Microsoft Dynamics GP Year-End Update 2017: U.S. Payroll

Hello Everyone,

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

The 2017 Year-End Update is 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 2017 Year-End Update even though 2017 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 2013, Microsoft Dynamics GP 2015, and Microsoft Dynamics GP 2016.

The 2018 Round 1 Tax Update (tax table update only) is targeted to be available mid December 2017. *Do not install this tax table update until ALL pay runs for the 2017 year are completed.

The 2018 Round 2 Tax Update will be available mid-January 2018.

Please review all documentation in detail so you are well prepared for the year-end close, specifically around what has changed for this year. Click HERE to download the U.S. 2017 Year End Update manual.

**NOTE - if you do not have Human Resource installed**

If you installed the 2017 year-end update and create the year end wage file without having Human Resource installed, you will receive the following error messages for each employee during creation of the payroll year-end file:

An error occurred executing the SQL Statements
GPS Error: 56
SQL Error 208 Invalid object name 'BE020230'

This is due to your environment not having Human Resource installed. 
To quickly get around this issue, run the following script (CreateBE020230.sql) against each company database to create the table that is missing (this script works for all versions)
You could also install Human Resources if the customer may want to use this in the future.
This is corrected in the January Hotfix.

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 W-2 or W-3 form changes! YEAH!

• There ARE EFW2 changes

• Affordable Care Act changes

• Product Quality Fixes

Important to Note This Year:

• The deadline for EFW2s (aka Magnetic Media) is 1/31/2018. 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!
  • Click HERE for W-2 Tidbits to Help Meet the January Deadline!!

• If you use Microsoft Dynamics GP to create your EFW2 file, the 2017 Year-End Update is not optional, and needs to be installed prior to closing the year in Payroll. Questions on EFW2s? Don't worry, we've got you covered there too!
  • Click HERE for details around 'what's changed' this year for EFW2s, along with Tips to Help Meet the January Deadline!!

• If you use Microsoft Dynamics GP to track ACA, the 2017 Year-End Update is not optional. It is required, and needs to be installed prior to closing the year in Payroll.
  • Questions on ACA? Click HERE to read Terry's 2017 Year-End ACA Blog!

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 2018 (if they haven't been set up yet). 

13. (Optional) Close fiscal periods for the payroll series for 2017. 

14. Install the payroll tax update (2018 Round 1 Tax Update) for 2018. 

To recap, prior to processing a pay run in 2018 the following is:

Required:

• All 2017 pay runs completed.
• Year End Wage File created.
• Backup of company database made.
• Payroll Tax Update for 2018 (2018 Round 1 Tax Update) installed (tax table updates).

Optional:

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

Why may Microsoft Dynamics GP 2010 users want to upgrade?

Just like last year, Microsoft Dynamics GP 2010 DOES NOT contain Affordable Care Act Changes, the 2017 Year- End Update, and will not receive Tax Updates (table and/or code) going forward. If you need any of the changes included in the 2017 Year-End Update, you'll need to upgrade appropriately. Click HERE for more information about upgrading!!

What cool feature should I be aware of in association with US Payroll?

With the release of Microsoft Dynamics GP 2016 R2, you have the ability print W-2's with lines on blank paper!!!!!!!! The 1-Wide Forms with Box Form Type was added in the Print W-2 Forms window to accomplish this (Microsoft Dynamics GP >> Routines >> Payroll >> Print W-2's >> Form Type = 1 Wide- Forms with Box >> Print = W-2 Forms):

Note:  We only print the black form with lines, not the red form, but most customers electronically file so the red forms do not need to be purchased, just file electronic for FREE.

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/

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.
• Download the U.S Year End Update.pdf
• Download the W-2 Wage and Tax Statement Data Source.pdf (available when released)
• Tax Forms – 800-432-1281www.microsoftbusinesschecks.com
• IRS Forms and Publications: http://www.irs.gov/formspubs/index.html
• EFW2 Instructions: http://www.ssa.gov/employer/efw/17efw2.pdf
• W3 Instructions: http://www.irs.gov/pub/irs-prior/iw2w3--2017.pdf 
• W3 Form: http://www.irs.gov/pub/irs-prior/fw3--2017.pdf
• Accuwage: http://www.ssa.gov/employer/accuwage/index.html

Here are the 2017 Year-End Update pages which will provide you with documentation and installation instructions you’ll need for a successful year-end:

2017 U.S. Payroll Year-End Update Download Pages:

Click HERE for Microsoft Dynamics GP 2013

Click HERE for Microsoft Dynamics GP 2015

Click HERE for Microsoft Dynamics GP 2016

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

Click HERE for Microsoft Dynamics GP 2013

Click HERE for Microsoft Dynamics GP 2015

Click HERE for Microsoft Dynamics GP 2016

Be sure to refer to the 2017 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