The Delete Employees function lets you delete terminated employees, but only after end-of-year processing has been completed and all related history and superannuation transactions have been deleted. In addition, if an Australian employee was terminated after 31 March of the previous financial year and they had fringe benefit amounts in that year, they can only be deleted after another end-of-year has been processed.
There is one exception to this, that is if the employee was not paid at all. If this is the case then once a Termination Date is entered for the employee in the Masterfile Details page, then you are able to simply delete the employee as at step 6 below.
Deleting Employee Masterfiles
To delete employees, carry out the following tasks:
Take a copy (backup/archive) of your payroll data. You will use this copy if you need to reprint reports with terminated employees. See: Create an archive and find the archive file.
Complete your end-of-year processing in Attaché Payroll.
Note: If an employee had no pays in the financial year, go to step 6, otherwise proceed to step 4
Delete all history transactions: Payroll, Transactions, Timesheets and Adjustments, Delete History Transactions
Delete all superannuation transactions: Payroll, Period End, Superannuation, Delete Super Payment Details
Go to Masterfiles, Payroll, Employee Details, Delete, enter the Employee Code Range to be deleted and then choose Start (F9).
📌 Note: After terminating an employee, do not make any modifications to the employee's leave table in Leave Table Maintenance.
Information messages and recommended action
'Fringe Benefit information still exists'
You cannot delete the employee because FBT amounts exist for the next financial year.
'Leave Liability Not Zero'
Print the Leave Liability Journals report from Payroll, Reports, Leave, Leave Liability Journals.
In the Employee Status area, set only the Terminated check box to Yes.
Print the report and choose Yes to create the GL Journals.
📌 Note: If the message still appears when trying to delete terminated employees, check the employee's leave tables in the employee Masterfile. If they are set to NIL, you will need to add the relevant leave tables to reverse the leave liability.
'The Employee Other Payments File contains unprinted details for Employee Code XXXXXXX'
Delete Super Payment Details from Payroll, Period End, Superannuation, Delete Super Payment Details.
Set the Terminated check box to Yes and enter any relevant ranges.
'Cannot delete – Employee Masterfile has Payroll G/L Interface'
Print the GL Postings from Payroll, Reports, Other Reports, General Ledger Postings.
Select Payroll in the Modules area.
Check the transactions on the report.
If the transactions are to be posted to the general ledger, go to your general ledger and post now.
If the transactions are not to be posted to the general ledger, choose Payroll, Reports, Other Reports, Delete GL Postings File.
Choose Payroll in the Modules area and enter the date range of the transactions to be deleted.
See also: Delete employee bank accounts.