Period End Clear Process

Use the Period End Clear Process to clear monthly, quarterly, and yearly totals for earnings, withholdings, deductions, and other pays.  You can choose one of the following types of clear to perform:  Calendar, Contract, Fiscal, Specific Deduction, or Specific Other Pay.  You can also specify one of the following options for each type of clear:  Month End, Month/Quarter End, or Month/Quarter/Year End.

For additional information, click More.

Directions:

To see directions for...

• Opening the Period End Clear Process, click More.

   

  1. Click Utilitiesfrom the Menu Bar.

  2. Click Month/Qtr/Year End Clear.

  3. Click Period End Clear.
     
     Or, use the keyboard shortcut:  [ALT] [t] [m] [p].

   

  Period End Clear Window Example:

  

   

  Period End Clear - Deductions Window Example:

  

   

  Period End Clear - Other Pay Window Example:

  

   

• Choosing the selections at the prompt window, click More.

   

  Period End Clear Prompt Options Tip:  To see more information about a field, click the hyperlink for the field name.
  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 Master 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 specific Deduction Codes to clear, see the section for Specifying Deduction Codes and Other Pay Codes later in this table.
  	5-Specific Other Pay Clear:  Clears the Employee Other Pay Totals and Other Pay Master 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 specific Other Pay Codes to clear, see the section for Specifying Deduction Codes and Other Pay Codes later in this table.
  Clear Option	To specify which totals to clear, click one of the following options in the drop-down list: Month End:  Clears only the monthly totals.  Use this option at period end. Month/Quarter End:  Clears the monthly and quarterly totals.  Use this option at quarter end. Month/Quarter/Year End:  Clears the monthly, quarterly, and year end totals.  Use this option at year end.
  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 with the Month/Quarter/Year End Clear Option.
  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 with the Month/Quarter/Year End Clear Option, and you select the Delete Terminated Employees option.
  Printer	Displays the default printer number.  For more information, see Printing Options.
  	To run the routine and generate the report, click Proceed, or press [ENTER]. Keyboard shortcut: [ALT + p]
  	To escape from the routine: Click Cancel. Keyboard shortcut: [ALT + c] Or, click Close .
  Specifying Deduction Codes and Other Pay Codes    Tips: The directions for entering a specific Deduction Code are the same as entering a specific Other Pay Code. If you enter invalid codes, they are skipped by the clear routine. Important:  The clear routine skips any entered Deduction Codes or Other Pay Codes with Period Closing Flags that are not4 - Specific.
  Code	To add a Deduction Code (3, numeric) or Other Pay Code (up to 3 characters) to the list of codes to be cleared, enter the Code.
  	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.

   

• Report Sample(s), click More.

   

  To see an example of the report, click Period End Clear Process Report.