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
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 must 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 in as an Administrator.
Go to Access MicrOpay Evo Administration, System Configuration, User Defined Fields.
Click Add.
Enter the Field Name, this needs to be unique and identifies the field in the background. You can't use spaces or special characters.
Enter the Description, this is the field name that will display in MicrOpay.
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 underscore (_) as an alternative to a space, e.g. Next_of_Kin.
Select Page Index, to determine the page order.
Select the Data Type. See the table below for the different data types.
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 at the start to left-align i.e., Accounts;Support;Administration;IT Support.
Set the number of characters in Field Size.
Sort Order defines the field order on the page.
Tick Force Value if the field is compulsory.
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.
If you chose Double as the Data Type, set the number of Decimal Places.
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.
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.
Date fields will default today's date and you can't delete this. If you want to be able to leave the field blank use String as the data type. | Fixed |
|
True/False | Checkbox - tick for true | Fixed |
|
Lookup | Dropdown list based on the options in Data Values | Fixed |
|
Report on the User Defined Fields
If you want to report on your 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 a header 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. 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. Review the data in the employee grid, see above for more information.
Delete User Defined Fields
Log in as an Administrator.
Go to Access MicrOpay Evo Administration, System Configuration, User Defined Fields.
At the bottom of the screen, click on the tab where the field is located.
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.