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Change reasons

Lo Buckley
Updated
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Every time a new record is created for an employee in Job and Pay you will be required to select a reason for the change. Change Reasons enable you to report on employee job and pay changes and provide a historical commentary as to why the job and pay record was created for the employee. 

 

Contents

 

Change reasons

  • Go to the following area:
    • Latest (left-hand) menu: Data Management > Code Tables
    • Pre-2025 (top) menu: System> System Administration > Code Tables
  • From the Group choose Job and Pay and then select the Change Reasons table
  • The screen will display all the existing codes 

Notes: 

  • Starter? indicates whether the reason for the job and pay entry was associated with the employee commencing employment. In the above image the reasons for Re-employed and Starter are both denoted as being Starter? When creating a new employ record and their first job and pay record the change reason is Starter by default. This is set up in the System Wide Defaults tab under (System >) System Configuration > System Settings.
  • Job Change Is used to identify which of the reasons constituted a change in role as opposed to a change taking place within the same role.

 

To create a change reason

  • Click Insert New Record
  • Enter a Code and a Description: eg “hours change” and toggle the Job Change? and Starter? sliders as appropriate
  • Click Update

 

To edit a change reason

  • Click on the Change Reason to be edited and then revise as required
  • Click Update

 

To delete a change reason

  • Click on the Change Reason to be deleted and then click Delete

Note: If a Change Reason has already been “used”, it can't be deleted.  

It may be unwise to edit the name of a Change Reason when it has been “used” as historical reporting will be more difficult and may be less reflective as the change in description will update any records containing this reason.  

Ideally deletions or edits of Change Reasons should be made on initial set up of the system only.

 

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