Table of Contents

Copy budget scenarios and plan salary increases

SwissSalary Budget provides three copy functions and a salary increase import that let you transfer existing budget entries to new or other versions. This allows you to create scenarios without reentering values manually and to plan salary adjustments directly from the employee master data.

Start all functions from the Budget Schedule Overview page on the Functions menu.

Prerequisites

  • The source version already contains calculated budget entries.
  • An empty target version exists for the version import. The Copy in new Version function stops if the target version already contains entries with a planned value other than 0.

Copy budget entries to a new version

Use the Copy Budget Entries in new Version report to transfer all entries from one version to another version of the same budget structure. A typical use is to develop an alternative scenario based on the approved version.

Copy budget entries to a new version

  1. Open the Budget Schedule Overview page.
  2. In the header, set Structure Name and Version Name to the source version.
  3. Choose Functions > Copy in new Version.
  4. Fill in the fields in the dialog, and then choose OK.
Field Description
Origin Budget Version Source version from which the entries are copied. The field is read-only and uses the current version from the Budget Schedule Overview.
Target Budget Version Target version to which the entries are written. The version must exist and be empty. If it already contains planned amounts, the process stops with an error.

After you choose OK, the message Budget Entries are copied successfully. appears. All entries from the source version are now available in the target version.

Copy budget entries by month

Use the Copy Budget Entries by month report to replicate position and FTE entries from a single source month to one or more target months. Use this function when you want to continue staffing month by month.

Hinweis

The function copies only entries with a planned position value other than 0 (field Planned FTE). Amount values aren't transferred.

Copy budget entries by month

  1. Open the Budget Schedule Overview page.
  2. Set the source version.
  3. Choose Functions > Copy Month.
  4. Fill in the fields in the dialog, and then choose OK.
Field Description
Origin Budget Version Source version. Read-only and copied from the overview.
Origin Date Date of the source month. The system rounds it to the first day of the month. If the date is within the target period of the same version, a message appears and the field is reset.
Target Budget Version Target version. It can be the same as the source version as long as the source month and target period don't overlap.
Start date of target period First month of the target period. The system rounds it to the first day of the month. If the date is after the ending date, it is reset.
End date of target period Last month of the target period. The system rounds it to the first day of the month. It can't be before the starting date.

When you open the dialog, the system automatically suggests the latest existing source month and the following month through the end of the year as the target period.

If entries already exist in the target period, the system asks for confirmation. If you answer Yes, the existing target entries are deleted and replaced by the new copies. If you answer No, the process stops.

Copy budget entries by year

Use the Copy Budget Entries by year report to copy all position and FTE entries from one budget year to another. The system automatically calculates the ending date of the source period and the ending date of the target period as “starting date + 11 months.” This always transfers exactly one calendar year.

Hinweis

As with the monthly copy function, only entries with a Planned FTE other than 0 are processed.

Copy budget entries by year

  1. Open the Budget Schedule Overview page.
  2. Choose Functions > Copy Year.
  3. Fill in the fields in the dialog, and then choose OK.
Field Description
Start date of origin period First month of the source year. The system rounds it to the first day of the month and automatically calculates End date of origin period as “starting date + 11 months.”
End date of origin period Last month of the source year. Read-only and calculated automatically.
Origin Budget Version Source version. Read-only.
Start date of target period First month of the target year. The system rounds it to the first day of the month and automatically calculates End date of target period. If the starting date of the target year is within the source period of the same version, a message appears.
End date of target period Last month of the target year. Read-only and calculated automatically.
Target Budget Version Target version. It can be the same as the source version provided the periods don't overlap.

When you open the dialog, the system suggests the last complete source year and the following year as the target period.

If entries exist in the target period, the system asks for confirmation. If you choose Yes, the existing target entries are deleted. If you choose No, the process stops.

After successful completion, the message Budget Entries successfully copies. appears.

Import salary increases

Use the Budget Raise Salary report to transfer planned salary adjustments from the employee master data directly to a budget version. This is the fastest way to plan a percentage or amount-based increase for all employees or a filtered group of employees.

Import salary increases

  1. Choose the Search icon, enter Budget Raise Salary, and then choose the related link. Alternatively, start the report directly from the Budget Schedule Overview page under Functions.
  2. In the Target section, set the target parameters.
  3. In the Options Raise Salary section, enter either an Amount or a Percent.
  4. Specify the rounding rule and precision.
  5. Select employee filters as needed.
  6. Choose OK.

Fields in the “Target” section

Field Description
Budget Year Budget year to which the increase applies. The system rounds it to January 1 of the entered year. By default, the next calendar year is suggested.
Structure Name Budget structure to update.
Version Name Version within the structure to which the increase is written. When Structure Name changes, this field is cleared.
Allocated Salary Filter Optional filter on the employee's allocated salary code. Leave the field blank to process all salary codes.

Fields in the “Options Raise Salary” section

Field Description
Amount Fixed amount by which each salary is increased. When you fill in this field, Percent is reset to 0.
Percent Percentage increase on the current salary. When you fill in this field, Amount is reset to 0.
Rounding Type Rounding rule for the calculated salary: Round Commercially, Round Up, or Round Down.
Rounding Precision Rounding precision, for example, 100 to round to CHF 100.
Tipp

Use the employee filter on the Report Options page (fields Employee No., Status, Salary Code, Department, Allocation Group, Posting Group, Salary Amount, and Salary Rate) to restrict the salary increase to a specific group.

After successful completion, the message Salary raise successfully created for budget. appears.

Check the scenario before the run

Before you calculate a budget payroll run after copying or importing, we recommend a brief plausibility check:

  • Open the Budget Schedule Overview page, and switch to the target version.
  • Choose a column layout with an editable column, and spot-check individual employee lines.
  • Check employment and resignation dates. If an employee joins during the budget year, a message appears during manual entry, and the salary is considered only from the employment date.

Good to know

  • You start the monthly or yearly copy function and expect amount-only entries—only entries with a Planned FTE other than 0 are copied.
  • You check the target version and filters only after copying—scenarios are overwritten or mixed.
  • You import salary increases without coordinating employee filters and target options—increases are written to the wrong version or the wrong people.

See also