Article #112 How Can I Create and Manage Employee Records?

Answer: Employee records are a great way to control who has access to what within the Solid Route Accounting™ business system. Creating a custom employee record for each user of the business system will provide peace of mind, knowing that restricted areas of the program are secure, and allowing administrators to track which transactions employees are creating. Employee record creation and management vary for each Solid Route Accounting™ business system, as outlined by the instructions below.

Enterprise Edition Users

Before being able to manage employee records, passwords must first be activated within Solid Business Central™:

1. Navigate to [System / Configure / Company / Settings] and look for the 'Activate Passwords' field in the top right corner.
2. Set this field to Y and save the change with [CTRL+END] to activate passwords within the system. Once saved, [Escape] out of Solid Business Central™ and then restart the program.
3. When it restarts, the user will now be prompted to enter a password before accessing Solid Business Central™. The default user IDs and passwords are as follows:
   1. Supervisor: User ID: s, Password: sup
   2. Employee: User ID: b, Password: b

Employee Records

Employee records should be created for each employee within the company who uses any Solid Route Accounting™ software component. This allows their level of access to be controlled and tracked. For companies that operate on a commission basis, maintaining individual records makes it easy to set up automatic commission tracking and reporting. To create or edit employee records within Solid Business Central™:

1. Navigate to [Datafile / Employee / View], where all employee records can be viewed, including the default Guest, Billing, and Supervisor records. To add a new employee record, use the [Insert] key.
2. In the 'Group' field, enter the employee group to which this employee belongs. The default group numbers are 00 for guests, 01 for regular employees, and 99 for supervisors. Refer to the next section for instructions on editing and adding new employee groups.
3. Next, enter their 'Last Name', 'First Name', and a 'User ID' tag that will be used throughout the Solid Route Accounting™ business system to identify them. Lastly, enter their address information, if available, and use [CTRL+END] to save this new record.
4. Once the record has been saved, their password can be set or reset by using the [F4 - Password] key and simply entering the desired password.

Employee Groups

Employee groups are a convenient way to categorize employee records, controlling which actions they can perform and what areas of the Enterprise Edition business system they have access to. To create and manage employee groups in Solid Business Central™:

1. Navigate to [Datafile / Employee / Groups], where the three default groups of 00, 01, and 99 should already be entered. As with other areas of Solid Business Central™, the [Page Up] and [Page Down] keys can be used to view these records consecutively, and any other options are visible in the 'Menu Choices' along the bottom.
2. To add a new record, use the [Insert] key and set a new number in the 'Group' field, followed by giving this group a Name. The 'Edit Cost' field controls if employees belonging to this group will have 'N - No Access' to the inventory's cost price, 'V - View Only' the cost price, or 'E - Edit', which gives full access to cost prices. When all is set, use [CTRL+END] to save this new record, and then use the [ESCAPE] key to return to viewing the employee group records, where this new record should now be displayed.
3. While viewing an employee group record, the access level that an employee belongs to this group can be controlled by using the [F3 - Access]. From inside this 'Group Access Editor', the familiar 'Datafile, Sales, Buying, Accounting, System' menu will be displayed, just as when navigating through Solid Business Central™. It can be navigated in the same way.
4. Notice that each menu option has a minus sign (-) or a plus sign (+) beside it. A plus sign indicates that employees of this group can have access to that menu option within Solid Business Central™, whereas a minus sign indicates that it's a restricted area. Use the [Space Bar] to toggle access for any highlighted menu item. When all is set, use [CTRL+END] to save the changes.