¶ Purpose
The Employee screen enables the user to add all employee details for the corresponding location or branch of the company.
¶ Prerequisites
- Access rights must be assigned to the user responsible for adding, editing or deleting employee details.
¶ Add Employee Details
The Employee screen allows the user to add employee details for the corresponding location.
Navigation: Main – Menu → Masters → Master -General → Locations → Departments → Employee → Add
- The user can search for particular details based on the Employee Name and Code.
- The Employees screen displays details of the employee such as the Code, Name, Father/ Husband, Description, Location, Department, Category, Login Name, Password, User Group and Resigned.
- Click Add to add the new employee details, and the screen will appear as shown below.
- The Employee Master- Mode: New screen is divided into two sections as listed below.
- Details
- User Rights
- The Details section allows the user to add employee details such as the Code, Name, Father/ Husband, Description, Location, Department and Category.
- The user must enter details such as the Code, Name and Father/ Husband.
- The user must select the appropriate Location, Department and Category from the dropdown list.
- The user must select the Resigned checkbox, if the employee resigns.
- The User Rights section allows the user to add login credential details.
- The user must enter details such as the Login Name and Password.
- The user must select the appropriate User Group from the dropdown list.
- Click Save, the employee code and name will appear on the left panel of the screen.
¶ Edit or Delete Employee Details
The Edit option allows the user to edit or delete the added or existing employee’s details if required.
Navigation: Main – Menu → Masters → Master -General → Locations → Departments → Employees → Select Employee Name /Code → Edit
- The user must select the appropriate Employee from the left panel of the screen.
- Once the user selects the Employee, the employee details will appear automatically.
- Click Edit, the following screen will appear.
- The user can edit employee details such as the Code, Name, Father/ Husband, Description, Location, Department, Category, Resigned, Login Name, User Group, Password and Email ID.
- Click Delete to delete, and the employee details will disappear from the left panel of the screen.
Note: The user can delete the employee details only if they are not used in any transactions.
¶ Print Employee Details
The Print option allows the user to print the added or existing employee details.
- Click Print, the following screen will appear.
- Click Filter, to search for details.
- Click Sort, to arrange details in either ascending or descending order.
- Click Export to Excel, to view details in Excel.
- Click Settings, to adjust Columns, Fonts, Row Height, Fit To Page, Page Setup and Printer Setup.
- The Set Col Details option allows the user to adjust column width as required.
- The Font option allows the user to edit Font Family, Font Style, Size, Effects and Scripts as required.
- The Auto Row Height option allows the user to adjust row height if required.
- The Fit to Page option allows the user to scale the content to fit the page if required.
- The Printer Setup option allows the user to configure the Printer, Print Range and Copies details if required.
- The Page Setup option allows the user to set the Paper Size, Orientation (Portrait or Landscape) and Margins in Inches (Left, Right, Top and Bottom) details as required.
- Click Print, to print details.
- Click Print Preview, to view details before printing.
¶ View Details in Tree or Grid
The Grid View and Tree View options allow the user to view employee details 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 or categories.
¶ Where Used
The Where Used option provides a list of transactions or tables where a specific employee is used in the application.
- Click Where Used, and the following screen will appear.
- The Where Used screen displays details such as SL No., Where Used and Details.
¶ Search Employee Details
The Search option allows the user to search for employees based on the company locations or branches.
- Click Search, and the following screen will appear.
- The user must select the appropriate Location from the dropdown list.
- Once the user selects the location, the corresponding list of employees will appear on the left panel of the screen.
¶ Bulk Update - Add Multiple Employee Details
The Bulk Update option allows the user to add multiple employee details at once.
- Click Bulk Update, and the following screen will appear.
- The user must enter details such as the Login Name, Code, Name, User Group, Location, Department and Category.
- The user can add employee details such as the Father/ Husband, Description, Email ID and Resigned.
- Click Save, and the code and name will appear on the left panel of the screen.
¶ Functional Use Case
| SL No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Add Employee Details | User adds employee details for a specific location or branch. | The system saves employee information, including code, name, department, location, and login rights. |
| 2 | Edit Employee Details | User edits or deletes existing employee details when updates are required. | The system updates or removes employee records if they are not used in any transactions. |
| 3 | Print Employee Details | User prints, previews, filters, sorts, or exports employee details to Excel. | The system generates a printable or exportable employee report. |
| 4 | View Employee Details | User views employee details in Grid View (tabular) or Tree View (hierarchical). | The system displays employee information in the selected format for easy navigation. |
| 5 | Where Used | User checks where a particular employee is used in the system. | The system provides a list of transactions or tables where the employee is referenced. |
| 6 | Search Employee | User searches employees based on location or branch. | The system displays filtered employee details on the left panel. |
| 7 | Bulk Update Employees | User adds multiple employees in a single operation. | The system saves multiple employee records with provided details. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Steps | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Verify Access Rights | Ensure the user has rights to add, edit, delete, view, or print employee details. |
| 2 | Add Employee Details | Enter employee information including code, name, location, department, category, and login credentials. |
| 3 | Validate Mandatory Fields | Confirm that the required fields (Code, Name, Father/Husband Name) are filled in correctly. |
| 4 | Save Employee Record | Click Save to store the new employee details. |
| 5 | Edit Existing Employee Details | Update employee details when changes occur (e.g., department transfer, resignation). |
| 6 | Delete Employee Record | Ensure the employee is not linked to any transactions before deleting. |
| 7 | View Employee Details | Choose Grid View or Tree View for better visualization and verification. |
| 8 | Print or Export Details | Generate a report using Print, Print Preview, or Export to Excel options. |
| 9 | Where Used Check | Review transactions or tables where the employee is referenced before modifications. |
| 10 | Search Employees | Use search filters based on location/branch to find the required employee details. |
| 11 | Bulk Update Employees | Add multiple employees at once, ensuring accuracy in all mandatory fields. |