Housekeeping Tasks

 

Housekeeping is available only to users who have Administrator privileges in their user account.

 

There are several tasks that you can complete within Housekeeping in the Tools and Settingsfunction in the Navigator that allow you to remove obsolete data from the system.

This is useful in that it allows you to speed up your processing times, reduce your database size and leaves less data for you to sift through when running reports.

There are five housekeeping tasks that can be performed:

 

  • ATO Payment Summary Archive: This removes all archive copies of ATO Payment Summaries from the PDF archive, with a financial year up to and including the nominated financial year

  • ClickSuper Archive: This removes all ClickSuper uploads, with an ending date up to and including the nominated date

  • Completed Payruns:
    This function allows you to select a date, close payruns that have a COMPLETEDstatus prior to the nominated date, and remove them from the Payrun Wizard.
    This frees up space and makes processing speeds quicker.
    NOTE: Once a completed payrun is closed, it is not possible to see it in the payrun wizard again.

  • Electronic Banking:
    This functions allows you to select a date and delete electronic banking transactions that have a PROCESSED status or a Remit Time Stamp prior to the nominated date.
    These transactions include electronically remitted non-employee banking, such as taxation and deductions that are processed using the Electronic Banking function.

  • General Ledger Provisions:
    This function allows you to select a date and delete all payroll transactions that have been exported as general ledger journal entries up to the nominated date.
    Once they have been processed in your accounting software they are no longer needed on the system.

  • General Ledger Transactions:
    This function allows you to select a date and delete all general ledger transactions that have already been imported into your accounting software and processed up to the nominated date.

  • Leave Requests:
    This function allows you to select a date and delete all leave requests that have a Leave Finish Date and a status of PROCESSEDup to the nominated date.

  • Pay Advice Archive:
    This function allows you to select a date and remove all pay advices from the PDF Archive up to that date.
    You will still be able to re print pay advices from Enquiry > Earnings History in Employee Details.
    This re print will NOT show leave balances or YTD balances.

  • Timesheets
    This function allows you to select a date and delete all processed timesheets with a week ending date up to the nominated date.
    Note: It is advisable that you retain timesheets for a period of 5 years.

 

To perform these tasks:

  1. In Navigator select Tools and Settings > Housekeeping.
    The Housekeeping screen will open, giving you the option of the choose any of the different tasks listed above.
  2. Select the housekeeping task that you want to perform.
  3. Enter the date or click the Browse button to select a date from the calendar.

Remember that all entries/data up to and including the nominated date will be removed from the system.
This process is NOTreversible

  1. Click Execute.
    The system will remove all of the entries that are dated before/on the nominated date. It will not allow you to remove entries that are not set to COMPLETE or PROCESSED.