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When you (the budget owner) add the Headcount driver:

• Two Headcount worksheet tabs are automatically generated for you, Input and Output, and both are blank initially. The Input tab is where you enter the headcount data and Output tab is where all other users view a summary of that data.

• You are the owner and administrator of Headcount driver, therefore, you are the only user who can access Input tab (until you add other users).

Add the Headcount driver tab

1. Click the blue plus button next to the Main tab, enter a name for the tab, select the Headcount

1. tab type*, then click Add.

2. Enter a password for the headcount driver (something you will easily remember - see warning above) and click Unlock.

3. In the Drivers window, click the blue plus button and select the General Ledger account(s) that you want to drive, for example Salary & Wages and Commission & Bonus.

4. Invite headcount users, if required (you can do this later).

5. Add benefits and benefit plans, if required (you can do this later).

6. Click Save and close.

7. Proceed to add the employee data (see below).

Add the employee data

While you can manually enter your employee data row by row, it is more efficient to import this data. You can import a file that you exported from your payroll system or use the Phocas template file. Either way, the system automatically calculates the employee’s total remuneration value and displays it in the Rem. Total column.

1. Click the Input tab to open the worksheet.

2. Prepare the import file, either:

   • Use your own file: Export the file from your payroll system and save it to your computer.

   • Use the template file: Click the Import button and select I need to download a template, open the template and enable editing, enter your employee data, then save the file to your computer.

3. 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.

4. In the Import window, review the imported data that is automatically mapped to the database, and make changes, if required, then click Import.

5. 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.

6. 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.

7. Proceed to enter additional headcount details (see below).

Enter additional headcount details

1. Manually add employee lines, if required:
   Scroll to the bottom of the grid to the blank row, then manually 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.

2. 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.

3. 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.

4. 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).

5. Click the employee’s Salary, Bonus or Commission column and select the applicable code.

6. Proceed to adjust the salary, bonus and commission values (see below).

Adjust the salary, bonus and commission values

In the Adjusted FTE Remuneration section, you can make adjustments to an employee’s salary, bonus and commission. The system automatically adjusts the employee’s total remuneration value accordingly and displays the new total in the second Rem. Total column. You can refer to these values in formulas on the Main and other tabs.

For example, if you want to give an employee a 5% pay increase, enter the formula “=Fte_salary*1.05”.

View headcount output

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. 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.