Maintenance (add/edit/delete) of employee user-defined fields

Each user defined field consists of Category, Item, and Data.

The category is the grouping of information, such as Employee Info, Federal Tax Info, Dates, etc.

Each category is broken down into items of information and, if applicable, selection data.

In the following example, we will add fields to track certifications.

Go to Setup – Payroll Category/Item/Data Codes. Click Add.

Name the category.

View Type is Employee because we are adding fields to the Employee screen.

If you answer No to the question, “Default all existing views to show the new category. .” , this category will not be auto-added to every existing view. Select the category on the Create View screen (shown above) on views you wish this category displayed.

The order in which the categories are shown (on the employee data display) can be changed simply by clicking the category to be moved and using the up/down buttons.

Double-click on Certifications. Add the items you wish to list within this category.

Data Slot#: Pick next available#. There are a total of 75 fields allowed.

Mandatory box is used for system-required fields, such as birth date.

Leave blank if entry in this field is optional.

Click OK when finished.

Data codes can be added as selection criteria for any item (if applicable).

As an example, we’ll add a CPR Code item with available selections of A, B, or C.

Add the item CPR Code.

Add the Data: After the items have been added, double click on an item to add any data codes you wish to have available as dropdown selections.

Delete: If you wish to delete a category, you will not be able to delete a category that still has items in it. To delete a category delete all the items within it first, then delete the category.

Deleting items: You must first inactivate an item before it can be deleted. Inactivating an item does not delete any data—it just removes the item from the browse screen. To delete an item, select from the inactive list. Use caution when deleting an item because all existing employee data for this item will be deleted. The delete option takes a while to run because it deletes the item data from all employees on file; then deletes the item from the list.