KB - Error message when you add a new employee, or when you inactivate an existing employee, in Payroll in Microsoft Dynamics GP: "You have reached the maximum number of Employees"

Symptoms

When you add a new employee, or when you inactivate an existing employee, you receive the following error message:

This problem occurs in Payroll in Microsoft Dynamics GP.

Resolution

To resolve this problem, reset the employee count. To do this, follow these steps:

1. Follow the appropriate step:

   • In Microsoft Dynamics GP 10.0, click the blue question mark in the upper-right corner of the screen. Or, press ALT+H, and then click About Microsoft Dynamics GP. Note the current number of active employees, and then note the number of registered employees.

   • In Microsoft Dynamics 9.0, click Help, and then click About. Note the current number of active employees, and then note the number of registered employees.

2. Have all users log out of Microsoft Dynamics GP.

3. Follow the appropriate step, depending on the program that you are using:
   

   • If you are using SQL Server 2008, start SQL Server Management Studio. To do this, click Start, point to All Programs, point to Microsoft SQL Server 2008, and then click SQL Server Management Studio.

   • If you are using Microsoft SQL Server 2005, start SQL Server Management Studio. To do this, click Start, point to All Programs, point to Microsoft SQL Server 2005, and then click SQL Server Management Studio.

   • If you are using Microsoft SQL Server 2000, start SQL Query Analyzer. To do this, click Start, point to All Programs, point to Microsoft SQL Server, and then click Query Analyzer.

   • If you are using SQL Server Desktop Engine (also known as MSDE 2000), start Support Administrator Console. To do this, click Start, point to All Programs, point to Microsoft Administrator Console, and then click Support Administrator Console.
     
     
     

4. Run the following statement against the Dynamics database.

   DELETE UPR41600

5. Start Microsoft Dynamics GP, and then repeat step 1 to determine the current number of employees. The number should have decreased. If the number has not decreased, you have more employees than you are registered for. In this case, go to step 6.

6. Inactivate the employees.

7. To register for additional employees, purchase new registration keys.

More Information

The employee count in Microsoft Dynamics GP includes all the active employees in all the companies except for the following companies:

• The Fabrikam sample company

• Any companies that you have marked as TEST or HISTORICAL

For more information about how to set up a test or historical company, click the following article number to view the article in the Microsoft Knowledge Base:

885542 How to create a test or historical company in Payroll or in Canadian Payroll in Microsoft Dynamics GP

If your business will pay the same employee out of multiple companies, and then set up that employee in each company as active, the employee will use one active employee count for each company.

For example, Joan is an employee of your company. Over the next year, she will travel to your company's remote locations. You have determined that Joan has to be paid out of the following companies that you have set up:

• Contoso Ltd.

• Contoso Incorporated

• Contoso Management

You have set up Joan as an active employee in each one of these companies so that the payroll clerk can easily pay Joan based on the company that she worked for in any given week. In this scenario, Joan will count as three active employees because she is set up in each company as an active employee.