7.13. Employees
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7.13. Employees

GnuCash can help your company by tracking employees. You can register a Sezione 7.13.1, «New Employee», Sezione 7.13.2, «Find and Edit» existing employees, create Sezione 7.13.3, «New Expense Voucher/Credit Note» and Sezione 7.13.4, «Find and Edit Expense Voucher/Credit Note».

Expense voucher are used to reimburse employees for authorized expenses (f.e. travels, parking, food etc...). Employees credit notes are the opposite of expense vouchers.

7.13.1. New Employee

To register a new employee, select the Business → Employee → New Employee menu item. The New Employee window will open with two tabs:

Employee tab

  • Identification - Employee Number - can be any number by which you would like to refer to this vendor. You may leave it blank and a number will be chosen automatically. See Sezione 10.3.4, «Counters Book Options Tab» for more info.

  • Identification - Username (Mandatory) - a unique username to identify the employee.

  • Identification - Active (Optional) - differentiates active employees from inactive ones. This is useful when you have many past employees, and you want to see only those marked Active.

  • Payment Address - Name (Mandatory) - the full name of the employee.

  • Payment Address - Address (Mandatory) - the address of the employee.

  • Payment Address - Phone, Fax, Email (Optional)- others optionals contact information for the employee.

  • Interface - Language (Optional) -

  • Payment Information - Terms (Optional) - specifies the default payment terms for this employee. Payment terms must be preregistered using Business → Billing Terms .

  • Billing - Default Hours per Day (Optional) -

  • Billing - Default Rate (Optional) -

  • Billing - Currency - specifies the billing currency for this employee. It will default to the default currency set in Preferences

    Nota

    All expense vouchers and credit notes for this employee will be denominated in this currency and GnuCash will require an Accounts Payable account in this currency.

  • Billing - Credit Account (Optional) -

Access Control tab

  • Access Control List

7.13.2. Find and Edit

To search for an existing employee, use the Business → Employee → Find Employee... menu. You select an employee to View/Edit from the results of the search. This window is also used to look up an employee when entering voucher and processing payments.

If many employees match the search criteria you provide, the search can be refined by running an additional search within the current results. The current result set is searched when the Refine Current Search radio button is selected. In fact, GnuCash selects this option for you after you run the initial search.

Nota

If the employee you are searching for does not match the supplied search criteria, change the search criteria, click the New Search radio button and then the Find button. The relevant step is the New Search selection. If the employee is not in the result of the original search, and you only search within this set, the employee cannot be found, regardless of new search criteria.

Suggerimento

To return a list of all registered active employees, set the search criterion to matches regex, and place a single dot «.» in the text field area. Make sure Search only active data is checked, then click Find. The regular expression «.» means to match anything.

7.13.3. New Expense Voucher/Credit Note

To register a new expense voucher/ Credit Note, select the Business → Employee → New Expense Voucher... menu item. The New Expense Voucher window will open. You can enter the following data:

  • Voucher information - Type (Optional) - select if you are entering a Voucher or a credit note.

  • Voucher information - Voucher ID (Optional) - can be any number by which you would like to refer to this voucher. You may leave it blank and a number will be chosen automatically. See Sezione 10.3.4, «Counters Book Options Tab» for more info.

  • Voucher information - Date opened - the date of the voucher. Click on the button on the right of the date to open a calendar.

  • Billing information - Employee (Mandatory) - the employee to which voucher refers.

    Suggerimento

    The field supports auto-completion so if you start typing GnuCash will try to complete the text automatically using existing employees name. You can also press the button Select... to open the Find Employee window.

  • Billing information - Billing ID (Optional) - the identification number of the document (f.e. the bill number for a dinner).

  • Billing information - Terms (Optional) - the pay back terms agreement for this bill. A list of registered terms is available within the pop up menu.

  • Default chargeback project - Customer (Optional) - the Customer to wich voucher refers.

    Suggerimento

    The field supports auto-completion so if you start typing GnuCash will try to complete the text automatically using existing Customer name. You can also press the button Select... to open the Find Customer window.

  • Default chargeback project - Job (Optional) - the Customer Job to wich voucher refers.

    Nota

    you can type in this field only if there is one or more job registered in GnuCash belonging to the selected Customer.

    Suggerimento

    The field supports auto-completion so if you start typing GnuCash will try to complete the text automatically using existing Customer name. You can also press the button Select... to open the Find Customer window.

  • Notes - records any additional comments about the voucher/credit note.

7.13.4. Find and Edit Expense Voucher/Credit Note

To search for an existing Expense Voucher, use the Business → Employee → Find Expense Voucher... menu item. You select an Expense Voucher to View/Edit from the results of the search. This window is also used to look up an expense voucher when entering voucher and processing payments.

If many expense vouchers match the search criteria you provide, the search can be refined by running an additional search within the current results. The current result set is searched when the Refine Current Search radio button is selected. In fact, GnuCash selects this option for you after you run the initial search.

Nota

If the expense voucher you are searching for does not match the supplied search criteria, change the search criteria, click the New Search radio button and then the Find button. The relevant step is the New Search selection. If the expense voucher is not in the result of the original search, and you only search within this set, the voucher cannot be found, regardless of new search criteria.

Suggerimento

To return a list of all expense vouchers, set the search criterion to matches regex, and place a single dot «.» in the text field area. Make sure Search only active data is checked, then click Find. The regular expression «.» means to match anything.

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7.12. Process Payment Risali Capitolo 8. Strumenti e assistenti