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10.1. New Employee

Employees are people who work for your company. An employee may or may not be an xTuple ERP system user. To create a new employee navigate to System > Employees > New. You'll see the following screen:

Create new Employee

When creating a new employee, you are presented with the following options:

Employee

Enter a code to identify the employee. This is the same as the employee's CRM account number.

Employee Number

Enter a number to uniquely identify the employee. This is the same as a badge number for the employee.

Employee Name

Enter the full name of the employee. This is the same as the employee's CRM account name.

Active

Select if the employee is currently active. Not selecting makes the employee inactive.

Contact

Manually enter employee contact information in the fields below—or use the lookup features to select pre-existing contact and address information.

Note

If new contact or address information is manually entered here, that information will be added automatically to the master list of Contacts and/or Addresses.

The following buttons are unique to this screen:

ACCOUNT

Select to open the employee's account.

To associate an image with an employee, select the Image tab. The following screen will appear:

Employee Image

When associating an image with an employee, you will be presented with the following options:

Picture

Select an image from the list of available images to associate with the employee. You can learn more about adding images to the database here Section 13.2.10, “Images”.

To specify administrative details related to an employee, select the Detail tab. The following screen will appear:

Employee Details

When specifying administrative details related to an employee, you will be presented with the following options:

Site

Specify the site (i.e., site, store location, etc.) where the employee is principally located.

Manager

Enter the name of the employee's manager.

Dept.

Specify the employee's department.

Shift

Specify the shift the employee generally works.

User

If you have the ability to create new xTuple ERP system users, then select this option to create the employee as a system user. If the employee is already a system user, then this option will already be checked.

Tip

To ensure correspondence between the employee record and the system user record, the employee name should match the employee's system username.

Sales Rep

Select if the employee is a sales representative. If the employee is already listed as a sales rep., then this option will already by checked.

To view financial information related to an employee, select the Financial tab. The following screen will appear:

Employee Financial information

When viewing financial information related to an employee, you are presented with the following options:

Type

Specify whether the employee is paid hourly or on a salary basis.

Compensation

Enter the amount of the employee's compensation. The amount may be specified per hour, day, week, bi-weekly, or year.

Contractor

Check this option if the employee is a contractor.

External Billing Rate

Enter the rate used when billing customers for the employee's time. The rate may be specified per hour, day, week, bi-weekly, or year.

To add notes to an employee record, select the Notes tab. The following screen will appear:

Employee Notes

When adding notes to an employee, you are presented with the following options:

Notes

This is a scrolling text field with word-wrapping for entering notes related to the employee. Any notes entered on this screen are for internal purposes only.

To add comments to an employee, select the Comments tab at the bottom of the Employee screen. The following screen will appear:

Employee Comments

When adding or reviewing comments, you are presented with the following options:

Verbose Text

Select to display all comments in the list in an expanded view which includes the entire text of each comment. To edit a comment, simply select the EDIT link next to the comment. That link will not be shown for changelog comments, which can't be edited. If the Verbose Text option is not selected, the comment list will display only header level information for each comment.

Comments

Display lists comments related to the record.

The following buttons are available:

NEW

Opens screen for creating a new comment.

VIEW

Highlight a comment and then select this button to reach a read-only view of the Edit screen.

EDIT

Enables you to edit highlighted comments—as long as the comments are not changelog comments. ChangeLog comments are system-generated and may not be edited. The Edit screen is the same as that for creating a new comment—except that when editing, the fields will contain comment information. Double-clicking on a comment will also bring you to the editing screen.

To enter a new comment, select the NEW button. The following screen will appear:

Create new Comment
Comment Type

Select a comment type from the drop-down list to classify the comment. This is a required step. Comment types may be system-defined (i.e., changelog and general) or user-defined, as described in Section 13.2.3, “Comment Types”. Once you have specified a comment type, begin typing your comment in the main text area. The text area features word-wrapping and scroll-bar support for longer comments.

The following buttons are unique to this screen:

MORE

Select to show the complete list (i.e., thread) of comments associated with the record. To hide the list, simply select the MORE button again. The comment thread will show the most recent comment first.

Employee characteristics are user-defined definitions of an employee which may be used to provide additional layers of description. To enter characteristics associated with an employee, select the Characteristics tab. The following screen will appear:

Employee Characteristics

To create a new characteristic for your current context, select the NEW button from the characteristics list. The following screen will appear:

Create new Characteristic

When creating a new characteristic, you are presented with the following options:

Characteristic

Select a characteristic from the list of characteristics available for your current context. To learn more about how characteristics are linked to specific contexts, please see Section 9.2.2.1, “Characteristic”.

Value

Enter a value to associate with the characteristic.

Default

In some contexts, the Default option will appear. Select if the value entered is the default value for the specified characteristic. Default values will always be listed first where characteristics are used.

To associate group memberships with an employee, select the Groups tab. The following screen will appear:

Employee Groups

When associating group memberships with an employee, you are presented with the following options:

EDIT

Enables you to edit highlighted employee groups. The edit screen is the same as that for creating a new employee group—except that when editing, the fields will contain employee group information. Double-clicking on an employee group will also bring you to the editing screen.

VIEW

Highlight an employee group and then select this button to reach a read-only view of the Edit screen.

DETACH

Highlight an employee group and then select this button to remove the association between the employee group and the employee.

ATTACH

Select to associate a new employee group with the employee.

To view email associated with the employee, select the Email tab. The following screen will appear:

Email

When viewing associated emails, you are presented with the following options:

Email list

Display lists associated emails.

Email body

The content of a highlighted email will be displayed here.

Limit to

Specify the maximum number of associated emails you want to be displayed in the email list. If the list is extremely long, you may experience some slowness when opening the screen.

Load All

Select to load all associated emails into the list.

Search

Enter a string of letters or complete words to search for matches in the list of associated emails. The search will scan through subject lines, To addresses, and From addresses.

The following buttons are unique to this screen:

NEW

Select to send a new email, using the default email program on your computer.

PRINT

Highlight an email and then select this button to print a copy of the email.

REPLY

Highlight an email and then select this button to reply to the email's sender, using the default email program on your computer.

REPLY ALL

Highlight an email and then select this button to reply to everyone associated with the email, using the default email program on your computer.

FORWARD

Highlight an email and then select this button to forward the email to another person(s), using the default email program on your computer.

ATTACH

Highlight an email and then select this button to attach an email associated with a contact in your contact list.

DETACH

Highlight an email and then select this button to remove the associated email from the list.