Date Definitions for Tracking

You can track a variety of dates associated with an applicant or employee. Examples might include driver’s license expiration, nursing license renewal, visa expiration, and multiple hire/termination dates. Even if you do not set up valid date choices, you will still get the additional screen during Applicant data entry. The date tracking screen will be the 3^rd data entry screen during entry or update of an applicant or employee file.

Create 5-character codes to represent different types of dates. Create as many of the 5-character codes as you like. We recommend that you use the first 2 characters to represent the state, and maybe US or FD if you want to track the expiration of a federally issued item. Then use the remaining 3 characters to represent the code. Do NOT use a pound sign (#) as the first character of any date type. The program reserves this for special uses.

Examples: TXDL (Texas drivers license), or FDVSA (federal visa).

When printing the Date Tracking report, using Menu EMPRPT, in the SEARCH library, you may use as few as 1 or up to all 5 characters of the code to select related dates.

HOW TO MAINTAIN THE DATE DEFINITIONS

To begin, on the “PayBill File Maintenance” menu, click [Date Definitions for Tracking].

The screen will display:

Update or List?

If you want to add a new or change an existing date type, key UPDATE and press <enter>.

If you want produce a printout of existing date types, key LIST and press <enter>.

If you keyed LIST, then the system will add a report to your outqueue, and you will return to menu.

If you keyed UPDATE, then the next screen will display:

Company:

Defaults to company 01. If you wish to work with the date types in a different company, key the desired company number.

Date type:

Key a new 5-character code to represent a type of dates, using the rules listed below.

If this date is associated with a federally issued item, use FD or US as the first 2 characters.

If this date is associated with a state, use the state postal code as the first 2 characters to represent the state.

Use the remaining 3 characters to represent the code.

Do NOT use a pound sign (#) as the first character of any date type. The program reserves this symbol for internal purposes.

You may click the button to locate the current date types.

To NOT proceed, click [Exit]. You will be returned to the “PayBill File Maintenance” menu.

To proceed, click [OK].

The screen will display:

Date description:

Key up to 30 characters that describe this date.

Active/Delete Code:

A black dot should display beside ACTIVE. Although unlikely, if you wish to disable this date type, select delete by clicking on the option once (a black dot will appear next to your selection).

If you do NOT wish to add, change or delete this file and wish to try again, click [Close].

OR

If you do NOT wish to add, change or delete this file and wish to return to the menu, click [Exit].

OR

If you click [OK], the date type will be added or changed, and you will return to the Date Type screen for additional entry.

Add or change additional date types. When you have finished and wish to return to the menu, click [Exit].