Possible Reason:
 The employee record is already being used or referenced by existing records in the system, such as payroll, leave, claim or attendance.

Answer:
 If the employee record is already in use, the system will not allow the employee to be deleted because deleting the record may affect existing transactions and historical records.

i. If the employee has resigned or is no longer working:

• Do not delete the employee record.
• Maintain the employee's Resign Date under Payroll > Employee Maintenance > Employment Details. Refer here.
• The employee record should be retained for historical payroll, statutory, and reporting purposes. The Employment Details section includes the employee's Resign Date and other employment dates.

ii. If the employee only needs to be prevented from accessing the system:

• Remove the employee's login access instead of deleting the employee record.
• Go to Tools > Access Management > User Authorisation.
• Locate the employee's user account and click the trash bin icon to delete the user access. This removes the system login without deleting the employee record. Refer here.

Note:
Deleting the user access is different from deleting the employee record. The employee record can remain in the system for historical and reporting purposes even after the employee's login access has been removed.

By Azirah 260819