Maintain Reference Table Records

The Reference Tables menu contains similar pages. Most reference tables have identical procedures for adding, updating, and deleting records.

Menu Path

From the Human Resources menu, select Reference Tables. From the desired sub-menu, select a reference table.

Page Sections

The following basic page sections are displayed on all reference table pages:

Some table pages include tabs and additional sections.

Add Records

1. Select a reference table page.
2. Click Add new.
3. In the Detail section, enter valid information.

4. After you complete the fields, click Accept or OK.

5. If the information entered is valid, the record is saved, and one of the following occurs, depending on the Continuous option:
   • If the Continuous option is selected (default), a new record opens, and the cursor returns to the Detail section's first field. You can now repeat previous steps to add another record.
   • If the Continuous option is not selected, you return to the section you accessed before the Detail section. The previous record added continues to display in the Detail section.
6. After you finish, Click Back to exit.

Search for Records

Before you update or delete records, you must search for and list the required records. Most pages have a Search button for basic searches and an Advanced button for advanced searches. There are two types of searches:

• Basic Searches
• Advanced Searches

Basic Searches

1. Select a reference table page.
2. In the Search Criteria section, enter the criteria to search for the required records.
3. Click Search or Find to display records matching your criteria.

Advanced Searches

1. Select a reference table page.
2. Click Advanced.

3. Refer to Advanced Search Field Descriptions and select the required search criteria. For example, if you are searching for Deduction records that use a specific deduction method, select Deduction table as the Area, Deduction Method as the Item, and Equals as the Operation.

4. The fourth field has no title and is called the Value field. Your entry depends on the selection in the Operation field.
   • Using the previous example, you would enter P in the fourth field to find records that include the table percentage method. In such cases, you need to know what values are accepted. For example, checkbox fields that are selected have a value of Y (for Yes), and if they are not selected, they have a value of N (for No).
   • The system sometimes provides a list for selecting a specific record, usually from another table. When you select one of these values, the corresponding fields in the searched records must contain this value to retrieve the matching records.
   • If you leave the Value field blank, the system retrieves all records where the corresponding fields are blank.

5. Refer to Advanced Search Grouping and select an option.

   

   You can mix and match operators within and between groups. However, to get the desired results, review the individual statements and the logic between the groups of statements.

6. If you selected End in the Grouping field, proceed to Step 7. If you selected an option other than End, press <Tab> to display a new line of fields, and then repeat steps 3 through 6.
7. Click OK to launch the search and close the Advanced Search page.
   All records matching the advanced search criteria will appear in the page's List section.

The Load and Save buttons allow you to retrieve and save previously-used advanced searches.

Advanced Search Field Descriptions

The Advanced Search Criteria section contains the following fields:

Advanced Search Grouping

The Grouping field contains the following options:

Update Records

1. Select a reference table page.
2. In the Search Criteria section, enter the criteria to search for the required record.
3. Click Search or Find to display records matching your criteria.
4. In the List section, locate the record you want to update. To scroll through the list of records, use the down arrow or vertical scroll bar.
5. Select the record to display its fields in the Detail section.
6. Click Accept or OK.

7. Update the fields as required.

   

   You cannot update the record's first field since it is the record identifier.

8. Click Accept or OK.
9. If the Continuous option is selected, the next record from the List section opens, and the fields are displayed in the Detail section. Repeat Steps 7-8. When you finish updating the required records, click Back to return to the List section.
   or
   If the Continuous option is not selected, you return to the List section. Then, repeat Steps 5-8 to update another record, or click Back to return to the Search Criteria section.

Delete Records

Before deleting a record, ensure it is not in use.

1. Select a reference table page.
2. In the Search Criteria section, enter the criteria to search for the required record.
3. Click Search or Find to display records matching your criteria.
4. In the List section, locate the record you want to delete. To scroll through the list of records, use the down arrow or vertical scroll bar.
5. Select the record to display its fields in the Detail section. Verify if this is the record you intend to delete.
6. Click Delete.
7. Click Yes.

Generate Reports

You can generate reports listing the records present in a table. Generally, you can include all table records or limit the report to records that match specific search criteria.

1. Select a reference table page.
2. In the Search Criteria section, enter criteria to search for the required records and click Search.
   or
   Click the Advanced Search button to perform an advanced search.
3. When the required records are displayed in the List section, click Print.
4. Select the Destination for the report:
   • Select File to save the report in .rpt format. Then, in the File Name field, specify a path and file name.
   • Select Screen to save the report in .pdf format.
   • Select Excel to save the report in .xls format. Next, select the required Excel Options.
5. Click OK.