Sage ERP 100 Payroll Year-End Webinar. December 2012 Robin Reeder, BKD

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1 Sage ERP 100 Payroll Year-End Webinar December 2012 Robin Reeder, BKD

2 Welcome/Introductions Robin Reeder 25 years of experience in technology consulting Primarily distribution & manufacturing 17 years of experience with Sage ERP 100, 500 & X3 Certified in Sage ERP 100/ERP 500/X3/SageCRM/SageAbraHRMS Heads up Client Service team for BKDT Sage team Heads up our Missouri/Nebraska/Kansas/Arkansas/Oklahoma regions

3 Agenda Welcome/introductions Sage ERP 100 version updates Important facts to remember Year-end checklist for payroll module FAQs Files to back up & archive Purging data Support resources Other information Questions & answers

4 MAS 90/MAS 200 Version 4.3 Retirement Current version is Service update 23 released 06/27/11 Last Payroll W-2 Update - December 2012 Last Payroll Tax Table Update - December 2012 Last Accounts Payable 1099 Update - December 2012 All support ends September 30, 2013

5 Sage ERP 100 Version 4.4 Current version is Product update 10 released June 2012

6 Sage ERP 100 Version 4.5 Current version is released September 2011 Product update 4 released July 2012

7 Year-End Processing - Important Facts to Remember In Payroll, there is NO Future Period. Payroll module is based on a calendar year. This means 2012 year-end processing must be performed before 2013 payroll data can be processed

8 Year-End Processing - Important Facts to Remember W-2s must be printed before performing Payroll Quarter & Year-End Processing

9 Year-End Processing - Important Facts to Remember If you must run a payroll in 2013 before your W-2s are printed copy your live company into an archive company perform Payroll Quarter & Year-End processing live company process 2013 payroll in live company print W-2s from your archive company

10 Year-End Processing - Important Facts to Remember Tax Tables are system-wide files Once 2013 Tax Table Update is installed, rates & limits will be updated for all companies on computer, not just those that have been closed for 2012

11 Year-End Processing - Important Facts to Remember Limits printed on W-2 forms are being read from tax table, not employee master file. Therefore, 2012 W-2 forms will not print correctly if 2013 Tax Table Update is installed prior to printing 2012 W-2s

12 Year-End Processing - Important Facts to Remember Copy your payroll data into a new (archive) company & print all of your year-end forms & reports from this company Do not perform year-end processing in archive company

13 Year-End Processing - Important Facts to Remember Payroll Year-End Processing in Sage ERP 100 can not be reversed. It can only be restored from a current backup. Reopening a year is not allowed. Data for current year is cleared during Year-End Processing with exception of Perpetual History files

14 Year-End Processing - Important Facts to Remember You should always keep a backup of archive company Payroll is always managed on a calendar year basis, EVEN IF YOUR COMPANY HAS A FISCAL YEAR

15 Year-End Processing - Important Facts to Remember If you are on a calendar year with your General Ledger & plan to close other modules at this time, make sure you close all modules based on Sage ERP 100 Order of Closing rules If you are on a fiscal year with your General Ledger, you may not be closing any other modules at this time

16 Year-End Checklist Install latest Interim Release Downloads (IRDs) from Sage Software Online Check payroll setup options Retain year to date check history Retain perpetual payroll history Current year & quarter Set payroll accounting date to 12/31/12 Verify all checks/adjustments have been entered & updated Copy payroll data to an archive company

17 Year-End Checklist Print regular quarterly payroll reports At very minimum, print the following Quarterly Tax Report Payroll Check History Report Quarterly Pay Period Recap Earnings Report Deduction Report Quarterly Government Report Quarterly 941form Benefit Accrual Report Workers Compensation Report

18 Year-End Checklist Reconcile data from all reports Be certain to reconcile both QTD & YTD totals Make sure Electronic Reporting files, if applicable, are processed & created Back up your data to an archive company Perform Quarter & Year-End Processing in live company DO NOT close archive company Install Tax Table Updates only after W-2s are printed & reconciled

19 Year-End Checklist Print & verify W-2 forms (Archive) Open Payroll Period End W-2 Form Printing Select required options, including box 12 codes & correct W-2 Form to Print If you are using a laser or ink jet printer, be sure to choose either Laser Forms 2 per page or Laser Forms 4 per page

20 Year-End Processing - What Happens During Year-End Processing Quarter-to-date earnings set to zero Quarter-to-date deductions set to zero Quarter-to-date tax fields set to zero Quarterly Tax Recap file is purged Workers Compensation file is purged Year-to-date earnings set to zero Year-to-date deductions set to zero Year-to-date tax fields set to zero

21 Year-End Processing - What Happens Check History file is cleared All terminated employees are purged but caution Inactive employees are processed in same manner as active employees Employee non-pension plan deductions with goals met are removed

22 Year-End Processing - What Happens Benefit accrual fields are reset for each employee (only if selected in Payroll/Setup/Payroll Options) Reset Balance at Year-End in Deduction Code Maintenance If checked, employee deduction records will be retained, regardless of whether or not limit has been reached for deduction code

23 Year-End Processing - What Happens Reset Balance at Year-End in Deduction Code Maintenance If unchecked & deduction goal is met, deduction is removed for employee If unchecked & deduction goal is not met, deduction is continued until goal is met

24 Year-End Processing - What Happens Resets Pension Plan, Cafeteria Plan Deduction, Allocated Tips, Fringe Benefits, Non-Qualified Plan & Dependent Care Benefits fields to zero Current year is incremented by 1 Current quarter is changed to 1

25 Year-End Processing FAQs Q: Where can I find Company Name that prints on W-2? A: Company Name that prints on W-2 form comes from Company Maintenance on Library Master Utilities menu Insert Company Name when defining your Company Code

26 Year-End Processing FAQs Q: Where can I find Company Tax ID Number that prints on W-2? A: Company ID that prints on W-2 form comes from Tax Table Maintenance on Payroll Setup menu., Enter FED for Federal or two-letter state code such as IN or MO

27 Year-End Processing FAQs Q: How do you copy payroll data from one company to another? A: Use SVDATA utility to copy all data file information from one company to another if you are using MAS or prior Click on Copy button in Library Master Company Maintenance if you are using 4.0 & above

28 Year-End Processing FAQs Q: Is there a way to make corrections to W-2? A: Incorrect figures should be researched in depth to determine cause. Verify that incorrect figures have not affected other reports. Once you are satisfied with integrity of your payroll data & still need to make corrections to W-2s, click Fix button in Tax Summary. This option will allow you to make changes to the W-2s for specific employees From Main menu, select Employee Maintenance after selecting employee record to be changed, click Tax Summary button, make your record selections & then click Fix button

29 Year-End Processing FAQs Q: Where is Fix button in Employee Tax Summary? A: Fix button will only be available if user is logged on with a user code that has Supervisor rights. If no security is set on system, at least one user code must be entered with Supervisor Rights check box selected in order to have fix option

30 Year-End Processing FAQs Q: How can I display dependent care benefits on W-2s? A: Amount must be entered manually, then it will print in Box 10 of W-2 form Open Payroll/Main/Employee Maintenance Click look up button & select an employee Click Tax Summary button Click Federal button Enter amount in Dependent Care field

31 Year-End Processing FAQs Q: Why am I getting an error that says Check Date Past the Quarter Ending Date? A: Check your Payroll Posting Date. Check Date defaults to Payroll System Date. If Payroll System Date falls outside current quarter as set in Payroll Options, you will get this message. If Payroll System Date is not set for current quarter, either date must be changed or quarter must be closed

32 Year-End Processing FAQs Q: How are payroll taxes calculated? A: Sage MAS 90/MAS 200 payroll annualizes wages in calculation of withholding taxes, which is why it may differ from Circular E distributed by IRS. Annualizing offers a more exact method of calculating taxes

33 Year-End Processing FAQs Q: Where do Box 13 check boxes get their information? A: Pension/Profit Sharing check box & Statutory Employee check box need to be selected in Employee Maintenance for boxes to be checked automatically by system. Third-Party Sick Pay check box must be selected manually

34 Year-End Processing FAQs Q: I m getting an error that says PRU.SOA NOT FOUND. What does this mean? A: This message indicates that your Tax Tables for Payroll are not installed or are not recognized Install Tax Table Updates

35 Year-End Backup Sage MAS 90/MAS 200 version 4.x Back up entire MAS 90 directory if possible Back up MAS_yyy directories where yyy = company code (MAS_BKD, MAS_IOS, MAS_MMH, etc.) Also back up Home, SOA, MAS_SYSTEM & MAS_USERS directories Label backup & store off site

36 Year-End Purging Make sure backup procedures have been performed before purging data In 3.x modules, purge utilities can be found in Period End Processing menu In 4.x modules, purge utilities can be found in Utilities folder of each module NOTE: THERE IS NO REASON TO KEEP YOUR DATA IN LIVE COMPANY FOREVER!!

37 Helpful Hints Order your forms early Order W-2s, W-4s & 1099s early Avoid shipping delays Order extra forms to allow for printing errors & problems

38 Helpful Hints Print your forms on plain paper first Use this printing to validate information & check alignment

39 Support Resources Information Center Resources Tutorials Help Files Sage Software Online BKD Technologies

40 BKD Support Desk Support desk Year-end schedule What is a support desk issue? When to call your consultant?

41 Do you know Who your primary BKD Consultant is?

42 Consultants Indiana/Ohio/Illinois/Kentucky/Michigan Tracey Brinkman Wichita/Joplin/Kansas City/Oklahoma/Arkansas Robin Reeder Nebraska Robin Reeder St. Louis Deb Nugent Springfield Robin Reeder

43 BKD Webcasts Check our website frequently to see what is offered If you have an idea for a future webcast, please rreeder@bkd.com

44 Questions?

45 Conclusion By Monday, December 17, we will you our 2012 Year- End Closing Procedures Manual, a copy of these slides & our year-end newsletter If you know you will be needing year-end assistance, call your primary BKD consultant to get time scheduled If you need to know who your primary BKD consultant is, me & I will find out for you If you have any questions, please me at rreeder@bkd.com

46 Conclusion Everyone at BKD Technologies wishes you & your family a Merry Christmas!

47 Robin Reeder Supervising Consultant