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Transfer Employees to a new company

Transferring Employee and Company Information to a New Company #

Overview #

This guide provides step-by-step instructions on how to transfer all employees, department, and other information from an existing company to a new company in the ProPay payroll software without having to re-type all the information.

Prerequisites #

  • Existing company (e.g., A01) set up in ProPay
  • Access to ProPay software
  • File explorer access

Step-by-Step Process #

1. Create a New Company #

  1. Open ProPay software
  2. Navigate to Client Functions
  3. Select “ADD new companies”
  4. Add a new client (e.g., A02)

2. Copy Existing Company Files #

  1. Open File Explorer
  2. Navigate to \Paysoft\PROPAY20 folder
  3. Copy the following files to a temporary folder (e.g., C:\temp):
    • A01_CO.DBF
    • A01_ST_CO.DBF
    • A01_MAST.DBF
    • A01_DEPT.DBF
    • A01_JOBM.DBF
    • A01_MDED.DBF
    • A01_WCCO.DBF
    • A01_WCID.DBF
    • A01_XPRT.DBF

3. Rename Copied Files #

  1. In the temporary folder, rename all files:
    • Change A01_ to A02_ in each filename
      (e.g., A01_CO.DBF becomes A02_CO.DBF)

4. Transfer Renamed Files #

  1. Copy the renamed files from the temporary folder
  2. Paste them into the \Paysoft\PROPAY20 folder

5. Update New Company Data #

  1. Start PAY2025 software
  2. Go to the A02 client
  3. Navigate to Employer set-up
  4. Select “Re-Index files”
  5. Select “Recalc-YTD”

6. Verify and Update Company Information #

  1. In Employer set-up, check and update if necessary:
    • Federal and state ID numbers
    • Bank routing and account numbers (if using a new bank account)

Troubleshooting #

If you encounter issues during this process, try the following:

  1. Ensure all files are properly copied and renamed
  2. Verify you have necessary permissions to access and modify files
  3. Restart the ProPay software and try the process again

If problems persist, please contact our support team.

Additional Resources #

For further assistance, you can:

Feedback #

We value your input! If you have suggestions to improve this guide, please contact our support team or use the feedback form on our website.