Data merging incorrectly

[dmoney]

I have set up a main Database and am trying to merge data from multiple locations into it. I set all the employees up in paywindow then imported them into each database so that employee numbers would match for doing payroll.

Now I am trying to import times into main database so I can get overtimes calculated across all locations and export to paywindow. I merged my first location's times and the times went to the wrong employees.

[Paul Mayer]

In order to be able to merge (have records merge properly to the indexed employee records) you need to create your database with all employees and then take that database to be used at the remote locations. It sounds like you may have created the databases at the different locations and that's what would break any possible indexing.

[dmoney]

I have 90 employees working in 5 locations. Does every location's db have to have all 90 employees imported? I created a new db (.tcw) at each location and imported only the employees that worked at that location. In the "merge db step by step" from help file, it said to name them "Alpha Gardening Center - 1.tcw", "***-2.tcw", etc. How are these the same db? Or are you talking about .dxi file? I took the .dxi file to each location to import the employee info.

[Paul Mayer]

Each location needs to have the same employee's to lock the record indexes. That set of instructions on merging, our *sample* database in the help file example was named "Alpha Gardening Center", your file would have had a different name and adding the "-1" and "-2" and so on to the file names at the other locations makes it easier to know what you are doing when merging.

[dmoney]

So if I add an employee, I need to add that employee to all offices dbs?

[Paul Mayer]

When you add an employee, you would take that database to the other locations and use the Merge Tool and selecting the Merge Employees Tab, scroll down to the name and merge it with the other databases.

It's been so long that I used that function, I had to test it to be sure. :-)

[dmoney]

So how can I fix what I have so far?

[Paul Mayer]

Unfortunately there is no way to fix what was done after the merge was done with the replicated indexes.

[dmoney]

I still have the original dbs from each location and the original db can be deleted and recreated. But is there anyway to get all the data merged correctly?

[Paul Mayer]

I've been thinking about what you need to do. Going forward, you will need to have a database copied to the other computers from I'd say the one in your office and when adding new employee's add them to the one in your office and then update the other locations with the merge tool.

[Paul Mayer]

I still have the original dbs from each location and the original db can be deleted and recreated. But is there anyway to get all the data merged correctly?

The problem is since these databases were created individually, each employee is using the same index ID as the employees in the other databases.

Take the database with the most employees and manually add the employees from the other locations to have a "master database". Then make copies for each of the locations.

[dmoney]

When I first set this up, I read to not manually add employees but import them from paywindow so data would sync. Now I am to add them manually?

[Paul Mayer]

When I first set this up, I read to not manually add employees but import them from paywindow so data would sync. Now I am to add them manually?

I didn't know you were a PayWindow user, yes import the employees all to a "master database" and use that to then put on the remote sites.

[dmoney]

I am entering more employees today into paywindow. After I get them entered, I will import them into tcw at my office. Then I will save a copy of the db.tcw at the other locations and rename them to i.e. db-1.tcw, db-2.tcw, etc. Then if I add employees I need to merge employees into db-1.tcw, db-2.tcw, etc? Does this sound like it will work and let me merge?

[Paul Mayer]

Yes. that should do it!

[dmoney]

Paul,

I have this all set up like we have been discussing. Now that I am wanting to merge, I get these red unequal signs. If I go ahead and merge, it overwrites some needed hours. And some of the unequal data will not merge. Can you try to explain to me the unequal data? This pay period I have 62 employees across 5 locations. After I merge the 5 databases, I have 13 employess with errors.

[Paul Mayer]

When you say errors, what kind of errors? Be as specific as you can as it would help since the word "errors" is too broad.

[dmoney]

Sorry...got interupted while posting. On 13 employees the total hours did not match the individual datebase reports. It seems that some on the transactions get overwritten. Mostly in the week 2 data. No rime nor reason to it that I can see. It is for sure the transactions with the unequal signs. They overwrite other transactions.

[Paul Mayer]

I believe whet you did in those cases was to move the wrong data to the wrong side. But I came up with a better solution for you since you are using PayWindow which I just tested here to see if it would work and it did. Send me an email to support@zpay.com so I can get you the instructions.

[dmoney]

How can I change an employees last name, married, without causing merging or paywindow problems?

[Paul Mayer]

The name and marital status are not items that are linked to transaction so you can change those.

[dmoney]

I figured out a fix that allowed me to merge all that data correctly for my for offices. I wrote down the transactions that had the unequal signs in the merge window. I looked those transaction up by running a report for that date and finding which employee transaction needed replaced. I then deleted and re-entered that transaction. That made the unequal sign go away and allowed the data to merge correctly. I think now that I have done that once, it might not happen again. Of the 50 employees that I paid this time it was 21 transactions. Now I have a master database that I can use for other purposes as well. Great program...Thanks!!!