Allows a user to transfer employees from one current company to another. Employees must be TERMINATED in current company prior to transferring.
All data from employee maintenance records other then what has been indicated to be updated will be transferred to new company these must be reviewed and updated where necessary.
During the transfer the following will occur:
Will only transfer TERMINATED employees – ACTIVE employees will be excluded.
If auto numbering is turned on in new KCO a new employee ID will be automatically created but can be overridden if required.
If auto numbering is not turned on MUST BE UPDATED by user prior to transfer.
All Values from the employee file will be copied to new employee record.
The LAST Employee Pay Calculation included in the list of Pay Calcs from 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 Update Screen will be copied to the new employee record. The Earnings Category must be non-dormant.
As employees will already have a hrp_id in HR personnel workbench from the original PR ID the new employee Payroll ID created for transfer to new company will be automatically linked to existing HR record.
No employee YTD earnings is transferred to new KCO.
Transfer Employees
Found under Payroll > Employee Management > Transfer Employees
Main Tab
Select the company the employees are being transferred to
Enter the hire date in the new company – defaults to ‘Todays’ date
Tick ‘Move employee Notes’ if you want the employee notes from 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 check ‘RETAIN OLD VALUE’ to use the value from the source company on the record in the destination company.
For pay calculations and earning categories you can enter comma separated list or use wildcard to copy over.
For SLR and Captions if not used in new company or configuration is different you can modify employee records on the employee workspace (next screen).
If updating default values all employees in employee selection will be updated with this new information.
IMPORTANT NOTE:
You can change the values on individual employee records before you transfer them.
2. Employee Selection
Allows you to select an individual employee by entering 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
3. Generate Transfer List
Once all the details on Main Tab and employee selection have been updated click on 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 – will return you to transfer employee record to amend employee selection criteria.
OK – will continue and generate all employee in the new temporary window ‘Transfer workspace’.
In the transfer details area if there are empty values and the ‘RETAIN OLD VALUE’ is not ticked COINS will set such fields as blank values in new company. You will see the below warning.
Cancel – will allow you to update main tab and review data and update where necessary
OK – will continue and generate all employee in the new temporary window ‘Transfer workspace’.
Transfer Employee workspace
All employees that meet the selection criteria will be now showing in ‘Transfer Workspace’ browser.
‘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 Labor 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 new company. Values in red are not correct in the target company and must be resolved prior to transfer.
Employees can be transferred if the required is valid and the TRANSFER checkbox is checked.
You can transfer employees if the record is valid and the Transfer checkbox is checked. This is checked 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 uncheck 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 check the Transfer checkbox.
IMPORTANT NOTE:
If the number of employees exceeds 20, the transfer check box by default will be unchecked.
You can use the MULTI button to update more than one record at a time.
The New Employee ID will be automatically generated following the rules defined on the new company PR/EMPCODEF format.
If EMPAUTON is set to No Auto numbering, this field must be updated to correct employee ID format for new company prior to saving or transferring.
IMPORTANT NOTE:
Check New Employee ID is created correctly prior to transferring.
Open the record will allow 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.
If you click BACK on the Transfer workspace all data will be lost, and you must start over.
IMPORTANT NOTE:
The Transfer Workspace is available only during the current session. When it is closed, any updates made to the workspace will be lost.
Transfer Workspace Actions
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 of the records.
Only records with ticked Transfer flag and also which has not T (already transferred) Status will be validated.
If an error occurs for a record, then the process rolls back for this record and the error is logged in the employee record.
Only records with ticked Transfer flag that are valid, and which has not T (already transferred) Status will be processed.
Transfer Workspace Status
Once the ‘Validate Employee’ Action has been applied. The status column will show on of the follow against each employee record.
Blank - not yet validated
E - with errors
W - with Warnings
V - Valid the employee record Can be transferred
During the checking process use the filters to reduce the number of employees visible on workspace.
Hire in New Company
Once the transfer is successful the employee is hired in 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.
IMPORTANT NOTE:
Review employee Payroll Employee Maintenance in new company to verify all data is correct and make necessary changes.
IMPORTANT NOTE:
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