Microsoft Dynamics GP Year End Release 2013: US Payroll Year End Close

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It's that time again! The end of the year will be here soon, and I'd like to provide you with information you'll need ensure that your Payroll Year End goes smoothly.

The 2013 Year-End Update for GP 2010 and GP 2013 is available on 11/15/2013 to ensure you have plenty of time to install prior to year end. In Support, we are often asked if it is OK to install the 2013 Year End Update even though 2013 payrolls are not completely processed. The answer to that is YES YOU CAN! We release the update early so you have plenty of time to install it.

This update is all inclusive of prior updates for Microsoft Dynamics GP 2010 and GP 2013.

The 2014 Round 1 Tax Update (tax table update only) will be available the week of December 16th, 2013. *Do not install this until ALL pay runs for the 2013 year are completed.

The 2014 Round 2 Tax Update will be available mid January 2014.

Please review all documentation in detail so your are well prepared for the year-end close, specifically around what has changed for this year. Click HERE to download the U.S. 2013 Year End Update manual.

 

Please Note: The 2013 Year-End Update and 2014 Tax Updates will not be available for Microsoft Dynamics GP 10.0 and prior versions.

 

When should the Year End Close be done?

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

 

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

•There are NO W2 and W3 form changes

• EFW2 changes, (Electronic Filing) *Recommended if submitting electronically with GP*

• Product Quality Fixes Around Payroll Year End

For a complete list of Quality Product fixes click HERE for Microsoft Dynamics GP 2010 and click HERE for Microsoft Dynamics GP 2013.

 

What does the Year End Close process do?

Creates the 'Year End Wage' file with annual wage information used to generate W2s, W3s, 1099's, and Magnetic Media for the year being closed.

 

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

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

1.  Verify that you have installed the latest 2013 payroll tax updates. The 'Last Tax Update' should read 01/15/2013 or later in the Payroll Tax Setup Window (Microsoft Dynamics GP >> Tools >> Setup >> System >> Payroll Tax).

2.  Complete all pay runs for the current year. 

3.  Complete all month-end, period-end, or quarter-end procedures for the current year. 

4.  Make a backup of the original file.

5.  Install the Year-End Update. 

6.  Create the Year-End file. 

7.  Make a backup of the new file. 

8.  Verify W-2 and 1099-R statement information. 

9.  Print the W-2 statements and the W-3 Transmittal form. 

10. Print the 1099-R forms and the 1096 Transmittal form. 

11. (Optional:) Create the W-2 Electronic file. 

12. (Optional:) Archive inactive employee Human Resources information. 

13. Set up fiscal periods for 2014. 

14. (Optional:) Close fiscal periods for the payroll series for 2013. 

15. Install the payroll tax update for 2014. 

 

To recap, prior to processing a pay run in 2014 the following is:

Required:

All 2013 pay runs completed.

Year End Wage File created.

Backup of company database made.

Payroll Tax Update  for 2014 (2014 Tax Update Round 1) installed.

Optional:

Print W-2s.

Create W-2 Electronic File.

 

IMPORTANT TO NOTE THIS YEAR:

If you are using Microsoft Dynamics GP 2013 SP 2 or above AND you use Business Portal Human Resource Self Service Suite you will need to install the BP Hotfix.

There were table changes made in GP 2013 Service Pack 2 around Payroll Direct Deposit affected Business Portal Human Resource Self Service functionality.

Please refer to Terry's Blog 'Microsoft Dynamics GP 2013 Service Pack 2 does not seem to play NICE with Business Portal Human Resource Self Service Suite 6.0' for further details around this:

https://community.dynamics.com/gp/b/dynamicsgp/archive/2013/11/05/microsoft-dynamics-gp-2013-service-pack-2-does-not-seem-to-play-nice-with-business-portal-human-resource-self-service-suite-6-0.aspx

Here is the LINK to download the fix.

If the Year End Update is not installed prior to closing Payroll:

W2 Medicare Taxable Wages may be incorrect on printed W2's (Box 5) for employees making more than 200,000. We recommend you install the 'Year End Update'. However, you can workaround this issue by updating the FICAMWLM field in the UPR10100 table as follows: 

UPDATE UPR10100 SET FICAMWLM = '0.00000' WHERE RPTNGYR ='2013'

Why may those using Microsoft Dynamics GP 10.0 want to upgrade?

941 may be incorrect. There were code changes implemented for the 941 Report last year. Specifically line 5d which sums FICA Medicare Wages and Tips field for employee wages over $200,000, was added . You may see employee wages over 200,000 showing up on line 7 (fractions of cents) if you are using the old 941 form. 

Are you receiving an error, “Unhandled script exception: Illegal address for field 'IndexLong' in script 'DD_CreateChkMsgs'. Script terminated" after installing the 2013 Year End Update?

If you were on Microsoft Dynamics GP 2013 SP 2, you installed the 2013 Year End Update between 11/15/2013 and 11/19/2013 (MicrosoftDynamicsGP12_KB2897363_ENU.msp), you use Direct Deposit, and you receive the following error, "Unhandled script exception: Illegal address for field 'IndexLong' in script 'DD_CreateChkMsgs'. Script terminated" when running payroll: Please see my BLOG which discusses this issue.

 Assistance for Payroll Year End Close

Microsoft Dynamics GP Blog - https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx

Microsoft Dynamics Community - https://community.dynamics.com/default.aspx

Microsoft Dynamics Support - https://mbs.microsoft.com/support/newstart.aspx

If you are creating a case with the Technical Support Team for assistance with Year End close for Payroll, please refer to the category selections below to ensure you are routed to the correct Support team for assistance:

     --Support Topic Selection:    Payroll

          --Sub-topic Selection:      Year End Procedures 

Resources:

Year-end closing procedures for the Payroll module in Microsoft Dynamics GP are found in KB 850663:  http://support.microsoft.com/kb/850663

Refer to Microsoft Dynamics GP 2013 Readiness documentation/videos available for Payroll.

Check out the 'What's New for Year-End' video, so COOL!!  

Be sure to check back to the Year-End Schedule post for current posted blogs and upcoming blog posts related to Year-End Closing for Dynamics GP.

 
 
Tax Forms – 800-432-1281 www.microsoftbusinesschecks.com
 
IRS Forms and Publications http://www.irs.gov/formspubs/index.html
 
Accuwage for Electronic File Verification http://www.ssa.gov/employer/accuwage/index.html
 

Here are the 2013 Year-End Update pages which will provide you with documentation and installation instructions you’ll need for a successful year-end:

2013 U.S. Payroll Year End Update for Microsoft Dynamics GP 2013 Download Pages:

https://mbs.microsoft.com/customersource/northamerica/GP/downloads/usgpye2013

https://mbs.microsoft.com/partnersource/northamerica/deployment/downloads/tax-regulatory-updates/usgpye2013

2013 U.S. Payroll Year End Update for Microsoft Dynamics GP 2010 Download Pages:

https://mbs.microsoft.com/customersource/northamerica/GP/downloads/usgpye2010

https://mbs.microsoft.com/partnersource/northamerica/deployment/downloads/tax-regulatory-updates/usgpye2010

Here are the pages on which you can access the latest (and previous) Tax Updates:

Latest U.S. Payroll Tax Update for Microsoft Dynamics GP2013:

https://mbs.microsoft.com/customersource/northamerica/GP/downloads/tax-regulatory-updates/TUGP2013

https://mbs.microsoft.com/partnersource/northamerica/deployment/downloads/tax-regulatory-updates/TUGP2013

Latest U.S. Payroll Tax Update for Microsoft Dynamics GP 2010:

https://mbs.microsoft.com/partnersource/northamerica/deployment/downloads/tax-regulatory-updates/TUGP2010

https://mbs.microsoft.com/customersource/northamerica/GP/downloads/tax-regulatory-updates/TUGP2010

I hope you find this information helpful!  Here's to a seamless Year End and a Happy New Year!

 

Andrea Melroe| Microsoft Dynamics GP  | Senior Support Engineer

 

  • Hi Andrea,

    Thanks for the great write up. in your steps you say,

    "1.  Verify that you have installed the latest 2013 payroll tax updates. The 'Last Tax Update' should read 01/15/2013 or later in the Payroll Tax Setup Window (Microsoft Dynamics GP >> Tools >> Setup >> System >> Payroll Tax)."

    but when I click on the linked KB 850663 it says, " The Last Tax Update should be 11/15/2013 or later."

    My system says 1/15/2013. We didn't do the incremental tax updates because none them applied to California. I thought I'd just go update them but when I read the KB 850663 it look like I will update my system with the 2014 tax update that shouldn't be done until I have my year end wage file for created for 2013. I have already installed my year end update. Any idea if it's ok to proceed wilth payroll close with the 1/15/2013 date listed in your blog post or do I need to do something to get the 11/15/2013 date in my system?

    Thanks for the help and clarification!

    Regards,

    Karie

  • Hi Karie,

    Thank you for the post! The 'Last Tax Update' should read 01/15/2013 or later depending upon what tax updates are actually applicable for you. If no tax updates were applicable for you after the 01/15/2013 tax update, then you are just fine to proceed with your Payroll Year End Close.

    KB Article # 850663 should state 01/15/2013, not 11/15/2013 and we are in the process of changing that date in the article right now. This change should appear today. Thanks so much for pointing that out! I hope this helps, and have a great Year End!

  • Thanks Andrea! Great news!

    -Karie