The payroll month end purge program is run as part of your month end routine. It is necessary to update all payroll batches for the month and recommended that you print all necessary reports before running the purge program. The purge program clears all current payroll transaction files and carries all balances forward into the next period.
If all batches have not been updated, the payroll month end purge program will display an alert message and abort. Simply print the remaining batch registers and update the batches. Then run the purge program again. Although it is recommended to print all necessary reports prior to running the purge program, reports from previous months can still be printed after the purge has been run.
Month End Purge is accessed from:
Main Payroll menu.
PROCEDURE
When you select Month End Purge from the Main Payroll menu the following prompts display.
COMPANY: 01 - D E M O C O M P A N Y CONFIRM? (CR/F4)
[Enter] to confirm the company.
[F4] to exit to menu.
** HAVE ALL REPORTS & UPDATES FOR THE MONTH BEEN RUN ? (Y/N):
The sole purpose of the month end purge is to clear payroll records from the monthly holding file. Exact copies of all records in the monthly holding file are also maintained in the history holding file. Thus, past monthly inquiries and reports can still be done using the history option after the records for the month have been purged.
"Y" to confirm.
"N" to exit to menu.
** STARTING DATE: 00000000
Enter the starting date in the format MMDDYYYY.
This is the date from which to purge payroll data and is usually be the first day of the current month. If a pay period spans a calendar month end you should set this date to the first day of the current month's first pay period, thus either sometime during the last calendar week of the previous month or the first calendar week of the current month.
[Enter] for the first non-purged date in the system.
[F4] to exit to the menu.
** ENDING DATE: 99999999
Enter the ending date in the format MMDDYYYY.
This is the date to which to purge payroll data and is usually the last day of the current month. If a pay period spans the calendar month end you should set this date to the last day of the current month's last pay period, thus either sometime during the last calendar week of the current month or the first calendar week of the next month.
[Enter] for the last non-purged date in the system.
[F3] to re-enter previous data field.
[F4] to exit to the menu.
** CONTINUE ? (Y/N):
"Y" to continue with the purge.
The program performs an automatic verification that there are no payroll batches within the selected time period that have not yet been updated. The program will not perform a purge until all payroll batches within the time period have been updated. If it finds any batches that have not been updated an alert message displays.