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How do I perform a Houseclean and what is House Cleaning?

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Summary

House Cleaning in Sage WageEasy is performed when the database is large and performance is slowing or when there has been a change of ownership and historic information belonging to the old company needs to be cleared out for the new company to start with a clean slate.

Resolution

Performing House Cleaning.

Purpose: You may need to perform a houseclean if your database is large and performance is slowing.  If your company is changing ownership and the new owners are going to continue with Sage WageEasy, you will need to do a house clean to delete information belonging to the old company before handing the database over to the new company.

The House Cleaning function is designed to remove pay slips and terminated employee records from previous financial years. All Leave balances and employee data for non-terminated employees will remain in the database.  Before you commence this procedure, you will need to backup your database and save it in a safe place.

Not everyone will need to perform a houseclean. You may only need to do one depending on the size and performance of your database.

Employee records must be kept for 7 years after the date on which the entry was made so it is important to save your backups, to be accessed later if needed, to cater for this period of time.

CAUTION: Before you commence the procedure, we would recommend that you take two (2) backups of your current database to archive.

Steps in Performing House Cleaning:

In Sage WageEasy go to File > Maintenance > House Cleaning

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The House Cleaning Wizard will then step you through the process > click next.

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1. Select the financial year of data you would like to remove. Start will the oldest year of data and move forward, if you would like to remove more than one year of data, then repeat the process for one year at a time.

  • If you were housecleaning due to the database being large, we would recommend that you leave at least 12 months of prior data for easy referral and select the first option at point 3.
  • If you are housecleaning due to a change of ownership you will need to remove all financial data to the end of the current financial year end. Select the second option at point 3.

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2. Select any employees that are terminated to delete from your system. It may be worth running an unpaid employee report (Reports menu > Unpaid Employees) to see if any employees have not been paid for a large length of time and terminating them. They could then be removed from the system as part of this process.

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3. Please read the options carefully, selecting the reason why you are doing a House Clean, i.e. because the the database is getting too big or for Change of Ownership, then click Next.

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4. Tick both the House clean Audit details and Proceed with house cleaning boxes and then click Next.

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5. Please note the warning and select the Proceed with house cleaning and click Next and Next again to finish.

6. At the end of this process you will be prompted to compact your database. We recommend you take this course of action as it will further enhance the everyday operation of your database.

7. Once completed, select Finish and go on with your processing or repeat the process for subsequent financial years.

Notes:

1. If Leave Without Pay records exist in your database, you must run a LWOP (Leave Taken) report prior to house cleaning as the removal of pay slips with Leave Without Pay records may result in your employees’ leave accruals re-adjusting. We recommend you also run a Leave Entitlement report to ensure the leave totals remain intact for employees. 

NOTE: The Leave Entitlement report should be run before doing the Houseclean and then immediately after the Houseclean (on the same day).  Any differences should be entered into the ADJUSTMENT column on the employees' leave screens.  Run the Leave Entiltement (after house clean) report again and ensure that it balances with the report BEFORE house clean.

2. If your database is completely house cleaned of all pay slip records, active allowances will need to be reactivated within employee files.

 

Notes for Change of Ownership House Cleaning only:

  • The current year’s house clean will need to be done by the Sage WageEasy Helpdesk. Please take a backup of the database and contact the Helpdesk on 1300 924 332 for the current year’s house clean and the removal of STP pay events.
  • Once Helpdesk send the database back, restore and replace the database for the ‘NEW’ company.
  • Change the company name and details, create the registration form and send to Licensing.