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Click the blue plus button
next to the Main tab, enter a name for the tab, select the Headcount driver type*, then click Add. Enter a password for the driver tab (something you will easily remember - see warning above) and click Save.
In the Drivers window that displays, select the General Ledger account(s) that will be driven from your new headcount tab:
Click the blue plus button and select the account code(s), for example Salary & Wages. See https://helpphocassoftware.atlassian.net/wiki/pages/resumedraft.action?draftId=2752709014 Invite users, if required (you can do this later). See Manage Headcount driver users
Add benefits and benefit plans, if required (you can do this later). See Manage Headcount driver benefits
Click Save and close.
Proceed to add an administrator, if required, then add the employee data (see below).
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While you can manually enter your employee data line by line, it is more efficient to import this data via a file that you exported from your payroll system or the Phocas template file. Either way, the system automatically calculates the employee’s total remuneration value and displays it in the Rem. Total column.
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If you plan on importing your employee data, ensure you have added the corresponding account codes to the headcount driver settings beforehand. If your import file contains account codes that are not in your headcount settings, you will get a message requiring you to validate the account codes. You will need to cancel the import, add the codes in the settings, then restart the import. |
Click the Input tab to open the worksheet.
Prepare the import file, either:
Use your own file: Export the file from your payroll system and save it to your computer.
Use the Phocas template file: Click the Import button and select I need to download a template, enter your employee data in the template, then save the file to your computer.
Import the file using one of these methods:
Click the Import button and select I have a file, then select the file you want to import.
Drag and drop the file into the worksheet.
In the Import window, map the items that are in your import file to the items that are in the Input tab, then click Import.
If required, validate the items, for example if the naming conventions are different, then click Import again.Review the imported data and calculated totals. You can see a list of your employees, along with information such as which region they belong to, when they started and their base bonus and commissions.
Proceed to enter additional headcount details (see below).
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The result of all the hard work you put into setting up the Headcount driver is summarized in the Headcount Output tab and reflected in automatically driven budget values in the Main tab.
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However, you cannot edit the headcount values in either the Main or Output tabs, you need to return to the Headcount driver tab to do so. Other users can also view and use headcount output data.
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