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If the "Auto-Number Employees" box is not checked, the Account # is a
required entry. You must enter a number for the new employee.
Name Key
The name key is used by the program to alphabetize employees. When
entering checks, you can also use the name key instead of the account
number to find employees. Because the name key can be used for finding
employee accounts, each employee’s name key must be unique.
When entering a new employee, you can leave the name key entry blank
and the program will create a name key automatically for you by taking the
first six letters of the last and first names. If an employee already exists
with the name key, the program will try using a different combination of
letters and numbers from the employee's social security account until a
unique name key is found.
You can of course enter the name key yourself. For instance, if you have
few employees, you may wish to enter the employees with a shorter name
key than the program would generate.
Social Security Number
The employee’s Social Security number must be unique. If you are entering
a new employee, and after the social security number is entered, another
employee’s name appears this number has already been entered under
another name.
To find an employee by their Social Security number, enter the number and
press [F9], press [F4], or click on the look up button to get a look up list of
Social Security numbers.
To help you keep track
of employees without
valid Social Security Numbers,
the Employee Lists Report has
an option to print a list of all
employee accounts that have
invalid social security numbers.
If an employee has not supplied you with a social security number, or has
supplied an invalid number, click on the button with the question mark just
to the right of the social security number entry. This will generate a unique,
temporary social security number for the employee account. The temporary
number will be 000-00-xxxx, where the "xxxx" is replaced with a unique
number starting at "0001". You can quickly and easily see which
employees have invalid social security numbers, since they will appear at
the beginning of any report printed in social security number order.
Active
If you are entering a new employee the Active button should be checked.
When an employee is no longer working with the company, the employee
should be set to inactive, so you can print reports and employee lists that
have only active employees.
Last Name
The program will automatically capitalize names and addresses. Because of
the requirements for electronic file reporting, leading letters (e.g. "O",
"Mc", ect.) must not be separated from the rest of the surname by a blank
space. For example: O’CONNELL should be entered OCONNELL, and
MC DONALD should be entered as MCDONALD.
First & Middle Names
Enter the employee’s first and middle names.
Mailing Address
This field is for the address you intend to mail the employee’s check.