Archive Oldest Payroll Year must be performed in Database Administration for Sage 100 Contractor, while logged into the server. Archiving Oldest Payroll Year is a more time-consuming process that creates a backup of the company database; then, separates payroll records for the calendar year being archived into a new company database: - Archiving the oldest payroll year removes all payroll records for that year from the database and places them in a separate archive database.
- Archiving Oldest Payroll Year allows you to to delete unwanted payroll calculations in the new year.
- Archiving Oldest Payroll Year allows you to optionally remove employee records with a Laid Off, Quit, Terminated, Deceased, or Retired status.
Important: Sage 100 Contractor version 24.2 later includes a new feature in menu option 5-3-8 entitled Close Payroll Year. In contrast to archiving the oldest payroll year, closing the payroll year in menu 5-3-8 is much faster than archiving the oldest payroll year, typically taking only several seconds to complete. This will save you considerable time at year-end. For more information see What is Multiyear Payroll (Close Payroll Year) in Sage 100 Contractor versions 24.2 and later? New Feature: 5-3-8 Close Payroll Year, and How to Close Payroll Year in menu 5-3-8 How to Archive Oldest Payroll Year - Install the year-end update. The year-end update may contain fixes and enhancements to the archive oldest payroll year process.
- Connect to Database Administration for Sage 100 Contractor.
- Create a backup of the company data, using Tune Up / Back Up / Restore > Back up Companies.
- Choose Archive Company Data > Archive Oldest Payroll Year.
- Select the company to archive from the drop-down list.
Note: if your company is not on the list, see: No companies listed or company missing when archiving in Database Administration in Sage 100 Contractor SQL. - In Enter the name for the payroll archive, type a name for the payroll archive that will be clear, such as "CompanyName Payroll YYYY."
- Under Remove employees with the selected status(es) no longer referenced in the database, check the appropriate boxes.
- Choose Create Archive. This begins with another backup. When the process is complete you can close Database Administration.
- Open 100 Contractor, choose the Show archives radio button, and verify that this list contains your payroll transactions. (You may also look in the current company to see that 5-2-2 Payroll Records has zero records.)
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