Ideal Online Documentation

31167 P/R PROCESSING
PR2-09 Year End Purge

 

PURPOSE

 

The payroll year end purge program is run at year end instead of the month end purge. Update all payroll files and print all necessary reports before running the purge program. The purge program clears all payroll transaction files and carries all balances forward into the next payroll year.

 

The year end purge program creates a T4 holding file from the current year's ending employee master information and year to date totals. T4's for the current year cannot be printed until after you have done the year end purge. Once you have completed the year end purge, you can do no further payroll processing for the purged year other than T4 maintenance and printing.

 

The years of history parameter defines how many years of payroll history are maintained in the system. The year end purge deletes all payroll history prior to the oldest year maintained, and all employee master information for employees terminated prior to that year.

 

The backup prior to purge parameter controls whether your payroll data will be backed up prior to purging.

If all payroll batches have not been updated, the payroll year end purge program will display an alert message and abort. Simply print the remaining registers and update the files, then run the purge program again.

 

Year End Purge is accessed from:

  • Payroll Year-End Processing menu.

 

PROCEDURE

 

Select Year End Purge from the Payroll Year-End Processing menu. The following screen is displayed.

 

PAYROLL YEAR END PURGE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│Jan07/07 TF6           ***** PAYROLL YEAR-END PURGE *****                 IWYEP â”‚
│                                                                                â”‚
│*** THE CURRENT PAYROLL PROCESSING YEAR IS 2006 ***                             â”‚
│                                                                                â”‚
│The Year-end Purge program will create a T4 holding file from 2006's            â”‚
│ending employee master information and year-to-date totals. T4's for            â”‚
│2002 cannot therefore be printed until after you have done the year-end         â”‚
│purge. Once you've done the year-end purge, you can do no further payroll       â”‚
│processing for 2006 other than T4 maintenance and printing.                     â”‚
│                                                                                â”‚
│The YEARS OF HISTORY parameter for this company is set to 10. Therefore,        â”‚
│all payroll history prior to 1997 will be deleted as well as all employee       â”‚
│master information for employees terminated prior to 1997.                      â”‚
│                                                                                â”‚
│The BACKUP PRIOR TO PURGE parameter for this company is set to Y. Therefore,    â”‚
│a backup of your payroll data will be made to hard disk prior to purging.       â”‚
│                                                                                â”‚
│** UPDATE EMPLOYEE PERSONAL TAx CREDITS TO 2007 VALUES ? (Y/N): _               â”‚
│                                                                                â”‚
│                                                                                â”‚
│PRESS F12 TO DISPLAY 2006/2007 EMPLOYEE PERSONAL TAX CREDITS.                   â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

** UPDATE EMPLOYEE PERSONAL TAX CREDITS TO 2007 VALUES ? (Y/N):

 

Ideal will update your tax files with the newest data from Revenue Canada as soon as it becomes available each year. When you run the purge, you would typically reinitialize the payroll system with the new year's tax tables.

 

 

"Y" to update the personal tax credits table with new year's values.

 

"N" to not update the personal tax credits.

 

[F4] to exit to menu.

 

[F12] to display current/new year employee personal tax credits.

 

EMPLOYEE PERSONAL TAX CREDITS DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│        ***** EMPLOYEE PERSONAL TAX CREDITS *****                               â”‚
│──────────────────────────────────────────────────────────                      â”‚
│                     Jan 2006  Jul 2006  INDEX                                  │
│JURISDICTION         BASIC     BASIC   MULTIPLIER                               â”‚
│──────────────────────────────────────────────────────────                      â”‚
│FEDERAL              7,634     7,634    1.00000                                 â”‚
│ONTARIO              7,686     7,686    1.00000                                 â”‚
│MANITOBA             7,412     7,634    1.03000                                 â”‚
│SASKATCHEWAN         8,000     8,000    1.00000                                 â”‚
│ALBERTA             13,339    13,339    1.00000                                 â”‚
│BRITISH COLUMBIA     8,168     8,168    1.00000                                 â”‚
│YUKON                7,634     7,634    1.00000                                 â”‚
│──────────────────────────────────────────────────────────                      â”‚
│** PRESS CR TO CONTINUE: _                                                      â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO CONTINUE: _

[Enter] to close the window.

 

** PROCEED WITH PURGE ? (Y/N):

 

"Y" to proceed.

 

The purge is completed and you are returned to the menu.

 

 

"N" to exit to menu.

 

[F3] to return to the previous prompt.

 

[F4] to exit to menu.

 

>> CURRENT PAYROLL HAS NOT BEEN UPDATED. PRESS ENTER TO EXIT:

 

This alert message is displayed when all payrolls have not yet been updated.

 

 

[Enter] to exit the program and return to the menu.

 

Process all payroll outstanding batches and rerun this program.