Entering and maintaining up-to-date employee records is a crucial process in calculating a payroll, for the employees to be paid and to be aware of their allowances.
In Coins ERP+, employee records are held in the Employee Maintenance menu. You can find it under every type of Payroll the company is running, such as weekly, monthly, etc. Under the Employee Maintenance of the relevant frequency, you can set up and maintain employees for payment and recording tax, national insurance, and pension details.
To access the Employee Maintenance menu, select the Payroll folder menu of the appropriate payroll and click Employee Maintenance.
Employee Maintenance
You can access the individual employee record by clicking the underlined Employee Number.
In Payroll, each employee record is identified by a unique Employee Number. The employee record holds information about the employee, such as: personal, tax and NI details; pay history; court orders. The employee record also holds details of the pay elements (pay items) that make up the employee's payslip.
In order to find the relevant information quicker, each group of information of each employee record is aggregated under different tabs:
Employee Details Tab: allows you to set up information specific to this employee.
HR Details Tab: allows you to set up HR information specific to this employee.
Sequence Items Tab: Sequences contain pay items that define the payments, totals, deductions and costing totals for that sequence. You can have as many sequences as required to define what pay items are used. Each employee can only have one sequence. The sequence will be in the order that the pay is calculated by Coins ERP+.
Pay History Tab: displays the pay history of the employee.
NI Details Tab: allows you to view and maintain the period by period NI amounts.
Pensions Tab: allows you to maintain the pension scheme(s) the employee is a member of. Up to 99 pension schemes 1-99 can be set up per Coins ERP+ system. Dependant on the scheme parameters, you can add % or amounts to be deducted/paid for: Employee, Employer or as Additional Voluntary Contributions.
Court Orders Tab: allows you to set up UK Court Order and Student Loan Deduction. It is important to set them up in the priority that they are to be taken of pay.
Other Tab: allows you to set up other options, like: Benefits, VAP Payments, Assignments, Notifications, Allocated Assets, etc.