Information and considerations

When you move all employees, Sage deletes the original master file.

Employees won't move if you try to move them to an archive folder that already has an employee with the same ID. A message prints on the summary report, and the Sage 300 CRE System Log file records an error.

Access to archived employees

To access terminated employee records in the archive data folder, the archive data folder must contain certain files. This includes the Ts.ctl, System.prs, Master.glm, Master.jcm, and Master.prm files. If these files aren't already in the data folder, you can copy them using File Tools.

Dates used for moving

Employees with both a rehire date and a termination date only move if the termination date is later than the rehire date.

When archiving your employees, you can use a condition of Last Check Date. This field writes to the Employee Misc info/Last Check date when you post a check. The system maintains this field.

For example, you want to move employees who haven't worked since 2021, but keep newly hired employees that haven't received a check yet.

• Add condition Last Check Date Less than or equal to 12-31-2020 to move employees no longer working
• Add condition Last Check Date Not equal to "" to keep newly hired employees

Terminated employees

Don't move terminated employees before you print W-2s if the employee worked during the year and requires a W-2. If you move them before printing W-2s, you'll have to move them back to live data to print the forms.

Custom fields

If the data folder contains employee record with custom fields, make the custom fields available in the destination file before you move employees.

Transfer employees between companies

See considerations for moving an employee from one live company folder to another. 

Archive folder periods

When you move employees between data folders, confirm both folders are in the same current period. Verify by going to File, Company Settings, PR Settings, Current Month, and Year end date. The period in your archive data folder must match with the current period in your live data folder. This means the employee totals are correct if you move employees back later.

If the folders are in different periods, the accumulated totals won't be current for the employees that you move back into the live data. This applies to year, quarter, month, and prior period amounts.

If the periods don't match, close the month or year to update the period in your archive data folder. You can close multiple months at a time by using the drop-down to select the month. See Related Solutions below for information on closing Payroll periods and moving employees back from archive in Payroll. We recommend you keep the two data files in the same period prior.

Move employees

1. Create a new data folder for archived employees. If you have archived employees in the past, you can skip this step.
2. Have all users exit the Payroll application.
3. Use File Tools to create a backup of your Payroll files.
4. Go to Tools, Move, Employees.
5. Select a destination folder for the transferred employees and click Open.
    NOTE:  If you use named files, select the source master file you're moving employees from and click Open. Then select the destination master file that you want to move employees to and click Open. To create a new master file, type the new file name in the Destination File.
6. Click Yes when prompted to create a Payroll Master if it doesn't exist in the destination folder.
7. Verify you're moving employees to a data folder to have access to the records in the future. 
8. Move only terminated employees:
   • Select this box to move only employees with a termination date
   • Clear the box to move employees based on Ranges or Conditions
      NOTE: See the date considerations above for conditions you can use when moving 
9. Click Ranges or Conditions to select the employees to move (optional but recommended). Otherwise, all employees’ records move.
10. Click Start.
11. If you print to file, enter a name for the move employee journal and click Save.
12. Review the journal to verify that you moved the correct records.
13. After you move information from a file, use File Doctor to compact the originating file. Select the Compact Good box while running.