Setting Up the Enterprise

The Enterprise Options tab of the Enterprise Setup page contains general setup information for your system.

Country. Select the country that represents the employers in your enterprise. The country you select determines what information is displayed in your Sage HRMS system. For example, if an entire Detail page or a particular field on a Detail page does not apply for a country, it either does not display or it is disabled for an employer in that country.

• Select U.S. if all employers in the enterprise are United States employers.
• Select Canada if all employers in the enterprise are Canadian employers.
• Select Both if there are both United States and Canadian employers in the enterprise.

The first time you log on to Sage HRMS, the system asks you for a country setting for your employers. If you need to change the country setting after the initial setting, you can do so on the Enterprise Setup page. When you change the country setting, you must exit Sage HRMS and log on again to complete the country setting change.

Field List

Field	Description
Enterprise Name	Enter the name of the enterprise. This name is shown on reports and forms
Address and City	Enter up to two street addresses and the city.
State/Province and ZIP/Postal Code	If the country setting is set to U.S., select the state and enter the ZIP. If the country setting is set to Canada, select either State or Province, select the appropriate state or province from the next drop-down list, and then enter the ZIP code or postal code. The State/Province is a required field.
Phone	Enter the telephone number
Training Employer	If you are using Sage HRMS Train, you can select a Training Employer. If you are not using Sage HRMS Train, this field is disabled
Fed Tax ID/Business Number	Enter either a Federal Tax Identification number (for a U.S. company) or a Business Number (for a Canadian company)
Phone Number Format	Select the format in which you want the employee telephone numbers to display.
SSN Masking Format	Choose the format that the SSN will appear on your pages. You can select to display the entire number (123-45-6789), mask (hide) the entire number (XXX-XX-XXXX), or mask all, but the last four digits of the SSN (XXX-XX-6789)
Report Footer	When you generate reports, the date appears at the bottom of each page. You can choose to display both the date and time, or only the date.
Show SSN/SIN on Detail Headers	Choose to show or hide the employee's social security number (for U.S.) or social insurance number (for Canada) in the top section of each employee Detail page.
Show Union Data	Choose to show or hide an employee's union affiliation.
Benefit History	Choose to enable or disable historical benefit information for employees.
Automatically Recalculate Benefits	Choose to automatically calculate benefits: Daily – to update benefits only when the user logs into Sage HRMS. If you select this option, Sage HRMS will not update benefits when the user changes Employee pages. By Employee – to update benefits only when the user makes changes on Employee pages that trigger Sage HRMS to update benefits. If you select this option, Sage HRMS will not update benefits when the user logs into Sage HRMS. Daily and By Employee – to update benefits when the user logs into Sage HRMS and when the user makes changes on Employee pages that trigger Sage HRMS to update benefits. Never – to manually update benefits. Tip: When setting up your system, select Daily or Never to prevent the system from updating after every change.
Show Inactive Codes	As you set up employer or enterprise job codes, organization codes, and reason codes, you set them as active or inactive. When you set Show Inactive Codes to No, codes set as inactive are not included in the list of codes available for selection and assignment to an employee. When you set Show Inactive Codes to Yes, codes set as inactive are included in the list of codes available for selection and assignment to an employee.
Populate Payroll History	This field is available only if Sage HRMS Payroll has been installed. Select Yes to automatically update Sage Employee Self Service Payroll History during the Check Print process in Sage HRMS Payroll. If your organization does not use Sage ESS, select No.

The Organization Titles tab of the Enterprise Setup page enables you to define up to five organization levels for your enterprise. Use these levels as a way to organize your employees.

For example, Richard Miller accepts a marketing position with Multimedia Communications. You add the new employee (Richard Miller) to one of your employers, Multimedia Communications. You specify the department as Marketing and the division as Central. For this example, you define two Organization Titles: Department and Division.

• After defining the organization titles, set up the codes for each organization title in your Organization code tables. In the above example, Marketing is a code under the Department organization title and Central is a code under the Division organization title.
• Enter titles for up to five organization levels.
• When you set up your Organization code tables, you can choose from this list of titles for your enterprise's organization levels and then set up the codes for each organization level.

The reports you generate within Sage HRMS can include the name and address of your employer as well as a logo for your enterprise. The Logo Setup tab of the Enterprise Setup page enables you to select your logo.

Before selecting a logo, you must be able to access it as a bitmap file, a file with the .BMP extension. A bitmap is a collection of picture elements arranged in a pattern resembling a picture.

If you are working with live data (rather than sample data), the Logo Setup tab is blank the first time it is opened.

If you are working with sample data, the Logo Setup tab contains the Dunedin Enterprises logo the first time it is opened.

To Select a Logo

To select a logo, click Select. A dialog box opens so you can select the appropriate logo.

Select the correct path and name of your logo's bitmap file. Only those files with a .BMP extension appear. Click Select. The bitmap appears on the Logo Setup tab.

To Remove a Logo

To remove a logo from your system, click Remove on the Logo Setup tab.

When you remove a logo, you do not remove the bitmap file from your disk, only from the Sage HRMS database. You can select the file again any time you want.

The Audit Trail Setup tab of the Enterprise Setup page enables you to set up the audit trail.

The audit trail provides the ability to track changes a user makes with a task or to a page. This is an extremely useful tool for safeguarding Sage HRMS data. Auditing changes enables you to:

• Check who is making changes to the system and if the correct changes are being made
• Measure users’ performance
• Determine the number of changes users make and how often corrections are being made

The audit trail provides a before and after image of changes. It also keeps track of the date and time and the user who made the change.

The following standard reports are available to monitor the audit trail. To access the audit trail reports, select Reports > Audit Trail Reports from the Navigation Pane.

• The Audit Trail Report by User provides a list of audit trail records sorted by the users who implemented the changes.
• The Audit Trail Report by Date provides a list of audit trail records sorted by the date on which the changes were made.
• The Audit Trail Report by File/Field provides a list of audit trail records sorted by the files and fields in which the changes were made.

To Set Up the Audit Trail

1. Click the Audit Trail Setup tab on the Enterprise Setup page.
2. In the Enable Auditing field, select Yes to turn the Audit Trail on and to enable the rest of the fields on the tab.

   Note: Turning the Audit Trail on or off does not affect the audit status of your selected files and fields. You can choose to audit any files and fields by setting their Audit Status to Yes or No. If you turn the Audit Trail on, the selected files and fields will be audited. If you turn the Audit Trail off, the files and fields will not be audited, but their audit status is maintained.

3. In the Select File to Audit field, scroll through the list of databases and click a database containing the fields you want to audit. As you select databases, the list of fields in the lower portion of the page changes to display the fields in the selected database.
4. If you want the system to audit the selected database file, select the Enable File Audit check box. Otherwise, clear the check box. The database file is preceded by a Yes (the file will be audited) or No (the file will not be audited), depending on whether you chose to audit the file.
5. The system provides three ways in which you can enable or disable auditing for the fields in the selected database file.
   1. To enable auditing for all the fields in the selected database file, select Yes from the Audit All Fields in File drop-down list. A check appears in the Audit column next to each field in the file to indicate the audit status is Yes.
   2. To disable auditing for all the fields in the selected database file, select No from the Audit All Fields in File drop-down list. The check is removed from the Audit column next to each field in the file to indicate the audit status is No.
   3. To enable or disable auditing for individual fields in the selected database file, select or clear the check box in the Audit column next to the field for which you want to change the audit status.

      Note: You can set audit status to Yes for any editable field in a database. However, the system only audits the field if you have enabled auditing on the database file that contains the field. For example, you set your audit status to Yes for the Performance Review Rating field in the Employee Personnel database file. However, you did not enable file audit for the Employee Personnel database file. In this case, the system will not audit the Performance Review Rating field (or any field in the Employee Personnel file).

6. When you have finished your audit trail setup, click OK to save your changes and close the page, or click Apply to save your changes and remain on the page. The system proceeds to modify the audited fields list.

You can use the User Defined Code Table Titles tab to define titles and related numeric fields for your user-defined code tables.