Resolving duplicate Social Security numbers

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

If you enter or modify information for an employee in the Employees window and use a Social Security number already assigned to another active or inactive employee, the application displays a warning prompt similar to the following illustration.

/_images/acct_pr/csa/duplicate_social_security.gif

To correct unintended duplicate SSNs, do the following:

  1. Verify the SSN for each employee listed in the warning prompt.
  2. In the Setup > Employees window, highlight the employee record to modify, click the Edit button, and enter the correct SSN.
  3. Click the Enter button to save your changes.

Notes

  • The application does not recognize multiple blank SSNs as duplicates.
  • The warning prompt lists only the first five employees whose SSNs match that of the employee you are adding or modifying. If there are more than five, you must first resolve some of the duplications before you can see the names of any remaining employees with duplicate SSNs.
  • Employees with duplicate SSNs listed in the warning prompt could include inactive employees. To find and resolve those duplications, you may need to unmark the Hide Inactive Employees command option (on the Edit or the right-click context menu in the Employees window).
  • The warning prompt appears every time you open an employee record with a duplicated SSN. To disable that warning, choose Setup > User Preferences from the CSA main window, click the System tab, and mark the Turn off warning of duplicate SSNs checkbox.

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