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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 Add button at the bottom of the worksheet.

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2. Enter a name for the tab, select the Headcount tab type*, then click Add.

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

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

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

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

7. Click Save and close.

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

Add (import) 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.

Before you start - things to consider and do

To avoid issues later on, ensure you consider the following points before you start the import process and take any required action:

• Add the corresponding account codes to the headcount driver settings. 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, i.e. map them to your headcount account codes (see step 6 below). If you don’t have any account codes to map to, you'll need to cancel the import, add the account codes in the headcount settings, and then restart the import.

• The employee ID needs to be a unique identifier, such as an employee code. If you curently use a position description as the ID and that description is duplicated, for example, Sales Rep, you need to create a unique ID for each employee instead. To do so, you could concatenate the position and name, or add a sequential number to each position, for example, e.g. Sales Rep 1, Sales Rep 2 and so on.

• If your organization uses hourly rates, you need to convert them to a salary equivalent because the Headcount driver works on an annual salary. You can do this in two ways:

  • (Recommended) Before you import the file: In the file, multiply the hourly rate by the hours worked.

  • After you import the file: In the Headcount Input tab, enter formulas in the salary cell. You could enter the formula directly, for example “=1800*25” or include a reference to a Manual Entry driver. The latter option is useful if you have the hourly rate and hours worked for different types of employees in a single place.

Import procedure

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 manually

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”.

Update headcount details

You can quickly update headcount details using the export-import method. Export the worksheet, make your changes, save and close the file, then import the file (using the same steps above). The existing data is overwritten with your changes.

View headcount output

The result of all the 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.

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Delete rows

You can delete headcount rows you no longer need, either individually or in bulk.

• Delete one row: Hover over a row to display the Delete button, then click the button.

• Delete multiple rows at the same time: Select the rows you want to delete (they turn blue) then click the Delete button on the top left of the grid.

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Delete the Headcount tab

As explained in the View headcount output section above, the headcount rows drive rows in the Main tab, so you end up with child rows in the Main tab under each mapped account.

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When you delete the Headcount Input tab, these rows remain in the Main tab by default but you have the option to delete them. The Headcount Output tab is also deleted.

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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.