Rose Business Solutions Dynamics GP

Posts Tagged ‘year end’

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

Analytical Accounting:

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:

1. On the Reports menu, point to Financial, and then click Account.
2. In the Reports list, select All Accounts, and then click New.
3. In the Option box, type all accounts.
4. Click to select the Inactive Accounts check box. (if you want to delete inactive accounts)
5. Click Destination to specify a report destination, and then click OK.
6. 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

I had the opportunity to work on a case where the Year End Close report was being printed with the Debits not matching the Credits. No its not the JE created after a GL close, but the report that lists all P&L accounts and the retained earnings account.

Customer showed me how “before the upgrade” all YEC reports matched and “after the upgrade” they were not in balance.

I inherited this case from my friend Doug Pitcher and my friend Mike Feori.

The oddness of the case made it challenging to resolve, however I try as much as possible to adhere to the “Microsoft Dynamics 10 Rules” rule number 6 says: “Search for a workaround when final solution can’t be provided or is delayed”.

Here is the information I used to recreate the scenario and its improved with comments from Microsoft CTS.

The issue has been written up as Bug # 64711 “Divisional Account Segment information not updated in GL40000 table if you disable in the General Ledger Setup window”.

Here are the steps that can be taken to recreate the problem:

1.  Go to the General Ledger Setup window (Financial Area Page under Setup).

2.  Select the check box for ‘Close to Divisional Account Segments’ and select segment 1.

3.  Verify that the DIVACTSG field has a value of 1 in the GL40000 table.

4.  Go back to the General Ledger Setup window and uncheck the box for ‘Close to Divisional Account Segments’.

Expected results:

The DIVACTSG field would be set to a 0 in the GL40000 table.

Actual results:

The DIVACTSG field will still contain the segment selected when you originally did the setup.

Workaround:

Run an update statement to set the DIVACTSG field to 0.

Basically, if you select the check box to close to Divisional Account Segments in the General Ledger Setup window and you specify a segment the DIVACTSG field in the GL40000 table gets updated. 

The issue is that when you unselect the option in the General Ledger Setup window, the DIVACTSG field does not get updated with a 0.  It holds the value that was initially selected, the window greys out but the value is still a 1.

This is a problem when generating the Year End Closing report for companies that are not using Multicurrency.  There are two different reports generated for the year end close-one if you are registered and using Multicurrency and the other is when you are not registered or using Multicurrency.  The problem is that during the year end close process, the code breaks the profit and loss accounts into multiple retained earnings lines.  Only the first RE line is written to the temp table because the rest are rejected due to key errors.  The key on the table is composed of the ACTINDX, Ledger_ID and CURNCYID fields.  The report pulls from this temp table and so it is only getting the first line that is inserted into the table.  The tables are correct, but the report is wrong. 

Remember I was able to reproduce all the steps many times while testing and trying to identify the issue because I had a pre close backup and a test environment to perform the close. Lucky me to always backup otherwise I would have been doomed by the following phrase “I have done millions of GL close procedures I don’t know what to do now….”

Have a great day!!!

Francisco

Just in from Terry Heley.

MBS has released their Year End update for GP 10 and 2010. See links below.

As a word of caution. I’d wait a while before jumping on the update wagon. I’ve found over the years that if you wait for a while everyone else will work out the inevitable quarks with any update.

***********************

Microsoft Dynamics GP 2010 – 11.0.1860

Year-end page, live in 1 hour

https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye2010.htm?printpage=false

Direct link(get it now) —- MicrosoftDynamicsGP11-KB2599505-ENU.msp

https://mbs2.microsoft.com/fileexchange/?fileID=9dbf6526-a035-4294-b8c7-20476b166cd7

Microsoft Dynamics GP 10.0 – 10.0.1779

Year-end page, live in 1 hour

https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye10.htm?printpage=false

Direct link(get it now) —– MicrosoftDynamicsGP-KB2599501-v10-ENU.exe

https://mbs2.microsoft.com/fileexchange/?fileID=d33159ca-14b2-4f96-81d2-aca4af914978

Please make note of this 10 information J (also noted on our pages)

Microsoft will provide a 2012 Year-End Update to all U.S and Canadian Microsoft Dynamics GP 10.0 Customers. Microsoft will also provide Round 1 U.S. tax tables for the 2013 Payroll reporting year. Following these releases, no additional code update will be released for Microsoft Dynamics GP 10.0, due to end of Mainstream Support in the Support Lifecycle for Microsoft Dynamics GP 10.0. Technical support for Microsoft Dynamics GP 10 will continue to be provided through the Extended Support phase which will end on 10/10/2017. If you are currently using Microsoft Dynamics GP 10.0, you must upgrade to Microsoft Dynamics GP 2010 or Microsoft Dynamics GP 12 (Due to release in December 2012) to receive any further regulatory and or code updates following the January 2013 Round 1 Tax Update.

Also, new this year a year-end video!!! This goes with the slides I have attached.

https://mbs2.microsoft.com/fileexchange/?fileID=d4485b9c-39e7-4389-a756-501a019b9f31

**************

Thanks Terry.

I had a weird one the other day. A client called up and said their year end close was a foul. The year end close report indicated it did not tie out. I stopped them immediately from processing and had them restore to a backup and we tried it again. Same issue. I’ve seen a lot of issues relating to year end close but not for a while. I remember in older versions of GP if you double clicked on the close year button it would close out two years. The funniest year end close thing I ever saw was someone closing out four years, and didn’t have a backup. We had to contact MBS to open the years back up for them at a high price tag.

So after verifying the numbers looked correct on the TB I decided to bring in MBS to look at it and they scratched their head a bit and finally admitted this was the third time they’ve seen it this week. The year end close actually processed correctly but the report was off.

After troubleshooting the cause MBS thinks they have it figured out.

Here is the fix MBS sent to me.

****************

In our testing, it looked like the GL40000 (GL Setup) table is not consistent with what you see in the General Ledger setup window.
If you have ever selected to close to divisional account segments and clicked OK, the DIVACTSG field in the GL40000 table is updated.
If you then go back into the window and uncheck the option to close to divisional account segments, the table does not get updated and still holds a value other than 0 in the DIVACTSG column.
To correct, please run the following update statement and try the year end close again on your TEST system and you should hopefully find that the issue is resolved:
update GL40000 set DIVACTSG = 0

***************

Many users probably won’t notice this until they go to close out their year in January. This client upgraded to GP 2010 a few months back and they have a late fiscal year end so ran across the issue early.

I’ve been really impressed with a lot of our clients this year. I usually don’t start the 1099 rush until January 30th but I have been getting a lot of calls already about the 1099 process. I did a blog last year about 1099′s found here. This is a good overview of the 1099 process.

A couple of comments about the 1099 process that I’ve come across this year are listed below.

1. I find it easiest to look at the yearly summary (still under Cards>>purchasing>>summary>>yearly tab>>change to calendar year view) and see how much was paid during the year versus the 1099 amount
2. To edit the 1099 amount it will have to be done in the 1099 detail window
3. If you only see zero’s on your edit list you need to install SP2 or higher for 10.0
4. If you have a vendor listed as 1099 and it shouldn’t be, delete the amounts in the 1099 window before changing the status to be “Not a 1099 Vendor”. It will still show up on your 1099′s otherwise
5. If you have a vendor listed as dividend and not the usuall miscellaneous you will have to zero out all dividend amounts and replace it in the miscellaneous window in the 1099 detail window
6. If you haven’t listed the vendor as a 1099 vendor you will have to edit the amounts in the 1099 detail window as it doesn’t go back and calculate for anything previous to the change
7. The minimum amount setting is under payables setup (Microsoft Dyanmics GP>>tools>>setup>>purchasing>>payables>>1099 setup). This used to be in the print 1099 window.
8. If you have a vendor that was paid $600, change the minimum in payables setup to be $599.99 or no 1099 will be printed for that vendor.
9. For 9.0 and before you edit 1099 details in the period view (cards>>purchasing>>summary>>period tab)
10. GP does not produce the 1096 summary form. Go figure.

Anyone else come across 1099 process issues not listed above?

I should have included this in my last post about the most common technical support questions. Usually around this time of year I get a rash of calls about how Dynamics is broken. Seems like all the balance sheet accounts don’t have beginning balances even though their P and L have correct numbers.

Dynamics has been this way since the beginning of time. You will not have beginning balances until you close out the previous year (P and L accounts start with $0 each year so they are not effected). I know what you’re thinking. “I’m not ready to close out the year yet”. I usually have 2 responses to that objection.

1. You can still post entries to the GL to the most recent historical year. So even if you close out the year you can still make your audit adjustments etc. If you do choose this option be aware that the entry will freak you out. It will look like it posted the entry twice. The first is the original entry, the second is the system automatically adjusting the beginning balances for the open year. The second entry is always on the last day of the fiscal year (say 12/31/20xx). If you made your entry in the historical year on 12/31/20xx it will look like it’s duplicating. No worries. That’s what the system is supposed to do.
2. Do some fancy formatting in FRx. I would recommend a column layout similar to the below screen shot (click on picture for a closer look). The first 2 GL columns would be non printing columns. The first GL column give you YTD numbers for the 12th period of the previous year. The second column gives you YTD numbers for the current year. Column D adds both together.

You would probably want to save this as a seperate column layout so you can adjust back the original layout after you close out the year.

Tricky way to allow you to get a BS and procrastinate your year end close.

Significant improvements/changes have been made to Great Plains 1099 printing process for version 10.0 versus previous releases of Dynamics (basically any version before 10.0). I’ve had several calls over the past week about printing 1099′s so I thought I’d shed some light on the subject here.

First off there is a new setup window in Payables for 1099′s. On the purchasing homepage look under setup and choose payables (tools>>setup>>purchasing>>payables). See screen shot below (click on picture to see better detail). You can now set the minimum 1099 amount in the 1099 setup window for each tax type and box number desired. (In 9.0 you would choose the minimum amount right on the print 1099 screen.)

Another change is the 1099 box added to the vendor options window. (cards>>purchasing>>vendor>>options). When you change the tax type to be a 1099 type you now can identify where the 1099 box will default to for the vendor. Nice little addition.

One of the biggest changes to this process is previous to 10.0 you could not split the 1099 amount between any needed boxes. You basically had to print out seperate 1099′s for each box needed per vendor, updating the 1099 amount previous to each printing (or use a type writer, ha). In 10.0 you have the 1099 detail window as shown below. This window is a new place you can update the 1099 amounts as well and is found on the purchasing homepage under cards (instead of going to Cards>>purchasing>>summary>>period, in 9.0).

The 1099 detail window could also be used to correct the 1099 amount in 10.0. (Note that you need to choose the monthly view instead of yearly view to update any numbers.) In 10.0 you can still go in the old way which is Cards>>purchasing>>summary>>period (for homepage non users) but the 1099 detail window looks like that may be where I do this from now on. However, in 9.0 I usually tell people to see what the yearly number is (Cards>>purchasing>>summary>>yearly) and then update one of the periods with the amount desired so not sure how easy this will be in 10.0 with this new window. (Anyone have any thoughts on this???) Alternately you can go through each period and put the appropriate amount…but that’s a pain and the 1099′s will just use a summary total anyways.

You still print the 1099 edit list on the print 1099 window by choosing the printer icon in the upper right hand corner of the screen. The print 1099 window looks a little different as the payables setup area is where you change the 1099 minimum amounts now.

There is really no changes made to the 1099 form this year other than some 1099-R Distribution code changes. Not significant. So no year end update is really required. Still recommend being on the most recent SP but as I said, not really critical. One note on SP’s, if you are not on SP 2 or beyond for 10.0 your edit list will print all zero’s. So either update your SP version or print the 1099′s to screen and browse numbers that way. May have 50 pages with 2 vendors on a page but at least you can see numbers etc.

I always get asked about forms and alignment. You can purchase forms from a store like Office Depot.

If the 1099 doesn’t align correctly (sometimes off depending on the printer etc.), use these guidelines to make adjustments in the Print Dialog Box (tech doc #870140):

Horizontal: If you enter a positive number, the information on the paper will move to the right. If you enter a negative number, it will move to the left.

Vertical: If you enter a positive number, the information on the paper will move down. If you enter a negative number, it will move up.

Very rarely do I see you having to adjust the actual report writer report but have had to do it on occasion.

Last bit of advice. January 30th is fast approaching and the heat is usually on to get these done. Don’t wait until January 29th to do your 1099′s. It’s a simple process but Murphy’s Law definitely applies here.

Good Luck.

Bear with me a moment while I grumble and I’ll get to YEC for 10.0.

Great Plains isn’t what it used to be. That’s both good and bad I suppose.

It is good that all workstations should be on the same SP version to be able to log into a company. This saves many significant issues popping up as most are well aware. Workstations used to always be out of sync and a lot of the time the resolution would be “Apply this patch like all the rest of the workstations. etc.”

However it is frustrating when you only need to apply the year end update for payroll. In times past you could put the cnk file only on the payroll persons workstation and they’d be good to go. It’s a major effort now to apply any service pack. It almost feels like people are being pushed into a Citrix/Hosted or Terminal Server model. There are major advantages of only having to apply SP’s once at a central location. I know you can have the SP automatically apply the next time a user logs into the system but that is mostly just a huge pain none the less.

Ok, 10.0 year end update. Here are a few things I’ve come across while going through the year end update. Most are pretty user specific but here they are none the less.

1. All people must be out of the system. Sounds like a no brainer but we spent several mins troubleshooting why the system tables wouldn’t update then found some people had snuck into the system. (Hopefully Mike’s head doesn’t hurt too bad from hitting it repeatedly on the desk in front of him.)
2. To install the update make sure the installation of GP is at least the first recommended release of 10.0. Had one client on 10.0.465 which is a beta release of 10.0. Who knows how they got that one installed. Kept getting this erorr when trying to apply the update. Applied 10.0 Feature pack 1 which includes SP3 (1.5 gb download so don’t do this with a 56k modem), applied the update and they were good to go.
3. You can run the update from a client workstation. Don’t need to be at the server. Kind of counter intuitive but it works. After corrupting GP on the server during resolution of #1 we got the update to go on a client workstation. (Thanks to Jamie Nelson on this one).
4. Plan for several minutes per database. I’ve timed several updates and it seems like it runs around the 20 min range per database. This is true when the databases are pre SP3. Not sure if it’s quicker if SP3 is already applied. (Anyone know this?)
5. You must run the year end wage file before applying 2009 tax tables. Duh.
6. You can’t run a 2009 payroll before running the year end wage file. Duh again. ha.
7. User gets kicked out of GP when running payroll reports after applying update. Recreated reports.dic as it was corrupted in the process. So….make sure you backup reports.dic, forms.dic, dynamics and company databases etc. The process looks like it actually exports then imports the reports as part of the update so that could easily cause issues.

Here’s a few other Year end update comments from Christina Phillips on her blog.

Victoria Yudin still has a great post on Year end close resources.