Employee details
The Employee record is the first record to be created before a payroll or human resource record whenever a new employee joins your company or group of companies. The uniqueness of each record is controlled by a combination of the 6 digit employee number and 2 character company identifier.
The employee number will probably commence from number 000001 but this is not mandatory.
Employee records can be accessed in Amendment or Display modes depending on your employee records priority. Unless an amendment is required, access to employee records should always be made in Display mode.
Employee records may only be deleted using the Add/modify employee details option if the employee has no attached payroll or human resources record.
Access to employee records may optionally be controlled using location and grade security, for example, a user is only to access the employees relating to one payroll company or one payroll type.
Standard functionality exists that allows you to create and maintain records.
To access employee details
- From the Rev.8 Master Menu, select the Employee records option and Company you require, normally there is only one global company number 00 and you will not be prompted for a company.
The Employee records password form is displayed.
Enter your employee records password.
The EMPLOYEE RECORDS menu is displayed.
Select Add/modify employee details option.
The Employee details form is displayed.
Employee details Form
The employee details form is displayed when you select the Add/modify employee details option from the EMPLOYEE RECORDS menu.
If you are creating an employee record first click the Create button otherwise to amend an existing employee record enter the employee number and company identifier and then click the Amend button.
Tip : Fields indicated below with an * after their field name are considered less critical on record creation or are avoided on less complex setups.
The employee record consists of up to 2 TABs.
Employee details Tab
The Employee details form is displayed when you select the Employee details Tab from the Employee details form.
The Employee details Tab is where you enter all of the employee details information. Most of these fields are self explanatory.
Your employee record password priority is used to determine if you have access to see each field within the employee record. A priority 1 user will thus not see the following list of fields:-
- User id
- Address
- Home telephone number
- Postcode
- National Insurance Number
- Date of Birth
- Start date
- Leaving date
- Home telephone number
- Mobile phone numbers
- Picture file name
An employee records priority 2 user will also not see the National Insurance number field.
Employee number: The individual number allocated to each employee. If creating a new employee and your system is set up with the system parameter called Auto incrementing of employee number ticked you will not be prompted for the employee number but instead it will default in automatically for you. If you are about to display or amend an employee and the same employee number exists in two or more payroll companies you will next be asked to select the required employee.
Tip : Click the Ellipsis button
to search for an employee number from the employee records file by either a surname search or a word search.
Company identifier: The payroll company the selected employee works for. If there is only one payroll company declared with an employer record you will not be prompted for the company identifier but instead it will default in automatically for you.
Tip : Click the Ellipsis button
User id*: The user id of the employee on the main accounting system. The user id is an optional field, if you are creating an employee record and enter the user id field various details from the user id record such as the address will automatically be pulled in onto the employee record for you. If your system is set up with the payroll type parameter called Block edit of own record ticked and the employee already has a payroll record and the user id matches your own user id you will not be able to amend the user id field.
Tip : Click the Ellipsis button
Surname: The Surname of the selected employee.
Tip : This field and other name and address fields will automatically be translated into upper and lower case. To correct any case translation first enter the field and following the system translation amend it a second time. For example, enter the surname of macaulay, the system will first translate this so it appears as Macaulay, then change it to MacAulay and it will remain as MacAulay without any further translation.
Title: The Title of the selected employee. Various characters such as full stops are not permitted. If the title field is entered as either Miss, Mrs or Ms the gender field is automatically updated to Female, if the title field is entered as Mr the gender field is automatically updated to Male.
Forenames: The first name(s) of the selected employee.
Initials: The initials of the selected employee. The initials field ia automatically filled in based on the forename field with spaces between the first three initials.
Informal name*: The name that the employee likes to be called. This is not used on any statutory returns.
Address: The Address that the employee lives at. You may be warned about duplicate addresses if the system parameter for duplication awareness is ticked.
Tip : To enter each address line press the RETURN key after each address line is entered.
Tip : To enter an address line that is not upper/lower case translated enter # as the first character of the address line.
Postcode: The Postcode of the address where the employee lives. The post code must be entered in one of the valid United Kingdom formats with the two parts separated by a space as listed below where A represents a letter of the alphabet and # is a digit. If the postcode is unknown or only partially known leave it blank. Foreign post code formats are best stored within the last address line. You may be warned about duplicate postcodes if the system parameter for duplication awareness is ticked.
AA## #AA
AA#A #AA
A## #AA
AA# #AA
A#A #AA
A# #AA
Tip : If your system has the postcode database installed click the Ellipsis button
Cost centre: The cost centre that the employee is attached to. If the cost centre is changed and either the employee records module or optional human resources module uses location security a warning may be shown depending on an employee records system parameter called Warn when cost centre or cost centre split table is changed. An example warning is shown below. This is because the location field itself may be set up based on cost centres and should be updated. If a cost centre split is used you may either have your system set up so that the cost centre field may be used for reference but not used itself for nominal ledger postings from payroll or the cost centre field may be set to a default cost centre using a nominal ledger system parameter and made non editable. This option is controlled by an employee record system parameter called Reset cost centre when cost centre split used .
Warning: Please check employee and human resources record locations
Tip : Click the Ellipsis button
Cost centre split: The cost centre split table code. If the cost centre split is changed and either the employee records module or optional human resources module uses location security a warning may be shown depending on an employee records system parameter called Warn when cost centre or cost centre split table is changed. An example warning is shown below. This is because the location field itself may be set up based on cost centres and should be updated.
Warning: Please check employee and human resources record locations
Tip : Click the Ellipsis button
Suffix*: The suffix that is attached to the employee when postings are generated from payroll for those accounts expense codes that allow suffix postings. The suffix may be entered in any unrestricted manner however it is ideally not entered in a manner that can too easily identify the employee to a person who does not have payroll access.
Tip : Entry of the suffix field may be made mandatory when an employee record is created or saved by ticking the employee record system parameter called Suffix mandatory.
Clock code*: The clock code of the selected employee, this field is optional.
Location*: Three character location code if location security is used as defined within the employee records system parameter called Locations module. You may enter or choose a location that you have access to as defined within your employee record password record.
Tip : Click the Ellipsis button
When an employee record is saved an attempt will be made to also update the human resource record for the employee if present in order to ensure the location held on the human resource record is kept synchronized to that on the employee record.
Grade*: Two character grade used for security. Security grades work in a strict alphanumeric order thus AA is a higher security than AB.
Tip : Click the Ellipsis button
When an employee record is saved an attempt will be made to also update the human resource record for the employee if present in order to ensure the grade held on the human resource record is kept synchronized to that on the employee record.
Gender: Male or Female radio buttons, depending on the gender, this field is updated by entering Mr, Mrs, Miss or Ms in the title field.
National insurance number: The National Insurance number of the employee. The National insurance number should be entered in either the AA######A or AA###### formats where A is a letter and # is a digit. If the National insurance number is unknown it should be left blank and the number determined either from the employee or by using the Inland Revenue National Insurance Number Tracing and Verification service. Validation is present to ensure the two prefix characters are valid and also valid for the current tax year if a payroll record is also present. An invalid prefix is brought to your attention with the message shown below.
Warning: The national insurance number prefix is invalid
Validation is also present to ensure the suffix character entered is valid, an invalid suffix is brought to your attention with the message shown below.
Warning: The national insurance number suffix is invalid
The National insurance number entered may be checked for duplication and any other matching employees are shown with the employee number, name and NI number. You are then given the option to either confirm the NI number is acceptable since it might be the same employee who previously worked for your company or to Re-edit the NI number since it has been recorded as a different employee. In the event that a different employee is shown and you are satisfied the NI number has been entered correctly you are advised to use the NI Tracing and Verification service.
Date of birth: The date of birth for the employee. If the payroll module is used a date or birth should be entered otherwise payroll processes such as National Minimum Wage validation and SSP entitlement cannot work and the internet year end reporting will prompt for either setting of the date or submitting the date as the 1st January 1901.
Tip : Click the Ellipsis button
Start date: The starting date for the employee. A starting date must be entered otherwise you are warned with the message shown below.
Warning: Must specify a start date
Tip : A feature of the whole system for date entry is you may enter T for today's date to be entered and use the cursor up and down arrows to change the date to the next and previous dates respectively. To enter a date for the current year it is only necessary to enter the day and month numbers too.
If you enter the starting date before the date of birth you will be warned with the message shown below.
Warning: Starting date cannot be before the date of birth
Leaving date: The leaving date for the employee.
Tip : It is possible to have your system set up to prevent the leaving date being entered directly on the employee record and applied instead via the payroll option called Enter leaving date. This is achieved by ticking the employee record system parameter called Disable leaving date.
If you enter the leaving date before the start date you will be warned with the message shown below.
Warning: Leaving date cannot be before the starting date
Work telephone number*: The work telephone number or extension number for the employee. You may be warned about duplicate work telephone numbers if the system parameter for duplication awareness is ticked.
Home telephone number*: The home telephone number of the employee. You may be warned about duplicate home telephone numbers if the system parameter for duplication awareness is ticked.
Mobile telephone numbers*: The mobile telephone numbers of the employee. You may wish to use mobile 1 for a private number and mobile 2 for a company number. You may be warned about duplicate mobile phone numbers if the system parameter for duplication awareness is ticked.
Email address*: The Email address of the employee. You may be warned about duplicate Email addresses if the system parameter for duplication awareness is ticked.
Payroll type: The payroll type of the employee. Normally 'W' for Weekly or 'M' for Monthly.
Tip : The payroll type field may not be amended. The field itself is updated with the payroll type when the payroll record is created for the employee.
Photograph file name*: The file name of the photograph of the employee. This is an optional field and is only prompted for if the user id field has not been completed.
Photograph*: A picture of the employee generated from either the user id field or the photograph file name field. The file names are normally stored with extensions such as .jpg or .bmp. User id files are stored in a GB/00/users folder within the defined picture data folder such as /user1/kpay/Pictures/GB/00/users, photograph file names are stored in a PE/00 folder within the defined picture data folder such as /user1/kpay/Pictures/PE/00.
What do you want to do?
Change control log Tab
The Change control log form is displayed when you select the Change control log Tab from the Employee details form.
The Change control log Tab will only be shown if the change control audit log is activated.
The Change control log Tab shows the history of changes involving employee details record creation or amendment as defined within the Change log setup. The following fields are shown in field order:
- Field name - this is the name stored on the record and in most cases is meaningful.
- Occurrence - normally 001.
- Magic - the unique record number.
- User - the user id of the person making the creation or change.
- Date - audit date of the change.
- Time - audit time of the change.
- Reason code and reason.
- Before - old value.
- After - new value.
- Create/Amend - C means record creation, A means amendment.
- Effective date - any date other than the audit date if required.
- Terminal - terminal number used to make the change.
Note: Historical changes cannot be entered by users directly into this file.
What do you want to do?
