PROBLEM: When printing the Fourth Quarter 941 reports, you notice a discrepancy in lines 10 and 15
SOLUTION: You may have posted a January payroll prior to running End of Calendar Year in the CMS Payroll System.
Before you begin, make sure you have a current backup of your system!
From your CMS Fund Accounting System, click File | Utilities | Archive Fund Accounting. Change the Folder Name and Shortcut Names to PAYXXXX ARCHIVE (XXXX being your old calendar year, we will use the example PAY2008 ARCHIVE) and click OK.
This will create a complete copy of your Fund Accounting System and place a new icon on your desktop called PAY2008 ARCHIVE.
Exit out of your current year CMS Fund Accounting and double click that new PAY2008 ARCHIVE icon on the desktop. Enter your password and come into Payroll.
Click Process | Clear Check History | and pop in the dates of your current/next calendar year (i.e. 01/01/09 thru 12/31/09) and click Process.
This will clear out that January check from your system.
Next, click File | Utilities | Recalculate Gross Amounts | Yes to continue | Yes to continue | Finish | Yes to continue.
When that's complete, give your 941 for the last quarter another try and it should be working like a charm!
But, we're not quite done, we've got a little bit of work to do in the current year!
Exit out of the Archive and go into your current year CMS Fund Accounting system.
Enter the password and come into Payroll.
Click Process | End of Period | End of Calendar Year | Continue | be sure to check that Reset Last Payment Accumulations and click Process.
Once that's complete, click File | Utilities | Recalculate Gross Amounts | Yes to continue | Yes to continue | Finish | Yes to continue.
Now your current year should be in correct and you can continue to post payroll without problems.
Oh, don't forget to install the new Tax Tables in your current year Payroll. That is normally available the last week of December/first week of January!
When you're ready to print up 1099's and W-2's, just go into your Archive and run whatever reports you'll need.
But all new payroll information for the current year should be entered in your regular CMS Fund Accounting System.