Set up a Headcount driver

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:

• 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, 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

1. 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.

2. 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.

3. 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.

4. 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).

5. Click the employee’s Salary, Bonus or Commission column and select the applicable code.

6. Proceed to adjust the salary, bonus and commission values (see below).

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.

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.

1. Right-click the Headcount (Input) tab and click Delete.

2. Select the checkbox if you want to delete all rows in the main tab that are driven by this tab.

   1. 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.

   2. 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.

3. Click Delete to confirm the deletion. Refresh your screen to ensure the changes are applied.

On this page

Related pages

• Manage headcount driver users

• Manage headcount driver account codes

• Manage headcount driver benefits

• View and use headcount data