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Introduction to the Employee register

The Employee register is where you should store static information about your Employees. This information will usually include address and contact information, social security numbers and so on. As well as your current Employees, you should also enter records for potential Employees and job candidates so that they can pass through the recruitment process.

Creating a record in the Employee register will not allow that Employee to log in to your Standard ERP system. To allow this, you should also create a record in the Person register in the System module for the Employee. You can link the Employee and Person records using the Contact Code field on the 'Access' card of the Person record.

The Employee register is a subset of the Contact register. Employees are therefore stored together with Customers, Suppliers and Contact Persons in the same register. An Employee record is a record in the Contact register in which you have ticked the Employee check box (visible in the header of the Contact window, but not shown in the Employee window).

When you open the Contact register in a module such as the Sales or Purchase Ledger, the browse window will contain every Contact record including Employees (subject to the Limited Access feature, described towards the end of this page). When you open the Employee register in the Human Resources Management module, the browse window will only contain those Contacts that have been marked as Employees.

As the Employee register is a subset of the Contact register, you can open an Employee record or create a new one from both the 'Contacts: Browse' and 'Employees: Browse' windows. However, the Employee record window only contains fields that are relevant to Employees, including several that are not shown in the Contact record window.

If you create a new Employee record using the Employee register in the Human Resources module, the new record will be marked as an Employee automatically. If you can create an Employee record using the Contact register in any other module, you will need to tick the Employee check box in the header of the Contact window yourself.

The Employee register is described here and on the following pages. The Contact register is described here.

To open the Employee register, first ensure you are in the Human Resources Management module. Then, if you are using Windows or Mac OS X, click the [Registers] button in the Navigation Centre and then double-click 'Employees' in the resulting list. If you are using iOS or Android, tap the [Registers] button in the Navigation Centre and then tap 'Employees' in the 'Registers' list.

If you are using Windows or Mac OS X, you can change the sort order by clicking on the headings. To reverse any sort, simply click once again on the column heading. The current sort order is marked by the column heading being coloured blue. If you are using iOS or Android, tap on the column heading and choose the sort order you need. Repeat the procedure to reverse the sort.
Searching for a particular Employee depends on whether you are using the Browse Filtering option in the Optional Features setting in the System module, as follows:
  • If you are not using the Browse Filtering option, first sort the list by the column that you want to use for the search. Then, enter the text that you want to find in the Search field in the top of the window (in the top right-hand corner if you are using Windows/Mac OS X) and press the Return key (Mac OS X) or Search (iOS/Android). The first record containing a match for your search string will be highlighted (if you are using Windows, a match will be highlighted as you type each character). For example, to search for a particular Employee Name, sort by Name before entering an Employee Name (or the first few characters) in the Search field.

  • If you are using the Browse Filtering option, all you need to do is to start typing a letter, word, number, or date in the Search field (there is no need to click in the field before typing). As you type each character, non-matching records will be removed from the list. There is no need to sort the list first.
If you are using Windows or Mac OS X, there will be three buttons in the top left-hand corner of the 'Employees: Browse' window. These are part of the Limited Access feature. You can use them as follows (Windows versions of the buttons illustrated on the left, Mac OS X on the right):

Lists all Employees.

Lists Employees belonging to the same Sales Group as the current user.

Lists Employees where the Salesman field contains the Signature of the current user.
You can also prevent a user from seeing all Employees in the list by restricting their view to their own Employees or to those of their Sales Group.

When you enter a new Employee record, your Signature will be placed in the Employee's Salesman field, and the Employee will be assigned to your Sales Group. The Salesman and Sales Group fields are not visible in the Employee window, but they are visible on the 'Pricing' card of the Contact window.

Please refer to the page describing the 'Access' card of the Person register for full details about the Limited Access feature.

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The Employee register in Standard ERP:

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