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New Vision Paymate Payroll System

Purge Processing Menu

Avenu Insights & Analytics

130 Division Street Suite D

Waite Park, MN 56387

Finance & Tax Systems Constituent and Government Software Systems

Purge Menu

Section 23-0004 Purge Processing Menu ii

Contents

Purge Processing Menu .............................................................................................. i

Purge Processing Menu .......................................................................................... 3

Considerations before starting the Year End Purge. ............................................ 3

Retain vs Inactive ................................................................................................. 3

Review of Purge Process ..................................................................................... 4

Required Steps for New Year Processing ............................................................ 5

Purge Menu Steps for the New Year ................................................................... 6

1. Purge Check History by date ........................................................................... 7

2. Purge Logging by date, etc. ............................................................................. 9

3. Purge Features no longer active, etc. ............................................................ 11

4. Purge Inactive Employees with no Check History .......................................... 15

5. Purge Inactive Organizations and Financial Data .......................................... 18

6. Purge Inactive Personnel Data Codes ........................................................... 19

7. Remove interfaced records from General Ledger Interface File .................... 20

8. Remove interfaced records from Treasure Financial Interface File ................ 22

9. Reorganize Paymate files .............................................................................. 22

* * PAYMATE USER GUIDE * *

Section 23-0004 Purge Processing Menu 3 of 23

Purge Processing Menu

Considerations before starting the Year End Purge.

The idea of the Year End Purge is to remove check history, employee demographics and features for employees no longer employed and “not returning”. It is also the time to remove employee features that will not be used in the next calendar year and remove unused/inactive master codes.

Retain vs Inactive

IF an Employee will be returning, i.e. election workers, summer hire, mark them as Retained instead of Inactive. They will not be deleted and their features will stay with them.

With that in mind, please consider the following:

Inactive employees with no check history will be purged.

Retained employee with no check history will NOT be purged.

Inactive employee features with zero $/hours in the current, MTD, QTD, YTD and FTD buckets will be removed. Exception would be the “PAY Features WITHOUT Hours/Amounts?” can be kept during the purge by answering yes to question in option 3. Purge Features no longer active, etc.

Retained employee features with zero $/hours in the current, MTD, QTD, YTD and FTD buckets will NOT be removed.

If your agency has temporary or part time employees that are marked inactive at the end of the calendar year but should be kept for their return in the new calendar year, special consideration is necessary. For employees that should be kept, use Employee Maintenance to Retain with Change/Undelete or F2/F17.

Create a One-Liner Report, asking for employees Inactive and On Hold. Review this listing and activate any and all employee that should be kept for future processing.



After the Purge process is completed, those employees that were changed may be put “On Hold”.

Review of Purge Process

When ending a payroll processing year and starting a “new” year, Paymate users should “clean up” their data by using the Purge Menu. This menu must only be used at the end of the year and beginning of the New Year. This menu will be found on the System Management Menu, Option 4 Purge Paymate File (Year End Menu).

Before starting this process the following must be done:

1. Create the previous year data library for archive and W2 processing using: System Management Menu, option 6 On Demand backup, type 6.

Please refer to the Closing Out Paymate document for details.

2. Setup ALL Payroll Codes for the “New Year”, “New Month”, “New Quarter” and

”New Fiscal Year” (if appropriate). 3. Backup PRDTA* 4. Process options on the Purge Menu. These options must be done, in order,

for the Paymate system to work efficiently. Failure to do all the options, in order, can cause problems, later in the year.

Put Employee on Hold = Y

Active/Inactive Status = I



5. After completing the first payroll of the year, clear the save file created during the Purge Processing.

23. System Management Menu

16. Work with SAVF library

Clear this save file entry

NOTE:

1. All purge options must be run locally and not in batch mode.

2. All other users must remain out of Paymate during this process.

3. To exit any menu option and not continue processing, use F3 or click on .

4. The user running these options must have an authority level on the AS/400 to copy files and run the re-organization. If you are unsure if your user profile is allowed to do this type of activity, please contact your IT/DP department.

Required Steps for New Year Processing

Copy the data library to create the Year End archive for the previous year.

Setup ALL Payroll Codes in the Current Year data library.

Perform Maintenance for New Year on Master Codes and Employee Features.

Proof all the Maintenance that was completed for the New Year.

Run all the Purge Menu options.

Start data entry/import of time card for the first payroll in the New Year.

Object Text SavF created on Library Backup

C PRSAVF1 Purge Emp Features 12/31/2017 @ 09:28 12/31/17 01:00



Purge Menu Steps for the New Year

These next steps can only be run at the beginning of the New Year before ANY payrolls have been processed.

All other users must be out of Paymate when running these options.

Use option 21 Display Users Accessing Paymate Data File Library on the System Management Menu to determine if everyone is out of Paymate.

Be sure the Data Library being accessed is the Current New Year data, not the previous year archive. Double check the data library name on the top of the screen.



1. Purge Check History by date

Items to consider:

• EEOC reporting requirements are fiscal July 1st to June 30th. _______________

• Outstanding union contracts, back pay or any need to collect pay history from the previous year(s). ________________

• Fiscal Year date. ________________ Length of check history needed to reference from the current year data library vs. referencing it from a previous’ year data library. ________________

Paymate is creating more and more history reports. We strongly encourage users to keep at least one full previous year of check history. Your agency may want to keep more.

Run options: Payroll Code..................... use blank for purging all payroll codes at one time

Employer Code.................. use blank for purging all employer codes at one time

Check Form (Bank)........... use blank for purging all check forms at one time

Start CHECK DATE must be blank!!!

Paymate recommends keeping at least one full previous year of check history. Paymate provides a number of check history reports.



Check Date....................... Start date should be blank

End date should be a date prior to the earliest check date to be kept.

Example, you wish to keep one full previous year of check history, enter Dec 31, yyyy. Please give careful thought to this date.

Check Number.............. use blank for purging all check numbers at one time

Include Outstanding Checks (Y,N) The answers to these questions depend on:

Include Cancelled Checks.. (Y,N) Do you reconcile checks in Paymate?

Include Voided Checks..... (Y,N) Do you wish to reconcile previous checks in

Include Reconciled Checks. (Y,N) this current data library or the previous year data library.

Note: Voided Checks are the Direct Deposit Checks.

After determining the parameters needed, complete the screen, press <enter> or click on

.

It is highly recommended all purge options be run locally.

Press <enter> or click on to proceed.

L = Local



2. Purge Logging by date, etc.

Items to consider: Logging data contains all change, additions, deletions and processing steps. This data is not needed for the current payroll year. It is safe to clear the data from the previous year. If inquiry into a logging record, from the previous year, is needed, reference the PRDTAyy for

the previous year. NOTE: Purging on the file must be done. It will contain numerous records and will fill up if not purged.

Run options: Select Sort Option............. must be 1 or 2. Either will work.

Range of dates..... Start date should be blank

End date should be 12/01/yyyy

YYYY= the previous payroll processing year

User Id........... should be left blank

File Code......... should be left blank

Start: RANGE of DATES must be blank

Paymate recommends keeping the month of December in the logging history.



Program Name...... should be left blank

Record Key........ should be left blank

Type.............. should be left blank


.



L = Local



3. Purge Features no longer active, etc.

Run 16. Employee Feature Proof Sheet on the Employee Reports Menu.

Run this report using the options displayed above. It is not necessary to print this report but please review it. If you have run the purge options in previous years, the print out should be quite clean. Ignore any references to feature codes with zero dollars. At this point all features should have zero dollars and hours in at least the Cur, MTD, QTD and YTD.



Run 3. Purge Features no longer active, etc.

Items to consider:

This purge option will remove unused features on employees that for one reason or another are invalid. It is a “housekeeping step” and will not remove valid employee features.

This screen will remind the user that everyone must be out of Paymate. During this step the Employee Features files will be saved to an available save file on the AS/400. After the first complete payroll run, this save file can be cleared.

If backups are ALWAYS done to tape cartridge, please proceed to the RUN OPTIONS.

If you are using save files for backups, please check to make sure there are at least TWO save files available. If there are not, please save the save file library, using the System Management Menu and continue.



Run options:

Payroll Code should be left blank

Home Empr Code should be left blank

Home Fund Code should be left blank

Home Dept Code should be left blank

Employee Code should be left blank

PAY Features WITHOUT a Pay Master? Yes

ABT Features WITHOUT an ABT Master? Yes

W/H Features WITHOUT a W/H Master? Yes

DED Features WITHOUT a DED Master? Yes

BEN Features WITHOUT a BEN Master? Yes

PAY Features with BAD Priority? Yes

ABT Features with BAD Priority? Yes

THIS MUST BE

NO!!!!!



W/H Features with BAD Priority? Yes

DED Features with BAD Priority? Yes

BEN Features with BAD Priority? Yes

PAY Features WITHOUT Hours/Amounts? NO

Any Features without Employee Master? Yes

Any Features Marked INACTIVE? Yes


.



L = Local



4. Purge Inactive Employees with no Check History

Items to consider:

This purge option will remove inactive employees.

An inactive employee is deleted and purged IF

there is no check history for the inactive employee

there are ZERO YTD or FTD dollars on the employee features

This option will require consideration of the EEOC report date which is a fiscal date of July 1 through June 30.

NOTE: if your Fiscal year is not a calendar year, inactive employees must have zero FTD amounts on their features to be deleted. They will not be deleted until they have not been “paid” for a full fiscal year.

PRDTA

Your PRDTA



This screen will remind the user that everyone must be out of Paymate. Press <enter> or

click on to proceed.



Run options:

Only employees hired before this date will be purged. This date must reflect your EEOC reporting requirements. EEOC requires reporting employees hired on or after July 1 of the just completed payroll year through June 30 of the “new” payroll year.


to proceed.



This year will change each year

L = Local

6/30/yyyy



5. Purge Inactive Organizations and Financial Data

Enter/click option 5

Items to consider: This option will delete all Organization and Financial Master data that has been marked Inactive in the past payroll processing year. This option does not require any selection by the user.

Run Options:




L = Local



6. Purge Inactive Personnel Data Codes

Enter/click option 6

Items to consider: This option will delete all Data Codes, used in Designer Reports that have been marked Inactive of the past payroll processing year. This option does not require any selection by the user. This option may be skipped if Designer Reports has not been used.

Run Options:




L = Local



7. Remove interfaced records from General Ledger Interface File

Items to consider: This purge option will remove selected G/L Interface data.

This screen will remind the user that everyone must be out of Paymate.

G/L Interface data contains all interface records. This data is not needed for the current payroll year. It is safe to clear the data from the previous year. If an interface for the previous year is needed, reference the PRDTAyy for the previous year.

NOTE: Purging on the file must be done. It will contain numerous

records and will fill up if not purged. If this file is not purged, errors can result during the Update process and the process must be started over with a restore.




Run Options: Purge Option................... recommend 2 2 = All records, including those already interfaced

Payroll Code should be left blank

Check Date Range Start date should be left blank

End date should be Dec 1 of the previous payroll processing year.

Run Options:


December 01 of the just completed

payroll year

Start CHECK DATE RANGE must be blank





8. Remove interfaced records from Treasure Financial Interface File

Use the same options on item 7 above.

9. Reorganize Paymate files

L=Local



Items to consider:

This option has the correct defaults; no changes should be done by the user.

Run Options:




The purge process is complete.

Please signoff Paymate to end this session.

At this point all users may again start using Paymate.

L=Local

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