Overview
Transfer employees allows you to transfer employees from one company to another. Employees must be TERMINATED in the current company prior to transferring.
All data from employee maintenance records other than what has been indicated to be updated will be transferred to the new company. These must be reviewed and updated where necessary.
During the transfer the following will occur:
Only TERMINATED employees are transferred – ACTIVE employees will be excluded.
If auto numbering is turned on in the new Co a new Employee ID will be automatically created, but can be overridden if required.
If auto numbering is not turned on, the user MUST UPDATE the Employee ID prior to transfer.
All Values from the employee file will be copied to the new employee record.
The LAST Employee Pay Calculation included in the list of Pay Calcs from the Update Screen will be copied to the new employee record. The pay calc must be non-dormant.
The LAST Employee Earnings Category included in the list of Earnings Categories from the Update Screen will be copied to the new employee record. The Earnings Category must be non-dormant.
As employees will already have an hrp_id in the HR Personnel Workbench from the original Payroll ID, the new employee Payroll ID created for the transfer to the new company will be automatically linked to the existing HR record.
No employee YTD earnings are transferred to the new Co.
Transfer Employees
Found under Payroll > Employee Management > Transfer Employees.
Main Tab
Transfer Employees Main Tab
Select the company to which the employees are being transferred.
Enter the Hire Date in the new company. This defaults to the current date.
Tick Move employee Notes if you want the employee notes from the current company to be transferred to new company. Notes are found on the Employee Maintenance record > Other tab – General Notes.
The next section is the Transfer Default layout. For each field, either enter or select the default value for the field in the destination company, or tick Retain Old Value to use the value from the source company on the record in the destination company.
Transfer Defaults
For pay calculations and earning categories you can enter a comma separated list or use a wildcard to copy over to the new company.
For Standard Labour Rates and Captions, if not used in the new company or configuration is different, you can modify employee records in the employee workspace screen.
If updating default values, all employees in the employee selection will be updated with the new information.
You can change the values on individual employee records before you transfer them.
Employee Selection
The Employee Selection tab allows you to select an individual employee by entering the employee number directly into the Matches field or you can use several variables to be able to select a group of employees.
Choose one of the following methods to select employees for transfer:
Single employee
Comma-separated list of employees
By classification (e.g., all employees in a specific department, location, etc.)
Multiple selection criteria
Employee Selection Tab
Generate Transfer List
Once all the details on the Main Tab and Employee Selection Tab have been updated, select the Generate Transfer List button.
If the selection includes more than 20 employees, a warning will appear asking you to confirm that you want to proceed.
Cancel – returns you to the transfer employee record to amend employee selection criteria.
OK – continues and generates all employees in the temporary Transfer Workspace.
In the transfer details area, if there are empty values and Retain Old Value is not ticked, Coins ERP+ will set such fields as blank values in the new company. You will see the below warning:
Cancel – returns you to the Main Tab to review data and update where necessary.
OK – continues and generates all employees in the temporary Transfer Workspace.
Transfer Workspace
All employees that meet the selection criteria are shown in the Transfer Workspace.
Transfer Workspace is used for updating field values that will be assigned to the employees in the new company, validating the possibility of transferring, and printing reports using the standard Coins ERP+ print button.
The Transfer Workspace is a temporary workspace, which means that it only holds the information while it is open.
The Captions and Standard Labour Rates fields should be filled in here as well as other fields. All values from this screen will be moved to the employee records in the new company. Values in red are not correct in the target company and must be resolved prior to transfer.
You can transfer employees if the record is valid and the Transfer checkbox is ticked. This is ticked automatically if there are 20 employees or fewer in the selection.
If there are employees listed that you do not want to transfer, open the record and untick the Transfer checkbox for those employees.
If there are more than 20 employees listed, open the record for those employees you want to transfer and tick the Transfer checkbox.
Transfer Checkbox
The new Employee ID will be automatically generated following the rules defined in the new company's PR/EMPCODEF format.
If EMPAUTON is set to No Auto numbering, the new Employee ID field must be updated to correct employee ID format for new company prior to saving or transferring.
Check that the new Employee ID is created correctly prior to transferring.
Opening the record allows you to review and update an individual record. You can update the fields on individual employee records before they are transferred, if necessary. For example, the default values may not be correct for some employees.
You can use the Multi button to update more than one record at a time.
Transfer Workspace
If you select Back in the Transfer Workspace all data will be lost, and you must start over.
Transfer Workspace Actions
Validate Employees To Transfer
You can select one or more employees and apply action Validate Employees To Transfer.
The validation mimics the process of transferring for catching warnings and errors that could happen during the transfer and logging them in the appropriate fields in the records to be transferred.
Only records with a ticked Transfer flag that have not already been transferred (Status is not T) will be validated.
During the validation process, use the filters to reduce the number of employees visible on workspace.
Once the Validate Employees to Transfer action has been applied, a status column will show one of the following against each employee record:
Blank - Not yet validated
E - Errors
W - Warnings
V - Valid; the employee record can be transferred
Transfer Employees
Only records with a ticked Transfer flag that have not already been transferred (Status is not T) will be processed.
If an error occurs for a record, then the process rolls back for this record and the error is logged in the employee record.
Hire in New Company
Once the transfer is successful, the employee is hired in the new company.
All values from the employee file are copied to the new employee record.
Any values that were listed the Transfer Defaults section on the Transfer Employees selection screen are replaced with new values.
The last Employee Pay Calculation included in the list of Pay Calculations from the Update screen is copied to the new employee record. The pay calculation must be non-dormant.
The last Employee Earnings Category included in the list of Earnings Categories from the Update screen is copied to the new employee record. The Earnings Category must be non-dormant.
Review Payroll Employee Maintenance in the new company to verify all data is correct and make necessary changes.
Review employee HR Personnel Workbench to verify all data is correct and make necessary changes:
Leave Taken and Accrued
Employee History
Links to other modules
Continuous Service Start Date