| Field | Description |
|---|
| Employee
|
Enter the employee's unique identification number.
If you configure
Vision to use the automatic numbering feature, you cannot enter a number in this field. Instead,
[AUTONUMBER] displays in this field.
You establish the length and format of your employee numbers when you install
Vision. To change the length or format of your employee numbers, use the Key Conversions or Key Formats utilities.
This field is active only when you click
New to add a new employee record to your database. You cannot use this field to change an employee number after you have created an employee record.
|
| Vendor/Client
|
This option displays if you use Vision CRM. When you select this option, the current record can be used on proposals to indicate a vendor or client that does work for your firm. Selecting this option replaces the
Organization field with a
Vendor/Client drop-down list where you can specify the type of relationship for the employee record. A
Lookup field also displays, where you can enter the Vendor Info Center or Client Info Center related to this Employee record.
If you also use Proposals, select this option to make the employee record available for use on proposals.
If you use the Multicompany feature and you select this option:
- For a new employee record, the employee may only be associated with one company. Selecting this option updates the employee record's
Home Company field to match the active company. You cannot change this field.
- For an existing employee record, you can only select the
Vendor/Client option if the
Home Company matches the current active company.
- For an existing employee record that is associated with more than one company, Vision displays an error message that prompts you to remove the related company records before you can select and save the
Vendor/Client option. If you are unable to remove the related company records (because postings have occurred), you cannot make the existing employee record a vendor or client.
|
| Talent Management User ID
|
This field displays when Vision is integrated with the Talent Management application. Talent Management assigns a value for this field when a new employee record is created and then sent to Vision. For employee records created in Vision, this field gets populated after a data run, where Vision sends the employee record to Talent Management and Talent Management sends back the record to Vision.
|
| Prefix
|
Use the drop-down list in this field to select a prefix to use with the employee's name. You define prefix options in Code Table Configuration.
|
| First Name
|
Enter the employee's first name. When you enter the employee's first name,
Vision searches your database to look for duplicate records.
|
| Middle Name
|
Enter the employee's middle name or initial.
|
| Last Name
|
Enter the employee's last name. When you enter the employee's last name in this field,
Vision searches your database to look for duplicate records.
|
| Suffix
|
Use the drop-down list in this field to select a suffix to use with the employee's name. You define suffix options in Code Table Configuration.
|
| Preferred Name
|
Enter the employee's preferred name.
|
| Title
|
Use this drop-down list to select the employee's job title or job function. You can select a title from the drop-down list in this field. However, if the contact has a title not included in the list, you can enter the title directly in this field. You define employee title options in Code Table Configuration.
|
| Organization
|
Enter the organization for which the employee works. Organizations are discrete business units within your company. Enter the organization directly in this field, or click
Search and select an organization from the lookup.
If you select the
Vendor/Client option to indicate that the employee is a vendor or client, the name of this field changes to
Vendor/Client and includes a drop-down list where you can specify the type of employee for the record. You can then use this field to enter the name of the vendor or client, or click
Search and select a vendor or client from the lookup.
If you use the Multicurrency feature, Vision displays monetary amounts for each employee in the functional currency of the employee's home company. This is specified by the organization code.
|
| Vendor/Client drop-down list
|
This drop-down list displays if you select the
Vendor/Client option. Use this drop-down list to specify if the associated record is a vendor or a client.
|
| Vendor/Client lookup
|
This lookup displays if you select the
Vendor/Client option. Use this lookup to select the vendor or client that is associated with the employee. The contents of this lookup depend on the selection made in the
Vendor/Client drop-down list.
|
| Home Company
|
If you use Vision Multicompany, the home company can be thought of as the company that "owns" the employee and is their current employer. This is the company where the employee's personal information is maintained. Each employee must have one designated home company and can then have multiple associated companies.
When you create a new employee, the
Home Company automatically populates based on the current active company. If you open an existing employee record and want to change the
Home Company, you can use the
Home Company drop-down list to select a different home company for the employee. The drop-down list only includes active companies with which the employee is associated.
If the
Vendor/Client option is selected, the
Home Company field is disabled because an employee record that is marked as a vendor/client cannot be associated with more than one company. If you attempt to select
Vendor/Client
for an employee that has more than one associated company record, Vision displays an error message that prompts you to remove the related company records.
After you specify the employee's home company, you can associate the employee with additional companies as needed. A new record is created for each association, and you can specify the employee's organization, pay rate, account, and timesheet information for each associated company. Vision can then process transactions and reports for each company using the appropriate organizations, pay rates, accounts, and timesheet information for the employee. The end result is that one employee may have multiple employee records in the Employee Info Center, but each employee will only have one home company. See the Associate Employees with Additional Companies online help topic for more information.
|
| Supervisor
|
Enter the name of the employee's supervisor. Enter the name directly in this field, click
Search and select a name from the lookup. When you enter an employee name in this field,
Vision creates a hyperlink between the employee name and the corresponding record.
Click the name to open the record in the current browser window or right-click the name and then click the
Open in new window option to open the record in a separate browser window.
If you use Vision Multicompany and the employee named in this field is associated with multiple companies, the supervisor only applies to the company record that you are viewing. There can be a different supervisor for each associated company.
|
| Email
|
Enter the employee's email address in this field. After you enter an email address in the
Email field, you can click the email address to open your default email application and send an email to the employee. When you enter the employee's email address in this field,
Vision searches your database to look for duplicate records.
To edit an employee's email address, right-click the email address and click
Edit or click
 in this field. These actions disable the feature and allow you to edit the information in this field.
This option is available if you use Vision CRM and the
Available to CRM Users option is selected.
|
| Work Phone
|
Enter the employee's work telephone number. Your system administrator defines the format for phone numbers. You can select a different format.
|
| Ext
|
Enter the extension for the employee's work telephone number.
|
| Mobile Phone
|
Enter the employee's mobile telephone number. Your system administrator defines the format for phone numbers.
|
| Fax
|
Enter the employee's fax number.
|
| Hire Date
|
Enter the employee's hire date.
You can enter a date directly in this field or click
Calendar and select a date.
|
| Status
|
Use this drop-down list to select the employee's status. An employee's status determines the validity of certain employee-related transactions in
Vision. The status settings are:
-
Active — You can complete any valid transaction that requires an employee number.
-
Inactive —
Vision displays a warning if you try to use the employee number in any transaction that requires an employee number. You must explicitly choose to proceed with the transaction after you receive the warning.
-
Terminated —
Vision prevents you from using the employee number in any transaction that requires an employee number. However, you can still print reports and W-2 forms for the employee.
If you use Vision Multicompany and associate an employee with multiple company records, each company record may have a different status for the employee. For example, one associated company may have an employee's status as
Active
because the employee is currently working for them, but another associated company may have a
Terminated status because the employee is no longer employed by them.
|
| Years with Other Firms
|
Enter the number of years the employee worked for other firms.
|
| Prior Years with This Firm
|
Enter the number of years the employee has worked for your firm.
|
| Available to CRM users
|
This option displays if you use both the Vision CRM and Vision Accounting. Select this option to allow CRM users to open and review the employee record. Vision selects this option by default when you add a new employee record. You can select or clear this option at any time.
|
| Available to accounting users
|
This option displays if you use both Vision CRM and Vision Accounting. Select this option to allow Accounting users to open and review the employee record.
This option is selected by default when you add a new employee record. You can select this option at any time. However, you can clear this option only if the
Approved for use in Processing option is not selected.
If this option is selected when you save a new employee record, Vision prompts you to enter required information on the Accounting and Time and Expense tabs. You must enter the required information before you can save the record.
|
| Approved for use in processing
|
This option displays if you use Accounting or Project Control. Select this option if the employee record is approved for use when processing accounting transactions.
Vision selects this option by default when an Accounting user adds a new employee record. It is disabled for all other users. If you are an Accounting user, you can select this option at any time. However, you can clear this option only if the employee record was not used in any accounting transactions.
If you select this option when you save a new employee record, you are prompted to enter required information on the Accounting and Time and Expense tabs. You must enter the required information before you can save the record.
If you use Payroll and you do not select this option, Vision excludes the employee from Automatic Payroll Processing runs.
|
| Language
|
This option displays if you use the Multilanguage feature. Select the appropriate language to use when sending workflow and alert messages. This drop-down list contains all languages that are enabled in Module Activation. The options that display depend on the language of the current use. For example, if English is selected, the drop-down values display in the English language.
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