Posts Tagged ‘FICA’
Hello all, here is something I was asked recently:
“I have processed my 2012 payrolls for the year, my IT is always on the latest and greatest regarding service packs, hotfixes, updates etc, and they installed the 2013 payroll tax tables update, and I have not executed the Payroll Year End, can I close it anyway?”
Short answer: Yes you can close it, but it will be incorrect.
Please if this happens to you, make sure to restore the Dynamics DB prior to the install of the payroll tax table update because I am sure you always do a backup of your databases prior to any updates installed right?
Leslie Vail has a post from 2011 where she explains how FICA/S wages and withholding is calculated Leslie’s Post
NOTE FOR LESLIE (Step 5b says “he year-end” instead of “the year-end”)
But I wanted to provide a graphical representation of it
Until my next post…
Francisco G. Hillyer
So just like every year we go thru similar steps, I am providing some help along the way, many of the processes described here belong to a published KB from Microsoft as well links to posts from other resources but I wanted you to have them all in one place.
Please note that some of the links require you to have access to Customersource/Partnersource.
Difference between Year End Update and Payroll Tax Table Updates
The Year End Update download contains software changes to allow you to comply with 2012 filing requirements as well as the most recent fixes for your Dynamics application.
The 2013 Payroll Tax Table Updates contains updated rates and tax changes as well it might contain FICA/Medicare changes to be applied when processing 2013 payrolls.
Here is the link for the 2012 US Payroll Year End Update: Click Here
Here is the link for the US Payroll Tax Updates: Click Here
It is important to mention that you can install the Year end update prior to your last payroll for 2012, however do not install the Tax table updates before your last 2012 payroll as you might end up with a wrong calculation.
Always backup your data, your .DIC files as well.
Setting up / Adjusting Fiscal Periods in GL
Microsoft provides a KB article number 871679 KB871679
Closing Dynamics GP GL
STEP 1: CLOSE ALL OTHER MODULES
Complete the posting/closing procedures for the modules in the suggested order prior to closing GL, please note that if you are not using a particular module, just skip it:
Follow the instructions provided in each KB
Inventory: KB 872713
Receivables Management: KB 857444
Payables Management: KB 875169
Fixed Asset Management: KB 865653
For Microsoft Dynamics GP 10.0 Service Pack 2 and greater, functionality was added to consolidate balances for dimensions in Analytical Accounting. Please review KB 960356 to make sure you have properly marked the dimensions that you want to be consolidated during the year-end process. Please note that there is no separate year-end process that needs to be run in the Analytical Accounting module. When the year-end close process is run for General Ledger, it will automatically consolidate the balances and move the transactions in Analytical Accounting for dimensions that were properly marked.
PAYROLL year end procedures are independent of the procedures in other modules and are usually performed at the end of the calendar year. Please see this KB 850663
STEP 2: POST FINAL ADJUSTING ENTRIES
Adjusting entries are considered most of the time as entries that allow you to correct errors that were made when transactions were recorded as well they might be utilized to assign revenues or expenses to period or periods in which revenues were earned or expenses incurred.
If you need to in setup or adjust your fiscal periods in GP, please review the section “Setting up / Adjusting Fiscal Periods in GL” at the beginning of this article.
STEP 3: VERIFY ACCOUNTS POSTING TYPE
The posting type helps Dynamics GP determine whether an account will be closed to the retained earnings account or if the account balance will be brought forward to the next fiscal year.
Follow these steps to print an account list:
- On the Reports menu, point to Financial, and then click Account.
- In the Reports list, select All Accounts, and then click New.
- In the Option box, type all accounts.
- Click to select the Inactive Accounts check box. (if you want to delete inactive accounts)
- Click Destination to specify a report destination, and then click OK.
- Click Print.
STEP 4: CLOSE FISCAL PERIODS FOR 2012 (OPTIONAL)
Use the fiscal periods setup window to close all fiscal periods open for the 2012 year. This will prevent transactions from posting to the wrong period or the wrong year.
NOTE: If you still use Microsoft FRx, keep one period in the most recent historical year open to prevent the error: “FRX Print Engine Failed to Load the Company Calendar” see this KB 874932
STEP 5: PERFORM MAINTENANCE ON FINANCIAL SERIES (OPTIONAL)
Run the check links procedure on the financial series group of modules.
Make sure that you always have a backup and that you can confirm you can restore from it.
STEP 6: VERIFY SETTINGS IN GL SETUP WINDOW
If you are like me and always want to keep historical records, you must enable the checkbox next to Accounts and Transactions in the Maintain History area of the General Ledger Setup Window.
NOTE: If for some reason you have the checkbox enabled for “Close to Divisional Segments” and you are no longer closing to Divisional Segments or by mistake someone else enabled it and not using it pay attention:
I have discovered in the past a BUG in dynamics GP that is still there as I reported in this blog in August 14, 2012, if you would like to read more about this important step please click here: YEAR END CLOSE BUG 64711
STEP 7: MAKE ANOTHER BACKUP (OR BACKUP IF YOU HAVE NOT)
Make sure all users are out of the system
Remove stranded user sessions, you can follow this post Removing Stranded Sessions
Backup DYNAMICS database
Backup all company databases if you are unsure which databases to backup you can query the company master table (SY01500) and retrieve the names, the following script can help you determine that information.
select INTERID, CMPNYNAM from dynamics..sy01500
Make sure to backup as well the Dynamics GP code folder
STEP 8: PRINT A TRIAL BALANCE REPORT (OPTIONAL)
Use the Trial Balance report window to print a year end detailed trial balance report. Even when this step is optional it is highly recommended to be followed.
STEP 9: PRINT YEAR END FINANCIAL STATEMENTS (MR, FRx, Other)
Print any year end financial statements that are required. The most common are:
- Balance Sheet
- Profit and Loss Statement
- Statement of Cash Flows
- Statement of Retained Earnings
STEP 10: SETUP A NEW FISCAL YEAR
Before you can perform the year end closing routine, you must setup a new fiscal year, please follow the instructions on the section at the top of this article to Setup or Adjust Fiscal Periods.
STEP 11: CLOSE THE YEAR
- Click on the Microsoft Dynamics GP Menu > Tools > Routines > Financial > Year End Closing.
- If its not specified, you can key in the Retained Earnings Account.
- Optional: Specify the Starting Journal Entry
- Click on Close Year
STEP 12: BACKUP YOUR SYSTEM
Make another backup of the Dynamics DB and all the company Databases.
Thank you for reading I would like to mention that this post enhances Microsoft KB 888003
Until my next post
Francisco G. Hillyer
You should be aware by now that employees will have FICA Social Security withheld at a 4.2% rate in 2011 rather than the 6.2% rate used in 2010. However, the employer still has to pay FICA Social Security at the 6.2% rate. Under current Great Plains tax code calculations, this will result in incorrect amounts indicated on the Check Register for Employer Owed FICA ( see screen shots below) until the Service Pack/Tax Code update is released by Microsoft (currently scheduled for mid January 2011). Any payroll run in Great Plains with a 2011 payroll check/direct deposit date run prior to the mid January Service Pack/Tax Code update must make corrections for the federal taxes submitted to the IRS and also make corrections to the general ledger posting journals from payroll. You should also assume that the quarterly 941 and the year end employer tax reconciliation may also require adjustments for this issue.
The screen shots below are taken from Fabrikam for one employee. The tax schedule used is dated 12/22/2010 (Round 1 2011) which includes the 4.2% withholding for Employee FICA Social Security. The amount withheld from Pilar Ackerman is $52.96 ($39.37 + $13.59). The Employer Owed FICA on the Check Register is also listed as $52.96. The correct Employer Owed FICA is actually $71.72 ($58.13 + $13.59). Using the Employer Owed FICA from the Check Register will result in under payment of FICA taxes due by the employer of $18.76 ($71.72 – $52.96). The general ledger posting journals for payroll will also be incorrect and musts be adjusted as well.
Do not install the Round 1 2011 tax table update in your environment until all payrolls have been prepared with payroll check dates in 2010 and your Year End Wage File has been created. I can install the Round 1 tax table update in my environment as I am not preparing any actual payrolls. When the Service Pack/Tax Code update is released in mid January, Microsoft will undoubtedly have additional updates and/or information available at that time.
It is critically important that the individuals responsible for transmitting taxes due to the IRS understand and are familiar with this issue. Please share this information with those individuals in your organization that are responsible for payroll. Microsoft will be updating their website with pertinent information, and I would recommend that all interested persons check with Customer Source at the Microsoft website.