When you add the Headcount driver, two worksheet tabs are automatically generated for you, Input and Output, and both are blank initially.
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.
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 headcount driver (something you will easily remember - see warning above) and click Unlock.
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 and Commission & Bonus. Invite headcount users, if required (you can do this later).
Add benefits and benefit plans, if required (you can do this later).
Click Save and close.
Proceed to add an administrator, if required, then add the employee data (see below).
*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.
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, i.e. map them to your headcount account codes (see step 5 below). If you do not have any account codes to map to, you will need to cancel the import, add the account codes in the headcount 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 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.
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, the data that is in your import file is automatically mapped to the database, review these mappings 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 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.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.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.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).
You might want to assign this task to other users.
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”.
You might want to assign this task to other users.
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.