2013 Dynamics GP Year-End

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1 2013 Dynamics GP Year-End

2 Agenda Install & Upgrade Inventory Control Receivables Management Payables Management Fixed Assets Analytical Accounting General Ledger US Payroll/Canadian Payroll

3 Install & Upgrade Overview Microsoft Dynamics GP 10.0 year-end release is no longer supported. There is general support through October 10, 2017 Microsoft Dynamics GP 2010 & 2013 are supported All updates are cumulative All prior service packs, hotfixes, compliance, and year end updates are included in the most recent release Ex: Service Pack 3 is included in the most recent update for Microsoft Dynamics GP 2013 The update must be installed at all servers and workstations that have a Microsoft Dynamics GP installation otherwise a version error will occur

4 Pre-Install & Upgrade Tips Backup the DYNAMICS database and all company databases Export all modified reports and forms to package files (Microsoft Dynamics GP Tools Customize Customization Maintenance) Backup the modified reports and forms.dic files (Refer to the Dynamics.set file for the path to the modified.dic files) Configure a test environment to test the upgrade prior to installing in the live environment

5 Install & Upgrade Tips User running the update must have local admin rights Two components to the first update installation: Update application install Upgrade DYNAMICS and all company databases in Microsoft Dynamics GP Utilities Typically the update is installed at the SQL Server first to upgrade the databases in Microsoft Dynamics GP Utilities

6 Install & Upgrade Tips Verify the Microsoft Dynamics GP installation used to upgrade the databases includes all additional product installations If the installation fails, refer to the Windows Installer Log or Windows Event Viewer for more information. Refer to KB for steps to create a Windows Installer Log Search for Return Value 3 in the Windows Installer Log If the installation of the MSP or EXE fails, try installing via the command line. Refer to KB #13 for steps

7 Install & Upgrade Tips Enable a Dexsql.log prior to upgrading the databases in Utilities. Refer to KB for steps If the database upgrade fails, do not restore the databases as all troubleshooting can take place at the point of failure If a red X appears next to the company name in the Update Company window, the table conversion failed. Refer to the Support Information Section of the Upgrade Hot Topic for troubleshooting steps

8 Install & Upgrade Tips All modified reports and form dictionaries must be upgraded using the Update Modified Forms and Reports process at the Additional Tasks window in Microsoft Dynamics GP Utilities If all modified reports and form dictionaries are shared, only upgrade the dictionaries once The MSP file can be pushed out to client workstations using Automatic Client Update, Group Policy or other mass deployment tools

9 Post-Install & Upgrade Tips Backup the DYNAMICS database and all company databases following the upgrade Export all modified reports and forms to package files following the upgrade (Microsoft Dynamics GP Tools Customize Customization Maintenance)

10 Inventory Control Year End When should the close be done? The Inventory module should be closed at the end of your Fiscal year, before any new transactions that would affect inventory quantities are posted No changes in year-end update

11 Inventory Control Year End What does the year end close process do and/or affect? Transfers all summarized current-year Quantity, Cost and Sales amounts to lastyear for the Items for which you have been keeping summarized Sales History Updates each Item s Beginning Quantity from the Quantity on Hand at each site Zeros the Quantity Sold field in the Item Quantities Maintenance (Cards - Inventory Quantities/Sites) for each Site Gives you the option to: Remove Discontinued Items, Remove Sold Receipts, Remove Sold Lot Attributes, and Update Item s Standard Cost

12 Inventory Control Year End What steps should I take to close the year? Enter and post all Purchase Order Processing, Invoicing/Sales Order Processing, and Inventory transactions for the current year Follow the rest of the steps outlined in KB872713: Inventory year-end closing procedures in Inventory Control in Microsoft Dynamics GP

13 Inventory Control Year End What are some of the key points to remember? Make restorable backups when recommended in KB If you are using Sales Order Processing and/or Purchase Order Processing, reconcile these modules in addition to the Inventory module prior to closing Reconcile Order: SOP, POP, and then Inventory If you are using Dynamics GP 2010 or Dynamics GP 10.0 SP2 or later, year-end may be an opportune time to implement the Historical Inventory Trial Balance (HITB) report

14 Inventory Control Year End What are some of the related KnowledgeBase articles that can be referenced? KB : Year-End Closing procedures in Inventory Control in Microsoft Dynamics GP KB864622: Information about the order in which the reconcile procedures should be run in Microsoft Dynamics GP KB855316: Inventory Accidentally Closed Twice KB872182: Inventory year end close does not remove discontinued items

15 Receivables Management Year End When should the close be done? The Calendar Year end close should be done at the end of the calendar year prior to posting any transactions in the next calendar year The Fiscal Year end close should be done at the end of the fiscal year prior to posting any transactions in the next fiscal year

16 Receivables Management Year End What does the year end close process do and/or affect? The Calendar Year end close clears the Calendar Year-to-Date Finance Charges and moves them to the Last Year Calendar field in Customer Finance Charge Summary (Cards Sales Summary Finance Charges) The Fiscal Year end close transfers all amounts other than the Calendar YTD Finance Charge amount to the Last Year column in Customer Summary using the Amounts Since Last Closed View (Cards Sales Summary) No changes in the Year End Update

17 Receivables Management Year End What steps should I take to close the year? Post all transactions for the current year Follow the rest of the steps outlined in KB857444: Year-end closing procedures for Receivables Management in Microsoft Dynamics GP

18 Receivables Management Year End What are some of the key points to remember? Make restorable backups when recommended in KB Receivables Management is not completely date sensitive As there are some date sensitive features the best option to close the year on time

19 Receivables Management Year End What are some of the related KnowledgeBase articles that can be referenced? KB : Year-end closing procedures for Receivables Management in Microsoft Dynamics GP KB : Information about performing the year-end closing procedure in Receivables Management in Microsoft Dynamics GP after December 31 KB856865: Removing outdated statement runs from the Reprint Statements Window

20 Payables Management Year End When should the Year End Close be done? The Calendar Year End Close Routine should be run at the end of the Calendar year prior to posting transactions in the new year The Fiscal Year End Close Routine should be run at the end of the Fiscal year prior to posting transactions in the new year

21 Payables Management Year End What does the Year End Close Process do? The Calendar Year End Close process transfers the 1099 Amounts from the Year to Date column to the Last Year column in the Amounts Since Last Close view in the Vendor Yearly Summary window The Fiscal Year End Close Process transfers all other amounts from the Year to Date column to the Last Year column in the Amounts Since Last Close view *If the amounts are incorrect in the Amount Since Last Close View contact support for scripts that can be ran to correct the amounts.

22 Payables Management Year End What steps should I take to close the year? Post all transactions for the current year Make sure transactions for the new year are saved, not posted Make a backup Follow the steps in KB875169: Year-end closing procedures for the Payables Management module in Microsoft Dynamics GP

23 Payables Management Year End Are there any changes I should know about with the Payables Year End Close? 1099 DIV and 1099 MISC Recipient box was reduced in size Street Address/City moved up and increased in size Account Number/2 nd TIN box moved down (1099 DIV) If only print 1099 MISC you may be able manually move fields to align 1099 INT Two Per page format (instead of three per page) 1096 Summary (GP2013) Checkboxes at bottom are smaller/realigned

24 Payables Management Year End What are some important points to remember? GP2013 new features Separate 1099 Address ID field on vendor card Additional Box Numbers added for each Tax Type Additional fields o the 1099 Details window New functionality to edit 1099 information Edit 1099 Transaction Information (per trx) Update 1099 Information Utility not has options for Not a 1099 Vendor tax type (per vendor) Can print 1096 form New features video: Payables Management GP2013_TechnicalReadiness

25 Payables Management Year End Follow the steps as outlined in KB Payables Management is not fully date sensitive, so it is still recommended that you process your year end closing routines at the actual year end 1099 Information will not auto-populate if the transactions were not processed as 1099 transactions at the time of the posting Use KB to correct this (GP2010 and prior) Use 1099 Details window to edit 1099 amounts individually (Cards Purchasing 1099 Details)

26 Fixed Assets Year End Close When should the Year End Close be done? The Fixed Assets Year End Close should be run after you close Payables Management, but before you close the General Ledger You can close each book separately, but you must close all books before you can do any processing in Fixed Assets for the new year

27 Fixed Assets Year End Close Are there any changes I should know about related to the Year End Update for Fixed Assets? Luxury Auto Maximum Depreciation Deduction Amounts The maximum depreciation deduction amounts allowed for luxury vehicles has been updated for assets placed in service in calendar year 2013 to comply with IRS Guidelines: Historical Reporting Capability in GP2013 (year-end reports)

28 Fixed Assets Year End Close What does the Year End Close process do? In the Asset General Information Window (Cards Fixed Assets General): The YTD Maintenance amount is cleared from the Expand last Maintenance Date Window The Quantity is copied to the Begin Quantity field in the Expand Quantity Window In the Asset Book Window (Cards Fixed Assets Book): The YTD Depreciation Amount is cleared Cost Basis is copied to Begin Year Cost field Life to Date Depreciation is copied to Begin Reserve field Salvage Value is copied to Begin Salvage field The Current Fiscal Year is increased for each closed book

29 Fixed Assets Year End Close What steps should I take to close the year? You must depreciate all assets through the last day of the current FA year before you close the year Print all the reports that you will need for the year you are closing Make a backup Follow the steps in KB865653: The year-end closing procedures for the Fixed Asset Management module in Microsoft Dynamics GP

30 Analytical Accounting Year End Close Follow the steps in revised KB : The year-end close procedures for Analytical Accounting New Scripts to verify AA data With Dynamics GP 2013, 2010 and Dynamics GP 10.0 SP2 or later there is an Analytical Accounting year end close option This option enables balance brought forward entries on dimensions Analytical Accounting data closes with General Ledger regardless of whether this option is marked No changes in the Year End Update Management Reporter (data mart) reads AA tables, not GL tables Make sure AA is installed and enabled on workstation doing GL close!

31 General Ledger Year End Close When should the Year End Close be done? The General Ledger Year End Close should be done after you have completed your Year End closings for all other modules Those other modules should be closed in the following order: Inventory Receivables Payables Fixed Assets No changes in the Year End Update

32 General Ledger Year End Close What does the Year End Close process do? The year end close process closes all Profit and Loss accounts out to Retained Earnings, leaving the P&L accounts with a zero balance at the beginning of the new year (*new option in 2013) All Balance Sheet accounts are updated with the beginning balance in the new year which will be the same as the ending balance from the year you are closing The Retained earnings account(s) are updated with the amount from all P&L accounts if you close to one Retained Earnings account, or with the amount from the P&L accounts in that division if you close to divisional Retained Earnings

33 General Ledger Year End Close What does the Year End Close process do? The Retained Earnings accounts are the only Balance Sheet accounts that should have a different beginning balance than the ending balance from the year that you are closing The year end close routine moves all open year transactions from the GL20000 table to the GL30000 table Balance brought forward journal entries are created in the GL20000 The Fiscal Period tables are updated to mark the year that you are closing as historical

34 General Ledger Year End Close What s new in GP2013? Include inactive GL accounts with $0 balance (or just those not used in budget) Year end closing Progress bar DO NOT CTRL+ALT+DEL Mark unit accounts as balance sheet or P&L type What steps should I take to close the year? Follow the steps in KB888003: Year-end closing procedures for General Ledger in Microsoft Dynamics GP FAQ section covers most common YEC Issues

35 General Ledger Year End Close What are some important points to remember? Remember to make restorable backups as needed and follow ALL the steps in KB Make sure that you have enough free space on the server to allow for the GL20000 table to double in size Perform the Year End Close at the server Have all other users out of Dynamics GP when you perform the year end close The year end close routine does appear to hang at 50%, but it is still processing, so let it run

36 General Ledger Year End Close What are some of the related KnowledgeBase articles that can be referenced? KB871679: How to set up an adjusting period KB850615: How to use divisional retained earnings accounts KB864913: Changing the posting type on an account after you close the year KB850741: Retained Earnings account not found KB857582: Query to clear beginning balances for unit accounts KB856550: General Ledger year end close still in process and batches cannot be posted

37 US Payroll Year End Closing Highly Recommended Installation this year Supported versions Dynamics GP 2010 Dynamics GP 2013 Release Dates 2013 Year End Update Released November 15th 2014 Tax Update (Round 1) Week of December Tax Update (Round 2) January 2014

38 What s Changed Payroll Year End No W-2 or W-3 Form changes EFW2 Changes (Electronic Filing) Employer Record added for Employer Contact: Name, Phone, Fax, and (file will have 0 values so if you don t install the file may go through but cannot guarantee) Other EIN field applicable to all tax jurisdiction codes 2013 New Medicare Taxes on High Earners W2 Medicare Taxable wages may be incorrect for employees earnings more than $200,000 if not installed Product Quality Fixes around Payroll and Year-End **Recommend to install for payroll customers**

39 What s Changed Payroll Year End Customers on version 10 Will NOT receive the 2013 Year End Update Will not receive the code changes needed for 2013 Q1 941 form update (Line 5D, Medicare wages and tips over $200,000)

40 What s Changed 2013 YE Update 2014 Round 1 Update (week of Dec. 16 th ) Tax table update only FICA SS Limit increase $117,000 States: Kansas, Maryland, North Carolina Circular E is not final Do not update until after all 2013 payroll cycles are complete

41 US Payroll Year End Closing Payroll Year End Closing Checklist KB850663: Year-end closing procedures for Microsoft Dynamics GP Payroll Year-end Closing Procedures Install 2013 Year End Update 2010: 0.htm?printpage=false GP 2013: 3.htm?printpage=false Install the latest 2013 tax update before Dec. 16 so your last tax update date is 11/1/2013 Tools Setup System Payroll Tax

42 US Payroll Year End Closing Complete 2013 pay runs and verify period end reports Make a Pre-Year End Wage File backup Create the Year End Wage File Tools Routines Payroll Year End Closing Make a Post Year End Wage File backup Year End Wage File Held in UPR10100-UPR10107 tables Year End Wage Report Edit & Print W-2s Create W-2 Electronic File (W200005, W200006)

43 US Payroll Year End Closing 2013 pay runs Install 2014 Payroll Tax Update Microsoft Dynamics GP Maintenance U.S. Payroll Updates Check for Payroll Tax Updates Downloads & Updates Tax Updates (manual) **2013 Year end Update required to be installed for the New Medicare High Income Earner Rate**

44 Documents, Numbers and Sites Downloads & Updates Tax Updates U.S Year End Update.pdf W-2 Wage and Tax Statement Data Source.pdf Tax Forms IRS Forms and Publications Accuwage for Electronic File Verification

45 Case Creation Microsoft Dynamics GP Support Case Routing Assistance with the install of the MSP or EXE Support Topic Selection: System and Security Setup, Installation, Upgrade and Migrations Sub-topic Selection: System Installation Assistance with the database or report/form upgrade in Microsoft Dynamics GP Utilities Support Topic Selection: System and Security Setup, Installation, Upgrade and Migrations Sub-topic Selection: System Upgrade

46 Case Creation Microsoft Dynamics GP Support Case Routing Assistance with installing the tax table update in Microsoft Dynamics GP Support Topic Selection: Payroll Sub-topic Selection: Payroll Tax Update Assistance with Payroll-specific issues related to the Year End release and procedures Support Topic Selection: Payroll Sub-topic Selection: Year End Procedures

47 Case Creation Microsoft Dynamics GP Support Case Routing INVENTORY Distribution Inventory; Inventory - Other RECEIVABLES Financial Receivables Management; Year End Procedures PAYABLES Financial Payables Management; Year End Close FIXED ASSETS Financial Fixed Assets; Year End Procedures ANALYTICAL ACCOUNTING Financial Analytical Accounting; Other GENERAL LEDGER Financial General Ledger; Year End Closing

48 Additional Resources Blog Year-end information on CustomerSource Knowledge Base Microsoft Dynamics Support Microsoft Dynamics Community

49 Questions?

50 Emtec Contact Info Heidi Jensen Lance Krumholz Kerri Reinholtz Greg Pondel General Support

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