1. GPUG Portland Chapter Presentation Microsoft Dynamics GP 2015 Year-End Closing January 2016 Abra Gilman, Senior Consultant Collins Computing, Inc. agilman@collinscomputing.com

2. - Microsoft Dynamics GP Release News - 2015 Year End Changes - Top Install/Update Notes - Module Details - Closing Notes/Questions T ODAY ’ S A GENDA

3. ‘ Connect’ area of home page CustomerSource Link https://mbs.microsoft.com/customersource/northamerica/GP/ learning/documentation/system- requirements/dynamicsgpresource Where do I find checklists/do cs? - Connect on home page - Customersource Dynamics GP Link - MS Dyn GP Community Year-End Blogs - Ask your partner (ACA Smartlist Instructions, Payroll.PDF, YearEndACA.docx) Where To Find Resources!

4. Links to Year-End Resources https://community.dynamics.com/gp/b/dynamicsgp/archive/2015/11/10/2015gpyecgl More Resources!

5. Links to Year-End Update (Code Download) https://mbs.microsoft.com/customersource/northamerica/GP/ downloads/tax-regulatory-updates/usgpye2015 PAYROLL UPDATE DOWNLOADS (You need a Customersource Account Login)

6. Updates/Closing - What’s it all mean?  2015 Payroll Tax Update - Simple Update (minutes) (No Last Minute Updates – August last update)  Year-End Update (Should call Partner to Assist/Schedule)  Program Updates: Need to update server/workstations  Within same version only  Year-End Closing (Follow steps to close modules)  2016 Payroll Tax Update–Update after last Payroll Run of 2015  Simple Update Hopefully (Tax Tables)  2016 Tax Update (Round 1) – Mid December  Round 2 – Mid-Jan (Fixed Assets Luxury Dep & Several States) ----------------------------------------------------------------------------  Upgrade wanted from 10, 2010, 2013 to 2015?  Major configuration and structure changes/3 rd parties affected  Partners Usually Recommend TEST Upgrade ** No “Year-End/Tax” Updates Available for GP 2010, 10, or prior. Updates For GP 2013/2015 Only Taxes Changes Code Updates Payroll/AP/FA Closing Steps Upgrades

7. PAYROLL 1.No W-2 or W-3 Form changes 2.EFW2 changes (Electronic Filing) 3.Product Quality Fixes around Payroll Year-End 4.Affordable Care Act (YEAREND2015ACA.docx) **Print the ACA from the Smartlist Designer PAYABLES 5. 1099-DIV- form and application changes 6. 1099-INT - form and application changes 7. 1099-MISC - form and application changes 8. Payables 1096 form change FIXED ASSETS 9. Fixed Asset Luxury Auto Depreciation changes Specific Year-End Changes: 2015 Payroll (ACA) Payables 1099s Fixed Assets

8. Table Changes Do I have to update?  GP 2015 (R2) Changes:  UPR10100 New Columns: PayerKind & W2Published  UPR40100 New Column: PayerKind  GP 2013 & 2015 Changes:  PM00204 New Column: TEN99FATCAFILEREQ  BE010130 New Column: LowestCostPremium  BE20230 New Column: LowestCostPremium Year-End Update Changes Do I REALLY need to update for Payroll – OR – What if I can’t? Mostly ACA related – so either update, use Integrity or Greenshades for reporting. For W2 or 1099 printing changes – either modify the report thru report writer or consider using a 3rd party product like Greenshades or Avalara – by importing an.xls file.

9. Table Changes Do I have to update? Any FATCHA vendors? State Code =10 State Code Field expanded to 20 characters FATCHA Box Added (Foreign Acct Tax Compliance Act) 1099 Form Year-End Update Changes

10. 1099 Payables Form Changes ALL FORMS: FATCHA box added & State Code Expanded DIV – that’s it. INT – Boxes 4,6,8-11 moved, 12/13 added, 14-17 renumbered. MISC -Account Name (less), Box 3 mod.

11. 1096 Payables Form Changes Box 1098-Q added, Box 1099-H removed. Boxes 1099-K, 1099-LTC, 1099-MISC & 1099-OID repositioned.

12. New Feature GP 2015 : Self-Service Print W2s http://community.dynamics.com/gp/b/dynamicsgp/archive/2015/06/03/microsoft-dynamics- gp-2015-r2-hrp-new-features-employee-self-service-view-print-w-2

13. What Release Are You On? – GP2016 Soon! Find your exact version # by going to the “?” and “About Microsoft Dynamics GP” ON YOUR HOME SCREEN GP 2015 R2 + Year-End Update = 14.00.0898 GP2013 SP2 + Year-End Update=12.00.2023 GP 2010 Final Release 11/18/2014 = 11.00.2351

14. You May NOT need to install the year-end update if: You do not use payroll AND You do not generate 1099 info. OR You DO use payroll but not affected *Consider the ACA Changes!! You ONLY need minor 1099 changes. *Try printing 1099s!! * Call your partner to modify 1099/1096 reports for the 1099 layouts if you absolutely can’t upgrade – (billable). * This will be a case-by-case basis, as each version is different and not all customers will need all formats. Workarounds

15. Steps to Closing the Year Start with Subsidiary Modules Sales Order/Purchase Order/MFG/FS/BOMInventory, Project AccountingPayroll & Human Resources (We’ll cover last)Payables, Receivables, Fixed AssetsAA & General Ledger

16. Specific Modules Year-End Closing Links 2015 https://community.dynamics.com/gp/b/dynamicsgp/archive/2015/10/08/dynamicsgpye2015 Module Closing Instructions

17. Finalize Trx Reconcile GL to Subsidiaries Print Reports Backup Prepare Modules

18. Distribution Year-End Closing

19. Distribution Year-End: Inventory When should the close be done? After you ‘validate’ the modules that post to Inventory. Enter and post all Purchase Order Processing, Invoicing/Sales Order Processing, and Inventory transactions for the current year Run POP Recv’d/Not Invoiced report to tie to A/P Liability account. Reports >> Purch >> Analysis >> Recv/Not Invcd. (In GP 2016 New HIST Recv’d/Not Invcd Report coming).

20. “Other” Modules Ready for Inventory Close? Post all transactions for the year for: Purchase Order Processing Project Accounting Sales Order Processing Bill of Materials Field Service Manufacturing Reconcile SOP/POP modules. Utilities > Purchasing > Reconcile Purchasing Transactions Utilities > Sales > Reconcile / Remove Sales Documents

21. Inventory Year-End Closing

22. Inventory year end  Transfer summarized current-year quantities, costs, and sales information (Dollars/Quantities)  Update Beginning quantity of each item from On Hand quantity at each site. (Turnover Report—uses beginning # )  Reset the Quantity Sold field for each item to zero. Options to:  Remove purchase receipts for items completely sold.  Remove discontinued items from items completely sold.  Remove lot attributes for items completely sold.  Updates standard cost of item to the current cost if using FIFO or LIFO periodic valuation methods.  Remove Cost Change History. Closing the Year in Inventory will:

23. Inventory Card history Quantities and Amounts moved to “Last Year”

24. Year End Steps for Inventory Reconcile Inventory quantities. Utilities > Inventory > Reconcile (Optional) Complete a physical inventory count & post adjustments. Reports-Inventory-Activity-Physical Inventory Checklist Print inventory reports for records (if applicable): Make a backup. Close the Inventory Module year Tools > Routines > Inventory > Year-End Close

25. Serial/Lot Numbers syncing issues Running Inventory Checklinks/Reconcile may create new records in Serial Master table that represent missing serial numbered items. The system will create new serial numbers but these will not match your inventory. Edit the records in the Serial Lot Master table to correct serial numbers. You can also simply add records to the Serial Master table for the missing serial numbers. This can also be done for missing lots.

26. Physical/Stock Counts Process Stock Calendar Maintenance Dates for next stock count for item-site combo. GP > Tools > Inventory > Setup > Stock Calendar Stock Count Cycle Assignment Assign one stock count frequency to many items. Cards > Inventory > Cycle Count Assignment Stock Count Schedule Qty on hand for each line in stock count schedule captured. Later, actual count qty compared to captured values to create default variance transactions. Transactions > Inventory > Stock Count Schedule Stock Count Forms can be printed during this process. Stock Count Entry Window to enter results of stock counts. When stock count is processed, variance transactions are created. Trx will also post IF Auto-post Stock Count Variances box checked. Transactions >Inventory> Stock Count Entry

27. Stock Count Screens

28. Stock Count - Manually Adjust Manual Process: Print a Physical Inventory Checklist. then perform a physical count of your Inventory, verify # on hand accurate for Items. Reports > Inventory > Activity Then Manually create Inv Trx of differences for each item. Transactions > Inventory > Transaction Entry NOTE RE: POST TO GL CHECKBOX ON BATCH SCREEN.

29. Automated Stock Counting: SalesPad Data Collection DataCollection provides an easy to deploy & use mobile bar- code data collection solution. Manage materials within a warehouse or across sites. Easily create Bin Transfers, Site Transfers, and Inventory Adjustments. Allows users to easily enter Stock Counts supporting GP’s standard inventory counting functionality.

30. Optional Inventory Reports Removing sold purchase receipts during year-end? We recommend printing Purchase Receipts Report. Print any additional reports that you will need for planning or for your permanent records. The suggested reports are as follows:

31. Tools > Routines > Inventory > Year End Close Released in GP 2013: Updating Standard Costs DOES create a GL entry/batch to reflect inventory valuation change. Otherwise, prepare entry manually by referring to pre- and post-close Stock Status reports to determine the valuation change. Summary windows in inventory with specific views of calendar or fiscal year are date-sensitive. ** The inventory year end close process is not date-sensitive.

32. Historical IV Trial Balance Don’t see Historical IV Trial Balance under Reports > Inventory > Activity menu? You may need to install it. (and use the HITB Inventory Reset Tool.) Contact Support! Balance the General Ledger to the Inventory Module “As of” a particular date!

33. Receivables Year-End Closing

34. Calendar Year End – Close prior to posting transactions in next calendar year.  Transfers finance charges to the last year (LY) field on the customer records. (Need to print finance charges on the Dec & Jan customer statements.) *Finance charges do not automatically print on the customer statements so report needs to be modified to include this information) Fiscal Year end – Close prior to posting any transactions in the next fiscal year.  Transfers all other amounts to Last Year “buckets” Receivables Management Closing

35. Receivables Customer Summary Screen Fields Updated Cards > Sales > Summary Quantities and Amounts moved to “Last Year”

36. Receivables Year End Procedures Post transactions for year & complete month- end procs (don’t have to post ‘recurring’). Make a backup / Close the year Tools > Routines > Sales > Year End Close Beginning in GP 2013 - Ability to select any printer after selecting “Close Year”. Prior - Once you click close, you COULD NOT change it. (Need Adobe Writer installed). Choose Fiscal/Calendar/Both Look at the Closing Date! DO NOT hit process button twice or it will close again! Last Year #s will zero out.

37. Closing Company Tax Details After closing BOTH AP AND AR MODULES!! Tools>Routines >Company >Tax Year End Select Close Year check box AND/OR Print Report Click Process. When prompted to continue with the year-end close, Click Yes. Note: We recommend you keep a copy of year-end report together w/ permanent year-end audit records. Need to Modify $ Amounts in fields? Go to: Tools > Setup >Company > Tax Details

38. Payables Year-End Closing

39. Payables Year End  Calendar Year End When – Close at the end of Calendar year prior to posting transactions in next Calendar year  Calendar Year End What - 1099 Amounts YTD cleared, move to LY and LTD  Fiscal Year End When - Close at the end of the Fiscal year prior to posting transactions in the next Fiscal year  Fiscal Year End What - Vendor Yearly Summary Figures are moved to History – updates LY and LTD  Closing the year will affect Summary Screens, Smartlists, and Reports showing yearly (this year, last year fields). Payables Year-End Closing Scripts available to fix “Amounts Since Last Close” in summary screens.

40. Payables Vendor Summary

41. Payables Management Year-End Steps  Post all transactions for calendar year to close (2015).  Put trx for new year (2016) in batches, but not posted.  Print Reports>Purchasing>Trial Balance—Aged Trial Bal w/ Options  Print the Vendor Period Analysis Report (newer suggestion)  Print 1099 Statements using the Print 1099 window Tools > Routines > Purchasing > Print 1099  Do Backup “Post-1099 edits”  Close the year  Close the fiscal periods  Close the tax year  Make a Back up named “Post Year End”

42. 1099 Vendor Information * When AP invoices w/ 1099 figures are paid, 1099 amt is updated. Verify 1099 Data Smartlist: Vendors with 1099 yes ( & User Def 2 for W-9 a yes!) Print Edit List of 1099 Vendors Tools > Routines > Purchasing > Print 1099 icon Inquiry Vendor Period

43. 1099 Details Window Changes St. Payer ID 20 Characters FATCHA Box Cards > Purchasing > 1099 Details State Payer's State/ID No on all forms now 20 characters. (it was 10 – not all states – but Wisconsin is one) Foreign Account Tax Compliance Act (FATCA) checkbox is new. TEN99FATCAFILEREQ was added to the PM00204 table.) Payables Management Changes – 2015 Try printing all forms.

44. Payables Management Year End Important points to remember (Additional functionality in GP 2013)  Separate 1099 Address ID field on vendor card  Additional Box Numbers added for each Tax Type  Additional fields on the 1099 Details window  New functionality to edit 1099 information:  Edit 1099 Transaction Information window (per trx)  Update 1099 Information utility now has options for ‘Not a 1099 vendor’ tax type (per vendor)  Print 1096 Summary Form

45. GP 2013 & 2015 New AP Fields/Screens New 1099 Fields FATCHA Checkbox St Tax # Expand Additional Boxes Per Tax Type

46. Update Vendor 1099 Information Edit 1099 Trx info, see detailed transactions for a 1099 vendor & change the individual trx info to ensure accurate 1099s.

47. Make vendor 1099 after transactions entered!

48. Editing 1099 Vendor Information Edit 1099 Summary Amount for prior payments Tracks amounts by tax type for each vendor. Mark Vendor as a 1099 type under “Options” on Vendor Maintenance Card. Cards > Purchasing > 1099 Details By Period AND By Tax Type

49. Printing your Company 1099’s Tools > Routines > Purchasing > Print 1099 For an Edit List – hit the printer icon! Only those vendors marked as “1099 Vendors” AND with over $600 in 1099 payments will print or show on the list. In GP 2013/2015 – you can also print 1096 forms from this window!

50. Print Period Analysis Report (& email) Reports > Purchasing > Analysis > Period

51. Tools > Routines > Purchasing > Year End Close  Calendar year  Fiscal year  Both Close tax year too… Print to PDF ! GP 2013/2015 you can select printer AFTER clicking on “Close Year”. (You must also have Adobe Writer installed).

52. Avalara – Avatax 1099 https://www.avalara.com/products/avalara-1099

53. Databases Getting large? Inquiry/Reporting slowing down? Start the New Year with improved GP performance and increased productivity with the help of CDA. Just ask for a demo or trial keys. Company Data Archive

54. Project Year-End Closing

55. Project Accounting Year End  Projects can span multiple fiscal periods.  Additionally, projects are independent of the fiscal and calendar year. Optional: Perform the following procedures as part of basic year-end process:  Post all cost transactions.  Run final billings & revenue recognition on projects for the year. (so GL module is updated before you run year-end routine in GL). After doing this PA & GL will reconcile more quickly/easily.  Update the rate tables in PA Position Rate Table Maintenance and PA Employee Rate Table Maintenance windows. No Specific Year-End Process for Project Accounting

56. Fixed Assets Year-End Closing

57. Fixed assets closing results Inquiry > Fixed Assets > Book Asset General Window: YTD Maintenance amount is removed Qty is copied to the Begin Qty field Asset Book Window: YTD Depreciation Amount is removed Cost Basis is copied to Begin Year Cost LTD Depr moved to Begin Reserve Salvage is copied to Begin Salvage Book Setup Window - Current Fiscal Year is updated to new year Do NOT manually change this year to post a new asset into the new year, you will damage data! Just take the time to close the year!

58. PRIOR to Fixed Asset Year-End Close  Last module closed before GL (AFTER A/P!)  Enter ALL transactions for the year. (AP, Transfers, etc)  Close ALL books before you can process in new year.  Fiscal Year End only  Run depreciation for the final period of the year. Run depreciation through the last day of the year. Tools>Routines>Fixed Assets>Depreciate  Run the General Ledger Interface (Optional, can be done later – Automatic in GP 2013) Date should fall within the current fiscal year that is being closed. (Tools>Routines>Fixed Assets> GL Posting)

59. Prior to Closing Fixed Asset Year End  Run the following reports:  Ensure that the Fixed Asset Calendar is built correctly Tools>Utilities>Fixed Assets>Build Calendar  Verify Quarters setup for all Fiscal Years Tools>Setup>Fixed Assets>Quarters  Run a backup! Depreciation Ledger Property Ledger Annual Activity Additions Retirements If more than one year also run Book to Book YTD COMPARISONS

60. Year End Steps Fixed assets Verify Current Fiscal Year on Available Books list is correct. Tools>Setup>Fixed Assets>Book Select each book Insert that book Click continue  Run year end routine Tools>Routines>Fixed Assets >Year End ** A report will NOT be generated from this process (unless on GP 2015 R2).

61. Fixed Assets Enhancements (GP 2013)  Historical Depreciation Reports  Reset History in Detail  Restrict Displaying Reset Transactions  Process Progress Bars  Mass Depreciation Reversal  Independent Fixed Assets Calendars  Define Short/Long Calendar Years  Auto-generate Next Asset ID  Intercompany Asset Transfer  Fixed Assets Transactions Batches  Post in Detail to General Ledger  Analytical Accounting Int w/ FA

62. GP 2015 Year-End Report Fixed Asset Year-End Closing report was added to the year-end close process. Prints per Book. Shows: Asset ID, Description, Cost Basis, YTD depreciation, Accumulated Depreciation, NBV, Placed in Service Date, Depreciated to Date, Quantity, YTD maintenance and Status for all assets impacted by year-end close. Single Step – Close Year/Print Report!

63. Analytical Accounting Notes Don’t underestimate the importance of AA matching GL amounts. **Scripts to verify AA data against GL Management Reporter (Data Mart) reads from AA tables Make sure AA is installed and enabled on workstation where GL is being closed! AA Codes automatically close when GL is closed.

64. Analytical Accounting Year End Scripts AA data closes with GL regardless of whether options on dimensions are marked 1. PRIOR to closing GL: Verify records are not duplicated: select distinct(YEAR1) from AAG30000 select distinct(YEAR1) from AAG40000 2. PRIOR to closing GL – see that top 2 & bottom 2 match: select distinct(YEAR1) from AAG30000 select distinct(OPENYEAR) from GL20000 select distinct(YEAR1)from AAG40000 order by YEAR1 select distinct(HSTYEAR) from GL30000 order by HSTYEAR 3. Be sure the following returns no results: select count(*) from AAG40001 where aaCopyStatus<>8 4. Option (setup) to have BBF entries on dimensions

65. Analytical Accounting Close Setup In the Analytical Accounting Options window “Include dimensions in the year end close” option should be checked as illustrated below. GP > Tools > Setup > Company > Analytical Accounting > Options

66. AA Dimension setup Once AA closing enabled, define the “Consolidate balances during Year End close” option for every transaction dimension that has been created in the system, in the Transaction Dimension window. Cards > Financial > Analytical Acctng > Transaction Dimensions Don’t miss marking this for any dimension as it will not closeduring the year end process.

67. General Ledger Year-End Closing

68. General Ledger Year End Close!! Issue with Divisional Retained Earnings checkbox does not update GL40000 table if marked and unmarked.  Run script “update GL40000 set DIVACTSG = 0”  Fixed in GP 2013  Added in GP 2013  Maintain inactive accounts in Year-End Close window  Progress bar WORKS in Year-End Close window  Unit Accounts have option to clear balance during YEC Check GL40000 New Options!

69.  Closes P/L to Retained Earnings Accounts.  Pushes B/S account balances to new year. Only the RE B/S accts will have a different BB than the previous year’s ending balance. In GP 2013, choose to Unit Accounts roll forward or clear!  Moves open year $ to historical year (GL20000 to GL30000)  Fiscal Year is marked as historical.  Analytical Accounting tables are updated. Moves AA data to history and creates BBF entries on dimensions  GP 2013: Option to remove inactive accounts – or leave those with budget amounts. What does GL Closing do?

70. GL Close Key points  General Ledger year end does not have to be done right at year end. **Although you NEED to setup the new fiscal year & periods to process transactions for the new year.  It is recommended to have all users exit during the closing process.  Need enough disk space to double GL20000 in size.  Recommended* - Run GL close at server.  Looks like it hangs at 50% but it’s still running! (FIXED IN GP 2013)!  Should be the last module closed. (Reverse Now available!)

71. 1.Complete posting and closing procedures for other modules. 2.Post final adjusting entries in GL 3.Print an Account List or use Smartlist to verify the Posting Type Year End Steps for GL

72. HOW TO CREATE “Exception Smartlists” for Balance Sheet & Profit & Loss Validating Chart of Accounts Setup Click on the “Out of the Box” smartlist of ‘*’ under “Accounts”. Hit the Search button at the top to select the Search Criteria.

73. Choose Column Name by hitting looking glass. Select Posting Type. Enter filter of “is equal to” and then Balance Sheet for dropdown value. Validating Chart of Accounts Setup

74. Choose 2 nd Column Name by hitting looking glass. Change “Selected Columns” to “All Columns” and Select “Main Account Segment” Enter filter of “is greater than” and enter a value that makes sense for your company (ie 3999). Validating Chart of Accounts Setup

75. Add third search of Column Name “Account Type” Filter “is equal to” & select “Posting Account” (so unit accts/variable allocation accts don’t get reported). Hit “Ok” at top. Validating Chart of Accounts Setup

76. Click on any Account to “Fix” Change Posting Type to Profit & Loss Validating Chart of Accounts Setup Then it will come off of ‘exception’ smartlist!

77. To Save the Smartlist as a favorite, select the “Favorites” folder at the top. Name the smartlist, select if it is visible to everyone in the ‘system’ and click on the “Add Favorite & Reminder” so it will show on the home page. Validating Chart of Accounts Setup

78. Change the options to show the smartlist if the number of records “is greater than” and Zero. Then click on “Display as a Cue”. Validating Chart of Accounts Setup

79. Now the ‘Exception Smartlist’ will show on the home page if there are any accounts to fix each time you log on the system!. Just click on the icon to get to the smartlist! Validating Chart of Accounts Setup

80. To save the “Profit & Loss” exception list, just hit “Search” again while in the smartlist and modify the values to look for P&L accts ‘below’ 4000. Then Save the new one as another favorite! Validating Chart of Accounts Setup

81. Year End Steps for GL (cont.) 4.Close the last period of the fiscal year Optional Setup > Company > Fiscal Periods 5.Make sure Maintain History for Accounts & Transactions is marked. Tools > Setup > Financial > General Ledger ** Retained Earnings Account may be defined WITH option to close to Div. Segments. **Also can choose the NEXT Journal Entry to use (Some companies choose “16- 000000” to start a new year)

82. Year End Steps for GL (cont.) 6.Perform File Maintenance on all Financial files – Have users out of system, this may take awhile! File>Maintenance>Checklinks 7.Make a backup. 8.Print a final Detail Trial Balance Reports > Financial > Trial Balance > Detail 9.Print final financial stmt(FRx, Mgmt Rept, AF) 10.Set up new year in Fiscal Periods Setup. Tools > Setup > Company > Fiscal Periods 11.Close the fiscal year. Tools > Routines > Financial > Year end closing **Reverse Historical Year available for a re-do!

83. GL Year-End Close (New Options) If you don’t select anything, it will NOT remove unused segments and it WILL delete all inactive accounts. To ONLY keep inactive accounts that have Budgets, select as shown. The Progress Bar Works!

84. TIPS to dodge a GL Support Call  Make a copy of your LIVE system into TEST and run a BETA Close in TEST. Make Backups!! Make Backups!!  Check Account Types (Profit & Loss/Balance Sheet) To fix this: Account not set with correct posting type? TK #864913.  YES – it is STILL running even though you are stuck on 50%, do NOT kill the process. Another user closing = SY00800 BACHNUMB = “GL_Close”  Yes, you can post adjusting entries to the closed year (but not 2 years back!) Directions below.  Go to fiscal period setup. Tools>Setup>Financial>GL  Uncheck the particular month  Set allow posting to history  Make the entry AND re-check the month you opened.

85. New GL Screens as of GP 2013 Close Unit Accounts, Clear Balance Journal Entry Inquiry (History Too!) - Choose Year - Allows filter by Open or History

86. New in GP 2013 R2 Reverse Historical Year button in Year Closing window – should NOT be used for a failed year- end close  Restore to a backup immediately for a failed Year-End Close Reverse Historical Year

87. External auditors usually ask for a list of all GL entries: 1) Posted for the year, 2) Who posted them, and 3)When they were posted Primarily to see if entries were posted during non-business hours. Use Account Transactions SmartList, filter for Financial Transactions, & add Columns: -User Who Posted (User ID of whoever posted transaction) - Originating Posted Date (Sys date, but user could change) - Reference (GL Description, WHY entry was made) -In GP2013 there is also an approval ID and Approval Date for Batches! AUDITORS REQUEST (Smartlist)! *SOP Posting is different. There use a USER2ENT field which is User ID of who entered the transaction and PTDUSRID that shows User ID who posted the final invoice. This is in table SOP10100.

88. Payroll and Human Resources Year-End Closing

89. 2015 Payroll Tax Updates – and 2016 Tax Updates 2016 Round 1 Tax Update (Dec) 2016 Round 2 Tax Update (Mid-Jan) ** Do not install until after Year End Wage file is generated & all 2015 processed. Last 2015 Tax Update Aug 17, 2015. 2016 Payroll Tax Update Round 1 to be released late December. To include California, Kentucky & Maine.

90. Payroll year-end checklist 1. Verify your version of GP. 2. Download Payroll Tax updates for 2015. 3. Complete all pay runs for the current year 4. Complete your company’s regular monthly/quarterly payroll procedures for the current year (SUTA/FUTA, WC, Form 941) 5. Make a “Pre Year-End Wage File” backup. 6. Create the Year-End Wage file ALWAYS at Calendar Year-End Tools>Routines >Payroll > Year-end Closing

91. Payroll year-end checklist (Cont) 8.Make a backup of new file (named “Post Year-End Wage Table”) 9.Verify W-2 & 1099-R statement info (Note: If any changes are made to the statement information, make another backup). 10.Print the W-2 statements and W-3 Transmittal form * Edit W-2 info if necessary Tools>Routines >Payroll>Edit W-2s Tools > Routines > Payroll > Print W-2 Select Radio Button that you need

92. Payroll year-end checklist (Cont) 11. Print the 1099-R forms and the 1096 Transmittal form 1099-R Forms Tools > Routines > Payroll > Print 1099-Rs Click 1099-R Forms, and then click Print. 1096 Transmittal form (Same Window) Click 1096 Transmittal Form Radio Button, & click Print. ** You can print the 1099-R and/or 1096 Transmittal form as many times as you need.

93. 12. Optional: Create a magnetic media file – EFW2 If your company has more than 250 employees, Social Security Administration requires you to create and submit federal W-2 wage reports electronically. Tools > Routines > Payroll > Electronic File - Select Appropriate Companies, - Enter User ID Number, - Click Submitter. The Electronic Filer Submitter Information window opens. - Enter the authorized submission information. - Close Electronic Filer Submitter Info - Change file destination info in the File Name field if it is required. - Click Create File Payroll year-end checklist (cont)

94. Payroll year end checklist (cont) 14. (Optional:) Archive inactive employee HR info. Tools > Utilities > Human Resources > Archive Employee 15. Close fiscal periods for payroll series for 2015. 16. (Opt:) Delete inactive employee info. (To save disk space, but do AFTER creating Year End wage file). Tools > Utilities > Payroll > Remove Inactive Inactive do NOT count as ‘active’ employees in license count.

95. 17. Set up fiscal periods for 2016 Tools>Setup>Company>Fiscal Periods 18. Install the payroll tax update for 2016 Confirm update – GP > Maintenance > U.S. Pay Update > Check for Payroll Tax updates > Automatic – Next > Enter Authorization # (Login) > Finish. 19. Setup Attendance for new year (Reset with Mass Update) Tools > Setup > Human Resources > Attendance >>Setup Or Tools >>Utilities >>Payroll >>Mass Update 20. Update Local tax and Unemployment Tax rates. 21. Run first 2016 payroll. Payroll year end checklist (cont)

96. If a Company Needs to: Run Paychecks in 2016, prior to closing 2015 Do steps1-7 on previous slides’ checklist 1. Verify your version of Microsoft Dynamics GP. 2. Download Payroll Tax updates for 2015. 3. Complete all pay runs for the current year 4. Complete all monthly/quarterly payroll procedures for 2015 5. Make a backup of the original file 6. Install the Year-End Update 7. Create the Year-End file Set up Fiscal Periods for 2016 Tools>Setup>Company>Fiscal Periods Install the payroll tax update for 2016 Process 2016 pay run (user date must be 2016) THEN Print W-2 / W-3 Transmittal form Print 1099-R forms / 1096 Transmittal form Create magnetic media/Inactivate employees

97. ACA View – Smartlist!  WITHIN MICROSOFT DYNAMICS GP – Very Basic.  Check out ACAView.doc (download here).  https://community.dynamics.com/gp/b/dynamicsg p/archive/2015/04/01/the-march-hotfix-has- released-what-is-all-the-excitement-about https://community.dynamics.com/gp/b/dynamicsg p/archive/2015/04/01/the-march-hotfix-has- released-what-is-all-the-excitement-about Affordable Care Act Compliance/Reporting

98. ACA Compliance Reporting & BI Tools INTEGRITY DATA or GREENSHADES

99. www.greenshades.com The E-File Wizard automatically extracts info from GP & creates E- Files suitable for filing to tax and non- tax agencies. GreenShades can E- File each of the reports below as well as custom reports your company may need : State Filings (SUTA and W2) State New Hire Reporting Federal 1099 Federal W2s Local W2s 940 and 941 Reports 401(k) Reports

100. Questions?