Period End Clear Options

Clear Type

To specify the type of clear to perform, click one of the following options in the drop-down list:

1-Calendar Clear:  Clears the following information (excluding contract and fiscal year earnings):

Employee Totals; Employee Weekly Totals; Employee Totals - Quarterly; Deduction Master Totals with a Deduction Closing Period Flag of 1 - Calendar Clear; Employee Deduction Totals; Other Pay Master Totals; Department Totals; and Employee Other Pay Totals with a OP Closing Period Flag of 1 - Calendar.

Notes:

• Run the Calendar Clear at each calendar period end.
  Tip:  MSRS and the quarterly reports require that you run the Calendar Clear monthly and quarterly.

• The Calendar Clear for the Month/Quarter/Year End option allows you to specify if you want to delete terminated employees.

2-Contract Clear:  Clears the Employee Contract Earnings Totals; all Employee Deduction Totals; and Employee Other Pay Totals with a Closing period Flag of 2 - Contract.

Note:  Run the Contract Clear at each contract period end, if you have contract employees.

3-Fiscal Clear:  Clears the Employee Fiscal Earnings Totals; all Employee Deduction Totals; and Employee Other Pay Totals with a Closing Period Flag of 3 - Fiscal Clear.

Note:  Run the Fiscal Clear at each fiscal period end.

4-Specific Deduction Clear:  Clears the Employee Deduction Totals and Deduction Totals for the specified deductions with a Closing Period Flag of 4 - Specific Ded Clear.  You are then prompted to enter the specific Deduction Codes.

Tip:  For information about entering the Deduction codes to clear, see the section for Specifying Deduction Codes and Other Pay Codes below.

5-Specific Other Pay Clear:  Clears the Employee Other Pay Totals and Other Pay Totals for other pays with a Closing Period Flag of 4 - Specific.  You are then prompted to enter the specific Other Pay Codes.

Tip:  For information about entering the Other Pay codes to clear, see the section for Specifying Deduction Codes and Other Pay Codes below.

1 - Calendar Clear

If Calendar Clear is selected, the following options are displayed.

Period Ending

If Calendar Clear is selected, Period Ending is displayed.  Choose the appropriate month for running the period end clear.  The appropriate type of clear - month, quarter or year is selected for you based on the month you specify.

1.  Month End:  Clears only the monthly totals.  This is selected if you choose January, February, April, May, July, August, October, or November.

2.  Month/Quarter End:  Clears the monthly and quarterly totals.  This is selected if you choose March, June, or September.

3.  Month/Quarter/Year End:  Clears the monthly, quarterly, and year end totals.  This is selected if you choose December.

Delete Terminated Employees

To specify if you want to delete terminated employees:

• To delete employees terminated before the specified Termination Date, select the box.

• To leave terminated employees on file, de-select the box.

Tip:  This field is active only if you specify the Calendar Clear Type and choose December as the Period Ending.

Termination Date

To specify which terminated employees to delete, enter the Termination Date.  All employees with a Date of Termination on or before the specified date are deleted.  (MM/DD/CCYY century and slashes optional)

Tip:  This field is active only if you specify the Calendar Clear Type and choose December as the Period Ending, and you check the Delete Terminated Employees box.

To run the routine, click Proceed, or press [ENTER].

Keyboard shortcut:  [ALT + p]

To escape from the routine, click Cancel .  Keyboard shortcut:  [ALT + c]

Or, click Close .

2 - Contract Clear

If Contract Clear was selected, then Clear Option is displayed.

Clear Option

Choose Month / Quarter/ Year option for clearing Contract Earnings Totals; all Employee Deduction Totals; and Employee Other Pay Totals with a Closing period Flag of 2 - Contract.

Then click Proceed to begin.

To run the routine, click Proceed, or press [ENTER].

Keyboard shortcut:  [ALT + p]

To escape from the routine, click Cancel .  Keyboard shortcut:  [ALT + c]

Or, click Close .

3 - Fiscal Clear

If Fiscal Clear is selected, then the Clear Option is displayed.

Clear Option

Choose Month / Quarter/ Year option for clearing the Employee Fiscal Earnings Totals; all Employee Deduction Totals; and Employee Other Pay Totals with a Closing Period Flag of 3 - Fiscal Clear.

Then click Proceed to begin.

To run the routine, click Proceed, or press [ENTER].

Keyboard shortcut:  [ALT + p]

To escape from the routine, click Cancel .  Keyboard shortcut:  [ALT + c]

Or, click Close .

4 - Clear Deductions and 5 - Other Pays

After selecting 4 - Clear Deductions or 5 - Clear Other Pays the following screen is displayed.  Deductions and Other Pays to clear must be set with a Closing Period Flag of 4 - Specific Ded Clear or Specific Other Pay Clear or they will be rejected when you click Add.

Below are the directions for entering a specific Deduction Code and entering a specific Other Pay Code.

Important:  The clear routine skips any entered Deduction Codes or Other Pay Codes with Period Closing Flags that are not 4 - Specific.

Code

To add a Deduction Code or Other Pay Code to the list of codes to be cleared, enter the Code or click Search  to find it.

To add the entered Deduction Code or Other Pay Code to the list of codes to be cleared, click Add.

Keyboard shortcut:  [ALT + a]

To remove a Deduction Code or Other Pay Code from the list of codes to be cleared, click to highlight the code, and then click Delete.

Keyboard shortcut:  [ALT + e]

To save the list of codes to be cleared, click Save or press [ENTER].  The window closes and the Period End Clear Process prompt displays.

Keyboard shortcut:  [ALT + s]

Tip:  The list of codes is blanked out the next time you run the Period End Clear Process.

To run the clear specific deductions or clear specific other pays routine, click Proceed, or press [ENTER].

Keyboard shortcut:  [ALT + p]

To escape from the routine, click Cancel .  Keyboard shortcut:  [ALT + c]

Or, click Close .