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Payroll Year-To-Date (YTD) totals are incorrect

Created on  | Last modified on 

Summary

Wrong year-to-date totals on paychecks in Sage 50 Accounting.

Cause

  • Year-to-Date totals recalculate when the check prints, not as of the check date
  • All paychecks haven’t been posted
  • You deleted paychecks or voided since the original check was printed
  • Checking the Run field in Employee defaults for Fed_Income, Soc_Sec, Medicare, State and other taxes
  • Created an extra check for the employee that wasn't accounted for
  • Data converted from Sage Simply Accounting to Sage 50—U.S. Edition; Employee Balances don’t convert
  • Recently turned on or changed Vacation or Sick defaults, so a closed year's running total appears
  • Fields not used

Resolution

 

 NOTE: Ensure that the field is being used. Example: vacation taken if VAC_taken isn’t used, year-to-date totals will show zero even though the employee was paid sick time. 

Reprinted check stub working as designed

  • Year-to-date information isn’t stored information, so the total reflected on the reprinted stub will be the Year-to-Date (YTD) total for the quarter that the check is dated.
    • Checks dated in January through March will have the YTD amounts as of March 31
    • Checks dated in April through June will have the YTD amounts as of June 30
    • Checks dated in July through September will have the YTD amounts as of September 30
    • Checks dated in October through December will have the YTD amounts as of December 31
  • To view the exact YTD amount as of a specific date, run the Current Earnings Report for January 1 through the desired date and summarize it. This will give the year-to-date amount as of that check date.

Run box is selected for taxes

  1. Select Maintain, Default Information, and then select Employees
  2. Select Employee Fields tab
  3. For Fed_Income, Soc_Sec, Medicare, State and any other taxes clear Run box, and then click OK
  4. Verify the YTD is correct now

All paychecks haven’t been posted

  1. Select Tasks, System, and then click Post
  2. Select Payroll Journal
  3. Click OK
  4. Select Reports and Forms, Payroll
  5. Right-click Payroll Register
  6. Select Modify and then select Options
  7. For Date, select This Year
  8. Under Select a Filter, click Employee ID, select the employee from the list, and then click OK
  9. Verify that the YTD totals are correct

Paychecks have been deleted or voided

If you have Complete or higher, pull up the Audit Trail Report and verify that no checks have been deleted or voided

  1. Select Reports and Forms, Company
  2. Right-click the Audit Trail Report
  3. Select Modify and then select Options
  4. Change the Date to the time frame that you’re looking for
  5. Under Select a Filter, choose Action, and then choose Delete
  6. Scroll through and see if there’s any payroll that has been deleted

Enter Employee Beginning Balances

  1. Select Maintain, Employees and Sales Reps
  2. Select the Employee ID
  3. Select Employee Beginning Balances
  4. Enter balances as needed
  5. Select Save when done
  6. Select Save again

 NOTE: This option may be necessary if you have recently converted from Simply Accounting/Sage 50 Canadian Edition to Sage 50—U.S. Edition. Only list data is converted and employee beginning balances aren’t included. 

Run Employee/Journal Sync test

Manually adjust out closed year running total amounts that are now displayed after the vacation/sick defaults were changed

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