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To protect the privacy of your employee headcount data, the Headcount driver tab is locked by a password. When you add this driver tab, it is important to use a password that you will remember, as it cannot be recovered or reset if you forget it. In the event you forget your password, you will be locked out of the driver tab and unable to access your headcount data. To limit the risk of losing your headcount data, we recommend you add one or more Administrators to this tab. |
Adding a Headcount driver tab is more complex than adding other types of driver tabs and includes the following steps:
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Add the tab
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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*As the headcount driver is only available for Profit and Loss budgets. if the Main tab is based on a non-financial statements database, the Headcount driver option will not display. |
Add the employee data
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.
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).
Enter additional headcount details
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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.
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Enter employment end dates, if applicable:
Click the employee’s Employee End Date cell and select the month they are planning to leave the company.
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tab, its setup screen opens automatically. This is where you select the accounts you want to drive with the headcount data and add benefits and benefit plans that are mapped to those accounts.
You can edit this setup later, as your needs change. You return to the setup screen in the same way you edit any other tab setup. You can also use the Headcount settings button in the top-right toolbar.
The headcount setup process involves several steps and settings, which are organized into tabs.
Configuration
Edit the name of the new tab, if required.
Add other headcount administrators, if required. By default, as you are the headcount owner (creating the tab), you are also a headcount administrator. You can add other administrators to help you manage the workflow on this tab. Ensure the selected administrators have full access to the database on which the budget is based. If you do not see the required user(s) in the list, check they have access to the headcount feature.
Click Next.
Accounts
Click the blue Add account button.
Select the General Ledger account(s) you want to drive with this Headcount tab. Common accounts include Salaries, Wages, Commissions, Bonuses, and Benefit Plans.
Click out of the account list to apply your selection.
Click Next.
Benefits
Click the blue Add benefit button.
In the grid, enter a name for the benefit, and a description, if required.
Set up the benefit calculation:
Fixed amount per annum: select Fixed amount p/a as the Calculation method and enter that amount in the Calculation box.
Percentage of the employee’s remuneration: Select % Remuneration as the Calculation method and enter that percentage value in the Calculation box, then enter the Floor (minimum) and Cap (maximum) values, if required.
Select the General Ledger account applicable to this benefit, such as Employee Benefits. If you do not see the required account in the list, you need to go back to the Accounts tab (click Previous) and add it there.
Clear the FTE checkbox, if applicable. This checkbox is selected by default, indicating that this benefit applies to full-time employees only. Learn more about this setting below.
Repeat the above steps to add more benefits, as required.
Click Next.
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In the headcount setup, you add benefits that are mapped to your accounts and add benefit plans that are mapped to those benefits. Then in the Headcount Input tab, after you add the employee data, you select the applicable benefit plan for each employee. 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 |
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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.
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Proceed to adjust the salary, bonus and commission values (see below).
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You might want to assign this task to other users. See Manage Headcount driver users and Workflow basics |
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”. See Formulas in the worksheet
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You might want to assign this task to other users. See Manage Headcount driver users and Workflow basics |
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.
Related pages
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The FTE checkbox is used to prorate the benefit for non-FTE employees. For example, if an employee works part-time and is 0.5 FTE in the Headcount worksheet, only 0.5 of the benefit is applied. This setting only applies to fixed amount benefits because the percentage of remuneration benefits already factors this in (the remuneration is at a part-time rate). |
Benefit plans
Click the blue Add benefit plan button.
In the grid, enter a name for the benefit plan.
Click the yellow cell, then select the benefit(s) you want to map to this plan, and click Save. If you do not see the required benefit in the list, you need to go back to the Benefits tab and add it there (click Cancel, then click Previous).
Repeat the above steps to add more benefit plans, as required.
Click Save and finish.
Password
To protect the privacy of your employee headcount data, the Headcount Input tab is locked by a password.
Enter a password (something you will easily remember) and click Unlock.
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Next steps
After you complete the setup and enter a password, two worksheet tabs, Headcount Input and Headcount Output, are automatically generated for you. Both worksheet tabs are blank initially. The next step is to add or import the employee data. If you want help to do so, you need to invite headcount users before you can assign them to tasks in the workflow.
On this page
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