precious Time software's DATA folder?
 

These program folders contain files for every polling you have ever done. They are useful if you are missing information and need to import it into the program; however, most of the time they are only used for importing recent data. Old .buf and .log files may be moved to some other location for storage or you may delete them if you do not need them. This will free up hard drive space.

 


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What do I do if I am blocked from accessing the software because the date or time on my PC is reported as being incorrect?
 

This means that the software was probably used and then closed while the date or time on the PC was on a past or future date.
The software records the date and time internally when you exit the program.


To get around this problem you will need to set the date and time on your PC to whatever the error message states it should be.
You will then be able to access the software once again. Once inside, open the File/System Options section of the program and erase the Last Startup Date and Time fields. Exit the program.


Once you are out, fix the date and time on your PC to the correct settings. You can then open the software once again and work in it as usual.

 


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Why is the employee button gray and unavailable on the main menu?
 

The employee button will remain gray until all of the menu options in the Browse/Company drop-down menu are completed. There are mandatory fields in the employee window that cannot be entered properly until you have completed entries in the Browse/Company drop down menu; therefore, you will be locked out of the employee area of the program until the other prerequisite areas are completed.

 


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How do I register or re-register my software?
 

The registration screen will appear when you first install the program.
It is also accessible from within the program’s main menu.

Click on Utility > Register Precious Time. If you are using the Stand Alone Communication program: Click on Help > Register Program.


The registration screen must be filled out exactly as your unlock code sheet indicates or the software will not accept the unlock code (spaces, upper case and lower case letters are important, so make sure you are exact). Once you have typed in all of the required information, please click on the Register button and exit the software so the code can activate when you re-access the program

 

 


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Why do I receive an “Unknown Format ( ) in Convert Hours” error when I try to print a report?
 

The program is having a problem with a report printing file.

Close out of the program and use the Search or Find option in the Start menu on your desktop to look for a file named PTSRWND.TPS on that PC. The search should locate the file in the C:\Windows or C:\Winnt folder. Once you find the PTSRWND.TPS file, delete it. Then, re-access the program and try the report again. It should work normally.

 

 


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Why won’t my Report Date Range window appear when I try to print a report?
 

You are having a problem with the window size or coordinates for the report date range window.

Close out of the program and use the Search or Find option in the Start menu on your desktop to look for a file named PTUSER.INI on that PC. The search should locate the file in the C:\Windows or C:\Winnt folder. Once you find the PTUSER.INI file, delete it. Then, re-access the program and try the report again. It should work normally.

 

 


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Why am I having problems opening up the program’s Help system in Windows Vista?
 

Microsoft now considers WinHlp32 obsolete as described on their site:

"Note for Help content providers who are shipping .hlp files”


“The WinHlp32.exe technology is officially obsolete, starting with the Windows Vista release. The WinHlp32.exe technology will not be supported in its current form in future Windows releases. Therefore, we strongly recommend that software developers stop using the Windows Help application in Windows Vista. Software developers who ship programs that rely on .hlp files are encouraged to transition their Help experience to an alternative Help file format, such as .chm, .html, or .xml. They will also have to change their calls from the WinHelp() API to the new content source. Several third-party tools are available to help authors convert content from one format to the other format."


Link:
http://support.microsoft.com/kb/917607


At that link, you may download the WinHlp32.exe file to make the existing Help files work with your program.

 


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Why do I get a “NO UART FOUND” error when I try to poll or communicate directly with a clock via the Perform Clock I/O screen?
 

This error means that the program cannot locate the com port you have specified in the Communication Line settings for the clock. This error usually comes up if the number in the COM Port field is set to or changed to a non-valid com port number. If the clock had been communicating fine and you have not changed the com port field, the best thing to do is reboot your PC to make sure Windows is not incorrectly reporting this error. Try communicating with the clock again. If the error persists, your com port may be damaged. You can try switching your com port setting and Smart Clock (or modem) to another valid com port, if one is available. Please contact technical support for further assistance.

 


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Why do I receive the message “No more employees can be added. The maximum allowed, according to your license, has been reached. Please contact your sales representative.” when I attempt to add an employee?
 

This means that you reached the limit of employees that may be added in the software based on the employee limit you purchased. The maximum active employees allowed are shown in the upper right hand corner of the Browse Employee File window. The remaining amount is shown in the upper center of the same window. You must contact your sales representative to purchase an upgrade.

In some rare instances, you may find that the maximum allowed is set to 10 and you have a negative value in the remaining amount. This means that your registration code (also known as the unlock code) was lost and you must re-register the software in order to add more employees. Please contact technical support for a copy of your registration code if you do not have a copy.


 

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How do I move the Precious Time software from one PC to another?
 

Procedure:
- Move Direct Connection Clocks to New PC
- Copy Old Program to New PC
- Make Desktop Shortcut on New PC
- Correct Settings on New PC


Move Direct Connection Clocks to New PC
If you have any clocks that are directly connected to the old PC, you will need move the communication cable and serial adapter from the old PC to the new PC.

Copy Old Program to New PC
Make a copy of the entire program folder.

C:\PRECIOUS TIME is the program folder (that is the default drive letter and folder name; your drive letter or folder name may differ if the program was not installed in the default location).

You will need to copy the entire program folder with all of its subdirectories to the new PC. The method for doing this will vary depending on your situation. If the old PC and new PC are on a network, it is easy to use Windows Explorer to copy and paste the program folder from one PC to another.


If the PC’s are not on a network, the program folder may be copied onto storage media (CD, DVD, USB flash drive, etc.) and then copied from that media onto the new PC.

Please make sure that any users that will be accessing the program have complete access to read and write files in both the program folder and the Windows or Winnt folders (depending on which version of Windows is being used).

Make Desktop Shortcut on New PC
Open the program folder you copied on the new PC. Look for the file that runs the program:


PT.EXE is the executable file that runs the program.


Make a desktop shortcut to that file, so you can easily access the program.

Correct settings on New PC
Access the program by clicking on the desktop shortcut you created.


Go to the File>System Options section of the program and establish the proper paths for the folders in the Environment Directories.


Go to File>Print Setup and select a new available printer (if necessary).


Go to the Browse>Smart Clock Configuration>Communication Lines section of the program. If you have a communication line configured for direct or modem connection to a clock, please adjust the com port setting for that line if it will be different on the new PC. Then, test the communication to the clock by using the Perform Clock I/O window in the Utility menu.

 


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How do the Smart Clock and Precious Time software handle Daylight Saving Time?
 

In an effort to reduce the amount of energy used in the United States, the federal government has enacted the Energy Act of 2005 which will change Daylight Saving Time. The date changes begin in 2007.

How will this affect your Smart Clock? Smart Clock versions below 3.93 (you can verify your version by unplugging your Smart Clock’s power supply, plugging it back in and looking at the first screen that appears as the clock performs its self tests) contain a 100-year time clock chip that was programmed before the above legislation. Therefore, after disabling the Daylight Saving Time feature on the Smart Clock itself, you have two options to accommodate the new dates:


1.Download our update for Daylight Saving Time from the update section of our website at http://www.smartclock.com/DST.aspx
It is an automated program you can run from your PC to handle the time change at a predefined date and time.


2.Handle the time change manually using the Set Date/Time feature in the Perform Clock I/O section of the program.


Full instructions on how to handle these options can be found at our Daylight Saving Time web page: http://www.smartclock.com/DST.aspx


Customers that own Smart Clock versions 3.93 or above have the ability to use the Daylight Saving option in the Perform Clock I/O window to download the start and end dates/times for Daylight Saving Time each year. Once downloaded to the Smart Clock, it will adjust the time for you at those predetermined times without the need to change the time by hand or to use the DST update program from our website. Please refer to Perform Clock I/O section in the program manual for details.


Please note: The Daylight Saving Time settings must be downloaded to each clock every year in order for it to change the time on the appropriate dates. If you forget to set the new start and end dates next year, the Smart Clock’s Daylight Saving feature will not work!


Remember, Microsoft products that were written before 2005 will also have to be manually changed unless you have downloaded their complicated DST time zone update. Keep this in mind when accessing your OTBWIN software in Windows after the Daylight Saving Time date and time pass. If Windows did not update your computer’s time, you will have to do that yourself.

 


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How do I repair data files?
 

Please note that these procedures are to fix problems with data (.TPS) files. Various errors can indicate that a .TPS file needs repair. Sometimes there is no error. Technical support will need to determine if a file repair is needed.

Here are the basic procedures for a file repair:

From the main menu in the Precious Time program go to File/Data Files/Repair or right click on the desktop shortcut you use to access the program. Select Properties. Click on the Find Target (or Open File Location) button under the Shortcut tab. In the file listing that appears, find a file named TPSFIX and double left click on it.

This will open the Topspeed Database recovery tool. You should now close the Out-of-the-Box™ program itself, if it is still open. The recovery tool will stay open; it is independent from the program.

In the Recovery tool screen, use the Browse button to select the .TPS file you want to repair from your Precious Time folder. This will automatically fill in the destination file information at the bottom.

Click the Next button at the bottom. The second screen will appear.

Click the Start button at the bottom. At this point the program will begin scanning for errors. Please pay close attention to any reported errors and jot them down.

Even if no errors are found, you will be asked if you want to continue with the recovery. Click on "yes" when it asks.

The next part will take a while, as the file is cleaned up and organized. After it is finished, click OK.

Once that is complete, click on your Start button on the desktop and select the RUN option. Type in the word "Explorer" in there and click OK. This will open up your Windows Explorer.

Once that is open, look for your Precious Time folder. Inside that folder you will find the original .TPS file. We want to safeguard it. You will need to rename the file. Just right click on the file and select rename. You may rename the Cards.TPS to Oldcards.tps, for example.

Next, find the .TPR file with the same name of the file you were repairing in the Precious Time folder and rename it to .TPS.

By doing that, you are making the repaired file the active file that the program will use.

Once that is done, you can go ahead and open the Precious Time program. It should open normally.

 

 

 

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Why do I receive the "Duplicate Punch" error in CARDS for a punch that I can see does not exist?
 

This usually happens when you are adding a punch at the beginning of a pay period. You will add a punch and not see it appear, so you attempt to add it again and receive this error. The best way to see if a punch exists in the CARDS window is to switch the criteria setting in the window to ALL. This will reveal every single punch the program has for all of the employees. You can then view the progression of punches from week to week for each employee. You will usually find that the punch you entered does indeed exist, but was pulled into the previous period. This is why you could not see it.

There is a field in the Company window named the MP Hours Limit that controls the number of hours the program looks forward for the next punch. If it is set too high or too low, it can create punch grouping problems. The field can be changed temporarily to split punches apart or join them together; however, since it is a global field, it needs to be set back to normal after the correction is made. It should generally be set to a couple of hours longer than whatever the longest work shift is for your company during a day. The default for the MP Hours Limit field is 14 and that generally works well for most companies.

 

 

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How do I set my Precious Time software to keep more historical information?
 

Check the Days On File field in the Company window. The valid value for this field is from 1 to 9,999 days. Set this to the number of days you wish to keep punch card records on file on your hard disk. Any data older than that setting will be purged from the program whenever you open it. The more information you keep on file, the greater the possibility that the system will perform slowly after several years have passed (the speed and amount of memory of your computer does have some bearing on this as well). Keep this in mind when you select how much information to keep.

Please Note: By setting this field to 9,999, the program will keep a punch history of over 27.3 years. Typically this field is set from 183 (6 Months) to 365 (One Year). This may have to be adjusted depending upon your hard drive space availability.

 

 

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What can I do if my CARDS window is not displaying information as usual, buttons are missing or the window is partially off-screen and can't be centered?
 

You are having a problem with the attributes of the CARDS window.

Close out of the program and use the Search or Find option in the Start menu on your desktop to look for a file named PTUSER.INI on that PC. The search should locate the file in the C:\Windows or C:\Winnt folder. Once you find the PTUSER.INI file, delete it. Then, re-access the program and try the CARDS window again. It should work normally.

 

   

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Why won't my Precious Time software install when I am using Windows Vista or Windows 7?
 

This problem occurs on some versions of Windows Vista and Windows 7. To run the downloaded installation file, you will need to change the compatibility mode settings for the installation file.

To change compatibility settings manually for the installation file, right-click the name or icon for the file, click Properties, and then click the Compatibility tab. Set the program to run in compatibility mode for "Windows XP". Then run the installation file again. The installation should proceed and complete normally.

 

 

 

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Can I print a report that reflects information narrowed down by the software's user-defined Criteria?
 

Yes. If you have created your own criteria, you may select them in the upper right hand corner of the CARDS window.
Once the CARDS screen shows the data you requested, you may use the Print button at the bottom of the window to print the information. You may print just the displayed screen or all of the data you can scroll through in the window.

It is recommended that you use the print options available in the small menu that appears when you click the Print button to select exactly what columns you need from the CARDS window in your report. All of the columns cannot be printed.

 

 

 

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Why do I get a “PORT OPEN ERROR: COMMUNICATIONS PORT IS ALREADY IN USE” error when I try to poll or communicate directly with a clock via the Perform Clock I/O screen?
 

The software is telling you that it is trying to use the indicated com port to communicate with the clock and it cannot.


Something or some other program is already using it. Sometimes Windows erroneously reports this error even though you have every other program closed and are not using the com port in question. If your software crashed when trying to communicate with the clock earlier in the day, it could be stuck believing the connection to the clock is still active.


To fix the error, either close out of the program completely and then try it again in 3-5 minutes or reboot the computer. Rebooting usually does the trick if exiting the program and trying again does not.


If that does not work, another option is to disable the com port in question and reenable it in Device Manager. If you are using Windows XP, for example, you would:


Open Control Panel.
Open System.
Select Device Manager.
Scroll down to “Ports”.
Right click on Communication Port COM1.
Within the right-click menu, click "Disable".
Perform the PC's restart that Windows will require to put the change into effect.
After restarting , follow steps above to get back to “COM1”.
Right click on Communication Port COM1.
Within the right-click menu, click "Enable".


The COM port should be released at this point and you may try to poll your Smart Clock as usual.

 

 

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What can I do if I have employees that I know are clocking in and out, but I cannot see their punches in the CARDS window?
 

The easiest way to discover what is happening is to poll the clock and have the employees not utilize it for a few minutes, so the memory is completely clear. At that time, have one of the employees which is having problems clock in. Then, immediately poll the clock.


That will bring in just that person’s punch data and will save it to a file. The raw clock data will be saved in a dated .BUF file in the software's DATA folder and a report on that punch will be saved in a dated .LOG file in the DATA folder. You will also immediately see if the punch was added or rejected in the polling status window.


Use the Utility>Browse Import Logs option in the program to look at the most recent LOG file and it will tell you why the punch is being rejected. You can then repeat the procedure for any other employees.


The most common reason for punches being rejected is because the badge number being used by the employee does not match the badge number (or employee number, if you are using that option) specified in the employee record for that employee. This procedure will help you to see what badge number they are using, so the problem can be corrected.

 

 

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Why are the period dates on my CARDS window incorrect?
 

The program uses the date and time on your PC to determine what payroll period you are in. It is important that the date and time on your PC be set to the accurate date and time. If not, you can have problems such as the one described in this topic's question.


If it is currently September 28, 2009 and your PC's date is set to October 28, 2009 this will cause October dates to appear as the current and previous periods in your CARDS window. The date on the PC would need to be changed to fix this.

 

 

 

 

 

 

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Why do I receive the error message, "Error (-15) opening TCP/IP communication." when trying to communicate with my Smart Clock.
 

This error indicates that there is no network connectivity to the Ethernet board that is attached to the Smart Clock.


You should check that you can ping the IP address assigned to the Ethernet board from the command prompt. If you cannot, check your Ethernet cable connections at the PC and the clock. One of the most common reasons for clock communication failures is that a cable is simply unplugged. You should also look at simple things, such as switching the Ethernet cable you are using, the position on the hub/switch or trying the Ethernet board at a different hub to see if the behavior is the same. Sometimes things like that make a difference and may help with pinpointing the problem.


Reset the clock by unplugging the power supply, waiting one minute and then plugging the power supply back in. The clock will reset itself and run through self-tests (as long as it is not connected to a battery backup unit that prevents it from turning off; you must use the reset button on the clock to force the reset if that is the case). Resetting the clock will not make it lose any punches in memory.


Try to access the Ethernet board's web interface menu by typing the IP address into your web browser. It should come up after a few moments if the board is on the network.


Here are some settings and situations that may lead to this error:


The Ethernet board has a duplicate IP address with another device on your network. This should not happen when DHCP assigns the IP address to the board, but if you change the IP address and accidentally assign a duplicate address this will create a communication problem. If you have UPnP enabled on a print server and it grabs the same IP address as the clock's Ethernet board as its second IP address, you won't be able to communicate with the clock. Disable UPnP on the print server and reboot it to free the IP address for usage by the Smart Clock.


The Ethernet board is connected to a managed Gigabit and/or P0E switch and the switch port is set to auto-negotiate speed and duplex. We recommend setting managed switch ports to 100Mb/Full duplex and turning off P0E on that port.

Something on the network is filtering UDP broadcast traffic to port 30718 (0x77FE) and/or to the MAC address of the Ethernet board.

Also, keep in mind that you should not immediately hit connect in the Perform I/O window or poll clock after just having disconnected from the clock. There is a window of time where the program and board are disconnecting and if you hit the button again, you will immediately get that error message. You have to be patient and give it at least a minute or so to disengage properly.


If you still don't get a response through the software, please contact our technical support department for assistance.

 

 

 

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Why do I receive an error message about the date on my PC being incorrect when I try to access the program?
 

This usually occurs when someone has accidentally (or purposely) accessed the program when the date on the PC has been set to a future date. The program keeps track of the date and time when you open and exit it, so it will deny you access if the date on the PC does not match what it expects.


To solve this problem you will need to set the date on the PC to whatever the program is telling you it should be. Once you do that, you will be given access to the program. Inside the program go to the File>System Options window. There are two fields in that window that indicate the date and time: Last Startup Date and Time. Erase the date and time from those fields and exit the program. Then, set the date on your PC to the correct date once again. You will be able to access the program once again without a problem.

 

 

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How can I find employees faster in the Cards or Employee windows?
 

The software has a feature to speed up the navigation. The question mark button in the lower left hand corner of each window brings up a Select Employee Record search window that will let you move to the employee you need immediately. If you know the employee number you are looking for, you can simply type the number in. If you don't know the number, pressing the down arrow in the search window will allow you to look through a list of employee numbers and names.

 

 

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How can I print the reports to a file?
 

The way you can do that is using a PDF writing program that is selectable as a printer when you print from a program. That will allow you to send the entire report to a PDF file which you can e-mail out, copy elsewhere, etc.. There are some free .PDF programs you can find online that do this.

 

 

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What does "Error - ( Record Not Found ) getting Default Schedule for Employee Number xxxxxxxxxx" indicate?
 

This error indicates possible damage to the schedule file, DaySchedule.tps. If you have a recent backup of this file, you can replace it with the backed up file. If you did not make any changes to your employee schedules after the date of the backup file, then everything should be back to normal. If you did make changes, then you will need to revise the employee schedules to make sure they are correct.


If the error persists after this, then the file will require repair. Please see the topic on "How do I repair data files?" to see how to repair the schedule file. If this does not work, please contact technical support for further assistance.

 

 

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Why do I see "NACK -1" or "Retry Count -1" errors when I am polling the clock?
 

This generally means that you are experiencing connection problems to the Smart Clock that are causing the data to not arrive properly during polling. Sometimes there is garbage data in the clock (improperly formatted transactions) that can cause the errors.


To obtain the data from the Smart Clock, you will need to contact our technical support department.


If the errors are recurring, one thing that may help is lowering the baud rate of your Smart Clock and the software. Slower baud rates often help with data transmission problems. The polling will take a little longer, but the data should arrive without errors.


For direct connection Smart Clocks, try to maintain a 3-foot distance of separation parallel from any EMF source (power wires and fluorescent lights etc.). These kinds of devices can cause interference with the transmission of data and lead to these errors.

 

 

 

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Why do I have a Transaction Framing Error?
Error: (Unable to Log transaction [48]) attempting to frame the delete transaction on Day Schedule. Delete Transaction cancelled and Process DELETE Error? An error was experienced when deleting a record from the Process view file: Error: LOGOUT Not Active (91)
 

These errors indicate possible damage to the schedule file, DaySchedule.tps. If you have a recent backup of this file, you can replace it with the backed up file. If you did not make any changes to your employee schedules after the date of the backup file, then everything should be back to normal. If you did make changes, then you will need to revise the employee schedules to make sure they are correct.


If the error persists after this, then the file will require repair. Please see the topic on "How do I repair data files?" to see how to repair the schedule file. If this does not work, please contact technical support for further assistance.

 

 

 

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Why do I receive a "Error -21 initializing socket for TCP/IP communication error." when trying to communicate with an Ethernet based Smart Clock?
 

Check the user's permissions and access settings to the PRECIOUS TIME program folder on that PC.


A user must have complete read and write access to all of the files in the program folder (C:\PRECIOUS TIME by default). Users also need to have access to read and write files in the Windows folder. The PTUSER.INI and PTSRWND.TPS files in that folder must be accessible.


If these are blocked, this error can occur.

 

 

 

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