A process owner each for HR, payroll and finance; the data extracts; the statutory registrations and the bank’s file specification; decisions on thresholds and policies; and time for the parallel run. Customer and implementation team agree who builds extensions, validates statutory calculations and formats, and signs off each calendar.
Implementation
How an organisation goes live: mapping entities, calendars and rules, loading people and year-to-date, running parallel payrolls, then switching one calendar at a time.
The authored specification is the starting point for configuring the application in the ERP.ai engine. Agree the entity and calendar scope, configure the applicable payroll rules and rehearse the process before cutover. The schedule follows the data, integration and acceptance work identified in that review.
Implementation phases
- Map the operating modelTeam and ERP.ai
- Configure and load master dataTeam and ERP.ai
- Load balances and year-to-dateTeam and ERP.ai
- Parallel runEmployee
- Go live by calendarTeam and ERP.ai
- Stabilise and extendTeam and ERP.ai
Phase 1 · Team and ERP.ai
Map the operating model
Entities and registrations, departments and cost centres, locations and holidays, work patterns, pay calendars with cutoffs and pay days. Then the component list with calculation methods and accounts, statutory rules per jurisdiction with their bands, leave policies, shifts, benefit plans, the entity's thresholds and who approves what. This is a workshop and a spreadsheet, and it becomes configuration.
Phase 2 · Team and ERP.ai
Configure and load master data
Create the application from the specification. Configure roles, users, workflow conflicts, thresholds and number sequences. Verify bank-proof matching and the refusal of self-approval. Then the organisation and the people in the migration order on the data model page, validated by headcount and by a sample of compensation records and tax details against the old system.
| Role | Screens |
|---|---|
| HR Manager | 10 |
| Recruiter | 2 |
| Line Manager | 7 |
| Payroll Officer | 7 |
| Finance Controller | 7 |
| Employee | 5 |
Role permissionsRoles and permissions →
Phase 3 · Team and ERP.ai
Load balances and year-to-date
Leave balances, loan and garnishment balances and active benefit enrolments. The closed periods of the current tax year load as opening payslips, so year-to-date and certificates are right from the first run.
Approval conditions
Finance Controller reviews it in Journals to Post and posts it (Status: Draft → Posted);
Draft
- PJ-83486 PR-27449 9 d
- PJ-66337 PR-61695 13 d
- PJ-88712 PR-30382 3 d
- PJ-16809 PR-99083 3 d
- PJ-82441 PR-70760 12 d
PJ-83486
- JournalType
- PayRun
- PayRun
- PR-27449
- LegalEntity
- LE-43839
- PostingDate
- 08 Sep
- TotalDebit
- 870
Posting waits for the finance controller.
Phase 4 · Employee
Parallel run
Agree the representative periods and exceptions to calculate in both systems from the same inputs. Every difference per employee is explained: a rule, a band, a rounding, a component mapped differently, or an error in the old system. Sign-off is per calendar.
Phase 5 · Team and ERP.ai
Go live by calendar
The first live run is approved and paid with the old system on standby. The old system is retired for that calendar after the bank confirms. Other calendars and entities follow.
Phase 6 · Team and ERP.ai
Stabilise and extend
Scope, configure and validate attendance, bank, ledger and portal connections before enabling them individually. Rehearse year-end statements and certificate publication.
Fields, rules, approval steps and whole modules are changed with Proto, on a branch, reviewed, released. A statutory change needs effective-dated rules, reviewed calculations and a tested filing format before it is used. Component changes need accounting and payroll checks. Keep the change history and acceptance evidence with each release.
1
Say what you need"Add a second approval above 10,000." Plain language.
2
Review the branchThe change lands on a branch with the diff and a test run.
3
ReleaseMerged into your workspace. Every user gets it.