If you have a large payroll with many transactions, deleting history transactions and terminated employees may speed up processing and reporting times.
📌 Note: Before proceeding, ensure you have created your history company and run End of Year. You will NOT be able to delete terminated employees if they have transactions and YTD figures in the new financial year. You can only delete employees when the EOY has been completed and they have no transactions and a zero YTD total.
Carry out the following housekeeping in your current live company. You can use the history company if you need to reprint reports for terminated employees. Before you begin, take a backup. See: Create an archive and find the archive file.
To delete history transactions (Timesheets and Adjustments)
Check for the existence of any Fringe Benefits on timesheets from 1/4 to 30/6 in pays from last financial year.
📌 IMPORTANT NOTE: DO NOT delete any transactions in this period if you are unsure - STP Income Statements and reports will not balance if you do.
Choose Payroll, Transactions, Time Sheets/Adjustments, Delete History Transactions and enter the Date Range and Employee Code range.
Deleting transactions attached to a payment schedule
If you have transactions that are attached to a current Payment schedule, these payments will be able to be deleted until the Payment schedules is also deleted. This can be done from Payroll, Masterfiles, Payment Schedules, Delete.
Delete Super Payment Details
Choose Payroll, Period End, Superannuation, Delete Super Payment Details
Set the Terminated check box to Yes and enter any relevant ranges.
Delete employees
Choose Payroll, Masterfiles, Employee Details, Delete. Enter the required Employee Code range.
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 Journal (Payroll, Reports, Leave, Leave Liability Journals)
In the Employee Status selection 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 (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 (Payroll, Reports, Other Reports, General Ledger Postings). Select Payroll in the Modules selection area.
Check the transactions on this 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 from the Modules selection area and enter the date range of the transactions to be deleted.