Solution Properties
Solution ID:
200427112314089
Last Modified Date:
Wed Dec 10 11:56:41 UTC 2025
Taxonomy Path:
Case category//How do I...//processing
Author:
[email protected]
Merge duplicate employee records
Description
Cause
Resolution
Duplicate employee records can mess up PAYE, USC, or PRSI calculations and lead to wrong submissions to Revenue. Fix it by merging them into one record.

Preparation

  • Back up your data
  • Make a note of all duplicate employee numbers
  • Decide which employee record to keep
    You’ll delete the duplicates later in this process

Check the payments and deductions year to date totals

  1. Go to Processing, then select Employee Details.
  2. Select Browse next to the Surname box, then choose the first duplicate employee.
  3. Open the Payments tab and note each value.
  4. Open the Deductions tab and note each value.
  5. Repeat for each duplicate record, then select Cancel.

Print the Earnings Tax & PRSI report

  1. Go to Reports, then select Payroll Reports.
  2. Select the Employee tab, then choose Earnings, Tax & PRSI.
  3. Under Selection, set Sequence to Employee Code.
  4. In the From and To boxes, enter the duplicate employee code.
  5. Select Print. then repeat for each duplicate employee record, then select Cancel.

Merge the employee records

To merge records, enter the missing period details from the duplicate record into the record you want to keep.

  1. Confirm your payroll status, bottom-left corner, shows End of Period.

    If not, complete processing for the current period and post your End of Period (EOP) values.

  2.  

    Go to Processing, then select Employee Details.
  3. Select Browse, then choose the employee record you want to keep.
  4. Open the ETP tab.
  5. On the next available line, enter the missing details from the duplicate record:
    • Period and Pay Date
    • Gross pay and tax to date
    • Employee and employer PRSI values and codes
    • Insurable weeks
    • BIK, USC, and Illness Benefit values, if applicable
    • Employment ID and whether the employee is on shadow payroll
  6. Open the Pay / YTD tab.
  7. Ignore the following fields; you'll enter them later:
    • Gross Pay This Employer
    • Tax Paid This Employer
    • Pay for USC This Employer
    • USC This Employer

       

  8. Under PRSI, update the Employer Financial Year with the total PRSI your company paid for the employee.

  9. If the employee has left, enter their Finish Date and Period on the Tax / PRSI / USC tab.
  10. On the Payments tab, add the totals from the duplicate to:
    • Hours TD
    • Value TD
    • Tax Yr Hours
    • Tax Yr Value
  11. On the Deductions tab, add the totals from the duplicate to:
    • Balance E’e
    • Total E’e
    • Balance E’r
    • Total E’r
    • Tax Yr E’e
    • Tax Yr E’r
  12. Select Save, then Cancel.

Remove duplicate employee records

 CAUTION: Only delete duplicates if you don’t need to resubmit data later. If you plan to resubmit to Revenue, suspend the duplicate employees instead. 

  1. Confirm your payroll status shows Start of Period (SOP).

    If not, complete the current pay run and move to the next period.

  2. Go to Processing, then select Delete Employees.
  3. Select the duplicate records, then choose Delete.
  4. Enter the system administrator password.
  5. To confirm, select Delete Employee(s), then Yes.
  6. Select Cancel to close the window.

When you next post your End of Period (EOP) values, the duplicate record total amounts automatically clear from your year-to-date data.

Steps to duplicate
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