User Defined Fields provide flexibility for storing additional information within the employee record. They are created for items that cannot be entered into the standard MicrOpay fields. For example, Emergency Contact, Next of Kin, Company Property, Medical Information, or Key Pass ID.
Once created, User Defined Fields are available in Additional Fields on the Employee's Record.
There is a system default page titled Pay_Advice. This tab contains Pay Advice Message, which is used to enter a Pay Advice Message that prints on the employee's pay advice every payrun.
Create a User Defined Field:
Each User Defined Field is created by clicking Add, you cannot copy an existing field.
For User Defined Fields to appear on the same Page or tab, the Page Name and Page Index need to be the same. You can find this information before creating a new field by editing an existing field. Pages are ordered first by Page Index and then Page Name. You can set the order using these fields.
Log into MicrOpay as an Administrator.
Go to Access MicrOpay Administration, System Configuration, User Defined Fields.
Click Add.
4. Enter the Field Name, this needs to be unique and identifies the field in the background. You can't use spaces or special characters.
5. Enter the Description, this is the field name that will display in MicrOpay.
6. Enter the Page Name, this is the tab or page name that displays in the Employee record. You can't use spaces or special characters. You can use underscrore (_) as an alternative to a space, e.g. Next_of_Kin.
7. Select Page Index, to determine the page order.
8. Select the Data Type. See the table below for the different data types.
Data Type | Description | Field Size | Example |
String | Text - up to the maximum field size | 1-250 |
|
Integer | Numbers with no decimal | 10 digits |
|
Double | Numbers with decimal | 17 digits |
|
Date | Date - enter a date or select from a calendar | Fixed |
|
True/False | Checkbox - tick for true | Fixed |
|
Lookup | Dropdown list based on the options in Data Vales | Fixed |
|
9. If you chose Lookup as the Data Type, enter Data Values. These are the items available in the drop-down list. Use a semi-colon to separate each option and don't enter spaces to left-align i.e., Accounts; Support; Administration.
10. Set the number of characters in Field Size.
11. Sort Order defines the field order on the page.
12. Tick Force Value if the field is compulsory.
13. Enter Default Value if there is a value that you want to auto-populate the field with. This can be changed on the employee record where necessary.
14. If you chose Double as the Data Type, set the number of Decimal Places.
15. Click OK to save
When you click Close, MicrOpay will update the User Defined fields table and create the new fields in the employee records.
To report on the User Defined Fields include them in your employee grid:
Go to Payroll, Maintenance, Employees, Employees.
Right click and select Customise Grid Columns.
Drag your User Defined Field from the Customization box and position as headers on the grid. When you close the Customization box the column will populate.
Delete User Defined Fields
If no longer required, you can delete User Defined fields or Additional fields on the Employee record. You should note that when you delete User Defined fields you will lose any information that is stored in the Additional field on the Employee record.
Before you delete User Defined Fields we recommend reviewing the data and checking to see if any third-party system (e.g. Time and Attendance) uses the field.
To review the data:
Go to Payroll, Maintenance, Employees, Employees.
Right click in the grid and select Customise Grid Columns.
Locate the Additional field(s). The Description will appear in the list.
Left click and drag the field(s) into the Headers.
Close the Customization box.
The field(s) should now populate.
Review the data and confirm if you still want to remove them.
Delete User Defined Fields:
Log into MicrOpay as an Administrator.
Go to Access MicrOpay Administration, System Configuration, User Defined Fields.
Click on the tab where the field is located. The tabs display at the bottom of the screen.
Select the field.
Click Delete.
You will receive a message, warning that the 'data entered for this field will be lost', click Yes to confirm.
Click Close. A progress window will appear as the tables are updated.