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Adding Employees

The following steps will explain in detail how to add a new Employee.  The topic has the following sections: General Tab, Detail Tab, Activity Tab and Notes Tab.

 

General Tab

1.In the Main Menu click Contact Manager > Employees.  If this is your first time to add a new employee you will directly be brought to a cleared Employee form where you can  enter information about the employee.  If you already have existing Employees then from Contact Manager > Employees it will open the Find Employees search form.  In this Find Employees form click the New button in the upper left hand corner of the form.  This will bring you to the Employees form, cleared so you may enter a new Employee.

2.VisionCore will automatically assign a unique Employee ID for each employee since the program comes with the feature that allows automatic assigning of Employee IDs Enabled.  You may disable this automatic assigning of Employee ID numbers by going to VisionCore's Main Menu, clicking on the following: the Company Preferences Topic, the General Tab, the Starting Transaction Numbers button, the Contact Manager, Enable checkbox.  With the Auto Employee ID field disabled, you may assign a unique Employee ID which can be 20 alphanumeric characters in length.  For example:  Joe Smith might be referenced as SMITJ01 using the first four letters of the last name, the first letter of the first name and then 01.  There are many different naming conventions to choose from when creating your ID's.  Some companies use the phone number or just a unique number for their ID's.  When you have finished entering data for each field, press the TAB or ENTER key to move your cursor to the next field.

 

3.You may then enter a Company Name if you want to use the Employee form as a way to track employees that work for your company, and/or, your company may have a different name for this company.  As an example, an employee may work for NBC (a television broadcasting company) that is owned by General Electric.

4.Then enter your Social Security No for the selected employee.

 

5.You may then fill in all the basic Employee information like Title, First Name, Middle Name, Last Name, Address, Zip/Postal Code, City, State/Province, Country, Department, Phone, Fax, E-mail, and Web Site.
 
Special Zip/Postal Code Feature
The zip code combo box will list every zip code you have entered up to this point.  If you enter a zip code that you have not used before, a message will appear asking if you want to add the zip code.  If you choose to add the zip code then the Zip/Postal Code form will open.  You will then need to fill in the city, state/province and country and click the Ok button to add it to the Zip Code records.  The city, state/province and country will now be automatically filled in and you will never have to enter that information twice.  From now on in any form that uses zip/postal codes you will be able to select and use the one you just entered saving you data entry time.  You can add, delete and edit zip codes from the Zip/Postal Code form at any time.  You will also notice as you Tab from Zip/Postal Code field the program will skip over the City, State/Province and County and bring you to the Website field.
 
Special Address Feature
You will notice a small colored Globe to the left of the address box.  If you have Internet access, once you have completed the address, City, State/Province, and Zip/Postal Code fields, and, you click on the globe, you will be automatically brought to the Yahoo Web site showing the location of your customer on a map!

6.You may click on the Active check box next to the Department field to show the Employee is an Active Employee.

Additional Information Area

In the Additional Information area you can enter things like the employee's emergency contact information and territory.

 

Enable 1099 Employee checkbox to place that employee in a 1099 category.

 

Detail Tab

You can get to the Detail page of information by clicking on the Detail tab.  The Detail Tab consists of two areas which will be described below: Employment Information and Employee History.

 

Employment Information Area

First enter the employee's date hired and birth date.  You can use the drop down button to open a miniature calendar to graphically set the date.  Then fill in any other information you want in the Employee Information area.  None of these fields are required to be filled in so you can enter what you like in them.

 

Employment History Area

The Employment History area is read only and the information displayed here is calculated and displayed for your reference.  Each field is detailed below.

1.The Entered field will reflect the date and time this employee was first input into the program.

2.The Modified field will reflect the date and time this employees file has been changed in any way.

3.The Age (yrs) field will calculate how old the employee is based on the date entered in the Birth Date field.

4.The Service (yrs) field will calculate how long the employee has been employed with your company based on the date entered in the Date Hired field.

Activity Tab

The Activity tab displays a single line item list of all the activities that have been entered for the selected employee.  Clicking on the ellipse button before a specific activity will open the Schedule Activity form displaying the details of that activity.  All the fields in the employee activity are read only.

 

To add new Employee Activity click the ellipse button to a blank line item or click the Schedule button at the upper part of the form.

 

Notes Tab

The Notes tab displays a single line item list of all the notes that have been entered for the selected employee.  Clicking on the ellipse button before a specific notes will open the Employee Notes form displaying the details of that vendor notes.  All the fields in the employee notes list are read only.

 

To add new Employee Notes click the ellipse button to a blank line item at the upper part of the form.

 

Custom Fields Tab

The Custom Fields area is used to store the names of different contact methods used like Phone, Fax, E-mail, Web Site, and any other contact information that you use.  Under the Field tab, simply click on the drop down button (the arrow head pointing down) to select the type of user field you wish.  Then, type in the Value (whether it be a phone number, an E-mail address, etc.) in the Value field.  As you can see, you may add a number of User Field by clicking the ellipse button beside the word Field.

 

When you are through filling out all of the information about your Employee you may click on the New button to add another Employee or click the Close button to save the  Employee and return you to the previous open form.