Employee

The employee file defines the employee ID, security settings and passwords for each employee.

 

To open the Employee File:

 

 

The "Employee Screen" is displayed.

 

 

Employee names, addresses and passwords are entered and maintained in the employee file.

 

Add Employee

To add a new employee entry to the list, click the “Add Button”.  A new blank employee record is displayed and employee information may be entered.

 

Delete Employee

To delete an employee entry from the list, click the “Delete Button”.  A message “Are you sure you want to delete this Employee?” is displayed.  Select “Yes” and the employee is deleted from the list.

 

Employee name, address and password information may be entered on the bottom portion of the “Employee Screen”.

 

Employee

Enter an Employee ID of up to 10 characters in the “Employee ID Field”.  This Employee ID is used to refer to the employee throughout the program.  Example: When an item is entered for a client, a salesperson is associated with the item by entering the Employee ID in the salesperson field for the item.

 

Name

The first and last name of the employee.

 

Address

The address of the employee.

 

City, State, Zip

The city, state and zip code of the employee.

 

Phone

The phone number of the employee.

 

Fax

The fax number of the employee.

 

Email

The email address of the employee.

 

Title

The title of the employee.

 

Rate

The hourly pay rate for the employee.

 

Commission %

The commission percentage for the employee.  The commission percent may be used in designing custom commission reports.

 

Active

Active defines if the employee is currently on staff.  Active may be “Yes” or “No”.

 

Start Date

The hire date of the employee.

 

Termination

The termination date of the employee.

 

Social Security

The social security number of the employee.

 

Group

Group defines how the employee is associated with groups of employees.  The “Group Field” will default to time billing items entered for this employee and may be used for reporting purposes.  Some commonly used employee groups are “Principle”, “Senior Designer” and “Junior Designer”.

 

Activity

Activity defines how the employee is associated with specific categories of work performed.  The “Activity Field” will default to time billing items entered for this employee and may be used for reporting purposes.  Some commonly used activities are “Drafting” and “Shopping”.

 

Department

The department this employee is associated with.  The department defaults to “01”.

 

Contact

The emergency contact name for the employee.  This field may be used for emergency contact information.

 

Phone

The emergency contact phone number for the employee.

 

Password

Enter the password of the employee in the “Password Field”.  The password is used to log into the program and can be up to 10 characters.  The “Password Field” is alphanumeric.  Every employee should have a unique password.

 

Report Security

The report security is used to assign different levels of access to reports by employee.

 

Example:  An employee with access to all reports would be assigned a report security level of “99”.  An employee that does not have access to financial reports would be assigned a report security level of “80”.  An employee that does not have access to accounts receivable reports would be assigned a security level of “70”.  The “Report Security Field” defaults to “99”.

 

Employees

Enter “Yes” or “No” in the “Employees Field” to allow or deny access to employee files.  This is the highest level of security and at least one person should have access to the employees file at all times.

 

Print Orders

Enter “Yes” or “No” in the “Print Orders Field” to allow or deny access to create purchase orders.

 

Void Orders

Enter “Yes” or “No” in the “Void Orders Field” to allow or deny access to void purchase orders.

 

Print Invoices

Enter “Yes” or “No” in the “Print Invoices Field” to allow or deny access to create invoices.

 

Void Invoices

Enter “Yes” or “No” in the “Void Invoices Field” to allow or deny access to void invoices.

 

Add Address

Enter “Yes” or “No” in the “Add Address Field” to allow or deny access to add address records.

 

Delete Address

Enter “Yes” or “No” in the “Delete Address Field” to allow or deny access to delete address records.

 

Office Checks

Enter “Yes” or “No” in the “Office Checks Field” to allow or deny access to view office checks.

 

PO Checks

Enter “Yes” or “No” in the “PO Checks Field” to allow or deny access to view PO Checks.

 

Enter Checks

Enter “Yes” or “No” in the “Enter Checks Field” to allow or deny access to enter checks.

 

PO Vouchers

Enter “Yes” or “No” in the “PO Voucher Field” to allow or deny access to create PO vouchers.

 

Enter Receipts

Enter “Yes” or “No” in the “Enter Receipts Field” to allow or deny access to enter cash receipts.

 

View Receipts

Enter “Yes” or “No” in the “View Receipts Field” to allow or deny access to view cash receipts.

 

Add Inventory

Enter “Yes” or “No” in the “Add Inventory Field” to allow or deny access to add inventory.

 

Print Address

Enter “Yes” or “No” in the “Print Address Field” to allow or deny access to print addresses.

 

Cost Rates

Enter “Yes” or “No” in the “Cost Rates Field” to allow or deny access to viewing employee cost rates for time billing items.

 

General Ledger

Enter “Yes” or “No” in the “General Ledger Field” to allow or deny access to entering journal entries, viewing journals, bank reconciliation, accessing current settings and closing the year.