PR - Employee Grid Entry
Employee Grid Entry Overview
This program provides a tool to simultaneously display and update multiple employee records.
You would use this program to update employee records instead of program Payroll HRM > Payroll > Employee Information > Employees when there is a need to change more than one record in the database.
It populates the data into a grid where it can be modified in bulk within the columns.
General, Address, Payroll Details and Tax and Bank Tabs
Fields from the employee record 'General', 'Address', 'Payroll Details' and 'Tax & Bank' tabs can be used as selection criteria to filter the returned data. The fields on these tabs are described in the help for Payroll HRM > Payroll > Employee Information > Employees.
Important!
If your school is not running the payroll module (Only running Employee/HR) the 'Payroll Details' and 'Tax & Bank' will not be available.
The date picker 'Calendar' icons displayed in the 'General' tab are date range pickers and allow the entry of a date range, e.g. All employees with a date of birth date between 01/01/1960 and 31/12/1979.
The drop-down arrows next to the 'Title', 'Marital Status' and 'Employment Status' fields in the 'General' tab allow more than one selection to be made.
Process Tab
The 'Process' tab controls the columns that will display in your data grid.
Select the fields to include in your data grid by highlighting them with a mouse-click. Fields automatically loaded include 'Employee Code', 'Surname' and 'Given Name' fields.
Holding down the 'Shift' key while clicking on your options permits a range selection, holding down the 'Ctrl' key allows individual selection of additional fields.
Sorting options are available by selecting the radio button on the left of the screen. These options include 'Surname' or 'Employee Code'.
A minimum of one 'Employee Fields' needs to be selected to load the grid.
When the grid is populated, data will be displayed within columns.
Each row contains data from a master record matching your search criteria, and each column is a field matching the additional fields that you chose from the 'Process' tab.
Click an individual cell to make a change.
If you are editing a table-referenced field that requires a code to be entered, click into the cell and either use the dropdown list or key in the code.
Example:
Use the 'Fill Down' button to replicate the same data down the column.
If you make a mess, use the 'Restore' button to undo your changes. Unsaved data will be lost.
- The data will be restored back to the last 'Save'.
- If you have not yet saved, the data will be restored back to the way it was when you loaded the Grid.
To sort by a column, click on the column heading. To sort by multiple columns use shift-click in the second and subsequent columns that you want to sort by.
To add a new column to your grid without having to go back to the previous screen, right-click on any column heading.
Select 'Save' to commit your changes to the database or 'Cancel' to return to the selection screens.
Important!
Always be careful when using data grids. They can update a lot of data in the database very quickly!