Datatech Accounting Software 2016 Year End Update
Copyright 2002-2016 Davidian Business Services All Rights Reserved Datatech 1911 N Fine Fresno, CA 93727 Toll free (888) 222-DATA Fax (559) 226-5418 www.datatechag.com support@datatechag.com Revision Date: December 26, 2016 This manual was produced using ComponentOne Doc-To-Help.
Contents Year End Update 2016 1 Introduction... 2 Installing the Update... 3 Tax Rate Changes... 5 Payroll Tax Reports Control Center... 6 Quarterly Closing Workflow... 6 Year End Closing Workflow... 9 Form 940 & The FUI Credit Reduction... 10 Form 941 Update... 12 Social Security AccuWage Program... 12 Minimum Wage... 12 New Print Engine... 15 Release Notes... 16 Datatech Accounting Software 2016 Year End Update Contents iii
Year End Update 2016 Datatech Accounting Software 2016 Year End Update Introduction 1
Introduction Please note: This is a preliminary release of the Year End Help file. Additional documentation is still being written and will be included in a future update as well as posted to our blog at blog.datatechag.com. If you have not already followed our blog, The Datatech Grapevine, we recommend that you do this so that you can get the latest information on new programs and features as well as information on the latest updates as soon as it is released. By following our blog you will get email notices when new posts are available. To follow the blog, go to blog.datatechag.com and click on the Follow the Datatech Grapevine button on the right just below our logo: 2 Introduction Datatech Accounting Software 2016 Year End Update
Installing the Update Additional Updates This update includes the normal changes to payroll tax forms and the new tax rates for the coming year. Additional updates will also be available for the Human Resource software to support printing the new 1095-C and 1094-C forms. We will post notices on our blog when these updates are available. This help file contains information about major changes made during 2016, including a release notes section that describes all of the changes made throughout the year. More detailed documentation is included on several of the new and improved features as well as the usual year end workflow information using the Payroll Closing Center. The Year End Help file also includes the information on new program features from the Year End Help going back to 2008. While this information has also been added to the regular online help file, it has been retained in the online Year End Help file for easy reference. Information from prior years is not included in the printed copy or the PDF version that you will find in your application Help folder. All software updates will now be downloaded over the Internet instead of mailed on on CD-ROM. Use the Check for Updates option on the Tools menu to check for available updates and review the release notes prior to downloading and installing updates. If you do not have Internet access, you can request an update on CD-ROM from Customer Support. Digital Signature on Programs All Datatech installers and our programs are cryptographically signed with a digital signature to verify the integrity of the programs. In the past when you start your Datatech Accounting Software program you may have received warnings about the publisher of the software being unknown; this should no longer happen. When running installers, you may see a message similar to the following: All of our installation programs are now digitally signed with our corporate legal name, Davidian Business Services Inc. This digital signature ensures that the installation file has not been tampered with by third parties. Datatech Accounting Software 2016 Year End Update Year End Update 2016 3
New DataFlex Client The 2016 Year End Update includes a new version of the DataFlex client which must be installed on each workstation to support future updates to your Datatech Accounting Software that will be released in 2017. The installation process will be started automatically by the program. If you are running on a network, we recommend installing the Year End Update on your server and running the client installation program on your server to complete the initial installation of the DataFlex 18.2 client. You will see the following message after the main program window opens: Answer Yes to start the installation. If you receive a User Account Control warning, answer Yes to continue: (Note: The User Account Control warning that you get may look different depending on what version of Windows you are running.) Simply accept the license agreement terms and click on the Next button twice to start the installation process and click on the Finish button when the installation is done. After that is done, you can start the program on each workstation and a workstation installation will automatically be done. 4 Installing the Update Datatech Accounting Software 2016 Year End Update
Users may get the same User Account Control warning, they will need to answer Yes to continue, click on the Next button twice, then click on the Finish button. Note: Some customers have their users set up with limited rights that prevent users from installing software on their computers. In these cases, it may be necessary to log into the workstation using an administrator account name/password to complete the installation. It is ok to answer No to this question and skip the installation if necessary. Your current version of the Datatech Accounting Software will continue to work fine. We recommend completing this installation as soon as possible however. End of Windows XP Support Microsoft officially ended support for Windows XP on April 8, 2014. The DataFlex 18.2 client does not support Windows XP, and may not install correctly (if at all) on that operating system. If you still have a computer running Windows XP, you will need to upgrade the operating system or replace it with a computer running a newer operating system. For now, the current version of the Datatech Accounting Software that uses the DataFlex 17.1 client version will continue to operate on Windows XP computers. When we release updates to our software in 2017 that use the 18.2 client version however, you will not be able to update to the latest version if your computer is running Windows XP. The minimum operating system we will support with future updates to our software will be Windows Vista, but we recommend that you upgrade at least to Windows 7 if not Windows 10. Tax Rate Changes State Withholding Notes H-2A Employers The minimum wage for H-2A employees is stored in the state tax rate file. The minimum wage for H-2A employees is set each year by the Department of Labor in January. When the new rates have been published in the Federal Register, we will update the state tax rates accordingly, and new tax rate files will be published. New York New York s withholding tables include thirteen tax brackets, but our software is only designed to handle ten. This means that withholding for annual wages over Datatech Accounting Software 2016 Year End Update Year End Update 2016 5
$265,000 (single) or $318,750 (married) will not be computed correctly. We do not anticipate this affecting any of our customers. If you must calculate New York withholding and this does affect you, please contact Datatech Customer Support. Payroll Tax Reports Control Center The Payroll Tax Reports Control Center incorporates all of the Quarterly and Year End Payroll Closing steps on one screen. This window is designed to take you step by step through the closing process, marking each step Completed once it is done. The window will also display the totals of each report to assist you in verifying the accuracy of the totals that are archived for generating tax reports. If there are any discrepancies in the Employee Wage Detail Report totals the program will also automatically run the Fix Employee Totals Utility to correct the totals. The Payroll Tax Report Control Center is located on the Payroll menu. Quarterly Closing Workflow 1. Enter the Year and select the Quarter that you are closing from the drop down menu. 2. Print the Employee Wage Detail report for the quarter: Click on the Preview button under the Wage Detail Report heading. The program will automatically generate a report of all employees with year to date wages. At the end of the report you will find totals for the quarter and year to date. The Quarter to Date Wages will automatically be updated on the Payroll Tax Reports Control Center screen. The Preview window for the report will be minimized. To view and/or print the report, click on the Print Preview button on your Taskbar. 6 Payroll Tax Reports Control Center Datatech Accounting Software 2016 Year End Update
3. Print a Payroll Journal for the Quarter: Click on the Preview button under the Quarter Payroll Journal heading. The program will automatically generate a summary Payroll Journal for the quarter. The Payroll Journal totals will be updated on the Payroll Tax Reports Control Center screen. The Preview of the report will be minimized. To view and print the report, click on the Print Preview button on your Taskbar. 4. Verify the totals of the Wage Detail Report and Payroll Journal on the Payroll Tax Reports Control Center or by reviewing the printed reports. If the totals agree you may proceed with the closing process. What to Do If the Totals Do Not Agree If the totals don t agree, the program will automatically warn you and ask if you want to proceed with correcting the totals. The wages will be removed from the Quarter Wage Detail Report section of the Payroll Tax Reports Control Center at this time. Answer yes to proceed to the Fix Employee Totals window. The program will prompt you to proceed with fixing the totals. Click on the OK button to continue with the fix. Datatech Accounting Software 2016 Year End Update Year End Update 2016 7
Once the Fix is completed, Preview the Wage Detail Report again. The wages will be updated on the Payroll Tax Reports Control Center, and if they match the Payroll Journal totals you can proceed with your closing. 5. Archive & Clear the Quarter to Date Totals. Click on the Archive/Print/Clear button under the Archive & Clear Quarter to Date Payroll heading. The employee wages will automatically be updated to the Archive, the current quarter totals in the Employee File will be cleared and the Current Quarter will be advanced to the next quarter. A Print Preview of the Archive File Report will be minimized. Click on the Print Preview button on the Taskbar to view and print the report. The Archive File wages will be displayed on the Payroll Closing Control Center screen so you can verify the Archive completed successfully. 6. Reports & Tax Forms. You may now print your State Quarter Report, Form 941 or generate the Magnetic Media file at your convenience. If you will be printing the reports at a later time you may return to the Payroll Tax Reports Control Center, select the Year and Quarter and your totals will be displayed on the window for you to verify before printing/generating reports. Additional Help for printing your quarterly federal and state reports and generating the Magnetic Media files is available in the Help file. 8 Payroll Tax Reports Control Center Datatech Accounting Software 2016 Year End Update
Year End Closing Workflow If you start the Year End Closing Workflow immediately upon completing the Quarterly Closing you can simply click on the Year End Closing tab to begin. If you closed the Payroll Tax Reporting Control Center window you will need to re-select the quarter and year on the Quarter Closing tab and then click on the Year End Closing tab. 1. Print the Wage Detail Report: Click on the Preview button under the Wage Detail Report heading. Totals will normally appear here automatically because this report has already been run for the Quarter Closing. If totals already appear on the window, you don t need to preview the report again. The program will automatically generate the year to date Wage Detail Report. The Year to Date Wages will automatically be updated on the Payroll Tax Reports Control Center screen. The Preview of the report will be minimized. To view and print the report, click on the Print Preview button on your Taskbar. 2. Print a Payroll Journal for the Year: Click on the Preview button under the Quarter Payroll Journal heading. The program will automatically generate a summary Payroll Journal for the year. The Payroll Journal totals will be updated on the Payroll Tax Reports Control Center screen. The Preview of the report will be minimized. To view and print the report, click on the Print Preview button on your Taskbar. 3. Verify the totals of the Wage Detail Report and Payroll Journal on the Payroll Tax Reports Control Center or by reviewing the printed reports. Datatech Accounting Software 2016 Year End Update Year End Update 2016 9
If the totals agree you may proceed with the closing process. If not, you will be prompted to fix employee totals, the same way as described in the quarter to date closing instructions. 4. Archive & Clear the Year to Date Totals. Click on the Archive/Print/Clear button under the Archive & Clear Year to Date Payroll heading. A Print Preview of the Archive File Report will be minimized. Click on the Print Preview button on the Taskbar to view and print the report. The employee wages will automatically be updated to the Archive, the current year totals in the Employee File will be cleared and the Current Year will be advanced to the next year. 5. Reports & Tax Forms. You may now print your Federal and State reports at your convenience. If you will be printing the reports at a later time you may return to the Payroll Tax Reports Control Center to print them. Upon returning you must select the Year and Quarter on the Quarter Closing tab, click on the Year End Closing tab, and then your totals will be displayed for you to verify before printing/generating reports. Additional Help for the Year End Tax Reports may be accessed from the Year End Help file on the Help menu. Form 940 & The FUI Credit Reduction About Credit Reduction What is a Credit Reduction State? A state with financial difficulties can borrow funds from the federal government to pay its unemployment benefits. If the loan spans two consecutive years and has not been repaid by November 10 th of the current year the employers in that state are assessed a credit reduction. The state is then called a Credit Reduction State. What is the 5.4% FUI credit? The Federal Unemployment Insurance rate for 2016 was 6.0%. Normally employers received a 5.4% credit for unemployment taxes paid to their state. The difference between the Federal Unemployment Insurance tax rate and the 10 Form 940 & The FUI Credit Reduction Datatech Accounting Software 2016 Year End Update
credit for State Unemployment Insurance determines the net Federal Unemployment Insurance tax rate. The first year that a state is in Credit Reduction status, this credit is lowered from 5.4% to 5.1%. When the credit for state unemployment taxes is lowered, the net FUI rate increases. For each year that the state cannot repay the loan, the credit reduction increases by.3%. For 2016, the credit reduction rate is 1.8% for California. How is the Credit Reduction Assessed? A state is not officially deemed a Credit Reduction State until the IRS has determined it has not repaid all of its federal loans. This determination is made in November and it applies to wages that you have paid throughout the entire year. You are not required to pay the additional tax liability on your regular tax deposits throughout the year. If a state is deemed a Credit Reduction State you must make the additional tax payment with your fourth quarter tax deposit. You will then fill out Schedule A of the Form 940 to include the Credit Reduction in your total 940 annual tax liability. On the Form 940, include the Credit Reduction total with your fourth quarter FUI tax liability. If you use the adjust liability button, the program will automatically do that for you. What are the 2016 Credit Reduction States? California is the last state still in credit reduction status. What are the 2017 Credit Reduction States? The Department of Labor will release the list in November 2017. The tax rate files that we distribute for 2016 include the anticipated rate if the state does not exit credit reduction status. Depending on the options you have enabled, this may have no effect at all, or you may accrue the credit reduction tax along with your normal FUI tax and/or you may charge growers (in the case of a labor contractor) the extra credit reduction tax on labor invoices (on invoices where the FUI is billed as a separate item). How do you know if your state will be Credit Reduction State next year? Some states have such a large loan balance that employers have assumed the state will not be able to pay off the loan and that they will remain a Credit Reduction State. For example, California has been a Credit Reduction State since 2011. For 2017, the credit reduction rate will be 1.8% unless the amount borrowed from the federal government is paid back. If you want to accrue and pay the additional Credit Reduction tax throughout the year, an option is provided in the Tools->Program Setup->Payroll Settings options to accrue the Credit Reduction amount. These amounts are then included in the FUI amount due on the Payroll Tax Deposit window. See the next section for more details. There are additional triggers that can increase the credit reduction rate (the 2.7 add-on and the BCR add-on. These add-on rates were waived for 2015 and 2016. They will likely be waived again for 2017 if California remains a credit reduction state. California s Trust Fund Loan balance is currently at $3.671 billion. Financial impact of not including Credit Reduction in your regular 2017 940 tax payments Datatech Accounting Software 2016 Year End Update Year End Update 2016 11
A company with a large amount of FUI Taxable Wages will feel the impact of the credit reduction the most. For example, some farm labor contractors have such a large turnover of employees, most of their labor falls under the $7,000 taxable limit. A California company with $10 million of payroll and $7 million of it taxable for FUI will have an additional $126,000 payment to make for 2016. This additional payment is due with your 4 th quarter FUI payment. We recommend that you speak with your accountant to decide how you want to handle the accruing/payment of the projected tax and for labor contractors whether you will pass this increase onto your growers. The following links provide more details: http://www.edd.ca.gov/payroll_taxes/federal_unemployment_tax_act_tax_increases.htm (California EDD) http://www.ows.doleta.gov/unemploy/budget.asp (U.S. Department of Labor UI Trust Fund Balances) Program Changes to Handle the Credit Reduction See the Program Changes to Handle the Credit Reduction section in the Year End Update help file under the Year End Update 2011 section. Form 941 Update As usual, the IRS did not have the Federal Quarterly Report (941) Form for 2017 ready at the time the year end update was sent out. When you print the Form 941 in April for the first quarter of 2017, the program will automatically try to download the 2017 form from our server over the Internet. To download the forms over the Internet, you must have a valid support contract in effect. If your support contract is not renewed, the program will no longer download updates to the program or tax forms. We are assuming that most if not all customers have Internet access at this point. Therefore we will not be sending out a second update on CD to all customers just to include this form. If you do not have Internet access from the computer that you are using the Datatech Payroll program on, please call Datatech Support in April to have an update sent to you on CD-ROM that includes the new form. Social Security AccuWage Program Visit http://www.socialsecurity.gov/employer/accuwage/ to download and install the AccuWage program for checking your electronic W-2 file for errors. The Java Runtime is required to run the Accuwage program. If you do not already have Java installed, visit http://java.com/getjava. Minimum Wage Many states and some cities are implementing different hourly minimum wage rates. The state tax rate file only contains one minimum wage rate per state. If you operate in a state where multiple minimum wage rates are in effect, you will need to check 12 Minimum Wage Datatech Accounting Software 2016 Year End Update
the state tax rate file to see if it contains the minimum wage rate that applies to your company. If not, you will need to change the minimum wage rate so that the correct rate is used for minimum wage verification. The state tax rate file does not support different rates for different regions within a single state. If your company operates in different regions within one state where different minimum wage rates apply, contact Datatech support so that we can get more information about your situation and determine the best workaround. Annual Increases Many states have minimum wage increases that go into effect at the beginning of the year. For instance, in California the minimum hourly wage increases to $10.50/hour on January 1, 2017. This change is included in the new state tax rate file for 2017 and will be installed automatically. You do not need to do anything for the new minimum wage rate to go into effect for verifying that piecework employees make minimum wage. Note: Minimum wage verification is performed based on the date worked. The minimum wage effective in 2016 is included in the 2017 tax rate file so that if the last pay period of 2016 includes piecework wages, the minimum wage verification can be done based on the rate effective in 2016. All work performed on or after 1/1/17 will have the new rate of $10.50/hour applied. Updating Pay Rates Employees that are paid on an hourly basis, or guaranteed wage rates that are at or below the new minimum wage may need to be updated. The following information will assist you in making these changes. The Employee File Utilities wizard found under Payroll->Utilities->Employee File Utilities can be used to perform a mass update of employee pay rates. Datatech Accounting Software 2016 Year End Update Year End Update 2016 13
Use this utilities to change employees with higher hourly rates first. For instance, if you already have employees making $10.50/hour and are going to bump them up to $11/hour, change those employees before bumping employees that are set at $10/hour to $10.50/hour. For farm labor contractors, if you have set minimum hourly pay rates on grower accounts, update those grower accounts with the new minimum rates: You may also need to review and adjust the rates set up in the Pay Rate table (under Payroll->Setup->Pay Rates). H-2A Adverse Effect Wage Rates The 2017 state tax rate files include changes to the minimum H-2A rates for 2017. The minimum wage rates for 2017 in some states, including Arizona, Colorado, Idaho, Nevada and Utah are lower than the minimum wage rate for 2016. According 14 Minimum Wage Datatech Accounting Software 2016 Year End Update
to Western Growers Association, employers are only allowed to lower the minimum wage rate for H-2A workers if the contracts include language to permit lowering the minimum wage. If your contract does not include this language, you should override the H-2A minimum wage for 2017 and continue using the 2016 rate until your H-2A contracts from 2016 are completed. Once you start new contracts for 2017, you could enter the lower rate for 2017. New Print Engine Datatech Accounting Software uses the Virtual Print Engine (VPE) for nearly all printing functions. We have updated our software to use the latest version of VPE. This will provide better compatibility with newer printer drivers, operating systems and email clients. There are also a couple of changes to the user interface on the Print Preview window to take note of. In the old Print Preview window, clicking on the left and right mouse buttons would zoom in and out. In the new Print Preview window, click on the Zoom in button (magnifying glass with the + sign) to enter zoom mode, and the left and right mouse buttons will function to zoom in and out. Click on the Zoom in button again to exit zoom mode. Clicking on the Zoom out button (magnifying glass with a sign) will simply zoom out each time it is clicked. The second change is the addition of a Save button: This can be used to save a PDF copy of the current document in the Preview window. Other than these changes, the functionality of the Print Preview window is the same as the previous version. Datatech Accounting Software 2016 Year End Update Year End Update 2016 15
When you click on the Save button, a standard Save As window will appear. The default document type will be VPE Document. Change this to PDF Document and enter the file name/location that you want to save the document to. Release Notes Accounts Payable On the 1096, the program did not print the "X" in the correct position for the 1099-Misc box. This has been fixed. [7373 01/07/2016 7.55.1355] Fixed "Invalid message" error that could occur under certain conditions when compiling 1099 information. [7379 01/13/2016 7.55.1357] Added Customize button to the Paid Invoice Expense Report to customize the invoice/check detail section of the report. New fields available include cost center description, job/phase descriptions. units, rate, and invoice date. The report will now automatically re-orient to landscape if needed. [7683 04/29/2016 7.62.1441] If a user does not have delete rights on the Payables Check window, the a half-completed check entry would be left in the check file if invoices were selected but the check is not printed or saved. This has been fixed so that the program will delete the partially entered check information if the check entry needs to be abandoned. [7643 04/30/2016 7.62.1441] Added a checkbox to print future invoices (invoices dated after report date) on the Accounts Payable Unpaid Invoice Report. [7694 05/03/2016 7.62.1447] 16 Release Notes Datatech Accounting Software 2016 Year End Update
Added an option to the Bank Reconcilement right-click menu to export outstanding transactions. [7681 06/17/2016 7.66.1483] Fixed an "Invalid message" error that could occur under certain conditions when compiling 1099 totals. [7876 08/07/2016 7.71.1529] On the Bank Reconcilement option to import a transaction file, the program was not handling negative amounts that were formatted inside parenthesis. The program will now handle numbers formatted this way. [7981 09/20/2016 7.76.1591] Added new report, Vendor Check Summary, to print a total of checks issued by vendor for a given time period. Only available for customers running on SQL for now. [8107 12/09/2016 7.81.1708] Accounts Receivable Added option to print a different company name on customer invoices based on the department assigned to the cost center used on the invoice (only available when G/L Departments option is enabled). [7587 03/24/2016 7.61.1412] Fixed a problem with statement printing where the program thought the user was trying to export a statement to Excel and asked for a single account to be selected. [7610 04/04/2016 7.61.1413] When a finalized customer invoice was deleted, the progam was not deleting the line items. This has been fixed. (This didn't cause a problem unless the invoice # was reused, in which case the original line items appeared on the new invoice entry.) [7744 06/01/2016 7.65.1474] On A/R Aging Customize Export option, add Terms Description and Net Days from terms file as exportable columns. [7838 07/20/2016 7.70.1517] Fixed cash receipt entries not appearing on lookup. (Bug introduced in build 1534.) [7908 08/19/2016 7.72.1537] Added option to select invoices by customer P.O. # on Invoice List. [7518 08/22/2016 7.73.1542] Fixed a problem on Labor Contractor Invoice Entry/Edit that allowed invoices in a closed period to be unfinalized. [8099 12/07/2016 7.81.1708] Accounts Receivable Farm Payroll Billing Report was not showing any amounts billed in statement columns. [7519 03/01/2016 7.58.1389] Datatech Accounting Software 2016 Year End Update Year End Update 2016 17
On Blank Paper Custom invoice format, the program was not clearing subtotals between printing invoices. This could result in the first subtotal on an invoice to include amounts from the previously printed invoice. This has been fixed. [7553 03/14/2016 7.59.1403] On the customer invoice entry, the Insert Subtotal Line and Insert Blank Line were both behaving oddly; the new line that was being inserted would appear on the top line of the grid, and after it was saved, the grid would redisplay the invoice line items in the correct order. This has been fixed so that the inserted line appears where it should. Inserted subtotal lines will now be created with a "1" in the Unit Type. This is necessary for the new Blank Paper Custom invoice format which expects a subtotal level to be in this column on subtotal lines. Also, the performance when inserting line items in long invoices should be substantially improved. [7556 03/14/2016 7.59.1404] Added a new setting on the equipment setup billing tab to set the percentage of total expenses that will be billed to a customer using the Farm Management Create Invoices option. [7570 03/17/2016 7.61.1409] Line Item Style setting on the Create Crop Invoice window did not work. This has been fixed. [7669 04/20/2016 7.61.1433] When the "Bitmap Left Justified/Address" option is used for printing the company name on customer invoices, the first invoice that printed did not have the correct margins. Margins were correct on invoices printed after that. This has been fixed. [7874 08/07/2016 7.71.1528] Added a column to print the Average Hourly Rate on the Field Summary Report (farm management billing). [7993 10/01/2016 7.76.1597] On Generate Monthly Statements, the report will now skip inactive cost centers. [8059 11/07/2016 7.79.1665] Farm Cost Accounting Consolidated Crop Report can now convert income from customer invoices to cash basis. If an invoice is not paid within the report's starting and ending dates, the program will not include the income on the report. Income received within the starting and ending dates of the report will be included on the report; transactions for income will reflect the date income was received, not invoiced. If starting and ending dates are not used for the report, the transaction dates will still reflect when the income was received, not when it was invoiced, and unpaid invoices will not be included on the report. [7580 03/21/2016 7.61.1411] When printing a crop report for a prior crop year, the commodity listed at the top of the report was the commodity currently assigned to the cost center, not the commodity that was assigned to the crop year. This has been fixed so that the heading correctly shows what the commodity was for crop year requested. [7634 04/07/2016 7.61.1415] Added Bill Rate to the Equipment ID lookup window. [7492 04/30/2016 7.62.1441] 18 Release Notes Datatech Accounting Software 2016 Year End Update
General Fixed a bug in the Cost Center Summary Report where it did not use the crop year in selecting the data to include on the report. [8096 12/05/2016 7.81.1708] The program will automatically display a help page from the Year End help file when certain windows are opened. This will only happen one time per window. We have added this so that when there are changes that may generate a lot of questions, the Year End help page that has the answers to users' questions will automatically be displayed. [7356 01/02/2016 7.55.1351] Extended time period that the program will automatically ask user to check for program updates from 2/29 to 3/31. [7494 02/20/2016 7.57.1384] General Ledger When closing entries were generated on a company running on a SQL back end database with the legacy chart of accounts system, cash basis adjusting entries were not generated for the retained earning account or any balance sheet accounts that were offset to a P&L account. This has been fixed. [7537 03/10/2016 7.59.1398] Cash basis reports didn't correctly handle unpaid customer invoices from prior fiscal years that are posted to balance sheet accounts. [7547 03/11/2016 7.59.1399] Fixed error messages when deleting entry from general ledger chart of accounts. [7626 04/04/2016 7.61.1415] When the Create Transaction Batch option was used from the Review Journal Transactions right-click menu, the manual journal transactions that were created were not identified by the operator name, so they would appear on the Manual Journal Transactions window for all users. This has been fixed. [7872 08/06/2016 7.71.1527] 12 Month Profit or Loss Report for Cash Basis was printing incorrect balances. This has been fixed. [7873 08/06/2016 7.71.1527] When entering manual journal transactions with the department entry enabled, the program was not posted to the correct department if the user selected a different department than what the cost center was assigned to. This has been fixed. [7926 08/29/2016 7.73.1546] Labor Contractor Reports On the Compile Prior Period Report, if the entries already exist in the file, the program would tell the user zero records were added. This might give the impression that there are no records for the dates/grower entered. The message that is displayed when the process is done has been changed to show the number of records that were already in the Labor Report file. This option does not add duplicate entries to the Labor Report file, so if the file already contains data for the period that you are compiling, it will now be clear that the entries were already in the file. Datatech Accounting Software 2016 Year End Update Year End Update 2016 19
Also, when compiling for a single grower, if that grower already had entries in the file, the program would ask if you wanted to delete the entries for that grower before compiling. However, if the user answered yes, the program would finalize the entire Labor Report file, including any entries for other growers that were in the file. This has been changed so that the program will now only delete the entries for the grower that was entered. [7555 03/14/2016 7.59.1404] Grower entry/edit window will now track changes made to grower account settings in the file audit log. [7887 08/13/2016 7.72.1536] On the Accrued Sick Pay Billing Report, the program will now calculate an average rate per hour for salary employees based on the number of hours on the sick pay plan. If salary wages are billed to different growers, the hours will be allocated between the growers in proportion to the total salary wages. [7819 09/09/2016 7.74.1555] Accrued Sick Pay Billing report was not calculating the correct rate per hour on employees with overtime and doubletime wages. This has been fixed. [7945 09/09/2016 7.74.1555] Labor Contractor-Accounts Receivable When invoice is created from Grower Labor Reports with the "One Invoice Per Ranch" and "General Invoice/Crop,Date" settings, the progam will create a subheading with the field #/name from the Commodity column of the Crop ID setup. Before the program was using the Description, which is where the ranch name was entered, so all of the headings had the same thing. [7699 05/05/2016 7.62.1447] When grower account is set to generate One Invoice Per Ranch, the invoice did not have a subtotal line for all charges for each Crop ID. It printed a Labor Subtotal line followed by a Commission line, but no subtotal after that which meant the commission amount got added into the subtotal for the next Crop ID. A subtotal line has been added that will add up the labor, commission, overhead charges (if any), and equipment charges (if any) for each Crop ID. [7723 05/21/2016 7.65.1469] The Update Line Items setting "General Invoice/Job, Date" option will now combine Rest & Recovery lines with different pay rates into a single total on the grower invoice that is posted to Accounts Receivable instead of printing a separate line for each R&R pay rate that is paid to employees. [7738 05/30/2016 7.65.1471] Added a checkbox to the Rest and Recovery Pay Type grid to control whether or not breaks paid at different rates are summarized on one line on grower invoices. [7760 06/17/2016 7.66.1483] When the Grower Labor Report posted invoices to the A/R, it did not include manual grower charges if the grower account is set up to use the "General Invoice/Crop, Job, Date, Crew" or "General Invoice/Date, Job" options. This has been fixed. [7784 06/20/2016 7.67.1487] Break wages were not being combined correctly when the Summarize Rates box was checked on the grower account. This has been fixed. [7905 08/19/2016 7.72.1536] When a grower is set up to bill the ACA charge hourly but exclude employees that decline coverage, the program was not excluding those hours if the type of line item update was set to General Invoice/Employee. This has been fixed. 20 Release Notes Datatech Accounting Software 2016 Year End Update
[8092 11/30/2016 7.81.1695] Pesticide Application Reporting Payroll On the 7-Day Use Report, the # of pre-harvest days will now print and also added weather conditions to the Envionmental Changes/Comments section. [7727 05/25/2016 7.65.1469] When a pesticide application was deleted, the program would delete the journal transactions for an inventory transaction if it had the same transaction # as the application #. This has been fixed. [7837 07/20/2016 7.70.1517] When special taxability deductions were calculated by the new Daily Payroll Batch Report, taxes were not adjusted after the taxable wages are recalculated. This has been fixed. [7358 01/04/2016 7.55.1352] When printing W-2's the program always excluded employees that had bad address information even if the "Skip Printing of Employees With No Address" box was unchecked. This has been fixed. [7359 01/04/2016 7.55.1352] When the Summary Totals by Wage Type option was enabled for payroll check stub printing, the program printed separate totals for lines that had different entries in the memo column. Since the memo column does not print in that total section, it did not make sense to list separate totals. This has been changed so that the totals are combined regardless of what is entered in the memo column. [7360 01/04/2016 7.55.1352] If there are Worker's Comp G/L Table entries that do not have a workers comp class code, they will disappear when creating entries for new date based worker's comp rates. They will re-appear if a blank worker's comp code entry is made on the W/C Codes tab. The program will automatically create a blank entry. Do not delete it. Best practice is to always set up your worker's comp class codes and rates, and assign them to the Worker's Comp G/L Table, thus avoiding the problem. [7363 01/05/2016 7.55.1353] When entering batch payroll checks, a validation error may be generated if you are using G/L Account and Worker's Comp rate entries by date, even though there is a correct entry in the table. This error has been corrected. [7364 01/05/2016 7.55.1353] For electronic filers of the California DE-9C, a change has been made to handle invalid social security numbers. In the past, it was allowed to leave this blank if the number was not valid. With the fourth quarter of 2015, invalid numbers must be replaced with '999999999'. The program will now do this automatically. [7366 01/05/2016 7.55.1353] The Compile DD amounts option will now get the cost of employer sponsored health coverage from the Prior Year Costs tab page of the Insurance Plan setup window. This allows the costs for the 2016 to be entered while maintaining the costs and employee share amounts for 2015 in the Prior Year table. [7367 01/05/2016 7.55.1353] Federal and state subject wages were not updated on the employee accounts when checks were issued for H-2A employees (although the subject wages were correctly calculated on each check). This required that the Fix Employee Totals option be used to update the employee account or YTD archive Datatech Accounting Software 2016 Year End Update Year End Update 2016 21
records with the federal subject wages to print on the W-2. This has been fixed, so going forward using the Fix Employee Totals option will not be required before issuing W-2's. [7368 01/06/2016 7.55.1354] Fixed a problem on the 2 per page W-2 format where the employee's last name was printing immediate after the first name instead of in the box for the last name. (3 per page and 4 per page were ok) [7369 01/06/2016 7.55.1354] Added an option to the Batch Payroll Check Report to print an Equipment Costing Report to list all equipment charges after the main Batch Check Report. [7243 01/07/2016 7.70.1517] Printing mulitple W-2's from a selection list was not working. It has now been fixed. [7380 01/14/2016 7.55.1357] Added new miscellaneous deduction amount calculation method, "Flat w/percent Cap". This allows you to specify a flat amount for the deduction, but to have a cap on the deduction based on a percentage of the employee's gross wages. This can be used for insurance deductions where a specific amount each week is to be deducted, but the employee's contribution cannot exceed 9.5% of their gross wages. [7383 01/14/2016 7.55.1357] When using the Compile DD Amounts option on the Edit Addtional W-2 Info window, the program was not clearing DD amounts for employees that were not on the report. This means that if an employee archive record was incorrectly updated with a DD amount because of an incorrect enrollment record and the employee wasn't actually enrolled in coverage, the amount would not be zeroed out the next time the Compile DD Amount option was used. Now the program will zero out all of the amounts on the YTD archive records before updating the records with the amounts from the report. This change means that if an account is edited manually after the Compile DD Amounts option is used (ie. a DD amount is manually entered because the employee's coverage information is not in the HR system) then the program will wipe out that amount and it will need to be entered again if the Compile DD Amounts option is used again. [7389 01/18/2016 7.55.1359] When an employee has a coverage record that spans multiple plan years, the program would pick up the monthly cost from the earlier plan and not the second plan, then multiply the number of months the employee was coverage by that cost. This resulted in an incorrect cost be determined for the DD amount. (If the employee had one coverage record entered for each plan year, then the costs were picked up correctly for each plan year.) The Compile DD Amounts option has been modified to determine the monthly cost for each month in the coverage period, and then the costs for each month are totaled and this total is printed on the report and updated to the YTD archive record. [7390 01/18/2016 7.55.1359] Improved performance when opening the Edit Additional W-2 Information window and entering the year to display. [7391 01/18/2016 7.55.1359] 22 Release Notes Datatech Accounting Software 2016 Year End Update
Added import option for UABT end of year coverage file on the Edit Additional W-2 Info window. This option will read in the cost and coverage information from the UABT spreadsheet. Two reports will be generated, one with the cost information and the other with the coverage information. After each report is previewed, the user may review the information and then tell the program whether or not to update the information in the system. Cost information will be reported using the DD code in box 12 on the W-2. If coverage information is updated, the program will change the starting and ending dates of existing benefit records so that they match the information in the file. If necessary, the medical plan will also be changed (medical plan is identified by the group #, so the medical plan setup in the HR program must have the correct group # for each plan for this to work correctly). If necessary new coverage records will be generated. The coverage information will then be used in generating the 1095-C. [7395 01/18/2016 7.55.1361] On the YTD Employee Wage Detail Archive Report, if there is a problem with a SS or medicare deduction, the list now includes the wages, deduction amount, deduction expected and difference. [7408 01/21/2016 7.55.1362] When printing the Custom Miscellaneous Deduction Report for a single employee, if the employee's date of last check was not after the starting date of the report, the report would go into an infinite loop. This has been fixed. When running the report for all employees, if the employee's last check date has not been updated correctly so that it is prior to the starting date of the report, then the employee would be left off of the report. This has been fixed. [7419 01/26/2016 7.55.1371] On Employee Earnings Record window, Ctrl+A did not work to save the report as a PDF. Instead it selected Alphabetic ordering for the report. This has been fixed. [7375 01/30/2016 7.55.1371] Made adjustments to printing positions of W-2c form to align better with 8-2014 form revision. The 8-2104 revision will be included in updates in case customers do not have these form bitmaps. Also added code to detect changes to employer sponsored health care amounts (DD code, box 12) and print forms when this changes. Fixed a bug when printing the employer contributions to HSA accounts. [7438 02/01/2016 7.55.1372] Payroll Fix Employee Totals option for quarterly totals was not updating all accounts with totals when running on a SQL back end. This has been fixed. [7443 02/02/2016 7.55.1375] When the deduction type on an employee accounts was changed to None and it had already been used earlier in the year, the payroll check stub did not show the YTD amount that had been deducted. Now the check stub will show the amount, although the description for the type of deduction is cannot shown (because this is based on the type selected in the employee file). (Generally, once a deduction has been used it the type should not be changed until the end of the year.) [7444 02/02/2016 7.55.1375] Datatech Accounting Software 2016 Year End Update Year End Update 2016 23
When using the Fix Employee Totals to fix totals to the YTD archive file on SQL database back end, the program would zero out wages in all years, requiring the totals to be fixed for other years. This has been fixed. [7450 02/04/2016 7.55.1376] Added payroll security level check to W-2 printing. This makes it possible to allow access to the W-2 printing option to allow an employee to reprint W-2's without being able to print W-2's for restricted employees. [7470 02/08/2016 7.55.1379] Added a new setting under Tools->Program Setup->Payroll->Settings for the default pay cycle to use on new employee accounts. Previously the program defaulted the Pay Cycle to Weekly. This will still be the default, unless it is changed on the Program Setup window. Customers that use a different setting for most of their employees can change this so that they don't need to remember to change the Pay Cycle when setting up new accounts. [7491 02/22/2016 7.57.1384] Revised Bank of the Sierra formats (format 2 is same as format 1, just no voids). Comma separated value file, with check #, amount (no decimal point), payee, and date in mmddyyy format (no slashes). Per the bank, the old format (space separated text file) is no longer accepted. [7524 03/04/2016 7.58.1390] Added new CSV format for Bank of America to Export Checks to Positive Pay. [7385 03/05/2016 7.59.1398] On Labor Analysis Report, added "Last 4 S.S. #" field as one of the available field to include on report. [7552 03/14/2016 7.59.1400] When DD amount changed on YTD archive file, it did not always trigger a W-2c to print. This has been fixed. [7554 03/14/2016 7.59.1403] Daily Payroll Batch Report did not calculate the Regular Rate of Pay rate for sick pay if a there was any break time. This has been fixed. (If the rate of pay calculation was set to Lookback Period then the program did calculate the average hourly rate over the past 90 days). [7558 03/15/2016 7.60.1406] On the Rest and Recovery Pay Rate Report, the progam would include wages for sick pay (but not the hours) in the pay rate calculation. This has been corrected so that sick pay wages are excluded from the calculation. [7559 03/15/2016 7.60.1406] Added new setting to control how the hours for vacation, sick pay and holiday pay are printed on the check stub. The default behavior has been (and continues to be) that these hours will be printed and totaled in the "Hours" column on the check stub. However, if you want the Hours column to only include hours actually worked, printing the vacation/sick pay/holiday hours will add them into the total that is printed at the bottom of the check. The new setting in Program Setup->Payroll->Check Printing allows you to shift the hours into either the Pieces column or the Units/Non-Piece Units column. 24 Release Notes Datatech Accounting Software 2016 Year End Update
Important Note: the Units and Non-Piece Units columns are not enabled on the default payroll check stub, so if you choose this option and don't change your custom check format, the hours will not print anywhere! [7562 03/15/2016 7.60.1406] Under certain conditions, the regular wages on the Rest & Recover Pay Rate Report could included additional wages that should not have been included (such as sick pay). This has been fixed. [7567 03/17/2016 7.61.1409] Daily Payroll Batch Report was not updating the rest and recovery lines with the calculated pay rate. This was introduced in the prior build, 1408. [7568 03/17/2016 7.61.1409] Export Checks to Positive Pay will now exclude miscellaneous transactions and transfers from the export file. Previously the program would include these when it did not need to since these are electronic transactions, not checks issued. Most of the time these were filtered automatically because they are generally not entered with a transaction #. But when a transaction # is entered, the program included them will checks issued. [7569 03/17/2016 7.61.1409] For the RaboBank CIT_CSV_01 format, the program will now list the payee as "VOID" on voided checks. [7574 03/21/2016 7.61.1410] For the Oregon quarterly MMREF file, added state income tax withheld for quater in the RS record, per SSA specs. [7619 04/01/2016 7.61.1413] When an employee has no employee contribution to a 401K plan, but there is an employer contribution, the Payroll Journal would get an error on the Employer Contribution Accrual G/L #. This has been fixed. [7631 04/07/2016 7.61.1417] On Standard Minimum Wage Verification, in some cases the program could generate an adjustment for a fraction of a cent, which would throw the check gross wage total out of balance with the line items. (This typically depending on the total hours and the minimum wage rate, so it did not show up frequently.) This has been fixed. [7633 04/07/2016 7.61.1418] When printing W-2's, the program did not record the amounts for Roth 401(k), Roth 403(b), and employer health coverage cost (DD) amount. This means that when printing a W-2c or generating an electronic W-2c file, the original amount reported for these items will always be zero. This has been fixed. To work around this, enter the original amount reported on the employee's W-2 on the employee archive record and print the W-2. Then enter the corrected amount on the employee archive record (and DO NOT print the W-2). The W-2c will now be able to report the original amount and the corrected amount, as will the electronic W-2c file. [7644 04/13/2016 7.61.1430] Batch Payroll Check Entry will now do a validation check on the pay period dates entered. The program will require that the ending date be after the starting date. It will also check to make sure the pay period length matches the employee's pay cycle setting. If the dates do not match the pay cycle, it will ask the user to confirm that the dates are correct. Also, if a starting date is entered more than 30 days prior to or 14 days after the current date, it will ask the user to confirm that the dates are correct. Datatech Accounting Software 2016 Year End Update Year End Update 2016 25