Password Add/Edit - This article covers the first set of options under the Management menu. These setup screens allow you to manage the security of your MicroBiz system, as well as the employee data, time clocks, and commissions.


From the Management menu, you will find the Password Add/Edit window. It has five buttons: Help, Edit, Add, Delete and Close.

 

  • The Help button opens the F1 Help screen.
  • The Edit button allows for editing existing setup information on employees (Login Name, Security Level and Password).
  • The Add button allows for entering Figure 4-1

    in new employee (Login Name, Security Level and Password) information.
  • The Delete button allows for deleting the highlighted employee from the system.
  • The Close button closes the window.

Figure 4-1


Adding Employee IDs and Passwords

  1. Select Add/Edit Password from the Management menu.
    • The Password Add/Edit window will appear.
  2. Click on the Add button.
    • The Add Login/Password window will appear. This window allows for entering in a six character Login Name, a Security Level ranging from zero to ninety-nine, and a seven character Password.
    • Zero is the highest Security Level in the system.
  3. Type the Employee ID, Security Level and Password for each employee.
  4. When all information is correct, click on the Save button.


Editing Employee Passwords and Security Level

  1. Select Add/Edit Password from the Management menu.
    • The Password Add/Edit window will appear.
  2. Click on the Edit button.
    • The Edit Login/Password window will appear.
  3. Make the necessary changes to the Employee ID, Security Level and Password information.
    • To go back to the Password Add/Edit Window without any changes, click on Cancel.
  4. When all changed information is correct, click on Save. This will return you to the Password Add/Edit window.

Each time the Password Add/Edit window is entered, the list of employees are in sequence by the Employee Login ID field.


Delete Employee Passwords & ID Numbers

  1. Select Add/Edit Password from the Management menu.
    • The Choose Employees window will appear.
  2. Highlight and select the appropriate employee to delete, then click Delete.
    • A confirmation dialog box will appear.
  3. Click Yes to delete the record or No to abort.
    • You will be returned to the Choose Employee window.
  4. Click Close to exit to the main menu.


Security Levels


These settings are critical for the protection of the management areas of the program. 


  Figure 4-2


Select Edit Security Level from the Management menu. This window allows you to change the Security Level for most of the various functions within the MicroBiz system. Keeping in mind that Security Level "0" (zero) is the highest level that can be attained, for each area of the system, set the level that will prohibit unauthorized personnel from modifying that system function. As an example, for any area in the list, if you only want employees with a zero level clearance to be able to access a function, set it's Security Level to zero. An employee with a Security Level clearance of 40 would not be able to get into an area that has been coded as a level of zero. Level 99 means that no security clearance is required, and all users can access the function.


Look at each of the entries and determine what level of security you want to assign to each one. If you determine that, for instance, you only want a highest level user to run the "Closeout," then change the default setting from "99" to "0."


Change Password


  

 Figure 4-3 



To change your own password:

  1. Select Change Own Password from the Management menu and enter your login name and your old password.
    • Note that for security reasons, the typed passwords will not display on the screen.
  2. Next, type in your new password and then re-type it a second time to confirm.
  3. When finished, click on Save.


Employee Control


The Employees window displays a list of all employees entered into MicroBiz with their:

  • ID Number
  • Full Name
  • Signon ID
  • Address
  • Telephone Number


 Figure 4-4 


The employee list can be viewed in sequence by ID Number, Last Name or Signon Name by clicking the respective option in the lower-left of the window.
The information stored for each employee is as follows:

  • First Name – Employee's first name.
  • Middle Initial – Employee's middle initial.
  • Last Name – Employee's last name.
  • Sign-on Name –Employees must sign on to the Work Screen using this three character code.
    • Enter the sign-on name that the employee must type when signing onto the Work Screen. This should match the login name that you defined using the Add/Edit Password feature.
  • ID No. – This is used for the Employee Time Clock and tracking employee activity.
  • Address – Enter the employee's street address.
  • City – Enter the employee's city of residence.
  • State – Enter the employees state of residence.
  • Zip – Enter the employee's zip code.
  • Phone – Enter the employee's telephone number.
  • Social Security # – Enter the employee's social security number.
  • Birthday – Enter the employee's date of birth.
  • US Citizen – Type Y or N.
  • Position –Assign a position code. Any combination of letters or numbers may be used.
    • For example: S = Sales person; M = Manager, etc. (make up your own codes).
  • Date Employed – Date of hire.
  • Date Terminated – Termination date.
  • Data 1 & Data 2 – Any additional information can be entered into these fields.
  • Base Pay –A minimum amount of money that you are going to pay the employee each period, in addition to any sales commission.
    • For example, Sue has a base pay of $200. She will receive $200 every week, regardless of how many sales she brings in.
  • Minimum revenue from Service/Product Sales –You may require that this employee bring in a certain amount of sales from products each period before receiving any commission pay.
    • For example, Sue has a minimum revenue of $200. Her sales revenue must reach $200 before she can begin to collect a commission on product sales.
  • Commissions – Commission can be calculated for employees, and different commission tables can be assigned to either services or products, or by department. This is discussed later in this article.



  Figure 4-5


 
Adding an Employee:

  1. Select Employee Control from the Management menu.
    • The Employees window will appear.
  2. Click on the Add button in the Employee Window.
    • The Employee Edit window will appear.
  3. Type in all requested information.
    • When all requested information has been entered correctly, click on the Update button. To return to the main menu without entering in any employee data, click on the Cancel button.
  4. If applicable you can also set up commissions for each of the entered employees. Click on the "Set Up Commission Tables" button to do this. Commission Tables are discussed later in this article.



Using the Employee Time Clock


The system may be used as an employee time clock. This gives the manager control over the actual hours that an employee was "logged in" at the site. 


 Figure 4-6 


To use the time clock:

  1. Type "EMP" into the SKU box on the Work Screen.
  2. You will be prompted to "Swipe" the Employee ID. You can swipe, scan, or manually enter the ID into this field, then press the Enter or Tab key on your keyboard.
  3. MicroBiz will now display the employee name, the current date and time (according to your PC's date and time), and the last recorded "scan" (the last time clock use by this employee).
  4. Enter the letter I to "clock in" or the letter O to "clock out." The system should have automatically filled this in for you, depending on the last recorded activity, but you can manually override this here.
  5. Click OK to enter the activity.

That's it for clocking in and out, see the next page for reports and editing time clock entries.


Employee Activity Report


When an employee reports or leaves work, they "Check in" and "Check out" by entering "EMP" when on the Work Screen. These hours are tracked by the system and an Employee Activity Report can be generated for any date period.


The Employee Activity Report is available in a detail or summary format. The detail report provides a list of each employee along with the starting time, ending time and total hours for each day for the time period requested. The summary report lists only the total hours for each employee. To generate the report:

  1. Select Employee Control from the Management menu.
    • The Employees window will appear.
  2. Select an employee from the list (if checking for a single employee), then click on the Activity button in the Employees window.
    • The Enter Dates window will appear.
  3. Type in the desired date range for the report, then click OK.
    • The Activity Report will load a detail report for the employee selected.


 Figure 4-7



From this window, you can alter, print and export the data, or "rerun" the Activity Report for a different date range. Here is a break-down of the options and what they do:

  • Detail – Clicking on this tab will display the detail report (displayed by default). This is an itemized report showing all activity for the date range entered.
  • Summary – Clicking on this tab will display the summary report. This will show the total hours logged within the date range entered, either for the single employee selected or for all employees (depending on which option is selected below).
  • All Employees – With this option selected, the report will display all employee activity within the date range entered.
    Single Employee – With this option selected, the report will display all activity for the currently selected employee within the date range entered. The currently selected employee is displayed just to the right of this option, and can be changed by closing the report, selecting a new employee, then clicking on the Activity button again.
    Print – Click here to print a copy of the currently loaded Activity Report.
    Export – Click here to open the "Export Data – Activity" window, where you can filter your employee activity and export the report in a variety of formats!
    Set Date Range – Click here to "rerun" the report for a new date range.
    Display Decimal Hours – Click on this option to display the total number of hours as a decimal figure. For example: three hours and thirty minutes would be displayed as 3.5 hours.
    Display Hours:Minutes – Click on this option to display the total number of hours as an HH:MM figure. For example: three hours and thirty minutes would be displayed as 3:30.
    Close – Click this button to close the Activity Report window.


Editing the Employee Time Clock


To modify time clock records, go to Employee Control under the Management menu.

 Figure 4-8


Choose the employee whose time clock entry you want to modify. Click on the Time Clock button. A list of time clock entries will be brought up. Add an entry by clicking the Add button. Delete an entry by clicking on the Delete button or edit the entry by clicking on the Edit button.
From the edit screen you can scroll through all the time card entries for a specific employee. Press the new Edit button in this screen and you will be able to edit the entry that you scrolled over to. Click on the Update button to save your entry.


Employee Commission Report


This is the place to calculate an employee's commission based on your commission settings. Once the "Commission Tables" are set up (see below for details), you will calculate the commission earned using this report.
An Employee Commission Report can be generated for any date range. To generate a Commissions Report:

  1. Select Employee Control from the Management menu.
    • The Employees window will appear.
  2. Click on the Commission button.
    • The Commission Report window will appear.
  3. Type in the desired date range for the report, then click OK.


 Figure 4-9 


This will open the Commission Report window, which should display all relevant information for the employee and date range specified. Note that no window will appear if there is no commission to report on.


Employee Commissions


Commissions may be calculated for employees by configuring "Commission Tables" for services, products or departments.
To configure your Commission Tables:

  1. Go to the Employees window by clicking on the Management menu, then Employee Control.
  2. Click on the employee you wish to set up, then click on the Edit button.
  3. You can have MicroBiz calculate commission based on sales by products and/or services, or alternatively by department. Make sure the desired option is selected in the "Commissions are by" section in the lower-right.
  4. In the lower-left of this window, enter a figure into the "Minimum revenue…" boxes, if desired.
    • The figure entered in these fields will determine how much has to be sold before commission can be earned.
    • Continue reading through these instructions for further explanation.
  5. Click on the Set Up Commission Tables button in the far lower-right of this window.
  6. If you selected "Products or Services" in the previous window, you will have two tabs on this screen (one for products and one for services). If you selected "Department" then you will have the ability to add/edit and select the department desired.
    • For the Products or Services window, you can set up separate commission tables for both products and services and enable both, one, or neither. Make sure the "Enable" option is checked on the tab(s) that you wish to use for calculating commissions, then continue to step #7.
    • For the Departments window, you can set up separate commission tables for any department. This option is the more customizable of the two. Make sure you have the desired department selected at the top of the screen, then continue to step #7.
  7. You have four "Tables" to select from here. Select the table that best suits your needs, then customize as applicable.
    • Standard Tables 1-3: click on one of these options to get a very detailed description of their uses and fill the table in accordingly.
    • Custom: use this table option to set up your own commission system. See "Setting up Custom Commission Tables" below for more information.
  8. Choose either "Retail Price" or "Profit" in the "Pay Commission on" section as desired
    • Choosing Retail Price will calculate commission based on the price the customer pays.
    • Choosing Profit will calculate commission based only on the profits you are earning on the sale.
  9. Click Save at the bottom of the screen to save your settings, or click Cancel to return to the Employee Edit window without applying these settings.


Setting up Custom Commission Tables


The Custom Commission Table is very similar to the "Standard" tables, but a bit more flexible. The table is organized into three "Tier" rows that designate different price ranges, and four columns for defining the values for each Tier.


The following is an example of setting up a custom table. This example assumes you have created an employee with a "Base "Pay of $100, a "Minimum revenue From Product Sales" of $200, and you have enabled the Products tab and the Custom Commission Table. 


 Figure 4-10

  1. For my "Tier 1" commission rate, I would like to give this employee 10% of the profits earned on products for the first $500 (also of profits earned). This means that between $0 and $500 (profit), this employee will earn 10% of that profit figure as commission.
    • For this, enter (all on the Tier 1 row) 0.00 into the Low field, 500.00 into the High field, 0.10 into the Percent field and 0.00 into the Flat field.
  2. For my "Tier 2" setting, I would like to increase the commission rate to 15% for profits earned between the amounts of $501 and $1000. Since this is such a nice increase in the commission, I also want to charge a "flat" fee of $10 for this commission rate.
    • For the Tier 2 row, make sure the Low field is set to 501.00. (MicroBiz should have set this for you, but you can change it to another figure like 500.99 if desired.) Enter 1000.00 into the High field, 0.15 into the Percent field and 10.00 into the Flat field.
  3. For my "Tier 3" setting, I want to set the commission rate to 20% for any profits higher than $1000. Keeping with my flat fee model above, I will charge a fee of $20 for this commission rate.
    • For the Tier 3 row, make sure the Low field is set to 1001.00 (or 1000.99 if adjusting as before). The default of 999999.99 should already be set in the High field (if not, set it now). Enter 0.20 into the Percent field and 20.00 into the Flat field.

With the Commission Table set thusly, let's take a look at some Commission Reports based on various sales figures. Note that commission and sales/profit is calculated for the date range entered into the Commission Report window.

  1. Using the Custom Commission Table set up above, let's see why $100 commission is earned for our employee who generated $150 in profits.
    • The employee did not generate more than the $200 set in the "Minimum Revenue…" field, so no commission based on profits was earned. The "Base Pay" of $100 will always be paid, regardless of any sales figures.
  2. If my employee generated $400 in profits, what will this custom commission pay?
    • $400 is greater than the $200 minimum, so commission will definitely be calculated for the full $400 figure (the "Minimum Revenue" figure is not subtracted from the total). Because $400 falls in the "Tier 1" range, 10% of the $400 is paid, equaling $40. The Base Pay of $100 is also paid, so the total for this employee is $140.
  3. Let's see how much my employee will earn by generating $800 in profits.
    • $800 falls into the "Tier 2" range, so we our report would show us 15% of the $800, or $120. Add on the Base Pay of $100 to get $220. Finally, subtract the flat fee for Tier 2 of $10 and the total commission earnings equal $210.
  4. Now we'll test "Tier 3" and see what my employee gets for bringing in $1500 in profits for this commission period. Remember, the commission period (and all calculations) are based on the date range that you enter into the Commission Reports in MicroBiz.
    • 20% is paid for Tier 3 earnings, so that gives my employee $300. Add the $100 base and that brings it to $400. Take away the $20 fee and that totals $380.
  5. That's all there is to calculating commissions! Remember that you can make your commission tables much less complex if you like by removing the Minimum Revenue, Base Pay and/or Flat Fee settings, but these are included to show how simple the calculations are. Also note that the Commissions Reports do all of this for you, and show each step of the calculations on the screen.


Employee Filter
Enter a filter if you want to set beginning and ending names for Time Clock entries.
Click on Filter while at the Employee Time Clock Window and this brings up the Employee Filter Window. Enter in the Starting Last Name and the Ending Last Name and click on OK to execute the search. You may also click on the Cancel button to exit the Filter Setup window.