4.5 Employees

Select Employees from the Payroll menu, or type in the keyboard command equivalent, <cmd-E>, to call up the Employees Dialog window.

Figure 4.5.0.1 -- Employees Dialog

The purpose of the Employees dialog is to organize information about company personnel, including earnings, notes, and relevant transactions.

4.5.1 Adding an Employee

To add an employee, first call up the Employees Dialog window according to the instructions above. Next, select New from the File menu, or type in the keyboard command equivalent, <cmd-N>. You will be prompted to type in a unique numeric identifier for the employee, of one to six digits. Once this is done, click on the button named 'OK' to continue, or 'Cancel' to abort the operation.

Clicking 'OK' will call up the New Employee dialog window:

Figure 4.5.1.1 -- New Employee Dialog

Fill out the New Employee dialog as follows:

a) Name

The name of the employee

b) Address

The employee's home address

c) Date In

The date that the employee started or resumed work in the format YY/MM/DD. The alternate format YY.MM.DD is also acceptable.

d) S.I.N.

The employee's social insurance number

e) Born

The date of the employee's birth in the format YY/MM/DD. The alternate format YY.MM.DD is also acceptable.

f) PR

The province that the employee lives in. Defaults to the province of the company.

g) Phone

The employee's home phone number

h) TD1, TD3

Enter the TD1 and TD3 credit values.

i) CC

The cost centre that the employee is associated with

j) Date Out

The date that the employee left the company

k) Note

Some information pertinent to the employee record

l) File as a Vendor

Toggle on to make a vendor record for the employee

Lower Deck -- Paycodes

Click on the Paycodes tab or select Show Paycodes from the Employees menu to reveal the Paycodes lower deck.

Figure 4.5.1.2 -- Paycodes Lower Deck

Lower Deck -- History

Click on the History tab or select Show Transactions from the Employees menu to reveal the History lower deck.

Figure 4.5.1.3 -- History Lower Deck

The window contains all the transactions associated with the employee. To add a new transaction, select New Transaction from the Employees menu.

Lower Deck -- Notes

Click on the Notes tab to reveal the Notes lower deck.

Figure 4.5.1.4 -- Notes Lower Deck

The window contains all the notes for the employee, organized by date. To add a new note, select Add Note from the Employees menu.

4.5.2 Editing an Employee

Select Employees from the Payroll menu to call up the Employees dialog window. To select an employee to edit, double-click on the employee's information line in the Employee dialog window. This will call up the Edit Employee dialog window.

Figure 4.5.2.1 -- Edit Employee Dialog

To change the information in this dialog, either <Tab> to or click on the appropriate field and type in the new data. Secondary information may be reviewed by clicking on the different tabs in the lower deck, as noted in the section on Adding a New Employee, above.

Many of the changes and updates to an employee record are made using the Employee menu. See section VIII: Employee Menu for more information on the functions of that menu.

4.5.3 Deleting An Employee

Select Employees from the Payroll menu to call up the Employees dialog window. To select an employee to delete, double-click on the employee's information line in the Employee dialog window. This will call up the Edit Employee dialog window.

If the employee record has had any transactions attatched to it, then the option to delete the record will not be available via the Edit Employee dialog window. If no transactions have been made, then the record may be erased by pressing the <Delete> button. You will be prompted to confirm that you want to erase the employee. Click 'Delete' to complete the operation or 'Cancel' to abort it.

To leave the Employees dialog, select Close from the File menu, or click the small box in the upper left corner of the window.