- Getting Started 2
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- Phase 1: Items In
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- Advantage Migration to R365
- Frequently Asked Questions 1
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- Administration 2
- Administration FAQ
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- Preferences 2
- System Preferences: Accounts
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- Setup Assistant
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- Add a New GL Account
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- Entering Statistical Account Data
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- GL Allocation Templates Overview & Security
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- Preset Allocations Overview & Security
- Preset Allocations: Create and Edit an Allocation
- Preset Allocations: Use an Allocation
- Preset Allocations: Mark as '(In)Active'
- Inactivate or Delete GL Accounts
- Journal Entries
- Daily Sales Summary
- Review a Classic Daily Sales Summary
- Approve a Daily Sales Summary
- Mass DSS Review
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- Manually Delete a DSS
- DSS Paid Outs
- Paid Out Types
- Uploading Deposits via FTP
- DSS Validation Report
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- DSS Mapping
- Manage Undeposited Funds
- Map Refunds
- DSS Journal Entries
- Payroll Journal Entries
- Gross Sales vs Net Sales
- GL Accounts
- Fixed Assets
- Asset Classes
- Asset Categories
- Depreciation Method Definitions
- Convention Definitions
- CIP & Active Credit Offset Accounts
- Asset Record
- Asset Status
- Asset Actions
- Related Expenses
- Creating Assets
- Potential Asset List
- Fixed Asset Depreciation Form
- Fixed Assets Reporting
- Asset Tag Printout
- Adjusting the Acquisition Cost of an Asset
- Fixed Assets FAQ
- Delete a Fixed Asset
- Accounts Payable 8
- AP Center 1
- AP Transactions
- Memorized AP Transactions
- Documents to Process 1
- Documents to Process: Supported File Types
- Documents to Process: Upload Methods
- Documents to Process: Manual Upload
- Documents to Process: Uploading Files with AP Automation
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- Documents to Process: How to Process Uploaded Files
- Documents to Process: Log and Errors
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- AP Capture AI
- OCR Mapping in AP Capture AI
- AP Capture Pro
- Documents to Process page Updated
- AP Capture: Labels in Review OCR Mapping
- Draft Transaction Sidesheet
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- Payment Runs 1
- Payment Runs Page
- Payment Run: Payment Date
- Payment Run Statuses
- Create a Payment Run
- Payment Run: Discounts from Early Payment
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- Printing Checks
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- Vendors 1
- Vendor Record
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- Add a Vendor Group
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- Invoices
- Mass Invoice Entry
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- Currency Conversion Factors
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- R365 Payments Service 4
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- Add or Remove a Bank Account
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- Resending Failed/Unsent Payments Updated
- Scheduling a payment run
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- To and From Addresses in R365 Payments
- Payment Methods Updated
- R365 Payment Statuses Updated
- Voiding a payment with R365 Payments
- Flow of Funds
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- R365 Payments: Frequently Asked Questions (FAQ) Updated
- Troubleshoot an R365 Payment That Did Not Go Through
- AP Payment v Bank Expense
- Banking
- Bank Accounts
- Bank Record
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- Bank Account Record
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- Direct Bank Connections Overview
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- Smart Ops 2 9
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- Home (Operations)
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- Payroll 6
- Pay Runs 5
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- Paycheck Runs
- Year End Checklist
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- Settings 1
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- Reviewing New Applicants Page
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- Troubleshoot the Tasks Tab
- Reports 2
- To Do Checklist
- P&L Comparison
- Dashboard
- Ad Hoc Reports
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- Purchased and Inventory Reports Overview
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- Actual vs Theoretical Analysis
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- COGS Allotment
- COGS Analysis by Location
- COGS Analysis by Vendor
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- Item Cost Analysis by Location
- Item Cost Percent Breakout
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- Item Price Verification
- Item Transfer Details
- Paid Invoice Distribution
- Payables Invoice Distribution
- Period Purchases Analysis by Vendor
- PO to Invoice Reconciliation Report
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- Receiving by Purchased Item
- Stock Usage
- Theoretical On Hand
- Vendor Analysis
- Waste History
- Waste Log Form
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- Labor Reports
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- Daily Roster
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- Labor Actual vs Scheduled
- Labor Actual vs Scheduled - Detail
- Labor Actual vs Scheduled - Punch Details
- Labor Break and Split
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- Labor Hour and Rate Analysis
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- Labor Punches
- Minimum Wage Adjustment
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- Overtime Warning Report
- Paychex Flex Time Export
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- Paycom Payroll TAI03 File
- PTO Balance Report
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- Sales vs Labor
- Worked Hours Export
- Shift Availability Report
- Weekly Labor Evaluation
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- Financial Reports
- Financial Reports Overview
- Account Balance by Location
- Account Balance by Location Export
- Account Trx Summary by Location Export
- AP Accrual
- Asset Tag Printout
- Asset Value Report
- Balance Sheet
- Balance Sheet - Layout Format
- Blackline Export
- Cash Flow
- Restaurant Financial Reports List
- Cash Flow Side by Side
- Daily Sales Report
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- Fixed Asset Activity - Depreciation
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- Franchise Invoicing Report - Summary View
- GL Account Detail
- GL Account Detail Export
- GL Account Detail with Legal Entity
- GL Account Detail with Legal Entity Export
- Net Sales By Daypart
- Profit and Loss
- Profit and Loss - Custom Date
- Profit and Loss - Layout Format
- Profitability Report
- Transaction Detail Export
- Trial Balance
- Working Trial Balance
- GL Account Drill-Downs
- Synexus Sales Tax Export
- Spread Memorized Transaction List
- Controllable Profit and Loss Mapping Guide
- Troubleshoot an Out of Balance Balance Sheet
- Troubleshoot a P&L Report Missing Budget Data
- P&L Report v AvT Report
- Banking Reports
- Sales Reports
- Sales Reports Overview
- Avg Gross Sales by Hour
- Avg Gross Sales Ticket Count
- Forecast Report
- Forecast Download Report
- Menu Item Analysis
- Menu Price Analysis
- Product Mix
- Product Mix - Year Over Year
- Sales and Prime Cost
- Sales Payment Analysis
- Server Sales Analysis
- Weekly Sales and Labor
- Advanced Weekly Sales and Labor
- Recipe
- Customers Reports
- Operational Analysis Reports
- Cash Reconciliation Export
- Cash Sheet Export
- Cash Sheet Report
- Daily Sales and Log Entries
- DSS Status Report
- Employees vs Guest Count Chart
- Flash Report
- Flash Report - Advanced
- Guest Check Transaction Detail
- Location Comparison
- Location Sales and Reg Labor
- Location Vital Signs
- Operations Overview
- Operations Scorecard
- Sales and Labor Breakout
- Sales and Labor Productivity Report
- Weekly Log
- Weekly Review - Location
- Weekly Speed of Service Report
- Recipe and Theoretical Reports
- Workforce Reports
- Commissary Reports
- Catering Reports
- Comparable Stores
- Fiscal and Operational Calendars in Reports
- Labor Differences on Flash Report vs P&L
- Actual vs Theoretical Analysis – Troubleshooting Variances
- Troubleshoot the AP/AR Aging Report
- Year Over Year Comparison Days
- Custom Financial Reports
- Custom Financial Reports: Writer Overview and Security
- R365 Custom Financial Reports Writer: Initial Setup
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- R365 Custom Financial Reports Writer: Report Viewer
- Custom Financial Reports page
- Duplicate a CFR report
- Financial Dashboard
- Workforce Reports 2
- Unverified TIN Report
- W-2 Detail Report
- Unpayable Employees Report
- Payroll by Pay Period & Payroll by Pay Date Reports
- Employee Census
- Benefits and Deductions Report
- Payroll Accrual Report
- Garnishment Remittance Report
- Negative Balances Report
- Returned Payments
- Workers' Compensation Report
- I-9 Report
- Workforce: Paystubs Updated
- Funding Page & Funding Details Report Updated
- Form 8027
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- Upload Files via the R365 Red App
- R365 Mobile FAQ
- R365 Mobile App
- Announcements
- Accounts Payable (Mobile)
- Daily Sales
- Food
- Logbook
- Scheduling
- My Pay
- My Tasks
- Forms
- Notifications
- R365 Messaging
- Mobile Intelligence
- R365 Intelligence 3 1
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- R365 Intelligence FAQ
- Install the R365 Intelligence Excel Plug In
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- R365 Intelligence: Attributes v. Metrics
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- Integrations 19
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- Integrations page 18
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Add Or Edit Jobs On Employee Records
- Updated on 09 Jul 2024
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Employee records and the Employees page in Smart Ops are being updated throughout Q3 and Q4 of 2024. This article reviews adding and editing jobs on the updated version of the Employment tab of employee records. For the legacy version of the Employment tab, please refer to the Legacy Employment Tab article.
The updated Employment tab is only available when Workforce is enabled or when the updated employee record for Smart Ops is enabled. The updated employee record for Smart Ops is in beta. Contact your CSM to learn more.
Overview
Active jobs listed on an employee's employee record determine which jobs the employee can be scheduled for. The jobs associated with the employee are also tied to their earnings on the DSS and within Workforce Payroll.
Only jobs with an active job record can be associated with an employee. Each job added will correspond to a single job record, as job records are location-specific.
Adding Jobs Automatically
When an employee record has been linked to a POS employee record, all jobs associated with that employee in the POS are automatically added to the Employment tab of that employee's employee record as hourly jobs.
When jobs are added from a POS integration, the employee's pay rate from the POS is populated as the pay rate for the job on their employee record. When the Employee Master setting is set to 'R365', the pay rate for jobs linked to the POS is not updated when the pay rate for the job changes in the POS and must be manually changed on the employee record.
Jobs added through the POS integration will not be automatically marked as primary, even if the employee only has one job.
Adding Jobs Manually
Manually adding a job to an employee will allow that job to be used for that employee in Scheduling and Workforce Payroll without the employee needing to be associated with that job in the POS. The employee can then be associated with the job in the POS at a later time.
Jobs are location-specific. Jobs can only be added for locations present on the Integrations tab of the employee's employee record. Locations can be added on the Integrations tab or on the user record linked to the employee record.
Employees can have multiple jobs, as long as each job added corresponds to a different job record. Since each job record is location-specific, an employee can have two or more jobs with the same name, as long as each job is at a different location.
Adding Jobs for Workforce Payroll
Jobs assigned to an employee when Workforce Payroll is enabled must be configured as either hourly or salary jobs. This designation impacts how the job is handled on the employee record and within Workforce Payroll.
Hourly Jobs
When a job is added to an employee's employee record through a POS integration, it is always added as an hourly job. Hourly jobs cannot be changed to salary jobs after they have been added.
Employees can only have one hourly job associated with a specific job record. They can have a second job associated with the same job record, as long as the second job is a salary job.
Employees can only be scheduled for the hourly jobs on their employee record.
Salary Jobs
For employees with a salary job that have been onboarded to payroll, the annual salary amount of their active salary job is used to automatically populate their earnings each pay period.
Employees can only have one active salary job per location, regardless of the associated job records. The active salary job is determined by the effective start date and effective end date of the employee's salary jobs. Learn more about effective start and end dates for salary jobs here.
Employees cannot be scheduled for salary jobs on their employee record.
Learn more about salaried employees here.
Adding a Job
To manually add a job to an employee record, first navigate to the desired employee record, then follow these steps:
Open the Employment tab. | ||
Navigate to the Jobs section. | ||
Click +Add Job. | ||
Select the location associated with the job. | ||
Select the job title.
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If Workforce Payroll is enabled, select the pay type; either hourly or salary. | ||
Optional fields can be filled at this time:
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Click Add. | ||
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Editing an Employee's Job Details
To edit an employee's job details, first navigate to the desired employee record, then follow these steps:
Open the Employment tab. | ||
Navigate to the Jobs section. | ||
Click the Pencil icon for the desired job. | ||
The following fields can be edited:
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Click Back to return to the Employment tab. |
Effective Start and End Dates for Workforce Payroll Salary Jobs
The Effective Start Date and Effective End Date fields for salary jobs determine when that job is active. For salaried employees who have been onboarded to payroll, the annual salary associated with their active salary job will be automatically added to pay runs. An employee can only have one active salary job per location.
Whether the employee has been onboarded to payroll and whether they have already received a payment will impact the default values and editability for these two fields, and will also determine if the salary job can be deleted from the Employee Record.
Editability by Field/Action
Field/Action | Not Onboarded to Payroll | Onboarded to Payroll, No Payroll Payment History | Onboarded to Payroll, Has Payroll Payment History |
Effective Start Date Default | Hire Date | Hire Date | Date after the last payroll payment date. |
Start Date Editable | No | No | Yes |
Effective End Date Editable | No | No | The effective end date can be edited as long as no other salary job is listed with an effective start date further in the future. |
Future Salary Job Addable | No, the employee can only have one salary job. | No, the employee can only have one salary job. | Yes, additional salary jobs with later effective start dates can be added. |
Salary Job Deletable | Yes | Only salary jobs with effective start dates in the future can be deleted. | Only salary jobs with effective start dates in the future can be deleted. |
Editability by Employee Status
If the employee is not onboarded to payroll: |
When the employee has not been onboarded to payroll, the following will be true when adding or editing a job:
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If the employee has been onboarded to payroll and does not have payroll payment history: |
When the employee has been onboarded to payroll but has not received an initial payroll payment, the following will be true when adding or editing a job:
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If the employee has been onboarded to payroll and has payroll payment history: |
When the employee has been onboarded to payroll and has received at least one payroll payment, the following will be true when adding a job:
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When the employee has been onboarded to payroll and has received at least one payroll payment, the following will be true when editing a job:
Editing the effective start date or details of a salary job when the employee has received payments will create a historical record of the job prior to editing and create a new job with the edited details and effective start date. Editing the effective start date of the job will automatically create a historical job with the following:
Editing job details will automatically update the effective start date of the edited job to the date edits were made and create a historical job with the following:
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Automatically-Updated Effective End Dates
Creating New Salary Jobs
When the effective start date of a future salary job is created or updated, the effective end date of the previous salary job is automatically updated to the date before the future salary job's effective start date, preventing gaps between salary jobs.
Editing Existing Salary Jobs
Editing the effective start date or details of a salary job when the employee has received payments will create a historical record of the job prior to editing and create a new job with the edited details and effective start date.
Editing the effective start date of the job will automatically create a historical job with the following:
Details of the unedited job
Unedited effective start date
End date set to the date prior to the new effective start date
Editing job details will automatically update the effective start date of the edited job to the date edits were made and create a historical job with the following:
Details of the unedited job
Unedited effective start date
End date set to the date prior to the date edits were made