Employee

This screen displays employees of a customer. The screen consists of these tabs:

· Employee List displays summary information for a group of employees, and allows you to choose an employee to work with.

· Employee Detail displays more information about a specific employee. If you are authorized to do so, you can add or change employee information on this tab.

Note: This screen differs for employees of Private Label customers. That screen is shown in Employee Detail (Private Label).

To access the Employee screen, do one of the following:

· Select a customer on the full-mode Customer screen, and then select Customer -> View Employees from the drop-down menu:

Selecting View Employees from the action list has the same effect.

· Select a card on the Card screen and then select Card -> View Employees from the drop-down menu. Selecting View Employees from the action list has the same effect.

· Select Employee ->Find from the drop-down menu:

This can be slower than the previous two options. You can improve performance by entering search criteria on the Employee List tab to narrow the search results.

Employee List

This tab displays summary information for a specified group of employees:

The Employee List tab contains an action list:

Each action item performs the following function:

Copy – Copies the employee’s information to an Employee Detail tab, where you can modify the editable fields.

Lock – Locks the employee record. You must enter a reason for the action on the Employee Detail tab.

Unlock – Unlocks the employee record and saves the change.

Issue – Generates a 17-digit card number and saves the request. The employee record must be unlocked in order to issue a card number.

Reissue – Reissues the existing card and saves the request. See “Reissuing a Card” in the Card chapter for more information.

Replace – Replaces the existing card and assigns a new card number. See “Replacing a Card” in the Card chapter.

Create PIN – Creates a PIN for the employee. For Plus accounts, the PIN is system-generated.

View Cards – Search for cards associated with the employee on the Card List tab. To view the expiration date for a card, select the card there, and then click on the Card Detail tab.

View Transactions – Search for transactions associated with the selected employee on the Transaction List tab.

If you are on the Employee screen, you can also access these functions via the drop-down menu:

Find and Add are the only employee options available until you are on the Employee screen.

The tab’s data fields are as follows:

DATA FIELD	DESCRIPTION
Customer ID	System-assigned number that uniquely identifies the customer.
Customer ID AS400 (Client Account No for Private Label)	Customer’s ID number on the AS/400. Note: For Private Label customers, this is the client’s account number.
Customer Name	Customer’s name.
Employee Number	Customer-defined employee number.
Employee Name	Customer-defined employee name.
PIN (Driver ID/PIN for Private Label)	Employee’s Personal Identification Number. Note: For Private Label customers, this is the Driver ID.
Locked	Lock status of the card (N = Unlocked; L = Locked). If you have begun a search, you may select a lock status (ALL, LOCKED, or UNLOCKED) from this pulldown.
Department Name	Department to which the employee belongs, if applicable.

The tab’s command button functions are as follows:

BUTTON	DESCRIPTION
Add ([Alt]+A)	Allows authorized users to create a new employee record.
Find ([Alt]+F)	Allows you to search for an employee. See the Getting Started chapter for tips.
Update ([Alt]+U)	Allows authorized users to update an employee record.
Clear ([Alt]+C)	Clears the data fields, but does not unlock the form.
Delete ([Alt]+D)	Not in use at this time.
Save ([Alt]+S)	Saves changes made. You will be asked to confirm the changes.
Exit ([Alt]+X)	Exits the application.

Employee Detail

This tab displays more information about the selected employee:

To view another employee, click the or button (or press [Alt]+P or [Alt]+N, respectively). (See the Getting Started chapter for help).

The tab’s data fields are as follows:

DATA FIELD	DESCRIPTION
Licensee ID	Licensee to which the vehicle belongs (populated).
Licensee Name	Name of the licensee to which the vehicle belongs (populated).
Division ID	ID of the division to which the vehicle belongs (populated if divisions exist).
Division Name	Licensee-defined name assigned to the division (populated if divisions exist).
Customer ID	System-assigned number that uniquely identifies the customer (populated).
Customer ID AS400	Customer’s ID number on the AS/400 (populated).
Customer Name	Customer’s name (populated).

Employee DATA FIELD	DESCRIPTION
Employee Name	Employee’s name, as assigned by the customer.
Last Transaction Date	Date and time of the employee’s last posted transaction.
Employee Number	Customer-defined number of the employee to whom the card is assigned.
Employee PIN	Employee’s PIN (system-assigned).

Bold = Mandatory field

Restrictions DATA FIELD	DESCRIPTION
Restriction Type*	Indicates which of the customer’s vehicles the employee has access to (ALL=All, ONE=One vehicle, or DEP=All vehicles within a particular department).
Vehicle Number	Customer-defined vehicle number (populated).
Vehicle Description	Customer-defined vehicle description (populated according to the Vehicle Number).

Bold = Mandatory field

* = A list of defined values is displayed by clicking the “LIST” button

Note: The fields in the following Reporting Groups section are used only for National Accounts:

Reporting Groups DATA FIELD	DESCRIPTION
Report Level 1	This reflects a level of reports that can be run. This field could contain for a Location or Branch number, for example.
Report Level 2	This reflects a level of reports that can be run. This field could contain for a District number, for example.
Report Level 3	This reflects a level of reports that can be run. This field could contain for a Region number, for example.
Report Level 4	This reflects a level of reports that can be run. This field could contain for a Client Code, for example.

DATA FIELD	DESCRIPTION
Lock Code*	Status of the customer’s account (E=Expired, M=Manually Locked, N=Notify Licensee, O=Over Limit, P=Past Due, R=Restricted, S=System Locked, U=Unlocked).
Department ID*	Department associated with a Vehicle Limit Type of DEP.
Lock Date	Date on which the account was locked (populated).
Sub Department	Sub-department to which the employee is assigned.
Lock Reason*	Reason that the employee was locked (Closed, Destroyed, Lost, Stolen, Terminated, Sold). Mandatory only if the record is locked.
Department Name	Name of the department whose cards the employee can use.

Bold = Mandatory field

* = A list of defined values is displayed by clicking the “LIST” button

Audit DATA FIELD	DESCRIPTION
Created By	User Name of the person who created the employee.
Create Date	Date and time that the employee was created.
Updated By	User Name of the person who last updated the employee.
Updated Date	Date and time that the employee was last updated.

The Employee Detail tab’s command button functions are as follows:

BUTTON	DESCRIPTION
Add ([Alt]+A)	Allows authorized users to create a new employee record.
Find ([Alt]+F)	Allows you to search for an employee.
Update ([Alt]+U)	Allows authorized users to update an employee record.
Clear ([Alt]+C)	Clears the data fields, but does not unlock the form.
Delete ([Alt]+D)	Not in use at this time.
Save ([Alt]+S)	Saves changes made. You will be asked to confirm the changes.
Exit ([Alt]+X)	Exits the application.

Adding an Employee

1. Select Employee -> Add from the drop-down menu:

2. Licensee ID, Licensee Name, Customer ID, Customer Name, and Last Transaction Date fields populate with the current customer’s and employee’s information. Division ID, Division Name, and Customer ID AS400 also populate if applicable. These fields cannot be edited.

3. Employee Name – Enter the employee’s name (mandatory). This is a customer-defined field with a maximum of 30 alphanumeric characters.

Note: If you enter a name that is the same as another employee associated with the same customer, you will receive a warning message. You may either proceed, or slightly alter one of the names (“John S. Smith” or “John Smith2”, for example)

4. Employee Number – Enter the customer-defined employee number (mandatory). The maximum is 10 alphanumeric characters.

5. Employee PIN – FleetNet assigns the PIN after you save the record.

6. Restriction Type – Select a Restriction Type (mandatory). This indicates if the employee can use all vehicles in their company’s fleet (ALL), if the employee is restricted to using a specific vehicle in the fleet (ONE), or if the employee is restricted to using any within a department (DEP).

If you select a limit type of ONE, you will need to select the vehicle using the Vehicle Number field, below.

7. Vehicle Number – Use this field only if you specified Vehicle Limit Type ONE. (This field is mandatory for that Restriction Type.)

Select the Vehicle Number that the employee is to be assigned to. Press [Enter] or [Tab] to populate the Vehicle Description.

8. Report Level 1 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a Location or Branch number, for example.

9. Report Level 2 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a District number, for example.

10. Report Level 3 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a Region number, for example.

11. Report Level 4 – This field, which is used only for National Accounts, reflects a level of reports that can be run. You might enter a Client Code, for example.

12. Lock Code – By default, the Lock Code is U (unlocked). If the employee record needs to be locked, select the applicable lock code. The Lock Date will populate.

13. Lock Reason – If you lock an employee record, you must select a Lock Reason. Press [Enter] or [Tab].

14. Department ID – Select the Department ID to which the employee belongs, if applicable (this field is mandatory if you specified a Limit Type of DEP). The Department Name will populate.

15. Sub Department – Enter the sub-department to which the employee belongs (if any).

16. Click the button (or press [Alt]+S). You will be asked to confirm. Click the button (or press [Alt]+O) to add the employee record.

You can cancel the changes by clicking the button (or pressing [Alt]+C) any time before pressing OK.

Updating an Employee

1. Navigate to the Employee screen in one of the ways described at the beginning of this chapter.

2. Retrieve and select the employee you wish to update.

3. Click the button (or double-click the employee record).

4. Licensee Name, Division ID AS400, Division Name, and Customer ID can only be changed by a system administrator. Licensee ID, Customer ID AS400, PIN, and Last Transaction Date cannot be changed at all.

5. Employee Name – Optionally, change the employee’s name.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

6. Employee Number – Optionally, change the employee’s ID number.

7. Restriction Type – Optionally, change the Restriction Type. This indicates if the employee can use all vehicles in their company’s fleet (ALL), if the employee is restricted to using a specific vehicle in the fleet (ONE), or if the employee is restricted to using any within a department (DEP).

If you select a limit type of ONE, you will need to select the vehicle using the Vehicle Number field, below.

8. Vehicle Number – Optionally, change the vehicle to which the employee is assigned. The Vehicle Description will change accordingly.

This field is mandatory for a Vehicle Limit Type of ONE.

9. Lock Code –If the employee record needs to be locked, select the applicable lock code. The Lock Date field will populate with the current date and time.

10. Lock Reason – If you lock a vehicle, you must select a Lock Reason.

11. Department ID – Optionally, change the Department with which the employee is associated. The Department Name will change accordingly.

This field is mandatory if you specified a Limit Type of DEP.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

12. Sub Department – Optionally, change the sub-department to which the employee belongs (if any).

13. Click the button (or press [Alt]+S). You will be asked to confirm. Click the button (or press [Alt]+O) to save the employee record.

You can cancel the changes by clicking the button (or pressing [Alt]+C) any time before pressing OK.

Employee Detail (Private Label)

This tab displays more information about the selected employee:

To view another employee, click the or button (or press [Alt]+P or [Alt]+N, respectively).

The tab’s data fields are as follows:

DATA FIELD	DESCRIPTION
Licensee ID	Licensee to which the vehicle belongs (populated).
Licensee Name	Name of the licensee to which the vehicle belongs (populated).
Division ID	ID of the division to which the card belongs (populated if divisions exist).
Division Name	Licensee-defined name assigned to the division (populated if divisions exist).
Customer ID	System-assigned number that uniquely identifies the customer (populated).
Client Account No	Client’s account number (populated).
Customer Name	Customer’s name (populated).

Employee DATA FIELD	DESCRIPTION
Employee Name	Employee’s name, as assigned by the customer.
Last Transaction Date	Date and time of the employee’s last posted transaction.
Employee Number	Customer-defined number of the employee to whom the card is assigned.
Driver ID/PIN	Driver’s PIN.

Bold = Mandatory field

Restrictions DATA FIELD	DESCRIPTION
Card Limit Type*	Indicates which of the customer’s cards the employee has access to (ALL, ONE, or DEP = All cards within a particular Department).
Sub #	Unique identifier associated with the card. If you selected a Card Limit Type of ONE, this field populates according to the vehicle you selected (when prompted).
Card Description	Customer-defined card description. If you selected a Card Limit Type of ONE, this field populates according to the vehicle you selected (when prompted).

Bold = Mandatory field

* = A list of defined values is displayed by clicking the “LIST” button

DATA FIELD	DESCRIPTION
Lock Code*	Status of the customer’s account (E=Expired, M=Manually Locked, N=Notify Licensee, O=Over Limit, P=Past Due, R=Restricted, S=System Locked, U=Unlocked).
Department ID	Identifier of the Department associated with a Card Limit Type of DEP (populated).
Lock Date	Date on which the account was locked (populated).
Department No*	Department associated with a Card Limit Type of DEP.
Lock Reason*	Reason that the employee was locked (Closed, Destroyed, Lost, Stolen, Terminated, Sold). Mandatory only if the record is locked.
Department Name	Name of the Department.

Bold = Mandatory field

* = A list of defined values is displayed by clicking the “LIST” button

Audit DATA FIELD	DESCRIPTION
Created By	User Name of the person who created the employee.
Create Date	Date and time that the employee was created.
Updated By	User Name of the person who last updated the employee.
Updated Date	Date and time that the employee was last updated.

The Employee Detail tab’s command button functions are as follows:

BUTTON	DESCRIPTION
Add ([Alt]+A)	Allows authorized users to create a new employee record.
Find ([Alt]+F)	Allows you to search for an employee.
Update ([Alt]+U)	Allows authorized users to update an employee record.
Clear ([Alt]+C)	Clears the data fields, but does not unlock the form.
Delete ([Alt]+D)	Not in use at this time.
Save ([Alt]+S)	Saves changes made. You will be asked to confirm the changes.
Exit ([Alt]+X)	Exits the application.

Adding an Employee (Private Label)

1. Select Employee -> Add from the drop-down menu:

2. Licensee ID, Licensee Name, Customer ID, Customer Name, Client Account No, and Last Transaction Date fields populate with the current customer’s and employee’s information. Division ID and Division Name also populate if applicable. These fields cannot be edited.

3. Employee Name – Enter the employee’s name (mandatory). This is a customer-defined field with a maximum of 30 alphanumeric characters.

4. Employee Number – Enter the customer-defined employee number (mandatory). The maximum is 10 alphanumeric characters.

5. Driver ID/PIN – Enter a 4-digit PIN for the employee (mandatory).

6. Card Limit Type – Select the Card Limit Type (mandatory). This indicates if the employee can use all cards in their company’s fleet (ALL), if the employee is restricted to using a specific card (ONE), or if the employee is restricted to using any card within a Cost Center (DEP).

If you select a limit type of ONE, you will be prompted to select the vehicle. The Sub # (if applicable) and Card Description will populate.

7. Lock Code – By default, the Lock Code is U (unlocked). If the employee record needs to be locked, enter the applicable lock code. The Lock Date field will populate with the current date and time.

8. Department No – If you specified a Card Limit Type of DEP, select the Department Number. The Department ID and Department Name will populate.

This field is mandatory for the Card Limit Type of DEP.

9. Lock Reason – If you lock an employee, you must select a Lock Reason.

10. Click the button (or press [Alt]+S). You will be asked to confirm. Click the button (or press [Alt]+O) to add the employee record.

You can cancel the changes by clicking the button (or pressing [Alt]+C) any time before pressing OK.

Updating an Employee (Private Label)

1. Navigate to the Employee screen in one of the ways described at the beginning of this chapter.

2. Retrieve and select the employee you wish to update.

3. Click the button (or double-click the employee record).

4. Licensee Name, Division Name, and Customer ID can only be changed by a system administrator. Licensee ID, Division ID, Client Account No, and Last Transaction Date cannot be changed at all.

5. Employee Name – Optionally, change the employee’s name.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

6. Employee Number – Optionally, change the employee’s number.

7. Driver ID/PIN – Optionally, change the 4-digit PIN for the employee.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

8. Card Limit Type – Optionally, change the Card Limit Type. This indicates if the employee can use all cards in their company’s fleet (ALL), if the employee is restricted to using a specific card (ONE), or if the employee is restricted to using any within a department (DEP).

If you select a limit type of ONE, you will be prompted to select the vehicle. The Sub # (if applicable) and Card Description will populate.

9. Lock Code –If the employee record needs to be locked, select the applicable lock code. The Lock Date field will populate with the current date and time.

10. Lock Reason – If you lock an employee record, you must select a Lock Reason.

11. Department No – If you specified a Card Limit Type of DEP, you may set or change the department number. The Department ID and Department Name will populate.

This field is mandatory for the Card Limit Type of DEP.

Note: If this customer is on iFleet, this field can only be changed in iFleet.

12. Click the button (or press [Alt]+S). You will be asked to confirm. Click the button (or press [Alt]+O) to save the employee record.

You can cancel the changes by clicking the button (or pressing [Alt]+C) any time before pressing OK.