TimeSheet Express

TimeSheet Express


How do I set or change the Start Date?

The Start Date is the first date for displayed data on the Edit Scans screen. The easiest way to change this date is to click on the down-arrow just to the right of the year, which will display a calendar, as shown on the right. The currently set Start Date will be highlighted with a grey oval, while today’s date is shown inside a red circle.

To set a new Start Date, just double-click on the new date, if it’s within the current month, or change to a new month by using the left and right arrows on either side of the month and year. You can also click on the month name, then select the month you want from the drop-down list that appears.

The fastest way to change the year is to click on it – up and down arrow buttons will appear.

There are also a number of keyboard shortcuts available – the Pg-Up and Pg-Dn keys move back or forwards one month, the Up-arrow and Down-arrow keys move back or forward one week, and the Left-arrow and Right-arrow keys move back or forward one day. The Home and End keys reset the date to the first and last day of the month.

The ESC-key cancels date selection, and the Enter-key selects the highlighted day and exits back to the Edit Scan screen.

There’s one final “nicety” for changing the Start Date – if you click on the up or down arrows at the far right of the Start Date field, the date will move backwards or forwards by the number of days set as the Display Period if you are displaying a single employee on the Edit Scans screen, or by a single day if you are displaying all employees.


How do I determine the number of an IDTag?

If you look at the bottom of an IDTag, you’ll see the iButton logo and web site address, and underneath that, two characters on the left (the CC in the photo on the right), two characters on the right (the FF in the photo), and then 12 more characters below that (theSSSSSSSSSSSS in the photo).

The complete IDTag number starts with the two characters on the left, then the 12 characters below that, then the two characters on the right. For example, a typical IDTag number might be67000000C63165101.

Note: IDTag numbers contain only the letters A to F and the digits 0 to 9, and are always sixteen characters long. IDTags always end in 01, DataTags always end in 0C, and TimeTags always end in 04.

Note that if you have a DataTag Homebase connected to the PC running TimeSheet Express, and it’s configured in Data Collection Setup, you can insert the employee’s IDTag when the cursor is in the Employee ID field to enter the IDTag number automatically, rather than typing it in.


How do I send a copy of my database to ASP?

Sometimes, if we are unable to fix a problem over the phone, we may ask you to send a copy of your TimeSheet Express database to us via email.

The easiest way to email your database to ASP is to follow these instructions:

1. Copy your database to the desktop
Open TimeSheet Express, then go to the File Menu at the top left of the screen and select Open Database. The screen will open in the folder that your current database is located in, and the filename of the current database will be shown near the bottom of the screen, above and to the left of the Open button. You need to find the file with the same name in the middle area of the screen. Once you’ve found it, click on the filename once with your left mouse button. Then, press and hold down the Ctrl key on your computer keyboard, and while you’re still holding it down, left-click on the filename and keep holding down both the Ctrl key and the left mouse button, then drag the mouse cursor onto a clear area of your computer desktop. This will copy the file to your desktop. You can now close the TimeSheet Express screens.

2. Compress your database
Right-click on the database file that you copied onto the desktop, and select Send To from menu that pops up. Select Compressed (Zipped) Folder. This will create a compressed copy of your database on your desktop.

3. Email the compressed file to us
Right-click on the compressed file and select Send To from the menu that pops up. Select Mail Recipient. Type support@asp.com.au into the To: field of the email. Make sure that your name and company name and details are in the email, then click on the Send button.
We will acknowledge receipt of your database, so please contact us again if you do not receive an email from us in a reasonable time.

PLEASE NOTE that you should not open or use TimeSheet Express, or download any data, once you have created the compressed database and sent it to us, because any changes you make to your database will not be made to the database you have sent to us, and if we have to repair your database and send it back to you, any changes you have made to your database will be lost.
We will need to examine your database before we can provide you with any estimates on costs.


Why isn’t TimeSheet Express collecting data?

First of all, is TimeSheet Express running at the time that your data collection is scheduled? If it’s not running, it can’t collect data.

Secondly, data collection won’t occur unless you’re at either the Edit Scans, Employees, Data Collection or Reports main screens. If you have any other screen open, particularly if you’re changing a setting or editing an employee’s details, you may change something that could affect the data collection, so TimeSheet Express won’t collect the data.


What happens if I adjust times in the future?

TimeSheet Express keeps two sets of times – the raw unadjusted scans, which show the actual time of each scan, and the adjusted times, which are created by the application of the Rounding rules, or by manual editing from the Edit Scans screen.

Once adjusted times are created automatically, or are entered manually, no further automatic adjustments will be made. What this means is if you manually enter times for any day that you haven’t yet collected scans, when the collected scan data is eventually processed, the rounding options will not be automatically applied, because they would then override the manual adjustments you’d already made.


What does ‘Database already in use’ mean?

If TimeSheet Express is not shut down properly, or the computer is turned off or crashes while TimeSheet Express is running, you may get an error message indicating that the database is already in use when you know it isn’t. You can use the Compact & Repair Database function on the File menu to recover from this error.

If the database is corrupted, this function will attempt to recover as much data as possible, and will warn you if any data could not be recovered. This function will normally only take a few seconds.


What are ‘unrecognised scans’?

If an employee scans a barcoded card or IDTag that has not been entered as an Employee ID for anyone, TimeSheet Express will not know what to do with the scan. When this scan is downloaded from the terminal, TimeSheet Express will display a message on the download log screen, listing any scans that have not been recognised.

As shown on the log screen, unrecognised scans are stored in a file called misread.txt so that they can be reprocessed – see Reprocessing Unrecognised Scans in the manual or the help file for more information.

The most likely reason that unrecognised scans occur is that a mistake has been made while entering the Employee ID on the Edit Employee screen, or a new employee has scanned their card or IDTag before they have been entered into TimeSheet Express.


How can I re-use an employee ID card or IDTag?

TimeSheet Express doesn’t allow more than one employee to have the same employee ID number. If you need to re-issue a previously used ID card or IDTag, you have to change the employee ID number for the previous staff member before you can re-use that ID number for a new employee.

Click on the Employees button on the main screen, select the previous employee, right click, select Edit from the menu that pops up, and then change the Employee ID. We suggest you add something like an X, or perhaps the date of termination to the previous employee’s ID number, so that you avoid complications if an ID number has been re-issued multiple times. For example, an existing ID number of 12345 might become X12345, or perhaps 12345-1012 to signify that the employee left in December 2010.

Once you’ve changed the ID for the employee who previous held that ID, you can add the new employee and re-use the employee ID for them.


Can I download the TimeSheet Express user manual?

Yes, of course! That manual, along with the manuals for most other ASP equipment, is available from our web site here.

Please note that our manuals are in Adobe .PDF format – if you don’t already have the free Adobe reader, you can download it from Adobe’s web site.