Under Company/Employees or Project/Maintenance/Employees , employees can be created.
The employees created here can be selected from many tables in Uniconta and thus allow for statistical extractions.
Description of fields
Some of the fields are described below| Field name | Field Description |
| Description | |
| Employee number | Enter the employee's number / initials here |
| Employee name | Enter the employee's name here |
| Position | Select the employee's job title here |
| Group of products | Here you can select the employee group that the employee belongs to. Read more here. |
| Address | |
| Address 1 | To be filled in with the employee's private address - line one |
| Address 2 | To be filled in with the employee's private address - line two |
| Postal code | To be filled in with the employee's private address postal code |
| City name | To be filled in with the employee's private address city name |
| Contact person | |
| Mobile phone | To be filled in with the employee's mobile phone number |
| Private mobile | To be filled in with the employee's private mobile phone number |
| E-mail address | To be filled in with the employee's company email |
| Private Email | To be filled in with the employee's private email |
| CPR no. | To be filled in with the employee's CPR no. |
| Salary number | To be filled in with the employee's salary number |
| Registration number | Enter the registration number of the employee's car. Used in connection with mileage registration. Read more here. |
| Salary type | The value of this field is used for project budget lines. project budget lines. The wage type entered here is suggested as the default wage type when performing time tracking via the Uniconta Assistant app. |
| MNE-No | Enter Auditor MNE-No. here. Must only be filled in by auditors. The field is used in connection with balance sheet printouts. Read more here. |
| User | |
| Approve and Approve 2 | These fields are filled in on the employee if the employee must submit purchase vouchers to Uniconta and an approver is automatically added when submitting the vouchers. Example: Employee "EE" has "LJ" as Approver "EE" submits an attachment. "LJ" automatically receives the attachment submitted by "EE" for approval. If Approver 2 is selected here, a physical document approved as an approver by this employee is automatically forwarded to Approver 2. Example: Employee "EE" has "LJ" as Approver and "PC" as Approver 2 "EE" submits an attachment. "LJ" and "PC" automatically receive the attachment submitted by "EE" for approval. If the employee is set as e.g. approver 1, the document is placed for approval by the user themselves. For example, in the app. or from the user's default email. |
| Login ID | If you add the employee's login ID to the employee card index, we will be able to add the employee when creating sales and purchase orders, as Uniconta can now recognize the employee via the login ID. The same applies if the timesheet and the Uniconta Employee app are to be used.
If you are logged in with an employee login ID and approve another employee's documents, it is your own employee ID that is stamped inthe inbox as the approver.
You can give an employee read-only access to physical documents, as no other rights are required to approve a document. Read more about user rights here.
An employee can also use the 'Approve' function under 'My profile' in the top bar. This requires that you have entered the login ID of the employee in the employee directory.
Read more about authentication in physical attachments (inbox) here. |
| Invoice, Confirmation and Quote | If an employee should receive a copy of invoices, order confirmations and quotes, check these boxes. The email address will be put in cc. The employee will only receive the document if they are selected in the Employee field on e.g. the sales order and if an email address is specified for the employee. Note! If you have a Uniconta login and your Uniconta login is linked to an employee in the employee directory, the Employee field is automatically filled in with your employee number when you create sales orders, unless another employee is manually selected during creation or a specific employee is specified for the customer in the debtor directory. Employee is added when you press 'Save'. |
| Show cost | Not implemented here. The function is accessed under Company/User rights/Administer users. Top menu [Menu Layout]. Read more here. |
| Send email for attachment approval | If checked, Uniconta sends a notification to the employee's email when an attachment arrives in the inbox from which the employee can approve the attachment. ATTENTION! The employee only receives the email when he is selected as approver and the user presses 'Save'.
It requires a login on the employee that the Login ID is filled in. Email is filled in and that 'Send email for attachment approval' is checked on the employee.
[Awaiting approval] This feature has the same setup requirements as "Send email for attachment approval" as specified in the previous line.
Please note! If you do not receive the email, you can create post@uniconta.com as a contact person in your mail client. This will prevent the sender email from being set as a "phishing" email.
The employee approves in this email.
Click "Approve here".
If you select "Approve" or "Reject" from the email, the link will subsequently be inactive. If you select "Wait", the link is still active, but now the bookkeeper can see that the voucher is in the "Waiting" folder and can also see the note that the approver has written.
So if you are not yet ready to either approve or reject, it is better to select "Wait" because then the accountant can see that the approver has seen the document but cannot make a decision.
"Wait" works in the same way as via email when approving attachments via the "My profile" menu.
It is possible to resend an approval request from Finance/Physical vouchers (inbox). Read more here.
If the attachment is not PDF or XML, the file will be downloaded and displayed in an external application. |
| Storage location | Here you can insert the employee's default storage location. When this employee enters a sales order, this storage location will be suggested on the order line. NB: The employee must have a user login for Uniconta, and have this user login associated with the employee in the field "Login ID" |
| Pricing | |
| Cost price and selling price | Cost price and selling price can be entered here. This is the lowest level. This means that prices created elsewhere will override these. Cost price can be named here without filling in the sales price. There should always be a cost price for an employee. |
| Time | |
| Declared date and Approved date | In these fields, the day before the employee is to start time registration is entered. The fields are automatically updated with new dates every time an employee reports and/or approves hours for the employee, so you can always see in these fields how far the employee is with reporting and approving hours. |
| Employee | |
| Employee | To be filled in with date of hire. The field is an information field. |
| Advised against | To be filled in with the date of resignation. The field is an information field. |
Description of buttons (overview)
| Button | Button description |
| Add to cart | Select this button if you want to add new employees to the employee directory. Fill in the relevant information.
 |
| Time tracking project | This button only appears if the Time field is checked under Company/Maintenance/Turn features on/off . Click on Project Time tracking to view the employee's time registrations. Hours can also be approved here. Read more about Time registration here. |
| Working hours | Here the employee's time tracking from the Uniconta Work app is shown. Read more about this: Working hours from the Uniconta Work app - Uniconta |
| Postings | The employee's postings are shown here. Read more about this here: employee postings |
| Settings | Under Settings you see Employee commission, Employee rates and Calendar |
| Approve attachments | Attachments that are set to be approved by an employee can be approved via this button.
Watch a short VIDEO about attachment approval in the inbox.(Click here for an English version of the video). This 9-minute video shows, among other things, our folders in the inbox, how to set up employees to approve attachments, and how to approve from an email, Uniconta inbox and use the icon.
If an employee is associated with the credit card, this employee will be set as 'Approver 1' in Physical attachment (Inbox). |
| Projects | This button is only visible if you have checked the My projects box under Company/Maintenance/Turn features on/off under Project.
If the button is selected, you can see which projects the employee can see under the menu item Project/My projects as well as on Uniconta web and in the Uniconta Assistant app.
In addition to the projects listed here, the employee can see the projects that the employee is responsible for.
Projects can be added and deleted from the list.
The function is implemented in the Time registration and Project drafts in the Uniconta Assistant App, so that only "my projects" can be registered in the App. The same function is implemented in the Windows Client. |
New employee (project/hour)
If you need to create a new employee to be able to register hours in the project module, the following procedure can be used. Note! Items 1-4 can be done in good time before the employee starts. Items 5-6 can be waited until the day the employee starts, so the license for the user is only paid from this date.- Create employee Create the new employee in the employee directory, e.g. under Project/Maintenance/Employees Remember to fill in the fields Clear date and Approved date. Read more about these fields etc. above.
- Employee rates If necessary, set different employee rates for the employee under the Settings/Employee ratesbutton . Read more about this here. If no employee rates are set here, the prices from the Cost price and Sales price fields in the employee directory are used instead.
- Link employee to a calendar Select the Settings/Calendar button from the employee overview to link the employee to a calendar. Select the Add record button and select which calendar the employee should be linked to and which date the employee starts in the Valid from field. Note! This setup can also be done under Project/Maintenance/Time/Calendar setup. If there is no calendar that matches the employee's hours, this must first be created. Read more about this here.
- Select who should approve the hours Select who should approve the new employee's hours under Project/Maintenance/Time/Set up approver. Select the Add record button and fill in the Employee and Approver fields with the new employee and the employee who should approve their hours respectively. Read more about this here
- Create a Uniconta user If the employee does not already have a Uniconta user, a user must be created for the employee; if the employee is a new employee at an accountant/univisor, the user is created as described here: Create new user for employee at accountant/univisor If it is a different type of employee, they can be created as described here: https://www.uniconta.com/da/unipedia/firma/administrer-brugere/#3
- Give the user access to the desired accounts If the employee already has a user and/or if the employee was created as a new employee at an accountant/univisor (as described above), you must allow the employee to see the accounts in which time registration is to be made. select Company/User rights/Administer users and follow the description below: https://www.uniconta.com/da/unipedia/firma/administrer-brugere/#2
- Link employee and uniconta user The employee you created in the employee directory and the uniconta user must now be linked. This can be done in different ways: Select the Set employee button and fill in the Employee field with the employee in the employee directory that should be linked to the uniconta user. Or...Fill in the Login ID field of the employee in the employee directory, e.g. under Project/Maintenance/Employees