This section gives you detailed instructions on how to process Accrual Plan End of Year in Coins ERP+ HR.
The process basically works as follows:
Any person enrolled up to a certain date is picked up.
The accrued hours up to a certain date are totaled.
The hours used are totaled up to a certain date.
The adjusted balance is computed using the totaled accrued hours less the total usage based on the dates entered.
The balance is used to look at the carryover on the plan rate record, and an adjusting record is created, if needed.
For those balances that compute to a negative, an adjusting record is created to bring the balance to zero.
Select the accrual plan(s) to perform EOY from the Plan or Accrual Plans Workbench.
Accrual Plans Workbench
Select the Process Benefit Accruals Plan Year End action and click the
Apply Action
button.Process Benefit Accruals Plan Year End
Populate the selection screens for the Accrual Plan Year End process.
Main Tab
Main Tab
Enrollments Thru Date
Enter the date through which to include employee enrollments. Any person enrolled up to this date is processed unless they are excluded on the Personnel tab.
Accruals Thru Date
Enter the date through which accrued hours should be totaled. This is generally the EOY date for your accrual plan year. If your accrual plan year follows the calendar year, enter 12/31/25 or refer to the Plans tab and use the date on which accruals were last generated.
Usage Thru Date
Enter the date through which to total hours used by the employees. For example, if your accrual plan year follows the calendar year, use 12/31/25. If, for example, your company allows usage during the first week of the new payroll year to include accrued hours for the 2025 accrual year, you would use a date of 1/4/26, assuming the Period Ending date for the first payroll in 2026 is 1/4/26.
The accrued and used hours are used to compute the balance to be adjusted.
Plan Year
Enter the Accrual Plan year for which you are performing EOY. This is generally the same as the year used for the Accruals Thru Date, i.e., 2025.
Adjusting Record Date
Enter the date to be used for any adjusting record created.
**IMPORTANT: If a record already exists for the Adjusting Record Date entered here, the adjusting record shown on the report is not created. It is important that you use a unique date, i.e., a Saturday or Sunday.
Report Only
Whether to produce a report only or to perform end of year processing. Prior to processing end of year, it is advised that you use the Report Only option and review any adjustments.
Plans Tab
Plans
Any plans selected for processing automatically appear here. Other information displayed includes the type of accrual, the accrual frequency, and the last date accruals were generated for the plan(s). The accruals that were last generated are a good reference for helping to determine Accrual Thru and Adjusting Record dates.
For example, accruals were last generated on Saturday, December 28, 2025 (accruals are always generated using a Saturday date). The accruals generated on Saturday, January 4, 2026, are considered 2026 accrual plan year accruals. In this instance, a good date to use for Accruals Thru is 12/28/25, and a good date to use for the adjusting entries is 12/29/25 (a Sunday).
Personnel Tab
For detailed information on populating the Personnel tab, please refer to the Coins ERP+ HR Reports Manual section 1.1 Personnel Tab on the Coins Client Area website.
Exclude personnel with negative hours or that are exceptions.
In the HR ID field under the Matches column, enter exclusions followed by an asterisk (*). The asterisk tells Coins ERP+ to include everyone. For example, to exclude employees 10256, 14567, and 12456, enter !10256,!14567,!12456,* in HR ID, MATCHES.
Run for a single company.
To process EOY for a single company in a multi-company database, enter the company number in the Company field under the Matches column.
Output Options Tab
Title
The title defaults to the name of the action being performed. In this case, Process Benefit Accruals Plan Year End. The title can be changed to reflect specific information about the Accrual Plan(s) you are processing. For example, 2025 Vacation EOY.
Output Type
The selections available here depend on your system configuration and may consist of the following choices:
Background
Prints are placed in the Report Generator queue and processed as soon as possible, allowing you to continue working. If there are a lot of background requests, it may take some time before your request gets to the front of the queue. Use Report Status to view the status and generated output.
Foreground
Prints are placed in the Report Generator queue and processed as soon as possible. Coins ERP+ displays a reminder screen while the output is being generated. If you select another menu option while the output is being generated, or you wish to export the Excel file, go to Report Status.
Delayed
Prints are added to the Report Generator queue when the date and time you specify are reached, and are generated as soon as possible afterwards. So if the information you are reporting on changes before that time, the output shows the updated information. Use Report Status to view the output.
Urgent
Prints are placed in their own Report Generator queue to ensure they are generated as quickly as possible. This option is only available to users with appropriate function security (that is, who have access to the Report Status Show Urgent Reports function).
Whether to email a copy of the PDF and CSV files. Note that you can schedule the output to be emailed after a specified date or time.
HTML
Whether to use HTML capabilities to write an email message. When checked, HTML formatting options appear in the text area.
To
The email address of the person to send the output to. To separate multiple addresses, use commas or semi-colons.
CC
An optional list of other addressees to which files can be emailed. To separate multiple addresses, use commas or semicolons.
Subject
The topic of the email message; defaults to the title of the report or other output.
Message
Enter the text for your email message here. If you checked the HTML field, the HTML formatting options appear in the text area.
Fax
Whether to send the output as a fax message.
The fax option is only available if VSI-FAX is installed on your Unix system.
Fax Number
The recipient’s fax number.
Contact
The recipient of the fax. This is shown on the fax cover sheet.
Recipient Company
The recipient company of the fax. This is shown on the fax cover sheet.
Cover
Whether you wish to use a fax cover page.
Additional Text
Enter text you wish to include in the memo part of the fax cover sheet.
Store Report
Whether you wish to store the report. If you check this, Coins ERP+ displays the Storing Report Options tab.
Document Category
The document category you wish to store the report against. Document categories (and the keywords associated with them) are set up using Category Maintenance.
Description
A description of the report you are storing.