Related topics

Enterprise Setup

Modifying Employers

Setting up the enterprise

To set up the enterprise:

  1. Select Setup > System > Setup > Enterprise Setup.

  2. On the Enterprise Setup page, enter information about the enterprise on the six tabs :

  3. After you specify the enterprise setup information, either:

    • Click OK to accept your changes and close the Enterprise Setup page.
    • Click Apply to save your changes but remain on the page. You can then enter additional settings on the various tabs.

Use this tab of the Enterprise Setup page to specify general setup information for your enterprise.

Items on this tab

 

Item

Description

Country

The first time Sage HRMS is started, select the country that represents the employers in your enterprise:

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

The country setting determines what information is displayed in your Sage HRMS system. If a page or a particular item on a page does not apply for a country, it either does not display or it is disabled.

Note: If you later re-register with a new installation code to either add U.S. payroll to a Canadian payroll system or add Canadian payroll to a U.S. payroll system, you must exit Sage HRMS, log on again, change the country setting to Both, and make any other needed changes.

Enterprise Name

 Enter the name of the enterprise, which is shown on reports and forms

Address

Enter one or two lines of the street address of the enterprise.

City

 Enter the city of the enterprise.
State or Province (Required) Select State/Province, and then select the state or province for the enterprise's address.

ZIP/postal code

Enter the ZIP or postal code for the enterprise's address.

Phone

 Enter the telephone number for the enterprise.

Training Employer

If you are using Sage HRMS Train, you can select a Training Employer.

Note: If you are not using Sage HRMS Train, this item is disabled

Federal Tax ID/Business Number

 Enter either the Federal Tax Identification number (U.S.) or Business Number (Canada) for the enterprise.

Rename Pager Field to

If the enterprise companies do not use pagers, you can rename the Pager field (that appears on the employee's Demographics page) to store another phone number, such as Empl Cell. (Maximum of 12 characters)

Phone Number Format

Choose the format for displaying employee telephone numbers.

SSN/SIN Masking Format

 Choose the format that the social security number or social insurance number will appear on pages. You can select to display the entire number (123-45-6789), mask the entire number (XXX-XX-XXXX), or mask all except the last four digits (XXX-XX-6789)

Report Footer

 Choose whether to display both the date and time or only the date in the footer at the bottom of each report page.

Show SSN/SIN on Detail Headers

 Choose whether to show the employee's social security number or social insurance number in the top section of each employee's Detail page.

Show Union Data

 Choose whether to show an employee's union affiliation.

Benefit History

 Choose whether to enable or disable storing historical benefit information for employees.

Automatically Recalculate Benefits

Choose when to automatically recalculate benefits for employees:

  • Daily. Updates benefits only when the user logs into Sage HRMS—but not update benefits when the user changes Employee pages.
  • By Employee. Updates benefits only when a user makes changes on Employee pages that trigger Sage HRMS to update benefits—but not update benefits when the user logs into Sage HRMS.
  • Daily and By Employee. Updates 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. Does not automatically update benefits. (You must manually update them.)

Tip: When setting up your system, select Daily or Never to prevent the system from updating after every change.

Show Inactive Codes

Employer and enterprise job codes, organization codes, and reason codes can be set to active or inactive. For Show Inactive Codes:

  • Choose No to hide inactive codes in the list of codes, so they are not available for selection and assignment to an employee.
  • Choose Yes, to show inactive as well as active codes in the list of codes available for selection and assignment to an employee.

Populate Payroll History

Choose whether to automatically update Sage Employee Self Service Payroll History during the Check Print process in Sage HRMS Payroll.

If your enterprise does not use Sage ESS, choose No.

Note: This is only available if Sage HRMS Payroll is installed.

Use this tab of the Enterprise Setup page to enter titles for one to five organization levels for your enterprise. These levels organize the employers for your employees.

After specifying the organization titles, set up the codes for each organization in the Organization code tables.

Example: An employer has organization level 1 titled "Division" (which has a Central division code) and level 2 titled "Department" (which has a Marketing department code). Richard Miller accepts a marketing position with the Central division at this employer. When you add him as a new employee, you specify his division as Central and his department as Marketing.

Use this tab of the Enterprise Setup page to select a picture file to use as a logo. This logo can be used along with the name and address of the employer on Sage HRMS reports.

Note: The logo must be a bitmap file (with the .BMP extension).You can create a bitmap file from scratch using a graphic editing program, such as Microsoft Paint—or scan the logo and save it as a bitmap file.

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.

  1. Click Select.
  2. In the Open Picture window, navigate to the logo file and highlight it.

  3. Click Select.

    The logo image displays on the Logo Setup tab.

Click Remove. This removes the logo from the Sage HRMS database, but not from your disk. You can select the file again any time you want.

Use this tab of the Enterprise Setup page to set up an audit trail that tracks changes a user makes with a task or to a page. This is an extremely useful tool for safeguarding Sage HRMS data. The audit trail provides a before and after image of changes. It also keeps track of the date and time as well as the user who made the change. 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 following audit trail reports are available to monitor the audit trail. To access the audit trail reports, select Reports > System > Audit Trail Reports.

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

  1. On this tab for Enable Auditing, select Yes. This enables the rest of the items on the tab.

    Note: Turning the Audit Trail on or off does not affect the existing audit status of the 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 previous audit statistics are maintained.

  2. For Select File to Audit, scroll through the list of database files, and then select a database file containing the fields you want to audit.

    The table on the lower portion of the page changes to display the fields in the selected database file.

  3. To have the system audit the selected database file, select the Enable File Audit check box. Otherwise, clear the check box.

    The database file name is preceded by a Yes (the file will be audited) or No (the file will not be audited), depending on the check box setting.

  4. If you selected to audit the database file, specify the fields to audit.
    • To audit all fields in the selected database file, select Yes for Audit All Fields in File. A check appears in the Audit column for each field in the table.
    • To disable auditing of all fields in the selected database file, select No for Audit All Fields in File. The check is removed from the Audit column for each field in the table.

    • To enable or disable auditing individual fields in the selected database file, select or clear the check box in the Audit column for each field in the table.

      Note: Although you can select to audit any editable field in a database file, the system only audits the field if the database file is also selected to be audited. For example, you select the Audit column for the Performance Review Rating Code field in the Employee Personnel database file. However, if the Enable File Audit check box is cleared for this database file. Thus, the system will not audit the Performance Review Rating field (or any field in the Employee Personnel file).

  5. Repeat steps 2 - 4 for each database file and field that you want audited.
  6. When finished, either:
    1. Click OK to save your changes and close the page.
    2. Click Apply to save your changes and remain on the page.

Use this tab of the Enterprise Setup page to specify the titles for your user-defined code tables as well as titles for three character fields and three numeric fields.

Use this tab of the Enterprise Setup page to specify the message to display on the Sage HRMS Logon window. The message can contain no more than 254 alpha-numeric characters. You can:

  • Edit the message.
  • Click Clear and type a custom message.
  • Click Reset to restore the standard logon message.