History Data

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History Data

From time to time it may be necessary to adjust transactions that have been processed in prior periods and are currently being stored in the History File.  It may also be necessary to delete old transaction data no longer required.

 

It is possible to:

•Adjust Employee History Data

•Delete history by Period

•Delete history by Year

 

History Maintenance - Menu

 

Backup Recommendation:

We advise that an interim backup is taken before doing any of the following process.  This precaution will enable the system to be put back into the position it was in before undertaking the procedure.  This would be done by restoring the backup.

tog_minus        Maintenance

The 'Maintenance' option is used amend, add or delete data processed in previous periods.  It is most often used during the implementation of Belina PayrollHR where transactions previously processed in another payroll system are being added to the historic record of Belina PayrollHR.  It is necessary to include history data for the FDS tax system to correctly compute the value of PAYE.  It is also used when ZIMRA have performed a tax audit and have requested that adjustments be processed.

 

Editing previous periods data directly affects data stored in the History file and indirectly affects other files.  To update the Year to Date Balance File run the FDS Build procedure update these records.

 

To make changes to the History File take the following steps:

Step 1 Go to ‘Data', then 'History Data' menus select Maintenance

Step 2 Select the employee and then the period to be amended.

 

History Maintenance - Select

 

Step 3 Once the period has been selected highlight on the transaction to be edited then click on ‘Change’ to make the amendments.  If you want to insert a transaction click on ‘Insert’ then from the list of Transaction Codes select the code to be inserted.

NB. After making changes make sure the transactions are in balance. Then go to ‘View’ then ‘Period Journal’ select transaction codes and make sure your Journal is balancing.

 

History Maintenance - Select2

 

When inserting data from previous periods to rectify an employees YTD figures or when inserting the data for an employee that was calculated from another system.

tog_minus        Deletion by Period

This option is used to Delete history data by selecting the period/s data to be deleted.  The detailed history data is deleted but the P6 information is retained for all periods used regardless of whether data is deleted.

 

Step 1 - Take a backup of your data

Step 2 - Select the 'Deletion by Period' menu option

Step 3 - Tick each of the periods data to be deleted

 

History Maintenance - Deletion by Period

 

Step 3 once you have tagged on the periods you can click on ‘Delete’

Step 4 the tagged periods will be deleted and will display 'Yes' under the 'Deleted' Column

tog_minus        Deletion by Year

This option is used to Delete history data by selecting the year/s data to be deleted.  The detailed history data is deleted but the P6 information is retained for all periods used regardless of whether data is deleted.

 

Step 1 Go to ‘Data’, then ‘History Data’ select 'Deletion by Year'.

Step 2 Scroll for the number of years to keep then click ‘Start’ 

 

Delete History by Year