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  1. Choose Employees from the TSE menu. If the window is already open, click on the Clear button on the toolbar.
  2. Begin entering the data about the employee. Use the chart on the following page for detailed information on each field.
  3. Click the Save button in the toolbar to save the new employee information.

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  1. Choose Employees from the TSE menu. If the window is already open, click on the Clear button on the toolbar.
  2. Click on the Enter/Execute Query button on the toolbar.
  3. Enter the search criteria in the fields you wish to search with.
  4. Click on the Enter/Execute Query button again. After the employee information is displayed, make and changes necessary. Use the chart on the following page for detailed information on each field.
  5. Click the Save button in the toolbar to save the employee information.

To delete an employee
Employees cannot be deleted once a timesheet has been entered for that employee. Rather than delete an employee, simply uncheck the active checkbox and that will prevent further timesheets from being entered.

  1. Follow the steps above to view or change an employee.
  2. Once the employee to be deleted is displayed, click on the Delete button on the toolbar. A small dialog will ask you to confirm that you wish to delete the employee.

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Field

Description

Type of Data

Employee Number

The employee's number, this number will default to Social Security Number if checked on the setup of the timesheet module.

Update 20 characters

SSN

The employee's social security number

Up to 20 characters

Active Checkbox

If checked, the employee is active and timesheets can be entered for this employee.

 

First Name

The employee's first name

Up to 60 characters

Last Name

The employee's last name

Up to 60 characters

Address1

The first line of the employee's street address

Up to 100 characters

Address2

The 2nd line of the employee's street address

Up to 100 characters

City

The city portion of the address

Up to 100 characters

State

The state in which the employee resides

Up to 10 characters

Zip

The zip code of the employee's address

Up to 20 characters

Manager

The employee number of the employee who supervises or manages this employee, every employee must have a manager assigned and an employee can be their own manager.

An employee number use F9 to obtain a list of valid employee numbers.

Default Location

The code of the location in which the employee does most of the work which will be entered in the timesheet module This is used as a default when entering timesheets

A timesheet location code use F9 to obtain a list of valid codes.

Default Billing Rate

The default-billing rate for this employee Billing rates are used to determine the hourly rate charged on projects as well as the hourly cost factor. See Projecting Account for more detailed information on Billing Rates.

A billing rate code from Project Accounting. Use F9 to obtain a list of valid codes.

Pay Rate

This is the employee's gross hourly or salary pay rate. Use the radio button next to this field to denote if it is hourly or salary. If salary, this should be the gross amount per pay period, not annual salary.

A number in dollars and cents format.

Email Address

The employee's email address.

Up to 60 characters

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Entering new locations…

  1. Choose Locations from the Special Functions submenu of the TSE menu. The locations screen will appear and automatically display any locations previously entered sorted alphabetically by location.
  2. Enter the location code and a description for the location. The location code can be up to 10 characters and numbers. The description allows for 100 characters.
  3. List the hours in a work day for the location
  4. List the hours in a Pay Period for that location
  5. Click on the Save icon on the toolbar.

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Creating new Departments

  • Pre-requisite Setups:
    None
  1. Enter a code for the Department
  2. Define the code in the description box
  3. Press F10 or the save icon

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Creating new Shifts

  • Pre-requisite Setups:
    None
  1. Enter a code for the Shift
  2. Define the code in the description box
  3. Press F10 or the save icon

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  1. At the top of the screen enter the 4-digit year, the number of hours and days per pay period.
  2. Tab down to the first period record, enter the period number (should start with 1).
  3. Enter the date of the first day in the period.
  4. Tab to the end date, it will default in based on the number of days in the period as previously specified. The hours in period will also default in from the top of the screen. Unless you need to change these values, simply press tab until you are on the next line.
  5. Enter the next period number (should be 1 more than the previous period) and press tab. The beginning date for this period will default in as the day after the ending date of the previous period.
  6. Repeat steps 2-5 until you have created all of the pay periods for the year.

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  1. Double-click on the year in which the pay period falls from the list of years on the right side of the screen.
  2. Locate the pay period to be changed. Make the necessary changes.
  3. Click on the Save icon on the toolbar

Current Pay Period

There is always a current pay period defined and it will be highlighted in blue. The current pay period controls which date timesheets can be entered for. It also appears as the default pay period for many reports and transaction processing functions.
To make a pay period the current pay period…

  1. Double-click on the year in which the pay period falls from the list of years on the right side of the screen.
  2. Locate the pay period to be changed.
  3. Double-click on the pay period. A dialog box will appear asking you to confirm that you wish to make that pay period the current period.

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To enter new hours types…

  1. Choose Hours Types from the Special Functions submenu of the TSE menu. The Hours Types screen will appear and automatically display any types previously entered sorted alphabetically by type code.
  2. Enter the hours type code and a description for the type. The type code can be up to 10 characters and numbers. The description allows for 100 characters.
  3. Click on the Save icon on the toolbar.

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TSE > TSE Special Functions > Employee types

Image Removed

Creating new employee types

  • Pre-requisite Setups:
    None
  1. Enter a code for the employee type
  2. Define the code in the description box
  3. Press F10 or the save icon

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Field

Description

Type of Data

Vacation Hours Type

This is the hour's type that you want to use to denote vacation time.

An hour's type code.

Sick Hours Type

This is the hour's type that you want to use to denote sick time.

An hour's type code.

Holiday Hours Type

This is the hours type that you want to use to denote holiday time

An hour's type code.

Default Hours Type

This is the hours type code to use as a default when entering new timesheets

An hours type code

Employee numbers are social security numbers

Checking this box tells TRX Enterprise than when you enter employees to use the employee's social security number as their employee number. This prevents having to enter both numbers and help ensure accuracy. With this box checked, you will not have access to the employee number field on the Employee Entry/Query screen.

Checkbox

Enter Hours For Projects

Checking these boxes tells TRX Enterprise that you are using the Timesheet module to track hours for projects and to display those fields when entering timesheets. Checking this box will not require you to enter a project number when entering hours, but is required to record hours against a project.

Checkbox

Enter Hours For Work Orders

Checking these boxes tells TRX Enterprise that you are using the Timesheet module to track hours for work orders and to display those fields when entering timesheets. Checking this box will not require you to enter a work order when entering hours, but is required to record hours against a work order.

Checkbox

Approve Timesheets Before Processing

Checking this box will require that timesheets get approved after they have been entered and before they can be processed. See the section of this manual that details the Timesheet Approval screen for more information

Checkbox

Calculate Actual Pay Rates Before Processing

Checking this box will require that actual pay rates are calculated prior to processing timesheets. See the section of this manual that details Calculating Actual Pay rates for more information

Checkbox

Default Rate for Timesheet Entry

Choose to use the employee's billing rate or the project's task rate for the default-billing rate when entering timesheets for projects.

 

Setup Recap

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Overview

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