Adding an employee

From the employee record sheet, it is possible to modify or replace the bank details. A bank details modification allows you to correct an error when specifying the bank details, the bank details replacement is to be used when a new IBAN or bank details account must be registered and use for the payment.

When the bank details are modified or replaced, it must be validated by the validator from the Web Portal > Manager module > Bank details menu in order to be used.

1

Click on the Bank details tab.

2

Click on then on Modify details or Replace details.

The Modify / Replace bank details window opens.

3

In the New details section specify the fields to modify or replace.

4

Click on OK.

The bank details are modified on the screen. A validation request is sent to the setup validator.

Prerequisite: Taxable powers must be set up (see Fiscal powers).

1

Go to Edit > Additional parameters > Taxable powers authorized (or Vehicles and authorized fiscal powers if the Puissance Fiscale Par Vehicule feature flag is enabled).

The Fiscal powers tab opens.

2

Switch the employee record sheet to the modification mode, then click on to add a taxable power:

• Select the Power from the help list.
• Select the Expense type of the Mileage allowances type from the help list.
• Enter a Deactivation date if necessary. If a date is specified, the employee will not be able to enter expenses if the expense date is after the deactivation date.
• Specify the Registration number of the employee's vehicle (submitted to Puissance Fiscale Par Vehicule feature flag).

3

Save the employee record sheet to take the modifications into account.

You can see the kilometers history of an employee by going to Edit > Additional parameters > Km history by type, vehicle and calendar year from their record sheet.

The screen displays a summary table of the number of kilometers traveled and the amounts refunded depending on the expense type, calendar year, company, and employee's vehicle for completed or validated expense reports.

The Refunded amount column displays for each line the amount of expense reports created and terminated in Akuiteo.

The Imported kilometers and Imported refunded amount columns matches the imported data thanks to the mileage allowances import template. This import is available from Management > Imports then Resources > Mileage allowances.

You can indicate the professional skills of each employee and use them when scheduling or searching for the best-suited employee for a project.

Setting up the skill types

1

Go to Tools > Setup > General setup > Resources and Labor > Skill type.

2

Click on and enter a code, a label and a rank number, then save.

Setting up the skills

1

Go to Tools > Setup > General setup > Resources and Labor > Skills.

2

Click on and specify:

• the type of skill previously set up,
• the rank number in the list,
• a code and a label,
• an employee already allocated if needed,
• additional information,
• a validity end date if this skill should only be valid for a certain period of time, for a specific project for example.

3

Save.

Setting up the skill levels

1

Go to Tools > Setup > General setup > Resources and Labor > Skill level.

2

Click on and specify:

• the type of skill previously set up,
• a code, label and rank number,
• a validity end date,
• a color to quickly spot the skill level in the employee's skills dashboard.

3

Save.

Associating skills with the employee

1

From the employee record sheet, go to Edit > Additional parameters > Skill management.

2

Click on to add the desired skills.

3

Add the skills and the date from which they must be taken into account.

4

Save.

Searching for an employee based on skills

You want to allocate a project to an English-speaking consultant.

To create a user code, go to Edit > Create the corresponding user code.

To modify an employee's code (e.g. to match it with a new last name in order to ensure compatibility with other softwares), go to Edit > Change resource's code.

To create a supplier record sheet associated with the employee record sheet, go to Edit > Create the 'Employee' supplier.

This association is used when entering expense reports.

To associate the employee with an existing employee supplier, go to Edit > Link the corresponding supplier.

This association is required to create expense reports. When creating an expense report, the employee must choose the supplier associated with the expenses.

You can modify elements linked to the status history of multiple employees at the same time.

1

Enable the DMFs 160815 TOOLS RESOURCES MODIFY MULTIPLE RESOURCES and 0615** PROJECTS COST VALUES * (if you want to modify costs).

2

Start a search for employees.

3

In the search results, select the employees to be modified, then click on at the top of the table.

4

In the Modify by batch window, check and provide details about the information you want to modify at once.

5

Modify the date when the modifications will be applied then validate.

All the updated information about the employees record sheets can be found under the Status history tab.

Prerequisite: custom date must be created for the employees (see Custom data).

You can modify the custom data of one or several employees at once.

Prerequisite: a team must be set up beforehand in the Settings Portal > Sales > Services > Teams (see Managing teams).

The counters of leave rights of an employee are managed from the employee record sheet, in Edit > Additional parameters > Follow up permissions acquired regarding to leave.

Managing a leaves counter

1

From the Acquired rights tracking tab of an employee record sheet in modification mode, click on at the top right.

2

In the Description section, fill in the following information:

3

Click on at the top right to add the counter, then save the employee record sheet.

To modify the information of a counter, select the relevant line from the employee record sheet in modification mode, modify the desired values then click on at the top right to save the modifications.

To delete a counter, select the relevant line from the employee record sheet in modification mode then click on at the top right.

Adjusting the rights of a leaves counter

It is possible to modify the leaves counters by adding or removing rights to correct acquired rights. A person from human resources or the administration might have to impact a rights counter, particularly to manage allowances (for example for sick or paternity leaves).

To access the history of the adjustments made on a counter:

• Right-click on the relevant line and click on Show adjustments history.
• Click on the relevant line then on on the right of the Description section.

If a business manager works daily with an assigned assistant, you can indicate that specific link in Akuiteo. For instance, the assistant can be indicated as the main person to contact in case the manager is not available.

To do so, there are 2 steps:

• Setting up via Tools > Setup > General setup > Resources and Labor > Relationship type to indicate the links between employees.
• Creating the link from the record sheet of the main employee (the business manager in this case). The linked employee record sheet (the assistant in this case) will be automatically updated.

An expense report profile enables you to define specific expense types and thresholds per category of employees.

The idea is to set up expense report profiles (e.g. Standard profile, Assistant profile, Associate profile) per category of employees and allocate them to employee record sheets.

To transfer an employee from company A to company B:

You can associate one or multiple business cards with an employee to automatically import the company's business cards statement.

1

Go to Edit > Additional parameters > Business cards.

The Business cards tab opens.

2

Switch the employee record sheet to the modification mode and click on to add a new business card.

3

Fill in the following fields:

To duplicate an existing business card, right-click on the desired card then click on  Duplicate. Select the newly-created card to make necessary modifications, then click on OK.

To delete a business card, right-click on the desired card then click on  Delete, or select the card and click on at the top right of the table.