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User access during payroll

  • 1.  User access during payroll

    Posted 10 days ago
    What best practices do you recommend with regard to restricting GP user access while payroll is processing? Our organization runs our live payroll during business hours and user access remains the same. If anything goes awry during payroll (connectivity issues, posting failure), we would not be able to restore from backup without losing any GP work done since the backup. I'd love to get some advice from the community. Do you a) process payroll outside of normal business hours and/or b) temporarily turn off user access to the live company until payroll is complete? Thank you!  #HRandPayroll #GP2015and2015R2 #Admin

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    Jocelyn Lum, Systems Analyst
    Puget Sound Regional Fire Authority
    Kent, WA
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  • 2.  RE: User access during payroll

    TOP CONTRIBUTOR
    Posted 10 days ago
    Edited by Joni Finnell 10 days ago
    @Jocelyn Lum:

    We run our payroll process during regular business hours with no user restrictions. However, the staff knows not to work in any of the employee/benefit/deduction cards once they have told the main payroll staff member they are done with their part. The main payroll staff member then sends out an email once payroll is processed so the staff know they can resume as normal.​

    Thanks
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    Joni Finnell
    GP Projects/Troubleshooter
    Consumer Support Services, Inc.
    Newark OH
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  • 3.  RE: User access during payroll

    GPUG ALL STAR
    Posted 10 days ago

    Hi @Jocelyn Lum

    I'm not clear what the issue is.

    Is the issue that you have users ENTERING payroll while you're trying to run it?

    Or
    Is the issue that when you guys have too many people access GP at once it slows GP down and/or causes freezing, etc?​



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  • 4.  RE: User access during payroll

    Posted 9 days ago
    Edited by Jocelyn Lum 9 days ago
    Hi Jo!  The issue that arose is that our last payroll somehow choked during the posting process and failed to post.  Payroll processing appeared to be going fine; GP produced our ACH file and earnings statements, but during the posting process, the posting reports that we normally print to PDF did not save to PDF.  When we attempted to email earnings statements (via Integrity Data's Email Earnings Statements), it said "You cannot email statements. A computer check run is in progress" (? we don't print any checks).  Process Monitor said checks were supposedly printing. Batch Recovery was empty, but payroll was not posted to the GL.  GP would not let you exit or cancel ("processes are being run that must complete before exiting"). It was late in the day on Friday and our GP partner was unavailable.  So if we could have rolled back the database to a point just before beginning the payroll process (without wiping out that afternoon's work), we could have started fresh. My main concern is how to recover to a known state if this ever happens again.

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    Jocelyn Lum
    Systems Analyst
    Puget Sound Regional Fire Authority
    Kent WA
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  • 5.  RE: User access during payroll

    TOP CONTRIBUTOR
    Posted 9 days ago
    @Jocelyn Lum:

    We have had that happen. GP froze when printing the Direct Deposit Earnings Statements to pdf. We could only figure that it was due to a loss of connection to the GP database. We found that when we opened the Print Checks window GP started over that part of the process. Next we processed the Calculate Checks again and continued through the Print Checks steps until the Post Checks appeared. Then closed the process windows, which prompted GP to tell us that nothing would post and Build Checks would need to be done again. We selected OK then removed the Build and started over with Build Checks. Basically, GP had to walk through its normal process. I hope it works for you too.

    Thanks

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    Joni Finnell
    GP Projects/Troubleshooter
    Consumer Support Services, Inc.
    Newark OH
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  • 6.  RE: User access during payroll

    Posted 9 days ago
    Hi @Joni Finnell, thanks for the advice.  As it turns out, our payroll had partially posted before getting stuck.  We needed to recreate the posting to the journal, but at least we didn't have to completely rebuild payroll.

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    Jocelyn Lum
    Systems Analyst
    Puget Sound Regional Fire Authority
    Kent WA
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  • 7.  RE: User access during payroll

    GPUG ALL STAR
    Posted 9 days ago
    Hi @Jocelyn Lum

    The above situation is rough, I'll admit.

    Couple things though:  Depending on the issue, there are ways to recover a Payroll batch that don't need to have the entire DB rolled back and don't require recreation using posting journals.​

    Likely it could have been resolved with this KB: https://support.microsoft.com/en-us/help/851664/error-message-when-you-select-a-batch-in-the-build-payroll-checks-wind

    Keep in mind the above fix HIGHLY depends on the exact data issues that you were experiencing.

    The number of users may have had nothing to do with the issue, but let's get more information:
    1) Does this happen often, or happen enough to warrant a full investigation into issues?
    2) Are you guys sharing one Remote Desktop or operating on your own desktops instances of GP?
    3) Are you having posting or freezing issues with any other transaction types?
    4) Do you have any third party modules installed in the Payroll Module or affecting the payroll?

    If any of the above are true then you need to get your partner involved with finding out the root cause of the freezing and over-loading that are causing stuck batches.

    But, most importantly, you need to make sure you are not going too far in needing to "roll back" or re-create when there are steps that can be taken for stuck payroll batches.

    Hope you have an awesome day!

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