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Employee List – Detailed

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The detailed Employee List gives all the basic personal and work-related information in your Employee file. This information includes the following:

  • Name and Alternate ID
  • Address and phone number
  • Start and end date of employment
  • Wages or salary
  • Estimated working hours per pay period, for salaried employees
  • Whether the employee is expected to check in and out
  • Whether the employee’s hours are included in store labor calculations

All of this information is set up and edited through the Set Up Employee menu (1-5-1). The total number of employees listed appears at the end of the report.

Printing the Report

Use the following steps to set up and print a detailed Employee List:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Employee Menu (5).
  3. Select Employee Reports Menu (2).
  4. Select Employee List (5) to receive the Employee List Report Control Screen.
  5. Use the following field definitions to create a report according to your needs. These definitions will help you decide how to fill in the parameters on this screen.
Field Definition
Employee ID Fill in the employee ID or range of employee IDs that you want printed. Leave blank to print all employees.
Print Time on Report Printing the time helps you identify the most current report when the same report is printed more than once during a day. This field defaults to Y to print the time on the report. If you do not want the time to print on a report, type N. We recommend that you always print the time on a report.
Summary Only This field appears for reports with both detailed and summary versions. Enter N to print the detailed report. We recommend printing a detailed report only if you need detailed information.
Duplex This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. Duplex mode enables printing on both sides of the paper.

Note: This will only function on printers that support Duplex mode.
Landscape This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. It prints horizontally on the paper.
Number of Printed Lines per Page This value tells the computer how many lines to print on each page of the report. A typical 11-inch page can contain up to 66 lines, but this field defaults to 60 to allow three-line margins at the top and bottom of the page.

If you type 0 (zero) in this field, the report header does not print and the form feeds do not work.
Total Number of Lines per Page This field indicates the length of the paper in the printer. A typical 11-inch page contains 66 lines. Your system interprets a 0 or 66 in this field to mean that standard 11-inch paper is loaded in the printer. Because a 66 causes a form feed to take more time, accepting the default, 0, is recommended.
Print Report To This field tells the computer where to send the report. The following list contains the different selections available for this field.

  • 0 Printer – Sends report to the terminal’s default report printer immediately. (Default)
  • 1 Screen – Provides an on-screen view of a report. This can be used as a preview before you print it or when a hard copy of the report is not needed. The function keys at the bottom of the on-screen version allow you to move around to view the entire report.
  • 2 Disk file – Useful when you want an electronic copy of the report. If you select this option, you receive a prompt to enter the name of the report file. The file that is created can be copied to a USB drive or viewed later. This option is for advanced computer users.
    • If you use this option, we suggest you precede your report name with /tmp/. For example, at the prompt to enter the report name for a customer list, you might type /tmp/custlist. This is a good storage directory for temporary files.
Command Line Options The line at the bottom of the screen contains commands to print the report and to save or change the report settings.

  • Save – Press [F4] to save the current settings for the report. This is useful if a report is generated repeatedly with the same options. Do not save date selections because they may not be useful in the future.
  • Start – Press [F7] to submit the report to print on the printer, on the screen, or in a disk file. (Reports print in the order they are submitted.)
  • Again – Press [F9] to return to the top of the screen. This allows you to change any of the information you have entered on the screen before you submit the report.
  1. Press [F7] to start the Employee List. When the processing is complete, you return to the Employee Reports Menu.

Report Contents

Callout Item Description
1 Employee ID Unique employee ID as set up in Employee Setup.
2 Employee Status The current status of the employee.
3 Employee Information Personal information for the employee, including the following items:
Alternate ID Alternate ID of the employee.
Address1, Address2 Two lines containing the employee’s street/mailing address.
ZIP Code, City, State ZIP/postal code, City and State of the employee’s address.
Phone Area code and phone number of the employee.
Birthdate The employee’s date (MM/DD/YYYY) of birth.
Hire Reason The 3-character code and description which indicates why the employee was hired.
Hire Source The 1-to 3-character code and description which indicates how the employee applied for the position.
Citizenship The 1- to 3-character code which indicates the citizenship of the employee.
Sex M/F Indicates whether the employee is male or female.
Race The 1- to 3-character code which indicates the race of the employee.
Handicap Code The 1- to 3-digit code which indicates whether the employee is handicapped.
Veteran Status The 1- to 3-digit code which indicates the veteran status of the employee.
Hire Date The hire date (MM/DD/YYYY) of the employee.
4 Job/Pay Information Information used to calculate payroll, including the following:
Job Title The 1- to 3-character code for the job title of the employee.
Pay Basis Indicates whether the employee is paid on an hourly or annual salary basis.
Hourly Rate The hourly rate for hourly employees.
Annual Salary Annual salary for salaried employees.
I-9 Form Completed Y/N Indicates whether the I-9 form has been completed for this employee.
Check-In Required Y/N Indicates whether this employee must clock in before working on the system.
Federal Tax Status The 1- to 3-character code which indicates the federal tax status of the employee.
Federal Exemptions The number of state exemptions for the employee.
Federal Additional Amount The amount of additional federal withholding the employee has requested.
State Tax Status The 1- to 3-character code which indicates the state tax status of the employee.
State Exemptions The number of state exemptions for the employee.
State Additional Amount  The amount of additional state withholding the employee has requested.
Local Taxing Authority The 40-character field that is available for local tax information.
Include Hours in Labor Calculation Y/N Indicates whether this employee’s working hours are included in the store labor calculation. This is set up on the Set Up Employees screen (1-5-1). If a Y appears in this field, the employee’s hours are included in calculations such as the number of labor hours worked.
5 Salaried Employees Only Information used for salaried employees, including the following:
Hourly Rate for Labor Calculations The 1- to 3-digit number of hours this employee is expected to work in a pay period.
Hours Per Pay Period This is the estimated number of work hours per pay period for the salaried employee.
6 Number of Employees Total number of employees listed on the report.

Recommendations for Using This Report

This report shows you all the system information for each employee. Use it after setting up employees in the system to verify that the information is correct. You can also use this list to review payroll information, or as a reference list for contact purposes.

Beyond the Basics

The summary version of this report prints the employee ID, name, Alternate ID, and telephone number of each employee. It can be used as a more general reference list, because it contains less sensitive information.