Starting with version 24.2, Sage 100 Contractor lets you retain multiple payroll years using menu 5-3-8 Close Payroll Year. This article answers common questions about this feature. Q: What does closing a payroll year do? A: When you use 5-3-8 Close Payroll, Sage 100 Contractor: - Separates payroll data for the closed year.
- Clears year-to-date and quarter-to-date totals for each employee, including sick and vacation.
- Updates the carry-forward amounts for sick and vacation hours.
- (U.S. Edition) Creates ACA records for the new year using December values.
- Updates the first pay period for biweekly payroll.
- Advances the current payroll year.
Q: How is closing payroll different from archiving the oldest payroll year? A: Both processes perform similar functions, but key differences include: - Speed: Closing payroll takes just seconds.
- Data retention: Closing keeps records in the current database; archiving moves them to a separate archive.
- Payroll calculations: You can’t delete calculations used in a closed year until you archive.
- Employee records: Archiving allows the removal of terminated employees; closing doesn't.
Q: What must I do before closing the payroll year? A: Follow these steps: - Finalize all payroll records for the year.
- Run 5-3-7 Payroll Audit with the Repair option.
- Install the year-end tax update (available mid-December).
- Run 5-3-8 Close Payroll (Requires company and payroll administrator rights).
Update rates and maximums in: - 5-2-1 Employees
- 5-3-1 Payroll Calculations
- 5-3-2 Workers' Compensation
- 5-3-4 Paygroups and Paygroup Benefits
- 5-3-6 Local Payroll Tax
Q: How does Sage determine which records to include in the payroll close? A: It uses the Check Date field in each payroll record to identify records for the year closed. Q: What if I’ve already started processing payroll for the new year? A: Closing the payroll year only affects records with a check date matching the closed year. However, Sage recommends closing the previous year before processing new year records. Q: Can I undo a payroll close? A: No. Payroll closes are irreversible. Always back up your company before closing. Q: How do I remove closed-year payroll records from my company? A: Use Archive Oldest Payroll Year in Database Administration. This removes records for the oldest closed year and creates an archive database. Q: Can I run reports or process Aatrix forms for a closed year? A: Yes. Since records remain in your company, you can run reports and process forms in 5-4-1 and 5-4-2. Q: Can I add, edit, or void records in a closed year? A: Yes, but only for the immediately preceding year. Older records are "read only". Q: What happens when I modify a record in a closed year? A: Sage updates the stored data for that year and performs a payroll repair to adjust year-to-date and carry-forward totals. Q: How can I identify a closed payroll year? A: In 5-2-2 Payroll Records, use the View By filter in the Record# selection window. The system hides the filter when no payroll year is closed. Q: How many closed payroll years can I keep? A: There’s no limit. Use the archive feature (Archive Oldest Payroll Year or the Combined Fiscal and Payroll Year archive) to remove older years if needed. Q: Does closing the payroll year affect my General Ledger? A: No. General Ledger transactions and balances remain unchanged. |