The delete payroll types option is only available to a software supplier user id using a priority 9 payroll access. It is only to be used in two scenarios:-
On a system set up, for example, the weekly payroll type downloaded as a part of standard data is not required.
When requested by a user to remove a payroll type no longer used.
To access Delete payroll types
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the System maintenance option.
The PR SYSTEM MAINTENANCE menu is displayed.
Select the Delete payroll types option.
The Payroll types form is displayed.
Payroll types form
The Payroll types form is displayed when you select the Delete payroll types option from the PR SYSTEM MAINTENANCE menu.
What do you want to do or be advised about?
Deletion of a payroll type record
To delete a payroll type:-
Enter the payroll type
Tip : Click the Ellipsis button
to search for a payroll type from the payroll type records file.
Click the Delete button
Confirm the deletion by clicking the Delete button
What do you want to do?
Process to delete a payroll type
Using the Delete payroll type option is only one part of the overall process to be followed when a payroll type is removed off the system. The overall process is as follows:-
Ensure that if the payroll type has previously been used that you have written confirmation on company letter headed paper signed by a company director authorising the removal of a specific payroll company and type and to confirm if employee records are also to be removed or left and if human resource records are to be removed or left. Note you cannot leave human resource records and delete employee records.
Check that if the payroll type has previously been used that the data is at least 3 years in age not including the current tax year, if it is less it is best not to remove it from the system since the usual HMRC requirement is to keep data available for at least 3 years plus the current tax year.
Ensure the customer has a backup of the data to be deleted and has been advised to keep this backup as a secure copy in a fire safe or similar secure location.
Ensure you are not logged into the payroll type you are about to delete
Use the Delete payroll types option from the System maintenance menu to delete the payroll type
Remove the payroll type from the passwords records in the System maintenance menu option called Passwords
Remove the data files associated with the payroll type. If there is only the 1 payroll type in the payroll company all data files in the payroll company data directory may be removed followed by the removal of the payroll company from the company selection list.
If there is more than one payroll type in the company and other payroll types are not to be deleted only remove the data files in the payroll company data area that have a suffix extension that matches the payroll type being removed. The current known list of files is:- CC.PR.arcee._T, CC.PR.arcph._T, CC.PR.baxbf._T, CC.PR.cclog._T, CC.PR.ccofl._T, CC.PR.colla._T, CC.PR.court._T, CC.PR.dhist._T, CC.PR.dssk2._T, CC.PR.empee._T, CC.PR.empee.iT, CC.PR.p1438._T, CC.PR.paybf._T, CC.PR.phist._T, CC.PR.pttbl._T and CC.PR.sspsv._T where CC is the payroll company and T is the payroll type being deleted. If unsure on how to delete data files refer the matter to the environment software support team.
If a whole payroll company has been removed check the backup script within the System Utilities, Autopack Utilities menu to ensure the data area removed is no longer being backed up as a part of the Payroll backup and also as a part of the End of Day back up from the payroll or main accounts system(s). If the backup script needs changing manually change it from the Unix prompt and not via the Autopack utility
If the payroll type has previously been used remove the human resource records if requested. This is achieved by running update reports linking to the employee record using the EMPEEKEY field and checking the payroll type field - PAYTYPE and COMPANY. The current known list of files is:- achev, calnd, cclog, discp, dlcon, docum, empee, jhist, lhist and any user defined files as set up in the usrdf file
If the payroll type has previously been used either remove the employee records if there is also no human resource record or run an update report to blank off the PAYTYPE field on the employee record as specified by the user. Select records using COMPANY and PAYTYPE information
If all of the payroll types have been deleted from the payroll company and the employee records have also been deleted the Employer record should be deleted in the Employee records, Miscellaneous options menu option called Add/modify employer details
What do you want to do?
