This screen is used for the maintenance of the employee master file. It has the provisions to create, modify and delete employee master records. This file is used in a variety of ways by the system. Records must be created here for salesperson, buyers and/or, planners. These are definitions to an employee master to allow the software to use this information to control outputs and calculations in reference to this employee's role in your company. There are some prerequisites to the setting up of this file country master file(gb0220) state/province file(gb1300), and department master file(gb0080). Records created here will be used in Executive Management, Other Global Files, Human Resources, Job Costing, Order Entry, Production Control, Preventative Maintenance, Payroll, Sales Analysis, and Marketing modules.
Tip: If you are having problem querying an employee record this might be a result of not having access to the employee branch. See Branch Code field help for more information.
Enter the number identifying the employee this is a six digit field. A camera image and/or Display Video button will show beside the employee number if a picture/video related to the employee exists in the database, otherwise the camera/button is/are not visible. Click on the camera image to view the employee’s image or the display video button to watch the video. To load an employee image/video please refer to the Employee Photo Import (HR9000) program.
Note: It is imperative to use only numeric employee code if employee is a payroll employee and is paid thru the payroll module.
Enter the number identifying the department to which the employee will belong this will be validated against the department master file(gb0080t). List of values can be used to get the correct code from the file.
The department description is displayed.
Enter the last name of the employee.
Enter the first name of the employee.
Enter the number and name of the street of the employee's address.
Enter the name of the employee's city.
Enter the abbreviated form of the employee's province/state of residence. This record must exist on the province/state file.
Enter the description of the employee's province/state of residence. This record must exist on the province/state file.
Enter the country master for this employee. Verification will be made against the country master file(gb0220). List of values can be used to get the correct code from the file. Although not presented as the next field to be entered the cursor will navigate here as the validity of information to be presented or accepted will depend on the country master settings.
Enter the employee's postal code.
Enter the 3 digit area code followed by the 7 digit telephone number of the employee (no dashes). The system will display the number in edited format.
Select the appropriate radio button for sex of the employee. Selections are Male or Female.
Select the appropriate radio button for marital status of the employee. Selections are Single or Married.
The description of Social Insurance Number is displayed depend on the country master settings.
Enter the 9 digits in groups of three separated by '-' representing the Social Insurance Number for the employee. Program validates the validity of the Social Insurance Number entered information to be presented or accepted will depend on the country master settings.
Enter the date when the employee was hired
Enter the date when the employee stopped working for the company.
Select the appropriate radio button for employment status of the employee. Selections are Active or Terminated.
Enter the job classification. The job description will be displayed by the system. If there is only one entry on the job class table the system will default this job class to this field.
Enter the job title. The title description will be displayed by the system. If there is only one entry on the title class table the system will default this job title to this field.
Enter the password for this employee. This password will be used by the employee when logging into web Expense Entry.
Enter same password for this employee as entered in the password field.
Select the appropriate radio button for employee expenses payable i.e. Through “Payroll” or “Accounts Payable”
Enter general ledger account.
Enter the email address for this employee.
Check Box to indicate this person as a programmer. Otherwise leave it blank.
Check Box to indicate the corresponding employee is a contractor. Otherwise leave it blank.
If the employee is a contractor enter the start date of the contract.
If the employee is a contractor enter the end date of the contract.
Check Box to indicate this person as planner. Otherwise leave it blank.
Check Box to indicate this person as salesperson. Otherwise leave it blank.
Enter district code to define the district to which this salesperson belongs. This will be used in sales analysis to allow some reports to be run by district code. The following commission rates may be further defined in gb1210 Commission Rates. Note: District is required when defining salesperson.
Enter the employee sales source code. This is used only in the Retail Module and should only be provided if Retail(RT) module is used. If Retail(RT) module is not used this field should be left empty. If sales source is provided, the entry is validated against the sales source table that is maintain in the Sales Source Maintenance (RT0500).
This is the sales source description. This is automatically displayed by the system.
Enter the employee’s date of birth. This is only accessible and required when the employee is added as a payroll employee.
Enter the branch where the employee belongs. User needs to have access to this branch as the system will not allow entry of a branch where the user entering this information does not have access. The same rule applies when querying employee information. User needs to have access to the employee branch to be able to query the employee record. If user does not have access to the employee branch, the system will not display the employee record. Go to User Maintenance (GB4200) to set up access.
Enter this employees pay period end date. This is only accessible and required when the employee is added as a payroll employee.
This is employee’s first payroll pay period end date that he/she will paid thru payroll.
Click on this button with the mouse, or press [Enter] to access the Rates Information pop-up window.
Enter the regular rate.
Enter the first overtime rate.
Enter the second overtime rate.
Enter the differential rate for shift two.
Enter the differential rate for shift three.
Press/Click this button to bring up the Employee Jobs window to enter or view the valid jobs for the employee.
Enter a job number for the employee. The jobs defined here are the valid jobs that the employee is permitted to work on as far as the Workforce Management system is concern. The job number must be valid job number that exists in Job Entry (TA0300).
The job description is automatically displayed by the system. This is the job subject/short description that was entered for the corresponding job in Job Entry (TA0300).
Enter ‘0’ if the job is the employee’s primary job or ‘1’ if this is the employee’s alternate job.
Enter the job pay rate. Depending on the rules this rate is used to pay for worked done on the corresponding job instead of the employee regular rate when payroll is run.
Press/Click this button to bring up the Employee Shifts window to enter or view the valid shifts for the employee.
The shift name/description is automatically displayed by the system.
Enter ‘0’ if the shift is the employee’s primary shift or ‘1’ if this is the employee’s alternate shift.
Enter the shift’s regular pay rate. Depending on the rules this rate is used to pay for worked done on the corresponding shift instead of the employee regular rate when payroll is run.
Click on this button with the mouse, or press [Enter] to access the Contact Information pop-up window.
Enter a contact name for this employee.
Enter the contact's telephone number.
Enter the contact's fax number.
Enter the contact's email address.
Press this button to go to Email Facility (gb9810) to send an e-mail to the contact .
Press this button to add the employee to the payroll employee master file. This button will be greyed out if an employee is currently terminated or employee is already payroll
employee.
Click on this button with the mouse, or press [ Enter ] to go to the Attachment window.
Displays the name of the attachment. Click on this link to display the attachment.
Displays the photo type of the attachment.
Click on this button to display the Asset Photo Import screen (IN9090).
