2006 Year-End Guide

Copyright
Information in this document is subject to change without notice. Company
names and data used in examples herein are fictitious unless otherwise noted. No
part of this document may be reproduced or transmitted in any form or by any
means without the expressed written permission of Sage Software SB, Inc., 1715
North Brown Road, Lawrenceville, GA 30043.
© 2006 Sage Software SB, Inc. All rights reserved.
Printed in the United States of America.
This document, the associated software, and the associated online documentation
are the property of Sage Software SB, Inc. and are loaned to the user under the
terms of the Software License Agreement. Unauthorized copying or use of the
software or any associated materials is contrary to the property rights of Sage
Software and is a violation of state and federal law. This material must be returned
to Sage Software upon demand.

Trademarks
The Sage Software logo, DacEasy, and DacEasy Passport are registered trademarks
or trademarks of Sage Software SB, Inc. or its affiliated entities. All other
trademarks are the property of their respective owners.
Contents
Welcome 1
DacEasy Checks and Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Save Time and Money With Checks and Forms From DacEasy . . . . . . . . . . 2
Let DacEasy Print Your Invoices and Purchase Orders . . . . . . . . . . . . . . . . . 2
Customize Your Forms for a Professional Image . . . . . . . . . . . . . . . . . . . . . . 2
Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
100% Satisfaction Guaranteed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
DacEasy Support Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Preparing for a Technical Support Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
To Prepare for a Technical Support Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Payroll Year End Procedures 5

Year End Procedure Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Checking for Tax Updates Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
To Set Up DacEasy Payroll to Automatically Check for Tax Updates . . . . . 7
To Check for Tax Updates Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Making Tax Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
To Make Tax Deposits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Reconciling Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
To Reconcile Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Purging Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
To Purge Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Printing State Quarterly Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
To Print a State Quarterly Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Printing State Quarterly Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
To Print a State Quarterly Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Printing the Form 941 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
To Print the 941 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Troubleshooting Printing the Form 941 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Troubleshooting Line 2 —Total Wages on the Form 941 . . . . . . . . . . . 17
Troubleshooting Line 7a—Calculation Vs Actual on the Form 941 . . . 17
ROFT Date Sensitivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Printing the Schedule B . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
To Print the Schedule B. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Troubleshooting Printing the Schedule B . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Printing the 940. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
To Print the 940 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Printing W-2s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
To Print W-2s. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Troubleshooting Printing W-2s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Avoiding Printer Jams When Printing W-2s . . . . . . . . . . . . . . . . . . . . . . 24
Reprinting After a Printer Jam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Including Local Taxes 3 & 4 on the W-2 . . . . . . . . . . . . . . . . . . . . . . . . . 25

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Table of Contents
DacEasy Year End Guide

Printing the W-3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Printing 1099s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
To Print 1099s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Troubleshooting 1099 Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Reprinting After a Printer Jam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Creating Magnetic Media Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
To Create a Magnetic Media File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Accuwage Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Creating a Backup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
To Create a Backup of Your Data Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Closing the Month . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
To Close the Month . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Closing the Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
To Close the Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
Purging the Detail Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
Printing W-4s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
To Print the W4s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34

Accounting Year End Procedures 35

Year End Procedure Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Closing Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Period End Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Generating Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
To Generate Finance Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38
Printing Customer Statements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Closing the Period for the Receivables Ledger. . . . . . . . . . . . . . . . . . . . . . . . . . .40
To Run the Period End Routine for Receivables . . . . . . . . . . . . . . . . . . . . . .40
Closing the Period for the Payables Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
To Run the Period End Routine for Payables. . . . . . . . . . . . . . . . . . . . . . . . .41
Entering Account Budget Figures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
To Enter Budget Figures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
Closing the General Ledger Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43
To Run the Period End Routine for the General Ledger . . . . . . . . . . . . . . . .43
Troubleshooting the General Ledger Period End Routine . . . . . . . . . . . . . .43
Errors Due to Unposted Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Closing the Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Year End Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Forecasting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
To Print the Statistical YTD Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
To Forecast Budget Figures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
To Print the Forecast. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47
Closing the Year for the Receivables Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
To Run the Receivable Ledger Year End Routine . . . . . . . . . . . . . . . . . . . . .48
Printing 1099 Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
To Print 1099 Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Troubleshooting the 1099 Routine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

ii
 Closing the Year for the Payables Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
To Run the Payables Ledger Year End Routine . . . . . . . . . . . . . . . . . . . . . . 50
Closing the Year for Inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
To Run the Inventory Year End Routine. . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Closing the Year for the General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
To Run the General Ledger Year End Routine . . . . . . . . . . . . . . . . . . . . . . . 52
Troubleshooting the General Ledger Year End Routine . . . . . . . . . . . . . . . 53
Error #265 Last Month Must be Closed . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Why Am I Prompted for a “Clear to Account”? . . . . . . . . . . . . . . . . . . . 53
Error #86 The Current Earnings Account is Not a Capital Account. . . 54
Purging Data Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
To Purge Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Order Entry Year End Procedures 57

To Run the Year End Routine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
To Run the Year End Routine When Interfaced With
DacEasy Accounting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Purging Data Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
File Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
To Purge a File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Point of Sale Year End Procedures 65

Running the AR End of Period Routine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
To Run the Accounts Receivable Period End Routine . . . . . . . . . . . . . . . . . 66
Closing the Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
To Run the Year End Routine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Purging Data Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
File Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
To Purge Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Index 75

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Table of Contents
DacEasy Year End Guide

iv
 1
Welcome
The purpose of this guide is to help you manage year end activities with DacEasy
software. Depending on what DacEasy modules you use, you may need to do the
following:
• Payroll Year End Procedures—This may include printing annual
earnings and tax reports, printing employee W-2 and contract labor 1099
forms, producing magnetic media, and closing the payroll year. For more
information, refer to Chapter 2, “Payroll Year End Procedures.”
• Accounting Year End Procedures—This may include closing the periods,
forecasting budget figures, making year end adjustments, printing annual
reports, closing the fiscal year, and purging data files. For more
information, refer to Chapter 3, “Accounting Year End Procedures.”
• Order Entry Year End Procedures—This may include closing the year,
printing annual reports, and purging data files. For more information,
refer to Chapter 4, “Order Entry Year End Procedures.”
• Point of Sale Year End Procedures—This may include closing the year,
printing annual reports, and purging data files. For more information,
refer to Chapter 5, “Point of Sale Year End Procedures.”

The DacEasy Business Center includes Workflow Guides that step you through
the Period End and Year End processes. Each Workflow Guide includes a
description of each step and a direct link to the feature. Refer to Chapter 6,
“Working With Business Center Pages,” in the Getting Started Guide for more
information on using Workflow Guides.

1
Welcome
DacEasy Year End Guide

DacEasy Checks and Forms

You can save time and money with DacEasy’s complete line of checks and forms.
All of our checks and forms are 100% compatible with DacEasy products so you
can be sure checks and forms print correctly. Choose from a wide selection of
colors, styles, and customized options—all at low prices. Plus, DacEasy provides a
choice of four type styles and over 50 standard logos. You also have peace of mind
because your checks and forms have the latest tamper-resistant features so you can
use them with confidence.

Save Time and Money With Checks and Forms From DacEasy
• Payroll Checks
• Accounts Payable Checks
• Multi-Purpose Checks
• Self-Sealing Envelopes
• Tax Forms (1099, W-2, and W-3 forms)

Let DacEasy Print Your Invoices and Purchase Orders

• Product Invoice
• Service Invoice
• Statements
• Purchase Orders
• Order Entry Forms
• Point of Sale – Sales Receipts
• Credit Memos

Customize Your Forms for a Professional Image

• Custom Forms
• Pre-Inked Rubber Stamps
• Envelopes

2
 Security
100% Satisfaction Guaranteed

Security
DacEasy checks have the latest tamper-resistant features:
• Safety-Paper: Includes safety stain to indicate chemical tampering.
• Micro-Print Signature Line: Reads “MicroPrintSafe” and turns into a
dashed line if reproduced.
• High-Resolution Border: Loses detail if copied.
• Padlock Icon: Directs readers to the back for Security checklist.
• Security Checklist: All security features listed on the back of each check.
• Security Screen: Back of each document displays a screen-back security
seal.

100% Satisfaction Guaranteed

If for any reason you are not completely satisfied with your order, return your
order for a full credit or refund. For more information on any of these products,
refer to the DacEasy Forms catalog in your DacEasy product box or call (800) 222-
0505.
If you require technical assistance with any DacEasy product, take a moment to
read about various Client Support options. All support plans are for 365 days from
the date of activation or the time limit purchased, whichever comes first.
For more information on support plans, call (800) DAC-EASY or (800) 322-3279.

DacEasy Support Options

1-Hour $229.00

2-Hour $329.00

Unlimited $379.00

3
Welcome
DacEasy Year End Guide

Preparing for a Technical Support Call

There are several things you should do before calling DacEasy.
• Register your DacEasy product, if you have not already done so.
• Read the section in the online Help that discusses the procedure you are
performing.
• Attempt to duplicate the error in the Sample Company (Sample Data)
provided with your software.

To Prepare for a Technical Support Call

The DacEasy representative answering your call needs certain information to help
you. To help the representative provide you with the best service, please do the
following:
1 Be at your computer.

2 Have your manuals available.

3 Know the telephone number you have registered your product under or have
your customer ID available.

4 Know the version number of your product. This can be found in the About
section on the Help menu.

5 Write down the steps you performed prior to the problem occurring.

6 Write down the exact error message(s) as it appeared on your screen.

7 If you are operating on a network, you need to know the type of network, the
location of the DacEasy program (program path), and the location of your
DacEasy data (data path).

8 If you are experiencing problems printing a report, form, or financial statement,

you need to be able to provide the type of printer and possibly the printer driver
you are using.

For printing errors, consider printing to an alternate printer to help isolate the
problem. Also, open the Sample Company and try printing the same report, form,
Note or financial statement. This helps determine if the problem is specific to your
company data.

4
 2
Payroll Year End Procedures
This section explains how to run the DacEasy Payroll Year End routine, as well as
print reports, forms, and worksheets that coincide with this routine. The following
list gives the order in which you perform each routine. All payrolls for the current
year must be posted prior to beginning these procedures. DacEasy allows you to
make entries into the next year for up to a full quarter before you are required to
perform Year End routine.

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Payroll Year End Procedures
DacEasy Year End Guide

Year End Procedure Checklist

‰ Check for online tax updates
‰ Process and record any tax deposits
‰ Reconcile checks
‰ Purge checks
‰ Print State Quarterly reports and worksheets
‰ Print the Form 941
‰ Print the Schedule B
‰ Print the Form 940
‰ Print the Form W-2s, Form W-3, and Form 1099s
‰ Create Magnetic Media files
‰ Create a backup of your company data for archival purposes
‰ Close the month
‰ Close the year (Close Year routine closes both the fourth quar-
ter and the year at the same time)
‰ Purge the Detail History report (available in Version 10 or
later)
‰ Print W-4s

6
 Checking for Tax Updates Online
To Set Up DacEasy Payroll to Automatically Check for Tax Updates

Checking for Tax Updates Online

The Online Tax Update feature allows you to periodically check the DacEasy Web
site for the latest Payroll Tax Updates available for your program. For more
information on this feature, contact the DacEasy Sales division at (800) DAC-
EASY or (800) 322-3279.

To Set Up DacEasy Payroll to Automatically Check for Tax Updates

1 Select Online Tax Updates from the Periodic menu. The Online Tax Updates
dialog box appears.

2 Type your Account ID.

3 Select how often you want to check for new Tax Update program files. Select
Monthly or Quarterly if you want DacEasy to automatically check for new Tax
Update program files. Select Do not check if you want to check for new Tax
Update program files manually.

4 Click Save to save the changes.

To Check for Tax Updates Manually

1 Select Online Tax Updates from the Periodic menu. The Online Tax Updates
dialog box appears.

2 Type your Account ID.

3 Click Check Now. The DacEasy Tax Update Service web page is minimized on
the Windows Taskbar.

Note Even if you have DacEasy set up to check for Tax Updates automatically,
you can still use the Check Now button to manually check for new Tax Updates
Note at any time.

7
Payroll Year End Procedures
DacEasy Year End Guide

Making Tax Deposits

The Tax Deposit routine maintains a record of your tax liabilities, deposits, and
the amount due for each of your taxes. Use this routine to print 940, 941, state, and
local tax deposit checks. Refer to the DacEasy Payroll User’s Guide for more
detailed information on recording tax deposits,
Post all transactions before making tax deposits. The liability and deposit sections
pull information from the Edit Employee Accumulations dialog box. Post all
payroll transactions to ensure this information is current. To view or print the
deposit history, click History (F7) while viewing the tax deposit.

To Make Tax Deposits

1 Select Tax Deposit from the Process menu, and then select the appropriate tax
deposit module. You can record tax deposits for 940, 941, state, and local taxes.
The appropriate dialog box appears.

2 Type the two-letter abbreviation of the state for which you want to make a
deposit if you are recording a state tax deposit.

Type the code of the local tax for which you are making a deposit if you are
recording a local tax deposit.
3 Select the quarter you want to make a deposit for using the Deposit For field.

4 Complete the appropriate fields on the dialog box.

Click Help from the dialog box for a detailed description of each field. Click
Address to record the address of the institution to whom the check is payable.
Note
5 Click OK to save the tax deposit.

If you selected Computer as the Check Type, the Report Layout dialog box
appears so you can print the tax deposit check. After printing the tax deposit
check, the Report Layout dialog box appears so you can print the GL
Transaction Summary report.

If you are using continuous-feed checks, click Test Page from the Report Layout
dialog box to print a test check and verify the check is loaded properly. If you use
Note this feature, the check number on the tax deposit dialog box is voided.
If you selected Manual or None as the Check Type, a message appears
confirming you want to continue. Choose Yes to continue. The Report
Layout dialog box appears so you can print the GL Transaction Summary
report.

8
 Making Tax Deposits
To Make Tax Deposits

6 Select the target and click OK to begin generating the report.

If you owe an amount for the prior quarter, a message appears. If you want to
apply a portion of this deposit to the prior quarter, choose Yes. The deposit
amount cannot be over the amount due for the prior quarter. If you choose
No, DacEasy applies the deposit to the current quarter.

9
Payroll Year End Procedures
DacEasy Year End Guide

Reconciling Checks
You can reconcile checks in DacEasy Payroll if you do not select the Erase Check
Register After Posting or Reconcile With DacEasy Accounting check boxes on the
System Preferences dialog box.
Use the Reconcile Checks routine to keep track of outstanding, cleared, and
voided payroll checks. A message appears if you try to view the Check Register but
no checks are in the Check Register file. You can access this routine only if you
printed checks or have posted manual checks in DacEasy Payroll.
When you access this routine, all checks appear in check number order along with
the check date, employee code and name, and the amount of the check. The
following steps explain how to use this routine to reconcile your payroll checks.

To Reconcile Checks
1 Select Reconciliation on the Periodic menu, and then select Reconcile
Checks. The Check Reconciliation dialog box appears.

2 Select the check you need to mark as cleared or void, and choose the
appropriate option in the Status column.

If you mark a check as cleared, Clear appears in the Status column. If you
mark a check as void, the word VOID appears in the employee’s name, and
Void appears in the Status column.

Once you change the status of a check to Void and save the Reconciliation, you
cannot change the status of the check back to Cleared or Outstanding.
Note
3 Repeat step 2 until all checks are marked appropriately.

Click Help from the Check Reconciliation dialog box for a detailed description
of each field.
4 Click OK to update the Check Register.

10
 Purging Checks
To Purge Checks

Purging Checks
Depending on the number of checks you issue, you may want to purge checks in
DacEasy Payroll once a month. Purging checks allows you to either delete voided
and cleared checks or delete all checks. Run this routine at the end of the month
to clear the file of excessive data buildup and to preserve hard disk storage space.
The Purge Checks routine does not remove any posted data from the Employee
file.

If you have sufficient hard disk space, you do not have to purge checks and can
save all information in the Check Register file. By saving all the information, you
can print quarterly, semi-annual, or annual Check Register reports during the
year.

Be sure to make a backup of your payroll data before you purge the detail in the
Check Register file. You can restore this backup to review archived data.
Note

To Purge Checks
1 Select Reconciliation on the Periodic menu, and then select Purge Checks.
The Check Register Purge dialog box appears.

2 Click Backup. The File Backup/Restore dialog box appears. Make a backup of
your payroll data. After the Backup routine is complete, the Check Register
Purge dialog box appears again.

3 Select whether you want to purge only Cleared and Void checks or purge All
checks prior to the date entered.

If you need a record of the checks being purged from the Check Register file, print
a Check Register report and make a backup of your payroll data before continuing
with the Purge Checks routine.
Note

4 Type the date prior to which the payroll checks should be deleted. The checks
printed before the date entered are purged from the Check Register file.

5 Click OK to remove the checks from the Check Register file.

Run the Recover routine on the Check Register file after you run the Purge Checks
routine. The Recover routine compresses your files and frees up hard disk drive
space. For more information on the Recover routine, refer to the Help topic titled
Note
“Using File Utilities.”

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DacEasy Year End Guide

Printing State Quarterly Reports

DacEasy Payroll allows you print Form 9413 or 9414 State Quarterly Reports for
state governmental reporting requirements. You can use these reports to submit
State Unemployment Insurance (SUI) information. DacEasy also provides users
with the State Quarterly Worksheet to simplify manual preparation of the State
Quarterly Reports.
The State Quarterly Worksheet includes calculations for the following items:
• Gross Wages (GrossWagesYTD)
• Wages Subject to SUI (Calculated GrossWagesQTD - all pretax and non-
taxed codes QTD from the Employee Accumulations)
• Excess Wages (Wages Subject to SUI - SUI limit)
• SUI Taxable Wages (Wages Subject to SUI - Excess Wages)
• SUI Liability for all states (SUI WH QTD + SUI Liab QTD)
If you require additional information to file your report for a specific state, you
can create a custom report in DacAccess. DacEasy’s Sample Company (Sample
Data) provides helpful predefined reports. These reports can be copied to your
company data files using the Shift+F3 command from the DacAccess Query or
Publisher.
Print the State Quarterly reports after posting the last payroll for the quarter, but
before closing the year. If you close the year before printing this report, you must
restore a backup to recover the information. The State Quarterly Report routine
prints the Form 9413 or 9414 on preprinted forms. If you want to complete the
forms yourself, use the State Quarterly Worksheet routine to print the worksheet
with the amounts necessary to complete the forms manually. Contact your state
employment agency for information on where you can get the preprinted 9413 or
9414 forms.
It is important to contact your state employment agency before printing a
quarterly report, because different states have different requirements. Although
you should be able to use this routine to submit a Form 9413 or 9414 in a majority
of states, some states do not accept these forms.

Some states only accept Optical Character Reader (OCR) forms for their quarterly
reports. DacEasy does not currently provide the ability to print OCR reports.
Note

If you need to process a payroll for the next quarter before printing your state
quarterly reports, be sure to enter the check date in the next quarter on the Pay
Frequency dialog box. DacEasy stores this data in the Next Quarter column on the
Edit Employee Accumulations dialog box.

12
 Printing State Quarterly Reports
To Print a State Quarterly Report

To Print a State Quarterly Report

1 Select Quarter End from the Periodic menu, and then select State Quarterly
Report. The State Quarterly Report dialog box appears.

2 Complete the fields on the dialog box.

3 Click OK to continue. The Report Layout dialog box appears.

4 Select the target and click OK to generate the forms.

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DacEasy Year End Guide

Printing State Quarterly Worksheets

Use the State Quarterly Worksheet as a source document for forms submitted to
your state agencies as required by state governmental reporting requirements.
Print the worksheet after posting the last payroll for the year, but before closing
the year. If you close the year before printing this worksheet, you must restore a
backup to recover the information.
It is important to contact your state employment agency to determine what type
of quarterly form you must provide; different states have different requirements.
Acquire the appropriate state forms before running this routine. Print the State
Quarterly Worksheet to help you complete these forms.

Some states only accept Optical Character Reader (OCR) forms for their quarterly
reports. DacEasy does not currently provide the ability to print OCR reports.
Note
If you need to process a payroll for the next quarter before printing your state
quarterly worksheet, be sure to enter the check date in the next quarter on the Pay
Frequency dialog box. DacEasy stores this data in the Next Quarter columns on
the Edit Employee Accumulations dialog box.

To Print a State Quarterly Worksheet

1 Select Quarter End on the Periodic menu, and then select State Quarterly
Worksheet. The State Quarterly Worksheet dialog box appears.

2 Type the range of state codes you want included in the worksheet.

3 Click OK to continue. The Report Layout dialog box appears.

4 Select the target and click OK to generate the worksheet.

14
 Printing the Form 941
To Print the 941

Printing the Form 941

This routine prints the federal tax return you must submit to the IRS at the end of
every quarter. You need to print the 941 before closing the year. If you close the
year before printing this form, restore the backup made just prior to closing the
year to recover the information.
Each time you run the Posting routine, DacEasy updates the 941 file with all the
information necessary to print out the ROFT (Record of Federal Tax liability)
Section of the form. The top section of the 941 prints based on information stored
on the Edit Employee Accumulations dialog box. When viewing the 941 form, the
information tracked by DacEasy appears, but you can edit these amounts. You can
enter additional information including adjustments that DacEasy does not track.
If you need to process a payroll for the next quarter before printing your Form
941, be sure to enter the check date in the next quarter on the Pay Frequency
dialog box. DacEasy stores this data in the Next Quarter columns on the Edit
Employee Accumulations dialog box.

To Print the 941

1 Select Quarter End from the Periodic menu, and then select Form 941. The
Form 941 dialog box appears.

2 Select whether you want to print the Federal Form or the Worksheet.

3 Type a name in the Name field if it is different from the trade name.

The information on the form automatically appears, pulling the information

from the Edit Company dialog box and the employee records.
4 Make changes to the amounts on the form if necessary.

5 Select whether you are a Semi-weekly or Monthly depositor.

6 Select OK to continue. The Report Layout dialog box appears.

If you select Federal Form as the Type, you have the option to print the form on
plain paper. To print the form on plain paper, select the Plain Paper check box on
Note the Report Layout dialog box. If you are printing the form on a preprinted form,
do not select the Plain Paper option.
7 Select the target and click OK to generate the form.

If you are printing on continuous-feed preprinted forms, click Test Page (F8)
from the Report Layout dialog box to print a test form and verify that the form
is loaded properly.

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Troubleshooting Printing the Form 941

DacEasy Payroll uses Adobe Acrobat Reader Version 6.0 or higher to print the 941
Federal Form by opening Adobe Acrobat and completing the form with the 941
information. You will notice when printing the Form 941, Schedule B, and W-4
forms that the Adobe Acrobat splash screen appears when generating the report.
To correct problems printing the Form 941:
1 Try accessing Adobe Acrobat Reader. With Adobe Acrobat still open, try to print
the Form 941 from DacEasy.

2 Try to print a Schedule B or W-4 form. If it does not print the 941 Schedule B or
W-4, proceed to step 3.

3 Try uninstalling and reinstalling DacEasy Payroll and/or Adobe Acrobat Reader
Version 6.0 or higher. It can be found on the latest tax update CD at Browse
Contents > Utility > Adobe.

Try the following in Acrobat Reader:

• Open Adobe Acrobat Reader. When the License Agreement prompt
appears, be sure to select Accept to accept the terms of the agreement.
• Confirm that the version is 6.0 or higher. To check the version, select
About Acrobat Reader from the Help menu.
• Confirm that the Forms Plug-ins are available. To check this, select About
Adobe Acrobat Plug-ins from the Help menu. The About Adobe Acrobat
Plug-ins dialog box appears. Select Forms and confirm it is loaded.
• Try printing a PDF file directly from Adobe Acrobat. If you do not have a
PDF file available, select Reader Help from the Help menu to view the
Acrobat Reader Online Help, which is a PDF file. Try printing a page
from the Online Help.
• Confirm that only one version of Adobe Acrobat Reader is installed. You
can do this from the Add/Remove Programs option in the Windows
Control Panel. Remove any old version.
4 Open Windows Explorer and clear the TEMP folder and try to print the Form
941 in DacEasy Payroll again. The TEMP folder is usually located in the Windows
folder for most operating systems. If you are using a Windows NT operating
system like Windows 2000, the TEMP folder is located in the WinNT folder.

5 If the Form 941 still does not print and/or you receive the error messages:
“Printer already printing a report,” or “Printer in use by…”, try the following
listed below.

Make sure you have your Windows operating system disk or printer drivers
! available before you delete the print driver.
Warning

16
 Printing the Form 941
Troubleshooting Printing the Form 941

• Delete the default printer driver from the Windows operating system.
• Add a new driver for the printer in Windows.
• Delete the DacEasy Payroll REPSETUP.DB file. This file is located in the
Dep4base subfolder of your DacEasy Payroll installation folder. The
default Installation folder for DacEasy Payroll is C:\DacEasy\PY. The
REPSETUP.DB file is recreated once you access DacEasy Payroll.
• Try printing the Form 941 again. If the form still does not print, contact
DacEasy Customer Support Services for assistance.

Troubleshooting Line 2 —Total Wages on the Form 941

DacEasy Payroll reports Federal Taxable Wages on Line 2 of the Form 941.
DacEasy pulls this information from the Quarterly Accumulation column on the
Earnings tab of the Edit Employee Accumulations dialog box.
The following are some common reasons why your Line 2 on the Form 941 is
incorrect:
• You are looking at the wrong wages. Federal Wages QTD not Gross
Wages QTD are reported on Line 2.
• You have not posted the last payroll of the quarter.
• You have edited the Employee file and now the total earnings on the
Payroll Registers do not match the wages on Line 2. For example, you
made edits directly to an employee on the Edit Employee Accumulations
dialog box.
• You have restored a backup and one or more payrolls are missing from
the backup.
• You have entered incorrect beginning balances in the Employee file.
• There was a partial posting and now the earnings on the Payroll Registers
do not match Line 2.

Troubleshooting Line 7a—Calculation Vs Actual on the Form 941

Line 7a of the Form 941 normally contains a number derived from rounding. This
number is the difference between what was actually withheld from the employee’s
wages versus the amount of employee wages multiplied by the FICA percentages.

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DacEasy Year End Guide

To help locate the cause of an incorrect amount in Line 7a, a custom report was
created in DacEasy Payroll. This report is available in the Sample Company
(Sample Data) and is titled 941_Recap. To copy this report to your company,
follow these steps. Open the Sample Company in DacEasy Payroll, and select
Publisher from the DacAccess menu. Type 941_Recap and press Enter. Continue
to press Enter until the report appears in the Report Editor. Select Options, and
then select Copy Report. The Report Copy dialog box appears. Select to copy the
report to another company and type the path to your company data files. Give the
report a new report and query name. Select OK to copy the report. Now you can
print the report from your company to help locate the reason Line 7a is incorrect.
You also have the option to create your own custom report in DacAccess to gather
information regarding Line 7a of the Form 941.

You may not have installed the Sample Data during installation. If so, reinstall
DacEasy Payroll and include the Payroll Sample Data and copy the reports to your
Note company files.
The following are some common reasons why your Line 7a (Form 941) is
incorrect:
• Earnings were entered on the Transaction Entry dialog box, but the
Calculate Payroll routine was not performed for the payroll prior to
posting.
• Changes were made on the Transaction Entry dialog box after taxes had
been calculated.
• A reversed posting was done incorrectly (for example, deductions or
liabilities were not included).
• An “after the fact” payroll was entered, but liabilities were not included
on the Transaction Entry dialog box.
• The Employee file was manually edited or had a partial posting.

ROFT Date Sensitivity

The ROFT section of the Form 941 pulls from the MISC.DB file. This file is
updated during the Posting routine according to the check date on the payroll
transaction. If the liability amount for one month is understated and another
month is overstated, Line 15 of the Form 941 is updated according to the check
date (for example, employees worked 10/17/06 through 10/31/06 but the check
date was 11/1/06). Line 15 would include this payroll in the total for the second
(November) month, instead of in the total for the first (October) month.
The following are some common reasons why your ROFT section is incorrect:
• The MISC.DB file was replaced during the quarter.
• A payroll was posted with an incorrect check date.

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 Printing the Form 941
Troubleshooting Printing the Form 941

• The current payroll has not been posted.

• The year or quarter has been closed prior to printing the Form 941 or the
Schedule B.
• You started using DacEasy Payroll mid-quarter and manually edited the
Employee file to record existing accumulations for your employees.

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Printing the Schedule B

The Schedule B prints a report of your tax liability on a daily basis. The report
shows a daily record of when tax liability was incurred. Like the ROFT, the
Schedule B is updated according to the check date used on the payroll. You must
complete this schedule if you are required to deposit on a semiweekly basis or if
your tax liability on any day is $100,000 or more. You must show tax liability on
this form, not deposits. The Schedule B, since its information is contained in the
MISC file, is ONLY updated during the Posting routine. If you started using
DacEasy Payroll in the middle of a quarter, the amounts are incorrect because
manual entries were not posted to update the 941 file. Therefore, you must
manually enter the amounts according to the day on the Schedule B form.
You need to print the Schedule B before closing the year. If you close the year
before printing this form, restore the backup made just prior to closing the year to
recover the information.

To Print the Schedule B

1 Select Quarter End from the Periodic menu, and then select Schedule B. The
Print Schedule B dialog box appears.

2 Select whether you want to print the Federal Form or Worksheet.

3 Click OK to continue. The Report Layout dialog box appears.

If you select Federal Form as the Type, you have the option to print the form on
plain paper. To print the form on plain paper, select the Plain Paper check box on
Note the Report Layout dialog box. If you are printing the form on a preprinted form,
do not select the Plain Paper option.
4 Select the target and click OK to generate the form.

Troubleshooting Printing the Schedule B

DacEasy Payroll uses Adobe Acrobat Reader Version 6.0 or higher to print the
Schedule B Form by opening Adobe Acrobat and completing the form with the
Schedule B information. You will notice when printing the Form 941, Schedule B,
and W-4 forms the Adobe Acrobat splash screen appears when generating the
report.
To correct problems printing the Schedule B or the Worksheet:
1 Try accessing Adobe Acrobat Reader. With Adobe Acrobat still open, try to print
the Schedule B from DacEasy.

2 Try to print a 941 or W-4 form. If it does not print the 941 Schedule B or W-4,
proceed to step 3.

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 Printing the Schedule B
Troubleshooting Printing the Schedule B

3 Try uninstalling and reinstalling DacEasy Payroll and Adobe Acrobat Reader
Version 6.0 or higher. It can be found on the latest tax update CD at Browse
Contents > Utility > Adobe.

Try the following in Acrobat Reader:

• Open Adobe Acrobat Reader. When the License Agreement prompt
appears, be sure to select Accept to accept the terms of the agreement.
• Confirm the version is 6.0 or higher. To check the version, select About
Acrobat Reader from the Help menu.
• Confirm the Forms Plug-ins are available. To check this, select About
Adobe Acrobat Plug-ins from the Help menu. The About Adobe Acrobat
Plug-ins dialog box appears. Select Forms and confirm it is loaded.
• Try printing a PDF file directly from Adobe Acrobat. If you do not have a
PDF file available, select Reader Help from the Help menu to view the
Acrobat Reader Online Help, which is a PDF file. Try printing a page
from the Online Help.
• Confirm that only one version of Adobe Acrobat Reader is installed. You
can do this from the Add/Remove Programs option in the Windows
Control Panel. Remove any old version.
4 Open Windows Explorer and clear the TEMP folder and try to print the Schedule
B in DacEasy Payroll again. The TEMP folder is usually located in the Windows
folder for most operating systems. If you are using a Windows NT operating
system like Windows 2000, the TEMP folder is located in the WinNT folder.

5 If the Schedule B still does not print and/or you receive the error messages:
“Printer already printing a report,” or “Printer in use by…”, try the following
listed below.

Make sure you have your Windows operating system disk or printer drivers
! available before you delete the print driver.
Warning
• Delete the default printer driver from the Windows operating system.
• Add a new driver for the printer in Windows.
• Delete the DacEasy Payroll REPSETUP.DB file. This file is located in the
Dep4base subfolder of your DacEasy Payroll installation folder. The
default Installation folder for DacEasy Payroll is C:\DacEasy\PY. The
REPSETUP.DB file is recreated once you access DacEasy Payroll.
• Try printing the Schedule B again. If the form still does not print, contact
DacEasy Customer Support Services for assistance.

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Printing the 940

This routine prints a Form 940. You can print either the form or a worksheet to
help you complete your annual federal unemployment (FUTA) tax return, which
you must submit to the IRS at the end of each year. DacEasy pulls information for
the form from the Edit Employee Accumulations dialog box and the ROFT
(Record of Federal Tax liability) in the 940 file, both of which DacEasy updates
during the Posting routine. Because DacEasy clears the ROFT information during
the Close Year routine, it is important to print out your Form 940 before you close
the year.
Information on State Unemployment Insurance (SUI) and FUTA wages, total
payments, excess over limit, and FUTA tax for each quarter with a total for the year
is available when printing the 940 worksheet. This information prints in the same
format as the actual 940 form, but it also includes line detail as well as the dollar
amounts.

To Print the 940

1 Select Year End from the Periodic menu, and then select 940-EZ. A message
appears. Select OK to view the Form 940 dialog box.

2 Select whether you want to print the Federal Form or the Worksheet and type a
name in the Name field if it is different from the default Name that appears.
Type a Trade Name if is different from the Name. The information on the form
appears, pulling the information from the Edit Company dialog box and the
employee records.

3 Make changes to the amounts on the form if necessary.

4 Click OK. The Report Layout dialog box appears.

If you selected Federal Form as the Type, the Plain Paper check box is selected.
This option prints the entire federal form with the corresponding amounts on plain
Note paper.
5 Select the target and click OK to generate the form.

22
 Printing W-2s
To Print W-2s

Printing W-2s
This option prints continuous-feed or laser W-2 forms in the format prescribed
by the Internal Revenue Service. You can purchase these forms from the DacEasy
Forms division by calling (800) 222-0505.

The federal government periodically changes the format of W-2 forms during the
year. If you know the form has changed since your last upgrade or purchase of
DacEasy Payroll, you need to get a Tax Update from DacEasy to print W-2 forms
correctly. This Payroll Tax Update is available in December, allowing DacEasy to
include all new tax laws. Contact the DacEasy Sales department at (800) DAC-
EASY for more information on the Payroll Tax Update.
You must print W-2 forms before you run the Close Year routine. If you perform
the Year End routine before printing W-2 forms, you need to restore the backup
made immediately prior to running the Year End routine to recover the
information.
If you need to process a payroll for the next year before you print your W-2 forms,
enter the dates for the next year on the Pay Frequency dialog box. If you process a
payroll in the next quarter before you close the year, DacEasy stores this data in
the Next Quarter columns on the Edit Employee Accumulations dialog box.
Employers who are filing magnetic media do not submit a Copy A form to the
Social Security Administration and may use any of the W-2 form types. Therefore,
any of the three W-2 Form options may be selected.

To Print W-2s
1 Select Year End from the Periodic menu, and then select W-2 Forms. The
Print W-2 dialog box appears.

2 Select the type of W-2 form you are printing.

Employers who are not filing magnetic media must submit a paper Copy A of
Note
Form W-2 with the Social Security Administration. Copy A is only available in
the standard 2-Up format. To print this form, select 2-Up as the type of form you
want to print. The 2-Up option allows you to print on continuous feed or laser
forms. The 4-Up and 4-Up Horizontal options only print on laser forms.
3 Complete the remaining fields on the dialog box. Select the Custom Design
check box if you need to customize your W-2s.

4 Click OK to save the information. The Report Layout dialog box appears. If you
select the Custom Design check box, the Custom Design W2s dialog box
appears. Complete the fields as necessary and click OK to continue.

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Payroll Year End Procedures
DacEasy Year End Guide

5 Select the target and click OK to generate the forms.

6 Follow the instructions on each screen to continue.

You can print a second set of W-2s, and a W-3 form after you print the first set of
Note
W-2s.

Troubleshooting Printing W-2s

This section provides tips when printing the W-2 forms. If you continue to
experience problems printing your forms, contact Customer Support Services for
assistance.

Avoiding Printer Jams When Printing W-2s

Continuous-feed W-2 forms come in four-, six- or eight-part forms. Some dot-
matrix printers jam or feed incorrectly while printing six-part forms because they
can’t accommodate the thickness of these forms. Additionally, print heads on
some printers don’t strike hard enough to reach all forms, rendering some parts
unreadable.
If you have experienced any of these problems in the past, try carefully separating
the six layers in half, leaving two separate sets of three-part forms. Dividing the
forms in this manner produces a thinner stack of forms, which helps to prevent
printer jams and increases the chance of the print head reaching through to the last
form. Once the forms are divided, run the W-2 Forms routine twice, once for each
set of forms. Be sure to use the same sort and rank options when printing each set
of forms. You can print the W-2s an unlimited number of times before closing the
year.
If you do not want to separate the W-2 forms manually, you can contact our
Forms department at (800) 222-0505 to order Twin Sets, available in six- or eight-
part. These Twin Set forms are pre-split for you.

Reprinting After a Printer Jam

If your W-2 forms jam in the printer while printing, you can use the sort and rank
options to print a select range of W-2 forms. If you experience a jammed printer
or a break in the continuous forms, you can reprint just the section of the forms
that remains, rather than printing the whole batch again.

24
 Printing W-2s
Troubleshooting Printing W-2s

Including Local Taxes 3 & 4 on the W-2

Printing Local Table 3 and Local Table 4 tax information on the W-2 form
requires setting up a separate customized W-2 for the employee or employees
requiring the additional tax information. First, you use the sort and rank options
to print W-2s for all employees who require Local 1 and 2 tax information on their
W-2s. Then, you use the sort and rank options to print W-2s for all employees that
require the Local 3 and 4 tax information. Follow the steps provided to customize
the W-2 form to include Local Table 3 and Local Table 4 tax information.
To include Local Tax 3 and 4 on the W-2:
1 After printing all W-2s that require Local 1 and 2 tax information, return to the
Print W-2 dialog box.

DacEasy automatically prints Local 1 and Local 2 tax information in boxes 18, 19
Note
and 20 on the W-2 form.
2 Select the range of employees that require Local Table 3 and Local Table 4.

3 Select the Custom Design check box.

4 Select OK to continue. The Custom Design dialog box appears.

5 Navigate to the line under Box 18 and click LookUp.

6 Select Local 3 Wages YTD and press Enter. The field appears in the selected
field. Move to the second line and repeat this step for Local 4 Wages YTD.

7 Navigate to the first line under Box 19 and click LookUp.

8 Select Local 3 WH YTD and press Enter. The field appears in the selected field.
Move to the second line and repeat this step for Local 4 WH YTD.

9 Navigate to the first line under Box 20. Type the name for Local WH 3 and press
Enter. Type the name for Local WH 4 in the second line under Box 20 and press
Enter.

10 Click OK to save the changes to the Custom Design dialog box. The Print W-2
dialog box appears again.

11 Print the customized W-2s including the Local 3 and 4 tax information.

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Printing the W-3

The W-3 form is a summary of the information printed on the W-2 forms for the
employer. You can print the W-3 form automatically after you print the W-2
forms. However, you can print just the W-3 form at any time.
1 Select Year End from the Periodic menu, and then select W3 Forms. The Print
W-3 dialog box appears.

2 Select whether or not you are reporting the W-3 information to more than one
state.

If you selected to report to more than one state, proceed to step 4.

3 Type the state abbreviation for the state for which you are filing the Form W-3
and the corresponding State Tax ID. Click LookUp to select a state from a list.

The State ID must be entered and saved on the Edit State Tax Table dialog box
Note
before the state appears in the LookUp.
4 Select the Filing Third-Party Sick Pay Recap Form check box if you pay third-
party sick pay and are filing Third Party Sick Pay Recap Forms W-2 and W-3. If
you select this check box, “Third-Party Sick Pay Recap” prints in Box 13 of the
W-3 form.

5 Click Contact. The Contact Information dialog box appears. Verify that the
information is correct. Make any changes necessary. Click OK to save the
changes and return to the Print W-3 dialog box.

6 Select OK. A message appears, asking you to insert the form and begin printing.

7 Select Continue to print the W-3 form. The Report Layout dialog box appears.

8 Select the target and click OK to print the W-3 form.

26
 Printing 1099s
To Print 1099s

Printing 1099s
This routine prints laser or continuous-feed 1099 forms in the format prescribed
by the Internal Revenue Service. You must purchase laser or continuous-feed
forms for federal/state reporting before performing this routine. You can purchase
these forms from the DacEasy Forms division by calling (800) 222-0505.
DacEasy prints out 1099 forms for contract labor employees based on the dollar
limit you specify when printing the forms. You also have the option of printing
subtotals. If you select this option, every 42nd 1099 form prints a subtotal of the
previous forty-one 1099 forms printed.
You must print 1099 forms before you close the year. If you close the year before
printing these forms, you must restore a backup made prior to closing the year to
recover the information.

To Print 1099s
1 Select Year End from the Periodic menu, and then select Federal 1099. The
Print 1099 dialog box appears.

2 Complete the fields on the dialog box as necessary.

Select the Custom Design check box if you need to customize your 1099s.
3 Click OK to save the information. The Report Layout dialog box appears.

If you select the Custom Design check box, the Custom Design 1099s dialog
box appears. Complete the fields as necessary and click OK to continue.
4 Select the target and click OK to generate the forms.

5 Follow the instructions on each screen to continue.

You can print a second set of 1099s after you print the first set.
Note

Troubleshooting 1099 Printing

This section provides tips when printing the 1099 forms. If you continue to
experience problems printing your forms, contact Customer Support Services for
assistance.

27
Payroll Year End Procedures
DacEasy Year End Guide

Reprinting After a Printer Jam

If your 1099 forms jam in the printer during printing, you can use the sort and
rank options to print the range of 1099 forms remaining. If you experience a
jammed printer or a break in the continuous-feed forms, you can reprint just the
section of the forms that remains rather than print the whole batch again.

If you selected the Print Subtotals check box on the Print 1099 dialog box, every
Note
42 1099 form prints a subtotal of the previous forty-one 1099 forms. If you need
nd

to reprint the subtotal after a printer jam, make sure you include the entire range
from the last printed subtotal.

28
 Creating Magnetic Media Files
To Create a Magnetic Media File

Creating Magnetic Media Files

The federal government requires you to file W-2 forms in a magnetic media file if
you employ more than 250 employees. You must register with the Social Security
Administration to submit a magnetic media file. DacEasy prints W-2 forms to a
disk file that meets the magnetic media file requirement set by the Social Security
Administration.
In addition, DacEasy allows you to include your state records in the magnetic
media file if specified. If you are required to file magnetically with your state, you
can copy the same file to another floppy disk and send that file to your state’s
taxing authority. Check with your state taxing authority to confirm that it accepts
MMREF-1 format.
The following steps explain how to create and copy the necessary files to a disk.

You must create the W-2 magnetic media file to a disk before you close the year.
Note
If you close the year before creating this file, you must restore a backup made prior
to closing the year to recover the information.

To Create a Magnetic Media File

1 Select Year End from the Periodic menu, and then select W2 Magnetic
Media. The Magnetic Media dialog box appears.

2 Complete the fields on the dialog box.

3 Click OK to continue. The Contact Information dialog box appears. Verify that
the information is correct. The address information entered as Address 1 on the
Edit Company dialog box is used as the Delivery Address when filing MMREF.
The address information entered as Address 2 on Edit Company dialog box is
used as the Location Address when filing MMREF. Make any changes necessary.

4 Click OK to continue. A message appears, confirming that you want to create

the magnetic media file. Click Continue.

The W-2 magnetic media file is created and stored in the path entered. The
name of the file is W2REPORT. Copy the magnetic media file to a disk to send
it to the Social Security Administration.

Accuwage Information
The following website, http://www.ssa.gov/employer/accuwage/index.html, was
provided by the Social Security Administration to enable you to test your
magnetic media file before submitting it. Use this web site to download the
appropriate Accuwage software and use it to check for mistakes or missing
information before submitting your magnetic media file to the the government.

29
Payroll Year End Procedures
DacEasy Year End Guide

Creating a Backup
With the Backup routine, you can back up your data to a disk, to your hard drive,
or to a network drive. We recommend that you make frequent backups of your
data. It is especially important to make a backup before performing certain
irreversible functions such as posting or purging. For your convenience, you can
make backups directly from a number of irreversible functions such as the
Transaction Posting, Automatic Payroll Calculation, Close Month, Close Quarter,
and Close Year routines. In addition, you can make a backup at any time by
accessing the Backup function from the File menu.

You can back up or restore all data files in a company profile at one time using the
DacEasy Business Center. Refer to Chapter 5, “Working With the Business
Center” in the Getting Started Guide for more information.

To Create a Backup of Your Data Files

1 Select Backup/Restore on the File menu. The File Backup/Restore dialog box
appears.

2 Select Backup in the Operation field.

3 Select Payroll to back up only payroll data files. Select Accounting to back up
only your accounting data files.

4 Type the path to the data files you want to back up in the Source field. DacEasy
displays the path to the company data files currently open, but you can change
the path if you want to back up files located elsewhere on your hard disk drive.

5 Type the path where you want to store the backup files in the Target field. If
you are not sure of the path, click the Browse button to locate the drive and
folder you want.

6 Click OK. A message appears, confirming that you want to make a backup.
Select Yes to continue. During the routine, DacEasy prompts you to insert disks
in the appropriate drive, if necessary.

Make a separate backup of your accounting data if you are running DacEasy
Note
Payroll interfaced with DacEasy Accounting.

30
 Closing the Month
To Close the Month

Closing the Month

This routine clears and prepares all monthly fields on the Edit Employee
Accumulations dialog box to receive transactions for the next month. You should
run this routine prior to posting the first payroll of each month. If you have any
custom reports that pull from the month column in the Employee file, those
reports must be run before closing the month.

To Close the Month

1 Select Month End from the Periodic menu. The Close Month dialog box
appears.

2 Click Backup. The File Backup/Restore dialog box appears. Make a backup of
your payroll data. After the Backup routine is complete, the Close Month
dialog box appears again.

3 Click OK to close the month.

31
Payroll Year End Procedures
DacEasy Year End Guide

Closing the Year

This routine clears and prepares all year-to-date accumulation fields on the Edit
Employee Accumulations dialog box to accept accumulations for the next year. If
you select the Purge History check box, you can also clear information from the
Payroll History files during the Close Year routine. Print hard copies of the Payroll
History files by printing the Detail Transaction History, Codes History, and Detail
reports to archive before purging the information. Print all necessary quarterly
and annual reports before running this routine. This includes the State Quarterly
Report, 941, Schedule B, 940, W-2s, W-3, and 1099s. In addition, the Current
Quarter field must be 4 on the Edit Company dialog box before you can close the
year.
If you record and post payroll transactions for the next quarter while in the fourth
quarter, DacEasy posts these transactions into the Next Quarter columns and
transfers them to the Quarter and Year columns when you run the Close Year
routine.
The following list explains the processes that take place when you close the year.
• Clears the Year columns on all tabs of the Edit Employee Accumulations
dialog box.
• Clears the Quarter columns on all tabs of the Edit Employee
Accumulations dialog box.
• Moves the Next Qtr columns on all tabs of the Edit Employee
Accumulations dialog box to the Current Quarter and Current Year
columns.
• Updates the Current Quarter field to 1 and the Current Year field to 2006
in the Edit Company dialog box. This information is stored in the
DEPGNRL.DB file.
• Clears the MISC.DB file, which stores various tax information for the
Form 941, Schedule B, and 940.
• Nets or clears vacation and sick time on the Edit Employee Information
dialog box (if specified).
• Deletes terminated employees (if specified).

Be sure to make a backup of your payroll data before closing the year. This is
Note
important because you cannot access a previous year once the year is closed. You
also want to make a backup if you need to retrieve any yearly accumulations after
running the Close Year routine, especially if you select to purge history.

32
 Closing the Year
To Close the Year

To Close the Year

1 Select Year End from the Periodic menu, and then select Close Year. The
Close Year dialog box appears.

You are only able to run the Close Year routine if you are currently in the fourth
Note
quarter. The current quarter appears in the DacEasy Payroll status bar. You can
also view the current quarter on the Edit Company dialog box by selecting
Company on the Edit menu.
2 Make any necessary selections on the dialog box.

3 Select the Purge History check box if you want to clear information from the
Payroll History files. If you select this option, type the date range or type the
date through which you want to purge information.

4 Click OK to close the year.

If you close the year while tax liabilities exceed deposits for the most recent
Note
quarter, the program displays the message “There is a tax liability balance due...”
Select Abort to exit the routine and process the Tax Deposit, or select Continue to
ignore the message and close the year. For more information on processing Tax
Deposits, refer to the section titled “Making Tax Deposits” earlier in this chapter.

Purging the Detail Report

You can purge the Payroll Transaction History files used for the Detail Report and
Transaction History Report during the Close Year routine. When you select the
Purge History check box during the Close Year routine, you are purging the
information used for the Detail Report and the Transaction History Report. For
more information on purging the Payroll Transaction History files, refer to the
section titled “Closing the Year” earlier in this chapter.

Be sure to make a backup of your payroll data before you purge the Detail
Note
Report. You can restore this backup to review archived data.

33
Payroll Year End Procedures
DacEasy Year End Guide

Printing W-4s
DacEasy allows you to print the W-4 Federal Form. If any employees require any
changes to this form, you can print a new form each year so you can keep a current
W-4 form for all employees. Use this feature to print the federal form with your
employee’s information. If you need to print additional information on the W-4
form, refer to the section titled “Printing the New Hire Report” in the chapter
titled “Management Reporting” in the DacEasy Payroll User’s Guide.

To Print the W4s

1 Select W4 Forms from the Periodic menu. The Form W-4 dialog box appears.

2 Type the Sort By range in the From and To fields.

3 Select how you want the report ranked and type the range in the From and To
fields.

4 Click OK to save the information. The Report Layout dialog box appears.

If you want to print the W-4 Federal Form on plain paper, select the Plain Paper
Note
check box on the Printer tab of the Report Layout dialog box. If you are printing
on a preprinted form, do not select the Plain Paper check box.
5 Select the target and click OK to generate the report.

34
 3
Accounting Year End Procedures

This chapter includes information on closing periods and the year in DacEasy
Accounting, as well as printing the necessary reports and forms that coincide with
these routines. You are not required to close any General Ledger periods until you
close the year. You can track up to two years of transactions in DacEasy
Accounting before you are required to close the year. The following list provides
the order in which you perform each routine. All transactions for the current year
must be posted prior to beginning these procedures.

If you are running DacEasy Accounting interfaced with another DacEasy add-on
Note
module such as DacEasy Point of Sale, DacEasy Order Entry, or DacEasy Payroll,
be sure all transactions within the year you are closing are posted in the
appropriate module before you perform the Period End and Year End routines in
DacEasy Accounting.
There are four different year-end routines in DacEasy: Accounts Receivable,
Accounts Payable, Inventory, and General Ledger. Here are some rules of thumb
to follow when closing the year:
• Run the Period End routines first.
• Run all year-end routines consecutively (for example, do not run
Inventory Year End, and then wait a week to run the Payables Year End).
• Run the General Ledger Year End last.
The following checklist helps you plan your end-of-year tasks. While not all items
on the list may apply to you, it is a general to-do list to help remind you to keep
data files in order.

35
Accounting Year End Procedures
DacEasy Year End Guide

Year End Procedure Checklist

‰ Complete each step on the Period End Checklist. Refer to the

section titled “Closing Periods” for more information on these
steps. Close all periods before running the Year End procedure.
If you have any year-end adjustments, enter those before clos-
ing the last period.

The Accounts Receivable and Accounts Payable Period End routines are optional.
Note
Refer to the appropriate section in this chapter to determine if running these
routines is right for you.

‰ If you are using the Forecasting feature, print the Statistical

YTD Report, perform the Forecast Calculation routine, and
print the Forecast Report for receivables, payables, and inven-
tory to view your forecasted figures.
‰ Print any financial reports you may need (for example, Trial
Balance, Income Statement, Balance Sheet, and General Led-
ger Activity Report).
‰ Print 1099 forms for contract labor vendors.
‰ Make a backup of your data files.
‰ Run Year End for the Receivables Ledger, Payables Ledger,
Inventory modules.
‰ Run Year End for the General Ledger.
‰ Purge your data files for the prior year (This step is optional).
‰ Run File Utilities on all data files if you purged any data.

36
 Closing Periods
Period End Checklist

Closing Periods
The following checklist details each step involved in closing the period for the
Receivables Ledger, Payables Ledger, Inventory, and General Ledger modules.

The Period End routines are optional. Refer to the appropriate section in this
Note
chapter to determine if performing the Period End routine is right for you.

Period End Checklist

‰ Post all modules for the period you are closing.

‰ Back up data files.
‰ Generate finance charges for customers.
‰ Print customer statements.
‰ Run the Receivables Ledger Period End routine.
‰ Run the Payables Ledger Period End routine.
‰ Run the General Ledger Period End routine.
‰ Run File Utilities on all files.

37
Accounting Year End Procedures
DacEasy Year End Guide

Generating Finance Charges

You should generate finance charges just prior to performing the Receivable
Ledger Period End routine. This is to accommodate your balance forward-type
customers, because the open invoice detail for balance forward customers is
consolidated into one open invoice during period end.
DacEasy calculates finance charges based on the finance charge rate entered on the
customer record and the number of past due days on a customer’s invoice.
DacEasy creates a separate finance charge entry in the Accounts Receivable Open
Invoice Detail file for each past due invoice and updates the Accounts Receivable
Open Invoice Header file with the change. Finance charges print as separate items
on the Accounts Receivable Aging Report and Statements. In addition, DacEasy
ages finance charges along with the past due invoice.
The finance rate formula prorates charges on a 30-day cycle. For example, if an
invoice is more than 30 days past due, DacEasy assesses the full percentage of the
finance charge. If an invoice is 10 days past due, DacEasy uses the following
formula to determine the finance charge: past due amount * (10/30 * finance
charge %).
After calculating finance charges, DacEasy creates a summary transaction in the
General Ledger. The journal code for the transaction is AR. As DacEasy generates
finance charges, it prints a Finance Charge Journal. This journal provides the audit
trail necessary to verify all entries made in the General Ledger and Customer files.

To Generate Finance Charges

1 Select Receivables from the Periodic menu, and then select Generate
Finance Charges. The Generate Finance Charges dialog box appears.

It is important that you make a backup because you cannot reverse this routine
Note
after it has been performed. You can back up all data files for the company,
including add-on modules, from the Business Center. Or, to access the
Accounting Backup routine, click Backup from the Generate Finance Charges
dialog box.
2 Type the date used to determine which invoices are past due and the amount of
the finance charge.

Finance charges are prorated based on a 30-day period. If an invoice is more

than 30 days past due, it is assessed the full finance charge. If an invoice is 10
days past due, it is multiplied by a prorated percentage (10/30 * finance charge
%) to calculate the finance charge amount.

38
 Generating Finance Charges
Printing Customer Statements

3 Select OK to generate finance charges for all customers. A Finance Charge

Journal prints, and a summary transaction is posted to the General Ledger with
an AR journal code.

To generate finance charges for a range of customers, select Range and type the
range of customer codes. To generate finance charges for customers that do not
fall within a sequential range, choose Select as the Scope. When you click OK,
you can select the customers for whom you want to generate finance charges.

Printing Customer Statements

DacEasy allows you to print statements for your customers. You can customize the
statements for printing on plain paper or on preprinted forms. For more
information on printing customer statements, refer to the Online Help topic titled
“Printing statements.”

39
Accounting Year End Procedures
DacEasy Year End Guide

Closing the Period for the Receivables Ledger

The Receivable Ledger Period End routine does the following:
• Removes all paid-in-full invoices from the Accounts Receivable Open
Invoice Header and Detail files. Removes all the paid-in-full invoices
from the Accounts Receivable Open Invoice file in all prior versions. This
information appears on the Aging Report and Statements. The invoice
and payments must be posted and be dated on or before the date the
Period End routine is run.
• Updates the Balance Information for your customers. This Period is
cleared and the amount is added to the Beginning field.
• Consolidates all remaining posted transactions for the period into one
invoice for balance forward-type customers. The date becomes the
invoice number using the YYYYMMDD format.
• Updates the Accounts Receivable Open Invoice Header file. The
Accounts Receivable Open Invoice file is used for the Credit Check and
Alert features.

You should generate finance charges prior to running the Accounts Receivable
Note
Period End routine. This is to accommodate your balance forward-type
customers, because the open invoice detail for balance forward customers is
consolidated into one open invoice during period end.
• The Accounts Receivable Period End routine does not prevent you from
entering customer transactions for the period you close.

To Run the Period End Routine for Receivables

1 Select Receivables from the Periodic menu, and then select Period End. The
Accounts Receivable Period End dialog box appears.

It is important that you make a backup because you cannot reverse this routine
Note
after it has been performed. You can back up all data files for the company,
including add-on modules, from the Business Center.
2 Type a date corresponding to the period you want to close. The corresponding
period appears below the date. Note: you may close more than one period at a
time.

3 Click OK to close the period for the Receivables Ledger. A confirmation

message appears when the process is complete.

4 Select Continue to return to the main menu.

40
 Closing the Period for the Payables Ledger
To Run the Period End Routine for Payables

Closing the Period for the Payables Ledger

The Payables Ledger Period End routine does the following:
• Removes all paid-in-full invoices from the Accounts Payable Open
Invoice Header and Detail files. Removes all paid-in-full invoices from
the Accounts Payable Open Invoice file in all prior versions. This
information appears on the Aging Report, Statements and Payments
Report. The invoice and all payments must be posted and be dated on or
before the date the Period End routine is run.
• Updates the Balance Information area on each vendor record. This
Period is cleared, and the amount is added to the Beginning field.
• Consolidates all remaining posted transactions for the period into one
invoice for balance forward-type vendors. The date becomes the invoice
number using the YYYYMMDD format.
• Updates the Accounts Payable Open Invoice Header file. This file is used
for the Payables Reminder and Alerts feature.

The Payable Ledger Period End routine does not prevent you from entering
Note
Payables Ledger transactions for the period you close.

To Run the Period End Routine for Payables

1 Select Payables from the Periodic menu, and then select Period End. The
Accounts Payable Period End dialog box appears.

It is important that you make a backup because you cannot reverse this routine
Note
after it has been performed. You can back up all data files for the company,
including add-on modules, from the Business Center.
2 Type a date corresponding to the period you want to close. The period appears
below the date. Note: you may close more than one period at a time.

3 Click OK to close the period for Accounts Payable. A confirmation message

appears when the process is complete.

4 Select Continue to return to the main menu.

41
Accounting Year End Procedures
DacEasy Year End Guide

Entering Account Budget Figures

You can enter budget figures for your chart of accounts, and then view the
information on financial reports and listings. You can only enter budget amounts
for detail accounts. DacEasy automatically passes the budget amount entered for
each detail account to the parent (general) accounts above it.
You can enter budget figures for your accounts using two different methods. Enter
budget figures for one account at a time from the Account History dialog box, or
enter budget figures for all accounts at the same time using the Budget routine on
the Periodic menu. Refer to the Online Help for more information on the
Account History dialog box. The steps required to enter budget figures from the
Budget routine on the Periodic menu follow.

To Enter Budget Figures

1 Select General Ledger from the Periodic menu, and then select Budget. The
LookUp Account Budget window appears.

2 Double-click a detail account and the Account Budget dialog box appears.

You can view budget figures for general accounts; however, you cannot edit
Note
general accounts. Each detail account updates the general accounts into which it
flows.
3 Type the Budget amounts in the appropriate periods. You can click Duplicate to
repeat the amount for each remaining period.

4 Click OK to update the account budget information.

42
 Closing the General Ledger Period
To Run the Period End Routine for the General Ledger

Closing the General Ledger Period

The General Ledger Period End routine changes the status on the periods table to
Closed for the selected period and all prior periods. You cannot make entries into
a closed period, and a closed period cannot be changed to an open or active status.
You do not have to close the period prior to entering transactions in the next
period. The only time you are required to close the period is prior to closing the
year.
You can close an accounting period after you (1) enter and post all accounting
activity for a given period and (2) print all associated reports, journals, and
financial reports. Use discretion when you close a period; once you close a period
in the General Ledger, you cannot enter a transaction for dates within or before
the closed period.

Closing a period closes all periods prior to the selected period, in addition to the
Note
selected period.

To Run the Period End Routine for the General Ledger

1 Select General Ledger from the Periodic menu, and then select Period End.
The General Ledger Period End dialog box appears.

It is important that you make a backup because you cannot reverse this routine
Note
after it has been performed. You can back up all data files for the company,
including add-on modules, from the Business Center.
2 Type a date corresponding to the period you want to close. The corresponding
period appears below the date.

3 Select OK. If prior periods are not closed, a message appears, warning that you
are closing more than one period. Select Yes to close the current period and all
prior periods. A confirmation message appears when the process is complete.

If unposted transactions exist, an error appears. You must post the specified
Note
module before closing the period.
4 Select Continue to return to the main menu.

Troubleshooting the General Ledger Period End Routine

This section offers some tips for working through common error messages you
may receive while performing the General Ledger Period End routine.

43
Accounting Year End Procedures
DacEasy Year End Guide

Errors Due to Unposted Transactions

When attempting to close periods in the General Ledger, you may experience a
number of errors stating “Transactions have not been posted.” The error tells you
which module has the unposted transactions. It, however, does not tell you which
period is unposted. Here are some steps to help locate the unposted transactions.
1 Select Period End from the General Ledger menu and close the first open
period. If the program closes the period successfully, then you know the
unposted transactions are in a different period. Continue this process for each
subsequent period until you receive the error “Transactions have not been
posted.”

2 Post the unposted transactions, and then close the period.

To determine whether there are unposted transactions for the period you are
closing, select each module on the Journals menu and try to print a journal for the
period you are closing. If you receive the message “Error #144 No Records found
in Range entered,” all transactions are posted for that module for that period. If a
journal prints, there are unposted transactions for the module for the selected
period.
3 If you still receive the error and cannot find the unposted transaction, run File
Utilities on all data files. For more information on the File Utilities routine, refer
to the Help topic titled “Using File Utilities.”

44
 Closing the Year
Year End Checklist

Closing the Year

There are four different year-end routines in DacEasy: Accounts Receivable,
Accounts Payable, Inventory, and General Ledger. There are two rules of thumb
when closing the year:
• Run all year-end routines consecutively (for example, do not run
Inventory Year End, and then wait a week to run Payables Year End).
• Run the General Ledger Year End last.
The following checklist helps you plan your end-of-year tasks. While not all items
on the list may apply to you, it is a general to-do list to help remind you to keep
data files in order.

If you are running DacEasy Accounting interfaced with another DacEasy add-on
Note
module such as DacEasy Point of Sale, DacEasy Order Entry, or DacEasy Payroll,
be sure all transactions within the year you are closing are posted in the
appropriate module before you perform the Period End and Year End routines in
DacEasy Accounting.

Year End Checklist

‰ If you are using the Forecasting feature, print the Statistical

YTD Report and perform the Forecast Calculation for receiv-
ables, payables, and inventory.
‰ If you performed the Forecast Calculation routine, print the
Forecast Report for receivables, payables, and inventory to
view your forecasted figures.
‰ Print any financial reports you may need (for example, Trial
Balance, Income Statement, Balance Sheet, and General Led-
ger Activity Report.)
‰ Make a backup of your data files and label it Year End 2006.
‰ Run Year End for Receivables.
‰ Run Year End for Payables.
‰ Run Year End for Inventory.
‰ Run Year End for the General Ledger.
‰ Purge your data files for the prior year (this task is optional).
‰ Run File Utilities on all data files if you decided to purge infor-
mation.

45
Accounting Year End Procedures
DacEasy Year End Guide

Forecasting
You can plan for the next year by forecasting your purchasing figures for your
vendors and sales figures for customers, products, and services. Before you run the
Year End routine, run the Forecast Calculation routine to forecast these figures.
Perform the following tasks to use the Forecasting routine:
• Prior to running the Forecast Calculation routine, print the Statistical
YTD Report to view forecasted figures for the current year and compare
these numbers to actual figures.
• Run the Forecast routine prior to running the Year End routine. DacEasy
places the forecast amounts in the Budget column on the Historical
Information dialog box for each record.
• Print the Forecast Report to view the past year figures with the budgeted
figures for the New Year.

To Print the Statistical YTD Report

1 Select Receivables, Payables, or Inventory from the Periodic menu, and
then select Print Statistical YTD. The Print Statistical YTD dialog box
appears.

2 Select the sorting method and type a range if you want to print the report for a
range of records. If you do not enter a range, the default is First to Last.

3 Click OK and the Report Layout dialog box appears.

4 Select the target, edit the layout if necessary, and then click OK to view the
report.

Repeat these steps for each module (Receivables, Payables, or Inventory) for
Note
which you want to view a Statistical YTD report.

To Forecast Budget Figures

1 Select Receivables, Payables, or Inventory from the Periodic menu, and
then select Forecast Calculation. The Forecast Calculation dialog box
appears.

2 Select the method by which to calculate the forecast figures and complete the
Percent field if the percent method is selected.

3 To calculate the forecast for a range of records, select a Sort By method and
type a range. If you do not enter a range, the default is First to Last and the
forecast is calculated for all records.

46
 Forecasting
To Print the Forecast

4 Click OK to calculate the forecast.

Repeat these steps for each module (Receivables, Payables, or Inventory) to

Note
complete the Forecast Calculation routine.

To Print the Forecast

1 Select Receivables, Payables, or Inventory from the Periodic menu, and
then select Print Forecast. The Print Forecast dialog box appears.

2 Select the method by which to sort the report. Type a range if you want to
limit the records that appear on the report.

3 Click OK and the Report Layout dialog box appears.

4 Select the target, edit the layout if necessary, and then click OK to view the
report.

Repeat these steps for each module (Receivables, Payables, or Inventory) for
Note
which you want to view the Forecast report.

47
Accounting Year End Procedures
DacEasy Year End Guide

Closing the Year for the Receivables Ledger

The Receivable Ledger Year End routine updates historical information for
each customer. DacEasy transfers the year-to-date figures to last year and last
year’s amounts to the year-before-last. You lose balances for the year-before-
last during this routine. To retain the information in the Year Before Last
fields, make and store a backup of your data files for archival purposes.

If you are using the Forecasting feature, perform the Receivables Forecast-
Note
ing routine prior to running the Receivables Ledger Year End.

To Run the Receivable Ledger Year End Routine

1 Select Receivables from the Periodic menu, and then select Year End. A
message appears, warning you to make a backup before proceeding.

It is important that all transactions for the current year are posted prior to
Note
closing the year. Run the General Ledger Period End routine for the last
period of the year to ensure that transactions are posted before the Receivable
Ledger Year End routine is performed.
2 Click Start Year End Close to close the year. A confirmation message
appears when the process is complete.

3 Select Continue to return to the main menu.

48
 Printing 1099 Forms
To Print 1099 Forms

Printing 1099 Forms

DacEasy tracks the vendor information required to issue a 1099 at the end of
the year. Select the Contract Labor check box on the Edit Vendor dialog box
for each vendor that requires a 1099. This form shows the amount you paid
to the vendor during the year. DacEasy gets this information from the Vendor
Payment file. To view this information, click Options from the vendor record,
and then select 1099 Information.

To Print 1099 Forms

1 Select Payables from the Reports menu, and then select 1099s. The
1099s dialog box appears.

2 Complete each field. The federal and state tax IDs entered on the
Company Information dialog box appear, as well as the current year. You
can edit these fields if necessary. A 1099 prints for each contract vendor
that received payments equal to or greater than the amount entered in the
Minimum field.

3 Click OK to access the Report Layout dialog box.

4 Select the target, edit the layout if necessary, and then click OK to begin
printing.

Troubleshooting the 1099 Routine

For a 1009 to print for any vendor
• Contract Labor must be checked in Edit-Vendors on the Account
tab by the beginning of the year.
• Cash transaction must have been made and posted to the Contract
Labor vendor.
If the conditions above were not met and you must print a 1099, you may
correct this situation using the following steps:
1 Open the vendor file, select Edit-Vendor, and then the Account tab.

2 Click Contract Labor.

3 Click Options and select 1099 Information.

4 Then, enter the Year to Date Payment Amount.

49
Accounting Year End Procedures
DacEasy Year End Guide

Closing the Year for the Payables Ledger

The Payables Ledger Year End routine updates the historical information for
each vendor. DacEasy transfers year-to-date values to last year and last year’s
balances to the year-before-last. You lose balances for the year-before-last
during this routine. To retain information in the Year Before Last fields, make
and store a backup of your data files for archival purposes.

If you are using the Forecasting feature, perform the Payables Forecasting
Note
routine prior to running Payables Ledger Year End.

To Run the Payables Ledger Year End Routine

1 Select Payables from the Periodic menu, and then select Year End. A
message appears, warning you to make a backup before proceeding.

It is important that all transactions for the current year are posted prior to
Note
closing the year. Run the General Ledger Period End routine for the last
period of the year to ensure that transactions are posted before the Payables
Ledger Year End routine is performed.
2 Click Start Year End Close to close the year. A confirmation message
appears when the process is complete.

3 Select Continue to return to the main menu.

50
 Closing the Year for Inventory
To Run the Inventory Year End Routine

Closing the Year for Inventory

The Inventory Year End routine updates historical information in the
Product and Service files. DacEasy transfers year-to-date balances to last year
and last year’s balances to year-before-last. You lose balances for the year-
before-last during this routine. To retain information in the Year Before Last
fields, make and store a backup of your data files for archival purposes.

If you are using the Forecasting feature, perform the Inventory Forecasting
Note
routine before you run Inventory Year End.

To Run the Inventory Year End Routine

1 Select Inventory from the Periodic menu, and then select Year End. A
message appears, warning you to make a backup before proceeding.

It is important that all transactions for the current year are posted prior to
Note
closing the year. Run the General Ledger Period End routine for the last
period of the year to ensure that transactions are posted before the Inventory
Year End routine is performed.
2 Click Start Year End Close to close the year. A confirmation message
appears when the process is complete.

3 Select Continue to return to the main menu.

If you skip the inventory year end routine or run it more than once, the
Note
Product Activity report will be incorrect.

51
Accounting Year End Procedures
DacEasy Year End Guide

Closing the Year for the General Ledger

When you run the General Ledger Year End routine, your data files are
updated as follows:
• The Periods tab on the Company Information dialog box is updated
to reflect the new year (Second Year periods become First Year
periods and the following year is added to the Second Year). All
transactions for the year must be recorded and posted before
running the Year End routines. After you close the year, you cannot
enter transactions for the year.
• The Account History dialog box for each account is updated to
reflect the new periods structure. DacEasy transfers the This Year
balance to the Last Year balance field for each period, providing you
with historical information for the previous year.
• The Salesperson History dialog box is updated to reflect the new
periods structure.
• The Sales Tax History and Purchase Tax History dialog boxes are
updated to reflect the new periods structure.
• Revenue and Expense accounts are zeroed out (beginning balances),
and the net profit or loss is transferred to the Current Earnings
account entered on the Account Interface dialog box.
After you have run Year End for receivables, payables, and inventory, you are
ready to close the General Ledger for the year.

Before you run the Year End routine, you must run the General Ledger Period
Note
End routine for the last month of the year.

To Run the General Ledger Year End Routine

1 Select General Ledger from the Periodic menu, and then select Year
End. A message appears, warning you to make a backup before
proceeding.

2 Click Start Year End Close to close the year. A confirmation message
appears when the process is complete.

If each period has not been closed, an error appears. Exit the Year End
routine and run the General Ledger Period End routine to close the last
period of the current year. Then, return to the Year End routine to
continue closing the year.

52
 Closing the Year for the General Ledger
Troubleshooting the General Ledger Year End Routine

If a Current Earnings account was not entered on the Account Interface

dialog box, you are prompted to enter a clear to account. Type the
current earnings account number or click LookUp and select the account
from the list.
3 Select Continue to return to the main menu.

After you run General Ledger Year End routine, the first transaction for the
new year should be a transfer transaction. The transfer transaction moves the
current earnings balance (for the year just closed) to a Retained Earnings
account.

Troubleshooting the General Ledger Year End Routine

This section offers answers to some questions and tips for working through
common error messages you may receive while performing the General
Ledger Year End routine.

Error #265 Last Month Must be Closed

Before performing the General Ledger Year End routine, the last month of
that year must be closed. This error occurs when the General Ledger Period
End routine was not run for the last period on the Periods tab of the
Company Information dialog box. Once the Period End routine is performed
for the last period, a status of “C’ appears for all periods in the First Year
column. Run the General Ledger Period End routine for the last month of the
year, and then return to the Year End routine to close the year.

Why Am I Prompted for a “Clear to Account”?

When you close the year, the Revenue and Expense accounts are zeroed out
and the net profit or loss is transferred to the Current Earnings account (or
the “Clear To” account) entered on the Account Interface dialog box. If this
field is blank, the program prompts you for a “Clear To” account. The
account normally used in the DacEasy sample chart of accounts is 33 Current
Earnings; however, you can use any detail Capital account as the “Clear To”
account.

53
Accounting Year End Procedures
DacEasy Year End Guide

Error #86 The Current Earnings Account is Not a Capital Account.

The Current Earnings account selected on the Account Interface dialog box
or during Year End must be a Capital account. To verify the account type,
select Accounts from the Edit menu, and then type the account number you
are using as the Current Earnings or “Clear To” account. The Group selection
must be Capital for the account selected as the Current Earnings or “Clear
To” account.

54
 Purging Data Files
To Purge Files

Purging Data Files

Use the Purge routine to remove unwanted information from your data files.
If you purge a transaction file, DacEasy removes all posted and deleted
transactions from the file for the specified date range. In addition, you can
purge customers, vendors, products, and services that you no longer need.
After you purge your transaction files, you can no longer view your
transactions or print listing reports to view these transactions. For this reason,
you might choose not to purge data until after you close the year.
Additionally, you may choose not to purge the General Ledger since it serves
as your audit trail. It is very important that you back up your data files prior
to purging information. Once the data has been purged, it can only be
retrieved by restoring a backup made prior to running the Purge routine.

To increase available hard disk space, run the Recover routine on the file after
you run the Purge routine. For more information on the Recover routine,
refer to the Help topic titled “Using File Utilities.”

To Purge Files
1 Select Purge from the Periodic menu. The Purge Files dialog box appears.

2 Select the file to purge.

3 If a transaction file is selected, type the range of transactions to purge

based on the transaction date. All records up to and including the date
entered are purged.

If a non-transaction file is selected, type the ending date for the last
record to purge. All records up to and including the date entered are
purged.
4 Click OK. A confirmation message appears when the Purge process is
complete.

5 Select Continue to return to the Purge Files dialog box.

55
Accounting Year End Procedures
DacEasy Year End Guide

56
 4
Order Entry Year End Procedures
The Year End routine updates the historical information in your Customer,
Product, Service, Salespeople, and Tax modules. DacEasy transfers the year-to-
date (YTD) values to the last year (LY) field and last year values to year before last
(YBL). Values in the Year Before Last fields are removed during the Year End
routine. The routine also changes the period dates to the new year.
Performing the Year End routine in DacEasy Order Entry is almost the same
procedure as the Year End routine in DacEasy Accounting. If you are running
DacEasy Order Entry interfaced with DacEasy Accounting, you are not required
to run year end in Order Entry.
As mentioned earlier, the information for the year before last is removed during
the Year End routine. If you want to retain this historical information for your
customers, products, and services, make a backup of your data files before
performing the Year End routine. Store the backup for archival purposes.

57
Order Entry Year End Procedures
DacEasy Year End Guide

To Run the Year End Routine

If you are not running DacEasy Order Entry interfaced with DacEasy Accounting,
the year end process updates the historical information for Customer, Product,
Service, and Tax files. It updates the salesperson history by moving the first year
Sales and Commission amounts to the second year. If you are interfaced with
DacEasy Accounting, refer to the next section titled “To Run the Year End Routine
When Interfaced With DacEasy Accounting.”
1 Download the WebStore orders that are using a date in the year you are closing.
Post all invoices for the year you are closing. For steps on posting, refer to the
chapter titled “Processing Orders” in the DacEasy Order Entry User’s Guide.

The easiest way to verify that all invoices are posted is to run a Sales Listing report
Note
in DacEasy Order Entry from first to last. Select Sales Journal from the Process
menu. Select to print a Listing. If no asterisks appear next to the invoice or return
number, all invoices or returns are posted.
2 Make a backup of your order entry data files. Clearly label each backup disk.

3 Select Year End from the Periodic menu. The current year appears. Verify that
the year is the one you want to close.

If the year you want to close does not correspond with the year that appears,
exit the dialog box and change the program date. Then, return to the Year
End dialog box.
If the year that appears is correct, select Yes to continue. Order Entry closes
the year.

To Run the Year End Routine When Interfaced With DacEasy

Accounting
Follow these steps to run the Year End routine if you are interfaced with DacEasy
Accounting. If you are not interfaced with DacEasy Accounting, refer to the
previous section titled “To Run the Year End Routine.”
1 Download the WebStore orders that are using a date in the year you are closing.
Post all invoices for the year you are closing. For steps on posting, refer to the
chapter titled “Processing Orders” in the DacEasy Order Entry User’s Guide.

The easiest way to verify that all invoices are posted is to run a Sales Listing report
Note
in DacEasy Accounting from first to last. Select Billing from the Journal menu.
Select to print a Listing. If no asterisks appear besides the invoice or return
number, all invoices or returns are posted.

58
 To Run the Year End Routine
To Run the Year End Routine When Interfaced With DacEasy Accounting

2 Make a backup of your accounting data files, and then make a backup of your
order entry data files. Clearly label each backup disk.

3 Select Year End from the Periodic menu. The current year appears. Verify that
the year is the one you want to close.

If the year you want to close does not correspond with the date that appears,
exit the dialog box and change the program date. Then, return to the Year
End dialog box.
If the year that appears is correct, select Yes to continue. DacEasy Order Entry
closes the year.
4 Exit DacEasy Order Entry and access DacEasy Accounting. Refer to the chapter
titled “Accounting Year End Procedures” for more information on performing
the Year End routine in Accounting.

When you are interfaced with DacEasy Accounting, you are not required to run
Note
the Year End Routine in Order Entry. When Order Entry is interfaced with
DacEasy Accounting, the Accounting Periods Table is referenced.

59
Order Entry Year End Procedures
DacEasy Year End Guide

Purging Data Files

DacEasy Order Entry maintains information in various data files for the entire
year. Even after you perform the Post Shipments routine, Order Entry retains the
order information so you can print sales analysis reports and sales listings that
include data for the entire year.
However, some of the files can become very large as a result of holding old data.
DacEasy Order Entry provides an easy way to purge information from your data
files. The Purge routine purges information from the files according to the date
range specified.
For example, assume you just closed the year and started processing orders for the
next year. To remove all orders prior to the new year, use the Purge routine. To
ensure that you remove all information from the previous year, you should
perform the Purge routine for all data files using the dates from the previous year.

To increase available hard disk space, run the Recover routine on the file after you
perform the Purge routine.

File Descriptions
Here is a brief explanation of the data contained in each file. Review the list to
determine which files you want to purge and which files include information you
want to maintain for reporting purposes.

General Ledger This file contains all general ledger transactions

created when DacEasy Order Entry is not interfaced
with DacEasy Accounting. DacEasy Order Entry
assigns its own account numbers to the transactions
in the General Ledger files. To print a listing of
general ledger transactions, select General Ledger
from the Reports menu.
If you are running DacEasy Order Entry interfaced
with DacEasy Accounting, Order Entry uses the
General Ledger files in Accounting. To purge the
information from these files, we recommend you
purge the general ledger transactions in DacEasy
Accounting.

60
 Purging Data Files
File Descriptions

Sales Orders This file contains detail information for all orders
entered in the program. Order Entry maintains the
order detail in this file, even after you ship orders
and post shipments. To obtain a printed copy of the
contents of this file, select Sales Orders from the
Reports menu. Purging Sales Orders also purges the
Credit Card file. Only orders with a status of
Completed, Voided, or Canceled are purged
through the Purge routine.

Quotes This file contains the detail of all sales quotes in the
company. Use the Purge routine to delete old quotes
you do not need anymore. To print the contents of
this file, select Print Orders from the Process menu,
and then select Quotes.

Invoices This file contains all of the invoices created by the

orders you have shipped. Do not confuse invoices
with orders in the program. When you ship an order
or RMA (Returned Merchandise Authorization),
Order Entry creates a new transaction called an
invoice or sales return. This file is used for the
AutoOrder and AutoReorder feature. If you would
like to retain your customer’s sales history for this
feature, do not purge this file.
If you are running DacEasy Order Entry interfaced
with DacEasy Accounting, Order Entry creates
invoices and sales returns in your invoice
transaction files in DacEasy Accounting. You can
purge invoices and sales returns using the Purge
routine in either DacEasy Accounting or DacEasy
Order Entry. To print the contents of this file before
purging, print the Sales Listing report in DacEasy
Order Entry or the Billing Listing in DacEasy
Accounting.

Serial Numbers DacEasy Order Entry tracks serial numbers for your
products and services after a sale. DacEasy stores
serial number information in a separate file from the
orders so you can purge orders but still track serial
numbers. You should only purge this file if you do
not want to track serial numbers for older sales. If
you want to track the sale of a serial number at a later
time, do not purge this file. To print the contents of
this file, select Serial Numbers from the Customer
Service menu.

61
Order Entry Year End Procedures
DacEasy Year End Guide

Accounts Receivable Open Invoices DacEasy Order Entry stores the open invoices even
after they are paid. You may want to purge the older,
paid open invoices after they no longer apply to your
reports. When purging the AR open invoices, a list
of open invoices appears so you can select the
invoices you want to delete.
If you are running DacEasy Order Entry interfaced
with DacEasy Accounting, you cannot use the Purge
routine on AR open invoices. You must run the
Receivables Period End routine in DacEasy
Accounting to clear the open invoices from the
Aging report and statements.

Promotional Prices This file contains the transactions entered using the
Edit Promotional Price dialog box. Use the Purge
routine to delete old promotions you do not need
anymore. To print the contents of this file, select
Promotional Price from the Reports menu.

Customer Transaction History If you select the Track Customer Transaction

History check box on the System Preferences dialog
box, an entry is recorded in this file each time you
enter transactions for open invoice customers. To
view the customer transaction history for a
customer, select Customers from the Edit menu.
Enter a customer and click Transactions. Purging
this file removes all customer historical transaction
detail within the date range specified.

Assembly Transactions Purging this file removes all posted or deleted

assembly transactions within the date range entered.
This option purges transactions entered using the
Assembly on-the-fly routine from Order Entry
dialog box in DacEasy Order Entry and using the
Assembly Transaction dialog box in DacEasy
Accounting (if interfaced).

Product History Detail If you selected to track product transaction history

on the System Preferences dialog box, an entry is
made to this file every time you enter transactions
using a product. To view the product history detail,
select Products from the Edit menu. Enter a
product. Click Options, and then select Product
History Detail. Purging this file removes all product
history detail within the date range specified.

Customers You can purge a range of customers based on the

Last Sales Date field on the Edit Customer dialog
box. All customers meeting the requirements are
deleted from the system.

62
 Purging Data Files
File Descriptions

Products You can purge a range of products based on the Last

Sales Date field on the Edit Products dialog box. All
products meeting the requirements are deleted from
the system.

Services You can purge a range of services based on the Last

Sales Date field on the Edit Service dialog box. All
services meeting the requirements are deleted from
the system.

63
Order Entry Year End Procedures
DacEasy Year End Guide

To Purge a File

1 Make a backup of your order entry data files. Archive this backup and keep
it as a record of the information you are going to purge. If you are running
DacEasy Order Entry interfaced with DacEasy Accounting, make a separate
backup of your accounting data files.

It is very important that you have a current backup before purging files. The
Note
purge process cannot be reversed. If you are running DacEasy Order Entry
interfaced with DacEasy Accounting, make a separate backup of your
accounting data files or perform the Backup routine from the Business Center
to back up all data files in your company profile.
2 Select Purge from the Periodic menu. The Purge Files dialog box appears.

3 Select the file you want to purge.

4 Type the last sales date or range of dates for the information you want
purged from the data files.

5 Click OK. The Purge routine begins.

If you selected to purge the AR Open Invoice file and you are not running
DacEasy Order Entry interfaced with DacEasy Accounting, a list of open
invoices appears. Select the open invoices you want to purge and click
OK. The Purge routine begins.

Run the Recover routine on your data files after you run the Purge routine.
Note
The Recover routine compresses your files and frees up hard disk space
especially after the Purge routine. Select Utilities from the File menu to
access the Recover routine.

64
 5
Point of Sale Year End Procedures

The Year End routine updates the historical information in your Customer,
Product, Service, Salespeople, and Tax modules. DacEasy transfers the year-to-
date (YTD) values to the last year (LY) field and last year values to year before last
(YBL). Values in the Year Before Last fields are removed during the Year End
routine. The routine also changes the period dates to the new year.

65
Point of Sale Year End Procedures
DacEasy Year End Guide

Running the AR End of Period Routine

When you run the Accounts Receivable (AR) End of Period routine, your paid,
posted Accounts Receivable (AR) transactions are cleared from the current
company. This keeps your customer data at a minimum. If you run this routine
periodically, the open invoice section of the AR payments dialog box is not
cluttered with old, paid invoices. It is important that you make a backup of your
data prior to running this routine because it cannot be reversed.
The Accounts Receivable Period End routine does the following:
• Removes all paid-in-full invoices from the Accounts Receivable Open
Invoice files. This information appears when entering AR payments. The
invoices must be posted and dated on or before the date the Period End
routine is run.
• Updates the Balance Information for your customers. This Period is
cleared and the amount is added to the Beginning field.
• For balance forward-type customers, all remaining posted transactions
for the period are consolidated into one invoice. The date becomes the
invoice number, using the YYYYMMDD.

If you are running DacEasy Point of Sale interfaced with DacEasy Accounting, run
the Accounts Receivable Period End routine in DacEasy Accounting.
Note

To Run the Accounts Receivable Period End Routine

1 Select AR End of Period from the Periodic menu. The Accounts Receivable
Period End dialog box appears.

2 Enter a date corresponding to the period you want to close. The posted, paid
invoices on or before the date entered clear from the system. The period that
corresponds to the date appears in the Period field.

3 Click OK to begin AR Period End routine.

4 Click Continue to return to the main menu.

66
 Closing the Year
To Run the Accounts Receivable Period End Routine

Closing the Year

The Year End routine updates the historical information in your Customer,
Product, Service, Salespeople, and Tax modules. DacEasy transfers the year-to-
date (YTD) values to the last year (LY) field and last year values to year before last
(YBL). Values in the Year Before Last fields are removed during the Year End
routine. The routine also changes the period dates to the new year.
Performing the Year End routine in DacEasy Point of Sale is almost the same
procedure as the Year End routine in DacEasy Accounting. If you are running
DacEasy Point of Sale interfaced with DacEasy Accounting, you are not required
to perform the Year End routine in DacEasy Point of Sale. Instead, run the Year
End routine in DacEasy Accounting.
As mentioned earlier, the information for the year before last is removed during
the Year End routine. If you want to retain this historical information for your
customers, products, and services, make a backup of your data files before
performing the Year End routine. Store the backup for archival purposes.
If you are not running DacEasy Point of Sale interfaced with DacEasy Accounting,
the Year End routine updates the historical information for customer, product,
service, and tax files. It also clears the Sales and Commission information in the
Salesperson file.

67
Point of Sale Year End Procedures
DacEasy Year End Guide

To Run the Year End Routine

1 Post all sales transactions in DacEasy Point of Sale. For steps on posting, refer to
the chapter titled “Daily Register Processing” in the DacEasy Point of Sale User’s
Guide.

The easiest way to verify that all sales transactions are posted is to run a Sales
Listing report in DacEasy Point of Sale from first to last. Select Journals from the
Note Process menu. Select to print a Listing. If no asterisks appear next to the
transaction number, all transactions are posted.
2 Make a backup of your data files. Clearly label each disk.

3 Select Year End from the Periodic menu. The current year closed during this
procedure appears on the Year End dialog box. Verify that the year is the one
you want to close.

If the year you want to close does not correspond with the year that appears,
exit the dialog box and change the system date. Then, return to the Year End
dialog box.
If the year that appears is correct, select Yes to continue.
4 Click Start Year End Close. A message appears when the process is complete.

An error appears if all transactions are not posted. Exit this function and post all
transactions before closing the year.
Note
5 Click Continue to return to the main menu.

68
 Purging Data Files
File Descriptions

Purging Data Files

Use the Purge routine to remove unwanted information from your data files.
If you purge a transaction file, DacEasy removes all posted and deleted
transactions from the file for the specified date range. In addition, you can
purge customers, products, and services that you no longer need.
After you purge your transaction files, you can no longer view the purged
transactions or print listing reports including the purged transactions. For
this reason, you might choose not to purge data until after you close the year.
It is very important that you back up your data files prior to purging
information. Once the data has been purged, it can only be retrieved by
restoring a backup made prior to running the Purge routine.

To increase available hard disk space, run the Recover routine on the file after
you perform the Purge routine.

File Descriptions
A brief explanation of the data contained in each file follows. Review the list
to determine which files you need to purge and which files you need to keep
information for reporting purposes.

General Ledger This file holds all general ledger transactions created
when DacEasy Point of Sale is not interfaced with
DacEasy Accounting. DacEasy Point of Sale assigns
its own account numbers to the transactions in the
General Ledger file. To print a listing of general
ledger transactions, select General Ledger from the
Reports menu.
If you are running DacEasy Point of Sale interfaced
with DacEasy Accounting, Point of Sale uses the
General Ledger files in Accounting. So, to purge the
general ledger transactions with the POS journal
code you must access the DacEasy Accounting
program and run the Purge routine on the General
Ledger transaction files there.

69
Point of Sale Year End Procedures
DacEasy Year End Guide

Sales Transactions This file contains detail information for all sales
entered in the program. Point of Sale maintains sales
detail in this file, even after you post sales
transactions. To print the transactions in this file,
print a Sales Listing report by selecting Journals
from the Process menu. Purging sales transactions
also purges the Credit Card file. This file is used for
the AutoOrder and AutoReorder feature. If you
would like to retain your customer’s sales history for
this feature, do not purge this file.

Layaway Records This file contains all the information for your
layaway transactions. Each time you enter a layaway
transaction or make a payment to a layaway this file
is updated. To print the information held in this file
select Layaway Transactions from the Reports
menu.

Serial Numbers Point of Sale tracks serial numbers for your products
and services after a sale. DacEasy stores serial
number information in a separate file from the sales
so you can purge sales transactions but still track
serial numbers. You should only purge this file if you
do not want to track serial numbers for older sales.
If you want to track the sale of a serial number at a
later time, do not purge this file. To print the
contents of this file, select Serial Number Tracking
from the Reports menu.

Product History Purging this file removes all product history from
the product inquiry within the date range specified.
To view the product historical inquiry information,
select Product Inquiry from the Options menu.

Customer History Purging this file removes all customer history from
the customer inquiry within the date range specified.
To view the customer historical inquiry
information, select Customer Inquiry from the
Options menu.

Service History Purging this file removes all service history from the
service inquiry within the date range specified. To
view the service historical inquiry information,
select Service Inquiry from the Options menu.

Quotes This file contains the detail of all sales quotes in the
company. Use the Purge routine to delete old quotes
you do not need anymore. To view all the quotes in
the company, click Options, and then select Quotes
from the Sales Register Entry dialog box.

70
 Purging Data Files
File Descriptions

Promotional Prices This file contains the transactions entered using the
Edit Promotional Price dialog box. Use the Purge
routine to delete old promotions you do not need
anymore.

Customer Transaction History If you chose to track customer transaction history

on the System Preferences dialog box, an entry is
made to this file every time you enter transactions
for open invoice customers. To view the customer
transaction history for a customer, select Customers
from the Edit menu. Enter a customer and click
Transactions. Purging this file removes all customer
historical transaction detail within the date range
specified.

Salesperson Timesheets This file contains the times each salesperson logged
in and out of the sales register. To view the
timesheets for each salesperson, select Tables from
the Edit menu, and then select Salesperson
Timesheet.

Assembly Transactions Purging this file removes all posted or deleted

assembly transactions within the date range entered.
This option purges transactions entered using the
Assembly Transaction dialog box in DacEasy
Accounting and the Sales Register Entry dialog box
using Assembly on-the-fly routine.

Product History Detail If you chose to track product transaction history on

the System Preferences dialog box, an entry is made
to this file every time you enter transactions using a
product. To view the product history detail, select
Products from the Edit menu. Enter a product.
Click Options, and then select Product History
Detail. Purging this file removes all product history
detail within the date range specified.

Customers You can purge a range of customers based on the

Last Sales Date field on the Edit Customer dialog
box. All customers that meet the requirements are
deleted from the system.

Products You can purge a range of products based on the Last

Sales Date field on the Edit Products dialog box. All
products that meet the requirements are deleted
from the system.

71
Point of Sale Year End Procedures
DacEasy Year End Guide

Services You can purge a range of services based on the Last

Sales Date field on the Edit Service dialog box. All
services that meet the requirements are deleted from
the system.

72
 To Purge Files
File Descriptions

To Purge Files
1 .Select Purge from the Periodic menu. The Purge Files dialog box
appears.

It is very important that you have a current backup before purging files. The
purge process cannot be reversed. If you are running DacEasy Point of Sale
Note interfaced with DacEasy Accounting, make a separate backup of your
accounting data files or perform the Backup routine from the Business Center
to back up all data files in your company profile.
2 Select the file to purge.

3 If a transaction file is selected, enter the range of transactions to purge

based on the transaction date. All records up to and including the date
entered are purged.

If a non-transaction file is selected, enter the ending date for the last
record to purge. All records up to and including the date entered are
purged.
4 Click OK. A confirmation message appears when the purge process is
complete.

5 Click Continue to return to the Purge Files dialog box.

73
Point of Sale Year End Procedures
DacEasy Year End Guide

74
Index
Numerics period for receivables troubleshooting Line 2
1099 ledger 40 17
printing 27, 49 year 32, 45 troubleshooting Line 7a
reprinting after a printer point of sale 67 17
jam 28 year for general ledger troubleshooting print-
troubleshooting print- 52 ing 16
ing 27 year for inventory 51 G
941-EZ year for payables ledger general ledger
printing 22 50 closing the period for 43
A year for receivables led- closing the year for 52
account budget figures ger 48 troubleshooting period
entering 42 creating end routine 43
B backup 30 troubleshooting the year
backup magnetic media files 29 end routine 53
creating 30 customer statements generating finance charges
budget figures 46 printing 39 38
C customize forms 2 I
check security 3 D inventory
checking for tax updates au- data files closing the year for 51
tomatically 7 purging 55, 60 M
checking for tax updates on- Detail report magnetic media files
line 7 purging 33 creating 29
checklist E making
period end 37 entering tax deposits 8
year end procedure 6 account budget figures O
checks 42 order entry
purging 11 error #265 53 file descriptions 60
reconciling 10 error #86 year end routine 58
checks and forms 2 troubleshooting 54 P
clear to account F payables ledger
troubleshooting 53 file descriptions closing the year for 50
closing order entry 60 period end checklist 37
period 37 point of sale 69 point of sale
period for general led- finance charges AR end of period rou-
ger 43 generating 38 tine 66
period for payables led- forecasting 46 closing the year 67
ger budget figures 46 file descriptions 69
payables ledger Form 941 purging data files 69
closing the pe- printing 15 printing
riod ROFT date sensitivity 1099 27, 49
for 41 18 941-EZ 22

75
 Index
DacEasy Year End Guide

customer statements 39 checking for 7

Form 941 15 technical support call
Schedule B 20 preparing for 4
state quarterly reports troubleshooting
state quarterly re- 1099 printing 27
ports error #265 last month
printing 12 must be closed
state quarterly work- 53
sheets 14 error #86 current earn-
statistical YTD report ings account
46 54
W-2 23 errors due to unposted
W-3 26 transactions 44
W-4 34 general ledger period
purging end routine 43
checks 11 general ledger year end
data files 55, 60 routine 53
point of sale 69 printing the Form 941
Detail report 33 16
R printing the Schedule B
receivables ledger 20
closing the period for 40 printing W-2s 24
closing the year for 48 prompt for a clear to ac-
reconciling checks 10 count 53
S W
Schedule B W-2
printing 20 avoiding printer jams
troubleshooting print- 24
ing 20 including local taxes 3
state quarterly worksheets & 4 25
printing 14 printing 23
statistical YTD report troubleshooting print-
printing 46 ing 24
support call W-3
preparing for 4 printing 26
support options 3 W-4
T printing 34
tax deposits Y
making 8 year end checklist
tax updates checklist
checking for automati- year end 45
cally 7 year end procedure checklist
tax updates online 6

76