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Employee Records

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The employee records pertain to all employees within the system. These records will not assist with payroll information, but instead are used to assign customer, warehouse, and delivery route accounts to specific employees. Employees can also be people or companies that you associate with, such as Fed Ex.

The Covers a Route checkbox is for informational purposes, and is useful when writing reports to include routes.

Employees are assigned roles which reflect on their responsibilities in the company and eoStar. Each employee may have multiple roles.

Note:

  • Users can not see mobile device passwords if they only have view access to employee records.
  • Employees who are assigned as managers of other employees may no longer be erased.

How To Create A New Employee Record

Records>Employee>Records
  1. Go to Records>Employee>Records.
  2. Click New on top bar.
  3. Specify record and employee number for employee record. Either select the provided number or create your own.
  4. Add information- First and last name, department, reports to, truck, and warehouse.
  5. See the information below on eoStar Administrator.
  6. Select Management Roles:
    • May Login - this employee may log in to the eoStar backend system.
    • Executive - allows the employee to be set as an Executive in eoTouch Executive.
    • Area Manager – allows the employee to be set as the Area Manager under Records > Customer > Records > Commissions panel.
    • Chain Manager – allows the employee to be set as the Chain Manager under Records > Customer > Chains.
    • Brand Manager – allows the employee to be set as the Brand Manager under Records > Product > Brands.
    • Sales Manager – allows the “permanent” filtering of reports by Sales Managers in the Customers window.
    • Branch Manager – allows the “permanent” filtering of reports by Branch Managers in the Customers window.
    • Account Manager – allows the employee to be set as the Account Manager under Records > Customer > Records > Commissions panel.
    • District Manager – allows the employee to be set as the District Manager under Records > Customer > Records > Commissions panel.
    • Warehouse Manager - turns on warehouse functions for eoMobile.
      • Also makes the person available as the manager on Item Transfers.
    • General Sales Manager – allows the “permanent” filtering of reports by General Sales Managers in the Customers window.
    • On-Premise Manager – allows the “permanent” filtering of reports by On-premise Managers in the Customers window.
    • Off-Premise Manager – allows the “permanent” filtering of reports by Off-premise Managers in the Customers window.
  7. Select Management Roles:
    • Pre-Seller – salesperson who goes onsite to a customer and pre-sells products to them (often has little to no interaction with the customer).
    • Vend Pre-Seller – salesperson who goes onsite to a customer and determines which products need to be filled in a vending machine.
    • Inside Seller – salesperson who calls a customer and takes phone orders.
    • OTC Seller – salesperson who sells products over the counter from the warehouse.
    • Helper – an employee who goes with and assists the driver with deliveries.
    • Driver – the employee who delivers orders – also takes returns and may sell off-truck orders.
      • Must be checked to enable the Vend driver flag.
      • Must have a Truck assigned to them.
    • Vend Driver – the employee who delivers products to vending machines (may sell off-truck or pre-sold vending orders).
    • Supervisor – an employee in charge of other employees – can be sales, delivery, or warehouse.
      • See Supervisor Mode for instructions on activating supervisor mode on mobile devices.
    • Common Carrier – third party companies who deliver orders (used for Pick and Ship Orders).
    • Merchandiser – an employee who stocks products at the customer site (after the driver delivers it) - primarily used by Coke Distributors.
    • Service Tech – an employee who provides service to distributor owned equipment (such as vending machines, coolers, and fountains).
    • Covers a Route – indicates that the employee represents a route (may not be an actual person) and makes the route show in Orders > Route|Employee Dispatch.
      • Must be checked to enable the Dynamic route checkbox.
    • Dynamic Route – these drivers show up as an available route for all presells on the tablet and handheld (they are not locked in to one route / schedule).
    • Keg Route - used in conjunction with the Prefers Keg Routes flag on the Records > Product > Package > Records > Settings panel. If at least one route / truck is marked with the Keg Route flag, then packages flagged with Prefers Keg Routes will be partitioned to these routes / trucks. It will not prevent packages without the Prefers Keg Routes flag from being put on these routes / trucks, but it will prevent the packages with the Prefers Keg Routes flag from being put on routes / trucks that are not flagged as Keg Route.
  8. Click Save on when finished.

Locating Employee Records

To search through employee records, check the Search box located on the left. Either type the name in the Find box, or search through erased employees by checking the Show Erased Only check box.

Additional Record Information

More Panel

The More Panel holds extra information on the employee. For more information, see Employee More Panel.

Additional information that can be added:

  • Handheld passwords
  • Daily start times
  • Additional reporting fields
  • Employee flags

Access Records Panel

This shows the access each employee has in regards to records on the eoStar program. To adjust the access level, slide the slider bar across.

The levels of access are:

  • No access
  • View
  • View, Change
  • View, Change, Add
  • View, Change, Add, Erase

Access levels are also controlled by the departmental access. For more information, see Employee Departments.

Accounts Panel

This shows the accounts handled by the employee by listing the jobs fulfilled by the employee for the customer. The bottom bar lists several boxes to be checked if you are searching for specific information in the accounts.

AR Account Panel

The AR Account panel is used to setup for Cash Discrepancies during the Daily Route Settlement. For more information, see Employee Records AR Account Panel.

Contact Panel

This holds contact information for the employee. Additionally, this panel can be used to store an image of the employee. To add a picture, click the command button Browse, or copy the picture and click the command button Paste.

Customers Panel

This panel displays the name and address of all customers the selected employee services. The employee is assigned to a customer on the Records>Customer>Records Schedule panel.

HH Preorder Panel

HH Preorder Panel

The HH preorder panel automatically pre-populates the request for transfers for the selected products and amounts for off-truck drivers. Off-truck drivers require a certain amount of products to sell during off-truck orders. This panel will make the products that are frequently added to the trucks automatically appear in the transfer requests. To add products to this panel, use the drop down arrow to select the item and type in the amount to pre-order. To change the amounts for specific days, type in the amounts under the day column.

Interfaces Panel

This panel is added with the Beer/Wine Plugin and is used to flag which additional interfaces the delivery data may be exported to. For additional information, see Employee Records Interfaces Panel.

Inventory Sharing

This panel is added with the Cross Dock Plugin and is used to assign a cross-dock source warehouse to a specific route. This will cause the assigned truck to source its products from the selected warehouse without affecting any other route(s) or having to change the truck's assigned warehouse.

  • Cross-Dock Warehouse Override - Select the route's source warehouse.

ION Permission Panel

This panel shows the different ION reports and layouts an employee is allowed to view, and also lets you pick a default layout for them that will automatically load when they enters an ION report.

To create default layout to employees:

  1. Go to the Employee Records ION Permission Panel.
  2. Select the report.
  3. Click the drop down arrow Default for Employee.
  4. Select the layout.

Non-Service Panel

The non-service panel shows all the non-service visits by the selected employee. This panel is added with the Customer Visit Plugin.

Objectives Panel

Added with the Objectives feature, this panel displays all objective information for the selected employee.

  • Check Show Descriptions & Comments to display recorded comments below the objective's detail line.
  • Check Entered By Me to display all objectives created by the selected employee.
  • Check Assigned To Me to display all objectives assigned to the selected employee.
  • Use the key at the bottom to determine if an objective is Not Done, Succeeded, or Failed.

Permissions Panel

This adjusts the level of access each employee has to procedural based processes (such as order entry, purchase entry, etc.) on eoStar. The level of access may be selected by checking the boxes next to the desired permission. For information on each permission, see Permissions Panel - Employee and Employee Departments.

Plugins Panel

The Plugins permissions are additional levels of access the employee may have for any functionality added to the eoStar system through the installation of plugins. For more information, see Plugins Panel - Plugins Permissions.

Presell Items Panel

The presell product set is used to limit the products displaying on a pre-seller's handheld. (Applying a product set to a driver through this panel will NOT limit the product sets displayed on the driver handheld.) Only the products listed in the selected product set will be displayed on the handheld regardless of 'can sell' status. To assign a product set to a preseller, use the drop down arrow.

NOTE: If a user does a search for an item or enters it by using the item number, than it can still be added to the order. The only way to restrict the item from being entered onto an order is to do one of the following:

  • Remove the can sell flag
  • Use permits
  • Use Strong beer flag
  • Use Territories
  • Use Allocations
  • Use Black Lists
  • Use Authorized item list
  • Use the private label flag

Route Analyzer Panel

This panel lists the actual activities of the selected employee including the delivery times, order type, or items in an order. For more information, see Employee Records Route Analyzer Panel.

Sales Panel

This panel shows the summary of retail sales of the employee for the month. This is only an available option for the employee roles of Pre-seller, Tel-seller, and Over-the-counter seller. For more information, see Sales Analyzer.

Schedule Panel

This panel lists the schedule for the selected employee for the selected day. To select a day, use the radio buttons at the top of the panel. A map is viewable by checking the checkbox Show Map. For more information, see Employee Records Schedule Panel.

Surveys Panel

The survey panel will show the responses for the surveys that were given the selected employee. For more information, see Customer and Employee Survey Panels.

Reports Panel

This segment shows any reports related to the Employee. The selected report can be changed under the Report segment at the bottom and by the time period. The reports shown here can be sent to both the printer and excel. For more information, see Reports Panel.

eoStar Administrator Flag

An employee can be flagged as an administrator, which gives that employee every permission and access to all records within eoStar.

  • Only an administrator can flag another employee as an administrator.
  • You cannot remove the administrator flag from yourself.

This feature offers a significant benefit over the old eoStar Administrator feature, as the actions of the employee within eoStar can be tracked much more easily than those of the generic eoStar Administrator.

  • Functional Area: Admin
  • Roles Impacted: Admin Users

Once at least one employee is flagged as an administrator, the old eoStar Administrator will be hidden from the login screen. Only members of Rutherford & Associates / eoStar Support will be able to log in as the eoStar Administrator after this time, so you will know that any activity logged as "eoStar Admin" was performed by Support.

Flagging an Employee as an eoStar Administrator

  1. Go to Records > Employee > Records.
  2. Select the employee who you want to flag as an administrator.
  3. Check the Is eoStar Administrator box.
    EoStarAdministrator2.jpg
  4. Click Post.

Setting up Warehouse Filtering

Warehouse filtering can be set up on an Employee record. This filtering prevents employees from performing tasks in eoStar in warehouses or related to warehouses to which they are not assigned.

  1. Go to Records > Employee > Records.
  2. Select an Employee.
  3. Check the This warehouse only box.
    EmployeeWarehouseFiltering1.png
  4. Click Post.

Areas of eoStar Affected by Warehouse Filtering

Customers

The employee is limited to viewing customers at their assigned warehouse. The Show all warehouses checkbox is hidden and the setting is unchecked.

The following panels on the Customer Record are also affected:

  • Assignments panel - restrict 'Bill-to' to Customers at the logged in employee's assigned warehouse
  • Beverage panel - the Delivery Route and Sales Route are limited to Routes from the logged in employee's warehouse
  • Commissions panel - all fields are restricted to employees from the logged in employee's warehouse
  • Schedule panel - when adding or editing an employee, the employees are limited to those from the logged in employee's warehouse
  • SRS panel - primary/secondary employees are limited to those from the logged in employee's warehouse
  • Vend Commissions panel - The customer and "Vend Commisions Payable" field are limited to customers from the logged in employee's warehouse

Inventory

The following screens are limited to the logged in employee's warehouse:

  • Inventory > New Purchase
  • Inventory > Product Transfer
  • Inventory > Write-off inventory
  • Inventory > Enter repacks
  • Inventory > Build kits
  • Inventory > Equipment Transfer

This is based on the following parameters:

  • Source - Limit the warehouse, drop point, and truck to only list record(s) belonging to the logged in employee’s warehouse
  • Destination (if relevant)- Allow any warehouse or drop point to be selected; limit trucks to records that are assigned to the logged in employee’s warehouse

Orders

The Order Entry screens are limited to the logged in employee's warehouse: Presell, Telsell, Hot Shot, OTC, Off-Truck, etc. This is based on the following parameters:

  • Limit to customers, pre-sellers, drivers, and warehouse/truck (sold from field) belonging to the logged in employee's warehouse

Orders to Loads

Both Orders > OTL > Commit Orders and Orders > OTL > Generate Transfers are limited to the logged in employee's warehouse. This is based on the following parameter:

  • Limit the Warehouse to the logged in employee’s warehouse

Daily Route Settlement

Both Orders > Daily Route Settlement and Orders > Hot Shot Settlement are limited to the logged in employee's warehouse. This is based on the following parameters:

  • Limit the load route data to trucks, delivered by, driver's helper, and secondary helper belonging to the logged in employee's warehouse
  • After starting settlement:
    • Employees cannot pull orders from another warehouse
    • Employees cannot create an order or payment for customers from another warehouse
    • Employees cannot create a load out or load in from or to a warehouse other than their assigned warehouse

Trackers

Order tracker, Transfer tracker, and Purchase tracker are limited to the logged in employee's warehouse. This is based on the following parameters:

  • Each tracker has filters limited to the Warehouse or related records belonging to the logged in employee's warehouse
  • Additionally, the loaded data must be filtered to only transactions either to or from the logged in employee’s warehouse
    • Orders from the employee’s warehouse or a truck belonging to the employee’s warehouse
    • Transfers to or from the employee’s warehouse, a drop point belonging to the warehouse, or a truck belonging to the warehouse
    • Purchases to the employee’s warehouse
    • For Find purchase, Find transfer, and Find order, if a searched for transaction belongs to another warehouse, eoStar does not allow the employee to open it
    • If an employee clicks on a hyperlink that would open a transaction for another warehouse, the transaction will not load and and they will be presented with a message box indicating that they cannot access that transaction

Bank Accounts

The AR > Bank > Bank Accounts screen is limited to the logged in employee's warehouse. This is based on the following parameter:

  • Limit to bank accounts associated with a null warehouse or the logged in employee's warehouse

Bank Deposits

The AR > Bank Deposits > Create New Bank Deposit and AR > Create Bank Deposits screens are limited to the logged in employee's warehouse. This is based on the following parameter:

Old Interface

  • Limit the Use checkbook from warehouse menu to the logged in employee's warehouse.
  • Limit the transactions displayed to the logged in employee's warehouse.

New Interface

  • Limit the Warehouse Selector to the logged in employee's warehouse.
  • Limit the Deposit Details Warehouse menu to the logged in employee's warehouse.

Manage Hold Codes

The AR > Manage Hold Codes screen is limited to the logged in employee's warehouse. This is based on the following parameter:

  • Limit to customers belonging to the logged in employee’s warehouse

AR Adjustments

The AR > Adjustments screen is limited to the logged in employee's warehouse. The logged in employee cannot select Show data for all warehouses.

Payment Central

The AR > Payment Central screen is limited to the logged in employee's warehouse. This is based on the following parameters:

  • Limit to customers belonging to the logged in employee’s warehouse
  • After changing New payment to Apply prior payments and credits the Add all customers with credits hyperlink can only find customers from the logged in employee’s warehouse
  • After tapping Batch info at the top:
    • The bank account is limited to Bank accounts with a null warehouse or the logged in employee's warehouse
    • Entered by is limited to the logged in employee's warehouse
    • Customers are limited to the logged in employee's warehouse

WMS Locations

The WMS > Locations screen is limited to the logged in employee's warehouse. This is based on the following parameters:

  • Limit the Warehouse to the logged in employee’s warehouse
  • Limit the Warehouse area to Warehouse areas for the logged in employee’s warehouse

Warehouses, Warehouse Areas, and Trucks

Warehouses, Warehouse Areas, and Trucks are limited to the logged in employee's warehouse. This is based on the following parameters:

  • Limit the listed records to those for the logged in employee’s warehouse
  • Limit warehouse selection to the logged in employee’s warehouse

ION Reports

  • ION Reports with a warehouse selector limit the warehouse selector to the logged in employee’s warehouse
  • ION Reports with a customer selector limit the customer selector to the logged in employee's warehouse

Print Report

The Reporting > Print Report screen is limited to the logged in employee's warehouse. This is based on the following parameters:

  • Reports that take an Order #, Transfer #, or Purchase # first ensure that the transaction is from the logged in employee's warehouse
  • Reports that take any filter (such as Customer, Warehouse, etc.) filter appropriately for the logged in employee's warehouse

Active Directory

Rutherford has added integration of Microsoft’s Active Directory to eoStar. Active Directory (AD) is a network directory service that allows for centralized management of User and Computer accounts. One of the major features of AD is single sign-on (SSO) which allows an application to use the signed-in user's AD information to gain access to other network resources.

Our eoStar client now supports SSO, which will bypass Rutherford’s built-in authentication mechanism in favor of AD.

One key benefit of this integration is to provide a single point of management when terminating employee access. In the past, an Administrator would need to access each solution the user had access to in order to terminate that access. Now, when eoStar is integrated with AD, a Domain Administrator can disable the User's AD account, and with one step, further logins to eoStar are prevented.

A hybrid Active Directory / eoStar login option is also supported. Some users can have Active Directory logins, while others may still be required to login using eoStar credentials if desired. This may be ideal in the case of warehouse personnel, for example, who share computers and who do not have access to Active Directory.

Active Directory can also be used by customers who do not have a domain, such as cloud customers, to provide a more secure login experience. In this case, you can simply enter a username in the "Login" panel, without a domain. The user will be required to enter a login and a password to get into eoStar, which is more secure than just entering a password each time they login.

  • Functional Area: Admin
  • Roles Impacted: Admin Users

Setting Up Active Directory in eoStar

  1. Go to Records > Employee > Records.
  2. Select the employee for whom you want to set up Active Directory.
  3. Go to the Login panel.
    ActiveDirectory1.jpg
  4. Enter the employee's username.
    • Note: The domain name may be used, so the username may be domain\username.
    • Note: The username is NOT the eoStar name. It is most likely the employee's login name on the computer or at the company.
  5. Employees using Active Directory for logging in to eoStar must have the May Login checkbox checked on the main panel of Records > Employee > Records.
  6. Click Post.

Changing Users in eoStar When Active Directory is in Use

It is possible to change users in eoStar when Active Directory is in use. For example, a user with administrative permissions might need to grant another user access to a feature.

  • You will go to File > Employee Login as you always have.
  • Only users who do not have Active Directory logins will appear in the eoStar login list.

eoStar Login

  1. Select the eoStar Login radio button.
    ActiveDirectory4.jpg
  2. Select the Username from the list.
  3. Enter the password.
  4. Click Login.

Active Directory Login

  1. Select the Active Directory Login radio button.
    ActiveDirectory5.jpg
  2. If a Domain is used, a Domain dropdown box will appear. Select the domain (if relevant).
  3. Enter the Username.
  4. Enter the password.
  5. Click Login.