MYEI
Managing candidate records
EXO Employee Information
This training manual has been developed by the MYOB Enterprise Solutions - Professional Services Team for use in the delivery of training.
This manual uses a simple step-by-step approach to give you the skills and knowledge necessary to manage your employees’ records using your EXO Employee Information system.
This manual has been designed for the following MYOB product:
• EXO Employee Information
MYOB Australia Pty Ltd ABN 13 086 760 198 Website: myob.com.au MYOB NZ Pty Ltd Website: myob.co.nz Disclaimer
MYOB has carefully prepared this material but excludes (to the extent allowed by legislation) any direct or indirect liability arising from errors or omissions or from its use. Any case studies (including the application of particular accounting standards or legislation) are representative examples only, and will not directly apply to the user's own circumstances. They are not a substitute for professional advice. Users must check that third party materials, for example from the IRD and the ATO, are current at the time they are used.
Trademarks
MYOB®, MYOB Accountants Office®, MYOB AccountEdge®, MYOB AccountEdge® Network Edition, MYOB AccountRight™, MYOB AccountRight Standard™, MYOB AccountRight Plus™, MYOB AccountRight Premier™, MYOB AccountRight Enterprise™, MYOB Accounting™, MYOB Accounting Plus™, MYOB BusinessBasics™, MYOB CashBasics™, MYOB ClientConnect™, MYOB FirstEdge®, MYOB M-Powered®, MYOB M-Powered Services™, MYOB M-Powered Bank Statements™, MYOB M-Powered Invoices™, MYOB M-Powered MoneyController™, MYOB M-Powered Payments™, MYOB ODBC DeveloperPack™, MYOB ODBC Direct™, MYOB PowerPay®, MYOB Premier®, MYOB Premier Enterprise®, RetailManager®, Accountants Office®, AccountEdge®, Accounting Plus™, BusinessBasics™, ClientConnect™, FirstEdge®, M-Powered®, M-Powered Superannuation™, ODBC DeveloperPack™, ODBC Direct™, PowerPay® and Premier® are registered trademarks or trademarks of MYOB Technology Pty Ltd and their use is prohibited without prior consent. Ceedata, Solution 6 MAS and Xlon are registered trademarks or trademarks of Solution 6 Holdings Limited, a member of the MYOB group.
Adobe®, Acrobat®, Acrobat Reader®, Adobe Reader®, PDF™, and PostScript® are trademarks or registered trademarks of Adobe Systems Incorporated.
AddressBook, Apple®, iCal®, Macintosh®, and QuickTime® and the QuickTime logo are registered trademarks of Apple Inc. Mac and the Mac logo are trademarks of Apple Inc., used under licence. MobileMeSM is a service mark of Apple Inc.
Microsoft, Access, Excel, Internet Explorer, .Net Framework, Office, Outlook, Smart Tags, Windows and Word are registered trademarks or trademarks of Microsoft Corporation in the United States or other countries.
Quicken® and QuickBooks® are registered trademarks of Intuit Inc. 4D Tools® is a registered trademark of 4D S.A. BPAY® is a registered trademark of BPAY Pty Ltd, ABN 69 079 137 518. CaseWare® is a registered trademark of CaseWare International Inc. FlexNet Connect® is a registered trademark of Flexera Software™ Inc. Google Maps™ card links included with permission. HandiLedger® is a registered trademark of HandiSoft Software Pty Ltd. POSTbillpay® is a registered trademark of the Australian Postal Corporation. SM2DGraphView Copyright 2002-2008 Snowmint Creative Solutions LLC snowmintcs.com/. Sentry Spelling Checker Engine for Windows, copyright Wintertree Software Inc. Brio Intelligence and Hyperion Intelligence are trademarks or registered trademarks of Hyperion Solutions Corporation. Crystal Reports® is a registered trademark of Crystal Decisions, Inc. in the United States or other countries. MasterCard® is a registered trademark of MasterCard International Inc. VISA® is a registered trademark of Visa International Service Association.
RightNow CX® is a registered trademark of RightNow Technologies Inc
Other products mentioned may be service marks, trademarks or registered trademarks of their respective owners.
© MYOB Technology Pty Ltd 2012. All rights reserved.
Participants
This course is aimed at:
• Users of EXO Employee Information.
Prerequisites
Basic PC experience is required.
Understanding of payroll processes and procedures.
Instructional method
The instructional method combines trainer-led demonstrations with actual system configuration. Each unit concludes with a Review Task.
Conventions used in this manual
• Objects such as buttons or icons that you must click or select are shown in bold.
• Information to be entered (typed in) or selected, is shown in bold and italics.
• Keyboard keys are shown as , , etc.
Screenshots in this manual are for illustration purposes only and may differ from those in the actual product due to configuration settings.
Symbols used in this manuals
Symbol Name This symbol tells you...
Practice task Review task
… to complete a task to practice the skills you have just learnt, or as a review task at the end of the unit to consolidate what you have learnt.
Written Review task … to complete written questions to review the content covered in the unit.
Optional Challenge … to complete this task if you have finished early and are looking for an extra challenge.
Tip … about helpful tips
Note … to take note of an important message.
Warning … about potential problems to be aware of.
Important … to pay attention to an important notice.
New … where features are new for EXO Employee Information.
Reference … where to go to find more information.
Objectives
In this course you will learn how to set up your EXO Employee Information system.
Upon completion of this course you will be able to:
• Set up Candidates
Function Keys
F1 Help
F2 Maintenance Menu
F3 Change Sort
F4 Add
F5 Edit
F6 Delete
F7 Previous
F8 Next
F9 Find/Print
F10 Save
F11 About Screen
F12 Employee Notes
Page Up/Page Down Switch between pages
Alpha/Numeric Keystrok Activates incremental search of picklists
Spacebar Opens dropdown lists
Home Skips to start of field
End Skips to end of field
Tab Skips to next field
Shift+Tab Skips to previous field
Ctrl+H Activates the hide screen, which can only be unlocked using the password you logged in with.
Ctrl+D Activates the Diary. This is a form of daily planner, providing you with a place to enter comments on any given day for payroll company-related tasks, appointments and reminders.
Contents
1 Candidates ...1
Overview ... 2
Candidates Details ... 3
User Defined ... 5
Documents ... 6
Notes ... 10
Security ... 12
Employing Candidates ... 15
2 Appendices ...19
Appendix 1 - Lookup Tables ... 20
Appendix 2 - Document Templates ... 22
Candidates
In this unit you will learn how to enter Candidates in the system.
By the end of this unit, you will be able to:
Set up a Candidate Employ a Candidate
Overview
When recruiting for a position, you may have a number of applicants whose information you would like to keep on file for future positions.
This information can be recorded in the Candidates area.
To add a new Candidate
1 From the Maintenance menu, click on Candidates.
Click on the Add button or press F4.
Unit 1—Candidates
Candidates Details
Required information
Enter the following required information:
Photo
You can link a photo to the candidate’s record.
1 Click on the Insert File button.
Candidate Maintenance - Candidate Details
Field Description
Alpha Enter an alpha code for this candidate.
Last Name,
First Name Enter the Candidate’s first and last names.
Date Entered
Enter the date that you have received the candidate’s application.
Position From the dropdown list, select the position the candidate applied for.
Australian version New Zealand version
2 A browse window will appear, allowing you to search for the image file.
3 Select the image.
4 Click on the OK button.
Contact Details
1 Enter the candidate’s Phone, Mobile, Email address.
Address
1 Enter the employee’s Postal and Residential Address details.
Personal Details
1 Enter the employee’s Birth Date. The system will automatically calculate their age.
2 Select the employee’s Gender.
Candidate Maintenance - Add image of candidate
Unit 1—Candidates
User Defined
This area can be used to record any additional information relating to your candidates.
Information entered in these fields will be applicable to this employee only.
T I P
You can change the caption of each field by double-clicking on the User Defined caption and overtyping it. This will globally change the field caption for all Candidates.
The following screen is an example of the type of additional information that can be recorded for your employees:
Candidate Maintenance - User Defined
Documents
Each candidate will have a variety of documents on their file, e.g. an electronic copy of their resume.
All this information can be linked to the candidate’s documents for easy access.
To add a new document to a candidate:
1 Click on the Documents tab.
2 Click on the Add button or press F4.
3 From the dropdown menu, select the option Create Document to start with a blank document, or Create from template to create the document using a template.
N O T E
Refer to ‘Appendix 2 - Document Templates’ on page 22 for information on creating templates.
Candidates - Documents
Unit 1—Candidates
4 In the Name field enter a name for this document.
5 In the Category field, either enter a category, or select one from the dropdown list.
N O T E
The Category dropdown list is created dynamically from the categories entered against all the documents assigned to employees.
6 In the Description field, enter a brief description of this document.
7 Click on the Continue button.
Candidate Documents - Naming the document
Candidate Documents - Documents Editor
10 Select Add a new document and click on the Add button or press F4.Click on the Save button or press F10.
To create a link to an existing document
1 Click on the Documents tab.2 Click on the Add button or press F4.
3 Select Add a new document and click on the Add button or press F4.
4 From the dropdown menu, select the option Create Document.
5 In the Name field enter a name for this document.
6 In the Category field, either enter a category, or select one from the dropdown list.
7 In the Description field, enter a brief description of this document.
8 Click on the Continue button.
9 Open Windows Explorer and locate the document that you want to link to.
10 Right-click on the document and select Create Shortcut.
11 Right-click on the shortcut and select Copy.
12 In the document in Employee Information, right-click and select Paste. This will add the shortcut to the document.
N O T E
By adding a link to a document, you can keep the original document stored. Whenever the document is accessed either through the candidate’s document or directly, the master document is accessed.
13 Click on the Save button or press F10.
To attach a file:
1 Click on the Documents tab.
2 Click on the Add button or press F4.
3 Select Attach a new file and click on the Add button or press F4.
Unit 1—Candidates
9 In the Description field, enter a brief description of this document.
10 The File Name field will display the location of the document.
11 Click on the Save button or press F10.
To edit the properties of an existing document:
1 Right-click on the document.
2 Select the option Edit document properties from the pop-up menul.
3 Make the necesary changes.
4 Click on the Save button or press F10.
To edit an existing document:
1 Double-click on the document.
2 If the document was created using the document editor, the document will be opened in the document editor.
T I P
If the document is an attached file, the document will be opened in the associated application.
3 Make the necessary changes to the document.
4 Click on the Save button or press F10.
To delete a document:
1 Select the document you wish to delete.
2 Click on the Delete button or press F6.
Notes
This area shows all the notes associated with this Candidate.
To add a note
1 Click on the Notes tab.
Candidate Maintenance - Notes
Unit 1—Candidates
2 Click on the Add Note button.
3 In the Date field, the system automatically enters the current date.
4 The User field displays the code of the User that is adding the note.
5 The Note Type defaults to Candidates as the note is being added in the employee’s area.
6 Enter the details of the note you want to add.
7 In the Reminder Date field, enter the date on which you want the system to remind you about this note.
8 In the Recipients field, click on the button to select the users that should receive the reminder.
9 Click on the Save button or press F10.
To edit an existing Note:
1 Select the approriate note and click on the Edit Note button.
2 Make the required changes to the note.
3 Click on the Save button or press F10.
Candidate Maintenance - Notes - Adding a note
Security
When setting up the Security Groups, you had the option to include Candidates in certain Security Groups. In this area of the candidate’s maintenance, you can select the Security Groups this candidate belongs to.
The Security Groups area shows all the Security Groups currently assigned to this candidate.
Candidate Maintenance - Security
Unit 1—Candidates
To change the Security Groups assigned to this candidate
1 Click on the button.2 The left-hand list shows the Security Groups currently not assigned to this candidate.
The right-hand list shows the Security Groups currently assigned to this candidate.
Use the , , or buttons to assign or unassign Security Groups from the candidate.
Click on the Save button or press F10 to save this Candidate’s information.
To edit an existing Candidate
1 Click on the Find button or press F9.2 Select the Candidate you want to edit and click on the Select button.
3 Make the required changes.
4 Click on the Save button or press F10.
To delete a Candidate
1 Click on the Find button or press F9.
2 Select the Candidate you want to delete and click on the Select button.
3 Click on the Delete button or press F6. A message will appear, confirming that you
Candidate Maintenance - Security - Assign Security Group
I M P O R T A N T
Once a Candidate has become an employee, their candidate record cannot be deleted.
4 Click on the Save button or press F10.
Unit 1—Candidates
Employing Candidates
For EXO Employee Information not integrated with EXO Payroll
1 From the File menu in Employee Information click on New Employees.
2 In the Enter New Employee Code field, the system will automatcially display the next available employee number.
I M P O R T A N T
Once an employee code is assigned to an employee, it cannot be changed. If you want to use a different number for the employee, you must override it here.
3 Click on the Candidates button to get a list of your Candidates. Double-click on the Candidate you want to employ.
4 Click on the Add button or press F4. Refer to the EXO Employee Information user guide for more information on entering additional employee information.
For EXO Employee Information integrated with EXO Payroll
1 From the File menu in EXO Payroll, click on New Employees.
Changing a Candidate into an Employee in EXO Employee Information
2 In the Enter New Employee Code field, the system will automatcially display the next available employee number.
3 Click on the Candidates button to get a list of your Candidates. Double-click on the Candidate you want to employ.
4 Click on the Add button or press F4.
5 Complete the required information in EXO Payroll. Refer to your EXO Payroll User Guide for instructions.
6 Complete the required information in Employee Information. Refer to the EXO Employee Information user guide for instructions.
Unit 1—Candidates
Skills checklist
Tick the skills that you have learned in this unit.
Skills
Add a candidate Edit a candidate
Turn a Candidate into an Employee
Appendices
This unit contains a number of appendices for further study.
Appendix 1: Lookup Tables
Appendix 2: Document Templates
Appendix 1 - Lookup Tables
A number of areas in Employee Information has dropdown lists you are required to select from.
Some of these list are pre-populated with options. Others must be set up before the relevant area can be set up.
To access the lookup tables
1 From the Maintenance menu, click on Lookup Tables.
2 Select the area that you want to set up.
To add an option
1 Click on the Add button or press F4.
2 Enter the new option.
3 Click on the Save button or press F10.
Lookup Table Maintenance
Unit 2—Appendices
I M P O R T A N T
If you edit an option, it may have an impact on the area it is associated with.
To delete an option
1 Select the option you want to delete.
2 Click on the Delete button or press F6. A message will appear, confirmation that you want to delete this option. Click on Yes.
I M P O R T A N T
If this option is used, the system will not allow you to delete it.
Appendix 2 - Document Templates
Your company may have standard letters that are issued to employees, e.g. letter of appointment, etc.
These can be set up as templates. When adding a new document to a candidate or employee, you can base the document on one of your templates.
To access Document Templates
1 From the Documents menu, click on Document Templates.
2 This screen lists all of your templates you have set up.
To create a new template
1 Select the option New template document.
Document Templates
Unit 2—Appendices
2 Click on the Add button or press F4.
3 Type the template up.
4 Click on the Save button or press F10.
5 Click on the Exit button or press Esc.
6 In the Name field enter a name for this template.
7 In the Description field, enter a brief description of this template.
8 Click on the Save button or press F10.
To edit a template
1 Select the template you want to edit.
2 Click on the Edit button or press F5.
3 Make the required changes.
Document Editor
Name the template document
N O T E
If you have used this template to create documents, those documents will not reflect any changes you have made to this template. These changes will only apply to new documents created using this template.
To delete a document template
1 Select the template you want to delete.2 Click on the Delete button or press F6. A message will appear, confirming that you want to delete this document tempate. Click on Yes.
