Overview
This document is a resource/guide to provide a checklist for task to be completed in Payroll when having a new Company created from an existing KCO.
An understanding of COINS payroll knowledge is required for these steps.
This document will only cover COINS ERP+ changes or updates.
If there are 3rd party products integrated with COINS ERP+, considerations to these will need to be made by the organisation in conjunction with COINS changes.
All screen shots are for information purposes only and may not reflect your organisational structure.
TimeFiler
If the organisation is using the Time and Attendance system TimeFiler and the new KCO is to have data sent to TimeFiler for employees to enter timesheet and cost to Contracts, then the following steps need to be considered.
System > users Maintenance > user Workbench
Search for Timefiler
Add new KCO to the company list.
Under the Security > Contract Security for the TimeFiler user ensure has access to the new KCO data if contract security is being used. Should have full access to this area.
📌Note: For filtering or other requirements within TimeFiler the business must contact TimeFiler via TimeFiler Support Desk if there are other requirements that need to occur.
Refer to latest TimeFiler scoping document for further information.
Cornerstone
Payroll > Global Setup > Parameters
Select filter for CS- CornerstoneHR
There should not be any company specific parameters for the cornerstone employee workbench.
Cornerstone Field Mapping
Ensure all the field mappings from original KCO has been copied over or bulk add to new KCO.
CornerstoneHR config and Integration Services
These should not require configuration on new KCO as the process should be run from only one KCO, being the original KCO.
On the ‘Import Employee workspace’ there is the ability to move employees from one KCO to another KCO when imported.
POP App Expenses non payroll employees
The following steps are whereby the organisation uses POP App for expenses and that is no employee will reside in the new KCO in COINS ERP+ in payroll.
A ticket must be logged with COINS support. The mobile team will be assigned to configure the necessary ESB publishers in new KCO.
Payroll > Company Setup > Departments
Setup departments with a code and description.
Refer to existing payroll KCO used for departments if the GL is configured in Payroll or not. It is not always the case whereby the GL account is defined in payroll if there are no employees residing in the KCO.
In CCC > Expenses Tab > Setup > Departments
If the new KCO does not hold payroll employees, the GL element 1 can be defined in CCC. The department listing is sent from ERP+ to CCC this listing cannot be modified in CCC only in ERP+.
Use the filter on column ‘Company’ to find the relevant Departments. On the Expense GL mask enter the GL elements required if not configured in Payroll.
Payroll > Company Setup > Locations
Setup up locations with a code and description in ERP+
In CCC > Administration Tab > System Maintenance > Locations
Locations do not hold costing but maybe used in CCC for policy rules and payment methods. The location listing is sent from ERP+ to CCC this listing cannot be modified in CCC only in ERP+.
POP App Expenses with payroll employees
The following steps are whereby the organisation uses POP App for expenses and there are payroll employees who resided in the new KCO in COINS ERP+.
A ticket must be logged with COINS support. The mobile team will be assigned to configure the necessary ESB publishers in new KCO.
Payroll > company Setup > Departments
Setup departments with a code and description.
Enter the GL account elements required.
This may be used in Payroll for default costing so ensure there is a GL account for each department.
Refer to existing payroll KCO departments tables to confirm how the GL account is configured for payroll. It is not always the case whereby the GL account is defined in payroll departments.
In CCC > Expenses Tab > Setup > Departments
Use the filter on column ‘Company’ to review the relevant Departments and the GL overhead masking being sent via ESB from Payroll to CCC.
Nothing further needs to happen as the publishers are sending data to CCC from ERP+
Payroll Suppliers
Payroll will have several suppliers linked to payroll pay calculations for generation of invoices for payment.
All payroll suppliers in the original KCO will need to be added to new KCO.
These suppliers should be added to the new KCO prior to completing the payroll configuration as there is specific configuration that may not be able to be updated if a supplier is not added to new KCO prior to commencing the payroll configuration.
To find payroll suppliers used in original KCO.
Payroll > Global Setup > AUS Specifics > Pay Calculations
Ensure all records are showing (clear all filters).
Click on the Excel button on the tool bar.
Open in excel and find the column Supplier.
All the suppliers listed must be ‘Added to View’ in new KCO in Accounts payable. The same supplier code must be carried over.
⚠️Warning: Errors in payroll processing may occur if the original suppliers are not added to new KCO.
New Payroll Company processing an AU Payroll
Overhead Department
Procurement > Setup > Technical Information System > Overhead department
Check GL account has been assigned to PAY overhead department.
Ensure the full GL is noted and no masking.
This is used in Accounts Payable as an ‘analysis’ when an invoice is created eg 10.7G00
Company Confuguration
Main Tab
Set the default sequence AUS to the relevant pay frequencies being used in new KCO. For those frequencies not being used keep blank
Employee Analysis Sets
These may have been copied over from the original KCO. It is a recommendation that the same analysis sets are used. However, an organisation may define new analysis for the new KCO.
Other Tab
These may have been copied over from the original KCO. Review data to ensure it is correct. Update fields relevant to new KCO.
Significant Items Tab
These may have been copied over from the original KCO. Ensure the same and all fields hold pay items.
Analysis Sets
These may have been copied over from the original KCO. Filter on each analysis Type (populated from company configuration) to review the valid available codes.
Departments
These may have been copied over from the original KCO. Review and updated if required. If the GL element has been used in the original KCO then it must be configured in new KCO as payroll has been configured to use department costing.
Oncost % Configuration
These may have been copied from the original KCO.
For ‘Federal’ Tax Authority the following field will need to be updated and is dependent on which superannuation file the organisation is using.
If using SAFF super file, the ‘Employer ID’ will need to be updated for ‘Location ID’ used in the SAFF file.
If using the QuickSuper File, the ‘Employer ID’ will need to be updated for ‘Employer ID’ registration number.
Open the ‘Federal’ Tax authority to update the employer ID field.
⚠️Important: The ATO supplier linked, must be the same ATO supplier code across all KCO’s as this is configured against the global payroll configuration for Tax pay calculations.
Accounts must ensure the same supplier is added to the new KCO. Do not add a new ATO supplier code.
Each state will need to be opened to update/review the Payroll Tax and Workers compensation % rates. Costing should be the same as the original KCO, as the GL structure should not have changed.
Caption Groups
Not all organisations use Captions, and these may have been copied over from the original KCO. These are mainly used if using TimeFiler.
Caption Maintenance
If using captions, a review of which captions are relevant to the new KCO will need to be carried out. Add or remove where required. These are defined on the employee record.
Working groups defined in Timefiler may need to be updated if held as a caption. Drill into the Timefiler working group and add new code for Timefiler employee rule group to the allowable values.
Locations
These may have been copied from the original KCO. Add or removed locations not relevant to new KCO.
Tax Tables
These may have been copied from original KCO. It is important to verify that all current tax tables are available in new KCO.
Company Setup > AUS tax tables and Pay Summary> Maintain Tax Scale
Payroll Frequency Parameters
Pay frequencies used under the new KCO are configured in 7.2. Once this has been completed each frequency will need parameters defined that are KCO specific.
[Frequency] Payroll > Setup > Parameters
Using the Advance filter apply filter on AU region only parameters.
Review each company specific parameter if already defined to update value relevant for new KCO.
If a not using company specific parameters, that is the new KCO is only the second payroll KCO to be created. You must select the parameters that will be company specific and apply ‘Create Company Specific’. This will ensure that the original KCO will keep the values defined and new values can be configured for new KCO.
Below is an example screen shot showing what parameters are marked as KCO specific and may require a new Values to be entered. It is possible that parameter values are the same across all KCO’s.
Copy over Payroll frequency emails templates, [Frequency] Payroll > Setup > Email Templates.
ATO Workbench
On the Master ATO workbench.
PAYE Scheme Tab
This tab holds the control information about a company for Single Touch Payroll Reporting.
Tax Scheme box – Company number, Name, ABN and SSID.
Employer box – Company Name and address.
Contact box - Contains full name, phone number, and email of the person responsible for the authorised lodgement of the PAYEVNT file.
This requires updating for each company with STP enabled.
Ozedi STP
On the Ozedi Dashboard add the new KCO to your account for Ozedi.
On the current company account drill into Service Type ‘Single Touch Payroll’.
On the ‘Manage Clients Tab’ add new company. This will automatically issue the new company with a new ‘Client ID’ which will need to be updated in COINS ERP+ parameters.
As COINS reports Single Touch Payroll (STP) through a sending service provider (SSP), you are required to notify the ATO of the sending service provider's software ID. This is done by creating a SSID for your new STP company.
Create New SSID
You will need to allocate a new SSID for the new company for STP reporting. Within the Ozedi STP Dashboard click on ‘Manage Client’ and for the new company ‘Edit Client’. Scroll to the End and ‘Update Client’ on saving a popup will appear saying registration is successful. Go back into Edit Client and the SSID will be automatically allocated.
⚠️Warning: Failure to create and register SSID with ATO will result in all STP packages from new company to be Rejected by the ATO.
📌Note: The SSID issued by Ozedi and in COINS ERP+ navigate to Payroll > ATO workbench Master and on the ‘PAYE Scheme’ tab update the Ozedi SSID within Coins.
Now the Principal Authority or authorisation Administrator is now required to log into the ATO ‘Access Manager’ Portal to register the SSID with the ATO
Select “My hosted software services” on the left of screen.
Search for Ozedi by entering “Ozedi” in the “service provider name” box and press Search
When OZEDI HOLDINGS PTY LTD displays, click on the ABN.
The screen to enter your SSID will display.
Enter your SSID in the box provided – you have option to add additional SSID’s if needed
Press Next button on the bottom right
Press SAVE button when summary details are displayed.
Return to HOME and on top right of screen next to your name, select “logout”
Ozedi SuperPay
On the Ozedi Dashboard add the new KCO to your account for Ozedi.
On the current company account drill into Manage Service for ‘SuperStream’
On the ‘Manage Clients Tab’ add new company. This will automatically issue the new company with a new ‘Client ID’ which will need to be updated in COINS ERP+ parameters. You will need to select the contribution payment method for the new company whether it be the same as original company or different.
Global Payroll Parameters
Pay frequencies used under the new KCO are configured in 7.2. Once this has been completed each frequency will need parameters reviewed and updated that are KCO specific.
Payroll > Global Setup > parameters
Using the Advance filter apply filter on AU region only parameters.
Review each company specific parameter if already identified, update the value relevant for new KCO.
If not using company specific parameters, that is the new KCO is only the second payroll KCO to be created. You must select the parameters that will be company specific and apply ‘Create Company Specific’. This will ensure that the original KCO will keep the values defined and new values can be configured for new KCO.
STP may hold the new client ID configured on the Ozedi Dashboard and the ABN for the new KCO.
SuperPay may hold the new Client ID configured on Ozedi Dashboard and ABN.
Superpay and STP have a specific filters in which should be used to verify new settings.
📌Note: Review all parameters and ensure that those parameters that are company specific have been identified as such. This will ensure better filtering and updated when required.
Document Security
Document Group security controls which document each user is allowed to access within ERP+. The COINS payslip holds a security group ‘PAYSLIP’. Therefore, for payroll employees processing payroll in the new KCO will require access to the document security group to be able to view employee payslips and run payslip processing.
⚠️Important: Contact the System administrator to update the user document security.
System > User Maintenance > User workbench
Drill into the user
On the Security Tab > Document management > Document Group security
Find the new KCO and enter the PAYSLIP group against the new KCO
Contract Security
Contract security may/may not be applied within the organisation. However, for all payroll users processing timesheets within COINS ERP+ access to ALL contracts should be granted. A user may not be able to process timesheets if transactions are entered against a contract they do not have access to.
⚠️Important: Contact the System administrator to update the user contract security.
System > User Maintenance > User workbench
Drill into the user
On the Security Tab > contract/Project security
Find the new KCO and enter * for security list and code.
Payslip
Payroll uses document designer for payslips design and build.
Reporting and BI > Document Designer
Filter for Cheque/Payslip
This will show all PAYSLIP’s within COINS.
The column LIVE will indicate which payslip the organisation is currently using.
If the payslip currently used in the current KCO can be utilised for new KCO then Open the LIVE payslip
And in the company List add the NEW KCO to the selected company list.
Click on the > to move the new KCO to the selected group and SAVE
The payslip will now be available in payroll Print payslip
⚠️Important: The new KCO logo should be stored in the following directory.
IMAGE^$BASE/var/custimage/logo{kco}
This will ensure the payslip automatically picks up new logo for payslips.
📌Note: Ensure all Payroll users that will be printing payslips from new KCO have Document group security [PAYSLIP] assigned.
Accounts Payable Parameters
With the introduction of Superpay Accounts Payable parameters should be reviewed in new KCO. Verify if the below are global or company specific.
| Full Path | ID | Description | Value to be Added |
AP | Accounts Payable > Configuration > Parameters | INVPAY | List of T/Types for Invoice Prepayment | PPAY |
AP | Accounts Payable > Configuration > Parameters | NOMATYPS | Transaction Types that do not invoke Invoice Matching | PPAY |
Transaction Type
Verify the new KCO has Transaction type for PPAY to identify the PR prepaid invoices. Once created add to above parameters. This may already exist when company copied
⚠️Important: If workflows are being used in Accounts Payable ensure you copy workflows from existing company into new Company.
User Acceptance Testing
The new KCO must be configured in a non-live environment prior to implementing into LIVE.
Full payroll integration should be completed with 3rd Parties where required to ensure data is being transferred accurately. Processing Expenses or timesheets must be carried out to ensure there are no errors, and all expectations have been meet.
Full UAT of the payroll processing in the non-live environment must be carried out including reconciliation to GL and payment of payroll invoices.