Client Integrity Check
Overview
ProPay includes a set of database verification and repair tools that check the consistency of your payroll data files. These utilities help you identify and fix discrepancies in employee records, taxable wages, and client file integrity. Run these tools when you suspect data issues or as part of routine maintenance.
Opening the Integrity Check Menu
- Go to Client Functions on the ProPay Main Menu.
- Click Miscellaneous.
- Click Check File Integrity.
A popup menu displays 7 verification and repair options.
Integrity Check Options
| # | Option | What It Does |
|---|---|---|
| 1 | Master/Detail File Integrity | Verifies consistency between the employee master file and payroll detail records. Identifies orphaned detail records or master records missing expected detail entries. |
| 2 | Check Taxable Wages | Verifies that taxable wage calculations are correct for all employees. Flags discrepancies between computed and stored values. |
| 3 | Fix SUI-FUTA-SDI Taxable Wages | Corrects SUI, FUTA, and SDI taxable wage limits. Use this when wage limits appear incorrect after mid-year changes or data corrections. |
| 4 | YTD Adjustments for Fractions of Cents | Corrects rounding discrepancies in year-to-date totals. Small fractions of cents can accumulate over many paychecks and cause minor reporting differences. |
| 5 | Change Client File ID | Renames a client's 3-character file identifier. All associated database files are renamed to match the new ID. See also Add Client for client ID guidelines. |
| 6 | Verify Client List Integrity | Compares actual client files on disk against the client database. Identifies clients that exist in files but not in the database, or vice versa. |
| 7 | Recalculate 2nd State Withholding | Recalculates secondary state withholding amounts. Use this for employees who work in multiple states. |
Using the Master/Detail File Integrity Check
- Select Master/Detail File Integrity from the popup menu.
- ProPay scans the employee master file and payroll detail records.
- The results display any inconsistencies found.
Using the Client List Verification
- Select Verify Client List Integrity from the popup menu.
- ProPay scans the data directory for client files and compares them against the database.
- A sortable list displays showing all clients and their status.
- Right-click any client that exists on disk but not in the database to add it.
> Note: The cleanup option for orphaned database records is password-protected. Contact Paysoft support if you need to remove orphaned records.
When to Run These Tools
| Scenario | Recommended Tool |
|---|---|
| W-2 totals do not match quarterly reports | Check Taxable Wages |
| SUI or FUTA wages appear incorrect | Fix SUI-FUTA-SDI Taxable Wages |
| Rounding differences on reports | YTD Adjustments for Fractions of Cents |
| Client missing from the client list | Verify Client List Integrity |
| Moving or renaming a client | Change Client File ID |
| Employee paycheck counts seem wrong | Master/Detail File Integrity |
| NJ employees with incorrect 2nd state withholding | Recalculate 2nd State Withholding |
Tips and Warnings
> Tip: Run Check Taxable Wages before year-end W-2 processing to catch discrepancies early.
> Warning: Always back up your payroll data before running any repair tool. See Backup Strategies.
> Tip: The Change Client File ID option renames all associated files. Make sure no other users have the client's files open when you run this.
Related Topics
- Edit Client — Modifying client information
- Add Client — Adding a new payroll client (also documents Change Client ID)
- Backup Strategies — Protecting your payroll data
- Employer Setup — Company-level payroll settings