This error can occur either when trying to produce Pay Advices or process End of Pay. It occurs when there is a there is more than one record when it expects two. The fix is dependent on where the error occurs.
Pay Advices
If the error occurs when you are producing Pay Advices because an employee record has a double up, e.g. multiple leave records or notes. The employee will appear twice in the employee grid.
Find the Employee
Go to Payroll, Maintenance, Employees, Employees.
Group by Employee Code. (Drag Employee Code into the box with 'Drag a column header here to group by that column.')
This will group by Employee Code. A count will be included in brackets after the code. Identify any with a count of more than 1.
You can receive this error message when running Pay Advices because an employee record appears twice in the Employee Grid. Employees will appear twice when the record has a duplication, e.g., Notes or Leave.
To find the Employee:
Go to Payroll, Maintenance, Employees, Employees.
Group by Employee Code. (Drag Employee Code into the box with 'Drag a column header here to group by that column.')
This will group by Employee Code. A count will be included in brackets after the code. Review the employees to identify any with a count of more than 1.
Resolution
You will need to restore your database to an earlier point to resolve this error. Restoring means that any changes made or transactions entered after the backup was taken will be lost and need to be reentered.
If possible, restore to a backup taken before producing EFT, updating Leave and producing Pay Advices.
Go to Payroll, Reports, Transactions, Transaction Report.
Print a copy of the report for the current period for the Employee.
Go to Payroll, Transactions, Processing, Extended Timesheet.
Select the Employee.
Highlight the transaction in Transaction Summary and click Delete Selected.
Go to Payroll, Maintenance, Employees, Employees and Edit the Employee.
Remove the duplication:
For Leave - select Leave, highlight the duplication and click Delete.
For Notes - click on the Notes icon to the right of Code in Personal Details. Highlight the duplication and click Delete Note.
Click OK to save the change. The employee record should now appear once in the Employee Grid.
Using the Transaction Report, enter the transaction again.
Complete your pay run. If you have already uploaded your EFT file to the bank, you will need to produce the file again, but don't upload it a second time.
End of Pay
If this error occurs during End of Pay it will be in the costing split phase and is caused by a double up of components in the Employer Contribution where Apply Costing Split is ticked. Two pay elements (Components, Adds/Deds, Leave Class, Leave Reasons) will have the same code or description.
Find the pay element
Go to:
Payroll, Maintenance, General, Pay Components
Payroll, Maintenance, General, Additions and Deductions
Payroll, Maintenance, Leave, Leave Reasons
Payroll, Maintenance, Leave, User Defined Leave
Review each component, looking for the same description used more than once.
Important: You will have Pay Components and Leave Reasons with the same description for Annual Leave, Sick Leave and Long Service Leave, these do not need to be changed.
Change the description so that they are both unique. If one of the two is a Pay Component, change the other, e.g. Addition/Deduction.
You should now be able to process End of Pay.