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Microsoft Dynamics GP Year-End Update 2019: U.S. Payroll

Andrea Melroe Profile Picture Andrea Melroe 3,437

Please review the following information to ensure that your Payroll Year-End goes smoothly:

The 2019 Year-End Update is always scheduled to be released mid to late November. We release this update in November 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 2019 Year-End Update even though 2019 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 2015, Microsoft Dynamics GP 2016, and Microsoft Dynamics GP 2018 (or Microsoft Dynamics GP if you're on the October 2019 Release).

The 2020 Round 1 Tax Update (tax table update only) is targeted to be available mid December 2019. *Do not install this tax table update until ALL pay runs for the 2019 year are completed.

The 2020 Round 2 Tax Update will be available mid-January 2020.

Please review all documentation in detail so you are well prepared for the year-end close, specifically around what has changed for this year.

Please Note: 

  • This is the last year-end update for Microsoft Dynamics GP 2015.  Mainstream support for Microsoft Dynamics GP 2015 will end in April 2020.
  • Once you install the 2019 Year-End Update for GP 2018: You will be on the Modern Lifecycle.

For more information about the Lifecycle for Microsoft Dynamics GP, see the Microsoft Dynamics GP Lifecycle.

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?

Yes, there are some BIG changes to the W-4 with the 2019 Year-End Update!! See Terry's AWESOME W-4 blog for more details around those changes 

There are NO W-2 or W-3 form changes! YEAH!

There are NO EFW2 form changes.

There are no Affordable Care Act changes (ACA)!!

Here is a complete list of fixes included in the update.

Important to Note This Year:

  • The deadline for EFW2s (aka Magnetic Media) is 1/31/2020. As such, both W-2's and EFW2's are due the same day. We recommend you verify both your W-2 and EFW2 well before this deadline to ensure you have adequate time to validate your data.

  • Questions on W-2s? Don't worry, we've got you covered!

  • Questions on EFW2s? Don't worry, we've got you covered there too!
    • See my EFW2 blog full of Tips to Help Meet the January Deadline!! 

  • Questions on ACA? Of course we've got you covered!
    • See Terry's 2019 Year-End ACA Blog! (link available when released)

 

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, EFW2's (aka Magnetic Media), 1095-Cs, and 1094-Cs 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. Complete all pay runs for the current year. 
  2. Complete all month-end, period-end, or quarter-end procedures for the current year. 
  3. Make a backup of the original file.
  4. Install the Year-End Update if it has not already been installed (we release early to give you plenty of time so install early if you can!!). 
  5. Create the Year-End Wage file. 
  6. Make a backup of the new file. 
  7. Verify W-2 and 1099-R statement information. 
  8. (Optional) Print the W-2 statements and the W-3 Transmittal form. 
  9. (Optional) Print the 1099-R forms and the 1096 Transmittal form. 
  10. (Optional) Create the W-2 Electronic file. 
  11. (Optional) Archive inactive employee Human Resources information. 
  12. Set up fiscal periods for 2020 (if they haven't been set up yet). 
  13. (Optional) Close fiscal periods for the payroll series for 2019. 
  14. Install the payroll tax update (2020 Round 1 Tax Update) for 2020. 

 

To recap, prior to processing a pay run in 2020 the following is:

Required:

  • All 2019 pay runs completed.
  • Year End Wage File created.
  • Backup of company database made.
  • Payroll Tax Update for 2020 (2020 Round 1 Tax Update) installed (tax table updates).

Optional:

  • Print W-2s.
  • Create W-2 Electronic File.

 

Assistance for Payroll Year End Close

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:

 

Here are the 2019 Year-End Update pages which will provide you with documentation and installation instructions you’ll need for a successful year-end:

 

2019 U.S. Payroll Year-End Update Download Pages:

Microsoft Dynamics GP  

Microsoft Dynamics GP 2016 

Microsoft Dynamics GP 2015

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

Microsoft Dynamics GP

Microsoft Dynamics GP 2016

Microsoft Dynamics GP 2015

Year-End Close Resources:

Be sure to refer to the 2019 Year-End Blog Schedule to review current and upcoming blog posts and other helpful resource links related to Year-End Closing for Dynamics GP.

I hope this is helpful and that you have a successful Year-End!!  If you have any feedback or suggestions, please let us know. 

Have a wonderful Year-End!!!

 

Andrea Melroe | Sr. Technical Advisor | Microsoft Dynamics GP

 

Comments

*This post is locked for comments

  • Andrea Melroe Profile Picture Andrea Melroe 3,437
    Posted at
    Hi Sheilajr, The moment a user 'closes' the payroll year (Routines >> Payroll >> Year-End Closing), the UPR10101 (Employee W2 Amounts) table is updated with the address that appears in the Employee Maintenance window at that time (Cards >> Payroll >> Employee). If the address in the Employee Maintenance window was changed 'after' the year was closed and prior to generating the YE Wage file in payroll: That change will not update the UPR10101 table automatically. Changes made to the address in the Employee Maintenance window will being reflected in the UPR10101 table as long as the change 'before' the payroll year is closed. Generating the YE Wage File in and of itself does not 'reclose or close' the payroll year or refresh the data based on changes made after the year was closed. It's closing the payroll year that updates the year-end payroll tables that are used on the W2. Here's a link to our W-2 blog that talks more about how the YE tables get updated: community.dynamics.com/.../microsoft-dynamics-gp-year-end-update-2019-w2-tips-and-tricks Hope this helps! Andrea
  • Sheilajr Profile Picture Sheilajr 745
    Posted at
    I have a client that noticed that after running their Year-end close in Payroll the employee addresses were not updated to reflect their current address on the employee card. An old address was printed on the W2 form. Shouldn't that update when the YE wage file is generated? Now we will need to compare addresses to be sure they are mailed to the correct address.