Preliminary Data Migration Tasks
Review all employees in the legacy system and only migrate employees paid in current financial year to COINS.
Decide if keeping legacy payroll ID’s or use new payroll numbers in COINS.
Ensure all COINS lookup tables and forms are populated prior to migrating data to COINS.
Map your legacy system to corresponding COINS coding.
Populate the Template
Populate the ‘PR_MASTER_ Implementation Spreadsheet’ Template with the relevant data from your legacy system.
Remove column A, as the first field must be the Employee Number.
Remove the help lines (highlighted in yellow in the sample below) once complete
Ensure you populate the HR record at the same time with a value of Y in emp_createhr field
Save the template in CSV format ready for upload to COINS.
Screenshot of sample Template:
Load the Data into COINS
Navigate to the following menu path:
Payroll > Company Setup > Employee Administration > Load Employee Data
2. Populate the fields as required:
Field Name: | Response: |
File Location | Click on the Radio Button for PC |
PC File Name | Click on the ‘Choose File’ option and select your template file from the pop up screen |
Upload Mode | Select ‘Check’ first to validate for errors. |
3. Press the NEXT button.
4. A warning message will appear – Select OK.
5. Navigate to the Report Status:
Click on the ‘Printer’ icon
OR
Navigate from the Menu; Home > Report Status
6. Once the file has a status of ‘Complete’ review the file by selecting the Hyperlink :
7. The report will open and display any errors or warnings.
All errors will need to be resolved before reloading the file.
The file will upload if only Warnings displayed.
8. Make changes to the csv file to resolve all errors. Complete from step 1 again.
9. A successful ‘Check’ load should return a status of ‘Complete’ with no errors (may have warnings)
10. Once the file has been validated successfully use ‘Load Employee Data’ with ‘Upload Mode’ set to LOAD
11. A warning message will appear – Select OK.
12. A successful ‘Check’ load should return a status of ‘Complete’ .
13. Navigate to the Report Status.
14. Open the report by selecting the hyperlink and ensure the number of data lines loaded equates to the number of employees loaded.
Validate the Data in COINS
1. Employee Detail Report
2. Navigate to the following menu path:
Payroll > Company Reports > Employee Detail Report
Three standard ‘Employee Details’ reports in Coins:
Job Title, Type, Class, Location Details
Standard Emergency Contact Details
TFN and Primary Bank Account Details
3. Open Report Status and review report in excel by selecting the icon
Employment Details
Navigate to the following menu path:
Human Resources > Reports > Personnel > Employment Details
2. Select Next
3. View report as a PDF by selecting the hyperlink
Or As an excel from the Report Status