Kronos 4000 series User manual

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Series 4000
User’s Guide
Series 4000 Badge Terminal
Presents basic concepts of the Series 4000 badge terminal,
instructions for performing functions at the Series 4000
terminal, maintaining and servicing the terminal, and
troubleshooting error conditions.
Document Part Number: 4702574-001
Document Revision: Draft of Rev. C

The information in this document is subject to change without notice and should not be construed as a commitment
by Kronos Incorporated. Kronos Incorporated assumes no responsibility for any errors that may appear in this
manual. This document or any part thereof may not be reproduced in any form without the written permission of
Kronos Incorporated. All rights reserved. Copyright 2001.
CardSaver, Datakeeper, Datakeeper Central, Gatekeeper, Gatekeeper Central, Imagekeeper, Jobkeeper,
Jobkeeper Central, Keep.Trac, Kronos, the Kronos logo, ShopTrac, ShopTrac Pro, the ShopTrac logo, Solution In A
Box, Start.Time, TeleTime, Timekeeper, Timekeeper Central, TimeMaker, and Visionware are registered trademarks
of Kronos Incorporated. CommLink, Comm.Mgr, DKC/Datalink, HyperFind, Improving the Performance of People
and Business, Kronos Connect, Kronos e-Central, Labor Plus, Prism, Smart Scheduler, Starter Series, Start.Labor,
Start.Quality, Start.WIP, Tempo, the Tempo logo, Timekeeper Decisions, Timekeeper Express, Timekeeper Web,
Workforce Activities, Workforce Accruals, Workforce Central, Workforce Central Suite logo, Workforce Decisions,
Workforce Express, Workforce Manager, Workforce Scheduler, Workforce Smart Scheduler, Workforce TeleTime,
Workforce Timekeeper, Workforce Genie, Workforce MobileTime, Workforce Professional Time, and Workforce Web
are trademarks of Kronos Incorporated.
All other trademarks or registered trademarks used herein are the property of their respective owners and are used
for identification purposes only.
When using and applying the information generated by Kronos products, customers should ensure that they comply
with the applicable requirements of federal and state law, such as the Fair Labor Standards Act.
RADIO AND TELEVISION INTERFERENCE
CAUTION: Changes or modifications not expressly approved by the manufacturer could void the user's authority to
operate the equipment.
This equipment has been tested and found to comply with the limits, pursuant to Part 15 of the FCC rules. These
limits are designed to provide reasonable protection against harmful interference in a residential installation. This
equipment generates, uses and can radiate radio frequency energy and, if not installed and used in accordance with
the instructions, may cause harmful interference to radio communications. However, there is no guarantee that
interference will not occur in a particular installation. If this equipment does cause harmful interference to radio or
television reception, which can be determined by turning the equipment off and on, the user is encouraged to try to
correct the interference by one or more of the following measures:
- Reorient or relocate the receiving antenna.
- Increase the separation between the equipment andthe receiver.
- Connect the equipment into an outlet on a circuit different from that to which the receiver is connected.
- Consult the dealer or an experienced radio/TV technician for help.
You may also find helpful the following booklet, prepared by the FCC: "How to Identify and Resolve Radio-TV
Interference Problems." This booklet is available from the U.S. Government Printing Office, Washington D.C.
20402.
Changes and Modifications not expressly approved by the manufacturer or registrant of this equipment can void
your authority to operate this equipment under Federal Communications Commissions rules.
Canadian DOC Compliance
This digital apparatus does not exceed the Class A limits for radio noise emissions from digital apparatus set out in
the Radio Interference Regulations of the Canadian Department of Communications.

Cet appareil numérique respecte les limites de rayonnement de bruits radioélectriques applicables aux appareils
numériques de classe A, prévues au Règlement sur le matériel brouilleur du ministère des Communications du
Canada.
EN 55022 (CISPR 22)
This product is a Class A product. In a domestic environment, it may cause radio interference in which case the user
may be required to take adequate measures.
Published by Kronos Incorporated
297 Billerica Road, Chelmsford, Massachusetts 01824-4119 USA
Phone: [phone], Fax: [phone]
Kronos Incorporated Global Support: 1-800-394-HELP (1-800-394-4357)
For a complete list of the international subsidiaries, see the following Kronos Incorporated Web page:
http://www.kronos.com/discover/about/worldwide.htm
Document Revision History
Document Revision Product Version Release Date
A 1.0 August 2001
B 1.0 November 2001
Rev C Draft 1.2 TBD

Contents
About This Guide
Organization of This Guide ...........................................................................x
Abbreviations and Terms .............................................................................xi
Related Documents ......................................................................................xii
Chapter 1: Overview
What Are the Series 4000 Terminals? ........................................................1-2
Standard Hardware Features ................................................................1-2
Optional Devices ..................................................................................1-3
Physical Description of the Terminal ..................................................1-4
Terminal Display .................................................................................1-6
Understanding How the Series 4000 Terminal Operates ...........................1-7
How the Terminal Functions with the Host Application .....................1-7
Cross-punching ....................................................................................1-8
Modes of Operation .............................................................................1-8
Labor Tracking Functions ....................................................................1-9
Entering Data at the Series 4000 Terminal ...............................................1-10
Using the Badge Reader .....................................................................1-10
Using the Keypad and Soft Keys .......................................................1-11
Guidelines for Entering Information Using the Terminal ..................1-12
Chapter 2: Employee Functions
What Are Employee Functions? .................................................................2-2
Performing Employee Functions ................................................................2-4
Cancel Meal Deduction ........................................................................2-4
End Activity .........................................................................................2-4
Enter Tips .............................................................................................2-5
Labor Transfer .....................................................................................2-5
Pay Code Hours Edit ............................................................................2-6

Contents
vi Kronos
Pay Code Money Edit .......................................................................... 2-7
Review Punches ................................................................................... 2-8
Simple Punch ....................................................................................... 2-8
Start Activity ....................................................................................... 2-9
View All Messages .............................................................................. 2-9
View Current Schedule ...................................................................... 2-10
View Future Schedule ....................................................................... 2-10
View Punch Status .............................................................................2-11
View Totals ....................................................................................... 2-11
Chapter 3: Supervisor Functions
What Are Supervisor Functions? ............................................................... 3-2
Performing Supervisor Functions .............................................................. 3-5
Add Punch ........................................................................................... 3-5
Change Password ................................................................................. 3-6
Delete Punch ........................................................................................3-7
Display On/Off Premise Employees ................................................... 3-8
Global Home Employee Restriction Override ....................................3-8
Global Non-Home Employee Restriction Override ............................3-9
Pay Code Hours Adjustment ...........................................................3-10
Single Home Employee Restriction Override ...................................3-11
Single Non-Home Employee Restriction Override ...........................3-12
View Employee Information ............................................................. 3-12
Chapter 4: Maintaining the Terminal
Maintenance Basics .................................................................................... 4-2
Types of Maintenance ......................................................................... 4-2
Required Tools .................................................................................... 4-2
Safety Considerations .......................................................................... 4-3
Handling Static-Sensitive Components ............................................... 4-3
Obtaining Replacement Parts .............................................................. 4-4
Preventive Maintenance ............................................................................. 4-5
Cleaning the Terminal ......................................................................... 4-5
About the Lithium and Lead Acid Batteries ........................................4-6
Running Diagnostic Tests and Reports ...............................................4-7

Contents
Series 4000 Badge Terminal User’s Guide vii
Servicing the Terminal ...............................................................................4-8
Interior of Fully-Assembled Terminal .................................................4-9
Returning the Cover Assembly to Kronos .........................................4-10
Attaching the Cover Assemby to the Terminal ..................................4-15
Performing Basic Configuration at the Series 4000 Terminal ...........4-20
Replacing the Backup Battery Charger Board ...................................4-24
Adjusting the Width of the Badge Reader Slot ..................................4-32
Replacing the Badge Reader Cover ...................................................4-38
Replacing the AC Power Supply (transformer) .................................4-40
What Are the Maintenance Functions? ....................................................4-43
Performing Maintenance Functions .........................................................4-46
Audio Setting (basic configuration) ...................................................4-46
Communication Setting (basic configuration) ...................................4-47
Date/Time Setting (basic configuration) ............................................4-48
Display Setting (basic configuration) ................................................4-49
Symbology Setting (basic configuration) ..........................................4-50
Database Report .................................................................................4-51
Device Status Report ..........................................................................4-51
Ethernet Report ..................................................................................4-52
File System Report .............................................................................4-52
Memory Report ..................................................................................4-53
Readers Report ...................................................................................4-53
Badge Test .........................................................................................4-54
Beeper Test ........................................................................................4-54
Display Test .......................................................................................4-55
Keypad Test .......................................................................................4-55
LED Test ............................................................................................4-56
Sequential Tests .................................................................................4-56
Change Password ...............................................................................4-57
FACTORY DEFAULT ......................................................................4-57
Delete All Punches .............................................................................4-58
Restart ...............................................................................................4-58

Contents
viii Kronos
Chapter 5: Upgrading Terminal Firmware
Overview of a Softload .............................................................................. 5-2
Performing a Softload ................................................................................ 5-3
Chapter 6: Error Messages and Troubleshooting Procedures
Error Messages ........................................................................................... 6-2
Transaction Error Messages ................................................................ 6-2
Other Error Messages .......................................................................... 6-6
Status Messages ................................................................................... 6-8
Troubleshooting ......................................................................................... 6-9
Terminal Hardware Failures ................................................................ 6-9
Troubleshooting Table ....................................................................... 6-10
Verifying the Integrity of the Network ..............................................6-15
Appendix A: Terminal Specifications
Appendix B: Differences Between the Series 4000 and the Series 400
Terminals
Physical Differences ................................................................................. A-2
Functional Differences .............................................................................. A-3
Glossary
Index

About This Guide
This guide is intended for all users of the Series 4000 timeclock. It describes basic
concepts of the Series 4000 timeclock and contains instructions for performing
operations and executing functions, maintaining and servicing the timeclock, and
troubleshooting error conditions.
This preface contains the following sections:
!Organization of This Guide
!Abbreviations and Terms
!Related Documents

About This Guide
xADP, Inc.
Organization of This Guide
This guide contains the following information:
!Chapter 1, “Overview,” describes the Series 4000 timeclock, explains how the
timeclock operates, and describes how to enter data at the timeclock.
!Chapter 2, “Employee Functions,” describes employee functions and how to
perform them. Examples of employee functions are simple punches and labor
transfers.
!Chapter 3, “Supervisor Functions,” describes supervisor functions and how to
perform them. Examples of supervisor functions are adding and deleting
punches.
!Chapter 4, “Maintaining the Timeclock,” describes how to service the
timeclock and how to perform maintenance functions. Examples of
maintenance functions are configuring the timeclock and running diagnostics.
!Chapter 5, “Upgrading Timeclock Firmware,” contains information about
using the correct versions of the timeclock firmware and downloading
information to the timeclock.
!Chapter 6, “Error Messages and Troubleshooting Procedures,” includes
descriptions and resolutions for error messages and procedures for diagnosing
and resolving error conditions.
!Appendix A, “Timeclock Specifications,” lists the physical characteristics of
the Series 4000 timeclock.
!Appendix B, “Differences Between the Series 4000 and the Series 400
Timeclocks,” explains the physical and functional differences between the
Series 4000 timeclock and the Series 400 timeclock. This is useful for users
who are familiar with using the Series 400 timeclocks.
!“Glossary,” contains a list of terms related to the use and configuration of the
Series 4000 timeclock.

Abbreviations and Terms
Series 4000 Badge Timeclock User’s Guide xi
Abbreviations and Terms
The guide uses the following abbreviations and terms:
Abbreviation Meaning
CSA Canadian Standards Association
DCM Data Collection Manager
FIFO first-in-first-out data queue
FRU field replaceable unit
I/O input/output
LCD liquid crystal display
LED light-emitting diode
PIN personal identification number
RAM random access memory
TCP/IP Transmission Control Protocol/Internet Protocol
UL Underwriter’s Laboratory
UPC universal product code

About This Guide
xii ADP, Inc.
Related Documents
The following list includes theother documentation in the Series 4000 timeclock’s
documentation set. Unless otherwise noted, these documents are not included in
the box with the Series 4000 timeclock; you must order them separately.
!Series 4000 Badge Timeclock Installation Guide provides step-by-step
instructions for installing the Series 4000 timeclock and performing basic
configuration. This document is shipped with the Series 4000 timeclock.
!The following installation guides ship with the corresponding optional device:
– Backup Battery Option Kit Installation Guide
– Internal AC Outlet Option Kit Installation Guide

Chapter 1
Overview
This chapter contains the following sections:
!What Are the Series 4000 Timeclocks?
!Understanding How the Series 4000 Timeclock Operates
!Entering Data at the Series 4000 Timeclock

Chapter 1 Overview
1-2 ADP, Inc.
What Are the Series 4000 Timeclocks?
The Series 4000 timeclocks are data collection devices designed to communicate
with the ADP Enterprise Labor Management Suite of host applications.
The Series 4000 timeclock collects information entered by employees using the
barcode reader and the keypad. You use your host application software to collect
data from the timeclocks to track and process labor-related data, generate
management reports, and transfer information to your payroll service.
The Series 4000 timeclock features include the following:
!Schedule enforcement, which controls when specific employees can swipe in
and out
!Display of employee names, vacation, sick time, and other totals (host
application dependent)
!Messaging, which allows the timeclock to display messages to individual
employees (host application dependent)
!Function keys to perform various functions and transactions, such as labor
account transfers and pay code transactions
Standard Hardware Features
The hardware features of the Series 4000 timeclock include the following:
!29-key keypad including 8 user-definable function soft keys
!4.7 inches (11.9380 cm) 1/4 VGA 4X40 FSTN liquid crystal display (LCD)
!AC transformer
!Internal beeper
!Wall-mountable enclosure

What Are the Series 4000 Timeclocks?
Series 4000 Badge Timeclock User’s Guide 1-3
!Integrated bar code badge reader supporting use of the following codes:
– Interleaved 2-of-5
–Code3-of-9
– Codabar
– Universal Product Code (UPC-A and UPC-E with optional 2- and
5-character supplements)
– European Article Numbering (EAN-8 and EAN-13 with optional 2- and
5-character supplements)
– Code 128 (compressed and uncompressed)
!Light-emitting diodes (LEDs) that indicate whether an employee’s badge is
read successfully, and whether the timeclock is connected to an external
power source or operating on battery backup
Optional Devices
You can order the following optional devices separately and connect them to the
Series 4000 timeclock. Installation instructions are provided with each device.
!Backup Battery Option (part number 8601763-002)
Rechargeable 12 VDC lead-acid battery that you install to allow the Series
4000 timeclock to remain fully operational for up to 2 hours in the absence of
AC power.
!Internal AC Outlet Option Kit (part number 8601824-002)
AC outlet that you can install inside the timeclock and connect to an AC
power line. This device allows you to secure the AC power connection inside
the timeclock.

Chapter 1 Overview
1-4 ADP, Inc.
Physical Description of the Timeclock
This section includes an illustration of the timeclock and brief descriptions of its
parts. For a map of the timeclock’s internal parts, see “Interior of Fully-
Assembled Timeclock” on page 4-9.

What Are the Series 4000 Timeclocks?
Series 4000 Badge Timeclock User’s Guide 1-5
Number Timeclock Part
1Numeric keypad for data entry—Use to enter information when
performing transactions and functions at the timeclock.
2Navigational keys—Use to move within fields and scroll through lists.
3Soft keys—Use to initiate transactions and functions at the timeclock.
You program each soft key using the Data Collection Manager (DCM).
4Display—1/4 VGA screen that displays soft key labels, possible
functions, transaction steps, and transaction output.
5LEDs—Visual indicators:
The top LED is green and flashes when the timeclock successfully reads a
badge that is swiped by a user.
The middle LED is amber and flashes when the timeclock does not
successfully reads a badge that is swiped by a user.
The bottom LED is amber and indicates whether the timeclock is
receiving power.
6Badge reader (barcode)—Used to read employee, supervisor, and
maintenance badges when swiping in and out and performing
transactions and functions.
7Security screw—Used to secure the timeclock’s cover. Use the supplied
security screw wrench to lock and unlock the cover.
8Additional keys—ESC, Help, backspace and delete, CLEAR, and
ENTER.

Chapter 1 Overview
1-6 ADP, Inc.
Timeclock Display
The Series 4000 timeclock is equipped with a backlit liquid crystal display to
provide users with information such as:
!Current time
!Mode in which the timeclock is operating
!Transaction prompts
!Messages
The LCD display is a 1/4 VGA display that presents you with possible functions,
transaction steps, and transaction output.
The following figure shows a sample idle display:
When you have more than 8 soft keys configured on the timeclock, the More soft
key appears on the first screen and the 8th soft key appears on the second screen.
You use the More soft key to access the second screen.
Review Punches
Punch Status
Employee Report
Current Schedule
Fri24-Aug-2001
Global message area
2:03 PM
Future Schedule

Understanding How the Series 4000 Timeclock Operates
Series 4000 Badge Timeclock User’s Guide 1-7
Understanding How the Series 4000 Timeclock Operates
Before using the Series 4000 timeclock to perform time and attendance, and labor
tracking functions, it is helpful to understand:
!How the timeclock functions with the host application
!Cross-punching
!Modes of operation
!Labor tracking functions
How the Timeclock Functions with the Host Application
You use the host application to configure employees and employee information
such as schedules, schedule margins, shift length, punch restrictions, and labor
accounts. You then use the host application software to send this information to
the Series 4000 timeclock. The timeclock accepts or restricts employee punches
based on this downloaded information. Non-home employees can use a timeclock
if cross punching is enabled from the host application.
When you swipe in at the Series 4000 timeclock, the punch information is
collected and stored in the first-in-first-out (FIFO) data queue of the timeclock’s
memory. You use the host application to collect the stored data. The host
application totals the hours, computes any overtime, calculates the wages, tracks
the labor, and generates reports based on the data it collects from the timeclocks.
If your host application is eTIME, you use its data collection timeclock
communication feature (Commlink application) to define which functions and
transactions users can perform at the timeclocks. You also use the host
application’s communication functions to transfer data between the application
and the timeclock. For more information, see the eTIME System Manager’s Guide
and the eTIME online Help.

Chapter 1 Overview
1-8 ADP, Inc.
If your host application is Enterprise eTIME, you use Data Collection Manager
(DCM) to define which functions and transactions users can perform at the
timeclocks. You also use DCM to collect, transfer, and monitor the flow of data
between the host application and the Series 4000 timeclock. For more
information, see the Data Collection Manager System Administrator’s Guide and
the DCM online Help.
Cross-punching
The cross-punching feature enables employees to use timeclocks that they are not
assigned to. Each employee is assigned to a specific timeclock. They are
considered a home employee to that particular timeclock. At times, an employee
may need to use a timeclock that they are not assigned to for simple punching
purposes. In this case, they are considered a non-home employee. This is where
the cross-punching feature comes in.
You enable the cross-punching feature in the timeclock’s data collection
communication feature.
Modes of Operation
The Series 4000 timeclock operates in three modes. Each mode has its own set of
functions and requires a specially coded badge for access.
!Employee
The Series 4000 timeclock most often operates in Employee Mode. In
Employee Mode, the timeclock accepts punch data entered using the badge
reader and keypad. In this mode, only “home” employees (employees who
have been assigned to the timeclock from the host application) whose badge
number or employee ID have been downloaded from the host application can
use the timeclock. If cross-punching is enabled in the timeclock program, then
non-home employees can use the timeclock as well as home employees.