Erasing an Entire Payroll Run

Scenario:  the payroll department has just completed a payroll, the checks were printed, and YES was answered to the question: “Posting of Attendance Header Records OK?” when you realize the whole payroll needs to be deleted.

The entire payroll needs to be re-done, including the re-printing of the checks.  This involves erasing records from the history files, clearing MTD, QTD & YTD records and resetting the employee file.  If any employees have a direct deposit payroll, and you have already sent the direct deposit file to the bank,  find out from the bank how to delete that file.

Note:  Make sure there is a current, complete backup of the system or contact us before starting this procedure.

For this document, the example of a payroll in September 20xx needs to be erased and then re-ran.

Step 1.  Go to:

• Employee Check History (Task 18)
  • Erase Selected Employee Records (Sub-task 5).

Please be very careful!!!

      Answer the prompts as follows:

Ø      Are you sure you want to erase old records? YES

Ø      Select appropriate printer

Ø      Please enter division:

Ø      Detail deduct/Add code to show (press enter to skip): All

Ø      Print report by: 2) Employee number / Check date

Ø      Please enter – starting employee number:  All

Ø      Please enter – starting check date: type in the date of the payroll being erased

Ø      - ending check date: type in same date (per the example, the dates would be: 0920xx)

Ø      Suppress detail records? NO

Ø      Print purged records? YES (Printing the purged records is up to you)

Step 2.  Go to:

• Employee Deduct/Add History (Task 19)
  • Erase Selected Deduction Records (Sub-task 5)

Please be very careful!!!

      Answer the prompts as follows:

Ø      Are you sure you want to erase old records? YES

Ø      Select appropriate printer

Ø      Please enter division:

Ø      Print report by: 2) Employee number / Check date

Ø      Please enter – starting employee number:  All

Ø      Please enter – starting/ending check date: type in the date of the payroll being erased (per the example, the dates would be 0920xx)

Ø      Suppress detail records? NO

Ø      Print purged records? YES (Printing the purged records is up to you)

Step 3.  Go to:

• System Management Functions (Task 32)

• Clear YTD, QTD, MTD Emp/Recurring (Sub-task 3)

      Read the information screen and answer the prompts as follows:

Ø      Are you SURE you want to clear these fields (YES/NO)? YES

Ø      Do you want to clear vacation paid field (Y/N)? Y

Ø      Do you want to clear #55, total deduction field (Y/N)? Y  

4.  Go to:

• System Management Functions (Task 32)

o       Reset Employee File/Late Yearend (Sub-task 8)

      Read the information screen and answer the prompts as follows:

Ø      Do you wish to continue? (YES/NO): YES

Ø      Do you want to add vacation hours paid (Y/N)? Y

Ø      Do you want to add to total deduction field (Y/N)? Y

Ø      Please enter – starting payroll date to read from history: 01/01/xx

Ø      – ending payroll date to read from history:  use the prior payroll date that was a ‘good’ date.  i.e. if the September 20^th is the payroll being redone, but payroll September 6^th was a good one, use 09/06/xx

5.  Go to:

• Attendance Entry & Editing (Task 1).  Do the payroll all over again as if it was never done.