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Exact Synergy Enterprise   
 

Creating and modifying entries for people

Menu paths

  • To create entries for people, go to Modules HRM Entry HRM Person. Alternatively, go to Modules HRM Reports People People.
  • To maintain entries for people, go to Modules HRM Reports People Search. Alternatively, go to Modules HRM Reports People People.

Introduction

On this page, you can create, maintain, or delete entries for people. On the edit mode of this page, fields that have the  Field: Authorise icon denote fields that need to be authorized by the HR personnel if the details in the fields have been changed. The details will only be applied after the HR personnel have authorized the changes. For more information, see Overview of fields to be authorized.

Roles and rights

  • To create entries for people, function right 85 — Allows to create employees is required. By default, users with the HR or HR assistant role have this function right. 
  • To maintain entries for people, function right 147 — Maintain resource card is required. By default, users with the HR or HR assistant role have this function right.
  • To create entries for people via Modules HRM Report People People, function right 204 — View free fields in resources report is required. By default, users with the HR or HR assistant role have this function right.
  • To customize the screen of the people card (edit mode) on the corporate or division level, function right 147 — Maintain resource card is required. By default, users with the HR or HR assistant role have this function right.

Note:

  • For more details on function rights, go to Modules System Setup Security Function rights.
  • For more details on roles, go to Modules System Setup Security Roles.

What version are you using?

The information in this document is applicable to product update 259 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I create entries for people?

  1. On the HRM: Person – New page, define the fields. The ID field in the General section cannot be edited once you click Save.
  2. Click Save.

Keep in mind: All fields with the “! icon are mandatory.

How do I edit entries for people?

  1. On the HRM: Search – People page, define the search criteria.
  2. Click Show.
  3. Under the Name column, click the hyperlink of the person.
  4. Click Edit.
  5. Make the change(s). The ID field cannot be edited.
  6. Click Save.

How do I delete entries for people?

  1. On the HRM: Search – People page, define the search criteria.
  2. Click Show.
  3. Under the Name column, click the hyperlink of the person.
  4. Click Edit.
  5. Click Delete. A message “Are you sure that you want to delete this record?” will be displayed.
  6. Click OK.

Keep in mind: This function is available only if you are maintaining an entry for a person.

How do I copy entries for people?

  1. On the HRM: Search – People page, define the search criteria.
  2. Click Show.
  3. Under the Name column, click the hyperlink of the person.
  4. Click Edit.
  5. Click Copy. For more information, see Copying existing entries of people to new entries.

Keep in mind: This function is available only if you are maintaining an entry for a person.

How do I generate the Master Resource Schedule (MRS)?

  1. On the HRM: Search – People page, define the search criteria.
  2. Click Show.
  3. Under the Name column, click the hyperlink of the person.
  4. Click Edit.
  5. Click Generate – MRS. For more information, see Generating MRS.

Keep in mind: This function is available only if you are maintaining an entry for a person.

How do I recode the person ID?

  1. On the HRM: Search – People page, define the search criteria.
  2. Click Show.
  3. Under the Name column, click the hyperlink of the person.
  4. Click Edit.
  5. Click Recode. For more information, see Recoding ID for people.

Keep in mind: This function is available only if you are maintaining an entry for a person.

How do I view the work schedule of the person?

  1. On the HRM: Search – People page, define the search criteria.
  2. Click Show.
  3. Under the Name column, click the hyperlink of the person.
  4. Click Edit.
  5. Click Schedule.

Keep in mind: This function is available only if you are maintaining an entry for a person.

How do I change the password?

  1. On the HRM: Search – People page, define the search criteria.
  2. Click Show.
  3. Under the Name column, click the hyperlink of the person.
  4. Click Edit.
  5. Click Change password.
  6. At Old password, type the old password.
  7. At New password, type the new password.
  8. At Confirm password, type the new password that you defined in step 7.

Keep in mind: This function is available only if you are maintaining your own details.

Tips and tricks

The employment ID for a new entry will always be defaulted with the highest available number within the digit range of the number defined at the Value field for the resourcecodenextnumber setting at Modules ? System ? Setup ? Settings – General ? All.

The following scenarios will illustrate the logic in the generation of ID during the creation of an entry:

Scenario 1

  • Existing employment IDs = 1, 2, 3, 4, 5, 8, 11, 12, 50, 79, 81, and 82.
  • Number defined at the Value field = 82.

If the person with ID “82” is deleted, the number at the Value field will be automatically changed to “81”. When you create an entry for a person, the default ID will be “82”.

Scenario 2

  • Existing employment IDs = 1, 2, 3, 4, 5, 8, 11, 12, 50, 79, 81, and 82.
  • Number defined at the Value field = 82.

If the person with ID “50” is deleted, the number at the Value field will remain “82”. When you create an entry for a person, the default ID will be “83”.

Scenario 3

  • Existing employment IDs = 1, 2, 3, 4, 5, 8, 11, 12, 50, 79, 81, and 82.
  • Number defined at the Value field = 82.

If the number at the Value field is manually changed to “5”, the default ID for a new entry will be “9”.

Scenario 4

  • Existing employment IDs = 1, 2, 3, 4, 5, 8, 11, 12, 50, 79, 81, and 82.
  • Number defined at the Value field = 82.

If the number at the Value field is manually changed to “5”, and the person with ID “5” is then deleted, the default ID for a new entry will be “9”.

Scenario 5

  • Existing employment IDs = 1, 2, 3, 4, 5, 11, 12, 50, 79, 81, and 82.
  • Number defined at the Value field = 82.

If the number at the Value field is manually changed to “6”, the default ID for a new entry will be “6”.

Scenario 6

  • Existing employment IDs = 1, 2, 3, …, 105, and 998.
  • Number defined at the Value field = 105.

When you create an entry for a person, the default ID will be “999”.

Scenario 7

  • Existing employment IDs = 1, 2, 3, 4, 5, 8, 11, 12, 50, 79, 81, 82, 6000, and 6001.
  • Number defined at the Value field = 6001.

When the person with ID “6001” is deleted, the number at the Value field will be automatically changed to “6000”. When the person with employment ID “6000” is also deleted, the number at the Value field will then be automatically changed to “82”. When you create an entry for a person, the default ID for a new entry will be “83”.

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Related documents

     
 Main Category: Attachments & notes  Document Type: Online help main
 Category:  Security  level: All - 0
 Sub category:  Document ID: 14.938.461
 Assortment:  Date: 05-11-2019
 Release:  Attachment:
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