In the financial budget workbook, click the Add button at the bottom of the worksheet, then enter a name for the tab, select the Headcount tab type, and click Add.
Enter a password for the headcount driver (something you will easily remember - see the warning above) and click Unlock.
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).
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To protect the privacy of your employee headcount data, the Headcount driver tab is locked by a password.
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Add the Headcount driver tab
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If there is already a Headcount driver tab in the workbook, you might prefer to clone that tab rather than follow the steps below to add a new one from scratch. |
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.
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.On the Accounts tab, click
Accounts
Click the blue Add account button, select .
Select the General Ledger account(s) that you want to drive (such as Salary & Wages and Commission & Bonus), and click out of the box.
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.
Add benefits, if required (you can do this later), then click Next.
Add benefit plans, if required (you can do this later), then click Next.
Click Save and finish.
Proceed to add the employee data (see below).
Invite headcount users, if required (you can do this later).
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:
Ensure the corresponding account codes have been added 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, 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
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: On the Headcount Input tab, click the Tab menu and click Import data > I need to download a template. Open the template and enable editing, then enter your employee data and save the file to your computer.
On the Headcount Input tab, import the file using one of these methods:
Click the Tab menu and click Import data > I have a file, then select the file you want to import.
Drag and drop the file into the worksheet.
In the Import window, review the imported data that is automatically mapped to the database, 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).
Enter additional headcount details manually
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You might want to assign this task to other users in the workflow. |
On the Headcount Input tab, 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.
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.
Click the employee’s Benefit Plan column and select the applicable benefit plan
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 |
those values in the Benefit and Budget Period Cost columns respectively. |
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.
Proceed to adjust the salary, bonus, and commission values (see below).
Adjust the salary, bonus and commission values
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You might want to assign this task to other users in the workflow. |
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
Quickly update headcount details using the export-import method. Export the worksheet, make your changes, save and close the file, and then import the file (using the same steps above). The existing data is overwritten with your changes.
View headcount output
The result of all your work 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.
Delete rows
You can delete headcount rows you no longer need, either individually or in bulk.
To delete one row, hover over the row to display the Delete button, then click the button.
To delete multiple rows at the same time, select the rows you want to delete (they turn blue) and click the Delete button at the top left of the grid.
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.
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.
Either click the Tab menu and click Delete tab or right-click the Headcount (Input) tab and click Delete.
Select the checkbox if you want to delete all rows in the main tab that are driven by this tab.
The following image shows what happens in the Main tab if you don't select this checkbox (default behavior). A sum row remains under the account row and it is editable.
The following image shows what happens in the Main tab if you do select this checkbox. There’s no headcount-related sum row under the account row. It’s as if there never was a Headcount Input tab.
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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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