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 Front Register using this three character code.
    • Enter the sign-on name that the employee must type when signing onto the Front Register. 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 chapter.



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 Chapter.




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 Front Register.
  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 Front Register. 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.