Employee Module Overview

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Employee Module Overview


The following is an overview of each function in the StockTrac® Employees module.



File menu


Set Security

This function is used to set which level of security has access to which Employees functions. Level 1 is the highest level of security, and level 5 is the lowest. A person with level 1 security has access to all functions that levels 2 through 5 have.



Employee menu


Add/Edit (same as Edit Employee button)

Use this function to add new employees, change employee information, and mark employees as inactive once they are no longer and employee.

All information about an employee is stored here, including their password for clocking in and out, their pay method and rate, how their name is to appear on estimates and invoices, and what type of employee they are (Salesperson, Technician, Counterperson or Inspector). Each employee is also assigned an id consisting of up to 4 numeric characters.


Change ID

This option is used if you need to change the employees ID number for some reason. Should I recommend they not do this for any reason?


Weekly Gross Payroll (same as Gross Payroll button)

This option will show you the time-clock hours, weekly pay amount, and commission rates, if applicable, for an employee and a weekly date range. There is also an option to edit the clocked hours.


Modify Weekly Invoices (same as Weekly Invoices button)

Use this program to change a technician on a particular invoice. This may have to be done if the wrong person was initially entered on the invoice. Note that invoices on closed weeks cannot be modified.


Commissions & Averages (same as Commissions & Averages button)

This report will show you the total commission and other information for a particular employee and time period. You can either choose information on Installers (Installed) or Salesmen (Sold). The information can also be printed.


Backouts & Comebacks

This function shows the total backouts and comebacks for a particular employee and time period.

A backout is an estimate that was never converted to an invoice. A comeback is when a customer had the invoice done and he comes back because the work wasn’t done properly the first time.

Comeback information is set when you choose the comeback button on a ticket on the Jobs tab. You will be prompted to put in the original invoice number and original installer numbers. You can also print out the information.



Time Clock menu


Clock In/Out (same as Clock In/Out button)

This function allows an employee to either Clock In or Clock Out. It uses the system date and time, and this cannot be changed through this program. If you require an employee Security Code to be entered when clocking in, the program will prompt for that.

Note that employees can also clock in/out via the Point of Sale module and through the main StockTrac menu.


Edit/View Summary (same as Clock Summary button)

This option allows you to view the time worked for a selected employee for various date ranges (weekly, monthly, yearly and custom). The clock in and out times of employees can be edited here, and adjustments to the time worked can also be entered (vacation time, sick time, etc.).


Vacation/Sick Time

Use this option to see the total vacation and sick time the employees have used. The number of sick and vacation hours allowed is set up first via the Edit Employee program.


Scheduling Assistant (same as Scheduling button)

The work schedule for your employees can be entered via this function. You can edit and view both the weekly and the daily schedule. You can change the start date to see other weeks. Other features include copying the copying the work schedule to the time clock and printing out the schedule.



Reports menu


Technician/Sales Analysis

This report allows you to select specific or all employees and a date range (week, month, year or custom). It shows, by sale code, the Part Sales, Labor Sales, Total Sales and % of Totals.


Total Invoice Report

This report also allows you to select specific or all employees and a date range (week, month, year or custom). It lists, by invoice, the sale code, and then the parts and labor for that invoice.


Gross Payroll

The Gross Payroll report will allow you to select specific or all employees and a week. It then shows the hours worked, the clocked in and out times, any vacation, holiday or sick pay, their computation method, and the commissions amounts. There are signature lines so that both the employee and manager can sign and date the form.


Time Clock Report

The Time Clock report lists the clock in and out times, adjusted hours, and provides space for the employee to initial the daily hours. There are also signature and date lines for both the employee and the manager. It is basically a time sheet for each employee. The report once again can be printed for specific or all employees and a specific week.


Employee Time Summary

Run this report for specific or all employees and for a date range (week, month, year or custom).  There is also the option to show active employees only. This is a brief report that shows the following hours per employee: clock & adjusted, vacation, sick, holiday and other.


Export Payroll Information

This function allows you to export your payroll data to a tab-delimited .txt file. Once exported, the data can be imported into various payroll applications and Excel. Three different exports can be performed: Tech/Sales Analysis, Total Invoice, and Time Worked Calculations.



Setup menu


Commission Profiles

This application allows you to define the various ways commission is calculated for your employees.  The Profiles are easily manageable and configurable to accommodate all types of sales you may have.


Flat Rate Profiles

Use this selection to define Flat Rate Pay Profiles. These are setup when you want to pay an employee a set rate that is not based on commission or hours worked. For example, you may want to pay them $500 a week regardless of what the time clock says. This can be used in conjunction with the Flat Rate Pay Matrix application.


Flat Rate Pay Matrix

This option would be used when you want to pay an employee based on a certain number of flat rate hours they have earned. For example, assume you have an employee that is paid $10 minimum per hour, but he will get an additional $2 per hour for all hours more that 25 worked in a week. You would define such a matrix here and assign it to the employee in Edit Employees.


Default Employees

Use this option to select the default employee for Sales, Counter and Manager. These values are what will be defaulted to on the Point-of-Sale ticket if not changed by the user.



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