Employee data retrieved from CornerstoneHR is stored in the Import Employees Workspace. You can then review these records and post them to create or update the records in Coins ERP+.
Payroll > Administration > Import Employees Workspace
The CornerstoneHR Integration Service is run to communicate with CornerstoneHR and retrieve employee data. Each successful communication will create individual batches in the workspace for each action: Onboard and Update.
Batches can either be manually added or retrieved from an external service.
Import Employees Workspace
Field- Internal Reference
Description - Automatically generated internal reference number for file identification
Field - Description
Description - Description of the batch – automatically entered when imported or manually added
Field - Batch Type
Description - Name of the action e.g. Onboard or update
“Onboard” batches contain lines of employees which need to be created in COINS; “Update” batches contain lines of employees which need to be updated in COINS.
Field - Import Type
Description - Short name of the system from which the import has been loaded. If manually added type will be Manual from CornerstoneHR (ExtApp)
Field - Number of Lines
Description - Number of records in the batch
Field - User ID
Description - Coins ERP+ user ID who ran the batch
Field - User Name
Description - Name of the user
Field - Date
Description - Date of the import or when file was created manually
Field - Time
Description - Time of the import or when file was created manually
Field - Status
Description - Status of where the batch is at
Filters are available to reduce the table to the required listings by ‘Status’ or ‘My/All batches’. Coins ERP+ standard search options also available to find specific batches.
The workbench has specific actions which can be applied to all records within the batch:
Validate Employees: Onboarded Employee records ultimately create Payroll Employees in Coins ERP+ as well as related HR Personnel records. Before the employees can be created, Validate Employees must be run. The Validate process looks for errors in the onboarded Employee record and prompts the user to make the necessary corrections. Validate can be run at the Batch level, or by individual onboarded employee.
Post Employees: creates or updates the payroll employee and where necessary the appropriate HR Personnel records.
Clear Import: Deletes the batch and all records within the batch. Once deleted the records must be retrieved again from CornerstoneHR.
The Delete button has the same result as Clear Import.
Proper Case: Will convert the employee name and addresses in the batch to Proper Case, that is capitalise the first character of a word.
Upper Case: Will convert the employee name and addresses in the batch all to UPPER CASE.
Imported employees
Drilling into the Internal reference number on the import workbench takes you to a new browser showing all the employee transaction lines within the batch and any validation notes.
Employees can be manually added to an unposted batch that has a batch type value of Onboard.
The browse screen for Imported Employees uses Column Set functionality, so you may create a view of onboarded employees that works best for you.
All lookup fields work in the same manner as the Employee Maintenance record along with validation rules.
Field
Description
Field - Line #
Description - Number of the record and links to the imported employee details
Field - Employee ID
Description - The Coins ERP+ employee ID
Field - First Name
Description - Employee first name
Field - Surname
Description - Employee Surname
Field - Rehire
Description - Indicator if employee has been rehired
Field - Hire/rehire date
Description - Start date in the current company
Field - Employee Class
Description - The employee class as per lookup table EMPCLASS
Field - Job Title
Description - Job Title assigned to employee
Field - Department
Description - The department the employee is assigned to
Field - Location
Description - The location the employee is assigned to
Field - Validation Note
Description - Will display any errors or warning messages after validation
Field - Open in Payroll
Description - This field links to employee maintenance
Fields will be populated with data from CornerstoneHR as per the field mapping configuration. Records can be opened and modified to update data were required.
Like the Import Employee Workspace, the imported employee also has actions which can be applied to all records or individual records within the batch.
Move Employees to another Import: Allows you to move an onboarded employee record to another batch, either within the same company or within another company, perhaps for processing at a later date. The import batch must already exist when using the Move Employees to Another Import function.
You can only move employees from one batch to another that has the same batch type.
Validate Employees: Must be run before employees can be created in payroll, along with the related HR Personnel records. The validate process looks for all errors in the employee record and prompts the user to make the necessary corrections. Validation can be run at the batch level or individual employee.
Proper Case: Will convert the employee name and addresses in the batch to Proper Case, that is capitalise the first character of a word.
Upper Case: Will convert the employee name and addresses in the batch all to upper case.
By drilling down on the Line # hyperlink, you can review and update an imported Employee record. Whenever possible, standard Coins ERP+ data is populated from the onboarded Employee record. Other data must be input before the imported Employee record can pass validation.
The Import Employee Details page has four layouts for each transaction record:
Employee info
Payroll Info
Hr Info
Super/Bank Info
Before an Imported Employee can be posted to create the Payroll Employee, you must review and update the information provided by CornerstoneHR.
Below list all mandatory fields before an imported employee record can be saved in Coins ERP+ Payroll. However, it is highly recommended to review all fields to ensure records are populated correctly in Coins ERP+ payroll and HR.
Employee Info tab
This tab contains information relating to personal employee information, default costing, work location and leave entitlements. Field lookups will work in the same manner as the Employee Maintenance record.
Employee Info Tab
Mandatory fields on Employee Info Tab:
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Payroll Info tab
Information on this tab relates to employee pay and tax withholding information.
Payroll Info Tab
Mandatory fields on Payroll Information Tab:
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HR Info tab
Information on this tab will relate to the employee Job Title, working relationship and emergency information.
HR Info Tab
Mandatory fields on HR information:
Marital Status
HR Personnel Analysis Fields
Super/Bank info tab
Information on this tab relate to employee primary/extra bank accounts and superannuation records.
Additional bank accounts and Superannuation records are not open by default and so the selection box must be selected to open the required fields.
Super/Bank Info Tab
Employee records will post if there are no super records on employee import file. During the payroll calculation process records with no SUPG will be identified.
Update employee
Employee records will be maintained in CornerstoneHR as the source of truth. When records are modified the date/time field will be used in the filter for the API service to retrieve employee records that have been changed since a specific date and time.
Only specific fields are permitted to be updated in the Import Employee record batch type Update Employee. Modified data will be shown in the field with the previous record highlighted in RED. This is determined by what is being updated in CornerstoneHR and passed back into Coins ERP+
Any field not available for modification will require updating in Payroll > Employee Maintenance or HR > Personnel Workbench.
Employee Info
Banking and Superannuation is not included in an Update employee record. These must be maintained from Payroll > Employee Maintenance.
Fields on Employee Information that are available to be updated:
Surname
Address Line 1
Address Line 2
City
State
Postcode
Country
Home and Mobile #
Department
Location
Employee Class
Holiday Calendar
Award
Trade
Skill level
State
Payroll Analysis Sets
Default costing method
GL account
Contract, cost code and category
Payroll Tax and workers comp state
Home, Primary Work state and Comp tick boxes
Payslip email address
Fields on Payroll Information that are available for update
Pay Frequency
Employee Hourly/Salary
Weekly working hours
Hours per pay period
Base rate
Previous first, middle and surname
Fields on HR Information that are available for update
Job Title
Reports to Director; Supervisor; Manager; Works to
Leave Authorisers for ESS
Group and Sub-Group
Office phone
Work mobile
Work email
Home email
HR Analysis sets