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Make absolutely certain you have run the last payroll, adjustment, commission check, bonus check, voided check or manual payment for the calendar year. Once the books are closed they are closed for good. Any additional transactions will need to be made in the new calendar year. Also make certain the "W2 Label" field for any W2 related deduction is designated correctly.
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Verify and Recover and files that may be corrupted. Verify through the program:
System Management
Company Data File Processing
Verify
Select the Payroll module and write down each file that program indicates is corrupted. Then recover each of the files before proceeding with this process.
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Run Clear Employee Totals (Payroll, Periodic Processing). If it is indeed the fourth quarter the screen should say something like this:
Running this for the fourth quarter will clear out the employee ytd, qtd and ptd accumulators in the employee master record. The information that prints on the W2 forms comes from the quarterly tax history files (PRHSTFIL) where it is stored by employee by calendar year. Also realize that you can proceed with the first payroll of the new calendar year WITHOUT having to print the W2 forms fiirst.
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Run the Tax History Verification Report (Payroll, Periodic Processing) to verify the amounts in the quarterly tax history file are correct. This report prints a single page for each employee with all the tax fields on them -- it is huge! Geneva has created a Summary Tax History Verification Report which prints basically the same information in a fraction of the space. An 1800 page report can be reduced to 57 pages by using Geneva's summary report. The name of this program, in case you wish to add it to your Quantum menu, is PRYRHSCN.
You can make any necessary adjustments to the figures on this report by running the Load Tax History program (Payroll, Periodic Processing)
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Run Pre-W2 Processing (Payroll, Year-End Processing) to add or change any deduction amounts that are W2-related that may not have been processed as a normal part of payroll processing (ie, Term Life Insurance fringe amounts). You have an opportunity to control the content of the boxes 13 (employee type check boxes) and 14 (w2 related deductions list).
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Final Proof: Run a new program Geneva has provided this year called the W2 Preview Report. The program name is PRYRPRES if you need to add it to your Quantum menu. This will print a report that will show only W2 related information as it is about to print on the W2 forms in a report format. This report is streamlined and condensed -- thus making the edit, verification and proof stage much easier than years past.
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| 8 |
If you intend to print your W2 forms on a laser printer there are a couple of things to double check before you actually generate and print them: If you are printing your W2 forms using a matrix printer then this step can be skipped. For laser forms:
(a) You will need to use a printer spec that has sequence codes specifically for the W2 laser forms. Your Quantum system may already have this printer spec but double check to make certain. It may be called something like "W2 - laser". If you do not see such a printer spec then set one up with the following sequence codes. If you use the wrong printer spec the forms will not line up properly.
(b) When you generate the W2 forms using the Laser version of the program it will print automatically to the Quantum Spooler. You must have a file pathname defined in order for this to work. The pathname is "PRCHECK".
System Management
File Assignment Processing
Maintain Datafile Pathnames
The pathname need only reference the directory that your data resides in. For example, the Filename is "PRCHECK" and theFile Pathname may be "Q:\MHCDATA\".
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| 9 |
If all of your employees reside in the same state that you withhold SWT for then you can skip this step. If you have employees residing in a state different than the one you withhold SWT for then you may wish to perform this step.
Standard Quantum will print two w2 forms for employees residing in one state and working in another. Geneva has created a "compression" program that will consolidate all data onto a single W2 form for such employees. The name of the program is "PRHIHSTS". It will look similar to the tax history verification screen -- run it to the spooler and then print a single W2 form or a W2 Preview Report for an employee with two different states (residence versus tax code state). You should see a difference.
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| 10 |
If you are completely satisfied with the W2 information then it is time to actually print the W2 forms. Forms can be ordered directly from DataPro at 1-800-239-5080. Quantum supports one-up matrix and laser forms. When you go to print your W2 forms you will be presented with the following screen:
It is highly recommended that you test the alignment of your forms by printing a single W2 form first. To do this merely click the "Select" button and enter a single employee number -- then press Pfkey-11. If you select a specific employee the program will treat it as a "reprint" of a W2 form. If you leave the default option to "All" then all employees will have their W2 forms printed in that run. If you specify a single State then only employees with taxes withheld in that State will print on that run.
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TroubleShooting
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When I print a laser form to the spooler nothing shows up
You do not have the PRCHECK file pathname defined/setup correctly. Review step #8
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The laser forms do not line up -- the output prints 2 lines too low on the form
You need to use the printer specification described in step #8. |
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