Ensuring Salesperson Visibility on the Tank Information Screen

This article explains why the Sales Person checkbox in the Employee Master must be selected for a salesperson to appear on the Tank Information screen in Cargas Energy, and how to verify related Employee Master settings.

Why the Sales Person Checkbox Matters

Within the Employee Master, each employee record includes options that control how that person is used throughout the system. For users who should be available as salespeople on the Tank Information screen, it is critical that the Sales Person checkbox be selected.

If the Sales Person checkbox is not checked for the employee listed as a salesperson, that employee will not appear as an available option on the Tank Information screen. This can lead to issues such as:

• Inability to assign the correct salesperson to a tank.

• Confusion or errors when users cannot find the expected salesperson name.

• Potential data inconsistencies if another employee is selected instead.

Ensuring that the Sales Person checkbox is checked for any employee who should appear on the Tank Information screen prevents these issues and keeps sales-related data accurate and consistent.

Verifying Employee Master Settings for Salespeople

To make sure a salesperson appears correctly on the Tank Information screen, start by reviewing and maintaining their Employee Master record. Follow these general guidelines when working with Employee Master:

Confirm Required Employee Details

Each employee record should include key information so the user can function correctly in the system:

• First Name

• Last Name

• Employee Login

• Email Address

If an employee username/login is missing from the Employee Master, the user may not have access to certain features or may encounter errors. Ensuring these fields are filled out is important for all employees, including salespeople who need to appear on the Tank Information screen.

Verify Active Status

For a salesperson to be usable in the system, they must be an active employee. When editing the Employee Master record, make sure the Terminated box is unchecked for active users. If the Terminated box is checked, the employee may not function as expected, including not appearing in lists where active salespeople are required.

Check Security/Group Assignments (If Enabled)

If Security/Group assignment is enabled in your system, assign the appropriate Security/Group to the employee. While the primary control for appearing as a salesperson on the Tank Information screen is the Sales Person checkbox, having the correct Security/Group ensures the user has appropriate permissions and access to related features.

Maintaining Accurate Salesperson Data

Beyond the Sales Person checkbox itself, careful setup and maintenance of Employee Master records help ensure that sales-related data on the Tank Information screen is accurate and reliable.

Adding New Sales Users

When adding a new salesperson to the Employee Master, follow the standard process for adding a user and then ensure they are configured as a salesperson:

1. Navigate to Admin > Setup.

2. Open (Edit) Employee Master and click New to create a new record.

3. Enter the employee details, including: Division, Employee Login (format: domain\username), Signature Path, Location, and Employee Type.

4. Check or uncheck the applicable boxes for the employee. For an active user, ensure the Terminated box is unchecked.

5. If Security/Group assignment is enabled, assign the appropriate Security/Group.

6. Optionally add an employee image (supported formats: jpg, png, gif; maximum file size 0.625 MB).

7. Save the new employee record.

After the record is created, coordinate with your IT team to provision the employee's login credentials (domain account and password). If you do not have an available user license, purchase an additional user license before the new user can sign in.

Once the user is added and configured, ensure the Sales Person checkbox is selected so they appear on the Tank Information screen as intended.

Licensing and Access Considerations

If adding a new salesperson requires an additional product license, purchase the necessary license. Without an appropriate license and login setup, the user may not be able to sign in or use the system effectively, even if they are configured as a salesperson in the Employee Master.