{"id":432,"date":"2019-03-03T14:00:30","date_gmt":"2019-03-03T14:00:30","guid":{"rendered":"https:\/\/builder-help.gjgardner.com\/?page_id=432"},"modified":"2021-11-05T21:16:52","modified_gmt":"2021-11-05T21:16:52","slug":"employee-details","status":"publish","type":"ht_kb","link":"http:\/\/help.gjgardner.com\/au\/hc\/contacts\/employee-details\/","title":{"rendered":"Employee Contact Details"},"content":{"rendered":"
  1. Assign the Employee type to the contact. The Employee tab appears, as follows:<\/span>\"\"<\/li>
  2. For the employee contact type, specify the personal information, as follows:<\/span>
    \n\n\n\n\n\n\n\n\n\n
    Name to Print on Checks<\/b><\/td>\nEnter the<\/span> full name of the employee which will be printed on checks<\/span><\/td>\n<\/tr>\n
    TFN<\/b><\/td>\nEnter the employer identification number in the XXX-XXX-XXX format. The system will tolerate only digits.<\/span><\/td>\n<\/tr>\n
    Gender<\/b><\/td>\nSelect the gender of the employee.<\/span><\/td>\n<\/tr>\n
    Date of birth<\/b><\/td>\nEnter the birth date of the employee or use the date picker to select the date.<\/span><\/td>\n<\/tr>\n
    Age<\/b><\/td>\nThe system will automatically calculate age of the employee on the basis of the birth date.<\/span><\/td>\n<\/tr>\n
    Start Date<\/b><\/td>\nEnter the start date of the employee\u2019s contract. Use the date picker to select the date.<\/span><\/td>\n<\/tr>\n
    Termination Date<\/b><\/td>\nEnter the start date of the employee\u2019s contract. Use the date picker to select the date.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/li>
  3. Configure the salary\/wages parameters for the employee, as follows:<\/span>
    \n\n\n\n\n\n\n\n\n
    Payroll Cycle<\/b><\/td>\nSelect the payroll cycle from the following options:<\/span>\n

     <\/p>\n

      \n
    • Weekly<\/span><\/li>\n
    • Fortnightly<\/span><\/li>\n
    • Four Weekly<\/span><\/li>\n
    • Monthly<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
    Hours in Pay Period<\/b><\/td>\nEnter the number of work hours completed by the employee within the payroll period.<\/span><\/td>\n<\/tr>\n
    Pay Basis<\/b><\/td>\nSelect the way of paying for employee\u2019s work:<\/span>\n

     <\/p>\n

      \n
    • Hourly<\/span><\/li>\n
    • Salary (pre-defined sum of money over a year)<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
    Salary<\/b><\/td>\nEnter the salary amount for a year.<\/span><\/td>\n<\/tr>\n
    Hourly Rate<\/b><\/td>\nEnter the hourly rate. If the Salary option is selected, the system calculates the hourly rate automatically depending on the entered salary amount and the hours in the pay period.<\/span><\/td>\n<\/tr>\n
    Commission Rate, %<\/b><\/td>\nEnter the commission rate applied to the earnings of the employee in percent.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/li>
  4. When complete, click <\/span>Process<\/b>.<\/span><\/li><\/ol>\n\n\n\n

    Setting Payment Details for Employee<\/b><\/h2>\n\n\n\n
    1. On the tabbed menu, select <\/span>Payment<\/b>.<\/span>\"\"<\/li>
    2. Configure the payment parameters, as follows:<\/span>
      \n\n\n\n
      Paid By<\/b><\/td>\nSelect the payment type from the following options:<\/span>\n

       <\/p>\n

        \n
      • Check<\/span><\/li>\n
      • Bank Credit<\/span><\/li>\n
      • Direct Credit<\/span><\/li>\n
      • BPay (Internet)<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/li>
      • If you select the Check or BPay (Internet) option, you do not need to specify anything else.<\/span><\/li>
      • If you select the Bank Credit or Direct Credit option, you need to specify additional parameters:<\/span>
        \n\n\n\n\n\n
        BSB No<\/b><\/td>\nEnter the Bank-State-Batch number (six \/ nine digits).<\/span><\/td>\n<\/tr>\n
        Account No<\/b><\/td>\nEnter the bank account number of the employee.<\/span><\/td>\n<\/tr>\n
        Account Name<\/b><\/td>\nEnter the account name of the customer.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/li>
      • When complete, click <\/span>Process<\/b>.<\/span><\/li><\/ol>\n\n\n\n

        Depending on the operational region, the region-specific validation may be applied to the payment information, as follows:<\/span><\/p>\n\n\n\n

        Field<\/b><\/td>USA<\/b><\/td>Australia \/ New Zealand<\/b><\/td><\/tr>
        BSB No<\/b><\/td>The value in the field cannot exceed 9 characters.<\/span>\n

         <\/p>\n

        The field can tolerate only the following characters:<\/span><\/p>\n

          \n
        • digits<\/span><\/li>\n
        • letters<\/span><\/li>\n
        • hyphens<\/span><\/li>\n
        • blank characters<\/span><\/li>\n<\/ul>\n<\/td>
        		The value in the field cannot exceed 6 characters.<\/span>\n

         <\/p>\n

        The field can tolerate only the following characters:<\/span><\/p>\n

          \n
        • digits<\/span><\/li>\n
        • letters<\/span><\/li>\n
        • hyphens<\/span><\/li>\n
        • blank characters<\/span><\/li>\n<\/ul>\n<\/td><\/tr>
        Account No<\/b><\/td>Cannot exceed 20 alphanumeric characters. Only the following special characters will be tolerated: + ( ) ? : – \/ . and spaces.<\/span><\/td>Cannot exceed 20 alphanumeric characters. Only the following special characters will be tolerated: + ( ) ? : – \/ . and spaces.<\/span><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

        Setting Payment Terms for Employee<\/b><\/h2>\n\n\n\n

        You can configure the payment terms for the contact of the Employee type. The system calculates the due date of an Invoice (either Payables or Receivables) on the basis of the values specified in the Payment is Due, Invoice Data and Balance Due Days fields.<\/span><\/p>\n\n\n\n

        1. On the tabbed menu, select <\/span>Terms<\/b>.<\/span>\"\"<\/li>
        2. Configure the payment terms, as follows:<\/span>
          \n\n\n\n
          Payment is Due<\/b><\/td>\nSelect the option for calculating the payment due date from the following ones:<\/span>\n

           <\/p>\n

            \n
          • None Advised <\/b>\u2013 no specific date is required.<\/span><\/li>\n
          • COD (Cash on Delivery) <\/b>\u2013 no specific due date is required. The payment is made upon delivery of the mail order.<\/span><\/li>\n
          • Prepaid <\/b>\u2013 no specific due date is required. The order is considered to be prepaid.<\/span><\/li>\n
          • In a given number of days <\/b>\u2013 the payment is due within the given number of days.<\/span><\/li>\n
          • On a day of the month <\/b>\u2013 the payment is due on a specific day of every month.<\/span><\/li>\n
          • # of days after EOM<\/b> \u2013 the payment is due within a specific number of days following the end of the month.<\/span><\/li>\n
          • Day of month after EOM<\/b> \u2013 the payment is due by the specific day of the following month.<\/span><\/li>\n<\/ul>\n<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/li>
          • If you select any of the last four options, you will have to specify additional information, as follows:<\/span>
            \n\n\n\n\n\n
            Due day of month<\/b><\/td>\nEnter the due day of month.<\/span><\/td>\n<\/tr>\n
            Discount days<\/b><\/td>\nEnter the number of days before the due date when the discount can be applied if the invoice is paid in full.<\/span><\/td>\n<\/tr>\n
            Discount percent<\/b><\/td>\nEnter the discount percent which applied when the invoice is paid in full within the discount period.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/li>
          • When complete, click <\/span>Process<\/b>.<\/span><\/li><\/ol>\n\n\n\n

            Managing Communication with Employee<\/b><\/h2>\n\n\n\n

            You can directly communicate with the contact of the Employee type by email or by SMS, and view MailChimp newsletters that were sent.<\/span><\/p>\n\n\n\n

            1. On the tabbed menu, select <\/span>Communications<\/b>. On the opened page you can view the list of communication items between you and the contact.<\/span><\/li>
            2. For each communication item, you can view the following information:<\/span>
              \n\n\n\n\n\n\n\n\n
              Type<\/b><\/td>\nType of the communication item (SMS or email).<\/span><\/td>\n<\/tr>\n
              Created<\/b><\/td>\nDate when the communication item was created.<\/span><\/td>\n<\/tr>\n
              Subject<\/b><\/td>\nSubject of the email. It is not applicable to SMS.<\/span><\/td>\n<\/tr>\n
              Sender<\/b><\/td>\nUser who initiated the communication.<\/span><\/td>\n<\/tr>\n
              Message<\/b><\/td>\nText of the communication item.<\/span><\/td>\n<\/tr>\n
              Attachments<\/b><\/td>\nList of files attached to the email. It is not applicable to SMS.<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/li><\/ol>\n\n\n\n

              To sort communication items:<\/b><\/p>\n\n\n\n

              1. Click the header of the column which you want to sort by.<\/span><\/li>
              2. You can also click the down or up arrow icons, to sort items in the descending or ascending order.<\/span><\/li><\/ol>\n\n\n\n

                To send a new SMS:<\/b><\/p>\n\n\n\n

                1. Click Send SMS.<\/strong><\/li><\/ol>\n\n\n\n
                  \"\"<\/figure>\n\n\n\n
                  1. In the <\/span>SMS<\/b> form, specify the following information:<\/span><\/li><\/ol>\n\n\n\n
                    Cell Phone<\/strong><\/td>Enter the cell phone number of the contact. By default, the system populates it automatically with the phone number specified in the Lead profile.<\/td><\/tr>
                    Template<\/strong><\/td>Select a template to repopulate the message field with a template from Setup > Manage SMS Templates.<\/td><\/tr>
                    Message<\/strong><\/td>Specify the message for SMS. One SMS message can include up to 160 characters. If you exceed this limit, your message will be separated into two SMS. Please consider the contents of your SMS message before sending it to the addressees. See the following terms for details.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                    1. Click <\/span>Send<\/b>.<\/span><\/li><\/ol>\n\n\n\n

                      Note<\/b><\/p>\n\n\n\n

                      The system may automatically adjust the format of the phone number when you send an SMS to the addressee. This is required for the correct processing of the phone number by the external service. The following adjustments may occur:\n<\/span>\n- US region: +1 is added to the phone number.\n- AU region: +61 is added to the phone number.\n- NZ region: +64 is added to the phone number.\n\nThe system may automatically drop the zero \u20180\u2019 in the phone numbers of AU and NZ regions, as follows: 0418989661 becomes +61418989661.<\/span><\/pre>\n\n\n\n
                      To send a new Email:<\/b><\/p>\n\n\n\n
                      1. Click <\/span>Send Email<\/b>.<\/span><\/li>
                      2. In the Email<\/b> form, specify the following information:
                         <\/tr><\/tbody><\/table><\/li><\/ol>\n\n\n\n
                          
                        Email, CC, BCC<\/strong><\/td>Enter the email address of the Lead. By default, the system populates it automatically with the email address specified in the Lead profile. You can specify multiple email addresses of recipients by separating them with a semicolon (;).<\/td><\/tr>
                        Subject<\/strong><\/td>Enter the email subject.<\/td><\/tr>
                        Template<\/strong><\/td>Select a template to repopulate the message field with a template from Setup > Manage Email Templates.<\/td><\/tr>
                        Subject<\/strong><\/td>Enter the email subject.<\/td><\/tr>
                        Message<\/strong><\/td>Enter the email message. Use the visual editor to apply the required formatting to your message and align the text.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
                        1. To attach files to the email message, click Attach Files<\/strong> and select the appropriate files on your Google Drive.<\/li><\/ol>\n\n\n\n
                          \"\"<\/figure>\n\n\n\n
                          1. Click Send<\/strong>.<\/li><\/ol>\n\n\n\n
                            Filling Out Custom Fields<\/b><\/h2>\n\n\n\n
                            1. On the tabbed menu, select <\/span>Custom Fields<\/b>.<\/span>\"\"<\/li>
                            2. On the opened tab, fill out the custom fields for the contact.<\/span><\/li>
                            3. When complete, click <\/span>Process<\/b>.<\/span><\/li><\/ol>","protected":false},"excerpt":{"rendered":"
                              Assign the Employee type to the contact. The Employee tab appears, as follows: For the employee contact type, specify the personal information, as follows: Name to Print on Checks Enter the full name of the employee which will be printed on checks EIN Enter the employer identification number in the…<\/p>","protected":false},"author":21,"comment_status":"closed","ping_status":"closed","template":"","format":"standard","meta":{"footnotes":""},"ht-kb-category":[88,95],"ht-kb-tag":[],"class_list":["post-432","ht_kb","type-ht_kb","status-publish","format-standard","hentry","ht_kb_category-contacts","ht_kb_category-needs-update"],"_links":{"self":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb\/432"}],"collection":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb"}],"about":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/users\/21"}],"replies":[{"embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/comments?post=432"}],"version-history":[{"count":3,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb\/432\/revisions"}],"predecessor-version":[{"id":7827,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb\/432\/revisions\/7827"}],"wp:attachment":[{"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/media?parent=432"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb-category?post=432"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/help.gjgardner.com\/au\/wp-json\/wp\/v2\/ht-kb-tag?post=432"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}