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Edit Database

Overview

The Edit Database function allows you to manually correct prior payroll records when necessary. This is an advanced feature that should be used carefully.

When to Use

Use Edit Database when you need to correct:

  • Taxable wages from previous payrolls
  • Withheld taxes from previous payrolls
  • Gross or net pay amounts
  • Employee tax exemption errors discovered after payroll was processed

Important Notes

Use this feature sparingly: In most cases, there should be no reason to manually change records created by ProPay. The software calculates values correctly when set up properly.

You're editing the Detail file: When you edit the database, you're modifying the employee Detail file. Changes are not automatically reflected in the employee's master YTD record.

Always recalculate YTD: After making any changes in Edit Database, you must run Recalc Employee YTD to update the employee's YTD master file with your corrections.

How to Use

Step 1: Access Edit Database

  1. From the Payroll Main Menu (after selecting a client), click Employer > Edit Database.
  2. Select the client whose records need correction
  3. Select the employee whose records need correction

Step 2: Make your corrections

  1. Locate the specific payroll record that needs correction
  2. Edit the fields that contain incorrect values
  3. Double-click fields to make changes
  4. Verify your changes are accurate

Step 3: Recalculate YTD totals

  1. Go to Client Functions > Miscellaneous > Recalculate Employee YTD.
  2. Select the employee(s) you edited
  3. Allow ProPay to recalculate all YTD totals

What You Can Edit

The Edit Database screen allows you to change most fields containing:

  • Taxable wages (federal, state, local)
  • Withheld taxes (federal, FICA, state, local)
  • Gross pay amounts
  • Net pay amounts
  • Deductions
  • Other payroll-related fields

Best Practices

  • Make a backup before editing the database
  • Document what changes you make and why
  • Only edit fields that are actually incorrect
  • Always run Recalc Employee YTD after editing
  • Consider whether the error can be corrected in a future payroll instead

Example Scenario

Problem: You set up an employee as exempt from state income tax, but later discover they should not have been exempt.

Solution:

  1. Use Edit Database to update the state taxable wages for affected payrolls
  2. Add the appropriate state income tax withholding to those payrolls
  3. Run Recalc Employee YTD to update the master YTD record
  4. Correct the employee's tax setup going forward

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