Quarter End Processing
Select this option to perform routine quarter-end processing. Quarter End Processing sets the quarter-to-date earnings, deductions, and tax fields in the Employee file to zero. If the Retain Year to Date Check History check box is cleared in the Payroll Options window, the detail in the Check History file is cleared and an entry is created for each employee containing the consolidated total of checks. In addition, the Quarterly Tax Recap file is purged. The Workers' Compensation file for the workers' compensation code is purged if Quarterly or Monthly is selected in the Type of Limit field in the Workers' Compensation Maintenance window.
Verify that the correct quarter and quarter-ending date appear. If the correct quarter does not appear, and you are closing your quarters on a regular basis, contact your business partner for assistance. If the correct quarter-ending date does not appear, return to General Ledger Options and verify that the correct period and/or year appears.
The Payroll module maintains one quarter at a time. Future periods are not maintained. It is important that you close the current quarter before the next quarter is opened. Make sure that Quarterly Governmental Report and Quarterly 941 have been run before proceeding with quarter-end and/or year-end processing.
For quarter-end processing, all appropriate fields are cleared and all quarter-to-date payroll totals in the Employee file are set to zero.
Quarter and Year End Processing
Select this option to perform quarter-end and year-end processing. The Quarter and Year End Processing task performs the same functions as Quarter End Processing, and also sets the year-to-date earnings, deductions, and tax fields in the Employee file to zero.
The Check History file is also cleared. The Quarterly Tax Recap file and Workers' Compensation file are purged. Employee nonpension plan deductions with goals that have been met are removed.
The benefit accrual fields are reset for each employee.
If the Reset Balance at Year End check box is selected in the Deduction Code Maintenance window, pension plan deductions with a limit are retained for employees and the amount in the Ded. Balance field is reset to the amount in the Ded. Goal field in the Voluntary Deduction Maintenance window in Employee Maintenance at year end.
If the check box is cleared, and the deduction goal is met at year end, the deduction is removed for the employee; if the deduction goal is not met at year end, the deduction is continued until the deduction goal is met.
The Payroll module maintains one Payroll year at a time; neither prior nor future years are maintained. It is important to close the current Payroll year before you begin the first Payroll cycle of the next year. Make sure the Quarterly Governmental Report, Quarterly 941, and employee W-2 Forms have been printed before proceeding with year-end processing.
Note After year-end processing is completed, verify the state unemployment tax rate in Tax Table Maintenance and change the rate, if necessary, before processing any payrolls.
For quarter-end processing, all appropriate fields are cleared and all quarter-to-date payroll totals in the Employee file are set to zero.
For year-end processing, the same process takes place and, in addition, all year-to-date payroll totals in the Employee file are set to zero.
Only Consolidate Check History
Select this option to remove all employee Check History records for checks dated on or before the current accounting date. This task can be used if you are nearing file capacity in the Check History file and want to create additional disk space. You should make a backup of your data files and print the Payroll Check History Report before clearing this file.
As a result of consolidating for each employee, an entry is created in the Check History file containing the consolidated total of checks that have been removed. The current accounting date is used as the check date for this consolidated entry.
Purge Perpetual Payroll History
Select this option to remove all employee Perpetual Payroll History records for checks dated before the current accounting date you specify. This task can be used if you are nearing file capacity in the Perpetual History files and you want to create additional disk space. You should make a backup of your data files and print the Perpetual History Report before clearing this file.
P/R Period End Processing
