INTEGRATED BUSINESS, INC

Customer-Driven Business Software

SSD Procedures

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  1. What are the steps for ending a payroll year and starting a new one?
  2. What are the steps for ending a year in A/P and starting a new one?
  3. What are the steps for ending a fiscal year in A/R and starting a new one?
Q. What are the steps for ending a payroll year and starting a new one?
A. Do the following payroll procedures at the beginning of a new year. Do these after finishing the last payroll of the year just ended and before entering the first payroll of the new year:

  1. First, go to Accounting Programs then General Ledger then Period End. Select "Save Payroll Data for Year End". The directory in which to save the data should be the year that just ended (e.g. 2009).
  2. Optionally, Print W2's now. Print them on plain paper (SSD no longer prints the correct format) then hand type them. If you have a large number of W2's, SSD for Windows can print them on a Laser or Inkjet in the correct format.
  3. Next, go to Payroll Programs then Payroll Setups. Select "Start New Tax Records Files". This will zero out the totals for your employees in order to start the new year. The program may ask you if you want to backup the payroll data. As long as you did the first step, you don't need to do it again. You may also be asked other questions about removing terminated employees and zeroing out accumulations.
  4. Next, go to Payroll Programs then Payroll Setups. Select "Define Payroll Computations". On this screen you will update the rates and cut-off amounts for FICA, State Unemployment (SUTA), and any other computation that has changed. Use the + or - keys to go through each one to see what needs to be updated. Press C to change a computation. The new FICA cut-off amount will be in the Circular E that the federal government mails to you each year. There are two computations for FICA that must be updated: one for FICA Deduction and one for FICA Employer. Your new SUTA rate should be mailed to you each year from your state government.
  5. Finally, go to Payroll Programs then Payroll Setups. Select "Enter Withholding Formulas". On this screen you will update the Standard Exemption amount and the tax tables for Federal Withholding and State Withholding (if your state has income tax). Use the + or - keys to go through each withholding authority. Press C to change the Exemption amount. Press F5 to step through the tax brackets for Single then Married. Use 999999 as the payroll amount for the highest bracket. The exemption amount and the tax rates and brackets come from the Circular E for Federal withholding. Use the Yearly amounts and tables.
  6. You are now ready to enter Payroll for the new year. If you haven't already done it, when it comes time to print W2's the program will ask you for the path to the payroll data. Use the directory specified when you backed up the data (e.g. 2009).
Q. What are the steps for ending a year in A/P and starting a new one?
A. Do the following A/P procedures at the beginning of a new year. Do these after printing the last check to a vendor for the year just ended and before printing any Vendor checks for the new year:

  1. First, go to Accounting Programs then General Ledger then Period End. Select "Save Vendor Data for Year End". The directory in which to save the data should be the year that just ended (e.g. 2009).
  2. Optionally, Print 1099's now. Print them on plain paper (SSD no longer prints the correct format) then hand type them. If you have a large number of 1099's, SSD for Windows can print them on a Laser or Inkjet in the correct format.
  3. Next, go to Accounting Programs then Accounts Payable. Select "Vendor File". Type Z for Zero. This will zero out the totals for your vendors in order to start the new year.
  4. You are now ready to print A/P checks for the new year. If you haven't already done it, when it comes time to print 1099's the program will ask you for the path to the vendor data. Use the directory specified when you backed up the data (e.g. 2009).
Q. What are the steps for ending a fiscal year in A/R and starting a new one?
A. Do the following (optional) A/R procedures at the beginning of a new fiscal year. Do these after entering the last deposit from a customer for the fiscal year just ended and before any customer deposits for the new fiscal year:

  1. Go to Accounting Programs then Accounts Receivable. Select "Customer File". Type Z for Zero. This will zero out the totals for your customers in order to start the new fiscal year.
  2. You are now ready to process A/R deposits for the new fiscal year.
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