Reuse old employee numbers

(0) Share

Report

Posted on by Community Member

I'm looking of a way to remove all old employee information so I can reuse employee number.

Example, I would like to remove all information for employees who either have a termination date or last day worked within the year 2010. I'd like to remove everything so I can reuse the employee number.

Thank you for any help.

*This post is locked for comments

I have the same question (0)

All responses (7)

Answers (2)

Richard Wheeler 75,852 Moderator on at

Like (0)

Report
Copy link

Link copied!

You could also change all the employee IDs with some prefix to move the existing IDs out of the way?

Was this reply helpful? Yes No
Verified answer

Beat Bucher GP Gee... 28,058 Moderator on at

Like (0)

Report
Copy link

Link copied!

Hi Ginger,

I can imagine that such a request is based on the fact that your employee number ID's are purely numeric based and that you ran out of numbers .. ?

However, I would strongly advise against re-using past employee ID's as this is sometimes also bound to other data and it might get even more confusing in the future if you have to dig up old archived data for past employees..

Why not simply change your current numbering schema to introduce a new logic that would allow for uniqueness ? ..

In our corporation, the employee ID is defined by a set of prefixes that helps identify the company, and to some extend the employee name.

for Example XXYYY0000

XX is a company prefix (1st letter = country, 2nd letter City)

YYY are the 3 first chars of the last name

0000 is a continuous number that runs in sequence.

This works well for us because we only have about 5-6 companies.. Your limited only by your imagination and the max length of the field (15 chars).

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report
Copy link

Link copied!

Thanks for your help. This will be considered.

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report
Copy link

Link copied!

Thanks for your help. This will be considered.

Was this reply helpful? Yes No
Richard Wheeler 75,852 Moderator on at

Like (1)

Report
Copy link

Link copied!

Any possibility of moving all these employees into an archive company and starting fresh with a new employee ID numbering scheme? This would leave all the old information as it was for historical purposes but then all for a complete revamp of the existing company.

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report
Copy link

Link copied!

We have almost 800 active employees. Sounds like a big undertaking. I would think we would need to do that at year end in order to retain all records together for the year. I believe most of our reports are sorted by dept and then last name, first name. I"ve been wondering what issues we could run into if we start using a prefix in the employee ID for all new employees and leaving the others as they are which is 6 digit numeric?

Was this reply helpful? Yes No
Verified answer

Beat Bucher GP Gee... 28,058 Moderator on at

Like (0)

Report
Copy link

Link copied!

Agree that this is quite a large base of employees, but nothing uncommon for GP. Unless you have some very specific requirements around your current employee ID numbering schema, there is nothing that prevents you from starting with a new one that would have more digits and would allow for better management (as per my previous reply suggested). It is true that if you want to archive past payroll years, it would be better to do this after the year-end closing of your payroll..

Was this reply helpful? Yes No