From the Payroll or Human Resources screen, select the Maintenance menu and then Employees.
Note: If desired, to access the Employee File from Negotiations (if applicable), select the Payroll menu from the Negotiations screen and then Employees.
Select the Options menu and then Adjust Custom Fields.
At the Adjust Custom Fields screen, enter the custom field to adjust in the Custom Field Description field, or click the down-arrow button to select the correct one.
Note: The numeric custom fields are listed on the search screens as a decimal field.
Enter the applicable adjustment type (Convert to Numeric, Convert to Referenced, Create New, Increment, or Replace) to complete for the custom field in the Adjust Option field, or click the down-arrow button to select the correct one. To convert the information in the field to be a numeric value and change the type of the custom field to be numeric for all employees, enter Convert to Numeric. To convert the information in the field to be a referenced value and change the type of the custom field to be referenced for all employees, enter Convert to Referenced. To update the custom field with the specified data (as entered in the applicable Value field) for selected employees who do not currently have the field completed, enter Create New. To increment the data currently entered in the custom field by the specified value, enter Increment. To change the data for the custom field to the specified value for selected employees who currently have the field completed, enter Replace.
Note: Only certain adjustment types are available for the various types of custom fields. If incrementing a date custom field, only the year will be incremented.
If the specified custom field is a text field and Create New or Replace is specified as the Adjust Option, the Text Value field is enabled. Enter the data for which to enter into the custom field in the Text Value field. The data entered can be alphanumeric and up to 50 characters long.
If the specified custom field is a numeric (decimal) field, or the specified custom field is a date field and Increment is specified as the Adjust Option, the Numeric Value field is enabled. Enter the value for which to enter into the custom field or the amount to increment by in the Numeric Value field. The value can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.
If the specified custom field is a referenced field, the Reference Value field is enabled. Enter the ID of the referenced value to enter into the custom field in the Reference Value field, or click the down-arrow button to select the correct one.
If the specified custom field is a date field and Create New or Replace is specified as the Adjust Option, the Date Value field is enabled. Enter the desired date to enter into the custom field in the Date Value field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Click the Display button to select the employees for which to adjust the data in the custom field.
All the active employees who have the specified custom field completed or not completed, depending on the type of adjustment designated in the Adjust Option field, appear in the Employee Selection List on the bottom of the screen. If applicable, the information currently entered into the specified custom field and the new value that will be updated to the custom field appears for each employee. Specify the employees for which to adjust the custom field by clicking the box for the Selected column to the left of the desired employee. A checkmark will appear in the box if the employee is selected. To select all the employees listed on the screen, click the Select All button located above the Employee Selection List. If desired, change the filters to modify the employees displayed here.
Note: If Convert to Numeric or Convert to Referenced is specified as the Adjust Option, all employees (active and inactive) with the specified custom field completed appear in the Employee Selection List, and the Selected column is unavailable as all the employees listed will be adjusted.
Click the Execute button.
A message will appear in the status bar at the bottom of the screen once the option is complete.