Download AEPNs
Before calculating payroll each period, download AEPNs.
Navigate to Payroll > Weekly/Monthly Payroll > AEPN Download.
Select employee range (if required).
Run the download. Coins ERP+ will:
Download the latest pension notifications from NAERSA
Create or update MyFuture Fund pension records for employees
Create notification records for events
Update employee records with latest AEPN information
Employees are included in the download if they have:
A PPS number
Not been calculated in the current period
Not been anonymised
Not left before the previous year (unless they have an active MyFuture Fund pension)
Review the Report, which shows:
Employees with new AEPN events
Changes to pension records
Employees with no changes
Calculate Payroll
Calculate payroll as normal. The system will check that AEPN download has been run before allowing calculation. Pension contributions are automatically calculated based on:
Employee contribution percentage × Gross pay
Employer contribution percentage × Gross pay
Review Employee Notifications
Navigate to Payroll > Weekly/Monthly Payroll > Employee Maintenance > Employee Notifications.
Review notification records created by the AEPN download:
Employee details
Event type
AEPN issue date
Enrolment date
Contribution percentages
Sent date (you can update this field manually)
You can also view notifications for a single employee in Payroll > Weekly/Monthly Payroll > Employee Maintenance > [Employee] > Other > Employee Notifications.
Send Notifications (Optional)
If you configured event types for mail merge notifications:
Navigate to Payroll > Weekly/Monthly Payroll > Reports > Notification Report.
Set Stamp Sent Date As to the current date.
Choose the date range (based on issue date).
Choose a Mode:
Email and Merge: Print documents and send emails
Email or Merge: Send emails if email address exists, otherwise print
Merge All: Print all documents
Select the Notification Type.
Select a Merge File template.
Select an Email File template if you chose Email and Merge or Email or Merge in the Mode field.
Select Next to run the report.
Coins ERP+ generates notifications using your template(s) and marks them as sent.
Print Payslips
Navigate to Payroll > Weekly/Monthly Payroll > Print Payslips and continue to print payslips as normal.
If you configured payslip messages for event types, these will automatically appear on payslips for employees with notifications in the current period.
Submit AE Contributions
After calculating and accepting payroll, submit AE contributions.
Navigate to Payroll > Global Functions > ROS Workbench.
Open the Employer Registration Number record.
Select the AE Contribution Submissions tab.
Select Add.
Coins ERP+automatically picks up employees with:
Non-zero employee or employer contributions, OR
Active on MyFuture Fund scheme with gross pay > zero, OR
Leaving date to report to NAERSA
Select Validate to check:
Each employee has a non-zero AEPN number
Contribution amounts are correct percentages of gross pay
Data meets NAERSA requirements
Select Submit to send contributions to NAERSA.
Submission Records
Coins ERP+ creates records showing:
Year and period
Number of employees
Submission date
Status (Submitted)
Important Restrictions
You can only submit for the current period
You cannot post cost batches until AE contributions are submitted
You cannot start the next period until AE contributions are submitted
Submissions cannot be made on non-live environments