The main function of the end of year clearance option is to ensure the leaver employee records are purged off the system after a user defined amount of time since the employee left your employment. This will prevent the data file continuously growing in size and avoid reporting on the information taking an ever increasing amount of time.
This option is typically run at the start of a Pay As You Earn (PAYE) year or calendar year.
To access the End of year clearance option:-
The Employee Records Password form is displayed.
Enter your employee records password.
The EMPLOYEE RECORDS menu is displayed.
Select the System maintenance option.
The PE SYSTEM MAINTENANCE menu is displayed.
Select the End of year clearance option.
The End of year clearance form is displayed.
The End of year clearance form is displayed when the End of year clearance option is selected from the PE SYSTEM MAINTENANCE menu.
Cut-off date: Enter a cut-off date from which to delete all valid employees. Leave the field blank to delete all valid employees on the system. A valid employee is one that has no linked payroll or human resources record and the leaving date is prior to the entered date or regardless of leaving date if no leaving date is entered. The employee record and associated audit records will be deleted off the system with an audit report printed.Choose from one of the two available options:-
OK: Deletes the required data with an audit report printed and returns you to the PE SYSTEM MAINTENANCE menu
Cancel: Returns you to the PE SYSTEM MAINTENANCE menu without any attempt to delete data.
