Editing multiple employee records

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

The Edit Multiple Employees wizard enables you to edit specific fields for multiple employees (within a single client record) simultaneously. This can be used to correct errors in the initial setup of employee records, to update records due to policy changes, or to make changes to rates or amounts across employee records.

The types of information you can change using the wizard are:

Choose Setup > Employees and then click the Edit multiple employees link.

Select the types of information to edit

The first screen to display is the Information to Edit screen, where you can choose the types of information you want to edit. The selections you make here will determine which screens display as you progress through the wizard.

  1. Mark the checkboxes next to the types of information you want to edit.
  2. Click Next to continue.

Select the employee records to modify

  1. In the Employee Selection screen, mark the checkboxes next to the employee records you want to modify.

    Notes

    • Use the filter above the Employee Selection grid to display fewer employees in the grid.
    • To include both active and inactive employees in the list, mark the Include inactive checkbox.
  2. Click Next to continue.

Modify the employee information

For each type of information you selected in the Information to Edit grid, a screen will display where you can select the specific information you want to modify. The screens will vary somewhat for each type of information, as described below. However, the following notes apply to all screens.

Notes

  • The Selected Employees grid at the bottom of the screen displays the employees that were selected in the Employee Selection screen. For each field selected in the Information to Edit grid, a column is added to the Selected Employees grid that displays the current value of that field for the employee.
  • Some fields in the Details column may contain Ellipsis buttons, which you can click to open dialogs in which to specify further details.
  • You can use your right-click mouse button for the option to select or deselect all checkboxes in the grid at once.
  1. In the Information to Edit column, mark the checkboxes next to any fields/information that you want to modify for the selected employees.
  2. In the Details column, enter or select the new value for the fields/information you have selected.
  3. Click Next to continue or click Finish if this is the last step.

Note: If you have selected the option to update the employee type in the General Information screen, the application will not display a prompt to update existing check records for the employees. The application will update only future checks for employees when you modify the employee type using the Edit Multiple Employees wizard.

  1. Select an accruable benefit from the Accruable Benefit drop-down list.
  2. In the Information to Edit column, mark the checkboxes next to any fields/information that you want to modify for the accruable benefit for the selected employees.
  3. In the Details column, enter or select the new value for the fields/information you have selected.
  4. Repeat these steps for each accruable benefit item as needed.
  5. Click Next to continue or click Finish if this is the last step.

Depending on which checkboxes you marked in the Information to Edit screen, you'll have the option to modify pay items, deduction items, and/or employer contribution items (and their GL account information) in the next few screens.

  1. Select a payroll item (pay item, deduction item, or employer contribution item, as appropriate) from the drop-down list.
  2. In the Information to Edit column, mark the checkboxes next to any fields/information that you want to modify for the payroll item for the selected employees.
  3. In the Details column, enter or select the new values for the fields/information you have selected.
  4. Repeat these steps for each payroll item as needed.
  5. Click Next to continue.

Note: If an employee has a location/department-specific rate assigned to a payroll item, that rate cannot be changed using the Edit Multiple Employees wizard. The rate must be edited manually in the Setup > Employees screen.

To modify the GL account information for payroll items

If you do not need to modify any General Ledger accounts, skip the following steps and just click Next to continue.

  1. In the Pay Items - GL Account screen, Deduction Items - GL Account screen, or Employer Contribution Items - GL Account screen, select a payroll item from the drop-down list.
  2. In the Location, Department, and GL Expense/Liability Account columns, select the location/department combinations and corresponding GL accounts to update for the payroll item.

    Notes

    • If an employee is not currently active in the selected location/department combination, the changes will not be applied to that employee.
    • The All Locations and All Departments values act as wild cards, and can be used to apply changes to employees with multiple locations and/or departments. For example, to apply changes to an employee working in multiple departments within a single location, you would choose Location X and (All Departments).
    • To change the GL account information for employees that do not have location/department specific GL accounts, you will need to select the (All Locations) / (All Departments) combination.
  3. Repeat these steps for each payroll item as needed.
  4. Click Next to continue or click Finish if this is the last step.

Depending on which checkboxes you marked in the Information to Edit screen, you'll have the option to modify federal, state, and local tax information (and their GL account information) in the next few screens.

  1. In the Information to Edit column, mark the checkboxes next to any tax information that you want to modify for the selected employees.
  2. In the Details column, enter or select the new values for the fields/information you have selected.
  3. Click Next to continue.

To modify the GL account information for taxes

If you do not need to modify any General Ledger accounts, skip the following steps and just click Next to continue.

  1. In the Federal/State/Local Taxes - GL Accounts screen, select a tax item from the drop-down list.
  2. In the Location, Department, and GL Expense/Liability Account columns, select the location/department combinations and corresponding GL accounts to update for the tax item.

    Notes

    • If an employee is not currently active in the selected location/department combination, the changes will not be applied to that employee.
    • The All Locations and All Departments values act as wild cards, and can be used to apply changes to employees with multiple locations and/or departments. For example, to apply changes to an employee working in multiple departments within a single location, you would choose Location X and (All Departments).
    • To change the GL account information for employees that do not have location/department specific GL accounts, you will need to select the (All Locations) / (All Departments) combination.
  3. Repeat these steps for each tax item as needed.
  4. Click Next to continue or click Finish if this is the last step.

View the list of exceptions

When you click the Finish button and the wizard completes the selected edits, it will display a list of any information that failed to update for the selected employees.

Print the list if needed, and then take a look at the employee records to determine why the information could not be modified correctly.

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