Use the SSN Checker Tool

Formerly KB article 1144.

This topic explains the utility that verifies employee Social Security numbers (SSNs) within Millennium® 3.

An employee with an invalid SSN stored in Millennium® can cause issues with reporting, quarterly taxes, year-end taxes, and many other problems.

This tool will loop through every SSN in the specified database; if an SSN is not valid, it writes the information into a CSV file. You can then use the CSV file as a guide to fixing the SSNs in Millennium®.

Note: This version of the tool is also available to hosted clients.

This version of the tool contains a display of the table exported to Microsoft Excel. The invalid SSNs are viewable from the display, but can still be exported to a file. You can check for invalid SSNs by company or company set. You also have the option to exclude Form 1099 employees.

Download the Tool’s File

To download the file, click the button below or right-click to save the file to a specific place on your hard drive:

 SSNChecker.zip 

Important: Please read this entire topic before proceeding. It is important to read and understand all the sections before you use this tool. You need to have administrative rights to the SQL database to run this utility.

Unzip the file, which produces three files: setup.exe, SETUP.LST, and SSNChecker.CAB. Note where these files are.

Install the Tool

To install the tool, perform the following steps:

  1. Run setup.exe from the location you unzipped it.

The installation program displays the SSN Checker Setup dialog box, beginning with the Welcome page:

 

  1. Click OK.

The installation program displays a large button to begin the installation process:

 

  1. [Optional] You can change the directory into which it will be installed by clicking Change Directory, or cancel the installation by clicking Exit Setup.
  2. To install the software, click the large button with computer on it.

The installation program displays the Choose Program Group dialog:

 

  1. Accept the default (or change it, as you wish) and click Continue.

If the installation program detects files that it may overwrite, it displays dialogs similar to the one shown:

 

  1. Click Yes to continue.

When the installation program has finished, it displays the dialog shown:

 

  1. Click OK.

How to Use This Utility

Logging Into a Database

To use this tool, perform the following steps:

  1. Select Start > SSN Checker or Start > All Programs > SSN Checker > SSN Checker to launch the tool.

The tool displays the SSN Checker dialog:

 

  1. Click Login.

The utility displays the Millennium® login dialog box:

 

  1. Enter your Millennium® login credentials and click OK.

The system displays the SSNChecker “Login Successful” dialog:

 

The system re-displays the SSN Checker dialog, as well as the database into which you logged in:

 

Navigating the Tool

  1. Select the Company  radio button to populate the Select a Company Code drop-down list with all the companies in the database:

 

  1. Select the Company SetClosed A company set is something you can create—except for the set All that is provided as a default. You define them under System > Setup > Company Sets tab. A company set can include: Several single companies and another company setMultiple company sets In such cases, the company set is a superset: it includes one or more other company sets. So, if you select a superset in the Company Set drop-down list, the items area will display all companies from all sets included in the superset. For example, Set 1 includes companies A–C, and Set 2 includes companies D–F. Set 3 is comprised of company sets 1 and 2. Therefore, if you use this drop-down list and you select the value Set3, the items list will display companies A–F.  radio button to populate the Select by Company Set drop-down list with all the company sets in the database.

 

Checking for Invalid SSNs

  1. Once you have a company selected, click Check for Invalid SSN's.

The tool displays a list of employees whose SSNs are invalid:

 

  1. Once you have a company set selected, click Check for Invalid SSN's.

The tool displays a list of employees whose SSNs are invalid:

 

Excluding Form 1099 Employees

  1. After you generated the list of employees with invalid SSNs, you can filter out the Forms 1099M and 1099R employees.

This shows the Exclude 1099 employees  box is disabled:

 

Put a check in the check box to enable the filter, and click Check for Invalid SSN's again. The tool re-displays the SSN Checker dialog, but with the 1099 employees hidden from the list:

 

Sending Output to File

  1. After you have the list you want displayed in the SSN Checker dialog, click Output to File to send output of the data to the installation directory in the form of a CSV file.

The location of the path to the generated file is displayed at the bottom of the dialog:

 

The file name is generated in the SSNList_YYYYMMDD-HHmmss format.

  1. Go to the file and open it in Excel:

 

Highlighting a Record

You can select records in the table highlighting purposes.

Note: The table in the dialog is not editable. You cannot copy or pasted from the displayed data.

This shows a single record selected:

 

You can select a group of records by using click-and-drag or by using Shift + click.

This shows a group of records selected:

 

Double-clicking a Single Record to Switch to Company Mode

If you are working in “Company Set” mode, you can double-click on any record to view all records for that company in “Company” mode. This feature is useful if a particular company has many invalid SSNs and you want to focus only on that particular company.

This shows the one record selected to be viewed in “Company” mode:

 

After double-clicking, the single record is displayed in “Company” mode: