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Locations code table

Jee Lim
Updated
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The Locations code table is used to record the details relating to all the offices/sites an organisation may have.

 

Contents

 

Locations code table

  • Go to the following area:
    • Latest menu: Data Management > Code Tables
    • Pre 2025 menu: System > System Administration > Code Tables
  • From the Group choose Job and Pay and then select the Locations table
  • The screen will display all the existing codes

codetable1.png

 

To create a Location

  • Click Insert New Record
  • Enter a Code and a Location and complete the remainder of the address details. The address information held here may, if required, be used in the generation of mail merge letters
  • The Public Holiday Type list is populated by the Public Holiday code table
  • The Country list is populated by the Countries code table
  • Click Update
Note: The association of a public holiday type with a location ensures that when an employee books leave for a period encompassing a public holiday the duration calculation can accommodate for the public holiday as to whether it should or should not be deducted from the annual leave entitlement. Please see linked guide above for more details.

 

To delete a Location

  • Click on the Location to be deleted and then click Delete
Note: If a Location has already been “used”, it can not be deleted. It may be unwise to edit the name of a Location when it has been “used” as historical reporting will be inaccurate.
Note: It may be a useful idea to create a Location code of “Homeworker” for example and then leave the address information blank. This would facilitate reporting on any employee that works from home simply by selecting and reporting on a subset of records from that location.

 

Organisational Unit 1

The Locations code table is selectable when creating your organisation units – level 1

  • Go to (System >) System Configuration > System Settings
  • Click on the Organisation Groupings tab
  • The screen will display the organisation groupings that have been created for your organisation

codetable3.png

Note: For more information on Organisation Groupings see the linked guide.
  • In the above illustration the designated name for Organisational Unit Name 1 is “Department”
  • This represents the smallest grouping of employees for your organisation and may vary from the above
  • The designated name forms the naming of the code table for the smallest grouping as shown in the next section

 

Organisational Unit 1 code table

  • Go to the following area:
    • Latest menu: Data Management > Code Tables
    • Pre 2025 menu: System > System Administration > Code Tables
  • From the Group of Job and Pay you will see there is a table called Department which is picked up from the the previous section
  • Click on the name of one of the organisation units
  • You will see within the information held there is the ability to select the Location

Note: When an employee is put into a job and the associated “Department” the Location will automatically be populated according to what is set up in the code table. This will form the default but can be changed on an employee job and pay record basis as required.

Please see the Org Unit 1 Code Table  guide for mode details.

 

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