Adding personal information
The information you enter in the Personal Information window allows you to keep a small human resource database for your company. You can also use the personal information in the Check Designer utility as actual items to place on a checkform template.
1. In the Employee Information window, select the employee you want to add personal information to from the Employee List on the left.
2. Click the Personal Info button.
3. Click the Standard Fields tab and enter the personal information of the selected employee.
Phone Number
The phone number of the employee can be useful when questions appear concerning the employee's paycheck.
Personal Contact
This field can be used to enter the name of the person to call in case of an emergency.
Contact Phone
Use this field to enter the phone number of the personal contact in case it is not the same as the employee's.
ID Number
Many companies use an ID number in addition to the Social Security number. This number can be entered in this field and used on any report or paycheck layout.
Birthday
Use this field to keep track of your employees' birthdays.
Gender
Some states require employee gender data. You can designate whether the selected employee is male or female by clicking the appropriate radio button. This feature is used only for those State Forms that require gender data.
4. Click the OK button.
5. Click the Custom Fields tab to define up to ten (10) custom fields.
To create titles for the fields, click the Setup button.
In the window that appears, enter a title for each of the fields you want to set up (e.g., fax number, e-mail address), then Click the OK button.
The titles of the fields appear on the Custom Fields window.
The fields you set up in this window can be used in reports created with the EZ Report Builder.
6. Click the OK button to return to the Employees Information window.
Adding a note to an employee file
Built into your payroll program is a special word processor. It allows you to enter and date stamp up to 16 pages of notes for review, reprimand, or other information regarding each of your employees.
1. In the Employee Information window, select the employee you want to add notes about from the Employee List on the left.
2. Click the Notes button.
When a file or program is made secure, requiring a password for entry, it is encrypted. This program offers the option of encrypting employee files to prevent unauthorized access. To secure this employee's information, click the Yes button and enter a password for this file.
This password applies only to this file, so use a password that can be linked to the employee (e.g., employee #, first name), or use the same password with all your protected files.
3. Make sure you write your password down in a safe place because there is no way to discover or change this password once it is entered.
Once you have entered the password (if one is desired), the Notes window opens and notations concerning the selected employee can be entered.
The Notes feature works the same way any Macintosh word processor does with the font, style, and margin control. You can move the cursor with the mouse or by using the arrow keys.
Options in the notes window
Date menu
It is extremely important that you date your employee's personal notes. The program automatically stamps the note with the day and date as soon as you open the Notes window. If you are only reviewing the notes, delete the date. To turn off this feature, select Date > Auto Stamp On Start Up.
From the Date menu, choose whether or not to include the Day, Date, or Time, then select the desired style for each. A checkmark (√) will appear next to the options you have selected. The program automatically enters today's date at the position of the cursor in the format you selected.
Margins
To set the margins and/or tab size, select File > Set Margins. A window will appear allowing you to set up your margins.
Selecting text
Selecting text is accomplished by clicking the mouse and then dragging over the desired text. Once selected (highlighted), you can cut and paste the text, remove it (Clear), or change the format (font, size, style).
Deleting text
Text can be deleted by selecting it and choosing the Edit > Cut, or by using the delete key.
Deleting files
When you have added notes to an employee's file, select File > Return to Payroll. A dialogue will display, asking if you want to save your changes.
These text files will have a .txt extension. If you wish to delete a text file, drag it to the Trash. These files are found in the Employees Files ƒ folder, which is in your company folder located in the Hard Drive/Users/House/Documents/Aatrix Payroll or Top Pay folder.
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