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changes.mady.by.user DATABASICS, Inc.

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changes.mady.by.user Young White (Deactivated)

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Note: The system will automatically set new employees' passwords to the default of "password" (all lower case)."

  1. Click Organization to expand the menu.
  2. Click Employee.
  3. Click the Add button.
  4. The information below corresponds with the entry screen for the employee set up. The table also includes any additional actions or comments needed to complete the employee set up.
  5. Click Save after all the required fields have been entered.

Field

Action

Additional Comments

Employee ID*

enter a unique ID to identify the employee

This field is limited to 20 characters.

First Name*

enter the employee's first name

The maximum length for this field is 30 characters

MIMiddle Initial

Last Name*

enter the employee's last name

The maximum length for this field is 30 characters

TitleUsers Job Title

Location*

start to type the location's name or click on the drop down box to select the location for the employee.

 

Employee Type*

start to type the employee type or click on the drop down box to select an employee type for the employee.

 

Currency*

select the employee's pay/reimbursement currency from the drop down box.

 

Reporting Type*

select the appropriate reporting type from the drop down box.

This field is required, but is Time specific. It has no effect within Expense.

Operating Unit*

start to type the operating unit or click on the drop down box to select an operating unit for the employee.

 

Department*

start to type the department or click on the drop down box to select a department for the employee.

 

Function*

start to type the function or click on the drop down box to select a function for the employee.

 

Vendor

start to type the vendor or click on the drop down box to select a vendor for the employee.

not required

Allow Entry*

choose whether the employee will have access to make entries for Time, Expense, Time/Expense, No Entry Required, or No Entry Allowed.

 

T&E Access

choose whether the employee will have Main Administrator privileges or No Admin privileges

This is tied to the users access to Jasper and additional user options.

 

Part Time*

choose whether the employee will be Part Time or Full Time.

 

Max Hours

enter the maximum amount of hours an employee can work in one day

the default is 24 as there are 24 hours in a day

E-mail 1

enter the employee's complete E-mail address (including domain, e.g. ajohnson@abcompany.com)

The maximum length for this field is 60 characters. This field is optional, but is necessary for DATABASICS Time and Expense's optional E-mail submission/approvals notifications and missing timesheet reports and reminders to function.

Time ZoneDefault is Easter Time (US & Canada)Default is Easter Time (US & Canada)

Start Date

you may enter an employee's hire date by clicking on the calendar icon and then clicking on the selected date, or keying in the date.

This field is optional. If filled, the employee will not be able to log into DATABASICS Time and Expense or enter time before this date

End Date

you may enter an employee's termination date by clicking on the calendar icon and then clicking on the selected date, or keying in the date.

This field is optional. If filled, the employee will not be able to log into DATABASICS Time and Expense or enter time for days after this date.

Prev Date of ServiceIf user was re-hired, the previous start date can be entered in this field.

Admin Role

If the Employee will be an Administrator for anything in the application, you must check this box.

 

Exempt

If the employee is an exempt employee, check this box.

 

Time ZoneDefault is Easter Time (US & Canada)Default is Easter Time (US & Canada)
NotesNotes related to user can be entered in this field.

Global Find and Replace

Global Find and Replace option is used to replace one approver with another approver globally within DATABASICS.

Info

Note: Global Find and Replace will replace the approver in all instances except in approval groups where both the approver who is getting replace and replacement approver already exists together.

  1. Select an employee record

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  2. Click on Action in the tool bar.
  3. Select Global Find and Replace Approval
    1. *Find Approver - Select the approver that will be replaced.

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    1. *Replace With Approver

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    1.  - Select the approver that will inserted in place of the current approver.

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  1. Click Replace

Additional Information:

Once an employee is set up in the system, the following options become available:

  1. Login Info
  2. Approval Flows
  3. Cost Rate
  4. ACH AccountsLeave Balance
  5. Credit Card
  6. User Profile
  7. Expense Limit
  8. Payment Info
  9. Commute Miles
  10. Leave Balance

Info

A user's ID to log in to the system isn't unchangeablecan be updated. Even though the employee ID value is hard coded, you can change the login ID of the user in the system. More information is in the Login Info section.

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