Setting Up Employee Profiles

This chapter provides an overview of employee profiles and discusses how to:

Set up employee profiles.
Create employee profiles automatically.
Convert employee profiles (if upgrading from a release prior to JD Edwards EnterpriseOne release Xe).

Understanding Employee Profiles

Every employee that uses the JD Edwards EnterpriseOne Expense Management system must have an employee profile set up. The employee profile defines how an employee's expense reports will be processed and reimbursed. The employee profile specifies:

Whether the reports must be approved and by whom.

You can override the option from the group profile to require or not require manager approval, and you can specify the manager.
Whether the expense reports must be audited.
The group profile to which the employee is associated and the overrides for the reimbursement method and currency.
Whether the employee is allowed to enter and submit expense reports for others.

You can authorize the employee to review, enter, and submit expense reports for coworkers. You use an organizational structure to set up a hierarchical relationship between the employee who is authorized to review and enter expense reports for coworkers and the coworkers involved.

Note. You cannot authorize more than one person to review or enter expenses for another. For example, if you authorize Mary Smith to review the expense reports for Bill Jones, you cannot additionally authorize Jane Miller to review expense reports for Bill Jones.
Whether the system pays the employee's credit card directly.

You must set up credit card information for the employee to reimburse the credit card company directly.

You can either set up the employee profile manually using the Employee Profile Entry program (P20103) or run the Employee Profile Batch Creation program (R09E121) to create the profiles automatically. This table lists some of the advantages and disadvantages of both methods:

Employee Profile Creation Method	Advantages	Disadvantages/Limitations
Manual	At the time you enter the employee profile, you can additionally set up: Credit card information. Multiple employee authority. Override for manager approval option that is set up in the group profile. Option to audit expense reports.	You must set up all records individually, which could be time consuming.
Automatic	You can set up multiple records quickly. You can run the program multiple times using different criteria that allows flexible setup.	You must assign these values manually: Credit card information. Multiple employee authority option and designation of employees. Employee's manager. Override from the group profile for manager approval. Option to require audit. If managers are not assigned from the employee master record, you must assign the same manager to all records that are processed, or assign the manager manually.

Employee Profile Creation Method

Advantages

Disadvantages/Limitations

Manual

At the time you enter the employee profile, you can additionally set up:

Credit card information.
Multiple employee authority.
Override for manager approval option that is set up in the group profile.
Option to audit expense reports.

You must set up all records individually, which could be time consuming.

Automatic

You can set up multiple records quickly.

You can run the program multiple times using different criteria that allows flexible setup.

You must assign these values manually:

Credit card information.
Multiple employee authority option and designation of employees.
Employee's manager*.
Override from the group profile for manager approval.
Option to require audit.

*If managers are not assigned from the employee master record, you must assign the same manager to all records that are processed, or assign the manager manually.

The system stores employee profiles in the Employee Profile Definition table (F20103). The system stores credit card information in the Credit Card Information table (F0075).

Creating Employee Profiles Automatically

If you already have address book and employee master records, you can run the Employee Batch Creation program (R09E121) to create the employee profiles for you. You create employee profiles for a specific group profile, business unit, reimbursement method, and reimbursement currency. You use the processing options to define these parameters, and then you use data selection to specify which employees you want to select for those parameters. You can either set up additional versions to run the program with different parameters or change the parameters of the existing version. Depending on the number of group profiles and currency codes that you use, you might have to run the program several times.

When you create employee profiles automatically, you must enter credit card information separately.

Prerequisites

Before you complete the tasks in this section:

Set up an address book record for each employee who will use the JD Edwards EnterpriseOne Expense Management system. You must set up the employee's address book record, and you must enter Y in the Payables Y/N/M field (on the Additional tab) or the employee will not be eligible for reimbursements.

See Updating and Purging Address Book Records.
Set up an address book record for each credit card company that you will reimburse directly for employee expenses.
Set up a supplier record for each employee that will be reimbursed from the JD Edwards EnterpriseOne Accounts Payable system.

See Entering Supplier Master Information.
Set up a supplier record for each credit card company that you will reimburse directly for employee expenses.
Set up employee master records for each employee that will be reimbursed from the JD Edwards EnterpriseOne Payroll system.

See Adding Employee Records One at a Time.

Setting Up Employee Profiles

This section discusses how to:

Set processing options for employee profiles.
Set up employee profile information.
Set up multiple authorities.
Set up credit card information.

Forms Used to Set Up Employee Profiles

Form Name	FormID	Navigation	Usage
Work With Employee Profiles	W20103A	System Setup (G09E41), Employee Profile Entry	Display employee profile records.
Employee Profile Revisions	W20103B	On Work With Employee Profiles, click Add.	Add employee profile information.
Address Parent/Child Revisions	W0150A	On Employee Profile Revisions, select Authority Setup from the Form menu.	Add other employees who can add and submit expense reports for the employee. The Authority Setup Form menu is available only when you activate the Multiple Employee Authority option.
Credit Card Revisions	W09E122B	On Employee Profile, select Credit Cards from the Form menu.	Add credit card information for the employee at the time you set up the employee profile record.
Credit Card Revisions	W09E122B	On Work With Employee Profiles, select Credit Cards from the Row menu.	Add credit card information after you set up the employee profile record.
Work With Credit Cards	W09E122A	System Setup, Employee Credit Cards	Locate credit card information to revise.
Credit Card Revisions	W09E122B	On Work With Credit Cards, select a credit card record.	Add or revise credit card information for the employee.

Setting Processing Options for Employee Profile Entry (P20103)

Processing options enable you to specify the default processing for programs and reports.

Defaults

This processing option specifies whether the system retrieves the value for the source business unit from the Address Book Master table (F0101), the Employee Master Information table (F060116), or the Supplier Master table (F0401).

1. Home Business Unit Source

Specify whether the system assigns the value for the Home Business Unit for the employee profile record based on information from the Address Book Master table (F0101), the Employee Master Information table (F060116), or from the Supplier Master table (F0401). The system uses the business unit in the employee profile as the Charge To business unit in the Expense Entry program (P09E2011). Values are:

Blank or 0: Use the business unit from the employee's address book record.

1: Use the business unit from the employee record.

2: Use the business unit from the employee's supplier record. The system retrieves the business unit from the Default Expense Account field on the G/L Distribution tab of the Supplier Master Revision form. If a default expense account is not set up, the system used the business unit from the employee's address book record.

Manager

This processing option specifies whether you want to manually specify the value for the Manager ID field for the employee profile or use the value in the Supervisor field from the employee's record in the Employee Master Information table (F060116).

1. Use Manager ID from Employee Master

Specify whether the system retrieves the value for the manager ID from the Supervisor field in the Employee Master Information table (F060116) or whether you must enter the value manually. Values are:

Blank: You must enter the manager ID manually.

1: Retrieves the value for the manager ID from the Supervisor field in the Employee Master Information table. If the value of the supervisor changes, the system automatically displays the new value on the Employee Profile. This eliminates the need to perform dual maintenance for this field.

Setting Up Employee Profiles

Access the Employee Profile Revisions form.

Employee Reference Number

Enter an alphanumeric value that you can use as an alternate address book number to identify the employee in the Employee ID field in JD Edwards EnterpriseOne Expense Management system applications.

Source Table Option

Specify whether the system displays this option on the Employee Profile Revisions form based on the setting of the Home Business Unit Source processing option for the Employee Profile Entry program (P20103).

Source Business Unit

Specify whether Displays field on the Employee Profile Revisions form based on the setting of the Home Business Unit Source processing option for the Employee Profile Entry program (P20103).

Based on the source table that you select, the system retrieves the business unit to use as a default value when you enter the expense report.

If you change the value of the source table (using the processing option for Home Business Unit Source), the system automatically displays the new value for this field. To eliminate dual maintenance, the system does not store the business unit in the Employee Profile Definition table (F20103).

Manager ID

Enter the address book number of the employee's manager.

Depending on the setting of the Manager processing option, the system might complete this field automatically with the address book number of the supervisor that is set up in the Employee Master Information table (F060116). Otherwise, enter the address book number of the employee's manager.

Unless you specify an override manager in the Expense Reimbursement Routing Rules program (P09E119), the person identified in this field must approve expense reports for this employee, if approval is required.

Group Profile

Enter a name used to group employees according to reimbursement policy, and reimbursement method, and currency. You can override the reimbursement method and currency at the employee level in the employee profile.

Monitor Employee

Select this option to specify whether an audit is required for every expense report submitted by the employee.

If you select this option, every expense report submitted by this employee will be audited, regardless of the audit rules established for the policy.

Multiple Employee Authority

Select this option to specify that an employee has the authority to enter and review expense reports for other employees.

Select the Form menu for Authority Setup to set up and review the list of employees for whom the person can enter expense reports.

If you clear the Employee Multiple Authority option on the employee profile, the system deletes all associated records for the employee in the Address Organization Structure Master table (F0150). The employee will no longer have authorization to enter expense reports for other employees.

Reimbursement Currency

Specify the currency in which the expense report is reimbursed.

If the reimbursement method is from the JD Edwards EnterpriseOne Accounts Payable system (1, 2 or 3), the system uses the reimbursement currency from the employee profile, if specified. Otherwise, the system uses the reimbursement currency of the group profile assigned to the employee profile.

If the reimbursement method is from the JD Edwards EnterpriseOne Payroll system (4 or 5), the system uses the currency code assigned to the company in which the employee's home business unit resides, regardless of the reimbursement currency assigned to the group profile.

Note. If you enter a value in this field, you are overriding the value that is set up in the group profile.

Reimbursement Method

Enter a user-defined code (09E/RM) that specifies whether to reimburse the employee or the employee's credit card company, and whether the payment should be generated from the JD Edwards EnterpriseOne Accounts Payable system or the JD Edwards EnterpriseOne Payroll system.

Note. If you enter a value in this field, you are overriding the payment method that is specified in the group profile.

Approval Required

Select this option to specify whether an expense report needs to be approved by a person with the appropriate authority before it is processed by the accounting department.

Approval by Exception

Select this option for the manager to approve only those expense reports that have an exception. If the expense report does not have an exception, manager approval is not necessary.

Setting Up Multiple Employee Authority

Access the Address Parent/Child Revisions form.

Begin Eff Date (beginning effective date)

Enter the date on which the address number appears in the structure. The Beginning Effective Date field prevents the address number from occurring in the structure until the beginning effective date is the same as the current date.

If left blank, the address number always occurs in a structure unless there is an ending effective date.

End Eff Date (ending effective date)

Enter the date on which the address book record will cease to exist in the structure.

Setting Up Credit Card Information

Access the Credit Card Revisions form.

Credit Card Number

Enter an account number issued by the credit card company to the cardholder, which appears on the credit card.

Credit Card Type

Enter a user-defined code (09E/PM) that indicates how an employee paid an expense: the name of the credit card, such as VISA, Mastercard, American Express, Discovery, and so on. For example, the employee might have used a credit card, cash, or personal check to pay the expense.

Credit Card AB# (credit card address book number)

Enter the address book number of the credit card company. You must set up and address book record for each credit card company that you reimburse directly.

Credit Card Currency

Specify the currency in which the credit card company is reimbursed.

Creating Employee Profiles Automatically

This section discusses how to:

Create employee profiles automatically.
Set processing options for Employee Batch Creation.

Creating Employee Profiles Automatically

From the Periodic Processing menu (G09E20), select Employee Profile Batch Creation.

Setting Processing Options for Employee Batch Creation (R09E121)

Processing options enable you to specify the default processing for programs and reports.

Defaults

These processing options specify default values for the system to use when it creates employee profile records.

1. Group Profile

Specify the group profile that the system uses when it creates Employee Profile records. The group profile that you specify must exist in the Expense Report Group Profiles table (F20104).

2. Reimbursement Method

Specify the reimbursement method that the system assigns when it creates Employee Profile records. If you leave this processing option blank, the system uses the reimbursement method that is set up in the group profile. Values are:

1: The employee is reimbursed through the JD Edwards EnterpriseOne Accounts Payable system.

2: The employee's credit card company is reimbursed through the JD Edwards EnterpriseOne Accounts Payable System.

3: The employee and the employee's credit card company are reimbursed through the JD Edwards EnterpriseOne Accounts Payable system.

4: The employee is reimbursed through the JD Edwards EnterpriseOne Payroll system.

5: The employee is reimbursed through the JD Edwards EnterpriseOne Payroll system, and the employee's credit card company is reimbursed through the JD Edwards EnterpriseOne Accounts Payable system.

3. Reimbursement Currency

Specify the reimbursement currency that the system uses when it creates the Employee Profile.

If you leave this processing option blank and the reimbursement is through the JD Edwards EnterpriseOne Accounts Payable system (methods 1, 2 or 3),

the system uses the reimbursement currency that is set up in the group profile.

If you leave this processing option blank and the reimbursement is through the JD Edwards EnterpriseOne Payroll system (methods 4 or 5), the system uses the currency code of the company associated with employee's home business unit that is entered on the expense report.

Manager ID

These processing options specify whether the system retrieves the manager ID in the employee profile from the Supervisor field in the Employee Master Information table (F060116) or uses a value that you specify.

1. Validate Employee Master Manager ID (F060116).

Specify whether the system assigns the Manager ID for the employee profile from Employee Master Information table (F060116), or uses the value specified in this processing option (Optional default value for Employee Profile Manager ID). Values are:

Blank: Use the value specified in the processing option for the Manager ID.

1: Retrieve the value from the Supervisor field in the Employee Master Information table (F060116). The system automatically updates the employee profile if the value of the Supervisor changes in the employee record. If the Supervisor field is blank or contains an invalid value, the system does not create an employee profile. In addition, the system generates an error that appears on the exception report.

2. Optional default value for Employee Profile Manager ID (F20103).

Specify the address book number that the system assigns for the Manager ID when it creates the employee profile. If you leave this processing option blank, as well as the previous processing option (Validate Employee Master Manager ID), the system creates the employee profile record without a manager ID. You must update the appropriate field manually before the employee can enter an expense report.

Source Tables

1. Home Business Unit Source

Blank or 0: Use the business unit from the employee's address book record.

1: Use the business unit from the employee record.

Converting Employee Profiles

If you are on a release of the software prior to JD Edwards EnterpriseOne Xe, you must convert employee profile records by running version ZJDE0001 of program R8920103 (Convert F20103 Employee Profile Definitions). When you run this program, the system:

Removes the ALPH (alpha name) field.
Removes the MCU2 (cost center 2) field.
Adds the HMCUSRCE (home business unit source) field.

From the JD Edwards Windows environment, select Batch Versions from the System Administration Tools menu (GH9011).

Employee Reference Number	Enter an alphanumeric value that you can use as an alternate address book number to identify the employee in the Employee ID field in JD Edwards EnterpriseOne Expense Management system applications.
Source Table Option	Specify whether the system displays this option on the Employee Profile Revisions form based on the setting of the Home Business Unit Source processing option for the Employee Profile Entry program (P20103).
Source Business Unit	Specify whether Displays field on the Employee Profile Revisions form based on the setting of the Home Business Unit Source processing option for the Employee Profile Entry program (P20103). Based on the source table that you select, the system retrieves the business unit to use as a default value when you enter the expense report. If you change the value of the source table (using the processing option for Home Business Unit Source), the system automatically displays the new value for this field. To eliminate dual maintenance, the system does not store the business unit in the Employee Profile Definition table (F20103).
Manager ID	Enter the address book number of the employee's manager. Depending on the setting of the Manager processing option, the system might complete this field automatically with the address book number of the supervisor that is set up in the Employee Master Information table (F060116). Otherwise, enter the address book number of the employee's manager. Unless you specify an override manager in the Expense Reimbursement Routing Rules program (P09E119), the person identified in this field must approve expense reports for this employee, if approval is required.
Group Profile	Enter a name used to group employees according to reimbursement policy, and reimbursement method, and currency. You can override the reimbursement method and currency at the employee level in the employee profile.
Monitor Employee	Select this option to specify whether an audit is required for every expense report submitted by the employee. If you select this option, every expense report submitted by this employee will be audited, regardless of the audit rules established for the policy.
Multiple Employee Authority	Select this option to specify that an employee has the authority to enter and review expense reports for other employees. Select the Form menu for Authority Setup to set up and review the list of employees for whom the person can enter expense reports. If you clear the Employee Multiple Authority option on the employee profile, the system deletes all associated records for the employee in the Address Organization Structure Master table (F0150). The employee will no longer have authorization to enter expense reports for other employees.
Reimbursement Currency	Specify the currency in which the expense report is reimbursed. If the reimbursement method is from the JD Edwards EnterpriseOne Accounts Payable system (1, 2 or 3), the system uses the reimbursement currency from the employee profile, if specified. Otherwise, the system uses the reimbursement currency of the group profile assigned to the employee profile. If the reimbursement method is from the JD Edwards EnterpriseOne Payroll system (4 or 5), the system uses the currency code assigned to the company in which the employee's home business unit resides, regardless of the reimbursement currency assigned to the group profile. Note. If you enter a value in this field, you are overriding the value that is set up in the group profile.
Reimbursement Method	Enter a user-defined code (09E/RM) that specifies whether to reimburse the employee or the employee's credit card company, and whether the payment should be generated from the JD Edwards EnterpriseOne Accounts Payable system or the JD Edwards EnterpriseOne Payroll system. Note. If you enter a value in this field, you are overriding the payment method that is specified in the group profile.
Approval Required	Select this option to specify whether an expense report needs to be approved by a person with the appropriate authority before it is processed by the accounting department.
Approval by Exception	Select this option for the manager to approve only those expense reports that have an exception. If the expense report does not have an exception, manager approval is not necessary.

Credit Card Number	Enter an account number issued by the credit card company to the cardholder, which appears on the credit card.
Credit Card Type	Enter a user-defined code (09E/PM) that indicates how an employee paid an expense: the name of the credit card, such as VISA, Mastercard, American Express, Discovery, and so on. For example, the employee might have used a credit card, cash, or personal check to pay the expense.
Credit Card AB# (credit card address book number)	Enter the address book number of the credit card company. You must set up and address book record for each credit card company that you reimburse directly.
Credit Card Currency	Specify the currency in which the credit card company is reimbursed.