Terminated Employees Disappeared after Payroll Archive


After our 2022 payroll was archived, we can no longer see Terminated employees (status = 5-Terminated) in the current version.  We still can see Laid Off employees and employees that Quit but no Terminated employees.  This was not a problem when we archived payroll in past years.    This seems like an error.

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    We can't see ours on the screen when we pull up Employees by All Statuses, but we can see them if we pull an Employee List.

    They are still in there. If you put the Employee Number in then all the info on that employee comes up.

  • I am not sure if this will help, but when you are archiving the payroll file and creating the name for the file, that is when you are given the option to remove records for specific employee statuses. There is a check box for each (Quit, Laid off, Terminated, Deceased). I do not believe the archive process will default to any of these checked. I think you have to actually check the box. The only thing I can think of us that you selected for these to me removed or it somehow defaulted to having Terminated employees removed. 

  • 0 in reply to Cindy L.

    Interesting.  it looks like we can access some of them by the method you suggest. Although it still seems to be an error that we can't search on them, whether by searching all Statuses, or specifically by Terminated (i.e. going to the Lookup window from 5-2-1).  However, we do have several employees (at least half) that are not showing up in the list.  I can navigate to their records in the 5-2-1 screen, but it is like they are new records.  

  • 0 in reply to Ralls Pennington

    Thank you!  Helpful, but again, it is strange that some of the records still seem to be there (although they aren't searchable from the Lookup window).  

  • 0 in reply to GreenwoodHomes

    In 5-2-2 click on the drop down. Go to options, show inactive records  if you see them they were made inactive  open the employee

    edit inactive to reactivate them 

  • 0 in reply to Char DeLange

    That didn't work.  The records are not in the list at all.

  • 0 in reply to Ralls Pennington

    I think Char had it right, but mistyped her reply.  Go to 5-2-1 Employees, click on the down arrow to bring up the lookup window for employees, click on Options>Show Inactive Records.  Scan the list now and see if your missing employees have been marked as Inactive.  If so, go back to Options>Edit Inactive Setting and you can uncheck the Inactive box in the lookup window.

    We find that some people get annoyed with seeing Terminated or other status employees in their list and start marking them as Inactive.  Then time passes and they forget that they inactivated them.  Closing Payroll in 5-3-8 won't remove employee records.  Archiving the Payroll Year on the server in Database Administration does give you an option to remove employees based on their status from the current company, but the removed employees will be found in the resulting archive database.  Also, removing employees during a payroll archive is often quite difficult as the system won't remove them if it finds the employee referenced in old job costs or other records.

  • 0 in reply to GreenwoodHomes

    Hi GreenwoodHomes. If you had the option to remove Terminated employees enabled when you ran the payroll archive, the employees who have no links to other records in the database would have been removed from the current company, and those who do have links to other records would not have been removed but would have been made inactive. This is probably why you are only seeing some of the records. However, all of these records would still be present in the payroll archive.

  • 0 in reply to ghollister

    Hi Greg    I did see that the DBA now allowed you to remove employees for the current year that are still connected to job cost records.  I was told you just would no longer see the name associated with those records.  I did not realize it actually kept the employees in the new year, but just made them inactive.  That should have been outlined in the release notes.

  • 0 in reply to Walt Mathieson

    Thanks Walt, yes that was a typo.  Meant employee records window, not payroll.