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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 headcount driver (something you will easily remember - see warning above) and click Unlock.
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 and Commission & Bonus. Invite headcount 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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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, open the template and enable editing, 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 data that are is in your import file to the items that are in the Input tabis automatically mapped to the database, review these mappings and make changes, if required, then click Import.
If you are required to validate items in your import file, select the matching item(s) in your database and click Import. This step is required when an item in your import file, such as a dimension or account code, cannot be automatically mapped to items in your database. In the case of account codes, refer to the warning message above.
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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Manually add employee lines, if required:
Scroll to the bottom of the grid to the blank row, then enter the data as required. For example, enter “New Hire” in the Employee column as a placeholder for a new employee that you plan to recruit during the year.Enter the employment end dates, if applicable:
Scroll to the right of the grid, click the employee’s Employee End Date cell and select the month they are planning to leave the company.Select the benefit plans, if applicable:
Click the employee’s Benefit Plan column and select the applicable benefit plan. The system automatically calculates the employee’s benefit value, along with how much it will cost over the budget period (taking the employment end date into account) and displays these values in the Benefit and Budget Period Cost columns respectively. See Manage Headcount driver benefits to learn how to add benefits and benefit plans.
Edit the General Ledger account codes that you are driving, if required (you selected these codes during the headcount driver setup and they were automatically applied to the employees).
Click the employee’s Salary, Bonus or Commission column and select the applicable code. See Manage Headcount driver account codes to learn how to add and edit account codes.
Proceed to adjust the salary, bonus and commission values (see below).
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For example, if you want to give an employee a 5% pay increase, enter the formula “=Fte_salary*1.05”. See Formulas in the worksheet
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| Tip |
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You might want to assign this task to other users. See Manage Headcount driver users and Workflow basics |
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