Update distribution IDs for multiple employees

Tip: This feature is available with Powerpay Plus.

Use the Mass Organizational Update feature to update employee IDs for multiple employees at one time with the same update method (new value or manual update). At the end of this process, you can review the proposed changes, modify individual records and exclude individual records from being updated.

Prerequisites

The mass organizational update template is created.

Tasks

Update employee IDs for multiple employees

  1. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

  2. Open the Mass Organizational Update page.Closed From the Payroll menu, select Mass Edit Tools > Mass Organizational Update.

  3. Select ID Fields in the Update On section.

  4. Select the distribution types to update.

    All of the IDs set up for the payroll are available.

  5. Select an update method.

    The following update methods are available:

    • New Value – Select a value from the list for each of the selected distribution types.
    • Manual Update
  6. Select filter criteria to specify which employees within the selected distribution type should be updated. Powerpay displays only the distribution types set up for your payroll.

  7. Click Preview.

    The Employee List displays all of the employees in the open pay period that meet the Update On and filter criteria. It includes:

    • Select check boxes 
    • Employee Number
    • Employee Name
    • Old ID

    • New ID

    • New Rate

      Tip: By default, the list is sorted by Employee Number. To change the sort order, click a column heading.

      Tip: Click an employee name link to review a read-only version of the profile for the selected employee.

      Below the Employee List, Powerpay displays the number of employees that meet the filter criteria and the number of employees selected for update.

      The information in the New ID column differs depending on the Update On, Update Method and Filter Criteria you selected.

      Update Method New ID column
      Rate Modifier

      The ID value selected in the Update Method section
      Manual Update The old ID value.

  8. Review the values in the New ID. Edit any values as required.

    • The values can be edited. If you edit a value, an update icon displays beside the edited value and displays at the top of the list.

    • If the values are incorrect due to inappropriate selection criteria, click Reset. Powerpay displays the following message:

      Resetting deletes the Employee List and resets the page selections to the defaults. Please save as template or data will be lost. Click OK to continue, or Cancel to remain on the current filter criteria and employee list.

      If required, click OK to reset the selection criteria.

  9. For each record that will be updated, Powerpay displays a check mark next to the employee name. If any of the employees that meet the selection criteria and display in the Employee List should NOT be updated, clear the check box.  

  10. Click Apply.

    Powerpay indicates the number of updates.

    If the number is correct, click OK to continue.

    If the updates are successful, Powerpay displays a Data Saved message that indicates the number of successful employee updates.

    Powerpay displays a list of employees who met the selection criteria but were not updated because they were deselected in the Employee List.

    When the update is being applied, if any of the Old ID values do NOT match the value in the database, the employee ID is not updated and Powerpay displays the following message with a list of the employees not updated:

    The following employee(s) ID(s) did not update because the value(s) changed during the mass organizational update process. Please review.

    Employee Number Employee Name IDX
    10100 Duke, Daisy MN
    10150 Jones, James BC

    If any of the employees no longer match the filter criteria when the update is applied, Powerpay displays the following message with a list of the employees not updated:

    The following employee(s) ID(s) did not update because they no longer belong to the same filter criteria. Please review.

    Employee Number Employee Name IDX
    10100 Duke, Daisy MN
    10150 Jones, James BC