The record of one member of staff. It holds their personal, employment and statutory details, and saving it also creates the account they are paid through in your books.
When to use it
When somebody joins, and afterwards whenever their department, post, contact details or bank account change.
Before you start
Know which ledger group the person's account belongs in, and which department and post they hold. Also decide whether they will need a sign-in account for the mobile app. If so, create the sign-in account first.
Where to find it
Open the HR area from the main menu, then Employee.
The fields on this screen
| Section | Field (on screen) | What to enter | Required |
|---|---|---|---|
| Ledger Details | Ledger Name | Name of the account as it should appear in your books and reports. Keep it unique. | Yes |
| Ledger Details | Ledger Group | The group this account sits under. It decides where the balance appears in the Balance Sheet or P&L. | Yes |
| Ledger Details | Ledger Type | What kind of account this is, such as Cash, Bank, Sundry Debtors or VAT. | Yes |
| Costing Effect | Is Cost Element | Tick to treat this ledger as a manufacturing cost element. Set its type and behaviour under Cost Element Ledgers. | No |
| Configuration | Intercompany - represents org | Set only when this account stands for a sister company. Its balances drop out of group reports. | No |
| Personal | First Name | (not explained yet) | Yes |
| Personal | Middle Name | (not explained yet) | No |
| Personal | Last Name | (not explained yet) | No |
| Personal | Full Name | The name used on attendance and payroll lists. Type it in full - it is not built from the parts above. | No |
| Personal | Gender | (not explained yet) | No |
| Personal | Date of Birth | (not explained yet) | No |
| Personal | Marital Status | (not explained yet) | No |
| Personal | Nationality | (not explained yet) | No |
| Personal | National ID | (not explained yet) | No |
| Employment | Employee Code | Your own short code for this person. It stands in on attendance lists when no full name is set. | Yes |
| Employment | Type | (not explained yet) | No |
| Employment | Status | Employment standing, such as active or resigned. It is for reporting only - it does not stop payroll. | No |
| Employment | Job Title | (not explained yet) | No |
| Employment | Hire Date | Date this person joined. It shows on staff reports; nothing is worked out from it. | No |
| Employment | Probation End | (not explained yet) | No |
| Employment | Notice Period (d) | (not explained yet) | No |
| Employment | Termination Date | Date this person left. Setting it does not stop payroll - you must also end their salary assignment. | No |
| Employment | Active | Untick when someone leaves. This alone does not stop payroll - you must also end their salary assignment. | No |
| Assignment | Department | The team this person belongs to. Payroll can be run for one department, so a wrong one leaves them out. | No |
| Assignment | Designation | The post this person holds. An overtime policy can be aimed at a post, so it decides which one applies. | No |
| Assignment | Branch | The branch this person works at. The payroll branch filter follows their department's branch, not this. | No |
| Assignment | Reporting Manager | (not explained yet) | No |
| Assignment | Shift | The shift this person normally works. It is a record only - attendance takes the shift from each day. | No |
| Assignment | Login Account | Links this person to their sign-in account. Attendance is matched to them through it, so it must be set. | No |
| Assignment | Biometric ID | (not explained yet) | No |
| Assignment | Ledger Account | The account in your books for this person. Banking and Documents attach through it, so set it first. | No |
| Education | Highest Education | (not explained yet) | No |
| Education | University | (not explained yet) | No |
| Education | Previous Company | (not explained yet) | No |
| Education | Education Level | (not explained yet) | No |
| Address | Current Address | (not explained yet) | No |
| Address | Permanent Address | (not explained yet) | No |
| Address | Postal Code | (not explained yet) | No |
| Address | City | (not explained yet) | No |
| Address | State | (not explained yet) | No |
| Address | Country | (not explained yet) | No |
| Contact | Work Email | (not explained yet) | No |
| Contact | Work Phone | (not explained yet) | No |
| Contact | Personal Email | (not explained yet) | No |
| Contact | Personal Phone | (not explained yet) | No |
| Contact | Emergency Contact | (not explained yet) | No |
| Contact | Emergency Phone | (not explained yet) | No |
| Statutory | PAN | This person's own PAN, their personal tax number. Nine digits. | No |
| Statutory | PF Account No | This person's Provident Fund account number. The PF deduction itself comes from their salary structure. | No |
| Statutory | PF UAN | (not explained yet) | No |
| Statutory | ESI No | (not explained yet) | No |
| Statutory | Gratuity Eligible On | Date this person becomes eligible for gratuity. It is a note only - no gratuity is worked out from it. | No |
| Other | Currency | (not explained yet) | No |
| Other | Profile Picture | (not explained yet) | No |
| Other | Bio | (not explained yet) | No |
| Other | Registration No | (not explained yet) | No |
| Other | Registration Date | (not explained yet) | No |
| Other | Show in Team | (not explained yet) | No |
| Other | Show on Homepage | (not explained yet) | No |
| Banking | Bank | The bank this party's own account is held with. Pick it from the Bank List. | No |
| Banking | Account Name | Name the party's account is held in, exactly as their bank has it. | No |
| Banking | Branch Name | The bank's branch for this account. Not the same as the person's own work branch above. | No |
| Banking | Account Number | The party's own account number - the account you pay them into, not one of your own. | No |
| Banking | Primary | Tick the account to treat as the main one. Where several are recorded, the primary one is used first. | No |
| Documents | Document Title | A short name for the file you are attaching, such as Agreement or PAN copy. | No |
| Documents | Document | Attach a scan or photo of the document. | No |
How it works
Saving creates two things at once: the person's account in your books, and their staff record. The bank accounts and the attached documents on this screen belong to that account. It is also the account a posted salary slip credits with their net pay. Fill in the ledger details before anything else, because the rest of the screen depends on them.
Their attendance is matched to them through the sign-in account you link here. Without that link, none of their days can be picked up, whatever they do on the app.
Lists show the full name field, which you type in full. It is not built from the first, middle and last names above it. If you leave it empty, attendance and payroll lists fall back to the staff code.
Leaving is not recorded here
Unticking Active, or filling in a Termination Date, does not stop this person being paid. A payroll run picks up everybody on your organization's staff list and reads neither of those fields. The only thing that stops payment is ending their salary assignment.
So when somebody leaves, do both. Mark them here for your own records. Then go to Employee Salary Assignment and end or untick their assignment on the leaving date. Check the next payroll run's employee list before you approve it.
Tips and common mistakes
- The payroll branch filter follows the person's department, not the Site on this screen. Somebody in the wrong department is left out when payroll is run branch by branch.
- The post you give them decides which overtime rule and which pay policy reaches them.
- Hire date, probation end, notice period and the gratuity date are for your records and reports. Nothing is worked out from any of them.
- Provident fund and similar numbers here are references. The deduction itself comes from the person's salary structure.
Related guides
- Employee Salary Assignment, the record that decides whether they are paid
- Tax Employee Config, their tax circumstances for the year
- Team Member, the sign-in account this record links to
- Attendance Finalize, where their working days are set