LogiSoft Export
Description
Crew members with Cypriot employment contracts must be registered with the Cypriot government authorities as well as their earnings must be reported on a regular monthly basis.
Adonis creates data files that are loaded to the LogiSoft application for further processing. There are 5 exports produced independently based on various predefined conditions. Logisoft, as a local application, reads these files, creates reports and exports that can be sent electronically to the government.
Functionality
Get Started
To get started, in APM, navigate to Tools > Export > LogiSoft:
This opens the Export to LogiSoft interface:
LogiSoft Workflow
On accessing the LogiSoft export, proceed as described below:
On the Organization left-side pane, select the organization for which you want to create a report.
On the toolbar, select the payroll period in which you want to process data.
Preliminary results will be shown in the grid, displaying both crew members that have activities linked to the selected organization (and organizations below if any) and those whose payroll entries are linked to selected company and vessels below it:
At the top of the LogiSoft interface, there are 5 tabs: Social Application, Social Registration, Payment Schedule, E101 Report, A1 Form. Each of the tabs allows generating and exporting reports based on predefined criteria. For more information on how to define criteria, see LogiSoft Setup.
Social Application Report
The purpose of this Social Application report is to extract data from the Adonis database for all crew with Sign on date that falls within the selected period, but they do not have the CY Social Security number assigned yet.
To export a report, follow the steps below:
In the Export File Name field, set a path to export the .csv file. This enables the Export button.
Select only those crew members that you would like to be added to the file.
Click Export.
The following field values are then exported:
Pin is a crew ID number in APM.
Name is first, last and middle names of a crew member.
ID Number is an identity document number. Refer to the comment below to find out the logic of fetching the value.
The SRC number is fetched to the Social registration, Social application and Payment Schedules grids and export files, if it is defined in Personal Details.
If the SRC number is not defined, the EUID number is used in the Social registration, Social application and Payment Schedules grids and export files.
If EUID does not exist, the Passport number will be used in the Social registration, Social application and Payment Schedules grids and export files.
Birth Date is the crew date of birth.
Gender is a gender code that accepts the values: M - male, F - female.
Place of Birth is a birth place fetched from Personal Details.
Payment Type displays N2 or M2 value. N2 is set if a crew is younger than 65; and M2 if a crew is older than 65.
Nationality Code displays K or D value. K is set in case the crew nationality corresponds to one of the following codes: DE, GB, FR, IT, ES, PL, RO, NL, BE, GR, PT, CZ, HU, SE, AT, BG, DK, FI, SK, IE, HR, LT, SI, LV, EE, CY, LU, M; and D for all other nationalities.
Nationality Name is a nationality of a crew (fetched from Personal Details).
Sign-on Date is the start date when a crew member started to work (Date From is fetched from the Activities datagroup).
One day is added to the actual Sign-on Date in case a crew member has N in the additional field set in the Setup dialog (see Social Application). The additional field is available in the Activity Details dialog:
Position is the crew current rank (fetched from Personal Details).
Marital Status shows the marital status code if it corresponds to one of the predefined in the Setup dialog. For more information, see Social Application.
Wedding Date is fetched only in case the date is manually defined in the Wedding Date customized field. For more informattion, see Define Customized Fields.
Father is crew member’s father name (a relative whose relationship code is set to father based on setting predefined in the Setup dialog). For more information, see Social Application.
Spouse is crew member’s spouse name (a relative whose relationship code is set to spouse based on setting predefined in the Setup dialog). For more information, see Social Application.
The Father and Spouse values are fetched only in case the Marital Status value is set to Married code.
Spouse ID is fetched only in case the ID number is manually defined in the Spouse ID customized field. For more informattion, see Define Customized Fields.
Spouse SYSS is fetched only in case the SYSS number is manually defined in the Spouse SYSS customized field. For more informattion, see Define Customized Fields.
Social Registration Report
The purpose of this export is to extract data from the Adonis database for all crew with Sign on date that falls within the selected period if they do not have Payroll transactions corresponding to the 330, 326 entry codes in the previous Payroll period.
To export a report, follow the steps below:
In the Export File Name field, set a path to export the .csv file. This enables the Export button.
Select only those crew members that you would like to be added to the file.
Click Export.
The following field values are then exported:
First Name is the first name of the crew member.
Last Name is the last and middle names of the crew member.
ID Number is an identity document number. Refer to the comment below to find out the logic of fetching the value.
Date of Birth is the birth date of the crew member.
CY Social Security Number is fetched only in case the CY number is manually defined in the SYSS customized field. For more informattion, see Define Customized Fields.
Nationality Name is a nationality of a crew (fetched from Personal Details).
Gender is a gender code that accepts the values: M - male, F - female.
Payment Type displays N2 or M2 value. N2 is set if a crew is younger than 65; and M2 if a crew is older than 65.
Nationality Name is the crew member’s nationality fetched from Personal Details.
Sign-on Date is the start date when a crew member started to work (Date From is fetched from the Activities datagroup).
Position is the crew current rank (fetched from Personal Details).
Payment Schedule Report
The purpose of the report is to extract data on crew members’ salary. It is usually generated at the end of the month.
The conditions under which crew members are fetched to the Payment tab in LogiSoft are:
Crews' activities are within the selected period.
Activities are linked to the selected organization.
The payroll is calculated and crew members have entries with calculatedamount with PAY.employer or PYH.employer selected in LogiSoft.
To export a report, follow the steps below:
In the Export File Name field, set a path to export the .csv file. This enables the Export button.
Select only those crew members that you would like to be added to the file.
Click Export.
The following field values are then exported:
First Name is the first name of the crew member.
Last Name is the last and middle names of the crew member.
ID Number is a travel document number. Refer to the comment below to find out the logic of fetching the value.
CY Social Security Number is fetched only in case the CY number is manually defined in the SYSS customized field. For more informattion, see Define Customized Fields.
Payment Type displays N2 or M2 value. N2 is set if a crew is younger than 65; and M2 if a crew is older than 65.
Gross Salary is a gross salary calculated as the total sum of CalculatedAmount 9 (L69) within the selected period.
GHS displays the total of CalculatedAmount 5 (L65 - Contributions) only from ECs 619, 620.
Sign-off Date is the end date when a crew member signed off. Refer to the comment below to find out the details on populating sign off date.
E101 Report
Once a social security number is received, make sure it is manually entered in the Personal Details datagroup of a crew member:
After that, the E101 report is to be generated and sent to the authorities. It includes crew members who have never been reported by the current employer or within the current year date.
To export a record, follow the steps below:
On the Organization pane, select a vessel.
In the grid, select a record to be exported.
Define an export file path.
Click Export. This makes appear the following warning message:
On the dialog, click Yes to proceed.
The system verifies whether a crew member has records in the customized topic where UFIELD3 = selected year. If not, a crew member is not exported within a given year. To check it, navigate to Datagroups > Customized Topics > E101 > E101 Report:
The following field values are then exported:
Name displays the first, last and middle names of the crew member.
CY Social Security Number is fetched only in case the CY number is manually defined in the SYSS customized field. For more informattion, see Define Customized Fields.
Date of Birth is the birth date of the crew member.
Passport Number is the crew member’s passport number fetched from Personal Details.
Nationality Name is the crew member’s nationality fetched from Personal Details.
Nationality displays K or D value. K is set in case the crew nationality corresponds to one of the following codes: DE, GB, FR, IT, ES, PL, RO, NL, BE, GR, PT, CZ, HU, SE, AT, BG, DK, FI, SK, IE, HR, LT, SI, LV, EE, CY, LU, M; and D for all other nationalities.
Address displays the crew member’s address fetched from Personal Details (the Address field first line).
Address 2 displays the crew member’s address fetched from Personal Details (the Address field second line).
Address 3 displays the crew member’s address fetched from Personal Details (the Address field third line).
Address Country is a country of residence specified as part of the address.
Post Code is a zip code fetched from Personal Details.
Post Name is a town name associated with the defined zip code.
Paid From is Date From of the current or first planned sailing Activity within the current year.
Paid To is EED / DateTo of the current or last planned sailing Activity within the current year.
Position is the crew current rank (fetched from Personal Details).
Export Date displays today’s date.
Vessel Country is a vessel country code defined in Payroll > Rates. For more information, see Define Vessel Country Code.
Telephone is the crew’s telephone number fetched from Personal Details > Telecommunication.
Fax is the crew’s fax number fetched from Personal Details > Telecommunication.
E-mail is the crew’s email address fetched from Personal Details > Telecommunication.
A1 Form
The A1 form is sent once the E101 report per a crew member has been generated. The selection displays all crew who have:
E101 created even if the E101 record (customized view from E101 export) is empty.
Activities are linked to the selected organization.
Activity records are within the current year.
To export a report, follow the steps below:
In the Export File Name field, set a path to export the .csv file. This enables the Export button.
Select only those crew members that you would like to be added to the file.
Click Export.
The following field values are then exported:
Social Security Number is fetched only in case the CY number is manually defined in the SYSS customized field. For more informattion, see Define Customized Fields.
Gender is a gender code that accepts the values: M - male, F - female.
Surname is the crew member’s last name.
Forenames is the crew member’s first and middle names.
Date of Birth is the birth date of the crew member (fetched from Personal Details).
Nationality is a country code that corresponds to the crew’s nationality.
Place of Birth is the birth place fetched from Personal Details.
Street N is the crew member’s address fetched from Personal Details (lines 1, 2, 3 if available).
Post code is a zip code fetched from Personal Details.
Town is a town name associated with the defined zip code.
Country Code is a residence country.
Member state displays Cyprus (fixed value). The field value is fetched from the A1 Setup. For more information, see A1 Form.
Starting date displays the date fetched from the Paid From field in the E101 report.
Ending date displays the date fetched from the Paid To field in the E101 report.
Vessel is the vessel name to which the crew’s activity is linked.
Date displays today’s date.
Housekeeping
Before getting started with LogiSoft, cover the sections below to perform a one-time setup:
LogiSoft Setup
This section highlights the setup to be performed within the LogiSoft export interface.
To get started, in APM, navigate to Tools > Export > LogiSoft:
This opens the Export to LogiSoft interface:
At the bottom of the Export to LogiSoft interface, click Setup:
Common Settings
The Common tab contains the criteria that affect all exports. They are:
Output encoding. In the drop-down list, select UTF-8.
European Id Card. From the drop-down list, select the ID Card type crew members must own.
Need to exclude following. In the list of nationalities, select those you want to skip in the report.
Click OK to save the changes.
E101 Report
On the E101 tab, fill in the fields as below:
Customized topic. From the drop-down list, select E101 Report defined in General Codes. This topic will be used to store data modifications of E101 export. For more information, see Customized Topics.
Rate Nr for Country Code. From the drop-down list, select the Rate number which is associated with the country code. For more information on how to associate Rate with a country code. see Define Country Code.
Click OK to save the changes.
A1 Form
On the A1 tab, enter the mandatory parameters that must be added to export file”
Social Application
On the Social Application tab, fill in the fields as described below:
Accepted Activity Codes. From the drop-down list, select the activity codes to be considered for the report generation.
In the Marital Status section, select the codes to be used for the Married, Single, Divorced, Widow fields.
Wedding date. Select the code to be used for displaying a wedding date.
Father. Select the code to be used for displaying a relative.
Spouse. Select the code to be used for displaying a spouse.
Spouse ID. Select the code to be used for displaying crew member’s spouse ID.
Spouse CYSS. Select the code to be used for displaying crew member’s spouse security number.
Worked Signon/off day field. In the drop-down list, select the additional field to be considered for the Work Sign On day field in the report. One day will be added to SignOn date if a crew has N in the additional field, selected in the setup. The field is available in the Activity Details dialog.
Click OK to save the settings.
Social Registration
On the Social Registration tab, fill in the following fields:
Worked Sign-on/off day field. In the drop-down list, select the additional field to be considered for the Sign-on Date field in the report. One day will be added to the actual SignOn date if a crew has N in the additional field selected in the Setup dialog. The field is available in the Activity Details dialog.
Accepted Activity Codes. From the drop-down list, select the activity codes to be considered for the report generation.
When done, click OK for the changes to take effect.
Payment Schedule
To define the settings for the Payment Schedule report, fill in the fields below:
Worked Sign-on/off day field. In the drop-down list, select the additional field to be considered for the Work Sign-off Date field in the report. One day will be added to the actual sign-off date if a crew has N in the additional field selected in the setup. The field is available in the Activity Details dialog.
Fixed Contract (Payscale line). Enter a Payscale line number associated with a Fixed Contract in a certain payscale code.
Additional activities. From the drop-down list, select the activity codes to be considered for the report generation.
General Setup
This section will guide you through the instructions required to be performed before getting started with LogiSoft.
Customized Topics
Define Customized Topics View
To define a customized topics view, navigate to the Setup ribbon tab > General Codes > Customized > Topics View and proceed with the following steps:
On the ribbon, click New to make the dialog appear:
Enter a Code (mandatory field), a unique alpha-numeric APM code. Please make sure that the Topic View Code is set to E101.
In the Text field, indicate the name of an interface and its alternative name, if needed, in the Alternative field.
In the Sort field, define the order number of a record (where 0 means the first record in the list).
In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as disabled. It is recommended to set a code to Passive if it will no longer be in use.
In the Include Groups field, enter the range of groups to be covered.
Click OK to proceed.
As a result, a new record appears in the grid of Topics View.
Define Customized Topics Codes
To define a customized topics code, navigate to the Setup ribbon tab > General Codes > Customized > Topics Codes and proceed with the following steps:
On the ribbon, click New to make the dialog appear:
Enter a Code (mandatory field), a unique alpha-numeric APM code. Please make sure that the Topic Code is set to E101.
In the Text field, indicate the name of an interface and its alternative name, if needed, in the Alternative field.
In the Sort field, define the order number of a record (where 0 means the first record in the list).
In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as disabled. It is recommended to set a code to Passive if it will no longer be in use.
In the Options tab, under Fields Definition, define the customize topics columns. For this, click Add Column to enable the fields to be filled in as below:
Column Text | Type | Size |
---|---|---|
Code | Number | 10 |
Name | Text | 50 |
Date | Date |
|
Click OK to proceed.
As a result, a new record appears in the grid of Topics Codes.
Customized Fields
Define Customized Fields View
To define a customized field view, navigate to the Setup ribbon tab > General Codes > Customized > Fields View and proceed with the following steps:
On the ribbon, click New to make the dialog appear:
Enter a Code (mandatory field), a unique alpha-numeric APM code.
In the Text field, indicate the name of an interface and its alternative name, if needed, in the Alternative field.
In the Sort field, define the order number of a record (where 0 means the first record in the list).
In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as disabled. It is recommended to set a code to Passive if it will no longer be in use.
In the Include Groups field, enter the range of customized fields (e.g. 0-9) or a customized field number (e.g. 2) to be covered.
In the Visible In field, select Personal Details.
Click OK to proceed.
As a result, a new record appears in the grid of Fields View:
Define Customized Fields
You need to create the CYSS customized field so that you can get the social security number for each crew member. To define a customized field, navigate to the Setup ribbon tab > General Codes > Customized > Fields and proceed with the following steps:
On the ribbon, click New to make the dialog appear:
Enter a Code (mandatory field), a unique alpha-numeric APM code. Please make sure that the Customized Field Code is set to CYSS.
In the Text field, indicate the name of an interface and its alternative name, if needed, in the Alternative field.
In the Sort field, define the order number of a record (where 0 means the first record in the list). Make sure the number is in the range of customized fields or corresponds to a customized field number predefined in Customized Fields View. For more information, see Define Customized Fields View (Step 6).
In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as disabled. It is recommended to set a code to Passive if it will no longer be in use.
In the Visible In field, select Personal Details.
In the Options tab, define the customized field with the values as provided below:
Column Text | Type | Size |
---|---|---|
Security Number | Text | 32 |
Click OK to proceed.
On defining a customized field, it then appears in the Personal Details datagroup under the predefined customized view:
Define Vessel Country Code
To associate Rate number to Country code, follow the steps below:
Open Organization Structure.
On the structure pane, select a vessel to be affected.
On the workspace, navigate to Payroll > Rates.
In the System tab > the Rate column, enter a country code.
Click Save for the changes to take effect.
Set Additional Fields Captions
To define additional fields, follow the steps below:
Navigate to Organization Structure.
On the left-hand side pane, select a company to be affected.
Select Properties > Misc and populate additional field captions in the table:
Click Save for the changes to take effect.
As a result, the defined additional fields names appear in Additional Details grid. To access it, navigate to Activities datagroup > Activity Details > Additional: