Once expense reports have been approved by Finance, they populate the ERP+ Expenses module. Once these batches have been posted, the payments then move into the Payroll module ready for payment with Payroll.

When Payroll is ready to be calculated, select the correct Payroll cycle within the correct company.

This can be Weekly, Monthly, 2-Weekly or 4-Weekly.

Select Input > Employee Timesheet Entry.

Select an employee using the filter.

Pay items can be added to the Timesheet – these are assigned to the Pay Sequence when an employee is added to Payroll.

The Item Sequence can be maintained under Global Set-Up – Item Sequences.

The Pay item is an automatic item added to the User & Sequence, similar to the Tax and National Insurance Pay Items.

The expenses will show automatically in the Timesheet

Do not adjust the line or amend the amount

Any adjustments need to be processed in the Expenses module, which will then filter to Payroll.

If the Timesheet data is deleted and Payroll processed, the data disappears and there will be a costing imbalance.

Further lines can be added as normal by selecting add and choosing the correct pay item.

If no further adjustments are needed, Payroll can be run as normal.

Select Input > Calculation.

On the main tab, select In This Run, then Next.

COINS will then generate a basic Calculation Report, which is accessible in the Report Status tab.

The report details Gross Pay, Taxable pay, Tax, Employers NI, Employees NI and Net Pay.

A status is also reported: Warning or OK.

Messages are included in this report detailing the warning. This could be due to a tax variance in the employee’s salary, or they may have been auto enrolled into the pension scheme. If they are a new employee, then previous taxable pay was zero, so the variance is not calculable.

A new report is in development to show expenses at the same time.

There are various places to review or enquire about expenses in the Payroll module.

The status will show at what stage the Expenses are currently. Pending means it is included in this Payroll cycle; it will change to paid once Payroll has been approved, accepted and processed.

The Selected Item Report will give a more detailed breakdown of Payroll items being paid.

This report can be printed as a PDF or exported to excel and used to reconcile to the batch report(s) run from the Expenses module when batches were posted.

When all checks are complete, and reconciliations finalised, Payroll can then be accepted and completed in the normal way.

If the Expenses Batch states an employee should have expenses this month, but it’s not filtered through to the Payroll calculation, there are several things that may have caused this.

First, check Employee Maintenance > Other > External Payments.

If the status is not Pending, or there are no lines stating Expenses, then the Expenses may not be on the Timesheet or they may not have filtered through from the Expenses module.

In Employee Maintenance, select Pay History and then select the latest Pay Date. Click on the blue underlined Pay Date. From here you can select Timesheet & Costs.

If there is not an Expenses line, then you need to investigate the Claims batches under the Expenses module.

The batches need to be Posted for the Expenses to filter through to Payroll. If the batches are Frozen or Unfrozen, then the Expenses process hasn’t been fully completed and this will need to be rectified in order for the Expenses to be processed through Payroll.

If the status is Posting, then there may be an issue with the costing of the Expenses, or the batch may be trying to post in a Closed Financial Period, and this will need to be investigated.

If the batch is Posted, then the Route needs to be checked.

Select the batch and check that the Route is Payroll.

If the Route states Expenses, then the Expenses Parameter is incorrectly set.

This will need to be changed in the Expenses POP App under Setup.

After Payroll has been calculated and/or accepted, to make any changes to Timesheets, Payroll must be reset.

If Payroll has been calculated, click the Reset button.

You can now access the Timesheet and make any changes, or make sure Expenses are there.

If the Timesheet has not updated, then you may need to Clear Timesheets. This can be done for every employee, or you can select the employee(s) that have been affected by the Expenses issue.

Maintenance > Clear Timesheets:

Once this process has been run, the Timesheet should have updated with the Expenses. You may need to go back and process any other adjustments relating to the Timesheets for the employees you have cleared.

Payroll can now be processed in the normal way.

Below are a list of reports and modules you can use to obtain BIK information.

Payroll > Selected Item Report

This can be used for the whole Tax Year and the relevant Pay Items can be selected on the Report Field tab. For example, Motor Vehicles, Mileage, Entertainment, Medical Insurance. This can be filtered for individual employees or everyone including leavers.

You can also run the Starters and Leavers Report for the Financial Year.

Elsewhere in COINS you can run other Enquiries and Reports to obtain the data for BIK/P11d Reporting.

Contract Status > Single or Multi-Contract Detail Enquiry

This will enable you to see the total for the financial year for individual Cost Heads and Cost Codes.

The Cost Code Detail History Report also details the Cost Codes for the Financial year.

If General Ledger Codes/Overhead Codes are used for Expenses, the various reports can be found in the General Ledger module.

You can also obtain Expense details direct from the Expenses POP App, which can be exported to excel. You need to access the Expenses Claim Items grid.

When an employee leaves, you will need to deactivate them from POP Apps Expenses.

It is best if all Expenses are paid and up to date before making them a Leaver in Payroll.

Once the Leaver process has been completed in Payroll, the Personnel Profile for the employee updates automatically to Leaver. You can then update the Personnel Profile by unticking the Activate box under Application Studio and saving.

To deactivate an employee in POP Apps Expenses, go to Administration > Users, right-click the user and select Deactivate.

You will then need to remove them from the Workflow Groups they are connected to.

Find the Workflow Group the employee is assigned to and click on the underlined number to bring up a list of employees. Find the Leaver in the Linked User list and deselect.

We advise that all Expenses are paid and up to date before making an employee a Leaver and processing the P45.

If Expenses are to be paid after this time, we advise using the Pay 45 Method.

This can be found under the Payroll cycle and Maintenance:

The employee will now be available in Payroll Employee Maintenance and a payment can be processed.