end-of-year procedure

[leann]

after completing all end-of-year forms & reports. i did a backup, changed my date to 12-31-08 & ran the end-of-year tool. i expecting this to delete all 2008 transactions without deleting the 3 weekly pay periods i've done in january. it did, however, delete everything... including my 2009 transactions. what to do?

[Paul Mayer]

That's correct, and the reason you MUST type in "YES" in all CAPS in order to continue reading the text that tells you it is going to delete *all* transactions.

It's the same reason we put the text in bold in the announcement that says "Note: The End of Year tool deletes all payroll transactions in the company database and removes all employees marked as Unemployed." It's also in the letter that came with the CD as well as in the newsletters we sent out announcing the update with pointers to the announcement so you'd know what to do at:

http://zpay.com/vbulletin/showthread.php?t=1426

But if you've been making backups after every payroll like we remind you on exit, simply restore the last payroll file. But you will now have to wait until the end of this year to run the end of year tool after restoring your backup.

[leann]

do businesses actually get all forms, reports, W2s, etc. completed between dec 31 & 1st pay date (which was jan 5, 2 business days, for us)? i think i'll opt for re-entering the 3 payrolls i've done this year, rather than have all 2008 transactions in that list for another whole year. eventhough i do read all bulletins & emails, that was not clear. i'll certainly make note of this issue, for next year. thank you

[chris m]

Leann wrote:

> do businesses actually get all forms, reports, W2s, etc. completed between dec 31 & 1st > pay date (which was jan 5, 2 business days, for us)?

Leann,

Like you, I doubt if most business complete these tasks on or before Dec 31, I know we certainly don't, however, that is unnecessary. All you need to do is keep a separate 2008 data file before you begin entering 2009 transactions. Here's how we have done it for years:

1. On Dec 31 (or when you have entered the last transaction for the year, but BEFORE you have entered any 2009 transactions), make a backup/copy of your data file, Rename that copy "companyname_2008.dxi" or similar. Keep this as a permanent copy of your 2008 data.

2. Now on the current company file (not the copy you must made, but your 'working' company data file), run the PayWindow year end procedures, which will clear out all transactions, drop terminated employees, etc.. You are now ready to start your 2009 payroll.

3. Assuming that you, like most of us, did NOT complete all forms, reports, W-2s, etc., before Dec 31, no problem. When you are ready to do these end of quarter/end of year reports, tax forms, etc, just open your 2008 data file (instead of your 'current' file), and set the date to "End of 4th Qtr LAST YEAR". You will now be able to run reports, W-2s, 1099s, etc, from your 2008 data.

Chris

[leann]

thanks, chris! i have printed you're procedure to avoid losing current year data and will certainly follow your advice, next year. i'm here working on a sunday, to re-enter those 3 pay dates for our employees :-(