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--- erp-manual:cloud:relation:internal-staff [2026/01/21 08:43]
Kalpesh Popat removed
+++ erp-manual:cloud:relation:internal-staff [2026/01/21 08:59] (current)
Kalpesh Popat
@@ Line 1: / Line 1: @@
  ====== Internal Staff Management ======
-===== Start =====
+ ===== Scenario 1: Create New Internal Staff from the Menu =====
-  * Click on Internal Staff Management Menu and then click on Create New button
+    * Go to the **Internal Staff** menu
+    * Click **Quick Add** button in the search screen
+    * This will open a popup
+    * Provide the details as per the steps given below
- ===== Components of Internal Staff Management =====
+ ==== Fill Staff Detail ====
-  * Header
-  * Contact / Address
-  * Profile
-  * ID Card
-  * Tax / Terms
-  * Bank Details
-  * Save Document
-  * Attachment
-  * Comments
-  * Transactions
+**In the General tab**
+    * **Account name**: Staff name
+    * **Address**: Address that is required for accounting, communication and printing, Provide street address, city, country and pincode as needed
+    * **Title, First name, last name**: These are the details of the contact person, they are auto filled by system from **Account Name**
+    * **Mobile, Email**: Important for communication with the staff, followups and maintaining relationship
+    * Staff Category: Category of the staff, example: Management, Worker, Staff.
+    * Worker Category: Select based on their role like Admin, IT, and if it is a worker then provide their skillset like: Assembly, Setter, Polisher, etc.
- ===== Header =====
+The address and contact details provided here will be added as a default address, and default contact for that account.
-{{popup>erp-manual:cloud:profile:staffheaderview.png?500}}
+**In the Tax tab**
+  * Provide the tax id applicable as per the government rules
-**Step 1:** Click edit button. System will open a popup to edit the information of the header. following information is required:
+**In the Personal Details tab**
+  * **Birth date**: This information is used by the system to notify about an upcoming birthday
+  * Provide **other personal details**: Marriage date, zodiac, gender etc as necessary to provide a service to the staff
-    * **Account Name**: Provide name of the staff.
-    * **Staff Category**: Select the type of the staff like Management, Worker, Staff.
-    * **Worker Category**: Select the category of the staff based on their role like Admin, IT, Assembly.
-    * **Parent ID**: Select the master staff for duplicate staff.
-    * **Comments**: Any comments related to the staff.
-{{popup>erp-manual:cloud:profile:staffheaderedit.png?400}}
+ ===== Scenario 2: Add more contacts or change default =====
-**Step 2**: After the information that is required is keyed in, click on the Confirm button to close the popup.
+If a staff has multiple contact: example contact details of the accounts person, or the secretary, then follow the below steps to add more contact
- ===== Contact / Address =====
+    * **Go to** the **Internal Staff** menu
+    * **Search** for the staff that needs to be modified
+    * **Open** the staff record
-  - **Add Contacts**: To add contact details for the staff follow the below steps:
-      * Click on the + button in Contacts section. A popup will open.
-      * Select Contact Type, Title of the person. Provide First Name, Middle Name, Last Name, Remarks of the contact person.
-      * Provide Landline number(s), Mobile Numbers(s) and Email(s) as required.
-{{popup>erp-manual:cloud:profile:contactedit.png?400}}
+You can **search using various filters**: Name, address, mobile, email, or staff id
-      * Click on Confirm button to close popup.
-      * Repeat the above steps to add multiple contacts
+ ==== Add more contact ====
+After staff record is opened by following above steps
-  - **Add Address**: To add address for the staff follow the below steps:
+  * Go to the tab labeled Contact / Address
-      * Click on the + button in Address section. A popup will open.
+  * Find the button **Add Contact** and click
-      * Select Address Type, for eg. Billing Address, Shipping Address, Home Address etc.
+  * This will open a popup
-      * Provide the Address by filling these columns as required - Street Address, City/Town, State, Country, Postal Code, Landmark
+  * Fill the following **information**: Contact type, Title, First name, Last name, Mobile, Email
+  * Click **confirm** button in the popup
+  * Click **Save** on top of the screen to save the changes made to the staff record
-{{popup>erp-manual:cloud:profile:addressedit.png?400}}
+ ==== Edit existing contact ====
+  * Go to the tab labeled Contact / Address
+  * Find the contact that you want to edit
+  * Click on the **edit** button (looks like a pen)
+  * This will open a popup
+  * Make the necessary changes
+  * **Change default contact**: If you want to change the default contact then click on **Set default** for that contact in the popup
+  * Click **confirm** button in the popup
+  * Click **Save** on top of the screen to save the changes made to the staff record
-      * Click on Confirm button to close popup.
+Note: Default contact is used for display in the search screen and in the reports and prints
-      * Repeat the above steps to add multiple address
-===== Profile =====
+ ===== Scenario 3: Add more addresses or change default =====
-Provide additional profile details such as Birth Date, Marriage Date, Nationality and Gender.
-{{popup>erp-manual:cloud:profile:staffprofile.png?400}}
+If a staff has multiple address: example office address, home address, then follow the below steps to add more address
-**Note: ** This section is optional. You can use this section to provide additional information about the staff.
+    * **Go to** the **Internal Staff** menu
+    * **Search** for the staff that needs to be modified
+    * **Open** the staff record
-===== ID Card =====
+You can **search using various filters**: Name, address, mobile, email, or staff id
-Add details of ID Cards like Passport, Driving License, Tax ID. To add ID Card details of customer follow the below steps:
-  * In the Identity section, click on + button. A popup will open.
+ ==== Add more address ====
-  * Provide Name on the ID, Birth Date, Gender, ID Type, ID Number, Country, Location, Issued On, Expiry On
+After staff record is opened by following above steps
-{{popup>erp-manual:cloud:profile:idcardedit.png?400}}
+  * Go to the tab labeled Contact / Address
+  * Find the button **Add Address** and click
+  * This will open a popup
+  * Fill the following **information**: Address type, Street address, city, country, pincode
+  * Click **confirm** button in the popup
+  * Click **Save** on top of the screen to save the changes made to the staff record
-  * Click on Confirm button to close popup.
+ ==== Edit existing address ====
+  * Go to the tab labeled Contact / Address
+  * Find the contact that you want to edit
+  * Click on the **edit** button (looks like a pen)
+  * This will open a popup
+  * Make the necessary changes
+  * **Change default address**: If you want to change the default address then click on **Set default** for that address in the popup
+  * Click **confirm** button in the popup
+  * Click **Save** on top of the screen to save the changes made to the staff record
-**Note: ** This section is optional. You can use this section to provide additional information about the staff.
+Note: Default address is used for display in the search screen and in the reports and prints
+ ===== Scenario 4: Provide personal details =====
+    * **Go to** the **Internal Staff** menu
+    * **Search** for the staff that needs to be modified
+    * **Open** the staff record
+    * Go to the tab labeled Profile
+    * Provide the details as necessary
+    * **Birth date**: This information is used by the system to notify about an upcoming birthday
+    * Provide **other personal details**: Marriage date, zodiac, gender etc as necessary to provide a service to the staff
-===== Tax / Terms =====
+**Note**: It is important to get the consent of the staff to record the personal details
-{{popup>erp-manual:cloud:profile:taxandterms.png?400}}
+ ==== Alternate option for quick edit ====
+    * **Go to** the **Internal Staff** menu
+    * **Search** for the staff that needs to be modified
+    * In the account name column: Click on the **Edit button** next to the name
+    * This will open a popup to edit: **General details, Tax and Personal details**
+    * In the Personal Details tab: You can provide the birth date, and other personal details
+    * Make changes as necessary and click **Confirm** to save
-  - **Payment Terms**: Click edit button in Payment Terms section. System will open a popup to edit the information of the terms. following information is required:
-    * Payment date, Credit Days, Payment Terms and Mode of Payment
-{{popup>erp-manual:cloud:profile:paymenttermsedit.png?400}}
+ ===== Scenario 5: Identity card details =====
+Provide details of ID Cards like Passport, Driving License, Tax ID, Company ID card.
-    * After editing is done, click **Confirm** to close the popup.
+To add ID Card details of staff follow the below steps:
-  - **Tax Information**: Provide TAX ID/VAT/GST. Provide TAC ID 2 if required.
+    * **Go to** the **Internal Staff** menu
+    * **Search** for the staff that needs to be modified
+    * **Open** the staff record
+    * Go to the tab labeled ID Card
+    * Click on button **Add Identity**
+    * A popup will open.
+    * Provide Name on the ID, Birth Date, Gender, ID Type, ID Number, Country, Location, Issued On, Expiry On
+**Note**: This information can be used by HR for further automation
-===== Bank =====
-Add Bank details of the staff. To add Bank details, follow the below steps:
-  * In the Details section, click on + button. A popup will open.
-  * Provide Account Number, Account Name, Bank Name, Bank City, Bank Branch, Bank Address, Check Favouring and Remarks.
-{{popup>erp-manual:cloud:profile:bankedit.png?400}}
+ ===== Scenario 6: Mark staff as duplicate =====
-  * Click on Confirm button to close popup.
+When a duplicate staff is created, or you find a duplicate entry from the past data
+Follow the below steps to mark the staff as duplicate:
-===== Save the Document =====
+  * Identify which staff record you want to be mark as duplicate and which will become the main
-After all changes are done, it is necessary to Save the Document, by clicking the button "Save Document", If this is new Document, system will assign the Document ID and Code after it is saved for the first time.
+  * Search the staff you want to mark as duplicate
+  * Click on the **Edit button** next to the name in the search screen to open quick editor popup
+  * In the popup you will see the label: **Parent Id.**
+  * In Parent Id, select the main staff.
+  * Click on **Confirm** button
-===== Image =====
+Note: Duplicate entry will disappear from the main search screen and it will show under "Duplicate" section of the search screen
-Note: Image can be added only after document is saved.
-**Step 1:**
+ ===== Scenario 7: Mark staff as inactive =====
-After the document is saved, click on Add button in the Image section. This will open a popup for file selection.
-Users can select the file to attach or drag and drop the file on the popup
+If a staff is inactive for any reason and you do not wish to deal with it further. Instead of deleting the staff the better way is to change the status of the staff.
-{{popup>erp-manual:cloud:imageadd.png?300}}
+Follow the steps below to change the staff status:
+    * **Go to** the **Internal Staff** menu
-**Step 2:** Click confirm to close the popup
+    * **Search** for the staff that needs to be modified
+    * **Open** the staff record
-Note: At a time only one image can be uploaded.
+    * Go to the tab labeled General
+    * Next to the label **Status**, there is an arrow, click on it
+    * Choose the status that is appropriate: Inactive, Expired, Resigned, etc
-===== Attachments =====
+    * and then Click **Save** button on top
-Note: Attachments can be added only after document is saved.
-In Attachment section, you can add documents related to the customer such as Contract Copies, Registration Details etc.
-**Step 1:**
-After the document is saved, click on Add button in the Attachment section. This will open a popup for file selection.
-Users can select the file to attach or drag and drop the file on the popup
-{{popup>erp-manual:cloud:attachment.png?300}}
-**Step 2:** Click confirm to close the popup
-Note: At a time only one attachment can be uploaded.
-===== Comments =====
-Note: Comments can be added at any time, even if the document status is pending or closed.
-To add comment click on Add button and provide the comment in the popup.
-{{popup>erp-manual:cloud:comments.png?300}}
-Note: User can edit only their own comment, eg: User A cannot change comment of User B
+ ===== Important Data Points =====
+  * Account Name should be correct as per the legal requirement
+  * Provide personal **tax id** of the staff.
+  * Worker Category has to be correct to show in worker dashboard

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