MICROSOFT DYNAMICS GP

Transcription

1 MICROSOFT DYNAMICS GP 2016 Year-End Information for Payroll December 12, 2016

2 RSM Resources East Region (MA, NH, NY, PA, NJ, DE, MD, DE, DC) Central & Great Lakes Regions (IA, KS, MO, MN, ND, NE, SD, IL, IN, WI) (888) Western Region (CO, AZ, NV, CA, NM, WY, ID, WA) (888)

3 Course materials RSM s year-end manual is available Visit the Resource List to the right of your screen to download now Will also be available via following this webcast 3

4 Presenter Located in our Cedar Rapids, IA office, she specializes in consulting services related to the Microsoft Dynamics GP product line. 4

5 Payroll Closing Overview Year End and Tax Table Updates What s changed? ACA Preparing to Close Payroll Payroll Year End Procedures Additional Payroll Year End Procedures Related Articles Key Points

6 US Payroll Year-End and Tax Updates Year End Update 2016 Year End Update Released November 2016 Supported versions Dynamics GP 2013 Last tax and year-end updates will be end of 2017 Mainstream support ends 04/10/2018 Dynamics GP 2015 Dynamics GP 2016 Tax Updates Release Dates 2017 Tax Table Update (Round 1) Target is December 16, 2016 **Do not install this update until ALL 2016 pay runs are completed 2017 Tax Table Update (Round 2) mid January 2017

7 What s Changed Payroll Year-End No W-2 or W-3 Form changes No EFW2 changes (Electronic Filing) New deadline for filing! (January 31, 2017) NEW Iowa requirement for electronic filing Other states? ACA Reporting Changes Deadline for 1095-C and 1095-B recipient forms extended to March 2, 2017! Product Quality Fixes around Payroll Year-End **Recommend to install for payroll customers**

8 What s Changed 2017 Round 1 tax Tax Table Update Only FICA Social Security Limit $127,200 Federal (Publication 1036) Non-Resident Alien States: California, Kentucky, Minnesota, Nebraska, New Mexico, New York, North Carolina, South Carolina Other States will be added as information is received between now and December 16 Yonkers

9 What s New GP2016 Only Printing W-2s with lines on blank paper New Form Type: 1 Wide - Forms with Box GP2016 and GP2015 Only Self-Service User

10 Requirements for ACA Compliance with Microsoft Dynamics GP for 2016 Install the 2016 Year End Update Affordable Care Act (ACA) changes will be implemented and supported for the following versions: Microsoft Dynamics GP 2013 and beyond The following steps should have been completed for 2015: Install Human Resources Update Employee information as needed Add all Employee Dependents only if you are self insured Ensure Benefits and Deductions exist both in Human Resources and Payroll (Integration between HR and PR complete)

11 Affordable Care Act Codes The Affordable Care Act Codes window contains a list of available (pre-determined) codes for lines 14 and 16 on Form 1095-C. Added for 2016, Line 14: Codes 1J and 1K Data for these windows is stored in the UPR40105 table. The Affordable Care Act Codes window can be opened by clicking on the Lookup buttons in the Health Insurance Setup window or in the Health Insurance Enrollment window. Also in the HR & Payroll Area Page>Setup>Payroll>ACA Codes

12 Affordable Care Act Codes (continued)

13 Health Insurance Setup Window Offer Of Coverage Code (line 14) Safe Harbor Code (line 16) Lowest Cost Premium The codes you assign in this window will be stored in the BE HR Benefit Setup table. HR & Payroll Area Page>Setup>Human Resources>Benefits and Deductions>Health Insurance

14 Health insurance enrollment window Offer Of Coverage Code (line 14) Safe Harbor Code (line 16) Lowest Cost Premium ACA codes in this window (Offer Of Coverage Code and Safe Harbor Code) are be stored in the BE HR Benefit Master table.

15 Employee dependent Dependents in this window will default to covered. If the dependent is not covered, you will need to change the Health Ins. Coverage to not covered in this window. Dependent coverage information is stored in the UPR00904 table and can be updated throughout the year. Dependent coverage data in the UPR00904 is not updated retroactively. As such, if the dependent is entered into the system on 03/15/2016: the UPR00904 will store records for that dependent starting in March of 2016 and going forward.

16 Editing 1095-C The ability to edit 1095-C is similar to W2 edits Edit 1095-C Covered Individuals window will be stored in the UPR10108 table Edit 1095-C Dependent Information window will be stored in the UPR10109 table.

17 Editing 1095-C Edit on Line 14 Offer of Coverage Codes Section 4980H is Line 16 Codes

18 Editing 1095-C Edit on Dependent Coverage New for 2016 year-end: Add a dependent on the fly

19 Dynamics GP Year End Notes for ACA Dependents will not print on 1095-C unless plan is marked as self-insured in the Print W-2 window Plan Start Month is not required for 2016 so it is not currently populated 12-month checkbox is not required for employees so each individual amount for each employee will be populated For dependents, the covered all 12-month box will be marked For 2016, Microsoft Dynamics GP assumes the same ACA codes from the 2015 year for 2016 unless you make changes to them in 2016 on the employee record Change User Date when entering changes to the employee records to update ACA codes correctly

20 Dynamics GP Year End Process for ACA Make sure all data pertaining to ACA is accurate Process Dynamics GP year end for payroll following yearend close process Similar to W-2 s Information for 1095 s is populated with year-end close Any edits made in the edit screens after the year-end close do not update the data in Dynamics GP and will be cleared if you redo your year-end close Electronic Filing is not supported by Dynamics GP Greenshades Integrity Data

21 PREPARING TO CLOSE THE PAYROLL YEAR

22 Closing Fiscal Periods Administration Area Page>Setup>Company>Fiscal Periods Mark Payroll Periods as closed Prevents transactions from being posted to closed periods or years

23 Set Up a New Fiscal Year* Administration Area Page>Setup>Company>Fiscal Periods Type in year to be created Enter number of periods Verify First and Last Dates Calculate Change period beginning dates and period names as needed * A new Fiscal Year may already be setup only one required per company 23

24 Backups Initiating from within Dynamics GP Must be on the server and logged in as the sa user No other users can be logged into GP Backup Dynamics(System) and Company databases Microsoft Dynamics GP menu > Maintenance > Backup

25 Verify date of last tax table update Administration Area Page> Setup > System > Payroll Tax The Last Tax Update is 07/15/2016 (2016 Round 4) Note The Last Tax Code Update field does not have any relevance to year end or tax table status

26 Running a tax table update To apply the latest tax table update Maintenance > US Payroll Updates > Check for Tax Updates Caution: If you want to update to the last 2016 tax rates, verify the 2017 rates are not released before doing this procedure Automatic or Manual Tax Updates Your Authorization Number is typically your company s main phone number which was given to Microsoft when you originally purchased Microsoft Dynamics GP.

27 Verify Dynamics GP version numbers and last year-end update date GP 2013 = and Last Year-End Update = 11/15/2016 GP 2015 = and Last Year-End Update = 11/15/2016 GP 2016 = and Last Year-End Update = 11/18/2016 To verify your last year-end update HR & Payroll Area Page>Setup> Payroll>Payroll NOTE: this is only accurate if you are viewing this from the computer that actually processed the yearend update service pack.

28 Verify Dynamics GP version numbers and last yearend update date (continued) If your GP version is different then previous slide Year End Update isn t installed or you are not on the computer that processed the yearend service pack Install Year End Service Pack OR Make arrangements for RSM to install Year End Service Pack If your GP version is the same as versions in previous slide Year End Update is installed

29 MAKE A BACKUP!

30 Preparing to close the payroll year Export all modified Reports and Forms using Customization Maintenance AND Make a copy of your reports.dic file (Best practice when there is a code change) Microsoft Dynamics GP >Tools>Customize>Customization Maintenance, select all forms and reports and press the Export button: Note: If you have modified reports from other products, be sure to run the same process for those reports as well

31 Preparing to close the payroll year Download and install 2016 US Payroll Year-End Update (also download pdf documentation) Install 2016 Year End Update GP 2013 (includes all previous service packs and hot fixes) service-packs/mdgp2013_patchreleases GP 2015 (includes all previous service packs and hot fixes) service-packs/mdgp2015_patchreleases GP2016 (includes R2 and all previous service packs and hot fixes) service-packs/mdgp2016_patchreleases#currentreleasedownloads IMPORTANT: Verify version numbers from previous slide after Updates are complete. Verify if any companion/third party products need a year-end update compatible with the Dynamics GP update

32 Payroll closing process Complete 2016 pay runs Verify Employer State ID Number HR & Payroll Area Page> Setup > Payroll > Tax ID Print and verify period-end reports. Print and verify quarter-end reports.

33 MAKE A BACKUP!

34 Closing a year/creating year-end wage file Before completing the 2016 Year-End Payroll Close Verify appropriate W-2 checkboxes are marked Retirement Plan box for each employee HR & Payroll Area Page>Cards>Payroll>Tax Verify state withholding information is entered for the company HR & Payroll Area Page>Setup>Payroll>Tax ID Verify Benefits & Deductions are setup with the proper W-2 box and label information All noncash taxable benefits should be included in a 2016 payroll run

35 Closing a year/creating year-end wage file Open the Payroll Year-End Closing window HR & Payroll Area Page> Routines > Payroll > Year-End Closing Enter the calendar year to close. Choose Process. Year-End wage file will be created.

36 MAKE A BACKUP!

37 W-2 Validation Report Print the W-2 Validation Report HR & Payroll Area Page> Routines > Payroll > Print W-2s select Validation If there are errors, either Edit W- 2s or fix on Employee Card and recreate YE Wage File Edits to YE wage file will only change W-2 information and will not be reflected in Employee records.

38 Print the Year-End Employee Wage Report Print the Year-End Employee Wage Report Open the Year-End Wage Report window HR & Payroll Area Page> Routines > Payroll > Year-End Wage Report Select a year. Select the employee type. Select a sorting order. Enter a range of employees or choose All. Choose Print.

39 Payroll tax table update Install 2017 Payroll Tax Table Update Microsoft Dynamics GP> Maintenance>U.S. Payroll Updates>Check for Payroll Tax Updates This can be installed any time after the year-end wage file for 2016 has been created and verified Verify your Tax Table Updates

40 SUTA Rate and Wage Limit Update the SUTA Rate and Wage Limit for your company HR & Payroll Area Page> Setup > Payroll > Unemployment Tax

41 Additional year-end payroll procedures Verify W-2 and 1099-R statement information Edit W-2 and 1099-R information if needed Human Resources Module Steps Print W-2 and 1099-R statements Create a W-2 electronic file (EFW2 file), if required

42 Editing W-2 records/editing 1099-R records Only the information in the Year-End Wage File changes, the employee record does not change HR & Payroll Area Page>Routines>Payroll>Edit W-2 s/edit 1099-R s

43 Human Resource Module steps Archiving Human Resources Information for Inactive Employees HR & Payroll Area Page> Utilities > Human Resources > Archive Employee

44 Human Resource Module steps (continued) Attendance Setup HR & Payroll Area Page > Setup > Human Resources > Attendance>Setup Possible additional accrual setup see documentation

45 Print W-2 and 1099-R statements HR & Payroll Area Page > Routines > Payroll > Print W-2 s / Print 1099-R s W-3 Box is on this screen 1095-C Box is on this screen 1094-C Transmittal Box is on this screen

46 Create Magnetic Media File (EFW2 File) Social Security Administration Website: BSO (Business Services Online) Website: User Handbook for Tax Year 2016: EFW2 format HR & Payroll Area Page > Routines > Payroll > W-2 Electronic Filing Recommended to use AccuWage to verify file:

47 Processing 2017 payroll before W-2 s printed Complete all procedures other than printing the W-2 s Install the 2017 Payroll Tax Table Update Process 2017 Payroll Print W-2 s when ready

48 Deleting inactive employee information Deletes inactive records in Payroll and Human Resources If you choose to NOT delete the information in the history tables and the employee id is used again or if the reconcile utility is run the history will reattach to the number, but will now be related to a different employee. HR & Payroll Area Page > Utilities > Payroll > Remove Inactive Records

49 Canadian payroll year-end closing Release Dates 2016 Year End Update & 2017 Tax Table Update Target Release week of 12/19/2016 Waiting on full change listing

50 WH7 WH16 WH17 Upcoming Events reimagine Aug. 7-10, 2017 Fargo ND GPUG Summit Oct 10-13, 2017 Nashville TN 50 Amplify (hosted by GPUG) March 19-21, 2017 Anaheim, CA

51 Slide 50 WH7 Update this... Wulczyn, Hans, 11/14/2016 WH16 GPUG Amplify - Anaheim, CA - March GPUG Summit - Nashville, TN - October 10-13, 2017 Wulczyn, Hans, 11/14/2016 WH17 Websites: Wulczyn, Hans, 11/14/2016

52 RSM Resources East Region (MA, NH, NY, PA, NJ, DE, MD, DE, DC) Central & Great Lakes Regions (IA, KS, MO, MN, ND, NE, SD, IL, IN, WI) (888) Western Region (CO, AZ, NV, CA, NM, WY, ID, WA) (888)

53 This document contains general information, may be based on authorities that are subject to change, and is not a substitute for professional advice or services. This document does not constitute audit, tax, consulting, business, financial, investment, legal or other professional advice, and you should consult a qualified professional advisor before taking any action based on the information herein. RSM US LLP, its affiliates and related entities are not responsible for any loss resulting from or relating to reliance on this document by any person. RSM US LLP is a limited liability partnership and the U.S. member firm of RSM International, a global network of independent audit, tax and consulting firms. The member firms of RSM International collaborate to provide services to global clients, but are separate and distinct legal entities that cannot obligate each other. Each member firm is responsible only for its own acts and omissions, and not those of any other party. Visit rsmus.com/aboutus for more information regarding RSM US LLP and RSM International. RSM and the RSM logo are registered trademarks of RSM International Association. The power of being understood is a registered trademark of RSM US LLP RSM US LLP. All Rights Reserved.