Use this tab to define the format of the unique employee reference and the unique transaction reference.
Employee Reference
Generate
An employee reference must be unique.
When you select this check box, the employee reference is generated by the software. To create a reference for a new employee, the software increments the reference used to create the last employee, to ensure that a duplicate reference is not created.
If you choose to create your own employee references, the software checks the new employee reference does not already exist before saving the record.
Note: When you want to use your own employee references, when you migrate data, or when you import HR record data into the software by using the Authorisation Centre Workbench, you should clear this check box before you import the data. After you finish importing data, for normal day-to-day running of the system, you select this check box to enable the system to automatically allocate employee references.
Next
If the Generate check box is selected, the number in this field is used as the employee reference for the next employee record you create.
Maximum length
This field defines the maximum length of the employee reference. The length can be a number between 1 and 10. If this field is empty, the default is 10.
Right Justify
This option affects the sort order of records sorted by the employee reference.
When the employee reference is right-justified, the numeric sequence is maintained by using the padding character.
Using the references 1, 2, 4, 7, 10, 11, 30 as an example, references saved in right-justified format with a padding character of 0 are sorted as follows:
0000000001
0000000002
0000000004
0000000007
0000000010
0000000011
0000000030
Records not saved in a right-justified format are sorted as follows:
1
10
11
2
30
4
7
Padding character
If the employee reference is right-justified and shorter than the maximum length, the padding character is added to the left of the employee reference until it meets the maximum length.
For example, if the maximum length is 10, 100 is saved as 0000000100 and EMP100 is saved as 0000EMP100.
System References
Unique Transaction
Every action that the software performs is assigned a unique transaction reference, which is stored in the database to uniquely identify the activity.
The unique transaction number is incremented after every record that is saved in the database.
Do not reduce the value of the transaction number because it could result in an incorrect audit trail.
Note
The value of this field is incremented each time a note is created.
Do not reduce the value of the transaction number — it could result in duplicate data.
Address
The value of this field is incremented each time an address is created.
Do not reduce the value of the transaction number — it could result in duplicate data.
Associated Data
The value of this field is incremented each time user-defined data is created.
Do not reduce the value of the transaction number — it could result in duplicate data.
Training Event Reference
The value of this field is incremented each time user-defined data is created.
Do not reduce the value of the transaction number — it could result in duplicate data.
OR Manually Enter
Select this check box to manually assign a training event reference, rather than allow the system to generate a reference for you. This reference must be unique.