Employee/Sales Reps header fields are located above the folder tabs of the Maintain Employees/Sales Reps window. This is where you enter lookup information about the employee such as the employee ID, name, type of employee (whether the employee is a sales rep and needs to be included in payroll), and employee status.
Employee ID: This code can be up to 20 alphanumeric characters. If you leave the ID field blank, Sage 50 will create an ID based on the Name you enter (provided this option is selected in Global Options.
Lists and reports sort by employee ID. That makes the coding convention you use important. Numeric characters sort before alpha characters. Also, the ID is NOT case sensitive, so that codes AAA and aaa are seen as the same employee IDs. You cannot use *, ?, or + in the code.
Name: Enter the employee's first name (up to 15 characters), middle initial (1 character), and last name (up to 20 characters). This name appears on checks and reports. You can also enter a nickname for your employee if they go by their middle name or a different name (for example, an employee named Thomas might go by Tom).
There is an option in Employee Default Information that lets you specify how to sort employees--by first name or last name. That option determines the order employees appear in lookup lists and reports. The default is to sort alphabetically by last name.
Direct Deposit: To set up the current employee for direct deposit, select this check box. You must then enter direct deposit account information for the employee on the Direct Deposit tab of the window.
Inactive: If you plan to delete the employee at the end of the year, select this check box. Once an employee record is inactive, Sage 50 displays a warning when you try to write a check to the employee. You can update the employee record with address and telephone information. Important: When you choose to Purge after closing the payroll or fiscal year, employees who have no outstanding transactions and are marked as inactive will be eligible to be deleted.
Employee Status
- Select the Employee option to include the individual on all the employee reports, as well as the list for Select for Payroll Entry and Payroll Entry.
- Select the Sales Rep option to include the individual on all the sales representative reports. Sales reps are not included in payroll entry unless the Both option is selected (see below).
- Select the Both option if the individual is both an employee and a sales rep and will be included on both employee and sales rep reports.