What this does
Deleting a record does not erase it. The record moves to the Trash for 90 days. You can restore it from there.
Delete a record
- Open the list, such as employees or pay items.
- Open the row menu and choose Delete. On a focused row, the Delete key works too.
- Confirm.
Employee and contractor pages have a Delete action too.
Restore a record
- Go to Settings › Data and security and choose Open Trash.
- Pick the Record type. The types are Employees, Contractors, Earnings, Deductions, Benefits, Payees, Pay groups, Departments, Locations, CRA accounts, Bank originators, GL accounts and Time-off policies.
- Find the record. It shows when it was deleted and how many days are left.
- Choose Restore.
A restore is refused if a code, number or reference was taken since. The message tells you which.
When a delete is refused
A delete that would break history is refused with a reason:
- An employee who was paid: terminate instead. See Terminate and rehire an employee.
- A pay item assigned to employees: the message names them and offers Switch off.
- A pay group, department or location that still has employees: move them first. Show employees opens the filtered list, and Bulk edit can move them.
- A CRA account used by pay groups, a payee with court orders, a bank originator with deposit batches, a GL account that is mapped, a contractor with payments, and a time-off policy with history.
Approved pay runs cannot be deleted. Reverse or correct them.
Good to know
- Each delete and restore writes an audit entry.
- Pay items and payees have multi-select to switch off or delete.
- To bring back a whole company, see The Companies screen.