How to Archive Oldest Payroll Year

 UPDATED: Version 26.1 and later include several enhancements to the Archive Oldest Payroll Year process: 

1. Includes options for removing employees from the current database.
2. An employee Status of Retired has been added.
3. Added an option to remove only INACTIVE employees
4. Archiving the oldest payroll year does not include the newly introduced process in version 26.1 and later for creating a Combined (fiscal year and payroll year) archive.  However, if the company has a 12/31 fiscal year-end date just like the payroll year-end, a message will display offering to switch to the Archive Oldest Fiscal Year process to perform a Combined (fiscal year and payroll year) archive in that option.

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

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