Reporting in terminated employees

In the MYOB Exo Employer Services software, an employee's information can be accessed using their "employee record". Reports are used to extract employee information and specific employees can be reported on by using their numeric or alpha code.

When an employee has been terminated in the software, they do not appear on the "Select Employee" picklists in reports. These picklists are the lists available within the Print Report screen, accessed via the button with three dots on the right of the Selection Ranges fields and are commonly used to select specific employees to appear in the report.

A terminated employee's details including their pay history still exists in the software and is not deleted when the employee is terminated. As such, reports can be printed for terminated employees to access this historical data.

Most reports in the MYOB Exo Employer Services software have "Employee" Selection Range fields - Employee Code and Employee Alpha. Data for an employee, whether they are current or terminated, can be reported on by entering the employee's "Employee Code" or "Employee Alpha" directly into the appropriate "From" and "To" fields.

If the "Employee Code" (or "Employee Alpha") of the terminated employee is not known, the following options can guide through how to obtain this information:

To find a terminated employee's code or alpha

There are two ways you can find a terminated employee's alpha:

from Editing Employee Maintenance
from within the Print Report screen.

From Editing Employee Maintenance

Go to the File menu then select Open Employee (or click on the Edit Employee button on the Toolbar)
Click on the Find button and the Select Employee screen will appear
Click on the "Show Terminated Employees" option (in the bottom right corner of the window)
All employees including terminated employees will now be appearing in the picklist. Note the Code (and/or Alpha Code) of the specific employee.
Go to the report and enter the code into the appropriate Selection Range fields.

From within the Print Report screen

In the Selection Range "From" field, key in a code that does not exist, e.g. 999999 or xxxxxx (if using the Alpha code field) then press Enter on the keyboard
The "Select Employee" screen should now appear
Tick the "Show Terminated Employees" option (in the bottom right hand corner of the window)
The list should now be showing all current and former (terminated) employees
Choose the required employee by double clicking or by highlighting that employee line then pressing the Enter key on the keyboard. The selected employee's code will appear in the "From" field.
In the "To" field, enter the same code as is appearing in the "From" field for the report to show this employee's information.
Once the code has been entered for the desired employee, enter any other selection criteria that is required for this report. To check the information that the report is going to provide before printing a physical copy, change the Destination field to Screen then preview the report. Having confirmed the information in the preview, a physical copy of the report can then be printed.

Need more help? You can open the online help by pressing F1 on your keyboard while in your software.

You can also find more help resources on the MYOB Exo Employer Services Education Centre for Australia or New Zealand.