Staff Profiles, Rates & Commissions

To access this utility select Tables|Operators|Staff Profiles from the main menu.

Use this table to maintain a list of your employees, salespersons, technicians, tradespersons, or service and support people.

To prompt for salesperson (staff) codes on invoice transactions consult the topic: Invoicing Options.

Press Add to add a new employee to Staff Profiles, or select an existing employee and press Edit to change their details or Delete to remove them from the table.

If you have the Enterprise or Corporate Editions of CAPITAL Office installed, then the buttons Absense and Overtime will also be available, which can be used to specify when staff are available to perform extra work or to account for holidays, sick days and other absenses, which are outside their standard work rosters. This can be particularly important when scheduling technical or trade work using the Service Manager.

Sales Commissions/Service Entries

Work

Code

The employee code must be unique. They can be used to enter staff information on service management job cards or for tracking salespersons, etc., for invoicing, quoting and so on. The commission reports use the employee code as the basis of their sorting.

Name

The employee's name.

Position

Employee's title. This field is optional.

Section

The optional section or division this employee belongs to.

Payroll ID Code

The payroll code or id reference. This field is optional.

Phone

Enter the work contact phone number here.

Mobile

Enter the work contact mobile phone number here.

Enter the work contact email address here.

This address is used by CAPITAL's email services as a return address when sending emails and as a forwarding address when sending event messages. (Applies to Enterprise & Corporate Edition Only.)

Comments

Applicable comments, if any, can be entered here.

Technical

Tick this setting if the staff member is involved in technical or trade work and is available for work scheduling using the Service Manager.

Personal

Phone

The home phone number.

Mobile

The personal contact mobile phone number.

The personal email address.

Birthday

The birthday of the staff member.

Spouse

The contact name of the spouse or partner.

Commissions & Budgets

Commission Rate

This is the percentage commission that is used by the commissions report.

The commission rate applies only to sales related transactions. It does not have to defined for service staff who are not involved in direct selling.

Labour Rate

This is the labour rate code used by the Service Manager that will be the default rate for this employee.

This rate does not have to be entered for staff who not apply their time/labour to service work.

Also see the topic: Service Manager Time Sheet Entry.

Budget 1 - Budget 4

These are optional budget/sales target fields that can be defined for salespeople and utilised when constructing custom reports using Visual Builder.

Department

The Department tab button is available with the Enterprise Edition of CAPITAL Office only.

Department

Enter the department code this user is assigned to. If a department code is specified, then when a user logs in, they are logged to this department. If this field is left blank, the user's activity is left assigned to the currently open department or reset to the system wide default department, depending on your department installation settings.

This feature is only available if multi-department mode is activated.

If Departmental Restrictions apply, then assigning a department code to a user will in many cases restrict their access to the transaction data of the department they have been assigned to. For more information on departmental security restrictions consult the topic: Departmental Security.

Lock Location

Tick this setting to prevent this user from changing the stock location they are assigned to when entering and editing transactions. This feature is not applicable if Departmental Security is not activated.

Location 1 - Location 6

You may specify up to 6 stock locations that the current user may access inventory from, when raising transactions. If the Lock Location option is ticked then the stock location is locked to the user's department and these fields do not apply.

If you held inventory at 3 different locations (called for the sake of this example, A, B and C) and wanted the selected user to be able to access inventory from location A and location B only, then you would specify A in Location 1 and B in Location 2, leaving the other stock location fields blank.

Roster

The roster allows you to specify the working hours and 'break periods' (such as lunch) of employees. The roster is used by the Service Manager's scheduling functionality, if this component is in use. Access to the Roster tab requires the Enterprise or Corporate Editions of CAPITAL Office in conjunction with the Service Manager Component.

Work

To indicate a work day, double-click on the applicable day under the Work column so that a tick appears next to that day of the week.

Start

Enter the start time here, e.g., 8am

End

Enter the end time here, e.g., 4pm

Break 1 - Break 3

You may specify the start times of up to 3 break periods under Break 1, Break 2 and Break 3. For example, if there is a 30 minute lunch break starting at 12:30pm, then you would enter 12:30pm here.

Duration (1-3)

Enter the duration of the break period here. If the break period is, for example, 30 minutes, then you would enter 00:30 here (or :30). If you just enter '30' then this would represent 30 hours so it is important to include the colon to specify fractions of hours. For a break period of 1 hour, just enter 1. For 1 and a half hours you would enter 1:30.

You may specify up to 3 recurring break periods for each day. If you need to specify days away or overtime and this is not recurring, then it is recommended that absent time and overtime be specified via the absent time and overtime input windows.

For more information on accounting for absent periods and overtime consult the topic: Overtime & Absent Work Periods.

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