These steps work with a client/server setup, with at least two workstations and your data folders on a server. You open an archived data folder and then choose a live data folder as the destination. Keep in mind the timing of when you moved archived the employees: For best results, do not move employees when there are YTD or Prior Year totals. YTD affects several reports, including the 941, the W2's, and your quarterly reports. ("No YTD" also means you don't need to close the month or year in the Archived data folder.) When you move Archived employees BACK from an archive, they are usually not in the same month or year as the current folder. If the move was not recent, and periods were closed in either data folder, you must first change the employee's accumulated totals. In the archive data folder, use Audit setup activity to adjust or remove the employee's accumulated totals to reflect your live data folder's payroll month and year. Then move the employee from the archive data folder to the live data folder.
If you moved the employee to the archive data folder recently and no periods were closed in either data folder, you can move the employee from the archive data folder to the live data folder and do not need to change accumulated period totals for the employee. |