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MYOB – Terminating Employee and Inactivate card before or after paying Entitlements?

MYOB Quickbooks Bookkeeping


Nerea asked – “just a quick one. When you are terminating staff and you have terminated the staff member, do you inactivate their card before or after processing their final pay?”

I gave the solution – Inactivate card AFTER final pay, otherwise they will not appear in the pay run so you are be able to process the last pay of the entitlements.


The Steps – finish all pays for the employee and ALL adjustments if required.

Then get the entitlement detail report with Lifetime, to get the FULL entitlements. Do a pay for that employee for the unused annual leave hours owed.

Then when the entitlements are paid, you inactivate the card.

Note the employee will still come up when you are creating payments summaries at year end as part of the year end process. But to stop them coming up each year after that, in MYOB, go to the employee card and change employment status to “Labor Hire” – means you have a nice clean up-to-date list in following years!



#MYOB Pro Tip – Shortcut Timesaver – Ctrl+B opens Customer Payments

Pro Tips

Pro Tips

For quick access to the screen to record when you are paid: MYOB Pro Tip – Ctrl+B = opens Customer Payments to invoices they owe you.

 Have the payment applied automatically – go to Set Up in top menu > Preferences > Sales > tick ”Apply Customer Payments Automatically to oldest Invoice First”. You can adjust in the payment screen if customer misses an invoice. If they pay an odd amount, just apply it to the oldest invoice onwards.


MYOB – Steps for Terminating an Employee

The Steps for Termination in MYOB, of an employee are as follows

MYOB Quickbooks Bookkeeping


  1. Enter all normal pays due eg normal pay run, and if employee worked a part week, just do a paycheck for that employee for the last few days/hours
  2. Find entitlements unused – go to Reports > Payroll > choose Entitlements Balance Detail, Customise – choose the employee, and the dates from start of employment, to today, and print
  3. Start a pay run – go to Payroll > Process Payroll >choose just that employee, dates do today for payment date and period (all 3 areas the same) >next >open the pay (white arrow) zero the base hourly amount >
  4. Open employee card – click white arrow next to employees’ name (at the top of the screen in the yellow cheque area) >Payroll Details > Wages, tick on Unused Holiday Pay >OK (or create the payroll category if not there)
  5. In the payslip, enter the hours left/acquired from the report just printed, at the Unused Holiday Pay line (you do not need to pay sick leave balances), clear out any PAYG tax or any entitlements (if generated) and no super >OK
  6. Complete the pay run and print the payslip for the employee
  7. Terminate the Employee – Go to cards and open the employee card > Payroll Details Tab >enter the last work date or pay date as the Termination date, there will be a warning that the entitlements will be cleared out, that is OK >OK/Save