Change or Copy a Person's ID in CRS532

This document explains how to change the identity for a person or copy the ID of a person who is registered in 'Person. Open' (CRS530). A 'person' is most often an employee, which is why the word 'employee' will be used hereafter.

Note: A 'person' does not have to be an employee; he or she could work on a consultant basis, for example.

Examples of when to change or copy a person's ID:

  • When an employee starts to work for a new division, you will have to change his or her identity. (This has to be done due to the fact that an employee's complete identity is made up of employee number, company number, and division number.)
  • When you want to use a template to register new employees (in connection with setting up the system, for example).
  • When an employee's job description has changed but you want the old employee identity to remain in the system for searching purposes, it is useful to copy that employee's identity to a new identity.

Outcome

The following outcomes are possible:

  • An employee's identity is changed, meaning that the identity of the employee is changed both when it comes to employee information and all records in M3 where the identity is specified, or
  • A new employee is created by copying an existing employee. The copy might also have included some or all records in M3 where the old identity is specified.
  • The employee files CEAEMP and PEECAL will be updated.
    • If you use Time and Attendance, and transaction information was included, then the MTMABS, MTMTTR, MTMTR1, MTMTR2, MTMDAB, MTMOVP, MTMSEM, MTMPBL, MTMPRE, MTMPRD, and CREETR files will be updated.
    • If you use Time and Attendance, and transaction history information was included, then the MTMHS1, MTMHS2, and MTMHS3 files will be updated.
      • Project Management, then the BPRPRD and BPRPRE files will be updated
      • Cost per Employee, then the CEACOS file will be updated
      • Manufacturing, then the MWODAY, MWOEMT, MWOOPL, MWOPTR, and MWORID files will be updated
      • Maintenance, then the MCISHI, MCPAPD, MCPAPE, MCPAPS, MMODAY, MMOEMT, MMOOPL, MMOOPS, MMOPTR, MMORID, and MMPOPS files will be updated.

If an employee's identity is changed, you can use the new identity for further processing.

If an employee's identity is copied, you might have to manually adjust the employee information in (CRS530) to ensure that it is absolutely correct for the new employee. If the copying was done because the employee's job description changed, it will still be possible to use the old identity to search for history transactions, and so on.

Before you start

  • The employee number specified as the new identity may or may not be registered in 'Employee. Open' (CRS530), but no transactions (time transactions, for example) may exist for this new identity.
  • If the Time Accounting component group is used, 'Time Transaction. Transfer to Payroll' (TAS140) must be run in order to empty the OTA141 file, used to store time accounting transactions to be transferred to Payroll. (This means that no Time Accounting files have to be updated when changing/copying an identity.)

Follow these steps

  1. To specify a current or new employee identity, start 'Employee. Delete' (CRS532/E).

  2. Specify the company number of the current employee identity and the new company number.

    If the same company should be used, specify the same company in both fields.

  3. Specify the division number of the current employee identity and the new division number.

    If the same division should be used, specify the same division in both fields. If divisions are not used, leave the fields blank.

  4. Specify the employee number of the current employee identity and the new employee number.

    If the same employee number should be used, specify the same number in both fields.

  5. Select one of the alternatives:

    • To change the identity of an existing employee, go to step 6.
    • To copy the identity of an existing employee (perhaps a template employee) to create a new employee, go to step 10..

  6. To change an employee identity, select alternative 1 in the 'Change/copy' field.

  7. Select the 'Employee information' check box, to change the employee identity in all employee files, and also all files where the employee identity occurs outside Time and Attendance.

    This check box must be selected.

  8. Select the 'Transaction' check box, to change the employee identity on all active transactions in Time and Attendance belonging to the current employee identity.

    This check box must be selected. With active transactions means all transactions that are not history transactions, such as time transactions, absence transactions, operation time transactions, and so on.

  9. Select the 'Transaction history' check box, to change the employee identity on all transactions stored in the history files in Time and Attendance. Press F14 to start the change.

    This check box must be selected.

  10. To copy an employee identity, select alternative 2 in the 'Change/copy' field.

  11. Select the 'Employee information' check box, to copy information in all employee files, and also all files outside Time and Attendance, for the current employee identity to the new identity.

    This check box must be selected.

  12. Select the 'Transaction' check box, if you want all active transactions in Time and Attendance belonging to the current employee identity to be copied to the new identity.

    With active transactions means all transactions that are not history transactions, such as time transactions, absence transactions, operation time transactions, and so on.

  13. Select the 'Transaction history' check box if you want all transactions stored in the history files in Time and Attendance that belong to the current employee identity to be copied to the new identity. Press F14 to start the copying.

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