Year-End Procedures for Windows
Well it's that time of year again. I can't really figure it out, but 2011 went by in a big time hurry. We thought that again this year it would be nice if we could provide you with information regarding that year-end tradition of finishing up your general ledger and getting it together for the new year. For the next several pages, this issue of the DASI Bits & Bytes will be dedicated on how to wrap-up your general ledger for this year, and begin the process for the New Year. If you will follow all these instructions step-by-step, you should have no problem with this once a year procedure, and hopefully it will take a lot of the pain out as well.
Make A Backup
The very first thing to do before we begin any updating or processing of information is to make a complete backup of all data files. We cannot stress how important this first step is. If anything should go wrong in this rather lengthy procedure, you need to be able to put "Humpty-Dumpty" back together again.
First step is to launch DASI for Windows. Now, click on the + mark next to General Ledger; next click on the + mark next to Utilities. You will now see a folder titled, "Roll Beginning Balances Forward." (See the screen below). Now, go to the next step.
General Ledger
After double clicking on the roll balances forward option, you will see the following screen:
Next, read the explanation on what is about to happen. The big difference here is that there is no suspend year. This just rolls your current year into the new year and leaves all detail transactions in place for you to review at anytime in the future. Now, click on the button.
Again, take note of the warning. BACK YOUR SYSTEM UP before proceeding. If you already have, then click on the "Yes" button and the new year will be setup ready for you to begin.
When the roll over feature has completed its process, you will see the following screen:
One last step. You change years by selecting the "Fiscal" button at the bottom of the screen. To move to the new year, click on the button titled, "Fiscal 2012." You will now see the following:
You will now see the "Select a New Fiscal Year" option screen. This screen shows 2011. To move to the new year 2012, click on the selection showing 2012 and then click "Ok."
Now verify on your screen (at the bottom), that you are indeed in Fiscal 2012. If so, you are ready to go.
Finally --- if you are still using any of our DOS modules, please click the back key or proceed to the previous screen and click on the year end procedures for DOS.
How to begin a new Payroll
To begin the new payroll year, simply look at the bottom of the main screen and you will see "Calendar XXXX" where the X donates the current year. To begin the new payroll year, simply click on the word "Calendar" and a window will pop up. Change that current year to the new year and then click ok. You do that by clicking on the up arrow to advance to the new year.
Now, under Payroll > Utilities > Company Setup, you will need to click on the FICA tab at the top. Now change your Social Security Ceiling to $110,100.00. Now click NEXT and you will see the following screen:
What is referred to as the "Withholding Allowances" have been changed for the new year. Modify your table with the numbers shown on this screen. Note: The percentages for married and single do not change at this time.
Finally, click on the Next Tab for FUTA. The percentage did change midway in 2011 but the ceiling did not change for this year. The percentage should be: 0.60 and the ceiling should be $7,000.00
The next step is download the new Federal Tax Tables. You will find that information on the Download screen where you normally download your updates. When you click on the file, just make sure you have it in the following folder: \DASI\DATA\XXX, where XXX is the user number. You will need to save this file for every company you have setup to run payroll. (i.e. for company number 001, the file location is: \DASI\DATA\001. The system will advise you there is an existing file already there, just tell it to over write the old file.
Finally ... the last step is check your State Unemployment Percentage and change if necessary. To do that click on the following: Payroll > Masterfiles > Tax Tables > State Withholding. You will now the following screen:
Note the percentage in the upper right corner under the title of "State Unemployment (SUTA)." If your percentage changed, change it here to reflect the new number for the new year.
That's it, you are now ready to begin a new payroll year. When you are ready to print your W2's, simply change the calendar year back to the previous year, print your W2's, and then return to the new year.
Since all payroll information is being now stored by individual check for each employee, you can go back to any previous year to look, retrieve, or print any information needed.
Last modified: May 20th, 2012.