The Renumber employees utility allows you to renumber a range of employees on the KPay system provided the employees do not have payroll records. This utility is typically therefore used when the payroll module is not present. If payroll records are present the equivalent utility should be used instead via the PAYROLL UTILITIES menu.
To access the Renumber employees option:-
The Employee records Password form is displayed.
Enter your employee records password.
The EMPLOYEE RECORDS menu is displayed.
Select the Miscellaneous options option.
The PE MISCELLANEOUS OPTIONS menu is displayed.
Select the Renumber employees option.
The Renumber employees form is displayed.
The Renumber employees form is displayed when the Renumber employees option is selected from the PE MISCELLANEOUS OPTIONS menu.
What do you want to do or be advised about?
What processes should have been performed prior to using the Renumber employees utility?
The following processes should have been considered and successfully completed before using the Renumber employees option:
Confirm that the employees are to be renumbered by checking with your Human Resources department or the relevant manager(s) of the business.
Make sure you have run an overnight data backup of your employee records and if used, human resources and document archive data.
Check that there are no other users logged into the employee records and if used, human resources and document archive modules. On KPay systems all others users should be logged off. Checking or preventing system use may be done by a priority 8 System utilities user using the System Utilities, Prevent/allow access option.
Ensure you have selected a correct printer for KPay purposes in condensed mode since the Renumber employees option will print an audit report.
Now proceed to complete the Renumber employees form.
Use of the Renumber employees form
Complete each of the fields and click OK.
Company selection: When the renumber employees option is run from payroll only the current selected payroll company may be renumbered, the company selection is therefore not editable. Company selection may however be used when renumbering employees from within the employee records module on systems that do not have the payroll module or for when there are no payroll records for the employees being renumbered.
First employee number: The first employee number to be renumbered. For security reasons this field may not be left as 0..
Tip: Click the Ellipsis button
to select an employee from the employee records database.
Last employee number: The last employee number to be renumbered. For security reasons this field may not be left as 0. The last employee number must also be greater than the first employee number.
Tip: Click the Ellipsis button
First new employee number: The first new employee number.
Gap between employees: The number gap between employees following their renumbering. A gap of 1 means the employees are consecutively numbered. Employees will be renumbered up to number 999999 and then the system will start to allocate new low numbers.
Sort using joining date: Tick this check box if the employee numbers are to be sorted by their joining date otherwise the employees are sorted based on their current employee numbers.
PUSH BUTTONS:
OK: Proceeds to perform the renumber of the range of employees and prints an audit report to the current selected printer. The OK button will not be enabled to click until you have entered the fields on the renumber employees form correctly.
Exit: Returns you to the PE MISCELLANEOUS OPTIONS MENU with no renumber being performed.
Help: Displays help on the current application in your default company browser.
The renumber employees process and audit report
The employee record and optional human resource and document archive files will be updated with the new employee number.
The employee records change control log may be written to with the employee number changes if the Employee records system parameter called Use change control log is ticked and if the EMPLOYEE field has been set up for audit within the Change log setup option.
The human resources change control log may be written to with the employee number changes if the Human resources system parameter called Change control log used is ticked and if the EMPLOYEE field has been set up for audit within the Change log setup option.
An audit report is printed on the current selected printer detailing the old and new employee numbers, employee names and joining dates.
What processes should be performed after using the renumber employees utility
The following processes should be performed after using the renumber employees utility:
If you have earlier prevented system access, allow the access again. This may be done by a priority 8 System utilities user using the System Utilities, Prevent/allow access option.
Advise other users that they may now log back into the employee records and if used, human resources and document archive modules.
