Instructions to create data

Section Content

Instruct users on how to create data such as employee information, maternity data, the shift data, leave registration data, etc.

Method of creating data:

• Typing the information directly in the software interface: This method is suitable when creating data for a small number of employees or the data is being saved as paper documents.

• Create from Excel template file: This method is suitable for creating data for a large number of employees, and the data is saved in excel file format.

Method of creating data directly on the software interface

On the toolbar, follow these steps: (1) Typing the information -> (2) Click Save button to save the data to software. Figure II.2.1

II.2.1

Noted:

• Information with red color and asterisk * are required to input data.

• Icon is flashing: After clicking the Save button, if this icon flashes that mean the software has detected an error and user need to additional information into box where it appears.

Create data from the Excel template file

The steps are as follows: Take the sample file from the software -> Typing information in the template file and save -> Import the data from the template file into the software.

Step 1: Get template file

Follow the steps as shown in Figure II.2.2

II.2.2

• (1): Click to get template file.
• (2): Select a folder to save the file. The default template file name is ImportGeneralExcel.xlsx (can rename the template file to suit users)

• (3): Click Save to save template file.

Noted:

Regulations on folders name or template file names: English or Vietnamese without spaces and no accent. Example: FileMau.xlsx, DangKyTangCa.xlsx…

Step 2: Typing information in the template file

Typing information in the template file was taken in part a.

Example: Typing the overtime registration information (Figure II.2.3)

II.2.3

Regulations Typing information in the template file

• Do not insert columns or lines in the template file.

• Do not blank lines between the two information lines. If the line is blanked, the information of the lines below the blank line will lose.

• The columns containing the red title cell are required to fill in information.

• Example of the incorrect information input: (Figure II.2.4) This is a common user error (the red frame and the red X letter)

II.2.4

Step 3: Import data from template file in to software

Follow the steps as shown in Figure II.2.5

II.2.5

• (1): Click button to import data from the template file.
• (2): Find the template file, then click to the template file.

• (3): Click Open. (It can ignore step 3 if double-click the template file).

After steps 2 and 3, the data will be displayed on the grid of software as Figure II.2.6

II.2.6

• (4): Click button to save data to the software. Finished creating data with Excel file

Noted:

In the case: After click Save, the software displays a message of failure. Checked the input errors in the Input Checking column (Figure II.2.6).