RDA Systems Inc

What This Process Does

• Creates a new Pay Identification, and replaces an existing Pay Identification.
• Looks throughout the entire database for the current Pay ID (FROM), and changes it to the new Pay ID (TO); all occurrences of the current Pay ID are marked as deleted, and identical records are created for the new Pay ID.
• Does not merge two existing Pay Identifications into one.
• Can be used even after the Pay ID has been completely processed.
• Only available to Enterprise customers and those with PR08 bundle (Change Pay Identifications); without this bundle, the only option is to undo the Pay ID entirely, delete it, and create a new Pay ID, which is not recommended, as the Pay ID is just an identifier.

Best Practices

• Do NOT create a new Pay ID with the new ID prior to running this process.
• Query Pay Identifications (Historical True and False) to make sure that the new Pay ID you intend to assign with this process does not already exist, as each payroll must have a unique ID.
• Due to the fact that the records associated with the current (soon to be former) Pay ID will be marked as deleted, it is CRITICAL that those deleted records be removed from the database BEFORE the Change Pay Identifications process is run because if the process is run using a deleted Pay ID in the FROM or TO field, then all records will be marked as deleted, and it is difficult, if not impossible, to undelete those records (* see below for the specific files).
• It is recommended that Remove Deleted Records be run again AFTER the Change Pay Identifications process has been run, once it has been verified that the change was successful.

Remove Deleted Records

• System Administration → Database/Transaction Processing → Maintenance tab → Remove Deleted Records
• Once Remove Deleted Records is accessed, you will see a Library List, which contains each OpenRDA module, and a File list, which contains files in each module.
• Referring to the LIBRARY/FILE list below*, highlight the appropriate module from the Library List, and then highlight the file from which deleted records need to be removed, and click the cog (Select).
• Continue with this process, highlighting each subsequent module/file, and clicking the cog, until all files in the list below have been selected; at a minimum, Remove Deleted Records must be run for all of these files; if desired, it can be run for all files in the Payroll and Substitute Management modules.
• When files contain a lot of records, such as PAYDTRN, the process may take several seconds, and you will not be able to select the next file until the process is complete.
• Records that have been deleted via any manner will also be removed when the Remove Deleted Records process is run.

Daily Access Code

• Once deleted records have been removed, confirmation must be provided to RDA indicating that you queried the Pay IDs, and the ID did not exist, and that you have removed deleted records from the above files.
• RDA will then provide you with the access code (valid for one day only) you will need to be able to run the Change Pay Identifications process.

Change Pay Identifications

1. HR → Payroll → Setup → Pay Masters → Change Pay Identifications
2. Enter the Access Code (Dev_License) on the first screen, then select Continue.
3. Enter the existing Pay ID in the Simple From field.
4. Enter the desired, new Pay ID in the Simple To field.
5. Click the Effect Change button.
6. Once you start the process, do not start another occurrence of the process (do not click the Effect Change button a second time).
7. If a No Records Error is received, it is due to an inaccurate entry in the Simple From field; you must enter the ID of the existing Pay Master exactly as it appears in the Pay Identification field in the Pay Master/Pay ID.

8. Access the Pay Masters to confirm that the new Pay ID has been created.
9. Do NOT run this process more than once with the same Pay ID in the FROM or TO fields.
10. It is recommended that Remove Deleted Records be run again AFTER the Change Pay Identifications process has been run.