end of year procedures · employee w2 the employee w2 wizard will come up for the user to select...

Version 5.10.6

Updated: May 18, 2015

End of Year Procedures

FIS 5.10.6

Confidential Intellectual Property of Applied Technology Solutions 2014 by ATS. All rights reserved. 2

Table of Contents

Accounts Payable ....................................................................................................................................... 3 Vendor Maintenance ..................................................................................................................................... 3 1099 Processing ........................................................................................................................................... 4 1099 Editing .................................................................................................................................................. 5

RUS FORM 7 ................................................................................................................................................ 6 RUS Form 7 (Financial and Operating Report Electric Distribution: Parts A – Q IV..................................... 6

Payroll ........................................................................................................................................................ 11 Configuration items ..................................................................................................................................... 11 Company Paid Holidays .............................................................................................................................. 12 Deduction Roll-over ..................................................................................................................................... 16

Employee & Employer W-2....................................................................................................................... 19 Employee W2 .............................................................................................................................................. 20 Employer W2 ............................................................................................................................................... 23 W-3 transmittal ............................................................................................................................................ 25 End of Year Roll-over .................................................................................................................................. 26

FIS Supplies ............................................................................................................................................... 28 To order W-2’s and 1099’s .......................................................................................................................... 28

W-2 forms ............................................................................................................................................... 28 1099 forms .............................................................................................................................................. 28 Check stock ............................................................................................................................................ 28 MICR toner for check printing ................................................................................................................. 28

Notes .......................................................................................................................................................... 29

FIS 5.10.6


Accounts Payable The system will produce a 1099 for any vendor set up as a 1099 vendor in the Vendor Maintenance. The system will NOT produce a 1099 if the total invoice amount does not exceed the IRS limit. The current limit is $600. The amount is derived based on the check date on the invoices. Invoices paid in the year the report is generated are included in the 1099 total only. Vendor Maintenance

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1099 Processing

Select the company

Select the year to process

Select the 1099 Type (MISC, INT, S)

Click the Print 1099 button to generate the form preview

First the 1096 (Summary) will be viewable and ready to be printed

A print preview of all 1099’s will display

The 1099 can be reprinted as many times as necessary until the correct totals are displayed. The 1099’s print two vendors to a page and print in alphabetical order by vendor name.

FIS 5.10.6


1099 Editing If the user has security, the 1099 amount field on any invoice can be adjusted.

The 1099’s, once verified, are printed on pre-printed laser forms.

Recommendations:

Print the 1099 on plain paper for verification purposes.

After verification, print one (1) 1099 on the pre-printed form to ensure the alignment on the form.

FIS 5.10.6


RUS FORM 7 RUS Form 7 (Financial and Operating Report Electric Distribution: Parts A – Q IV Note: There are separate tabs for each part of this report. (Single-click column headings to sort reports as needed.)

Click the Add Form link to create a new report.

The Borrower Designation will default (Config: GL_MAINTENANCE. RUS_BORROWER_DESIGNATION)

Period Ended: This will be the month for the report. If the user checks the box next to Cumulative, the report will bring back all months up to and including the month in the Period Ended.

Borrower Name and Address: This will default from the company master.

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A note can be appended to the report at this time.

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Part A: Statement of Operations

Part B: Data on Transmission and Distribution of Plant Click Edit Part B: This will allow the user to update the data for this Form 7 part.

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Part C: Balance Sheet

For those parts that the data does not populate, each form has an Edit button so the user can fill in any blank fields. Parts A and C are the only two forms that do not allow editing. These forms are the Statement of Operations and Balance Sheet.

There are two ways to add a new Financial and Operating Report Electric Distribution: Use the button at the top left, New Form or use the hotlink, Add Form. (please note this may take more than a few minutes to produce as there is a lot of information to populate) The report can be deleted by using the Delete Form button or the hotlink, Delete Form. The Print button allows a hard copy of the report to be generated.

FIS 5.10.6


Instructions for Export:

Click the Export function button to send this data to a text file and save on a location selected by the user for further spreadsheet or other report analysis software.

Click Write Text to and click OK to save the file

Click Cancel to abort save

Each part of the report will have its own tab in the excel spreadsheet. The Create File button will produce the form in CFC format as defined by CFC.

When the file is created, a message will come up to notify the user where the file is located on the fis_io drive.

Click to browse to a

server or hard drive location to

save the text file.

FIS 5.10.6


Payroll The Roll-over Deductions and the W2 printings are the only processes in Payroll for the end of year. The system does not require any zeroing out of year to date figures as traditional systems. The wages for W2 processing are calculated based on the pay date. These functions are detailed below. Configuration items Configuration items are located under the Payroll \ Maintenance \ Payroll Options form. These options can be edited by the user.

FIS 5.10.6


Company Paid Holidays If the ATS CIS system has not been installed yet, ATS will update the Company Holidays table based on prior year holidays. If the ATS CIS system is installed the instructions for setting up company holidays are as follows: After logging into CIS under the Set Up menu is the Work Management option. This option will further tree to other functions, select the Smart Calendar.

FIS 5.10.6


The Holiday Calendar form will display

Select Single Year and the year in which the holidays are to be added.

Click the Add button.

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The Add Holiday form will display. Using the arrow control buttons scroll to the month the holiday occurs.

Add holidays that affect your mailing of items and Payroll holidays as well.

Type in the Holiday description

Click the date

Select if this holiday is a work day, mail day, payroll day

Click OK.

The Work day option pertains to holidays that the office will remain open for.

The Mail day option pertains to holidays that the office will remain open for but the postal system does not work.

The payroll day option pertains to company paid holidays.

FIS 5.10.6


After clicking OK, the screen returns to the Holiday Calendar form and other holidays can be added.

The edit button will allow edits to any holiday data.

The delete button will remove any holidays from the table.

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Deduction Roll-over

On the Company Deductions node, the user will see the Roll-over Deductions link.

FIS 5.10.6


This process will look at each employee’s deductions and set the AMOUNT of each payroll cycle, in the Deduction \ detail node, to the AMOUNT set up in the Deduction.

This will reset each employee’s deduction amount, based on the frequency of deduction, back to the default.

This is done in the event that during the prior year an individual deduction amount was changed for a specific paydate.

FIS 5.10.6


Notes:

1. The EOY Deduction Rollover resets all deduction details to the amount in Employee-Deductions.

2. Deductions set to frequency 24 + system is bi-weekly (26). Identifies months with 3rd paycycle and removes those cycles.

3. If company deduction edit frequency is not checked, Rollover affects all employees.

4. If company deduction edit frequency is checked, Rollover does not affect all employees.

5. If edit frequency is changed: a. All deductions at the employee level need to be reviewed after

Rollover: b. Example – deduction frequency = 24

i. Employee deduction frequency = 12 ii. Employee deduction amount = $100 or the Total = $1200

c. After Rollover i. Employee deduction frequency = 24 ii. Employee deduction amount = $100 or the Total = $2400

FIS 5.10.6


Employee & Employer W-2 To generate the W2’s in the system the user would go to the Payroll \ Reports menu option.

The list of reports includes the Employee & Employer reports. They have to be run as separate print events. Click on the Report name to launch the report wizard.

FIS 5.10.6


Employee W2 The Employee W2 wizard will come up for the user to select the employees to print the W2’s. Select from the Available Employees and move to the Selected Employees section using the arrows in the middle of the form. Click OK.

FIS 5.10.6


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The Employee W2 print preview will display. The Employee W2’s are four corner format. They are printed on the pre-printed laser forms in alphabetical order by employee last name.

Recommendation:

Print the W2’s on plain paper for verification purposes.

After verification, print one (1) W2 on the pre-printed form to ensure the alignment on the form.

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Employer W2 The Employer W2’s are launched from the same reports list.

The Employer Filing Wizard requires a Year, Frequency and if Filing Electronically?

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The Employer W2’s print preview will display. The process prints two W2’s per page and is printed on pre-printed laser forms alphabetically by employee last name.

If selecting Yes for Filing Electronically, there is additional information that must be entered into the Wizard.

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Note: The Preferred Method of Contact is a required field. The text file will be automatically created and stored on the fis_io drive in the PR folder. This is the file to upload to the IRS for submittal. Recommendations

Print the W2’s on plain paper for verification purposes.

After verification, print one (1) W2 on the pre-printed form to ensure the alignment on the form.

W-3 transmittal The ATS system does not create the W-3 transmittal. There is a Discoverer report called W2Ttotal_details that will display the totals to assist in populating this document. W2 totals MUST balance to 941 Quarterly reports.

PIN obtained from IRS by the

user.

Regenerates the electronic

file for resubmission.

FIS 5.10.6


End of Year Roll-over This is the only yearend process in the FIS application for General Ledger. This process can be run anytime after December 31st of the year to be processed.

The system will NOT allow the user to perform the End of Year process if the end of the year selected has not occurred yet!

When eligible, the system will determine the balance in all Revenue and Expense accounts as of December 31st of the year to roll over, insert a record to bring the balance in these accounts to ZERO and the difference between the Revenues & Expenses will post to the Margins Clearing account. These transactions will post to General Ledger with a source of EOY.

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This procedure should be run before closing the January books for the new year. Recommendations:

Run the Discoverer report, Trial Balance for December 31st of the year to be rolled and export to excel prior to running the end of year process.

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FIS Supplies

To order W-2’s and 1099’s

Moore Wallace (formally Visible Tax)

W-2 forms Item # LW24UPALT – Employee form Item # LW2FEDA – Employer Federal Copy (red print)

Item # LW2ER – Employer State and Other copy (order double quantity needed) Item # DW4ALT – Envelopes

1099 forms Item # LMISCFED – Federal copy Item # LMISCREC – Recipient copy Item # LMISCPAY – Additional copy Item # 7956ES – Envelopes Item # LSFED – Federal copy Item # LSREC – Recipient copy Item # LSPAY – Additional copy Item # 79560862 – Envelopes Item # LINTFED – Federal copy Item # LINTREC – Recipient copy Item # LINTPAY – Additional copy Item # 7950862 – Envelopes Access the following web site:

http://www.visibletax.com/www-VisibleTax/Home.asp

To access the Internal Revenue forms web site:

http://www.irs.ustreas.gov/forms_pubs/index.html

Check stock Any three (3) part check stock is acceptable if the dimensions meet these requirements. Watercolor check is in the center of the check. Top stub is 3½”, center check is 3½”, and bottom stub is 4”.

MICR toner for check printing Any vendor, of the client’s choice, can order MICR toner for the printer specified as the check printer.

http://www.visibletax.com/www-VisibleTax/Home.asp

http://www.irs.ustreas.gov/forms_pubs/index.html

FIS 5.10.6


Notes

end of year procedures · employee w2 the employee w2 wizard will come up for the user to select...

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