Calendar Year End Procedures - Payroll

If you need detailed instructions on any of the steps below, please contact us at 901-382-1634.
 

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q    1) Verify that you have the latest service pack installed. Within Great Plains, go to Help | About Microsoft Business Solutions Great Plains. Under Version Information, Great Plains will tell you what version you're one. (Only versions 9.0 inclusive of service pack 4 and 10.0 inclusive of service pack 3 are currently supported by Microsoft.) If you do not have the latest service pack, contact Computer Resources or your IT department.

q    2) Complete all 2008 pay runs.

It is important that you complete all pay runs for 2008 before you install a 2009 Payroll tax update. If you install a 2009 Payroll tax update before completing your pay runs, taxes will be calculated at 2009 rates for the remainder of the 2008 pay runs. If a 2009 tax update is installed prior to  creating Year-End Wage file, your W-2s would report incorrect information, due to changes in FICA limits.

q    3) Complete all monthly and quarterly payroll period-end procedures for the current year (optional).

q    4) Back up your 2008 GP data. Label the backup "2008 Pre Year-End Wage file." The Internal Revenue Service requires you to keep these records for at least four years. (Go to File | Backup).

q    5) Install the year-end update on each workstation. Before installing the update, ask all users to exit GP until the update is complete on every workstation. Follow only the instructions that apply to your Dynamics GP version. Be sure you select Year-End Update not Payroll Tax Updates

Install Update For Release 9.0:

a) Download the update from CustomerSource(https://mbs.microsoft.com/customersource/support/downloads/taxupdates).

b) Double-click the file that you just downloaded. Review the instructions in the Welcome window.   Choose Next.

c) When the installation is complete, the Installation Complete window appears. Choose Finish.

d) Start Microsoft Dynamics GP Utilities. (Start >> Programs >> Microsoft Dynamics >> GP 9.0 >>  GP Utilities)

e) A message appears, prompting you to include new code. Click Yes.

f) After the code is included, the Welcome to Microsoft Dynamics GP Utilities window opens.

g) In the Welcome to Microsoft Dynamics GP Utilities window, verify your server name, enter the system administrator user ID and password, and choose OK.

h) Click Next in the second welcome window.

i) In the Upgrade Microsoft Dynamics GP window, click Next. The Server Installation Progress window describes the process as it progresses.

j) In the Update System Tables window, click Update to update the tables. Click Next when updating is complete.

k) In the Upgrade these companies window, click Next. All companies are selected to be updated.

l) In the Confirmation window, click Finish. Microsoft Dynamics GP Utilities updates your company databases. This process may take several minutes to complete. The Server Installation Progress window describes the process as it progresses.

m) After the update process is finished and is successful, the Additional Tasks window will open, where you can start Microsoft Dynamics GP, or exit Microsoft Dynamics GP Utilities. Depending on the components installed, you may be instructed to restart your computer.

n) After installing the U.S. 2008 Year-End Update on a server for Microsoft Dynamics GP, install the U.S. 2008 Year-End Update on all remaining client computers. You can set up Automated Client Update to update all client workstations. For information about setting up the automatic updates, refer to your System Administrator manual.

o) To confirm that the update is installed, open the Payroll Setup window. (Tools >> Setup >> Payroll >> Payroll) Check the Last Year-End Update date. It should be 11/14/2008.

Install Update For Release 10.0:

a) Download the update from CustomerSource (https://mbs.microsoft.com/customersource/support/downloads/taxupdates).

b) Double-click the file that you just downloaded. Progress windows appear as space requirements are verified and files are installed.

c) A message may appear, asking if you want to restart now or later. Click No, to manually restart later. The installer will continue patching any remaining components.

If you click Yes to restart now, you will need to run the update .msp file again after restarting.

d) After the installation is finished, manually restart your computer if a message directed you to do so earlier.

e) Start Microsoft Dynamics GP Utilities. (Start >> Programs >> Microsoft Dynamics >> GP 10.0 >> GP Utilities)

f) In the Welcome to Microsoft Dynamics GP Utilities window, verify your server name, enter the system administrator user ID and password, and click OK.

g) In the second welcome window, click Next.

h)  In the Upgrade Microsoft Dynamics GP window, click Next. The Server Installation Progress window describes the process as it progresses.

i)  In the Update System Tables window, click Update to update the tables.

j) In the Upgrade these companies window, click Next. All companies are selected to be updated.

k) In the Confirmation window, click Finish. Microsoft Dynamics GP Utilities updates your company databases. This process may take several minutes to complete. The Server Installation Progress window describes the process as it progresses.

l)  After the update process is finished and is successful, the Additional Tasks window will open, where you can start Microsoft Dynamics GP, or exit Microsoft Dynamics GP Utilities.

m) After installing the U.S. 2008 Year-End Update on a server for Microsoft Dynamics GP, install the U.S. 2008 Year-End Update on all remaining client computers. You can set up Automated Client Update to update all client workstations. For information about setting up the automatic updates, refer to your System Administrator manual.

n)  To confirm that the update is installed, open the Payroll Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Payroll >> Payroll) Check the Last Year-End Update date. It should be 11/14/2008.

q    6) Create the year-end file. (9.0 Tools >> Routines >> Payroll >> Year-End Closing) (10.0 Microsoft Dynamics GP menu >> Tools >> Routines >> Payroll >> Year-End Closing.) Type 2008, and click Process.

2009 Payroll tax updates can be installed any time after the Year-End Wage file has been created.

q    7) Make a backup of the new file and label it "2008 Post-Year-End Wage File". This backup must be separate from the "2008 Pre Year-End Wage File"  (Go to File | Backup).

q    8) Verify W-2 and 1099 statement information. Go to Tools | Routines | Payroll | Edit W-2s (or Edit 1099 Rs). If you make changes, we recommend repeating step 6.

q    9) Print the W-2 statements. Go to Tools | Routines | Payroll | Print W-2s. Specify Normal Year-End and in the lower right corner, choose W-2 Forms (or W-3 Transmittal Form). You can print W-2 statements and W-3 forms as many times as you need to.

q    10) Print the 1099-R forms and the 1096 Transmittal form. Go to Tools | Routines | Payroll | Print 1099Rs. Be sure to select 1099-R Forms (or 1096 Transmittal Form) in the Print box on the right. You can print 1099-Rs and 1096 forms as many times as you need to.

q    11) Create a magnetic media file (only available on some systems). Go to Tools | Routines | Payroll | W-2 Magnetic Media. Select each company you want to include in the file. Enter your PIN and click Submitter. Enter the authorized submission information and close that box. Choose the appropriate file destination in the File Name box. Create File.

q    12) Archive inactive employee Human Resources information (optional). Go to Tools | Utilities | Human Resources | Archive Employees.

q    13) Set up fiscal periods for 2009. Go to Tools | Setup | Company | Fiscal Periods. Type 2009 and click Calculate, then OK. Note: you may wish to close all periods except period 1 to prevent users from posting to future periods.

q    14) Close fiscal periods for the payroll series for 2008 (optional). Closing periods prevents users from posting to the wrong period or year. Before you close a period, verify that you have posted all transactions for that period and year for ALL modules. Go to Tools | Setup | Company | Fiscal Period. Select Payroll for each period you close.

q    15) Install the Payroll tax update for 2009. Be sure you have run your last payroll for 2008. The update should be installed before your first pay run for 2009. (The automatic process below is only available in version 10. If you're on version 9, you must download the file from CustomerSource.)

a) Back up your system. (Go to File --> backup. Choose System Database as the company name.)
b) Go to Help | Products and Services | Check for Payroll Tax Updates  (be sure you select Payroll Tax Updates not Year-end Updates).
c) Choose Automatic
d) Enter your Authorization Number (usually your 10-digit phone number)
e) Exit and re-enter Great Plains on each machine. Click yes to include new code.
f) Go to Tools | Setup | System | Payroll Tax. Last Tax Update should read 1/1/2009.

Please note that we will be closed on 12/26/08 and 1/2/09. Call Microsoft Business Solutions directly if you need assistance on those days: 800-456-0025

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