Add (import) employee data
- Denise McGettigan
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, Phocas automatically calculates the employee’s total remuneration value and displays it in the Rem. Total column.
You might want to assign this task to other users in the workflow. See Manage headcount users.
Before you start - things to consider and do
To avoid issues later on, ensure you consider the following points and take any required action:
Ensure the corresponding General Ledger accounts have been added to the headcount tab setup. If your import file contains accounts that are not in your headcount setup, you will get a message requiring you to validate the accounts, which means map them to your headcount accounts. If you don’t have any accounts to map to, you'll need to cancel the import, add the accounts to the headcount setup, 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 works on an annual salary basis. 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 cell in the Manual Entry tab. The latter option is useful if you have the hourly rate and hours worked for different types of employees in a single place.
Import employee data
Prepare the import file, using one of these methods:
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 any required changes, then click Import.
(If validation required) Select the matching item(s). This step is required when an item in your import file, such as a dimension or account, cannot be automatically mapped to items in your database. In the case of accounts, refer to the Before you start section above.
Click Import. The Headcount Input tab updates with the imported data. 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.
Review the imported data and calculated totals.
Proceed to add additional headcount details (see below).
Add headcount details manually
On the Headcount Input tab, manually add or edit the details as required. You might need to scroll to the bottom of the grid to find the blank row.
Employees: Enter the data as required. For example, type New Hire in the Employee column as a placeholder for a new employee that you plan to recruit during the year.
Employment end dates: Click the employee’s Employee End Date cell and select the month they are planning to leave the company.
Benefit plan: Click the employee’s Benefit Plan column and select the applicable benefit plan. The system automatically calculates the employee’s benefit value and its 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.
General Ledger account codes that you are driving: You selected these accounts during the headcount setup and they were automatically applied to the employees, but you can change them. In the GL Codes column group, click the employee’s Salary, Bonus or Commission column and select the applicable account.
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 adjust 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 tab, 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 Input tab is summarized in the Headcount Output tab and reflected in automatically driven budget values in the Main tab.
You can't edit the headcount values in either the Main or Output tabs; you need to return to the Headcount Input tab to do so.
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 once, 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.
Click Delete to confirm the deletion. Refresh your screen to ensure the changes are applied.