On this page, you can create, maintain, or delete entries for people.
On the edit mode of this page, fields that have the 
Field:
Authorise icon denote fields that need to be authorized by the HR personnel if the details in the fields have been changed. The details will only be applied after the HR personnel have authorized the changes. For more information, see Overview of fields to be authorized.
The information in this document is
applicable to product update 259 and higher. If you have versions lower than
this, certain features explained here will not be applicable.
The employment ID for a new entry will always be defaulted
with the highest available number within the digit range of the number defined at
the Value field for the resourcecodenextnumber setting at Modules
? System ? Setup ? Settings –
General ? All.
The following scenarios will illustrate the logic in the generation
of ID during the creation of an entry:
When you create an entry for a person, the default ID will
be “999”.
Summary section
On the left hand side of this section, you can add a picture or change the existing picture of the person by hovering your mouse over the picture, and then clicking Add picture or New picture respectively. To remove an existing picture, hover over the picture, and then click 
.
Note: The following file formats are accepted for the picture: BMP, DIB, JPG, JPE, JPEG, JFIF, GIF, PNG, SVG, TIF, and TIFF.
ID
Type the ID of the person. By default, the ID will be automatically filled out in the box. To understand the logic in generation of the ID, see the Tips and tricks section.
Note: This information cannot be edited if you are maintaining an entry of a person.
First name / Middle name
Type the first name and the middle name of the person.
Last name
Type the last name of the person. This is mandatory.
Suffix
Type the suffix of the person, if applicable. This suffix refers to the name that appears after the person's last name, such as Jr. or Sn.
Maiden name
Type the maiden name of the person, if applicable.
Job title
Type or select the job title code of the person. This is mandatory. For more information on job titles, see Overview of job titles.
Division
Type or select the division code that the person belongs to. This is mandatory. Once you have selected a division, you can view the details of the division by clicking the name of the division displayed next to the box. For more information, see Viewing division cards.
Phone / Extension
Type the phone number and its extension of the person.
Mobile / Extension
Type the mobile phone number and its extension of the person.
E-mail
Type the e-mail of the person.
Personal section
Address 1
Type the first line of the address of the person.
Address 2
Type the second line of the address of the person, if available.
Number / Postcode
Type the number and the zip code of the person's address.
City
Type the city of the person's address.
State
Type or select the state code where the person is from.
Country
Type or select the country code where the person is from. This information is mandatory. For more information on countries, see Overview of countries.
Phone
Type the phone number of the person.
Mobile
Type the mobile phone number of the person.
E-mail
Type the e-mail of the person.
Financial section
A/P
Type
or select the account code to specify the creditor account of the person, and
then click the Add button. To recode a creditor, click the Recode button. Note that the Recode button is applicable to only the creditors
of the employee type, whose accounts can only be displayed via the account
search in Exact Globe Next but not in Exact Synergy Enterprise.
Name
Type the name of the person.
Payment type
Select the payment type of the person. This payment type refers to the method of payment for the person.
Payment condition / Currency
Type or select the payment condition code and the currency code of the person. For more information on payment conditions and currencies, see Displaying payment conditions and Displaying currencies respectively.
Credit limit / Discount (%)
Type the credit limit or the maximum amount of outstanding payment of the person and the default discount for the person.
Tax number
Type the tax or VAT number of the person.
Social security no.
Type the social security number of the person. This only applies to the person who comes from countries that have social security number such as the United States and Germany.
Free fields section
This section is available if you have defined the free fields and customized the layout to include the free fields. For more information on defining free fields, see Overview of free fields. To include the Free fields section in the layout, click 
Customise at the title bar, and then select the Free fields check box.
General section
User name
Type the user name of the person. This is mandatory.
Title
Select the title of the person. The gender of the person that corresponds with the title selected will be automatically filled in at Gender.
Initials
Type the initials of the person.
Gender
Select the gender of the person.
Language
Type or select the language code to specify the language of the person.
Nationality
Type or select the country code to specify the nationality of the person.
Place of birth / Date of birth
Type the place of birth and type or select the date of birth of the person.
Marital status / Marital status date
Select the marital status and type or select the marital status date of the person.
Secure user name
Type the second user name of the person, which is used as a security login user name when the person approves the documents. The second user name filled in must be an existing user on the network.
Note: This is available only if the FDA (Security) check box under the Security section has been selected at Modules ? Documents ? Setup ? Maintenance ? Settings. For more information, see Setting up documents.
Organisation section
Job level
Select the job level of the person. The options that are available for selection at Job level is dependent on the job title selected.
Security level
Type the security level of the person. The default security level will be displayed next to this box. This is mandatory.
Manager
Type or select the ID to specify the manager of the person. This is mandatory. Click the name of the manager to view the details of the manager.
Assistant
Type or select the ID to specify the assistant of the person.
Cost centre
Type or select the cost center code that the person belongs to. This is mandatory. Once you have selected a cost center, you can view the details of the cost center by clicking the name of the cost center displayed next to the box. For more information, see Creating and modifying cost centers.
Cost unit
Type or select the cost unit code that the person belongs to. For more information on cost units, see Overview of cost units.
Focus
Type or select the job group code of the person. This job group code refers to the job focus of the person. Alternatively, you can also type any focus of your own. For more information on job groups, see Overview of job groups.
Office section
Fax
Type the fax number of the person.
SIP
Type a valid Session Initiation Protocol (SIP) address for the person to log on to the Microsoft Office Communications Server (OCS). For more information, see Session internet protocol. This information is mandatory if you want to integrate Exact Synergy with OCS, whereby an indicator of the status of the person's logon status to Microsoft Office Communicator will be displayed at People in the General section of the people card. For more information, see Viewing personal cards.
Note: The SIP address can also be created by the administrator in the OCS. If the OCS presence check box in the Server section of HRM: Settings is selected, the Exact.Jobs.SysMaint background job will copy the SIP address of people with type Employee, Contractor, Student, and Tempo from the OCS into the people cards. For more information, see Defining HRM general settings.
Skype ID
Type the Skype ID of the person.
MSN ID
Type the MSN ID of the person.
Contractual location
Type or select the location code to specify the contractual location of the person.
Physical location / Room
Type or select the location code to specify the physical location of the person. Type the room of the person.
Time zone
Type or select the time zone of the country where the person is located. This is mandatory.
IP Address
Type the Internet Protocol (IP) address of the person's personal computer.
ISP Account
Type the ISP account of the person.
Synchronize calendar
Select this check box to synchronize the calendar in Exact Synergy to the Microsoft Office Outlook calendar.
Employment section
Type
Select the type of employment of the person. You can select only one from the following options:
- Contractor — A contractor is a self-employed independent person, who receives payment from the company based on the invoices submitted for the work or services provided.
- Employee — An employee is a person who has an employment contract with the company.
- Student — A student is a person who has a study contract with the company, with a defined end date, to obtain working knowledge and experience.
- Temporary — A temporary employee is a person employed by a temporary employment agency.
Start date
Type or select the start date of the employment of the person. This information is mandatory.
Contract end date
Type or select the contract end date of the employment of the person.
Inactive
Type the end date of the employment term of the person.
FTE
Type the Full Time Equivalent (FTE) of the person. A person who works full-time has a FTE of 1.00 while a person who works part-time will have a pro-rated FTE. This information is mandatory.
Blocked
Select this check box to block the person from accessing the Exact Synergy web portal.This check box is selected and disabled based on
the following circumstances:
- when a person entry is created in the system via
the HRM menu path.
- when a person entry is created via the Resource entity service.
- when a person entry is created via the importing
of an XML file to the system.
This check box will be enabled once the person is assigned a
license role. You can then unblock the person by clearing the check box. For
licenses with the option 508 (EBS
model), the maximum number of unblocked users in Exact Synergy Enterprise is
the total number of the Professional,
Light, and Basic user roles in the license. For licenses without the option 508 (module-based), the maximum number
of unblocked users in Exact Synergy Enterprise is the total number of the
following license roles in the license:
- Basic user
- CRM
- ESS
- Enabling add-on solutions
- Hour entry
- IIR
- Project controller
- Project manager
- Report manager
- Service management
- Shop floor control
Note: The
change of the license option functionality is applicable only to the newly
created licenses that are extended with the Basic user role. Existing licenses without the Basic user role will not be affected.
Status
The status of the person will be displayed as Hired, Active, or Inactive. The status of the person is dependent on the start and end date of the employment of the person.
Current rating / Previous rating
Select the rating and the previous rating of the person. These ratings are used as comparisons to assess the performance of the person.
Job description
Select the document ID to specify the document that lists the job description of the person.
Vacancies section
This section is available only if you are maintaining a person entry. You can link one or more vacancies to this person. To view the vacancy linked to this person, click the description of the vacancy under the Vacancy column. If you select the check box next to the vacancy, a message “Synchronize: Vacancy – Data?” will be displayed. If you click OK, information of the vacancy will be transferred to the Organisation and Office sections of the person entry. Click Cancel if you do not want the vacancy information to be transferred to the person entry. Click the icon under the Action column to remove the linked vacancy from the person. If you want to link a new vacancy to this person, click Add.
Note: In the advanced competency mode, the active competence profile of the selected vacancy will be automatically copied to the person, based on the following rules:
- If a competency profile has been defined for a person, the competency profile of the vacancy will not be automatically copied to the person.
- If a competency profile has not been defined for a person, the active competency profile of the vacancy is automatically copied to the person upon saving. All job groups in the profile, excluding the norm values, will be copied.
- If a competency profile has not been defined for both a vacancy and person, upon saving the person, the system will prompt the message, “No competence profile found for this person. Create new one?” Click Yes to create the competency profile, or No if you do not wish to define any.
Note section
Type any additional notes in the box provided. Click Timestamp to fill the person ID and current date and time in the box. To view the box in full screen, click Full screen.
Divisions section
This section displays the division(s) of the person. If the division is the main division of the person, 
will be displayed. Click Add to add another division for the person. For more information, see Creating and modifying people division.
Note: This section is available only if you have selected the People check box at Modules ? System ? Setup ? Central Master Data Management ? Settings. For more information, see Activating Central Master Data Management (CMDM) functions.