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Earning Statement Archive Process

The Earning Statement Archive Process allows for Earning Statement files, for a chosen year, to be removed while retaining the employee's last PDF statement for that given year.

Two payroll earning Statements exist per employee per pay period, one text statement and one PDF statement. This generates many earning statements per year. This feature is designed to significantly reduce the number of earning statements maintained on the system while retaining the employee's PDF statement containing the year to date totals. The PDF version is the only one used by the Employee Self-service.

This process can be run for just text earning statements, just PDF earning statements or both earning statements for a given year. An option to archive the selected Earning Statements before removal is also available. It should be noted however the archive feature does not recover the disk space used up by the old Earning Statements.

The archiving portion of this process requires the logical SRB$OPSARC: be defined with a location separated from the SRB$OPSEARN location.

The report lists the employees and the number of text and PDF earning statements removed as well as the number of PDF earning statements kept for the selected year.

atrieveERP does offer an Auto Archiving process which is set up to run automatically each January to keep the number of earning statements maintained on the system to a manageable volume. Please contact atrieveERP if you are interested in signing up for Auto Archiving.

The Auto Archive process archives and retains statements as follows:

PDF Statements

  • Four years of PDF earning statements are maintained intact.

  • PDF earning statements 5&6 years and older are archived and then removed.

  • PDF earning statements 7 years or older are removed.

  • Text Statements

  • Two years of text earning statements are maintained intact.

  • Text earning statements older than 2 years but less than 4 years are archived, then removed.

  • Text earning statements 4 years or older are removed.

  • Archived Statements

  • In SRB$OPSARC (or the archive location) all archived earning statements that are older than 7 years are removed.

  • Remove all reports and logs in the archive directory that are 7 years or older.

Default Prompt Storage

This process uses a version of the stored prompt feature to store the details of archive runs for review. Select the Report Results icon to review a list of the stored archive results.

NOTE: This process will only run in batch.

Avoid the use of the single stream batches such as OPS$Batch, if possible.

Enter the Year to Archive Earning Statements

  • Enter the four-digit year of the earning statements to be removed. Note: only earning statements 3 years or older may be archived/removed through this process.

Archive earning Statements Before Removing

  • Enter 'N' when the old earning Statements (text and/or PDF based on selection) should not be archived before being removed. This option recovers the disk space used by the old earning Statements.

  • Enter 'Y' to first archive the selected text and/or PDF Earning Statement before deleting them from the SRB$OPSEARN location. This feature will backup (and zip the Text files) into TXT_YYYY.ZIP and PDF_YYYY.BCK at the location pointed to by the logical SRB$OPSARC:.

Delete Text Only or Both Text and PDF Earning Statements

  • Enter 'B' to delete (with optional archive) both the text and PDF earning statements for the given year.

  • Enter 'T' to only delete (with optional archive) only the text version of the earning statements for the given year. This option allows cleanup of the text earning statements not used on older data while maintaining the PDF files for both viewing from the Employee Inquiry and for Employee Self-service.

  • Enter 'P' to only delete (with optional archive) only the PDF version of the earning statements for the given year.

Enter Payroll ID Codes for Payrolls to Include

  • Enter the payroll ID codes (one at a time) for payrolls to be archived. Up to 10 payrolls may be selected. Use look-up for a list of valid payroll ID codes.

The default, when no payroll is selected, is to include all payrolls.

The report lists the following:

  • Employee Number

  • PDF earning statements deleted

  • Earn_TXT earning statements deleted

  • to_PDF earning statements deleted

  • PDF earning statements retained

  • Pay period of retained PDF earning statements per employee

  • Grand Total of Employees processed

  • Grand Total PDF earning statements deleted

  • Grand Total Earn_TXT earning statements deleted

  • Grand Total to_PDF earning statements deleted

  • Grand Total PDF earning statements retained