Once all of the Product Update Types have a status of CLOSED, the system will display a status of Authorised and the product is now launched.
However, before product processing can commence, certain aspects of the product infrastructure need to be initialized. This involves the setting up of the Principal Employer, Participating Employers and Pay Centres structure, followed by the running of a Data Setup Wizard, which takes you through the rest of the process.
This document provides a summary of the steps required and is divided into the following sections:
Client Administration
Access Control
Fund management
In this section the Client Companies (Participating Employer, Pay Centres and Branches) must be set up.
Select processes from the Homepage.
A new menu will be displayed – select contributions.
Select Payroll from the top menu.
This will display the Payroll menu bar – click Client Administration.
Select Client Companies from the sub-menu on the left.
The following must be added:
- Principal Employer
- Participating Employers
- Branches (physical location of the offices)
Note:
The same naming standards must be used when adding Names and Codes as was used when these were added during the initial launch (Corporate Client – Infrastructure).
Select Client Companies from the sub-menu on the left.
Click the ADD A NEW TOP LEVEL STRUCTURE button in the middle of the screen.
Add the name of the Principal Employer and the relevant Short Code.
Click the SAVE button.
Once the record has been saved, it will be listed on the screen (Client Company).
Click the Next Level hyperlink next to the Principal Employer.
Click the ADD A NEW COMPANY STRUCTURE CODE button in the middle of the screen, in order to add the Participating Employer.
Add the name of the Participating Employer and the relevant Short Code.
Click the SAVE button.
Once the record has been saved, it will be listed on the screen below (Participating Employer Structure).
Click the Next Level hyperlink next to the Principal Employer.
Click the ADD A NEW COMPANY STRUCTURE CODE in the middle of the screen to add the Branches (Physical Location).
Capture the following details:
|
Description |
Name of Branch (location) |
|
Client Sort Code |
E.g. Main - Main Branch JHB CPT LON - London |
|
Company Level |
60 - Branch |
|
Company Node |
Branch Flag |
Repeat this step to add all the Branches (locations) applicable to the fund.
Data Setup Wizard
From the sub-menu on the left, click Data Setup Wizard.
Change the Business System to IN.PENSIONS and click the NEXT button.
Capture the Fund Code and the Effective Date (Launch date) of the fund.
There are 3 tabs / buttons to select:
|
Table Types |
Lists the Income Types linked to the fund. |
|
PayCentre |
Lists the PayCentres linked to the fund. |
|
Company |
Allows for the selection of the Principal and Participating Employers. |
Click the TABLE TYPES button and see if all the Income Types are displayed.
Click the RETURN button.
Click the PAYCENTRE button and ensure that the correct Paycentre is displayed.
Click the RETURN button
Select the COMPANY button.
Select the Principal Employer setup for this fund.
Click the SAVE button for each principal and Participating Employer
Note:
If a Principal Employer and Participating Employer are not displayed, they must first be captured under Client Companies (refer to the relevant section above).
Select the relevant option from the drop down list for the Principal Employer.
Click the SAVE button on the right side (next to the Principal Employer name) which will now be enabled.
Do the same for all of the Participating Employers (if more than one exists).
As you save, the list highlighted will reduce / clear completely.
Click the RETURN button once all of the Participating Employers have been saved.
Click the GENERATE PAY CENTRE LINKS button on Step 2.
When the message Update Database OK – Check Logs is displayed, the Paycentre can be edited.
Capture the following details:
|
Upload Time Out |
The length of time the system should process a file load. |
|
Data Capture Method |
Manual – To manually add / update / exit members Payroll - Load members via a Payroll File Auto - Specific to SAP |
|
Signatories |
The number of authorizers required. |
|
Activation Threshold |
Select a value from the drop-down list to generate a reference number range. |
Click the EDIT button.
Step 3 of the Data Setup Wizard process is to link the Branches (Line of Business) to the fund.
Click the LOB INITIAL DATA LOAD button.
If the load is successful, the following message will be displayed in red:
Initial Load Process Completed Successfully
Select Paycentre Reference Numbers from the sub-menu on the left.
Select IN.PENSIONS from the drop-down list for the Computer System field and select the applicable Product from the Product field drop-down list.
Note:
For funds that allow for members switching, always select EBFIC from the Product field drop-down list.
The new fund and paycentre will be listed.
Click the Edit hyperlink next to the Paycentre.
Click the GENERATE NEW RANGE button and click SAVE once the range has been created.
Select Pay Centre to Branch Link from the sub-menu of the left.
The following screen lists Principal Employers
Click the Next Level hyperlink as the PayCentres are stored at the Participating Level.
Click the Next Level hyperlink on the Participating Employer level. The Branches (locations) will be listed.
Click the Linked Pay Centres hyperlink for each Branch.
The following message will be displayed:
No Linked Pay Centres
Click the LINK/UNLINK PAY CENTRES button to link the PayCentre to the relevant Branch.
In this section, Users must be linked to the new fund(s).
Select System Administration from the top menu.
Click the plus sign (+) next to Access Control on the sub-menu on the left.
Additional menu options will be displayed.
Select Link User to Pay Centres from the sub-menu on the left.
This screen is used to search for the Pay Centres linked to the User.
Capture a User ID in the Enter User field.
Click the SHOW PAYCENTRE button.
A list of paycentres will be displayed.
Note:
Select the Show Linked ONLY tick-box to only display the Pay Centres to which the User is linked.
All Paycentres that are ticked are already linked to the User.
To add a new Paycentre click the tick- box. A message on the screen will indicate that the Paycentre has been added.
To remove an existing Paycentre that is linked, click the tick- box to remove the tick. A message on the screen will indicate that the Paycentre has been removed.
In this section the Calculations and Income types applicable to the fund must be linked.
Select Fund Management from the top menu.
Select the new Fund from the drop-down list for the Fund field.
The date captured for the Date Effective field must be the Launch Date of the Fund.
Click the NEXT button
Select Income and Expense Types from the sub-menu on the left.
A list of Income Types derived from the Initial Product launch on the CORE SYSTEM will be displayed.
Click the LINK/UNLINK AND EXPENSE TYPES button in the middle of the screen.
Un-tick the Income and Expense Types that must NOT appear on the monthly schedule.
Example:
- Migration Employee Contributions
- Migration Employer Contributions
- Transfer Credit Member
- Transfer Credit Take-On
Tick (add-In) the following Income and Expense Types:
- SCM – Total Amount Due Excluding Interest
- SCT – Total Amount Due
- ACT – Pensionable Earnings
Click the SAVE button
Select Calculations from the sub-menu on the left.
Link in the Calculations for the Income, Expense and Remittance Types applicable.
Refer to the sample below:
Select Remittance Advice Form from the sub- menu on the left.
Note:
If the Layout has any items in red, it indicates that calculations are missing.
If the Income Types are in green, it indicates that the remittance is complete and the Payroll Launch is complete.
