After the basic products, parts, and service centers have all been set up, the next step is to set up the employees. Setting up employees improves management of dispatching and jobs. The Service Management module is integrated to prefill basic information already contained in the Payroll module.
The first step in setting up an employee is entering the employee status codes. Status codes basically take the place of pay IDs which you would normally see in the Payroll module. Examples of employee statuses are vacation, training, etc.
There is an element of double entry involved with setting up an employee. If the employee will work in general for other departments that operate outside of the Service Management module, the employee must be set up in the Payroll module. If this same employee will be working on jobs that are managed within the Service Management module, they will also need to be set up in the that as well.
If you select a payroll employee when you create this employee in the Service Management module, the payroll information for that employee will appear in the set up field. Some information for this employee will auto-populate but most information has to be re-entered.
All employees to whom work will be assigned or dispatched on service calls must be set up in the Service Management module. Each employee can be assigned an alias which will be displayed on the dispatch board when assigning work orders. Most employees follow a standard numbering or naming scheme in Timberline but an alias will make it easier to identify the employee quickly.
There is also an option to synchronize employees within the Service Management module to the Payroll module. This will come in handy if you process and issue payroll checks within Timberline. If you use an outside payroll service, this option will not be necessary.
When setting up employees you must enter default departments and locations for each person. These can be overridden as needed for each specific work order but in general, each employee will have a default location. Each employee should also be given an hourly cost rate.
Work orders are assigned to employees. To process and organize more efficiently, you have the choice to set up each employee for the purpose of putting a work order on hold or delay the completion of the work order. This will allow you to set the work order aside without having to show it as active when a part is on order. I will continue discussing employee set up in the continuation of this Timberline series.