Frequently Asked Questions
Payroll
W2s are reporting the wrong information for the employees, what can I check?
When do I run year end in Payroll? Before loading the Tax Update or after?
Do I close the year before running the W2's?
What do I do when the year does not close after running the year end process?
Do I have to run month end?
Do I have to run quarter end before closing the year?
How can I install the Tax Update?
Why is Payroll prompting me to enter my serial number and activation key again after loading the Tax Update?
Can I have an earning that is exempt from Federal and State withholding, but have Social Security, Medicare and Futa withheld?
Why is the Federal or State withholding amounts not matching my wage bracket?
How do I deduct an exact federal withholding amount instead of the calculated amount?
Accounting
What do I do if the General Ledger will not close when running Period End as it states General Ledger transactions are un-posted?
Do I have to close 2005?
Do I have to close 2006?
Can I run reports after the year is closed?
Point of Sale & Order Entry
Do I have to run the year end procedure in Point of Sale?
Do I have to run the year end procedure for Order Entry?
Payroll
W2s are reporting the wrong information for the employees, what can I check?
The W2's pull from the accumulation cells at Edit-Employee Accumulations, under the year column. If you have closed the year before printing the W2's the year column will be populated with 0.00 (unless you had amounts in the Next Quarter column), therefore you must restore a backup prior to have run the year end routine.
When do I run year end in Payroll? Before loading the Tax Update or after?
It depends on whether there are any changes to the year end forms you need printed prior to running year end. For example, if the Tax Update contains form changes for the W2s, you must install the Tax Update prior to running year end, as you cannot print W2s after year end.
If no form changes are made to any year end report, you can run year end at either point; it will not affect the year end procedures.
Do I close the year before running the W2's?
No, you will need the year open in order to print the W2's.
What do I do when the year does not close after running the year end process?
Restore the backup made prior to running the year end procedure. Run Drop Indexes and Recover from the Utilities option. Run the year end process again. Make note of any error messages.
Do I have to run month end?
If you print reports based on monthly totals, either from DacAccess or the Codes History areas, you will need to run month end in order for them to be incrementally correct. If you do not run month end reports, this process does not need to be completed.
Do I have to run quarter end before closing the year?
It depends which quarter you are currently in. If it's in the 3rd quarter, you will need to close the 3rd quarter before closing the year. If it's in the 4th quarter, you can go straight to closing the year.
How can I install the Tax Update?
If you received a Tax Update in the mail; be sure to have the DacEasy Payroll program closed prior to installing. Insert the tax update CD and follow the prompts. If you are a current Tax Subscriber, you can also download the Tax Update, once it is made available. Access Periodic-On-Line Tax Update. Enter your DacEasy Customer ID and click the icon, Check Now. The Welcome Tax Update Web page will be minimized to the Windows Toolbar, click on it. Scroll to the last available update, click on the .exe file and download the file to your Windows desktop. Once it has finished downloading, with DacEasy program closed, run the install that was downloaded.
Why is Payroll prompting me to enter my serial number and activation key again after loading the Tax Update?
If your program is for single-user, you may have installed the tax update as a network-user, or visa versa, it will request you to enter the serial number, therefore reinstall the tax update again as single-user and it will correct the problem.
Can I have an earning that is exempt from Federal and State withholding, but have Social Security, Medicare and Futa withheld?
Yes, the easiest way to achieve this is in the following manner:
- Setup up a UDE (user defined earning at Edit-Codes) and mark is as S T T under the Federal-State-Local columns.
- Access Edit-Federal Taxes and change the Supplemental Earnings % to 0.00 under table 01.
Why is the Federal or State withholding amounts not matching my wage bracket?
After calculating your payroll, you may notice the federal or state withholding amounts do not match your wage bracket. That is because DacEasy, like other computerized payroll systems, uses a formula to calculate withholding. This is commonly known as the percentage method. This method was designed for computer payroll systems. It is more accurate than the wage bracket tax table's method since the program calculates withholdings on an annual basis versus a periodic basis. The percentage method calculates to the penny as opposed to the tables which round off the result. The difference you notice can be anywhere from one cent to a couple of dollars.
How do I deduct an exact federal withholding amount instead of the calculated amount?
- Choose Employee Information from the Edit menu. Enter the employee's code.
- Click the Federal tab. Enter 99 in the Allowances field in the Federal Tax Information area. By entering 99 in this field DacEasy Payroll does not calculate a federal tax for this employee.
- Enter the amount the employee wants withheld in the Additional Withholding field in the Federal Tax Information area. Click OK to save the changes.
Accounting
What do I do if the General Ledger will not close when running Period End as it states General Ledger transactions are unposted?
There is a transaction in the General Ledger that is marked as unposted. Run journals to look for any unposted transactions. For any journal that prints you must post that particular period. If all journals report "No records Found" access File-Utilities. In the File Selection field enter 27, General Ledger Header. At the File Operation field select Transaction Viewing and click OK/F10. In the Lookup, scroll to the right stopping on the Posted field and click on the title bar. All items for the year you are closing should be marked as Y for Posted. Page down looking for any items marked as N for no. If any are found, they may be marked as "Deleted" under the Reference column. These already deleted items may be removed from here by clicking Delete or F6.
Do I have to close 2005?
This will depend on your period structure. DacEasy Accounting allows 24 periods. When the date is outside of the 24 date/period range, you will need to close your 1st year. Review the Period's table at Edit-Defaults-Company Information and click on the Periods Tab. Only 24 months can be used at any given time. Therefore, if the calendar year of 2005 is present and you are trying to go forward into 2007, you will have to close 2005 before you can access 2007. Editing this area manually will not close the year.
Do I have to close 2006?
If 2006 is your 1st year, you can leave it open. If 2006 is your 2nd year, you will need to close 2005 before working in 2007.
Can I run reports after the year is closed?
You can run the Trial Balance to see the new beginning balances that are carried over after closing the year. The same is true for the General Ledger Activity report, but there will not be activity until you enter new year transactions.
Point of Sale & Order Entry
Do I have to run the year end procedure in Point of Sale?
If you are running DacEasy Point of Sale interfaced with DacEasy Accounting, it is not required to run the Year Routine in the Point of Sale module.
If you are not running DacEasy Point of Sale interfaced with DacEasy Accounting, the Year End routine updates the historical information for customer, product, service, and tax files. It also clears the Sales and Commission information in the Salesperson file.
Do I have to run the year end procedure for Order Entry?
If you are running DacEasy Order Entry interfaced with DacEasy Accounting, it is not required to run the Year Routine in the Order Entry module.
If you are not running DacEasy Order Entry interfaced with DacEasy Accounting, the year end process updates the historical information for Customer, Product, Service and Tax files. It updates the salesperson history by moving the first year Sales and Commission amounts to the second year.
|
