| Oracle® Retail Xstore Point of Service Manager's Guide Release 18.0 F12255-02 |
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| Oracle® Retail Xstore Point of Service Manager's Guide Release 18.0 F12255-02 |
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Oracle Retail Xstore Point-of-Service maintains various kinds of information about store associates. Associates who have the proper security privileges may add, view, update, terminate, and void an employee record. The employee maintenance screen is organized into five categories, each one accessible by selecting an on-screen tab. The tabs are named General, Human Resources (HR), Security, Fingerprint, and Comment. The Employee Maintenance Menu also provides additional functions including an Employee Productivity Report, the ability to borrow an employee from another store in the organization, and an employee payroll advance function.
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Note: Because each Oracle Retail Xstore Point-of-Service menu is configurable, the button functions and the menu options on your system may appear in a different order or have different text than the examples shown in this manual. |
This chapter contains the following sections:
After logging in to the Back Office (see Accessing the Back Office), select the Employee Maintenance and Payroll option and press Enter.
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Tip: Access a menu option with a single keystroke. Just press the keyboard number or letter associated with any menu option to use that function. |
At the Employee Maintenance and Payroll menu, select one of the options and press Enter.
The following options are available:
Employee Maintenance - Select this option to maintain employee records. Refer to Maintaining Employee Information.
Time and Attendance - Select this option to maintain employee timecard and payroll information. Refer to Payroll and Timecard Maintenance.
Employee Scheduling Maintenance - Select this option to create and edit employees' work schedules and manage employees' time off. Refer to Employee Scheduling.
Task Maintenance - Select this option to create and maintain employee tasks. Refer to Message Maintenance and Task Management.
Message Maintenance - Select this option to create and maintain employee messages. Refer to Message Maintenance and Task Management.
When the Employee Maintenance menu displays, select the Employee Maintenance option and press Enter.
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Note: You can also press the number associated with the menu option on the keyboard to access the maintenance function. |
Note: The following options are also available here:
Employee Borrow - Select this option to borrow an associate from another store to work in your store for a specific and limited period of time. Refer to Borrow Employee.
Employee Productivity Report - Select this option to run the Employee Productivity Report. Refer to Employee Productivity Report and the Oracle Retail Xstore Point-of- Service Reports Guide for more information.
Associate Advance - Select this option to provide payment in advance of an employee's scheduled payday. Refer to Associate Advance.
Oracle Retail Xstore Point-of-Service displays the Employee Lookup form, prompting for employee information.
Enter the criteria you want to use for finding an employee record and select Process.
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Note: If you enter an Employee ID, Oracle Retail Xstore Point-of-Service may immediately display that employee's record if the ID exists and if it is unique. |
If you enter search criteria that results in more than one record being found or your system is set up to always display a list, you must select the record you want from the list.
Choose one of these options:
Back – Returns to the Employee Lookup form.
Select & View – Opens the selected employee record for viewing, editing, or printing.
New – Displays a form for adding a new employee record to the employee database.
An employee record always opens in a view-only mode and cannot be edited unless you change to the editing mode. After an employee record displays, you can navigate between the tab sections using the Previous Tab and Next Tab options to select any of them. Refer to Employee Maintenance Tabs Overview for screen images and more detail about the information found on each tab.
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Note: When a screen or field is grayed out, it cannot be edited until you change to the editing mode. The edit functions are controlled by security and may not be available to all users. |
After viewing an employee record you may decide that some of the information must be changed, or you may want to enter additional information in some fields. You must enter the editing mode to make any changes to the record.
With the employee record displayed, select the Edit Employee option to go into an editing mode. The fields are no longer grayed out.
Use the Next Tab and Previous Tab menu options to navigate to the tab you want.
To make changes to any of the fields, select the field you want to change, and replace the old entry by typing over it with the new information.
Any fields that require entries are marked with a red triangle in the upper left corner of the field.
Any fields that have lists attached display a down arrow on the right side of the field.
Save any changes you made before exiting from the Employee Maintenance screen.
Select the Save Changes option to keep your changes. If you decide not to keep the changes you made, select the Undo Changes option.
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Note: If you select Undo Changes you are prompted to confirm that you want to exit edit mode without saving any changes that you made. When the prompt ”Are you sure you want to lose changes?” displays, and you select Yes, your changes are discarded. |
This option allows you to change a password for an employee. Passwords for new employees are created when a new employee's record is added to the database. You must have security privileges in the system to change a password.
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Note: This option allows you to change a password for an employee. Passwords for new employees are created when a new employee's record is added to the database. You must have security privileges in the system to change a password. |
Open the employee record for the user whose password you want to change.
Select the Change Password option.
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Note: You may also change a password from both the Register Login screen and the Back Office Login screen see Changing Your Password. |
Oracle Retail Xstore Point-of-Service may prompt to verify your identity. If prompted, enter your own employee ID and password to verify that you have security privileges to change an employee's password. If you enter this information incorrectly, the system displays the message ”The password entered was incorrect.” Select OK to continue and reenter the information.
Oracle Retail Xstore Point-of-Service prompts you to enter a new password for the employee. Type the new password for the employee and retype the same new password on the line below to confirm it.
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Tip: Passwords may be case sensitive, so notice whether the Caps Lock key is on or off when you enter and confirm the new password. |
Select Process to verify the new password. If the system accepts the password, a confirmation message indicates that the password was changed.
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Note: The system may enforce certain rules regarding passwords such as the minimum number of characters required or whether you can reuse an old password. If the new password does not meet the requirements, the system displays a message. If prompted, follow the instructions to correct any errors. |
This configurable function allows your associates to reset their own password after answering several questions. Your store may not have this option available.
To establish password challenge questions:
Open the employee record for the user whose challenge questions you want to maintain.
Select the Password Challenge Questions menu option.
Select a Challenge Question from the drop-down menu and type the answer in the Challenge question answer field.
Select Next Question.
Repeat steps 3-4 until the confirmation prompt displays. Press Enter.
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Note: The number of challenge questions is configured by your store, up to ten. |
If you use a biometric device for employee ID verification, use the Fingerprint tab to enroll the employee's fingerprints.
With the employee record displayed, select the Fingerprint tab. Use the Previous Tab and Next Tab menu options to navigate from one tab to another.
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Note: The first screen that displays depends upon the current view mode:
You must select Edit Employee to enter into edit mode.
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If you are in view-only mode, the Fingerprint Enrollment Status screen displays the employee's current fingerprint enrollment status in the Finger Selected panel of the screen.
In the following example, the employee has no fingerprint records on file (currently Enrolled Count=0).
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Tip: On the hand image, a green finger represents the finger selected for enrollment. A blue finger indicates the finger has already been enrolled in the system. |
Select the Edit Employee menu option to begin the enrollment process.
By default, the system prompts to enroll the right index finger. To choose a different finger to enroll, select the Select Different Finger menu option and select a finger from the Fingerprint Enrollment list.
In edit mode, begin the fingerprint scan by following the on-screen prompts.
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Note: Selecting the Save Changes menu option at the Fingerprint Scans screen (Figure 4-14) returns to the Fingerprint Enrollment Status screen (Figure 4-12).For example, if you change your mind and want to select a different finger for enrollment, select Save Changes to return to the Fingerprint Enrollment Status screen where you can select a different finger. See step 3. |
Instruct the employee to place a finger on the biometric device. This process must be repeated 4 times to enroll the finger. An image of the fingerprint is shown in the Fingerprints Scans panel during the enrollment process.
When the scan is complete, the system returns to the Fingerprint Scans screen where the employee can enroll another finger or you can select Save Changes to complete the employee fingerprint enrollment process.
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Note: To remove an employee's fingerprint record from the system, select the Clear Fingerprints option from the menu. When prompted for confirmation, select Yes. This removes the entire fingerprint record (all fingers).To choose a different finger to enroll, select the Select Different Finger menu option and select a finger from the Fingerprint Enrollment list. |
Oracle Retail Xstore Point-of-Service allows you to add a text comment to an employee's record. The comment can be viewed on the Comment tab window and printed.
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Important: If you are creating a new employee record, select Save Changes first and then open the Comment Tab to create a comment. |
Select the Comment tab.
Select the Add Comment option. Oracle Retail Xstore Point-of-Service displays a text form where you can enter a comment.
Select OK to save the comment with the employee's record.
Although some employee records may be downloaded from the home office automatically, you may need to create a new employee record at the store level.
You must first log in to the Employee Maintenance Menu. Refer to Accessing Back Office Employee Maintenance Functions.
Check to see if the employee record already exists by entering the new associate's name in the Employee Lookup form.
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Tip: You may search by partial names if needed. |
Select Process to continue.
If your search for an employee name did not return a valid employee record, the system displays the message shown below. Select the New option to create a new employee record.
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Note: After you finish adding the new employee and you have saved the new record, you can add an additional new employee record by selecting the New Employee option from the Employee Maintenance screen. |
The system prompts you to create a password for the new associate by entering and confirming it in the New Password form.
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Note: The system may enforce certain rules regarding passwords such as the minimum number of characters required, or whether you can reuse a previous password. |
Select Process to continue. Oracle Retail Xstore Point-of-Service displays a blank form with the five tab sections.
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Note: Any information you entered in the fields on the Employee Lookup form automatically populates the associated fields on the Employee Maintenance General tab. |
Enter the new employee's information on the appropriate tabs. For more details about the type of information on each tab, refer to Employee Maintenance Tabs Overview.
After completing all of the data entry, select Save Changes to store the new employee record in the database.
The employee Status field specifies whether an employee is considered to be actively employed or terminated. The Status field is found on the Human Resources (HR) tab of the employee record.
Open the record of the employee that you want to terminate.
Navigate to the Human Resources (HR) tab; the system displays the HR information.
Select Edit Employee.
Select the drop-down arrow on the Status field to list the available options.
Select the Terminated option from the list.
The Termination Date field is now a required entry as indicated by the red triangle in the field. Enter the employee's termination date.
Select the Save Changes option to complete the termination process. The employee's record is now marked as voided (terminated). The employee's security privileges are also terminated.
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Tip: The employee record is still in the system and can be viewed by selecting Yes in the Terminated field on the Employee Lookup form. |
There are five tabs on the Employee Maintenance window. This section shows the five tabbed sections, gives a brief description, and shows the menu options available for each tab.
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Note: Because the fields on the Employee Maintenance screens are configurable, your screens may differ from the screens shown here. |
General Tab - Displays employee name, address, contact and personal information.
General employee information can include any combination of the following fields, any of which can be configured to require an entry:
Table 4-1 Employee Maintenance - Fields General Tab
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Employee Name & Address Information |
Name prefix (Mr., Ms., Dr., and so on) |
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First name, Middle name/initial, Last name |
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Name suffix (Jr., Sr., III, and so on) |
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Address |
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City |
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State/Province |
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Zip/Postal Code (system will populate the city and State based on the entered zip code) |
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Country (defaults to the country in which the store is located, but can be changed) |
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Email address |
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Phone Number |
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Employee Status & Personal Information |
Social Security Number |
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Language (the employee's language preference, French, United States English, etc.) |
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Marital Status |
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Birth Date |
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Gender |
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Spouse's Name |
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Emergency Contact Information |
Emergency Contact Name |
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Emergency Contact Phone Number |
Human Resources (HR) Tab - Displays information about hiring date, employee status, and pay status, title, salary, vacation and personal time, and discount group membership.
Information on the Human Resources Tab is organized into the following sections:
Table 4-2 Employee Maintenance - Fields Human Resources Tab
| Section | Fields |
|---|---|
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Employee Hire & Status Information |
Hire Date |
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Status (Active, Inactive, Terminated) |
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Active Date |
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Termination Date |
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Group membership |
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Department assignment |
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Position |
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Type (used to further define the employee's position within the organization) |
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Employee Pay Information |
Pay Status (Salary or Hourly) |
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Base Pay (Amount) |
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Extra Withheld (extra amount withheld from the employee's pay check) |
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Job Title |
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Overtime Eligible? |
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Clock In Required? |
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Last Review date |
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Next Review date |
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Employee Time Off Information |
Sick Days (Allotment) |
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Vacation Days (Allotment) |
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Personal Days (Allotment) |
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Sick Used |
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Vacation Used |
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Personal Used |
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Employee Group Information |
Discount Groups |
Security Tab - Displays information about the groups with which the employee is associated to determine system privileges.
Table 4-3 Employee Maintenance - Fields Security Tab
| Section | Fields |
|---|---|
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Employee Security Permission & System Access Information |
Training Status (for example, Exempt, Restricted Trainee, Unrestricted Trainee) |
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Primary Group (security assignment) |
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Groups (lists the available security groups set up for your store) |
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Login ID (may be different from the employee ID) |
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Locked Out? (if Yes, the employee cannot access any area of the system) |
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Store Assignment (used for borrowed employee functions) |
Fingerprint Tab - Provides the ability to create an employee fingerprint data record in addition to the conventional user ID and password data. This tab is only active if you are using a fingerprint device.
Information on the Fingerprint Tab is organized into the following sections.
To enroll an employee's fingerprint, you must select the Edit Employee menu option and follow the instructions on the screen.
Once in editing mode, the four windows in this section display an image of the scanned fingerprint as the employee performs the enrollment process. The same finger must be scanned 4 times to create the record.
See Setting Up an Employee Fingerprint Recordfor more information.
This image defines the color- codes for the fingers on the hand images.
This image shows which finger(s) on each hand are recorded in the system:
Blue indicates this finger is successfully recorded in the system
Green indicates the finger to scan next, but can be changed if you prefer to use a different finger
A count of the maximum number of fingers that may be enrolled and the number of enrolled fingers are also shown here.
Comment Tab - Displays notes and comments about the associate.
The date and time and the ID for the person who created the comment is associated with the text of the comment. The most-recent comment is listed first. An option to add a new comment for the associate's record is available here.
This function provides the capability to search the corporate database for an employee. Once the employee record is found, the employee can be assigned to work in a new location by setting up an expiration time limit for this temporary position. This functionality can be used when sharing employees between stores.
After logging in to the Back Office, select Employee Maintenance and select the Employee Borrow option.
At the Employee Borrow search form, enter your criteria for finding the employee you want to borrow and select Process.
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Tip: If you know the employee's ID, you can enter it in the Employee ID field so that only that employee is listed. |
If the results include more than one employee, choose the employee you want and select the Select & Continue option.
After you select one of the employees listed, or if only one employee is found, the Employee Borrow Details form displays:
Enter the Start Date and End Date.
Indicate whether the employee is being borrowed temporarily by selecting Yes or No from the list in the Temporary field.
Select Continue.
The system displays a confirmation message when the process for borrowing an employee is complete.
Select OK to continue. The system returns to the Main Menu.
This employee is now available for employee functions in the borrowing store.
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Note: Borrowed employees may change their login password at the store where they are temporarily assigned. The password at their home store does not change. |
This Employee Productivity Report shows employees' sales productivity and employees' sales information, including multiple sales, dollar amounts per sale, net sales, returns and markdowns, for selected date and employee ID ranges.
This report allows you to specify an employee and generate the employee's sales results. The results can be viewed on the screen and/or printed.
This report includes the following information:
Employee Name and ID
Tot. Trans # - Total number of transactions rung by the employee.
Avg. Items per Sale - Average number of items per sale per employee.
Avg. Amt per Sale - Average dollar amount per sale per employee.
Net Sales Amount - Net sales amount per employee.
Net Return Amount - Returns dollar amount per employee.
Returns % to Total - Percentage of total returns per employee.
Markdowns % to Total - Percentage of total markdowns per employee.
Refer to the Oracle Retail Xstore Point-of-Service Reports Guide for more details about the Employee Productivity Report.
The Associate Advance function allows a payment to an associate in advance of the associate's scheduled payday. Examples of associate advances include cases of emergency or to pay a new employee in a timely manner.
After logging in to the Back Office, select Employee and press Enter.
Select Employee Maintenance and press Enter.
Select Associate Advance and press Enter.
The system prompts you to enter the lookup criteria. Enter the criteria you want to use for finding an employee's record and select Process.
If you enter an Employee ID, Oracle Retail Xstore Point-of-Service may immediately display a prompt for the cash advance amount.
If you enter search criteria that results in more than one record being found, or if your system is set up to always show a list, you must select the employee you want from the list.
At the prompt, enter the cash advance amount and press Enter to continue.
The system records the transaction and returns to the Main Menu.
Oracle Retail Xstore Point-of-Service prints a receipt with the associate's advance information and an employee signature line. Both a store copy and an employee copy are printed.
The cash drawer opens to remove the cash advance.
If the system prompts you to close the cash drawer, press Enter to respond to the prompt.
