A client called yesterday and were in a bit of a tizzy. They processed payroll last month and in the middle of things GP crashed. They said a few cuss words, logged back into GP then continued processing. When they went to do their period end reports they were a little taken back because gross wages was off by $13,000,000. I had to write that out just to see how many zero’s that is.
A few questions came out of the CFO’s mouth such as:
- How could this be?
- Did they really send a check out to an employee for that amount?
- Is our bank reconciliation off?
- Is our GL amounts off?
We discovered an employee with the below information:
They chuckled a bit but I don’t think they found my comments to helpful.
The payrun that caused this was of course two weeks ago so restoring from a backup was not really an option. This made me pull out my SQL skills and go to work. I used tech doc 948268 to resolve the issue but here are the basic steps:
- Backup Company databases
- Make sure you backed up the correct company database
- Delete the payrun in question from the following tables using these scripts. Replace XX with the correct Audit trail code. delete UPR30100 where AUCTRLCD=’XX’ delete UPR30200 where AUCTRLCD=’XX’ delete UPR30300 where AUCTRLCD=’XX’ delete UPR30400 where AUCTRLCD=’XX’ delete UPR30401 where AUCTRLCD=’XX’
- Delete the employee’s summary information by using this script, replacing YY with the employee ID and ZZZZ with the year in question. delete UPR30301 where EMPLOYID = ‘YY’ and YEAR1 = ‘ZZZZ’
- Run Reconcile in payroll – Point to Tools on the Microsoft Dynamics GP menu, point to Utilities, point to Payroll, and then click Reconcile.
- Deal with bank reconciliation module and GL as necessary
I ended up deleting one table that had 450,000 rows duplicated for one transaction. Thus the 13 million dollar employee card.
Now the real question is should a backup be done before processing a payroll batch? The answer is a resounding YYYYYYYEEEEEEESSSSSSS!!!!! Does that mean everytime? Let me be clear. Everytime you process payroll you are at risk of having your payroll module blow up. The above was a fairly easy fix compared to what can happen. I wish I could be more upbeat about how great GP is and how solid payroll is as a module.
Another thought. We have a couple of clients that all they do is payroll. They process thousands of transactions a week and in any given day they have several people posting payroll batches. To back up their database takes 10 to 20 mins. To do a backup each time is not really feasible. So after explaining the situation clearly they have decided to risk a days worth of work for irregular event of having the payroll module messed up with a posting interruption.
Talking with Mike from our office about this event and he told me how he fired someone when he was a controller when they processed payroll without doing a backup. The one and only time they didn’t have a backup resulted in heartache, gnashing of teeth, Mike flying off the top ropes with a 10 key….you get the drift.
Here is a link to backing up your GP system.
Please consider making a backup before processing your payroll. One time in a thousand you’ll actually need it but you’ll thank your lucky stars when you do.