Purging payroll history

Use History Purge (PR300) to selectively purge payroll history based on the report parameters you select. You can purge comments during the current year; however, we recommend that you maintain at least three months distribution history to allow the Payroll to automatically create reversing general ledger entries for voided payments.

You cannot purge payroll history until six months into the following payroll year. You can purge payroll distributions at anytime. However, if you have purged payroll distributions, General Ledger distributions created by a void will use the normal defaulting rather than reversing the original entries.

Note: Perform edits to limit purging of transactions to records with a date of at least 12 months previous to the Payroll date.

Purge payroll history

Access History Purge (PR300).
Complete the form. Specify this information:

Job Name

With the Add form action, type the name of the job.

With the Inquire form action, you can select a previously defined job. The jobs displayed are for the active user.

Job Description

Type a description of the job.

The job description helps you identify a batch job by providing additional information about the job name.

Company

Select the company for which you want to purge records.

Cut-off Year

Type a cut-off year to purge all payroll history up to and including the year you enter.

Employee Group

Select an employee group to purge only history for a specific employee group. For example, you may want to purge history for only terminated employees.

Processing Group

Select a processing group.

If you select a processing group, only the employees who have a current home process level in this process group will be affected.

If you select a processing group, leave the Employee Group and Process Level fields blank.

Process Level

Select a process level.

If you select a process level, only the employees who have a current home process level in this process group will be affected.

If you select a process level, leave the Employee Group and Processing group fields blank.

Payroll History

To purge payroll history and create a flat file of purged records, select C (Delete/No Copy).

Pension

Select a purge option for pension history.

If you select 1 (archive), CSV files are created and can be used for 'what if' scenarios.

If you select 2 (archive/purge), CSV files are created and the database records are purged.

If you select 3 (no archive/purge) option is selected (not recommended), the database records will be purged but no CSV files will be created which means you will have no backup of the records.

If no action options is selected, the files in the pension list will not be archived or purged.

If you select options 1-3 in this field affects the following files:

PRPENHIST, PRPENPAY, PRPENFSRC, PRPENFSRCH

Garnishment

Select a purge option for garnishment history.

If you select 1 (archive), CSV files are created and can be used for 'what if' scenarios.

If you select 2 (archive/purge), CSV files are created and the database records are purged.

If you select 3 (no archive/purge) option is selected (not recommended), the database records will be purged but no CSV files will be created which means you will have no backup of the records.

If no action options is selected, the files in the garnishment list will not be archived or purged.

If you select options 1-3, the PRGARHIST file is affected.

1099R

Select a purge option for 1099R history.

If you select 1 (archive), CSV files are created and can be used for 'what if' scenarios.

If you select 2 (archive/purge), CSV files are created and the database records are purged.

If you select 3 (purge/no archive) option is selected (not recommended), the database records will be purged but no CSV files will be created which means you will have no backup of the records.

If no action options is selected, the files in the 1099R list will not be archived or purged.

If you select options 1-3, the following files are affected: PR1099RHST and PR1099RSLH

Payments, ACH

Select a purge option for payments and ACH history.

You can delete these without payroll history files. You can delete by bank account number, check ranges, receipt ranges, or date.

If you select options 1-3, the following files are affected: PRCHECK, PRAUDIT.

Reconciled Payments

If your company does not reconcile its payments, and you select 'N' in this field, PRCHECK records with a status of 2 (open) that are before the cutoff date are archived/purged.

If Y is selected, PRCHECK records with a status of 2 are not archived/purged.

Bank Account

Select a bank account number.

Payment

Type a payment number to define the beginning and ending of a range of reconciled and voided payments to purge.

ACH Receipts

Type a direct deposit receipt number to define the beginning and ending range of reconciled and voided direct deposit receipts to purge.

Distributions

To purge payroll distribution records, select 3 (Purge/No Archive).

To purge payroll distribution records and create a flat file of purged records, select 2 (Archive/Purge).

Cut-off Date

Type a cut-off date to purge all distribution records dated on or before the date entered.

Clearing Entries

Select the value determining if only distribution records associated with clearing entries are purged.

Reconciled Payments

Select the value determining if only distribution records associated with reconciled payments are purged.

To purge payment history, the reconciled payment must be updated using Bank Reconciliation (PR155).

Comments

To delete employee comments, select 3 (Purge/No Archive).

To delete employee comments and create a flat file of the purged records, select 2 (Archive/Purge).

Cut-off Date

Type a cut-off date to purge employee comments dated on or before the entered date.
Select the Submit form action to submit the purge.

We recommend saving the payroll history to a separate media such as tape, before purging. To purge payment history, you must update the payment using Bank Reconciliation (PR155).