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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 driver 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

a Headcount 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.

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The headcount setup process involves several steps and settings, which are organized into tabs.

Configuration

1. Edit the name of the new tab, if required.

2. 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.

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3. Click Next.

Accounts

1. Click the blue Add account button.

2. Select the General Ledger account(s) you want to drive with this Headcount tab. Common accounts include Salaries, Wages, Commissions, Bonuses, and Benefit Plans.

3. Click out of the account list to apply your selection.

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4. Click Next.

Benefits

1. Click the blue Add benefit button.

2. In the grid, enter a name for the benefit, and a description, if required.

3. 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.

4. 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.

5. 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.

6. Repeat the above steps to add more benefits, as required.

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7. Click Next.

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

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Benefit plans

1. Click the blue Add benefit plan button.

2. In the grid, enter a name for the benefit plan.

3. 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).

4. Repeat the above steps to add more benefit plans, as required.

5. 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.

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.