The tax year end archive files are typically sized to allow for 7 years of data to be kept on line. Eventually when selecting a new tax year within the select new period option one or more of the archives will have insufficient space to create an archive for the tax year about to be closed and you will be warned of the fact. At this point you should either use this delete archive records option or arrange for the data file to be extended by calling the accounts software support team.
The end of year archive warnings are as follows:-
Archive payroll file full, extend or consolidate
Archive history file full, extend or consolidate
Archive sickness file full, extend or consolidate
To access Delete archive records
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Miscellaneous options option.
The PR MISCELLANEOUS OPTIONS menu is displayed.
Select the Archive options option.
The ARCHIVE menu is displayed.
Select the Delete archive records option.
The Delete archive records form is displayed.
The Delete archive records form is displayed when you select the Delete archive records option from the ARCHIVE menu.
To delete the records from the tax year end archive files enter the following fields and click the OK button.
Tax year: The four digit starting tax year, for example, 2006 is the starting tax year for the PAYE 2006/2007 tax year. The current starting tax year minus 8 years will be pre-filled for you but this may be changed.
Note: It is recommended that you keep tax year end archive data for at least 7 years.
Warning: If you choose the previous tax year you will be warned Warning! You are about to delete records for the previous tax year. You should click OK to this warning and change the tax year again.
Archive payroll records: Tick the check box if the archive payroll records for the selected tax year are to be deleted.
Archive history records: Tick the check box if the archive history records for the selected tax year are to be deleted.
Archive sickness records: Tick the check box if the archive sickness records for the selected tax year are to be deleted.
PUSH BUTTONS:
OK: Proceed to delete the archive records and returns you to the ARCHIVE menu.
Exit: Returns you to the ARCHIVE menu without deleting archiving records.
Help: Displays help on the current application in your default company browser.
