If you have a large payroll with many transactions, deleting history transactions and terminated employees may speed up processing and reporting times.
📌 Notes:
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
They have no transactions.
Have a zero YTD total.
Carry out Payroll housekeeping in your current live company.
You can use the history company if you need to reprint reports for terminated employees.
Deleting Terminated Employees after EOY
⚠️Important:
To delete terminated employees, you must have run your Payroll end of year. You will use this copy if you need to reprint reports for terminated employees.
Before you begin the processes below, take an archive backup.
Delete history transactions — Time sheets and Adjustments
Timesheets
Choose Payroll, Transactions, Time Sheets, Delete History Transactions.
From the Period Ending Range task area, enter the First Date (Start of last FY) and Last Date (end of last FY).
You can also select the Exclude transactions less than 12 months old checkbox if required.
In addition, for further filtering, you can also click Options (F4) and select the Employee Range Selection.
Once the ranges and options are correct, click Accept (F9). The program will confirm how many records have been deleted.
Click Close (Esc) to finish the process.
Adjustments
Choose Payroll, Transactions, Adjustments, Delete History Transactions.
Follow steps 2-6 above in the Timesheets section.
Delete Super Payment Details
Choose Payroll, Period End, Superannuation, Delete Super Payment Details.
Set the Terminated check box to Yes and Page Down to enter any relevant ranges.
Click Delete (F9). The program will confirm how many records have been deleted.
Click Close (Esc) to finish the process.
Delete employees
Choose Payroll, Masterfiles, Employee Details, Delete.
Enter the Employee Code range.
Click Start (F9). The program will confirm how many records have been deleted.
Click Close (Esc) to finish the process.
Information messages and recommended action
See details on each error message below.
"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.
📌Notes:
If the message still appears when trying to delete terminated employees, check the employee's Masterfile, Leave tables tab.
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".
Follow the steps above in the Delete Super Payment Details section.
"Cannot delete – Employee Masterfile has Payroll G/L Interface".
Go to Payroll, Reports, Other Reports, General Ledger Postings.
From the Modules task area, select Payroll.
Click Print to run the report.
Check the transactions on this report.
If there are transactions to be posted to the general ledger, Post the transactions to GL.
If the transactions are not to be posted to the general ledger:
Go to Payroll, Reports, Other Reports, Delete GL Postings File.
Choose Payroll from the Modules selection task area.
Enter the Date Range First Date and Last Date.
Click Accept (F9). The program will confirm how many records have been deleted.
Click Close (Esc) to finish the process.