Employee form: options and information

The Employee form contains information about an employee, such as the address and phone number, dates of performance reviews, and date of hire. You can edit or delete or inactivate employee records on the Employee form.

Open the form

  • On the Employees menu, click New Employee.

Customize the form

You can customize an Employee form to meet your company's needs by adding, moving, or removing fields. You can also rename field and group header names.

  • On the View menu, click Modify Layout.

 Note   When you save a modified form, Microsoft Office Accounting 2008 will continue to open this template until you select a different template. To select a different template, click the Current Layout arrow on the toolbar.

Form options

ShowForm options and descriptions

Option Description
General tab
Employee Name (Required.) Type an employee name as you want it appear in transaction forms and records. Click Employee Name to add additional information such as titles or suffixes.
File as Office Accounting 2008 automatically files names in the Company format. For example, The Phone Company will be listed as Phone Company. This format makes the File as name appear identical to the Employee name. You can type the employee name in a different format such as First Last or Last, First.

 Note   You can change the default setting on the General tab in the Preferences dialog box


Employee ID Type the employee identification (ID). An employee ID is a number or name, such as an abbreviation of the employee name, that you can use to search for employee information. All employee IDs must be unique. They appear on transaction forms, such as time entries and timesheets. If you choose to disable this function in Company Setup, this field is not available. To use this feature, click Use employee ID on the Employees tab in the Preferences dialog box.
Job title Type the employee's official job title.
Addresses Type the employee's home address. To enter an additional or different address, click the arrow next to Home and select an option. The Address dialog box appears.
Home Displays the home phone number. To enter a different or additional phone number, click the arrow next to Home and select an option.
Home fax Displays the home fax number. To enter a different or additional fax number, click the arrow next to Home fax and select an option.
Expense account Click the arrow next to Expense account to select an expense account to associate with the employee. When creating an Employee Reimbursement form, the first line in the Name column of the Items and expenses table will default to the specified expense account.
E-mail Type the e-mail address for the employee. Click the arrow next to E-mail 1 to add additional e-mail addresses.
Status By default, the Active check box is selected, and the status is Active. You can make the account inactive by clearing the Active check box. You can make an account active again by opening the account record and selecting the Active check box.

 Note   Inactive employees do not appear on transaction lists. You can, however, continue to create transactions using inactive employees by entering an employee name manually.

Gender Click the arrow next to Gender to select Male, Female, or Unspecified.
Date of birth Type the employee's birth date, or click the arrow next to Date of birth to open the calendar.
Date of hire Type the date on which the employee was hired by your company, or click the arrow next to Date of hire to open the calendar.
Date of last review Type the date of the employee's last job performance review, or click the arrow next to Date of last review to open the calendar.
Date of release Type the date of the employee's last day of employment with your company, or click the arrow next to Date of release to open the calendar.
Memo Type additional information or comments about the employee in this field. These comments are only for internal use. Examples of comments are directions, birthdays, or credit information.
Add Links Click Add Links to link documents, reports, charts, or photographs to the Employee record. Only the application icon and document name appear in the field. Double-click the icon of the document you want to open. This is a link to the original document, not a copy.
Used-Defined Fields tab
New Fields Click New Fields to create new fields (text, date, number, or check box) for a record on the User-Defined Fields tab. New fields can be moved to other tabs on the record and added to transaction forms that relate to the type of record on which you created the new field. For example, a new field created on a vendor record can be added to purchase orders and vendor bills. All users can see user-defined fields.

Additional actions

ShowActions menu commands

On the Actions menu, you can select the following commands.

Click To
New Employee Create an employee record.
New Time Entry Create a new employee time entry.
New Timesheet for Employee Create a new employee timesheet.
E-Mail Employee Send an e-mail message to an employee.

Related topics

Access employee services
Create an invoice from an employee time entry
Reimburse an employee for expenses
Find employee records in a list
Modify record and transaction forms
Applies to:
Accounting 2008