Defining Custom Fields in the Employee Files by Department Tab

The Employee Files by Department tab is used for defining names of fields for entering data that will appear on reports in the menu Personnel | Employee files | Position | Payroll | Custom Fields. These custom fields can be used as payroll variables in calculation formulas. 

The option is accessible from the menu Personnel | Employee Files | Position | Payroll | Custom Fields. 

Warning The appearance of the panel Employees Files by Department depends on the parameter Salary Settings by Department, set in Administration Panel | Settings | Personnel | Payroll. If it is enabled, the Employee Files by Department tab is visible.

This chapter of the User Manual presents a case of using Employee Files by Department tab.

Case summary The person responsible wants to define custom fields for the Management department. In the settings parameters, there already is a custom field Del05 - Performance, which has to be presented in the pay slip as Personal goal for the Management department. This is done as follows: Opening the Employee Files by Department tab Defining the department Defining custom fields for the Management Department

1. Opening the Employee Files by Department tab

The person responsible selects the Settings module from the menu and opens Program | Administration Panel | Settings | Personnel | Payroll  | Custom fields. The Custom Fields panel appears on the screen. The final step is selecting the Employee Files by Department tab as presented in the image below.

2. Defining the department

To define the department, the person responsible does as follows:

• Department: Selects Management.

• Refresh: Clicks the Refresh button to refresh the data on the screen. The bottom part of the panel now displays Management department.

3. Defining custom fields

To define the custom field for Management department, the person responsible enters the name of the field that will appear in pay slip for all employees from this department.

• Del 05: Personal goal – Enters the name in column Del 05.
• Report – Enters the value 4, which means that this information will be seen in the pay slip header in line 4.

Warning You can name fields for entering value data in a custom way. Predefined are fields with the following numbers: 01, 02, 08, 09, 10, 15 and 21. In calculation formulas, you can refer to individual fields with the following names: #Del1#, #Del2#,…#Del21#.

Warning If a report field is marked with the number that is >1 for a certain department, the value in the #Fa field will be shown in the header of the pay slip even though the company's value of the same field is marked with a 0 (means that it is not shown on the pay slip).

Warning If a certain field is marked to be shown on the pay slip on the company level, but shouldn't be shown on a departmental pay slip, the value of the Report field for the department must be set to "99".

Now, all the employees from the Management department have the newly added custom field Personal goal, presented in the picture below.