Forum Discussion

Sally_WS's avatar
Sally_WS
Experienced Cover User
6 years ago

Delete former employee cards

We have quite a few former employees on the file, some from almost 20 years ago.  To delete these cards, purge journal entry related to them is required.  If we purge all journal entry prior to FY17,...
  • Steven_M's avatar
    Steven_M
    6 years ago

    Hi Sally_WS 

     

    To purge out an employee card from an AccountRight v19 company file, there does need to be no transaction that uses that card. So you have the right idea with purging out the individual transactions related to that card.

     

    The only other things that I would add to that situation would be:

    • to purge any contact logs for employee cards that do you have.
    • Run the Salesperson Sales [Detial] report for that employee card in case they have been used on as a salesperson
    • Similar run the Time Billing>> Employee Slip Detail and Payroll>>Timesheets report

    Once those are clear for that employee card, in theory, you should be able to delete the card from the company file.

     

    In general, prior to upgrading to AccountRight 2019 best to verify and optimise the file (File>>Verify the company file and File>>Optimise the company file).

GDay53's avatar
GDay53
Ultimate Cover User
6 years ago

Sally_WS 

 

Welcome to the MYOB Community Forum, I hope you find plenty of useful information.

 

Getting rid of the old employee cards has been a problem forever even in the old Classic where you could purge things.

The best thing you can do is put ZZ 18 in front of their name, 18 is the year terminated. This way they appear at the bottom of your employee lists and if they are also maked as inactive will not appear in any search.

 

  • Sally_WS's avatar
    Sally_WS
    Experienced Cover User
    6 years ago

    I've done my homework before submitting the question on the forum.  
    1.  Keep paycheques will definitely be unticked as we don't need old paycheques information.

    2. keep disbursements grouped with electronic payments will be unticked, as this function is not used.

    3.  keep unpaid payroll liablity accruals will be unticked, as there is no unpaid payroll liability accruals from pre FY17.

    4. Unreconciled transactions: we'll reconcile the accounts that's related to payroll before tick them.

     

    I think I've found the answer, but could I have your confirmation regarding the above.

     

    Kind regards,

    Sally

    • Steven_M's avatar
      Steven_M
      Former Staff
      6 years ago

      Hi Sally_WS 

       

      To purge out an employee card from an AccountRight v19 company file, there does need to be no transaction that uses that card. So you have the right idea with purging out the individual transactions related to that card.

       

      The only other things that I would add to that situation would be:

      • to purge any contact logs for employee cards that do you have.
      • Run the Salesperson Sales [Detial] report for that employee card in case they have been used on as a salesperson
      • Similar run the Time Billing>> Employee Slip Detail and Payroll>>Timesheets report

      Once those are clear for that employee card, in theory, you should be able to delete the card from the company file.

       

      In general, prior to upgrading to AccountRight 2019 best to verify and optimise the file (File>>Verify the company file and File>>Optimise the company file).

      • Sally_WS's avatar
        Sally_WS
        Experienced Cover User
        6 years ago

        Thanks Steven!  Appreciate your advice.

         

        Kind regards,

        Sally

    • Sally_WS's avatar
      Sally_WS
      Experienced Cover User
      6 years ago

      Dear Support, 

       

      The purpose for removing the old employee cards is mainly for preparing the file to be upgraded to the new AccountRight 2019.  All previous FYs records have already been backed up over the years and so will that for FY19 using current AccountRight Premium V19.  The employee cards will only be deleted from FY20 files when submitting it online for upgrade.  Therefore it seems to me there shouldn't be any concerns of any data loss after we delete the old employee cards.  Could I please have your advice if there is any other aspects that we should taken into consideration before removing the old employee cards.

       

      Also, should we perform an optimization of the file before uploading for upgrade.

       

      Kind regards,

      Sally

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