This file maintains a list of all your sales representatives and employees. You should have one record in here for each sales representative plus one for each program user. Each person who logs in to this program should have their own employee ID.
You should probably also have a HOUSE record for sales not linked to any one salesperson. Simple Accounting requires you to enter a valid employee ID from this file when entering orders and the system maintains the Employee ID for each invoice. This allows you to track sales performance for any period and any range of items sold.
A Word About Sales Commissions
Simple Accounting can also display commissions due each employee for any period of time, whether you pay commissions on a cash or accrual basis. This calculation can be based on a percentage you have entered in this file, or based on a percentage assigned to each individual type of item sold. Reports can be generated in the Forms Management or Sales Order sections of the program to accommodate all of these options.
Simple Accounting is not a payroll system. It provides no mechanism for calculating taxes, deductions, or tracking payments to employees.
You may not delete employees for whom there are transactions in sales history or accounts receivable. You also cannot delete the employee designated as the Default Employee ID in Setup Global Options. If you wish to delete the employee currently assigned to the default Employee ID, you must first select a new default Employee ID there and save your changes before deleting the employee from FILES|Representatives.
Special Buttons
[Contacts]  |
This button lets you view all contacts assigned to this employee, displayed in name order. Each new contact added is automatically assigned this employee’s Employee ID. |
[Reminders]  |
This key allows you to view all reminder activities pending for the selected Employee ID.
Both these above buttons are only available for your Employee ID if you have EMPLOYEE LOG-IN REQUIRED enabled in Setup Global Options. |
| [Print] | Print a list of sales people and employees, or a single label or an envelope for the selected record. |
Fields
| NAME | The full name of the Employee. |
| TITLE | The Employees title as it will appear in contact activities and form letters. |
| ID | The unique eight-character code used to identify the employee. |
| NICKNAME | A field used to identify the employee in addressing form letters and when faxing notes. For example, you might use Jim for ‘James’ or Barb for ‘Barbara.’ |
| ADDRESS | The home address of the employee. |
| STATE | The State of this Employee’s home Address. |
| POSTAL CODE | There is room for a ten-digit code. Note, however that the lookup database only functions on five-digit United States Zip Codes. |
| PHONE | The Employee’s work phone number (if available). |
| FAX | The Employee’s fax number (if available). |
| HOME # | The Employee’s home, pager or #800 number (if available). |
| INTERNET | The Employees Internet address.
Right clicking on this field will launch your web browser and take you to this web site. |
| The Employees e-mail address. | |
| S.S. # | The Employee’s Social Security Number |
| COMMISSION % | The default percentage of Commissions due on each item sold that is payable to the Employee. You can use this field to generate reports based on each employee’s sales in the FM HISTORY section of this module. The report will automatically include the calculated commission due for each item based on this percentage. Leave this field blank if you do not calculate commissions in this manner. |
| COMMISSION #2 % | The commission percentage paid if this employee is the Secondary Employee ID on a sales order (This is only active if your Commission Method is set to Employee in SETUP|Sales & A/R Options). The commission displayed will be this percentage of the calculated profit. |
| COMMISSION TABLE ID | Used to set a default Commission Table for all orders assigned to this. You may Ignore this field unless your company is configured to calculate commissions using Commission Tables. |
| CATEGORY #1 | This field lets you group like sales persons together on reports. You could use this, for example, to generate reports based on sales of a particular category of salesman in INVENTORY|Product History. |
| CATEGORY #2 | Similar to CATEGORY #1, but enables you to further classify Employees or Representatives. |
| NON-EDITING FIELDS | |
| MTD SALES | The total sales of goods from Invoices assigned with this Employee ID since the last Period Update |
| YTD SALES | The total sales of goods from Invoices assigned with this Employee ID since the last Year-end Close. |
| LAST MONTH TOTAL SALES | The total sales of goods for this employee from the prior month. |
| LAST YEAR TOTAL SALES | The total sales of goods for this employee from the prior year. |
| LAST SALE DATE | The date of the last invoice generated with this Employee ID. |
