The Employee Management area is where you add new employees, update existing employees, and manage user’s logins. 

1.    Viewing Employees

  • Select Administration > Overview > Administration Overview 
  • On the Administration Overview screen, click the Employees box.

  • In the Employee Search window, enter the criteria as required to search for specific employees, and then click Search to display a list of employees that match the criteria.

To run another search, click Search at the top-right corner of the screen.

Note:

The Employee Search pop up screen will return the top 20 results by default. To view more profiles, select another option from the Return Results drop down.

The following table describes the icons available for each employee.

Icon

Function

Description

View employee details

Opens the Personal Details Report window, which contains information such as reports and charge codes that the employee has access to.

View employee card account details

Opens the Account Details Report window, which provides a summary of the employee’s account details. This icon only appears if the employee has a card or cash expense account.

 

Set employee default codes

Opens the Default Charge Code - Personal window that enables you to set the default codes for the employee. Use the drop-down lists to select the charge codes.
 If you have the right to view the codes, you can search for the codes that have been loaded into the system using the CC Interface File.  

Click Save to save the default codes.

Change username

Opens the Change User Name window which will prompt you for the administrator password and the new username for the employee.

Change password

Opens the Change Password window which will prompt you for the administrator password and the new user password for the employee.

 

 

Change account lock status

 

 

Toggles the account lock status between  Unlocked (grey icon)  and  Locked (red icon).

If an employee has been locked out of the system for entering incorrect username and/or password or the employee has departed the organisation, their locked status shows as .

Note:

An employee can only have one account lock status.


Create new username

Use this feature when adding only a few employees. When creating accounts in bulk, you can use the UI Interface File.

Opens the Create New Username window which will prompt you for the administrator password, the new username. (Depending on configuration of your instance a new user password may also be required)

 

 

Add / remove employees from groups

Adds or removes one or more employees to/from a charge group, report group, rate group, or approval role.

To perform these changes, click  to select the employee and change the icon to .  Click  at the bottom of the icons and select the action you want to perform on the selected employee(s).

Select Save to implement the changes.

 

 

2.    Creating New Employees

There are two methods you can use to create new employees in FlexiPurchase: uploading employee details using the HR Interface File, or manually creating new employees using the Insert New Employee functionality.

2.1   Uploading Employee Details using the HR Interface File

The HR Interface File is a spreadsheet with specific columns, some of which are mandatory for completion. The file enables you to manage information of multiple employees at one time and is useful for uploading:

  • Basic details such as employee ID, name and email address.
  • Approval details such as the manager approving an employee’s expenses.
  • Reporting group information such as the employee’s reporting rights.

FlexiPurchase recommends using the HR Interface File (via the Vault and Refresh Interfaces) to create new employees to ensure they are assigned to the correct groups in the system. Refer to the HR Interface Format Guide in the Interface Pack for more information.

Note:

Regardless of the method you use, you still need to create a username and password for the employee, either using the UI Interface File, or manually as described below.

This step may not be required if you are using Single Sign On (SSO).

 

2.2   Exporting Employee Details using the HR Interface File

If you are looking to create or update employees using the HR Interface file you can download the current HR Interface File from your Employee Administration screen. On the lower right hand corner you will see the option HR Format, click on this to download and open the HR Interface file. To view your employees, select menu Administration > Overview > Administration Overview, and then click the Employees to search for the employees you want to export.

 

Note:

The only field you cannot update is the Employee ID field. This field is used by FlexiPurchase to identify each individual user and therefore must be unique and should never change. If your organisation requires a change of Employee ID’s, please contact the FlexiPurchase support team or your Account Manager for further assistance.

 

2.3   Manually Creating New Employees

This procedure is an alternative to the HR Interface file and should only be used by experienced administrators. Employee records created this way will need to be assigned to charge groups, approval roles, and reporting groups, and not have any system access.

  • Click Administration from the main menu to display the Administration Overview screen, and then click the Employees box.
  • In the Employee Search window, click Search or close the screen.
  • On the Employee Administration screen, click the Add New Employee link.
  • In the Insert Personal Details window, enter the details of the new employee in the appropriate fields (fields marked with an asterisk are mandatory), and then click Save.

 

3.    Creating Usernames for Employees

  • Perform an employee search with System Login Rights set to No.

  • In the search results, click  for the employee.

  • In the Create New Username screen, enter the administrator password, and the employee’s username and password, and then click Save.

Note:

We recommend mapping the employee to the appropriate card in the system before giving them their login details. Refer to Account Management for more information.


4.    Assigning Employees to Groups

  • Select  at the front of the employee record
  • Click at the bottom left of the list.

 

  • From the Employee Management screen, select the Add to... option you require.

Using the following table as a guide, select the Group from the drop-down list and then click Done to update.

Add to...

Group

Charge Group 

To use certain charge codes against a transaction, an employee must belong to the specific charge group to which the charge code belongs.

Report Group

For an employee to have access to certain reports, they will need to belong to a report group. For example, Administrator, Cardholder or Manager.

Approval Role 

For a transaction to go through an approval workflow the employee must be assigned an Approval Role

Rate Groups

If your organisation uses the Cash Module to raise cash expense claims,Rate Groups may be utilised for mileage claims and per diems.

Change Managers

This option lets you change the line manager for an entire group of employees in one bulk action.

 

Note:

Although you may use this functionality to remove employees from Charge Groups and Approval Roles, it is unlikely that you would use this if there is only one Charge Group and one Approval Role. Report groups may change, however, if employees change responsibilities within the organisation, and thus require access to more advanced reports.

 

You may only change group memberships this way. If you need to edit other employee details in the system, you must use the HR Interface File.

 

5.    Delegating Employee Accounts

If your employee is going on leave, or for any other reason may be unable to code their transactions for a period of time, you are able to delegate their account to another employee. They will still be able to view and code their own transactions, however the person you have delegated the account to will also be able to do this. You can delegate accounts to multiple people if required.

As administrator, perform the following to delegate for the employee.

  • In the Account Delegation window (Reports > Company Administration> Account Delegation), enter the appropriate search criteria to locate the employee.

Select No for Delegated Accounts to only display non-delegated accounts, and then click Search.

  • From the search results, click the Delegate Account icon   for the employee.

  • In the Employee Search window, search for the required employee, and then click the assign employee icon   to add the delegation to that employee.

 

 

6.    Delegating Manager Approvals

If a manager is going on leave, or for any other reason may be unable to action their approvals for a period of time, you are able to delegate their approval role to one or more other employees. They will still be able to view and approve their own approvals, however the person you have delegated will also be able to do this. You can delegate to multiple people if required.

As administrator, perform the following to delegate approval roles for the manager.

  • In the Approval Role Delegation window (Reports > Company Administration> Approval Role Delegation), Enter the required criteria to locate the manager.

In the Delegated Role Only section, select No to only display roles that have not been delegated.

Click Search.

 

  • From the search results, click the Delegate Workflow Role icon  for the manager.

  • In the Employee Search window, search for the required employee, and then click the assign employee icon   to add the delegation to that employee.