Sage MAS 90/MAS 200Payroll Year-end Webcast December 2010 Presented by: Robin Reeder
Welcome / Introductions Robin Reeder email@example.com • 23 years experience in technology consulting • Primarily Distribution and Manufacturing • 15 years experience with Sage MAS 90, MAS 200 & MAS 500 • Certified in Sage MAS 90/MAS 200/MAS 500/SageCRM/SageAbra • Heads up Client Service Team for BKDT Sage Team • Heads up our Missouri/Kansas/Arkansas/Oklahoma Regions
Agenda• Welcome / introductions• Sage MAS 90/MAS 200 version updates• Important facts to remember• Year-end checklist for the payroll module• FAQs• Files to backup and archive• Purging data• Support resources• Other information• Questions & answers
Sage MAS 90/MAS 200 - version 3.71Retirement •Last Payroll W-2 Update • December 2009 •Last Accounts Payable 1099 Update • December 2009 •All support ended June 30, 2010
Sage MAS 90/MAS 200 version 4.00-4.10Retirement •Last Payroll W-2 Update • December 2010 •Last Payroll Tax Table Update • September 2011 •Last Accounts Payable 1099 Update • December 2010 •All support ends September 30, 2011
Sage MAS 90/MAS 200 version 4.3• Current version is 220.127.116.11• Service update 19 released 09/27/10
Sage MAS 90/MAS 200 version 4.4• Current version is 4.40.0.03• Product update 3 released 09/27/10
Year-end Processing - Important Facts toRemember • In Payroll, there is NO Future Period. The Payroll module is based on a calendar year. This means 2010 year end processing must be performed before 2011 payroll data can be processed.
Year-end Processing - Important Facts toRemember • W-2s must be printed before performing Payroll Quarter and Year End Processing.
Year-end Processing - Important Facts toRemember If you must run a payroll in 2011 before your W-2 are printed, • copy your live company into an archive company • perform Payroll Quarter and Year End processing the live company • process 2011 payroll in live company
Year-end Processing - Important Facts toRemember If you must run a payroll in 2011 before your W-2 are printed … continued…… • Before you run W-2s from the archive company, install last year’s tax table updates • Print W-2s from your archive company.
Year-end Processing - ImportantFacts to Remember• Tax Tables are system-wide files. Once the 2011 Tax Table Update is installed, rates and limits will be updated for all companies on the computer, not just those that have been closed for 2010.
Year-end Processing - Important Facts toRemember• The limits printed on W2 forms are being read from the tax table, not the employee master file. Therefore, 2010 W2 forms will not print correctly if the 2011 Tax Table Update is installed prior to printing the 2010 W2s.
Year End Processing - Important Facts toRemember• Copy your payroll data into a new (archive) company and print all of your year end forms and reports from this company.• Do not perform year end processing in the archive company.
Year-end Processing - Important Facts toRemember • Payroll Year-End Processing in Sage MAS90/MAS 200 can not be “reversed.” It can only be restored from a current backup. Reopening a year is not allowed. Data for the current year is cleared during Year-End Processing with the exception of Perpetual History files.
Year-end Processing - Important Facts toRemember • You should always keep a backup of the archive company • Payroll is always managed on a calendar year basis, EVEN IF YOUR COMPANY HAS A FISCAL YEAR.
Year-end Processing - Important Facts toRemember • If you are on a calendar year with your General Ledger and plan to close other modules at this time, make sure you close all modules based on the Sage MAS 90 / MAS 200 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.
Year-end Checklist• Install the latest Interim Release Downloads (IRDs) from Sage Software Online• Check payroll set up options • Retain year to date check history • Retain perpetual payroll history • Current year and quarter• Set the payroll accounting date to 12/31/10• Verify all checks/adjustments have been entered and updated• Copy the payroll data to an archive company
Year-end Checklist• Print the regular quarterly payroll reports • At a 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
Year-end Checklist• Reconcile the data from all reports • Be certain to reconcile both QTD and YTD totals.• Make sure Electronic Reporting files, if applicable, are processed and created.• Back up your data to an archive company• Perform Quarter and Year End Processing in the live company.• DO NOT close the archive company• Install Tax Table Updates only after W-2s are printed and reconciled.
Year-end Checklist• Print and verify W-2 forms (Archive) • Open Payroll | Period End | W2 Form Printing • Select required options, including box 12 codes and the correct W2 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.
Year-end Processing - What happensduring 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
Year-end Processing - Whathappens…….continued • Check History file is cleared • All terminated employees are purged – but caution……. • Inactive employees are processed in the same manner as active employees • Employee non-pension plan deductions with goals that have been met are removed
Year-end Processing - Whathappens…….continued • 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 the limit has been reached for the deduction code.
Year-end Processing - Whathappens…….continued • Reset Balance at Year End in Deduction Code Maintenance • If unchecked AND the deduction goal is met, the deduction is removed for the employee. • If unchecked AND the deduction goal is not met, deduction is continued until goal is met.
Year-end Processing - Whathappens…….continued • Resets Pension Plan, Cafeteria Plan Deduction, Allocated Tips, Fringe Benefits, Non-Qualified Plan, and Dependent Care Benefits fields to zero. • Current year is incremented by 1 • Current quarter is changed to 1
Year-end Processing FAQsQ: Where can I find the Company Name that prints on the W-2?A: The Company Name that prints on the W-2 Form comes from Company Maintenance on the Library Master Utilities menu. Insert the Company Name when defining your Company Code.
Year-end Processing FAQsQ: Where can I find the Company Tax ID Number that prints on the W-2?A: The Company ID that prints on the W-2 Form comes from Tax Table Maintenance on the Payroll Setup menu. Enter FED for Federal or the two-letter state code such as IN or MO.
Year-end Processing FAQsQ: How do you copy the payroll data from one company to another?A: Use the SVDATA utility to copy all data file information from one company to another if you are using MAS 90 3.71 or prior. Click on the Copy button in Library Master | Company Maintenance if you are using 4.0 and above.
Year-end Processing FAQsQ: Is there a way to make corrections to the W-2?A: Incorrect figures should be researched in depth to determine the cause. Verify that the incorrect figures have not affected other reports. Once you are satisfied with the integrity of your payroll data and still need to make corrections to the W-2s, click the Fix button in Tax Summary. This option will allow you to make changes to the W-2s for specific employees. From the Main menu, select Employee Maintenance after selecting the employee record to be changed, click the Tax Summary button, make your record selections, and then click the Fix button.
Year-end Processing FAQsQ: Where is the Fix button in Employee Tax Summary?A: The Fix button will only be available if the user is logged on with a user code that has Supervisor rights. If no security is set on the system, at least one user code must be entered with the Supervisor Rights check box selected in order to have a “fix” option.
Year-end Processing FAQsQ: What happens to the Employee Deduction Codes found in Voluntary Deduction Maintenance after I perform Year-end processing in Sage MAS 90 / MAS 200?A: For an employee deduction code with an established goal: If the goal has been reached, the deduction is removed from the employee. If the goal has not been reached, the deduction code remains in the employee’s record.
Year-end Processing FAQsQ: How can I display dependent care benefits on W-2s?A: The amount must be entered manually, then it will print in Box 10 of the W-2 form. Open Payroll / Main / Employee Maintenance Click the look up button, and select an employee. Click the Tax Summary button. Click the Federal button Enter the amount in the Dependent Care field.
Year-end Processing FAQsQ: Why am I getting an error that says “Check Date Past the Quarter Ending Date”?A: Check your Payroll Posting Date. The Check Date defaults to the Payroll System Date. If the Payroll System Date falls outside the current quarter as set in the Payroll Options, you will get this message. If the Payroll System Date is not set for the current quarter, either the date must be changed, or the quarter must be closed.
Year-end Processing FAQsQ: How are payroll taxes calculated?A: Sage MAS 90 / MAS 200 payroll annualizes wages in the calculation of withholding taxes, which is why it may differ from the Circular E distributed by the IRS. Annualizing offers a more exact method of calculating taxes.
Year-end Processing FAQsQ: Where do Box 13 check boxes get their information?A: The Pension/Profit Sharing check box and the Statutory Employee check box need to be selected in Employee Maintenance for the boxes to be checked automatically by the system. The Third Party Sick Pay check box must be selected manually.
Year-end Processing FAQsQ: 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.
Year-end Backup - Sage MAS 90/MAS200 version 3.x• Backup the entire MAS 90 directory if possible• Backup the xxyyy directories where xx = module code and yyy = company code (APBKD, ARBKD, GLBKD, etc.)• Also backup the Home & SOA directories• Label backup and store offsite
Year-end Backup - Sage MAS 90/MAS200 version 4.x• Backup the entire MAS 90 directory if possible• Backup the MAS_yyy directories where yyy = company code (MAS_BKD, MAS_IOS, MAS_MMH, etc.)• Also backup the Home, SOA, MAS_SYSTEM, and MAS_USERS directories• Label backup and store offsite
Year-end Purging• Make sure that 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 THE “LIVE” COMPANY FOREVER!!
Helpful HintsOrder your forms early.Order W-2s, W-4s, and 1099s early.Avoid shipping delays.Order extra forms to allow for printingerrors and problems.
Helpful HintsPrint your forms on plain paper first.Use this printing to validate information andcheck alignment.
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Conclusion By Monday 12/20/10 we will email you our 2010 Year End Closing Procedures Manual, a copy of these slides, and 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, email me and I will find out for you. If you have any questions, please email me at firstname.lastname@example.org
Conclusion Everyone at BKD Technologies wishes you and your family a Merry Christmas!