Sage HRMS uses codes to manage and store information in files. These codes provide abbreviated, standard references to specific information. Sage HRMS stores these codes and their associated descriptions in code tables.
A list of state and province abbreviations is an example of a code table. Instead of typing or re-entering a state name (such as Mississippi) in a field, you can select the appropriate code (MS) from a list of predefined codes contained in a code table. Instead of typing British Columbia, you can select the code BC. Code tables contain one column for the code and a second column for the code description.
A drop-down list provides information for a field related to a code table. For instance, if a page contains a field for the state, a drop-down list provides a list of state codes, such as MO, IA, and FL, from which you can choose.
Code tables provide several advantages. Using code tables allows you to:
Customize information to meet your employer's needs. For example, you can define unique divisions, departments and locations specific to your employer.
Save time.When you enter information for hundreds of employees, it is much easier and more efficient to type or select RFT for each employee rather than type Regular Full Time.
Ensure accuracy and consistency.Without a uniform coding scheme, a data entry clerk might enter a department code in several different ways (ENGDEPT,ENGRDEPT, ENG or ENGR) for several different employees. Even though the clerk describes the same department, Sage HRMS interprets the entries as four different pieces of information for four different departments. If the entries are inconsistent,Sage HRMS will not be able to calculate department totals accurately.
Most code tables in Sage HRMS are two-column tables containing codes in the left column and brief descriptions in the right column. However, some tables are more complex (benefit plans, for instance) and contain more information than can fit in two columns. The instructions for copying, adding, editing, and deleting codes are identical, whether you work with two-column or multi-column tables. Most code tables have recommended default values. You can add, edit, or delete values to suit your employer’s needs.
All of the predefined code tables in Sage HRMS are enterprise code tables. You can adjust these code tables to contain the codes most frequently used by the employers in your program. These codes then become the standard for your program.
When you initially set up a code table, the codes are blank. As long as the Codes area is blank, an individual employer uses the codes from the enterprise code table. As soon as you add a new code, the program recognizes you are creating a code table that no longer references the enterprise code table. To add a code for a specific employer from the list of enterprise codes, copy the enterprise code table to the employer code table and then add the unique code to the employer’s code table.