The system parameters program defines how certain areas of the Employee Records system operates. The option is only available to a system administrator at priority 8. There is just the one General TAB to be maintained.
Warning: The system parameters are set up by an Autoline consultant when installing the system. The parameters should NOT be changed unless under guidance from a support consultant.
To access the Employee Records system parameters:
The Employee Records Password form is displayed.
Enter your employee records password.
The EMPLOYEE RECORDS menu is displayed.
Select the System maintenance option.
The PE SYSTEM MAINTENANCE menu is displayed.
Select the System parameters option.
The Employee Records System Parameters form is displayed.
The Employee Records System Parameters form is displayed when you select the System parameters option from the PE SYSTEM MAINTENANCE menu. From this form you can amend the system parameters for the selected Employee Records company.
Integrated Nominal ledger: Ticked if the employee records module is integrated into the nominal ledger module, if the payroll module is installed this will normally be ticked.
Name Format: The name of an employee is presented throughout the employee records module in a general name format defined within this parameter, use the following letters and other characters such as comma and full stop as required.
I: Initial.
F: Forenames.
S: Surname.
T: Title.
Auto incrementing of employee number: Ticked if the next available employee number stored within the employee record module controls as Next employee number is automatically to be allocated whenever a new employee record is created. If not ticked the employee number will default to zero when creating an employee record.
Locations module: The type of location security used when accessing the employee records. There are three options as follows:-
Blank: No locational security.
If no location security is used all employee record users will have access to all employee records.
PE: Use employee records Locations.
Employee records access is controlled typically by branch or department, the location codes are set up via the Edit location codes option on the PE SYSTEM MAINTENANCE menu.
GB: Use Global Locations.
Employee records access is controlled typically by branch or department, the location codes are set up in the global location data file which is also used by other parts of the Autoline system such as the CRM module. On KPay systems this file is different to the global locations file on the main accounts or Dealer Management System.
Tip : Click on the Drop down
to select.
Use change control log: Ticked if the change control audit log options are to be made active on the employee records system. Change control requires additional set up and training by an Autoline consultant hence this parameter is only accessible by a priority 9 user.
Maximum login attempts: The maximum number of login attempts an employee records user is allowed when entering their password before their user record is disabled. This may be set either as 0 to disable the facility or between 1 and 99, 5 attempts is recommended.
Suffix mandatory: Ticked if the suffix field is not to be left blank when creating or saving an employee record.
Disable leaving date: Ticked if the leaving date field is to be disabled if you wish to only enter leaving dates via the payroll menu option called Enter leaving date.
Reset cost centre when cost centre split used: By ticking this field it is possible to set the cost centre field to a default cost centre defined within the nominal ledger system parameters by the field called Cost centre for B/S codes without analysis and to prevent the edit of the field whenever a cost centre split table is used. Alternatively by leaving this field unticked you may still enter a cost centre in the cost centre field even though it will no longer be used for payroll nominal ledger postings.
Change password interval (days): This field contains the number of days between 1 and 99 that may elapse before a password change is forced on you when entering the employee records module. If set to zero days you will not be forced to ever change your employee records password when entering the module.
Warn when cost centre or cost centre split table is changed: This field controls the showing of the warning about checking the employee record and human resource modules location fields if the location fields are used in the modules. The options available are:-
Y: Show warnings in both create and amend modes
C: Create mode only show warnings
A: Amend mode only show warnings
N: No warnings
Check NI number: Ticked if you want to be warned about duplicate NI numbers, this is recommended and is quick to report duplicates due to the index on the employee records file.
Check Address: Ticked if you want to be warned about duplicate addresses. This may take a while to report duplicates.
Check Postcode: Ticked if you want to be warned about duplicate postcodes this is recommended and is quick to report duplicates due to the index on the employee records file.
Check Home telephone number: Ticked if you want to be warned about duplicate home telephone numbers. This may take a while to report duplicates.
Check Work telephone number: Ticked if you want to be warned about duplicate work telephone numbers. This may take a while to report duplicates.
Check Mobile telephone number: Ticked if you want to be warned about duplicate mobile telephone numbers. This may take a while to report duplicates.
Check Email address: Ticked if you want to be warned about duplicate Email addresses, this is recommended and is quick to report duplicates due to the index on the employee records file.
