Employee modules

Employees

Description Functionality Related topics Technical documentation

Description

The employee module is used to maintain the operational data of your own employees. "Own" employees (CX_STAFF_MEMBER) are contact persons of the clients defined in the system, employees of all other companies (CX_CONTACT) are managed separately as "general" contact persons .

As a rule, these are "own" employees of the clients defined in the system, who also have a user role in order to have access to the ClassiX system and to be able to operate it. User roles can also be assigned to contact persons of other companies. After logging in to the system, these persons will be identified as processors of the documents they process. As far as the processing of documents is concerned, they are then no longer different from their own employees.

Please note the following: By default, all employees of the clients stored in the system are displayed (unless they are stored in their own database domains). To display only the employees of the logged on client, the option "Only employees of the client" can be activated in the option window.

Functionality

• Input window
• List window
• Selection window
• Option window
• Leave accounts carried forward
• purchase areas of the employee

Input window

This module is used to maintain employee data. You can select an employee by entering the employee number in the Number field and confirm with RETURN. If you want to call up the list of employees, you can either double-click on the "Number" field or select the menu item "Search".

In this window you can create and manage your employees. The information necessary for the company can usually be entered in the fields directly or via the menu item 'Edit'. Telephone, fax, e-mail, etc. can also be maintained by clicking the right mouse button in the field 'Business Communication'. The employees created here can also be found in the system as persons. If you want to add private data, we recommend that you do this via the list of persons. Don't forget to link the employee to the corresponding system user, if the employee should have access to the system.

For the employee, you define the validity using the entry and leaving dates. Please remember, however, that the validity of the user entry is independent of this! This must be the case, for example, because you may want to block an employee's system access before he or she leaves the company or you may want to continue to grant system access after he or she has left the company.

If an image is stored in the person for an employee, this is also displayed in a reduced version on the "Person" tab. If no image is stored, the message "No image" appears here.

Fields marked with "italics" represent data directly from the person. If something is changed in one of these fields, the change is applied to all roles and the person himself. All this data can also be maintained directly in the person input window.

Menu

Menu item	Description
Edit	-
Electronic Business Card (vCard)	Calling the window for exporting employee data in the form of an electronic business card (vCard)
: Communication	-
: : Insert	-
: : : Telephone	Insert phone number
: : : Mobile phone	Insert mobile phone number
: : : Fax	Inserting a fax number
: : : E-mail	Insert your e-mail address. If other contact persons have already been entered for this company, the system will try to find a format using their e-mail addresses and offer the e-mail address accordingly. If such a format is not found, the e-mail is automatically generated based on the last name. (see also inspection of e-mail addresses)
: : : WWW address	Insert website address
: : Edit	Edit selected communication object
: : Delete	Remove selected communication object
: : Contact	Contact selected communication object
: Signature	The employee's signature can either be entered as simple text or saved in a Word file
: Structures	Keywords
Notes	Create/edit notes
: Operations	Operations of the employee
: Create activity document	Activity document
: : Note	Creating an activity document for an ink note
: : Letter	Generate transaction document for a letter
: : Fax	Creating a transaction document for a fax
: : Email	-
: : : Writing	Generate transaction document for an email
: : : Import from Outlook	Import process document for an email from Outlook
: : Phone call	Creating an activity document for a telephone call
: : Meeting	Generate activity document for a meeting
: Capacity planning	-
: : Set	Daily and weekly capacities (working hours) can be allocated for the employee via capacity planning.
: Standard costs	The employee's standard costs are used in hourly time sheets / work orders / service provider groups to determine the costs that are charged to the cost object or cost centre.
: Conditions	-
: : Insert	-
: : : Single condition	Insert single condition
: : : Condition group	Insert condition group
: : : Text module	Insert text module
: : : Conditional condition	Insert conditional condition
: : Create	-
: : : Cash discount	Create cash discount condition
: : : Payment plan	Create payment plan condition
: : : Text module	Create text module
: : Remove	Remove selected condition
Close	Close window
Finances	-
: Accounts	-
: : Open positions	The OP account of the employee is opened
: : Fibu account balances	The financial account of the employee is opened
Search	-
: Specific search terms	-
: : General	Newly created search terms are generally valid
: : Roller-bound	Newly created search terms are role-bound
: Search terms	-
: : Insert	Insert search term
: : Remove	Remove search term
: Search	Call up list window

Toolbar

Symbol	Description
	Create new employee
	Save changes
	The displayed employee will be deleted without further enquiry
	Printout of the employee's data
	Edit employer
	Edit person
	Create/edit notes
	Operations of the selected employee
	Send email to the displayed employee
	Create activity document
	Display capacity as tree
	Financial Status Partner
	Open positions
	FiBu account
	Call up working time account

Fields

Field	Description
Person
: Personal data	-
: : Number	Employee number
: : Search terms	Display and maintenance of general and role-bound search terms
: : Name *	Last name of the employee. This is a mandatory field!
: : First name	First name of the employee
: : short name	Search name
: : Abbreviation	Abbreviation for printouts
: : Gender	Gender of the employee
: : Title	Title of the employee
: : Signature	Specification e.g. ppa. or i.V. for use in automatically generated documents (e-mails)
: Business communication	Telephone/fax numbers and email addresses
Key data
: Key data
: : Admission	Entry date of the employee
: : Exit	Indication of the employee's departure date
: : Employers	Indication of the direct employer. This can be the client currently registered, a branch office, the head office of the client or a company affiliated with the client.
: : First place of work	Indication of the employee's first place of work. This can be the location of any partner stored in the system and serves in particular to be able to take into account the public holidays valid at this location for capacity planning and holiday calculation
: : ID card	Number of the badge for logging on and off at a time recording terminal
: : replacement	Number of a possible replacement badge
: : Tax no.	The tax number of the person assigned to the employee's role
: : VAT ID	The sales tax identification number of the person assigned to the role of the employee
: Payment
: : Payment method	Setting the standard payment method by which the employee is paid
: : Payment lock	Specification of a payment block
: Conditions
: List	Listing of the conditions agreed with the employee
: Skills	The skills can be defined using the keyword "STAFF_MEMBER_SKILLS". Each function or skill of employees can be defined in a structure with several levels. The following subheadings have special functions : "SALES_PERSON_CHARGE" - Employees with these skills are loaded into the combo box Selection as "Commercial Agent" for cost unit, offer and order. "TECHNICAL_PERSON_CHARGE" - Employees with these skills are loaded into the combo box Selection as "Technical Agent" for cost unit, offer and order.
Employment relationship
: Period of time	-
: : List	List of the various employment relationships with the employee. If an employment relationship is selected, the other data can be maintained in the lower fields.
: Employment data
: : Position	Position description.
:: representation	Specification of another employee who is to act as a representative for the employee being processed.
: : Cost centre	Assignment of the employee to a cost centre.
:: Department	Designation of the department in which the employee is employed.
: : Wage group	Assignment of a wage group, this can be stored in the system as a classification key with the identification "WAGEBRACKET".
: : Fibu account	Specification of the reconciliation account in financial accounting. The following reconciliation accounts are offered for selection, which have either been marked as "asset account" or "liability account This assignment to financial accounting can only be maintained if the balance in the open item account is zero. An entry in this box is always required even if corresponding reconciliation accounts are entered in this machine.
: : Freelancer	Identification whether it is a freelancer (purely informative).
: : student assistant	Identification whether it is a student assistant (purely informative).
: : Temporary workers	Identification of whether it is a temporary worker (purely informative).
Working time
: : Working time model	Selection of the employee's working time model . If the employee is also a working time recorder, then this field is kept redundant there.
: : Overtime	Indication of whether all ("all in") or only a certain number ("inclusive") of overtime hours worked are compensated with the normal remuneration (purely informative)
: Flexitime	-
: : Rules and regulations	Selection of the set of rules for determining permitted booking events (coming, going, break, doctor, etc.).
: : No annual account	By default, an annual working time account is assumed. This can be negated here
: : Not in list	marking to suppress the output of the employee's times in various lists
: : Last daily closing	Output of the date of the last daily closing of the flexitime statement

Buttons

button	Description
OK	Changes to the employee are saved. If no changes are made, the button is locked.
New	The input window is cleared.
Delete	The displayed employee is deleted. If the user of the employee already has processes, it is not possible to delete the employee,
Close	The window is closed without saving changes. If you want to save the changes, you must press the "OK" button.

List window

This window is used to list the employees. If an employee has several telephone numbers, only the first one in this list is displayed.

Please note the following:
By default, only the employees of the selected company are displayed (if the list of contact persons from the list of companies is used). To display all employees of the company, the option "All employees of the company" can be activated in the option window.

Menu

Menu item	Description
Edit	-
Electronic Business Card (vCard)	Calling the window for exporting employee data in the form of an electronic business card (vCard)
Open annual holiday accounts	Calling up the module for opening annual leave accounts of employees. This module is also used to transfer the holiday days of the previous year
: Capacity planning	-
: : Set	The capacity planning is opened for all employees selected in the list. Daily and weekly capacities (working hours) can be assigned there.
Display
: purchase areas of the employee	see
Options	Call up the option window

Toolbar

Symbol	Description
	Perform multiple search: All fields marked in blue are taken into account in this search. With the multiple search it is possible to search for several criteria at once.
	Create new employee
	Selected employee is opened in the input window
	The selected employee will be deleted without asking
	Print list of employees
	Searchfor characteristics
	Search for objects that do not contain any of the characteristics to be specified (regardless of the value set)
	Empty list and delete search terms
	View birthday calendar
	Create/edit notes
	Operations of the selected employee
	Send email to the selected employees
	Create activity document
	Set validity
	Financial Status Partner
	Open positions
	FiBu account
	Working time account
	Copy all employees to the clipboard
	Capacity overview

Search fields

Field	Description
No	Search by employee number
Abbreviation	Search for abbreviations
Name	Search by name
First name	Search by first name

Buttons

button	Description
Edit	The current employee is displayed in the input window.
New	An empty input window opens.
Delete	The selected employee is deleted.
Close	The window is closed.

Selection window

This window is used to select an employee.
If an employee has several telephone numbers, only the first one in this list is displayed.

Menu

Menu item	Description
Options	Call up the option window

Toolbar

Symbol	Description
	Perform multiple search: All fields marked in blue are taken into account in this search. With the multiple search it is possible to search for several criteria at once.

Search fields

Field	Description
No	Search by employee number
Abbreviation	Search for abbreviations
Name	Search by name
First name	Search by first name

Buttons

button	Description
OK	Confirm selection
Close	The window is closed.

Option window

All settings for the search can be made here. The window can only be closed with the "OK" button.

Menu

Menu item	Description
Edit	-
: Set default settings	all changed settings are reset to default

Fields

Field	Description
Search options	-
: Immediate take over in case of a hit	If only one employee is found during a search, this will be opened in the input window
Clear the list before starting a new search	The list is cleared before each new search
Validity	Validity
Number of objects	Determines the maximum number of objects in the list that can be displayed during a search
Employees
Show only staff of Mandatnet	Only the employees of the selected company are displayed in the company list.
: Show employees across mandates	All employees of the company (all clients with all their branches) are displayed.
: Only current employees	Only employees currently employed by the company are displayed, i.e. the entry date must be in the past and the leaving date must be in the future.
Presets
: Global presets	Global presets can be saved for the employee module. These are displayed here as well as the current default options that each module has. To create a global preset, a user preset must first be saved.
: User Presets	Each user can save any number of presets. It is only important to note that if several settings are found, the first one found is used as the default setting. The name of the setting can be changed with a double-click.

Buttons

button	Description
OK	The settings are saved and the window is closed.

purchase areas of the employee

Display of the purchase areas in a tree view, which were assigned to an employee via the user definition.

Menu

Menu item	Description
Options	-
Sort by	Selection of sorting options
: : Identification (ascending)	Sorts the structure tree in ascending order according to the identification of the order terms
: : Identification (descending)	Sorts the structure tree in descending order according to the identification of the order terms
: : short name (ascending)	Sorts the structure tree in ascending order according to the short name of the order terms
: : Short name (descending)	Sorts the structure tree in ascending order according to the short name of the order terms

Related topics

• Index
• Keywords

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Technical documentation

• Implementation
• Quality assurance
• Employee basic module
  • Employee editing module
  • Employee selection module

Employee basic module

Module name

staffmem.mod

Classes

CX_STAFF_MEMBER

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Received messages

Message	Parameters	Function	Security

Sent messages

Message	Parameters	Function	Receiver module

Employee editing module

Module name

staffedt.mod

Classes

CX_STAFF_MEMBER

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Received messages

Message	Parameters	Function	Security

Sent messages

Message	Parameters	Function	Receiver module

Employee selection module

Module name

staffsel.mod

Classes

CX_STAFF_MEMBER

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Received messages

Message	Parameters	Function	Security
EDIT_STAFF_MEMBER
LIST_STAFF_MEMBER

Sent messages

Message	Parameters	Function	Receiver module