Employees (EP203000)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

You can use this window to create employee accounts or to view and edit existing employee accounts.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
Element Description
Actions Provides the following menu commands, which you can click to invoke actions:
  • Detach the employee's login:
    Clears all login information and removes the login associated with the employee.

    The menu item is available for all users who have access to this window.
    However, only administrators can use the User info tab in this window to create a new login or manage existing logins.

  • Change ID:
    Opens the Specify new ID dialog box, where you can specify a new ID for the employee.

You use the elements in this area to create a new employee account or to view or edit an existing employee account.

Element Description
Employee ID The unique identifier, which is assigned to the employee in accordance with the configuration of the EMPLOYEE segmented key.
Employee name The name of this employee.
Status The status of the employee. The following options are available:
  • Active: The employee currently works for the company.
  • On hold: The employee account has not yet been activated.
  • Hold payments: Payments should be held for some reason.
  • Inactive: The employee has finished his or her work for the company.
  • One-time: The employee is defined as a one-time employee.

This tab contains the employee's contact information, address, and other general settings.

Element Description
Employee contact Link to the contact associated with the employee.
Title The courtesy title to be used for the employee.
First name The first name of the employee.
Middle name The middle name of the employee.
Last name The last name of the employee.
Phone 1

The phone number of the employee.

Select the phone number type, and enter the phone number in the adjacent field.
Phone 2

An additional phone number of the employee.

Phone 3

An additional phone number of the employee.

Fax

The fax number of the employee.

Select the fax type, and enter the fax number in the adjacent field.
Email

The employee email address.

Note that an email address is required when you assign a user account to an employee.
Web The website of the employee, if any.
Element Description
Address 1 The home address of the employee.
Address 2 The second line of the home address (if needed).
Address 3 The third line of the home address (if needed).
Postcode The postcode for the employee address.
City The city of the employee address.
Country

The country of the employee address.

County

The state of the employee address.

If a list is available, select the state from the list of states in the country you selected above.

Element Description
Employee ref. no. A reference number for the employee.
Employee class

The class of the employee.

Select one of the employee classes and many elements on the Financial settings tab will be filled in with the class settings.
Branch The branch or location of your organisation where the employee works.
Department

The department the employee works for.

Calendar

The calendar that describes the work hours of the employee and the time zone the employee works from. The default value is the calendar associated with the employee class.
Regular hours validation The extent of validation of regular work hours for this employee. The default value is provided by the employee class. The following options are available:
  • Validate:
    Enables validation of regular work hours. If the total number of entered regular hours does not equal the number specified in the Regular hours per week field on the Employee cost tab, you will not be able to submit the time card for approval.
  • Warning only:
    Regular work hours are validated.
    Enables validation of regular work hours. If the total number of entered regular hours does not equal the number of regular hours per week, you will see a warning but you will still be able to release the time card.
  • None:
    Disables validation of regular work hours for this employee.
Reports to The manager or other employee who is responsible for the employee assignments. This information can be used on assignment maps for finding a proper work group for approving claims, time cards, and related documents.
Salesperson The salesperson identifier of the employee, if the employee is a salesperson.
Employee login The username to be used when the employee signs into the system.
Currency ID The currency to be used for the employee compensation payments.
Enable currency override A check box that (if selected) indicates that the currency may be changed for particular documents associated with the employee.
Curr. rate type The currency exchange rate type to be used for the employee.
Enable rate override A check box that (if selected) indicates that the currency rate type may be changed for particular documents associated with the employee.
Labour item The non-stock item (of the Labour type) used as a source of expense accounts for transactions associated with projects or contracts.
Forward emails A check box that (if selected) indicates that this employee's emails should be forwarded to the employee's email address.
Time card is required A check box that (if selected) indicates that time cards are required for this employee.
Webhook notification

A check box which (if selected) indicates that the system will send a notification when an employee is created or updated.

Target ratio % The invoiceable part of the employee's time. Used for inquires and reports.
Element Description
Date of birth The employee's date of birth.

This tab contains information about the employee's history of employment in the company.
By using this tab, you can also generate empty time cards for a particular time interval by clicking Generate time cards.

Element Description
From The start date of the time interval for which you want to generate empty time cards.
Until The end date of the time interval for which you want to generate empty time cards.
Generate (button) Generates released empty time cards for the specified time interval.
Cancel (button) Closes the dialog box, and cancels the process of generating the time cards.
Element Description
Active A check box that (if selected) indicates that the employee currently holds this position.
Position

The position the employee held in the company between the start date and the end date (see below).

Start date The date when the employee was appointed to this position.
Start reason The reason the employee was appointed to this position. You can select one of the following options:
  • New:
    The employee was newly appointed to the position.
  • Rehire:
    The employee was rehired by the company.
  • Promotion:
    The employee was promoted.
  • Demotion:
    The employee was demoted.
  • New skills:
    The employee acquired new skills.
  • Reorganisation:
    The position resulted from reorganization that the company underwent.
  • Other:
    The employee's appointment to the position occurred due to some other reason.
End date The date when the employee was appointed to another position or the employee's employment in the company was terminated.
Terminated A check box that indicates (if selected) that the employee stopped working for the company.
Termination reason The reason the employee's employment in the company was terminated.
You can select one of the following options:
  • Retirement: The employee has retired.
  • Layoff: The employee has been laid off.
  • Terminated for cause: The employee has been fired for a specific reason.
  • Resignation: The employee has resigned.
  • Deceased: The employee has died.
  • Medical issues: The employee has stopped working due to medical issues.
Rehire eligible

A check box that (if selected) indicates that the former employee is eligible for rehire.

This check box is available only if the Terminated check box is selected.

You use this tab to specify the accounts involved in recording the employee compensation and payments.
If you have selected an employee class on the General info tab, these elements will initially be populated with the values specified for the class, but you can change any of the values.

Element Description
Supplier account The supplier account to be used to record payments owed to the employee.
Supplier ledger sub. The corresponding subaccount.
Prepayment account The account to be used to record prepayments paid to the employee.
Prepayment sub. The corresponding subaccount.
Cash discount account One of the cash discount accounts used in the Supplier ledger workspace; this account is not actually used for employees.
Cash discount sub. The corresponding subaccount.
Expense account The account that will be used to record compensation amounts paid to the employee.
Expense sub. The corresponding subaccount.
Sales account The account to be used to record sales made by the employee, if applicable.
Sales sub. The corresponding subaccount.
Element Description
VAT zone The applicable VAT zone.
Terms

The terms used as a schedule to pay salary or wages for the employee.

Element Description
Payment method

The payment method to be used by default for compensation payments. The selected payment method defines the custom columns displayed in the Payment instructions field.
Cash account The cash account to be used for compensation payments.
Charge bearer Specifies which party will pay charges due for processing of the payment.
Account used for payment The account used for the payment.

This tab allows you to specify values of the attributes (if any) to categorise the employee.
The list of attributes available on this tab depends on the attributes specified for the employee class to which the employee belongs.

Element Description
Attribute The attribute name.
Required A check box that (if selected) indicates that you will not be able to save changes in the employee record unless you specify an attribute value.
Value The value of the attribute specific to this employee.

This tab has a table with the list of activities, such as tasks, events, and other activities associated with the employee. By using this tab, you can add a particular task, event, email, or some other activity to associate it with the employee.

Element Description
Add task Opens the Task (CR306020) window so you can create a new task.
Add event Opens the Event (CR306030) window so you can create a new event.
Add email Opens the Send (CR306015) window so you can send an email to the lead.
Add activity Contains a menu with menu commands that correspond to the list of activity types configured in the Activity (CR306010) window. By clicking a menu command, you open the Activity (CR306010) window, where you can create an activity of the corresponding type.

In addition to the columns described below, the table includes columns (labeled with icons) you can use to attach notes and files to the activity, see if it is completed, and check its priority level.

Element Description
Type The type of the activity.
Summary

The description provided for the activity.

Status The status of the activity.
Mail status The status of the associated email message (if applicable).
Released A check box that (if selected) indicates that the activity has been released.
Start date The start date and time of the activity.
Created at The date and time when the activity was created.
Time spent The total time spent on the activity.
Work group The work group the activity is assigned to (if any).
Owner The name of the user to whom the activity is assigned.

This tab provides a table with information on mailings for which this employee is defined as a recipient.

Column Description
Workspace The workspace where the mailing is defined.
Source The entity, Supplier or Customer, that is the source of emails.
Mailing ID The identifier of the mailing.
Employee class The employee class for which the employee receives the mailing.
Description The description that has been provided for the class.
Report The particular report to be used as the body of emails if the mailing uses a report rather than an email template.
Notification template The email template to be used to generate personalised emails for this mailing, if the mailing uses a template rather than a report.
Format The format of the report, if applicable.
Bcc A check box that you select to indicate that a blind carbon copy of emails will be sent for this mailing.
Active A check box to indicate that this mailing is active for the employee.

On this tab, you define the relationship between an earning type and a labour item, which is the source of expense accounts.
Thus, depending on the earning type of the activity, the system will use particular expense accounts for posting particular project transactions.

Column Description
Type of hour

The type of hour for the activity, which determines how labour price is calculated.

Description The description provided for the type of hour.
Labour item A non-stock item of the Labour type, which is the source of the expense accounts that the system uses for posting particular project transactions.
Default price

Read only. The default price of the selected labour item. This price is not used in project transactions and is displayed for information only.

This tab provides information about the hourly rates of the employee.

Column Description
Effective date The date when the rates specified by this row become effective.
Type of employment The type of employee with regards to pay. You can choose one of the following options:
  • Hourly:
    The employee is paid (usually weekly or biweekly) based on hourly rate for hours worked.
  • Salaried non-exempt:
    The employee is compensated based on salary, with overtime hours paid additionally.
  • Salaried exempt:
    The employee is compensated based on salary, typically paid once or twice a month.
Regular hours per week The work hours that the employee should spend during a week on activities with the Regular hours earning type.
Annual salary amount The annual salary amount of the employee (only applicable for salaried employees).
Hourly rate

The hourly rate of the employee's pay (only applicable for employees payed hourly).

Column Description
Project The specific project the employee participates in.
Task The project task the employee works on.
Hourly rate The hourly rate for this project task if the employee is paid on an hourly basis.

You can use this tab to view and edit information about the user account associated with the employee.

Element Description
Status The account status. The following options are available:
  • Not created: The selected employee is not associated with any user account.
  • Pending activation: The new user account is awaiting activation.
  • Active: The user account is active.
  • Online: The user is signed in to the system.
  • Disabled: The user account is disabled.
  • Temporarily locked: The user account is temporarily locked out.
User type The user type of this user, which defines the set of roles available to the user and the creation rules of the user account.
Login The username for authorisation within the system.
Password

The password the new user should use when initially signing in. This box is displayed (and is required) for newly added users and is available only if you clear the Generate password check box.
Generate password

A check box that you select to have the system generate the password automatically. This check box appears only for newly added users. The information to sign in will be sent to the user's email address when you save the user account.
Reset password

Brings up a dialog box to let you reset the password for the selected user. This button becomes available after the user account has been created.
Activate user

Activates the new user account if the account requires activation. This button is available only for the user accounts with the Pending activation status.
Enable user

Enables the selected user account. This button is available only for disabled user accounts.
Disable user

Temporarily disables the selected user account. This button is available only for enabled user accounts.
Unlock user Unlocks the selected user account. This button is available if the account has been temporarily locked.
Column Description
Role name The name that identifies the role.
Role description The description of the role.

On this tab, you can specify employees to whom you want to delegate the creation and adjustment of your expenses in the Expense receipts (EP301010) and Expense claims (EP301030) windows.

Column Description
Delegate The identifier of the employee who has been appointed a delegate.
Employee name The full name of the delegate employee.

This tab is only visible if the Webhook notification check box is selected on the General information tab.

Button Description
View notification feedback Opens the Webhook notification feedback window where the message from the third-party integrator is visible.
Resend notification Resends the notification.
Column Description
Success

If the message has been sent successfully, the value in the column is True.
If it failed, the value is False.
Event

Represents the event category indicating if an entity has been created or updated. One of the following statuses will appear: 

  • Entity created
  • Entity updated
  • Entity deleted - only available for accounts
  • Document status changed
  • External action triggered
Status

Indicates the status of the message:

  • Sent
  • Resent
  • Available
  • Consumed
Source

Indicates the source of the event:

  • Visma.net ERP
    If the source is this, the status can be Sent or Resent
  • APIs
    If the source is this, the status is Available. It is ready to be sent to third party-integrators.
  • External integrator
    If the source is this, the status is Consumed. The customer confirms receiving the message.
Document status

Indicates that a document has a new status.

For example, when a sales order is changed from status On hold to Open.
User Indicates which user made a change to the entity.
Date Indicates the date when the change was made.
Message Indicates the detailed message identifier that has been sent.

Related reports

Create employee classes

Related windows

Payment terms (CS206500)

Work calendar (CS209000)

Chart of accounts (GL202500)