TMC Blog


Microsoft Dynamics GP Year-End Update 2019 Part 1/2

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Welcome to this years first half of Dynamics GP Year-End Blog series, where we will showcase year-end closing information to assist you with planning for a smooth year-end close. Let's get started!

Update 1: General Ledger

It's hard to believe it's already that time of year again! Please review the information below to ensure you have a smooth and seamless year-end in General Ledger:

Does the Year-End Update include any changes for the General Ledger Year-End Closing process?

No, there are no changes in the 2019 Year-End Update that will affect the General Ledger year-end closing process. 

Is there any new functionality in Microsoft Dynamics GP for the General Ledger year-end closing process?

Nothing has changed this year in reference to new functionality related to closing the year in General Ledger.

When should the Year End Close for General Ledger be done?

The Year-End Close process for General Ledger should be done after you have completed the year-end close process for all other modules.  (See KB 888003 for the suggested order to close the modules.)

What does the Year End Close Process do and /or affect?

  • Closes all Profit and Loss (P/L) account balances into Retained Earnings account(s).
  • Balance Sheet account balances are rolled forward to the new year by having Balance Brought Forward (BBF) entries created.  All open General Ledger records (GL20000) are moved to the historical table (GL30000).  
  • Inactive General Ledger accounts without a balance and no historical transactions are removed if you are not 'maintaining' inactive accounts.
  • The Year that was just closed is marked as historical.  
  • If installed and activated, the Analytical Accounting (AA) module is also automatically closed along with General Ledger.

What steps should I take to close the year?

Print and follow the checklist available for the Year-End close process for General Ledger in KB 888003 - Year End closing procedures for General Ledger in Microsoft Dynamics GP.   This article provides great DETAILED information for all aspects of the year-end close process, links to sub-module KB articles, the suggested order to close the sub-modules, as well as a valuable Frequently Asked Question section at the end of the article which addresses many common customer concerns with year-end closing. 

Key Points to Remember:

  • ALWAYS have a current backup before you close the year! If you receive any errors during the year-end close process, take a screenshot of the error message, and restore to your backup immediately.
  • Have all users out of Dynamics GP when you perform the year-end close process.
  • Perform the year-end close process at the server. 
  • Make sure there is enough room for the files to double in size at one point during the year-end close process.  
  • Follow the checklist and suggested order to close the modules as listed in KB 888003.  Review the FAQ section at the end of that document for common issues.
  • By far the greatest numbers of support cases we troubleshoot are associated with Posting Types (Balance Sheet or Profit & Loss) not being set correctly before the year-end close takes place. It may a be time-consuming task to review all general ledger account types beforehand, but this is essential to avoid an unwanted balance getting closed/carried forward, or an incorrect Retained Earnings amount getting generated because of the incorrect posting type. 
  • Support always recommends you perform a test run of the General Ledger year-end close in a TEST Company first!! This determines if there will be any unexpected errors or warning messages during the close (such as running out of processing space or getting a message to Move Data to History in the Analytical Accounting module, etc.). Additionally, this allows the user to gauge how long the actual close will take. The resulting year-end close report can then be reviewed for accuracy and account balances can be verified by the accounting team.  If the close is not correct in the TEST company, the user can then adjust the account Posting Type settings in the LIVE company and help avoid post-close account adjustments (or SQL corrections) that may raise inquiry in future audit-type activity.
  • The second most common case we see in Support is associated with not letting the year-end close process run to completionWith the release of GP 2013 R2, the Year-End Closing window has a progress bar, so be sure you complete all 7 steps!! Occasionally, users think Microsoft Dynamics GP is hanging and/or has stopped processing (Year-End Close window may show as 'not responding'), when in reality the table data is being created, cleared, and moved at a rapid rate on the SQL Server.  All in all: LET IT RUN to completion no matter how long it may take.
  • Note: IF you use Analytical Accounting and/or 'Currency Translation': The General Ledger year-end closing process will take longer to complete (and this is completely normal due to the amount of data coming into play). Again, we recommend you 'test' the year-end process in a Test Company with a copy of live data to ensure you know how much time you'll need to allocate for the process in production. 
    • Some users elect to 'turn off' Currency Translation(Microsoft Dynamics GP >> Tools >> Setup >> Financial >> Multicurrency) prior to closing the year, and then set up currency translations again after the year is closed to speed up the year-end closing process.
      • MR Legacy Users: See KB 2575539 for detailed currency translation information (specifically refer to the section pertaining to 'entering translated beginning balances')
      • MR Data Mart Users: See KB 2986068 for detailed currency translation information

 

  • The last step in the General Ledger Year-End Closing is to print the year-end close report. As such, printing the year-end close report is the best indicator that the process has completed!

 

  • Occasionally, users click the 'Close Year' button twice on the Year-End Closing window and two years get closed by mistake.  Although you should get prompted by a default warning (open batches exist or the next fiscal year has not been created) that will allow you to stop the close, we do see several incidents where the second closing is accidentally started in error and then stopped. This often leaves invalid data in the tables as well as incorrect historical year assignments that may need to be corrected with SQL data-fixing activities. In this circumstance it is best to immediately restore to the backup made before the close and restart the closing process again for the correct year and insure the second close-out is avoided.  If there is no backup, a consulting service will be needed to reopen the year.
  • We do stress that Backups be made (and kept in a separate location) both for the pre-close and post-close company databases. This recommendation is just in case something does go wrong during the close that may not be immediately recognized by the accounting team afterward.  Having the pre/post close databases will allow the user to recreate the close again in a TEST environment to better determine if there was a processing issue during the close or if there was faulty data present in pre-close environment that has just recently been detected in the LIVE data.

 

  • Please note that there is no utility or SQL scripting option available to “re-open” a closed year prior to GP 2013 R2 through regular support channels to make a historical year change. In support, we've instances of bootleg types of SQL scripting being made available to users to re-open the closed year independently. We would like to stress that this is not recommended or even supported through our regular support channels.  Microsoft does offer a ‘GL Year-End Undo' Advisory Service for to reopen a closed year.  If needed, please make the request through a regular support case, and we can assist you with getting the Advisory Service started .  (Please note that Partner Advisory Hours (PAH) will be decremented to pay for the service.)

 

 

Update 2: U.S. Payroll

Please review the following information to ensure that your Payroll Year-End goes smoothly:

The 2019 Year-End Update is always scheduled to be released mid to late November. We release this update in November to ensure you have plenty of time to install prior to year-end. In Support, we are often asked if it is OK to install the 2019 Year-End Update even though 2019 payrolls are not completely processed. The answer to that is YES YOU CAN! We release the update early so you have plenty of time to install it!!

This update is all inclusive of prior updates for Microsoft Dynamics GP 2015, Microsoft Dynamics GP 2016, and Microsoft Dynamics GP 2018 (or Microsoft Dynamics GP if you're on the October 2019 Release).

The 2020 Round 1 Tax Update (tax table update only) is targeted to be available mid December 2019. *Do not install this tax table update until ALL pay runs for the 2019 year are completed.

The 2020 Round 2 Tax Update will be available mid-January 2020.

Please review all documentation in detail so you are well prepared for the year-end close, specifically around what has changed for this year.

Please Note: 

  • The 2019 Year-End Update and 2020 Tax Updates (tax table updates) will not be available for Microsoft Dynamics GP 2013 and prior versions. Mainstream support for Microsoft Dynamics GP 2013 ended on 04/03/2018.
  • Once you install the 2019 Year-End Update for GP 2018: You will be on the Modern Lifecycle.

For more information about the Lifecycle for Microsoft Dynamics GP, see the Microsoft Dynamics GP Lifecycle.

When should the Year End Close be done?

The Payroll Year End Close should be processed after all pay runs have been completed in the current year, and before processing any pay runs in the new year.

 Are there any changes I should know about related to the Year End Update for Payroll?

Yes, there are some BIG changes to the W-4 with the 2019 Year-End Update!! See Terry's AWESOME W-4 blog for more details around those changes 

There are NO W-2 or W-3 form changes! YEAH!

There are NO EFW2 form changes.

There are no Affordable Care Act changes (ACA)!!

Here is a complete list of fixes included in the update.

Important to Note This Year:

  • The deadline for EFW2s (aka Magnetic Media) is 1/31/2020. As such, both W-2's and EFW2's are due the same day. We recommend you verify both your W-2 and EFW2 well before this deadline to ensure you have adequate time to validate your data.
  • Questions on W-2s? Don't worry, we've got you covered!
    • See my blog about W-2 Tidbits to Help Meet the January Deadline!! (link available when released)
  • Questions on EFW2s? Don't worry, we've got you covered there too!
    • See my EFW2 blog full of Tips to Help Meet the January Deadline!! (link available when released)
  • Questions on ACA? Of course we've got you covered!
    • See Terry's 2019 Year-End ACA Blog! (link available when released)

 

What does the Year End Close process do?

Creates the Year End Wage file with annual wage information used to generate W2s, W3s, 1099's, EFW2's (aka Magnetic Media), 1095-Cs, and 1094-Cs for the year being closed.

 

 What steps should I take to close the year? (See KB Article 850663 for detailed instructions on each step listed below):

**First and foremost, make a restorable backup of the company database so you can restore should you run into a problem. 

  1. Complete all pay runs for the current year. 
  2. Complete all month-end, period-end, or quarter-end procedures for the current year. 
  3. Make a backup of the original file.
  4. Install the Year-End Update if it has not already been installed (we release early to give you plenty of time so install early if you can!!). 
  5. Create the Year-End Wage file. 
  6. Make a backup of the new file. 
  7. Verify W-2 and 1099-R statement information. 
  8. (Optional) Print the W-2 statements and the W-3 Transmittal form. 
  9. (Optional) Print the 1099-R forms and the 1096 Transmittal form. 
  10. (Optional) Create the W-2 Electronic file. 
  11. (Optional) Archive inactive employee Human Resources information. 
  12. Set up fiscal periods for 2020 (if they haven't been set up yet). 
  13. (Optional) Close fiscal periods for the payroll series for 2019. 
  14. Install the payroll tax update (2020 Round 1 Tax Update) for 2020. 

 

To recap, prior to processing a pay run in 2020 the following is:

Required:

  • All 2019 pay runs completed.
  • Year End Wage File created.
  • Backup of company database made.
  • Payroll Tax Update for 2020 (2020 Round 1 Tax Update) installed (tax table updates).

Optional:

  • Print W-2s.
  • Create W-2 Electronic File.

Why may Microsoft Dynamics GP 2013 users want to upgrade?

Microsoft Dynamics GP 2013 DOES NOT contain the W-4 changes (or the updates included last year in the 2018 Year-End Update), and will not receive Tax Updates (table and/or code). If you need any of the changes included in the 2019 Year-End Update, you'll need to upgrade appropriately. See our Microsoft Dynamics GP Upgrade Blog Series for more information!

 

 

Update 3: New 2020 Payroll W-4 how does it work in Microsoft Dynamics GP?

Well, that is a GREAT question you ask!  Lets dive into the specifics of this form and the year end change so you can properly set up your employees in the 2020 tax reporting year.

Here are some important links for you as we go through this process:

W-4 form for 2020
IRS FAQ on W-4 form for 2020
IRS Tax Withholding Estimator
15-T (what used to be called the Circular E for us oldies)

This year is a bit different than years past as we want to make sure and install the 2020 payroll tax table (releasing mid December 2019) and the 2019 Payroll year end update, preferable both by 1/1/2020 so you have the "new" W4 fields and the tax tables that go with those new fields.
(they do not need to be installed at the exact same time)

Then in a perfect world, all the taxes will calculate correctly and no employee will ever owe money at the end of the year or get a refund, that is the "intent" of the new W4, make the taxes more accurate, simplify the W-4 process for an employee.  So I hear anyway...…...

I have thought many ways how to start this blog,  but I think I will go off the W4 form each step and explain that step in Dynamics GP.  As we go through this, remember I'm only a GP EXPERT not a TAX expert and I think you will be saying the same to your employees as we all go through this educational process this year...fun times.

 

Step 1:  Enter Personal Information

Pretty basic, I think we all know what to do on this step.
Notice that Exempt is no longer an option on the form, that is by design.  I think the instructions state to write EXEMPT across the form.  There is still an Exempt filing status option in Dynamics GP for federal withheld.  You will see this under Cards | Payroll | Tax and the filing status is part of our tax tables.  We have also added a new filing status to our tax tables for Head of Household

 

Step 2:  Multiple Jobs or Spouse Works

You will not find a checkbox for this under Cards | Payroll | Tax, instead it will be handled through the tax table.  When you mark this box on the W-4, if you review the instructions and 15-T you will see for example Single has a Single tax table (STANDARD) and a tax table if you mark the box in Step 2.

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With our filing status once you install the 2020 tax table you will see we have a filing status of Single and Single, Higher

If an employee marks the box in Step 2, you should set the filing status to Single, Higher under Cards | Payroll | Tax
This would be the same process for Married and Head of Household options.

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**All employees will "remain" unchanged when you install either the 2020 tax table update or 2019 year-end update, the employee record will not change, till they have completed a new 2020 W-4.**

Example: If I am an existing employee of your company, filing Single today with 10 exemptions, my record would stay the same for the 2020 payroll year until I fill out a new W-4.  Employees are not required to fill out a new W-4, only if your company wants them too.

If you are a customer that uses the Employee Self Service W4 product the form has the new checkbox and if marked will choose the new filing status once it has gone through the approval process.

 

Step 3:  Claim Dependents (new field in Dynamics GP)

If you just install the 2020 payroll tax update and do not install the 2019 year-end update (kind of cheating your way through it), then you will not have the new field called Dependent Claim Amt under Cards | Payroll | Tax.  The new field on the W-4 correlates to section Step 3 Claim Dependents on the W-4 form.
Payroll will still run and not blow up on you, but you will not be able to "reduce" your YTD tax withheld by this field if it is not there.
How this new field figures into our tax calculation process is the following:

As the article states above, in Dynamics GP, we annualize everything.  Once we get down to the part of the calculation and we have figured out Terry's yearly withheld for this payroll week is $6,462.50 if I was a weekly payroll I would divide that by 52 which would be 124.28 federal tax withheld per week.

with this new field, lets say I have $1,500 in the field Dependent Claim Amt (500 * 3) the calculation would be

$6,462.50 - $1,500 = $4,962.50 / 52 = $95.43 Federal tax withheld per week.

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Step 4:  Other Adjustments (Optional)

For step 4a-other income, there is no field for Dynamics GP to enter Extra Income to calculate taxes on.  If an employee has other income, use the IRS Tax Withholding Estimator to figure out any additional tax that is owed and put that in the Additional Withholding field to take out "extra" tax each pay period, under Cards | Payroll | Tax.

4b - there is no field in Dynamics GP for this, but if you want to reduce your withholding, you can enter a "negative" amount in the Additional Withholding field to do this.

4c - This is an existing field that we have today under Cards | Payroll | Tax for Additional Withholding amount per pay period.  This amount will be added to the already tax withheld calculated by the system during the payroll process.

 

Step 5:  Sign and Date - self explainitory

Notes:

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On the 2020 W-4 there are no Exemptions, but if you read the instructions from the 15-T it does state built into the tables based on the filing status you are allowed exemptions, but they enforce what the exemption will be.

We have made notes to the Payroll Admin what to enter based on the filing status the employee selected.  The system WILL NOT auto default the exemptions for the user.

In the example above, I choose Married, so I should put a 3 for the Exemptions.

If an employee fills out a 2020 W-4, we should never see 10 exemptions or 5 as an example, for the 2020 year only 3, 2, or 0 are options.

 

If you are using the Employee Self-Service, the W-4 has changed to the following format:

The top section will show what the employee has today under Cards | Payroll Tax.

In the example below, I'm changing my filing status from Married Higher withholding to Head of Household higher withholding.
Additional tax withheld from $61.00 to $200.00
Dependent Claim Amount from $51.00 to $100.00

Once the employee submits the change and it goes through the Workflow Approval process it will update the Cards | Payroll | Tax window and keep a history of the change.

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Update 4 - W-2 Tips and Tricks

My goal is to help you get your W-2’s out the door on time!! I’d like to remind you about some COOL W-2 features, and provide you with some basic information around how W-2's work in Microsoft Dynamics GP, along with the most Frequently Asked Questions we see in support. Enjoy!

What COOL features should you be aware of?

With the release of Microsoft Dynamics GP 2015 R2, Self-Service users can view and print their own W-2s!!

You can control 'when' employee self-service users are able to access W-2 information!! The 'Publish to Employee Self Service' field was added to the Print W-2 Forms window (Microsoft Dynamics GP >> Tools >> Routines >> Payroll >> Print W-2's):

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With the release of Microsoft Dynamics GP 2016 R2, you have the ability print W-2's with lines on blank paper!!!! The 1-Wide Forms with Box Form Type was added in the Print W-2 Forms window to accomplish this (Microsoft Dynamics GP >> Routines >> Payroll >> Print W-2's >> Form Type = 1 Wide- Forms with Box >> Print = W-2 Forms):

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Note:  We only print the black form with lines, not the red form, but most customers electronically file so the red forms do not need to be purchased, just file electronic for FREE.

If you need to purchase forms (W2's), we recommend to check out Microsoft Business Checks!

Where does the information in the W-2's come from?

When a year is closed in the Payroll module, Microsoft Dynamics GP populates the Payroll Year End Wage tables, which are used to generate the Year-End Wage file to generate your W-2’s and W-3!!

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If you need to make changes/edits to ensure W-2s are accurate after the year-end wage file has been created, you have a couple of options:

Option 1 - Manually Edit W-2's (most common):

Manually edit the W-2 via the Edit W-2 Information window (Microsoft Dynamics GP >> Tools >> Routines >> Payroll >> Edit W-2). *This is what most users do*:

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Note: Changes made here will update the Payroll Year End Wage tables only and are not reflected in any other tables in the Payroll module.

Note: If you remove the Year End Wage File for any year, ALL edits made manually via the Edit W-2 Information window are lost. This is because removing the year-end wage file removes data from all of the Payroll Year End Wage tables for the year in question.

 

Option 2 - Remove Year-End Wage File, Make Changes, and Recreate Year-End Wage File:

*Remember, if you choose this option any manual edits you've already made on your W-2's will be lost.

*Always make a backup of the databases prior to making any changes.*

  1. Ensure No users are processing in Payroll system wide.
  2. Remove the Year-End Wage file for the appropriate year (Microsoft Dynamics GP >> Tools >> Utilities >> Payroll >> Remove Year End Information).
  3. 2019 Tax Tables recommended. Here are the pages on which you can access the latest (and previous) tax updates:
  1. Make needed changes in Payroll (whether that's voiding checks, processing checks, fixing W-2 labels, processing manual checks, etc.)
  2. Once you have verified all data is accurate, close the Payroll year again (2019 tax tables recommended).
  3. Verify changes updated the Year-End Wage file and W-2's as desired.
  4. Make another backup.
  5. Re-install 2020 tax tables prior to any further processing in Payroll for the 2020 payroll year (Microsoft Dynamics GP >> Maintenance >> US Payroll Updates >> Check for Tax Updates).

Note: For the 2019 W-2 reporting year: The verification code is not required.  Microsoft Dynamics GP will not produce the verification code for the 2019 year.  

 

W-2 Frequently Asked Questions:

QUESTION 1: What will happen if I have deductions and/or benefits set to print in the same box on the W-2 statement with the same label?

ANSWER 1: The amounts will be combined and print as one total.

 

QUESTION 2: Deductions, benefits, and/or pay codes are doubled/tripled on my W-2’s! Why, and how can I fix this?

This may also manifest with the following errors when you create the year end age file:

Payroll Year End - UPR_Year_End_WORK_Other failed. A record was already locked   or    Payroll Year End - UPR_Year_End_WORK_Special failed. A record was already locked

ANSWER 2: This happens when the ‘same’ W-2 label has been assigned to a particular pay code, benefit, or deduction more than once (you can assign up to 4 W-2 labels to each code). Please utilize the AWESOME blog Benefit, Deduction and/or Pay Code Amounts are Doubled on My W-2s to find and remove the problem duplicates so you can recreate your Year End Wage file with appropriate amounts! The record lock error seems to cause issues when we have many deductions and benefits assigned to employees with codes they are not using (zero amount for the year).  You will be able to tell by the error message which employee is stopping the process and review their labels, especially look at duplicate labels for benefits and deductions and if they are needed, if not, remove. Example script check for box 14 and 12 labels

select W2BXNMBR, W2BXLABL, * from UPR00500 where EMPLOYID='XXX' select W2BXNMBR, W2BXLABL, * from UPR00600 where EMPLOYID='XXX' Also look at life to date amounts make sure there are no negatives.   select LTDDEDTN, * from UPR00500 where EMPLOYID='XXX'

 

QUESTION 3: Box 1 on the W-2 does not match Federal Wages in the Employee Summary window. Why, and how do I fix this?

ANSWER 3: It can be normal for Box 1 to differ from the Federal Wages in the Employee Summary window. All pay codes are added to ‘Gross’ under Cards >> Payroll >> Summary, even if the federal box is not marked on the pay code. However, most users do want these two values to match.

The calculation for Box 1 of the W-2 is as follows:

Gross Wages (from Employee Summary window) + YTD Benefits subject to Fed tax + Reported Tips + Charged Tips – YTD TSA Deductions

This is explained in more detail in the W-2 Data Source Document:

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The only time a pay code is not added to ‘Gross’ is when the pay code is a ‘Business Expense’ pay type marked ‘not to be included as wages’, or when the pay code is a 'Pension' pay type.

It is very common for users to think pay codes not marked as subject to federal tax will not be included in Box 1. However, that is not the case. If you do not want a pay code amount to be included in box 1 you should set it up as a business expense pay code pay type.

Most commonly, users will see amounts in this field updated with unexpected amounts when:

  • A pay code was not marked to be subject to federal wages, so you aren’t expecting the value to be included in Box 1.
  • A deduction, a benefit, or a pay code may have been changed so that it is taxed instead of not being taxed, or vice versa. This change causes a difference in federal wages in Form 941/W-2’s and the Payroll Summary report. This change is not corrected during the reconcile process.
  • A manual check was processed incorrectly (taxable wages and tax amounts not recorded).

See KB 862929 for more information around what can cause unexpected federal wages differences, along with how to fix the problem.

 

QUESTION 4: Where should I report the cost of coverage of an employer-sponsored group health plan on the W-2?

ANSWER 4: Applicable employer-sponsored group health plan values should be reported in Box 12 DD on the W-2. For more details see: https://www.irs.gov/affordable-care-act/form-w-2-reporting-of-employer-sponsored-health-coverage

To add a W-2 box and label to a specific Employee:

  1. Navigate to Cards >> Payroll >> Deduction or Benefit
  2. Pull up the appropriate Employee ID, and the appropriate Code.
  3. Next to W-2 Box: Use arrows to navigate to desired W-2 box space, and enter the appropriate W-2 box.
  4. Next to W-2 Label: Enter appropriate W-2 label.

Remember: There are 4 possible labels available for every deduction, so verify the label is assigned only once to avoid duplication of values – See FAQ 2. It would be recommended to keep the codes consistent at the setup level, versus changing them at the employee level, just roll it down from setup.

 

QUESTION 5: What is the source of the Employer Identification Number that appears as a default in the Print W-2 Forms window?

ANSWER 5: The EIN number is the federal or state ID entered in the Unemployment Tax Setup window (Microsoft Dynamics GP menu >> Setup >> Payroll >>Unemployment Tax) in the Unemployment Tax ID field.

 

QUESTION 6: In both the Edit W-2 Information and the Print W-2 Forms windows, there is a list used to select the year. Is there a limit to the number of years available? Also, is each year added to the year-end wage file, or does each year have separate year-end wage files created during the year-end closing process?

ANSWER 6: No, there is no limit to the number of years available. During the Payroll year-end closing process, the ‘year-end wage file’ is created. Multiple years of history can be saved. If you choose the same year twice when performing the process, the previous file will be replaced by the new file. As long as the correct year is entered each time, the new year’s information will be added to the file. This information can be cleared using the Remove Payroll Year-end Information window.

 

QUESTION 7: If I add information in the Edit W-2 Special Information window (Special button in the Edit W-2 Information window) without entering information in the Edit W-2 Information window, where will that information appear?

ANSWER 7: Microsoft Dynamics GP will print this special information on the additional W-2.

 

QUESTION 8: How do I print W-2 statements for Medicare Qualified Government employees?

ANSWER 8: The W-2 statements for Medicare Qualified Government Employees are printed separately from standard W-2 statements. To print W-2’s for MQGE employees, simply select the Medicare Qualified Government Employee option in the Employee Type box in the Print W-2 Forms window (Microsoft Dynamics GP menu >> Tools >> Routines >> Payroll >> Print W-2s).

 

QUESTION 9: I need to file W-2 corrections via a W-2c with the IRS. Can I print the W-2c in Microsoft Dynamics GP?

ANSWER 9: Microsoft Dynamics GP does not currently print the W-2c form. If you would like to see this functionality included in a future release, we encourage you to vote on a product suggestion for this:

Note: Yearli Software (Formerly JAT Software) does offer additional functionality around this.

 

QUESTION 10: Can a W-2 be reprinted at the end of the year for an employee that had a W-2 print during the middle of the year, who is now inactive?

ANSWER 10: Yes, W-2s printed for inactive employees during the year will be reprinted when W-2s are printed at year end

 

QUESTION 11: Must the employee record be inactive before a special W-2 can be printed before the year end?

ANSWER 11: Yes

 

QUESTION 12: If I have employees that receive two W-2s because they have additional state, local tax, deductions or benefit information, will any other information print on the second W-2?

ANSWER 12: No, the only information that will print on the second W-2 is the employee address information, employer address information, and the additional information.

 

QUESTION 13: In edit W-2’s, what happens if I add some special items using the special button, but there is nothing on the first window?

ANSWER 13: It will print this information on the additional W-2. But, keep in mind that the W-2 will not print without wages. If a user needs to print a W-2 with only information in the special box, then they would need to manually process that W-2.

 

QUESTION 14: If your employer state ID number and employer unemployment ID numbers differ, do you need make changes to any information to print the employer state ID on the W-2s?

ANSWER 14: Dynamics GP allows you to maintain state ID numbers separate from unemployment ID numbers. So you won’t need to manually change the number back to your Unemployment ID number after creating the Year-End Wage file, or enter the Employer State ID number for each applicable employee’s W-2 information. You can verify the Employer State ID number is correct by referring to the Payroll Tax Identification Setup window (Microsoft Dynamics GP >> Tools >> Setup >> Payroll >> Tax ID).

 

QUESTION 15: Is Microsoft Dynamics GP going to make changes to accommodate locality + municipal code around local tax labels (ex: Ohio, Pennsylvania, etc.) on the W-2?

ANSWER 15: No, there were no changes made in Microsoft Dynamics GP. With that being said, you can certainly modify the Locality field in the Edit W-2 Local Tax Information window (Microsoft Dynamics GP >> Tools >> Routines >> Payroll >> Edit W-2s >> Local button). However, the Locality field is limited to 6 characters. If you require more than 6 characters to accurately reflect your Locality + Municipality, Greenshades does offer additional functionality around this.

 

QUESTION 16: I need to reprint a W-2 from a prior year. Can I do that in Microsoft Dynamics GP?

ANSWER 16: Yes, you can! You can print a W-2 for a prior year if the Year-End Wage file (Year-End Wage tables) still exists for that year. Simply choose the appropriate year from the Year drop down field in the Print W-2 Forms window.  The new 1 wide W-2 with boxes and lines is a nice option for this feature as the prior year will print automatically on the form, no need to search for old W-2 forms.

 

QUESTION 17: What determines how many W2’s to print for an employee?

ANSWER 17: Once you create the payroll year end wage file and then print your W2’s to screen. If you do a select on the UPR10101 table for the employee look at this column w2bfsttl

It will be assigned an A, B, C, etc to determine how many W2’s to print.  A=2, B=3 W-2 forms and so on.

select w2bfsttl, * from UPR10101 where EMPLOYID='ACKE0001' AND RPTNGYR='2019'

 

QUESTION 18: For a few of my W2’s, I’m getting an extra W2 for no reason and it is blank, WHY?

ANSWER 18: This usually happens because of local taxes. You can query the UPR10106 table and for this employee that is printing a blank W2, verify they have a Sequence number of 1, 2 or 3, if they are missing a 1, that could be the problem. Sequence Number 1 pulls the local tax from Cards | Payroll | Tax, the field Local Tax Code. If you have a local tax code listed that is inactive for this employee and has no YTD wages, we can see this causing an issue on the W2. This should be blank (if you are automatically calculating local taxes) or set it to an active local tax for the employee that has YTD data.

select SEQNUMBR, * from UPR10106 where EMPLOYID='ACKE0001' AND RPTNGYR='2019' 

  

QUESTION 19: Should box 12DD print on the W-3 it seems to be missing?

ANSWER 19: Not every box and label that prints on the W-2 is summed on the W-3.  Review the instructions for details but examples that do not print on the W-3 are codes A-C, J-R, T-W, Z, DD, FF, GG, and HH are not reported on the form W-3.

 

 

Update 5 - Electronic W-2 (EFW2) for a successful filing

It's that time of year again, and EFW2’s (aka: Magnetic Media for those of you that have been around for a while) are due on 01/31/2020!! In order to ensure you’re able to get your these out the door on time I’d like to provide you with some basic information about EFW2's in Microsoft Dynamics GP, along with the questions we see most often in support.

What has changed for EFW2s in Microsoft Dynamics GP THIS YEAR:

There are NO EWF2 changes included in the 2019 Year-End Update!!!!!

Reminder: Accuwage is now entirely online (no longer downloadable).

What You Should Know About EFW2s in Microsoft Dynamics GP every year:

  1. EFW2 (aka. Magnetic Media) is FREE in Microsoft Dynamics GP 2010 and up!!! YEAH!
  2. You can utilize the W-2 Electronic Filing window (Microsoft Dynamics GP >> Tools >>  Routines >> Payroll >> W-2 Electronic Filing) to create an electronic file (aka: EFW2 or Magnetic Media) to submit W-2 information to the Social Security Administration.
  3. The W-2 Electronic Filing window displays ALL company databases. You can select one or more companies to be included in your electronic file.
  4. The EFW2 file is generated using data from the EFW2 work tables which are stored in the Dynamics database. The EFW2 work tables are populated with data based on the Year End Wage tables from each company database:

TMC-blog-microsoft-dynamics-gp-year-end-update-2019-part-1-2-update 5

  1. As always, we recommend you utilize ACCUWAGE to test your electronic file prior to submitting to the SSA. **This is Important**

 

EFW2 FREQUENTLY ASKED QUESTIONS:

QUESTION 1: I am receiving the following error when I attempt to generate my EFW2, "Not all required fields have been entered. Required fields appear in bold red type" even though all required fields in the W-2 Electronic Filing window have been entered. How do I fix this?

ANSWER 1: This error generally crops up when one of the required fields (most commonly the 'email field) in the Electronic File Submitter window is not populated. Simply click on the 'Submitter' button in the  W-2 Electronic Filing window, populate all required fields, save your changes, and verify the error no longer occurs.

 

QUESTION 2:

I am receiving a "Message #3970 missing" when I go to Routines >> Payroll >> W-2 Electronic Filing. When I press OK on the error, I am able to get to the window without a problem. What does this error mean?

ANSWER 2: The error message, "Message #3970 missing", is typically caused by a damaged reports or forms dictionary. You can utilize KB 850465 for steps on how to recreate the Reports.dic and KB 951767 for steps on how to recreate the Forms.dic file.

  

QUESTION 3: We are generating the EFW2 electronic file and we do not know what the WFID number should be, what is this?

ANSWER 3: The WFID field in the W-2 Electronic Filing window should only be available if the resubmitting checkbox is checked. If you receive your original electronic file back from the Social Security Administration (SSA), you would check the resubmitting checkbox and the WFID (Wage File Identifier) will be displayed on the notice sent to you by the SSA. This is the number you would enter.

 

QUESTION 4: My W3 and total EFW2 ‘Wages, Tips, and Other Compensation’ amounts don't match! Why, and how can I fix this?

ANSWER 4: This is valid data condition if you have employees who reside in Puerto Rico, Virgin Islands, American Samoa, Guam, or the Northern Mariana Islands. Employers who have employees who live in Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands are required to file an additional magnetic media file called the called W2PR including only these employees.

The Social Security Administration states to omit employees in Puerto Rico, Virgin Islands, American Samoa, Guam, or the Northern Mariana Islands from the EFW2. For more detail on this, please see page 40 of the 2019 EFW2 instructions, from the SSA.

The W2PR form is not currently available in Microsoft Dynamics GP. Greenshades does offer the W2PR form. 

IF you do not have an employee who resides in any of the areas mentioned above, and your ‘Wages, Tips, and Other Compensation’ field is understated on the EFW2: You may have accidentally associated one or more of your employees with Puerto Rico, Virgin Islands, American Samoa, Guam, or the Northern Mariana Islands incorrectly. You can double check this by running the following script against the company database:

SELECT * FROM UPR10101 WHERE STATE IN ('AS','GU', 'MP','PR','VI') AND RPTNGYR = '2019'

To fix a state that was assigned to an employee by mistake: Simply update the ‘state’ associated with the problem employee in the Edit W-2 Information window (Microsoft Dynamics GP >> Tools >> Routines >> Payroll >> Edit W-2), and save your change. Finally, recreate the EFW2 file and verify the ‘Wages, Tips, and Other Compensation’ are updated as expected.

 

QUESTION 5: I am receiving the following error, "The Federal W-2 electronic file couldn't be created" when I click on Create File in the W-2 Electronic Filing window. How can I fix this?

ANSWER 5: This error crops up when the file name at the bottom of the W-2 Electronic Filing window is blank, OR the user does not have access to the file location specified. Change/update the file location appropriately, and try to generate the file again.

 

QUESTION 6: I am receiving the following error, "There is not enough space on the drive you selected. Insert a blank disk, or save the file to another location." when I click on Create File in the W-2 Electronic Filing window. How can I fix this?

ANSWER 6: This seems to happen when there is a damaged year end file that was created.  In the window, the employment code field is blank and it should state Regular in most cases.  To fix this problem, you can run the below script against the Dynamics/System database.  The column is probably zero or blank and it should be a 5, update the column, then go back into Microsoft Dynamics GP and choose that line item to create the file with.  Next year, it should create fine.

select Employment_Code, * from W200006 where RPTNGYR='2019'

 

QUESTION 7: I am receiving the following error message, “A GET/CHANGE OPERATION ON 'UPR_YEAR_END_WORK_HDR'FAILED ACCESSING SQL DATA” when I open the W-2 Electronic Filing window. How can I fix this?

ANSWER 7: As discussed above, when you open the W-2 Electronic Filing window, Microsoft Dynamics GP looks at ALL companies. Most commonly, this error crops up when there is company being pulled into the window where one of the following scenarios is true:

  • Scenario 1 (Most Common): The problem (erring) company was deleted, but not all references were removed from the Dynamics database. These references needs to be cleaned up to resolve the error.
  • Scenario 2: The problem (erring) company’s database was not updated in Utilities to correspond to the latest version of GP (likely the Year-End Update) and that will cause a problem when the design of the table has changed (columns added, data types changed, etc.).

To determine which scenario you are running into, take the following steps:

  • Find out which company GP is erring on by gathering a Dex.sql log.
  • Now that you have your log, do a search for UPR10300, it will start with a call like {CALL DYNAMICS.dbo.zDP_UPR10300F_2(-1,'',-1,'ÿÿÿÿÿÿÿ')} Right below it you will see your first company, example { CALL TWO.dbo.zDP_UPR10100SS_1 ( 2019 ) } This error message below is fine to see and means no issues Invalid column name 'desSPRkmhBBCreh'.*/ After the company call if you see no Invalid column name error or Could not find stored procedure Then search for your next UPR10300 / company and keep going down your log till you see an error like above, that is your problem company.
  • Once you know which company is erring, run the following select statement against the DYNAMICS database to see if the Company ID is present in the SY01500 (Company Master) table:

SELECT CMPNYNAM, INTERID, * FROM DYNAMICS..SY01500

  • If the erring Company ID is not/should not be in the SY01500 table (because it was deleted at some point), and you want to remove remaining references from the DYNAMICS database: You are running into Scenario 1. You can test the following steps to resolve the problem: 
    • First, get all users out of the system. 
      1. Make backups of the Dynamics and company databases.
      2. Run the ClearCompanies.sql script against the DYNAMICS database to ‘clean up’ any straggling company references in the DYNAMICS database associated with companies that were not deleted correctly.
      3. Make another backup of the databases after running the script.
      4. Verify the error no longer occurs when you open the W-2 Electronic Filing window.
  • If the erring Company ID is associated with a valid Company Id in your environment you are running into Scenario 2. Please run the following select statement against the DYNAMICS database:

SELECT * FROM DYNAMICS..DB_Upgrade WHERE db_status <> 

  • If records are returned in association with the erring company database, this indicates the database did not upgrade successfully. As such, we recommend you utilize the AWESOME Microsoft Dynamics GP Upgrage Blog series resources to troubleshoot your failed upgrade. If you’d like assistance with troubleshooting a failed upgrade we are happy to help you via a new support case!! *See below for guidance on appropriate support topics for failed upgrades.
  • If records are not returned in association with the erring company database, and you are not running into Scenario 1: We'd like you to open a new support case for further troubleshooting (be sure to note the error message, GP version, and results from your testing above in the case) so our AWESOME Payroll Engineers can assist you with determining how to best resolve the error message. *See below for guidance on appropriate support topics for EFW2 assistance.

 

QUESTION 8: Can I use Microsoft Dynamics GP to generate and submit my STATE electronic W-2 file?

ANSWER 8: Microsoft Dynamics GP generates the Federal electronic W-2 file format. Some states will accept this format. However, some states will not. As such, you will need to check to verify whether or not your state will accept the Federal format. If they do, then yes you use Microsoft Dynamics GP to generate your state electronic W-2 file. Greenshades does offer state electronic W-2 filing functionality.

 

 

Update 6 - Fixed Assets

Does the 2019 Year-End Update include any changes for the Fixed Assets module?

YES! Luxury Auto Maximum Depreciation Deduction Amounts: The maximum depreciation deduction amounts allowed for luxury vehicles has been updated for assets placed in service in calendar year 2019 to comply with IRS Guidelines:

Is there any new functionality I should know about that affects the Fixed Assets Year-End closing process?

There is no new functionality this year that will affect Fixed Assets year-end closing processes. However, as a reminder, in Microsoft Dynamics GP 2015 and later, a Fixed Asset Year-End Closing report was added to the year-end close process!! This optional report will print per Book, and show the 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 the year-end close process.  In a single step, you can close the year and print a status report of all the assets that were affected by the close!!

 

When should the Year-End close for Fixed Assets be done?

It is recommended to close all books in Fixed Assets after you close Payables Management, but before you close the General Ledger year. 

Below are other key points to remember:

  • All assets must be ‘depreciated through’ the last day of the current Fixed Assets year. **This is VERY important** See NOTE below.
  • When you close the year in Fixed Assets, you should do so for each 'Book' you have set up.
  • All 'Books' should be closed before you run depreciation for the new year!!

NOTE:  The last day of the Fixed Assets year can be confirmed by navigating to the Fixed Assets Calendar Setup window:

GP 2015 and Up: Microsoft Dynamics GP >> Tools >> Setup >> Fixed Assets >> Calendar

 

What does the Year End Close Process do and /or affect?

In the Asset General Window:

•The YTD Maintenance amount is cleared from the Expand last Maintenance Date Window.

•The Quantity is copied to the Begin Quantity field in the Expand Quantity Window.

In the Asset Book Window:

•The YTD Depreciation Amount is cleared.

•Cost Basis is copied to Begin Year Cost field.

•Life to Date Depreciation is copied to Begin Reserve field.

•Salvage Value is copied to Begin Salvage field.

In the Book Setup Window:

•The Current Fiscal Year is incremented to the next year.

 

What steps should I take to close the year in Fixed Assets?

  1. You must process depreciation to the last day of the current FA year before you close the year. *Again, this is important!*
  2. Print all the reports pertinent to the year you are closing before closing the year.
  3. **Make a backup!**
  4. Follow the steps in KB 865653: “The year-end closing procedures for the Fixed Asset Management module in Microsoft Dynamics GP”.

NOTE: You should close the year for all Books, however, you do not need to close them all at the same time.  With that being said, all books should be closed before processing any depreciation for the new year.

 

NOTE:  The last day of the Fixed Assets year can be confirmed by navigating to the Fixed Assets Calendar Setup window:

Microsoft Dynamics GP >> Tools >> Setup >> Fixed Assets >> Calendar

Reminder - DO NOT FLIP the 'Current Fiscal Year' in the Book Setup window:

Please DO NOT manually edit the year in the Book Setup window so you can run depreciation for the next year, and then 'flip it back' and proceed to close the current year. If you do this, the year-end process will set the YTD Depreciation field to zero and then at the end of the next year, the GP code will look to this YTD field to see if enough depreciation has been taken for the year and not see the depreciation you had already done in the new year.  This will cause your assets to over-depreciate at the end of the next year to try make up for the missing amounts in the YTD field (this manifests as doubled/tripled depreciation amounts in the last period of the year).  For this reason, the Current Fiscal Year field in the Book Setup window has been locked down in Microsoft Dynamics GP 2013 and later versions.

 

And that wraps it up for the first half of this year's Microsoft GP Year-End blog series! For more information/documentation on new features please check out Microsoft Dynamics GP-2019 Year-End Blog Series

Contact us to learn more about our commitment to help customers implement their financial and business management systems. Team up with a certified, Microsoft Gold Partner to make your migration to the cloud seamless. Or if you have any questions regarding Dynamics 365 or other ERP/CRM systems, you can contact us here

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