Data Purge may be used to remove transaction history and terminated Employee Records. This is useful for users with large databases with a lot of historical records. By default, the system will allow the removal of records processed before the end of the financial year.
Warning: It is strongly recommended that consideration be given by your organisation and the length of time required to keep financial records, as well as the need to print historical records for external reporting, such as pay history for Centrelink and calculating Long Service Leave for casual employees. Once deleted, the transactions can no longer be retrieved. Therefore, ensure that you keep a separate backup saved to external media.
How to Perform a Data Purge
1. Log in as Admin.
2. Go to Access MicrOpay Administration, System Tools, Data Purge.
There are two options for deleting records.
Purge Transactions
Purge Terminated Employees
Both are usually run at the same time; however, users may wish only to delete transactions and keep terminated Employee Records.
Note: Terminated Employee Records can only be deleted where there is no transaction history attached.
A second warning prompt appears to alert that the selected records are about to be deleted.
After the first time data is purged, a record is kept in the Message Log Viewer showing the date and time of the purge and the details of the process performed.
Note: If the Purge Terminated Employees is selected, the Agent will need to log out of MicrOpay after the process has been completed and log back in to refresh the Employee Grid, so it appears without the purged Terminated Employees.