¶ Purpose
The Employee Category Master is used to define and manage employee categories such as Permanent, Contract, Trainee, or Temporary. It helps the organisation classify employees for HR policies, attendance rules, payroll processing, statutory compliance, and reporting, and ensures consistency across ERP and MES transactions.
¶ Prerequisites
- Access rights must be assigned to the user responsible for adding, editing and deleting the employee category details.
¶ Add Employee Category Details
The Employee Category Masters – Mode: New screen allows the user to add employee categories.
Navigation: Main Menu → Masters → Masters – General → Employee Category → Add
- The user can search for Employee Categories based on the Category ID, Category Name, and Category Code.
- Click Add, the following screen appears.
- The Employee Categories Master – Mode: New screen allows the user to enter category details such as the Category ID, Category Code and Category Name.
- The user must enter the Category ID, Category Code and Category Name.
- Click Save, to save the added details.
- Click Close, the Category Name will appear on the left panel of the screen.
¶ Edit or Delete Employee Category Details
The Employee Categories Master – Mode: Edit screen allows the user to edit or delete the added or existing category details if required.
Navigation: Main Menu → Masters → Masters – General → Employee Category → Select the Category → Edit
- The user can search for Employee Categories based on the Category ID, Category Name, and Category Code.
- The user must select the appropriate category from the left panel of the screen.
- Click Edit, and the following screen will appear.
- The Employee Categories Master – Mode: Edit screen allows the user to edit details such as the Category ID, Category Name, and Category Code.
- Click Save to save the edited details.
- Click Delete, and the following message appears.
- Click Yes.
- Click Close, and the deleted details will disappear from the left panel of the screen.
Note: The user can delete the added or existing details of the category if the same is not used in any master or transactions.
¶ View Details in Tree or Grid
The Grid View and Tree View options allow the user to view categories either in a tabular format or in a hierarchical structure for easier navigation and understanding.
- Click Grid View to view details in tabular format (rows and columns), as shown below.
- Click Tree View to display data hierarchically (parent-child structure), as shown below.
- The user can expand or collapse nested items to view relationships and categories.
¶ Search Employee Category Details
The Search option allows the user to search for category details based on the Category ID, Category Name, and Category Code.
- Click Search, and the screen will appear as shown below.
- The user must select the appropriate Filter On and Filter Text from the dropdown list.
- The user must enter the corresponding filter value and press Enter key.
- Once the user presses Enter key, the corresponding list will appear on the left panel of the screen.
¶ Where Used
The Where Used option provides a list of transactions or tables where a specific category is used in the application.
- The user must select the appropriate category from the left panel of the screen.
- Click Where Used, and the following screen will appear.
- The Where Used screen displays details such as SL No., Where Used and Details.
¶ Functional Use Case
| Sl. No. | Use Case | Business Scenario | Functional Outcome in ERP / MES |
|---|---|---|---|
| 1 | Create Employee Category | The organisation needs to classify employees. | Employee category is defined in the master. |
| 2 | Define Category Attributes | Different rules apply for different categories. | Category characteristics are standardised. |
| 3 | Assign Category to Employee | Employees need classification for HR operations. | Employees are linked to the correct category. |
| 4 | Use Category in Transactions | HR, attendance, and payroll require categorisation. | Category drives transaction behaviour. |
| 5 | Reporting by Category | Management needs employee analysis by category. | Category-wise reports are available. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Sl. No. | Checklist Item | Description |
|---|---|---|
| 1 | Category Code | Ensure a unique employee category code is defined. |
| 2 | Category Name | Verify a clear and meaningful category name. |
| 3 | Category Description | Provide a description for business understanding. |
| 4 | Category Type | Confirm the category type. |
| 5 | HR Policy Alignment | Ensure the category aligns with HR policies. |
| 6 | Payroll / Attendance Impact | Verify payroll or attendance dependency. |
| 7 | Usage in Employee Master | Confirm the category is required in the Employee Master. |