SI-DIM-TOOL17 Update Employee Data

Applies to

• Product version: Velixo NX
• ERP: Sage Intacct
• Functional area: Financials, Budgeting, Project, Other
• Industry: All
• Plan: All
• Template type: Production Report template

TABLE OF CONTENTS

• Applies to
• Description
• Coverage
• Typical audience
• Features
• Preview
• Download this template
• Documentation
  • Employee Information
  • Contacts
  • Cost Rates
• User Guide
  • Using the template
    • Updating the Employee Information
    • Updating the Contacts
    • Updating the Employee Cost Rates
• Version History

Description

The SI-DIM-TOOL17 Update Employee Data template provides a streamlined solution for updating employee records in Sage Intacct. It enables users to efficiently make bulk modifications to key employee details, promoting accuracy and simplifying the management of employee information.

Coverage

This workbook includes the following sheets:

Typical audience

The typical users of this type of report are Finance professionals: Accountants, CFOs, Controllers 

Features

The following features are used by this report. To use this report, please ensure that your Velixo license includes all of them, (or contact Support or Sales):

• List functions
• Query functions
• Writeback function

Preview

Download this template

Download

💡Having trouble downloading the file?

Simply right-click on the link and select Save link as

Documentation

The SI-DIM-TOOL7 Update Employee Data template is easy to use and helps update employee records in bulk. It ensures accurate information and simplifies employee management in Sage Intacct.

Employee Information

The main tab used for updating basic employee details in Sage, it mirrors the same fields as Sage Intacct and enables updates through the Velixo Writeback function.

Filter

Located at the upper left of the sheet, the filters include:

• Entity: displays all entities available in the Sage Intacct instance.
• Department: an option for users to filter employees by a specific department.
• Employee: allows users to select a specific employee for updates.
• Status: enables users to filter employees by their active or inactive status.

Data Table

To ensure a seamless writeback process to the Sage Intacct instance, the template includes a data table divided into two categories:

• Read-only data value: this category includes data that cannot be edited, ensuring critical information remains accurate and consistent. The column headers for this data are distinguished in blue for easy identification. To view all available attributes of a employee more comprehensively, users can collapse the grouped columns in Column V.

• Editable data values: this category includes data that users can change as needed, providing flexibility within the template. The column headers for this data are highlighted in dark blue. The editable data values mirror the format used in Sage Intacct record forms, ensuring users are familiar with the interface.

The editable data values are grouped into two categories, reflecting the corresponding editable fields in Sage Intacct.

Employee Information: contains the employee's basic information, including start date, birth date, SSN and more.

Reimbursement Information: this section is for updating the employee's payment setup information, including Payment Method, ACH details and more.

Contacts

This tab is dedicated to adding contacts to the employee-level Contact List. It allows users to directly add contacts for the employee using the Velixo Writeback feature.

Filter

Since the Contact List must be updated at the employee level, the only filter available on this tab is the employee. This filter is required, and an employee must be selected before adding contacts.

Data Table

This tab has two editable fields: Category and Contact:

• Category: a free-form field where users can categorize the contacts.
• Contact: a dropdown list of available contacts in Sage Intacct.

Cost Rates

This tab is used to update an employee's hourly or annual salary rates. Like the Employee Information and Contacts tabs, it leverages the Velixo Writeback function to upload data directly to Sage Intacct.

Filter

This tab includes two filters positioned in the upper-left corner of the sheet:

• Employee: allows users to select a specific employee for updates. This filter is optional -- if left blank, the sheet will display all active employees along with their corresponding rates, including historical ones.
• Mode: specifies the action to be performed using the Writeback function:
  • Create: adds a new rate for the employee and automatically expires their most recent rate.
  • Update: modifies an existing rate for the employee.

Data Table

This tab has three or four editable fields depends on the mode selected.

If the selected mode is Create:

• Employee: a dropdown list of employees available in Sage Intacct.
• Start date: the effective date for the specified rate.
• Hourly rate: the employee's hourly rate. This field should remain blank if the Annual Salary is populated.
• Annual salary: the employee's annual salary. This field should remain blank if the Hourly Rate is populated.

If the selected mode is Update:

• Start date: the effective date for the specified rate.
• Hourly rate: the employee's hourly rate. This field should remain blank if the Annual Salary is populated.
• Annual salary: the employee's annual salary. This field should remain blank if the Hourly Rate is populated.

NOTE: When the selected Mode is Update, it is strongly recommended to perform updates on a per-employee basis. Failing to do so will return all employee rates, including historical ones, which can complicate the rates table and make updates more challenging.

User Guide

Using the template

Now that we've covered the template overview, let's dive into a step-by-step guide on effectively utilizing the template.

• Set the Connection Name on the Options sheet: crucial for all processes, set the Connection Name on the Options sheet by updating cell A2. Ensure it matches the name used during Velixo application login.

• Update the Options Sheet: as the foundation for the filters on the main template, keep the Options sheet up to date. It should always and automatically capture the latest dimensions and structures from your Sage Intacct instance.

Updating the Employee Information

• Navigate to the Employee Information sheet and choose the employee to update. If an employee is not selected, the template will list all the employees on Sage Intacct based on the Entity, Department and Status selected.

• Update the values in the editable fields.

• Once the table is updated, initiate the Velixo Writeback process.

• After a successful upload, the status in Column B (Writeback Status) will change to 'Line uploaded'.

Once the Employee Information Writeback process is complete, users can go directly to Sage Intacct to verify the changes.

Updating the Contacts

• If adding a Contact List is required, navigate to the 'Contacts' tab, then select the employee to which the contact list will be added.

If two or more contacts need to be added, simply expand the table to generate additional rows.

• Type in the Category and select the Contact from the dropdown list

• Once done, initiate the Velixo Writeback process.

• After a successful upload, the status in Column A (Writeback Status) will change to 'Line uploaded'.

Updating the Employee Cost Rates

• To add a new rate or update an existing one, go to the 'Cost Rates' tab.

• To update an employee's rate, select the employee and set the mode to Update.

• Update the editable value field with the latest data to proceed.

• Once the update is done, initiate the Velixo Writeback process.

• After a successful upload, the status in ColumnB (Writeback Status) will change to 'Line uploaded'.

• To create a new rate for an employee, set the mode to Create. There is no need to select the employee in the filter, as the employee will be selected directly in the main rates table.

• Update the editable value field. In this mode, multiple employees can be updated simultaneously by expanding the table rows to include additional employees.

• Once the update is done, initiate the Velixo Writeback process.

• After a successful upload, the status in Column B (Writeback Status) will change to 'Line uploaded'.

Important: To prevent Velixo from uploading blanks when details in editable values are removed, ensure you only update necessary employees and their attributes. Leave unchanged items as they are.

Version History