2004 CLIENT WRITE-UP MANUAL Copyright Notice Copyright Notice The 2004 Drake Client Write-Up manual, Drake Client Write-Up, Drake Tax Software and any other related materials are. All rights are reserved by Drake Enterprises, LTD., including all ownership rights. This document, associated software, and related material are the property of Drake Enterprises, LTD. No part of this document or associated online documentation may be reproduced or transmitted in any form or any means without the express written permission of Drake Enterprises, LTD. 2004 Drake Enterprises, LTD. All rights reserved. Printed in USA. While every attempt has been made to produce an accurate and complete manual, there is no warranty, expressed or implied, to that effect. Drake Enterprises, LTD. assumes no liability for damages or claims resulting from the use of the information contained herein. TRADEMARKS The Drake Software Logo, Drake Tax Solution and Client Write-Up are registered trademarks of Drake Enterprises, LTD. Other product names mentioned in this manual may be trademarks or registered trademarks of their respective companies.
Welcome 2004 DRAKE TAX SOLUTION Welcome The newest release of the Client Write-Up (CWU) program was included on the 01.01.2004 Drake Tax Solution CD. This is a free full version of the program for our clients to use. Updates are available on the CWU Support Web-Site on support.drakesoftware.com as necessary. Client Write-Up is an accounting and payroll package. For those new to the software, this package allows users to perform general ledger accounting, live payroll/1099s, after-the-fact payroll/1099, 940/941 filing, create W2s and W3s, create balance sheets, profit and loss statements and more. It is designed to be simple, fast and efficient. Future plans include an interface with Drake Tax Solution. The following is a short list of the features included in the newest release of CWU: Unlimited Clients General Ledger and Payroll capabilities Customize your Chart of Accounts and/or use existing Templates Import Chart of Accounts from existing clients Delete accounts with no activity Quick Journal data entry Interim Financial Reports Regular and After-the-Fact Payroll Create an additional 12 miscellaneous deductions and 10 benefits Email Financial reports to your clients Archive Financial reports Bank Reconciliation Print IRS approved Black and White laser copies of Forms W2 and W3 Customize Financial report headers, footers and audit messages
2004 CLIENT WRITE-UP MANUAL Table of Contents Table of Contents Get Started... 1 System Requirements...1 Installation...1 Network Installation...2 Navigation...3 Hot Keys...3 Setup... 5 Accountant info/global Settings...5 File Menu...5 New Client...5 Select Client...6 Client information...6 Payroll...7 Account and Payroll info...7 Deductions and Benefits...8 Employees...10 Contractors...12 Vendors...13 Accounting...14 Chart of Accounts...14 Check Alignment...16 Payroll... 18 Live Payroll...18 Select an Employee...18 Add an Employee Paycheck...18 Edit an Employee Paycheck...18 Mark as Printed...18 Earning and Deductions...19 ATF Payroll...19 Select an Employee...19 Add an Employee Paycheck...19 Edit an Employee Paycheck...19 Mark as Printed...20 Editing Earnings & Deductions...20 Live 1099...20 Add a Paycheck...20 Edit a Paycheck...20 Mark as Printed...21
Table of Contents 2004 DRAKE TAX SOLUTION ATF 1099...21 Select a Contractor...21 Add a Contractor Paycheck...21 Edit a Contractor Paycheck...21 Mark as Printed...21 Print New Checks...21 To Print Multiple Payroll Checks...22 Supported Check Formats and Products...22 Reprint Checks...22 Tax Deposits...23 Add a New 941 / 940 Tax Deposit...23 Modify a Deposit...23 Tools... 24 File Maintenance...24 Backup...24 Restore...24 Delete...25 Import/Export...25 Rebuild Client List...25 Print Blank Forms...25 Forms Adjustment...25 Reports... 26 Create a report...26 Report output...26 Report Types...26 Bank Reconciliation...27 Options...28 Headers and Footnotes...28 Display Settings...28 Post and Close... 29 Post and Close...29 Year End Close...29 Check W2 Withholding...29 Adjust W2 Withholding...29 W2 Processing...29 View/Edit W2 s...30 Print W2 s and W3 s...30 1099 Processing...30 Close Payroll...30
2004 CLIENT WRITE-UP MANUAL Get Started 1 Get Started It is important to review all system requirements and installation procedures before installing the Client Write-up software. The installation procedures are virtually identical to those used for Drake Tax Solution. SYSTEM REQUIREMENTS The following list details the minimum requirements necessary to install and run CWU. The program may operate on systems with less than the recommended components, however Drake Software will not provide support for these systems. Windows 95/98/ME/2000, NT or XP Windows NT users must have installed Service Pack 4.0 or higher. This is available from the Microsoft Corporation web site, www.microsoft.com Pentium class processor operating at 166 MHz or higher 60 megabytes of available hard drive space 64 megabytes of RAM minimum. At least 128 megabytes of RAM are required for Windows ME and XP users VGA monitor capable of 800x600 resolution and 256 colors CD drive Internet Explorer 5.5 A HP-compatible printer and internet service are highly recommended. INSTALLATION To install the Client Write-Up software, first insert the Drake Client Write-Up CD into the CD drive. 1. Close all open programs. 2. From the Start Menu, click Start > Run. 3. In the Open box, type D:\setupcwu.exe (substitute correct drive letter if not D ) and click [OK]. 4. The Client Write-Up InstallShield wizard will begin. Read the Welcome screen and click [Next]. 5. Follow the wizard instructions to complete installation. A Client Write-Up icon will display on your desktop once the installation is complete. If prompted to restart the computer after installation is complete, select [Yes]. The computer may take longer to restart than is typical; please be patient. The installation routine is registering important program files at this time.
2 Get Started 2003 CLIENT WRITE-UP MANUAL NETWORK INSTALLATION MUST READ Drake supports the software on networks that are properly configured. Drake cannot provide technical support for the network itself. Please consult an IT professional for network setup and support. There are two methods of running CWU on a network: 1. Preferred method Install the program on the server, and link the workstations to the program on the server using a network client (NWclient). 2. Alternate method Install the program on all networked computers. Designate one computer as the server, and use the path settings in CWU to share files on the designated server (Setup > Accountant Information). With either method, the designated server should at least have the following specifications: Windows 98 or later for a peer-to-peer network If on a true client-server network, the server should have a standard server operating system (Windows NT 4.0, Netware 4.x or higher, Windows 2000 Server, Windows 2003 Server, etc.) 500 MHz processor 64 MB RAM (minimum); 128 MB RAM is recommended As computers are added to the network, upgrade RAM and processing speed on the server, and workstations if necessary, to improve performance. PREFERRED METHOD For those who: Have a robust network setup (typically client-server, but can be peer-to-peer if computers have sufficient RAM and processing speed) capable of supporting a server-only installation, and Prefer the convenience of only installing updates to the server. Additional notes: All files/databases are on the server, so setting up information is simplified. Updates are only installed to the server. To install and use the preferred method: 1. Follow the installation instructions to install the program to the server. Install the program either on the server, or TO the server FROM a workstation. Be sure to select the correct server drive. 2. Next, on each workstation, install the NWclient. See NW Client on page 3 for instructions. 3. On one computer, go to Setup > Accouontant Information and chose the datapath. Since there is only one program, this only needs to be done one time from one computer (a workstation or the server). The paths will be set accordingly.
2004 CLIENT WRITE-UP MANUAL Get Started 3 NW Client 1. Go to Start > Run on the Windows Tool Bar. 2. Type F:\drakecwu\nwclient.exe (substitute the correct drive letter for F ). 3. Click [OK]. 4. Click [NEXT] on the Welcome screen to continue. 5. Select a local hard drive where the CWU icon should be created. This icon will allow access to the CWU program on a network. The icon displays on the Desktop. ALTERNATE METHOD For those who either: Want the increased calculation speed on each machine, or Don t have sufficient system resources to efficiently run the entire program from the server. Additional notes: Once the program is installed to each computer, files on the server can be shared. Go to Setup > Accountant Information. Choose the desired network setup (details below). All updates must be installed to each computer. To install and use the alternate method: Follow the installation instructions to install the program to each workstation. Determine which computer will be the designated server, and make sure each workstation can access the server drive through the same drive letter. (Have a network technician map each workstation to the server using the same drive letter.) NAVIGATION Navigate CWU just as in any other Windows-based programs. It has the standard drop-down menu navigation. The following tips will aid in navigating the program. Exit any screen by pressing [ESC]. Press [ENTER] or [TAB] to move to the next field. Press [ALT] to activate the menu bar. Then type the letter that corresponds with the underlined letter in the menu bar. To choose a command, type the letter that corresponds with it s underlined letter. For example: Press [ALT] > F > N to select New Client. Use the mouse to click menu items and commands. Click the right mouse button for additional data manipulation options such as cut, copy and paste. HOT KEYS Hot keys are buttons or keyboard shortcuts used to speed data entry. The following list details some of the most commonly used shortcuts. [F2] - Displays one of the following depending on the screen and field. A list of account numbers and names from the Chart of Accounts,
4 Get Started 2003 CLIENT WRITE-UP MANUAL A list of employee codes and names, A list of contractor codes and names, A list of vendor codes and names, A list of division numbers and names. [F3] - Journal Entry Screen - Displays the "Payroll Entry" screen to allow for adding payroll checks. The program enables payroll checks to be transferred automatically to the "Payroll Journal" from the "Journal Entry" screen. [F5] - Journal Entry Screen- Create a journal entry for payroll on-the-fly from within the Journal Entry screen.
2004 CLIENT WRITE-UP MANUAL Setup 5 Setup ACCOUNTANT INFO/GLOBAL SETTINGS The first time Client Write-Up is opened, accountant information must be entered. When prompted to create the file to contain firm information, select [OK]. 1. To enter firm information, select Setup > Accountant Info./Global Settings. 2. Key desired accountant information into available fields. Firm Name is a required field. Entries for EIN, EFIN and BBS password will be used to e-file the 940 and 941, once these capabilities are available. The fields on the right are federally set figures. The program defaults to those figures, but these figures need to be manually updated if they are changed by the government. For example, if the government changes the minimum wage, come to Setup > Accountant Info./Global Settings and key in the new figure. This screen is also used to set the data path and backup path. Drake recommends using the default data path. In offices with networks and other select situations, this path may need to be changed. Please do so under the guidance of an IT professional. Be sure to click [SAVE] before exiting the screen. Client Write-Up is now ready to create new clients or work with accounts that have been converted. FILE MENU NEW CLIENT Select File > New Client to setup a new client. Enter information into the "Client Code" field. This is the only required field and is limited to 8 characters. Codes can contain 0-9, A - Z, a - z, and the underscore ( _ ). WARNING! Once a Client Code is added, it cannot be changed. CONTACT INFORMATION Client Code The Client Code can contain up to 8 alpha/numeric characters and can include underscores. Once the "Client Information" screen has been completed and saved, the Client Code cannot change. Password A Password is not required. Passwords are case sensitive; if "Drake" is entered as the password, then "drake" or "DRAKE" does not open the file. Only "Drake" with a capital 'D' accesses the client.
6 Setup 2003 CLIENT WRITE-UP MANUAL ID Numbers The ID Numbers requested include the client's Federal ID number (FEIN), State ID number, and State Unemployment ID number BUSINESS INFORMATION Dates cannot be manually entered. They must be selected using the calendar feature on the drop-down menu. Start of Year Date - This date represents the day the client's fiscal year begins. Example: If the client's fiscal year begins April 1st, the "Start of Year Date" is 04/ 01/2003. Active Date - Set this date to reflect the appropriate date for the transactions. The date may be changed as needed. The date may be changed on the Client Information screen or on the main screen of the program. This date prints on reports. Last Close Date - The program sets this date automatically when the Post & Close process runs. It is auto-filled with the value that was in the "Active Date" field when the Post & Close was last run. This date also prints on Prior Period reports. Prior Close Date - The program sets this date automatically when the Post & Close process runs. The "Last Close Date" field auto-fills the "Prior Close Date" field. This date is also used for reporting purposes. SELECT CLIENT Select File > Select Client. All clients in the current Data Path are listed alphabetically by Client Code. Click the column headings to sort the list of clients. Example: Click "Client Code" to sort the clients by ascending client code. Click the heading again to sort them descending by client code. To select a client, double-click on the client code or click the client code and then click [OK]. The selected client becomes the Active Client. The Client List is current up to the last time you rebuilt the Client List. Exit the screen and go to Tools > Rebuild Client List, if a client file is missing. CLIENT INFORMATION Go to Setup > Client Information to create or change a client file. Enter the name, address and other contact information, as well as the EIN, the state ID number and the state unemployment number. Client Code is the only required field on this screen. Once saved, the client code cannot be changed. Select a client code that is both unique and easy to remember. All other information on this screen is optional, and can be left blank or entered at a later date. This screen, also records fiscal or calendar year information. Active Date - this is the date for which the client s books are being calculated or processed. It is not tied to the current date on the computer system.
2004 CLIENT WRITE-UP MANUAL Setup 7 For example: if it is currently July, but you are entering receipts for May, set the active date to a date in May. The May date will be recorded and displayed on any relevant statements. Start of Year Date - This date represents the day in which the client s fiscal year began. It is mainly used for reporting purposes. Last Close Date - This date is set automatically when a Post and Close procedure runs. It is the value of the active date field at the Post and Close procedure. This date prints on prior period reports. Prior Close Date - This date is set automatically when you run the post and close process. It is the value that was reflected in the Last Close Date field before the Post and Close was run. PAYROLL Account & Payroll Information, Deductions and Benefits, and Employees, Contractors and Vendor screens are used for payroll processing. Check Alignment may be necessary for clients printing checks from the software. ACCOUNT AND PAYROLL INFO Select Setup > Account & Payroll Information to create the account and payroll information. Assign specific account numbers from the Chart of Accounts to payroll processing features. General payroll settings, rates and limits must be created on this screen. ACCOUNT INFORMATION To use the Automatic Payroll Transactions feature of the program, enter account numbers from the Chart of Accounts into the fields on the left side of the screen. Press [F2] in any account number field to access a list of available Chart of Accounts numbers. If account numbers are entered for each type of withholding, the payroll check transactions automatically post to the appropriate account number when payroll checks are created. For more information about using the payroll feature of the program, see Payroll > Live Payroll. RATES/LIMITS/PAYROLL As rates and limits change, make the necessary changes on this screen. Rates The right column allows the entry of general settings for payroll purposes. Each state's Department of Revenue determines these figures. The State Wage Base is used to determine taxable wages for Unemployment (FUTA) Tax Due and State Quarterly Taxes Due. The State Unemployment Rate is used to determine State Quarterly Tax Due. The Assessment Due Rate is used to determine Assessment Taxes Due for Unemployment (FUTA) Form 940 and State Quarterly Tax and Wage Reports. Limits The Advanced Earned Income Credit (AEIC) Gross Pay Limit determines Gross Pay limitations for EIC on payroll checks. The AEIC Limit is used to determine AEIC limitations on payroll checks.
8 Setup 2003 CLIENT WRITE-UP MANUAL Payroll The Check Format is used to determine which blank check stock product the program uses. When a check format is selected, the program automatically sets check items to print. Adjust these settings in Setup > Check Alignment. The Deposit Frequency is used to determine whether a Schedule B is required to be filed with Form 941. Select "Semi-Weekly" to produce a Schedule B with Form 941. Select "Monthly" to fill in Line 17 of Form 941. The Seasonal Employer setting is used on Form 941. The "State for 1099" field is used when processing 1099s. This state code prints on the 1099 in the State section. The Allocated Tip Rate and Allocated Tip Method are not used at this time. The "State Wage Base", "AEIC Gross Pay Limit", and "AEIC Limit" are all 12 digit numeric fields. All amounts format using commas and decimals where appropriate. Ex: If 123456 is entered, it formats to 123,456.00. The "State Unemployment Rate", "Assessment Due Rate," and "Allocated Tip Rate" are all 12 digit numeric fields. If any alpha characters are present, an error message displays. All amounts format using 4 digits past the decimal. Example: If 12.2 is entered, it format to 12.2000. The State for 1099 field accepts a only 2 character state code. Example: NC for North Carolina. An error message displays if the code is invalid. DEDUCTIONS AND BENEFITS Select Setup > Deductions & Benefits to enter or modify default deductions and benefits. These deductions and benefits are used on the "Employee" and "Live Payroll" screens. When the "Deductions & Benefits" screen displays, it is set for the "Deduction" screen and all the deduction information is displayed in the list. To toggle between Deductions and Benefits, click the appropriate choice in the top left corner of the screen. ADD A DEDUCTION OR BENEFIT To add a deduction or benefit, click on the next available blank entry in the Deduction/ Benefit List. The top entry fields are enabled and focus is set to the Name field. Enter the name for the deduction or benefit, fill out any other appropriate information and click [SAVE]. The Deductions/Benefit List updates to show the added deduction or benefit. DEDUCTIONS LIST The Deductions List allows up to 12 entries. Entries with no name beside them are not currently being used. Each deduction has a column for the Deduction Name, Account, Amount, Fed, State, FICA, Med and Box 12 Code. An 'F' in the Fed, State, FICA or Med columns means that the Deduction is not subject to the specified type of withholding. A 'T' in the Fed, State, FICA or Med fields means that the Deduction is subject to the specified type of withholding. EXPLANATION OF FIELDS Name - name of deduction or benefit. This can be used on W-2 for box 14 whose characters ar limited.
2004 CLIENT WRITE-UP MANUAL Setup 9 Account - number corresponding with an account in the Chart of Accounts. It is used for automatic payroll transactions. The payroll journal entry reflects the selected deduction. The Account Number field does not allow an invalid entry, press [F2] to view a list of available accounts. For more information on Accounts, see Setup > Chart of Accounts. Amount - number corresponding either with the dollar amount or the percentage of gross pay that is assigned to the deduction or benefit. Enter an amount that is greater than 1 for a dollar amount, or enter an amount that is less than 1 for the percentage of gross pay. Federal, State, FICA, and Medicare - Check the box if the deduction amount is subtracted from Gross Pay after figuring Federal, State, and FICA withholding. Example: If a 401K deduction is added, check the boxes for FICA and Medicare, because these taxes are figured before the deduction is subtracted from Gross Pay. Apply to Gross - Check the box if the benefit should be included in Gross Pay. W2 Box 12 Code - During W2 processing, this code tells the program which letter/ letters to enter for the Box 12 code. Below is a list of codes most commonly used in Box 12: A Uncollected social security tax on tips B Uncollected Medicare tax on tips C Group-term life insurance over $50,000 D Elective deferrals to a sect. 401(k) cash or deferred arrangement E Elective deferrals to a section 403(k) salary reduction plan F Elective deferrals to a section 408(k) (6) salary reduction SEP G Elective and nonelective deferrals to a 457 (b) deferred comp. plan H Elective deferrals to a 501(c) (18) (D) tax-exempt org. plan J Nontaxable sick pay (not included in lines 1, 3, or 5) K 20% excise tax on excess golden parachute payments L Sunstantiated employee business expense (Federal Rate) (nontaxable) M Uncollected social security tax on group-term life insurance N Uncollected Medicare tax on group-term life insurance P Excludable reimbursed moving expenses R Employer contributions to a medical savings account (MSA) S Employee salary reduction contributions to a section 408 (p) T Adoption benefits V Income from exercise of non statutory stock options Q Military employee from basic housing subsistence and combat zone compensation. CP Cafeteria Plan LC Local withholding GW Garnishment
10 Setup 2003 CLIENT WRITE-UP MANUAL Exempt Garnish - Deduction is exempt from garnishment. BENEFITS LIST The Benefits List allows up to 10 entries. Entries with no name beside them are not currently being used. Each benefit has a column for Benefit Name, Account, Amount and Apply. An 'F' in the Apply column means that the Benefit should be applied to Gross Income. MODIFY A DEDUCTION OR BENEFIT To modify a deduction or benefit, click on the appropriate entry in the Deductions/ Benefits List. The top entry fields are enabled and focus is set to the Name field. Modify the information and click [SAVE]. The Deductions/Benefits List updates to show the modifications. EMPLOYEES Select Setup > Employees to enter information about the client s W-2 employees. Employee information must be entered before any payroll information can be produced for each employee. When the "Employees" screen is displayed, all existing employees are listed alphabetically by last name. ADD AN EMPLOYEE To add an employee, enter an ID number (or SSN) in the "Employee Code" text box and press [Enter], or click [NEW]. Employee Codes must be numeric. If the entered Employee Code has already been assigned to another Employee, Vendor or Employee, another Employee Code must be chosen. Once a valid Employee Code is entered, the information fields are enabled and the code cannot be deleted. SELECT AN EMPLOYEE Double click a name from the list of employees. The data fields for that employee will be activated. EDIT AN EMPLOYEE To edit an existing employee, select the appropriate employee from the list, or enter the employee's ID number in the Employee Code field and press [ENTER]. THE PERSONAL TAB The Personal Tab is where all basic information about an employee is entered. SSN is the only required field. Several information fields on the Personal Tab are formatted once information is typed in the field, including Zip Code, Phone, SSN and Hire Date. When entering data in any of these fields, do not use any dashes (-) or slashes (/). The "Division" field displays information from the "Headers and Footers" screen. If there are no divisions set up on the "Headers & Footers" screen, the choices are blank. To set up divisions, see Reports > Options > Headers & Footers. THE PAYROLL INFO TAB Information about an employee's pay scale is entered on the Payroll Info tab.
2004 CLIENT WRITE-UP MANUAL Setup 11 Pay Period - Select from available values. Annual Salary - If the employee is paid on a salary basis instead of hourly, enter the amount of the yearly salary in this field. Entries in the "Annual Salary" field take precedence over entries in the "Pay Rate" field. Pay Rate - If the employee is paid on an hourly basis, enter the amount of the hourly wage in this field. Overtime Rate - Enter the percentage of the employee's hourly wage the employee receives for working overtime. Example: time and a half is entered as 1.5 Holiday Rate - Enter the percentage of the employee's hourly wage the employee receives for working on a holiday. Example: double-time is entered as 2.0 Pay Per Piece - If the employee is paid by production levels, enter the wage amount the employee receives for each piece produced. Tipped Employee - If the employee receives tips, check this field. If this field is checked, the Direct and Indirect options displays. Include Tips in Net Pay - If the employee receives tips, and the tips are reported to the IRS through the employer, check this field. Qualify for AEIC - If the employee receives Advanced EIC Payments, check this box. The AEIC drop-down box displays when this box is checked. Select the applicable filing status for AEIC from the drop-down box. Cash Account - To specify which cash account to pay the employee from, enter the appropriate account in this field. This account will be credited when Press [F2] to access a list of valid accounts. Expense Account - To automatically post the payroll entries to the payroll journal, enter the appropriate account in this field. Press [F2] to access a list of valid accounts. TAX STATUS TAB The Tax Status Tab is where information about an employee's Federal and State withholding information is entered. Federal Witholding Information Enter information from the employee s W-4. State Withholding Information Tax Table - Select the employee s state for withholding tax purposes. If State Withholding is not applicable, leave this box blank or choose None. Enter information from the employee s state W-4. Additional State Withholding Fields No. Dependents - If the Tax Table is set to Alabama, Louisiana or Mississippi, this field is enabled. Enter the number of dependents the employee claims for State Withholding purposes. Blind - If the Tax Table is set to Illinois or Mississippi, the "Blind" field is enabled. If the employee or their spouse is blind, select the appropriate option in this field.
12 Setup 2003 CLIENT WRITE-UP MANUAL Over 65 - If the Tax Table is set to Illinois or Mississippi the Over 65" field is enabled. If the employee or their spouse is over the age of 65, select the appropriate option in this field. % of Federal - If the Tax Table is set to Arizona, the % of Federal field is enabled. If the employee is taxed based on a percentage of the Federal Tax, choose the applicable tax rate from in this field. Reduced W/H - If the Tax Table is set to Connecticut, the Reduced W/H field is enabled. If the employee qualifies for reduced withholding, enter the amount here. Est Deductions - If the Tax Table is set to California or New Jersey, the Est Deductions field is enabled. If the employee qualifies for Estimates Deductions reduction withholding, enter the amount of the deductions here. Residence - If the Tax Table is set to Maryland, the Residence field is enabled. Select the county in which the employee lives for State Withholding purposes. Wage Chart - If the Tax Table is set to New Jersey, the Wage Chart field is enabled. Select the appropriate Wage Chart letter for State Withholding purposes. DEDUCTIONS TAB Enter payroll deductions for the employee on the Deductions tab. Before any deductions can be used for payroll purposes, the deductions must be created through Setup > Deductions and Benefits. If deductions are created, deduction names display and entries can be added in the appropriate fields. To create deduction amounts based on a percentage of gross pay, enter the amounts as decimals. To create deductions based on set dollar amounts, enter the amounts as whole numbers. BENEFITS TAB Benefits affecting non-gross earnings are entered on the benefits tab. Benefits must be created through Setup > Deductions and Benefits. Once benefits are created, benefit names display and entries can be made in the appropriate fields. To create benefit amounts based on percentage of gross pay, enter the amounts as decimals. To create benefit amounts based on set dollar amounts, enter the amounts as whole numbers. CONTRACTORS Select Setup > Contractors to enter information about contracted labor/employees. Contractor information must be entered before any payroll information can be produced for the contracted employee. The Contract Labor screen lists all existing contractors alphabetically by last name. Access a contractor by typing the code into the Contractor Code field or by doubleclicking a contractor in the list. ADD A CONTRACTOR Contractor Codes must be numeric. Once a contractor is added, it cannot be deleted. To add a contractor, enter a numeric ID number in the Contractor Code field and press [ENTER] or click [NEW]. If the entered Contractor Code has already been
2004 CLIENT WRITE-UP MANUAL Setup 13 assigned to another Contractor, Vendor or Employee, another code must be selected. Once a valid Contractor Code is entered, the information fields are enabled. SELECT A CONTRACTOR Double click a name from the list of contractors. The data fields for that contractor will be activated. EXPLANATION OF FIELDS Several of the information fields are formatted after information is typed in the field. Formatted fields include Zip Code, Phone, SSN and Hire Date. When entering data in any of these fields, do not add any dashes (-) or slashes (/). The Cash Account and Expense Account fields are used to automatically post payroll entries to the payroll journal. To access the valid accounts, press [F2]. The program does not accept invalid accounts. A list of valid accounts displays if an incorrect number is entered. EDIT A CONTRACTOR To edit an existing contractor, select the appropriate contractor from the list, or enter the contractor's ID number in the Contractor Code text box and press [ENTER]. VENDORS Select Setup > Vendors to enter information about contracted vendors. Vendor information must be entered before a 1099 can be produced for any vendor. When the "Vendor" screen displays, all existing vendors list alphabetically by last name. ADD A VENDOR Vendor Codes must be numeric. To add a vendor, enter a numeric ID number in the "Vendor Code" field and press [ENTER] or click [NEW]. If the entered Vendor Code has already been assigned to another Vendor, Contractor or Employee, a valid code must be entered before the information fields are enabled. SELECT/EDIT A VENDOR Double click a name from the list of vendors. The data fields for that vendor will be activated. EXPENSE ACCOUNT The "Expense Account" field automatically posts 1099 entries to the journal. To access the valid accounts, press [F2] when editing this field. The program does not accept invalid accounts. PRINT A 1099 To print a 1099 for a vendor, the vendor must have Credits in the journal and the journal must be Posted & Closed for the current year. See Post and Close > Post and Close. For more information on the Journal see Journals > Enter Transactions.
14 Setup 2003 CLIENT WRITE-UP MANUAL ACCOUNTING Those using the Accounting section of the program must set up their Chart of Accounts. CHART OF ACCOUNTS Select Setup > Chart of Accounts to create a new COA. If no COA exists for the client, a new one may be created. When Chart of Accounts is selected, the Chart of Accounts Setup screen displays. There are three ways to setup a new COA - templates, importing and customization. Templates are provided for the basic business types - 1040 (Sole Proprietor), 1120 (C Corporation), 1120S (S Corporation) and 1065 (Partnership). Select the radio button for the desired business template. Each of the templates are pre-set to the basic types of accounts each of these types of businesses would normally use. The accounts are pre-assigned account numbers and have no beginning balance. Import allows you to use the same Chart of Accounts that has been created for another client. When the Import option is selected, a screen will be displayed with a list of all clients available for import. Select the client to import from and click OK. Only clients that exist in the current Data Path will be displayed. For more information on Data Paths see Setup > Accountant Information. The Customize option opens the Chart of Accounts screen with no information on it. Each account must be added manually. For more information, see Editing Existing COA's below. The initial view of the COA provides debit and credit fields for a beginning balance. Once the Chart of Accounts is saved for the first time, the beginning balances cannot be changed. BEGINNING BALANCES When the Chart of Accounts is created, the Debit and Credit fields are active. These fields can be edited during the initial creation of the COA. Once a COA has been created, clicking [SAVE] permanently disables the Beginning Balance fields. EDITING AND ADDING ACCOUNTS TO EXISTING COAS Add a New Account To add a new account, enter the account information in the fields at the top of the screen. The fields that gather information are the following: Number Enter the account number to appear on all reports. Name This is the account name that appears on all reports. Type Select account classification on financial statements from the drop-down box. Level Levels define both postable accounts and those that are set up for reporting purposes only. Levels are explained below. Key The key is used internally by Client Write-Up to track accounts. The Key may not be modified and is displayed for reference only. Debit/Credit The current balance of the account displayed; may not be modified. Budget If a budgeted amount has been set for the account, enter the amount here. Export Form This indicates to the IRS which tax form this account information carries. Select a form from the drop-down box.
2004 CLIENT WRITE-UP MANUAL Setup 15 Export Line This indicates the line on the form the account information carries. After form is selected, choose from the drop-down entries. Retained Earnings Account Enter the account number for retained earnings in this box. The COA screen cannot be saved until an account number is entered that exists in the Chart of Accounts and is a Capital account. Current Balance The current balance of the Chart of Accounts is displayed at the lower right of the screen. When the Chart of Accounts is balanced, this displays 00.0. A positive number indicates the COA has a total Debit balance, while a negative number indicates the COA has a total Credit Balance. CHANGE AN EXISTING ACCOUNT To modify an existing account, double-click the account from the list. The fields at the top of the screen are filled with the account information. All information can be changed EXCEPT the "Type", "Debit", and "Credit" fields. Click [UPDATE] to save the list at the bottom of the screen. Use caution when changing the Account Level. Improper changes cause inaccurate results in the Chart of Accounts. DELETING AN ACCOUNT IN AN EXISTING COA To delete an existing account, double-click the account from the list. Click [DELETE] located in the top part of the screen. A message box displays confirming the account should be deleted. To permanently delete the account click [OK]. Click Cancel to return to the main screen without deleting the account. Accounts that have current activities cannot be deleted. UNDERSTANDING ACCOUNT LEVELS Journal entries can only be made to Level 0 accounts. Levels 1 through 9 define how financial statements are subdivided into logical sections. They are used only for defining report sections. No transactions can be posted to these accounts. This allows a high degree of customization of financial statements and reporting. Levels are designed to be used in matched pairs. The first instance is the "starting instance" provides the Section Header. The second, the "ending instance," marks the end of the section and tells the program to total the section. The name of this account provides text for the section total. Level 0 accounts are assigned to the section based on their account number. Those with account numbers between the starting instance and ending instance accounts are tallied. The following example shows how to set up a Cash section for a balance sheet (indentation for emphasis).
16 Setup 2003 CLIENT WRITE-UP MANUAL Level Level Account Name Amount 1 100 Cash N/A 0 101 Cash on Hand 500.00 0 105 Cash in Bank 500.00 1 110 Total Cash N/A This example results in a section on the Balance Sheet that looks like this: Cash 101 Cash on Hand 500.00 102 Cash in Bank 500.00 Total Cash 1000.00 Nesting Levels It is possible to nest levels. For instance, there can be a Level 2 subsection within a Level 1 section. Up to 9 levels can be nested. The following example show how to setup nested sections (indentation for emphasis). Level Account Name Amount 1 100 Cash N/A 0 101 Cash on Hand 500.00 2 105 Cash in Bank 0 106 Cash in First Bank 300.00 0 107 Cash in Other Bank 200.00 2 109 Total Cash in Bank N/A 1 110 Total Cash N/A This example results in a section on the Balance Sheet that looks like this: Cash 101 Cash on Hand 500.00 Cash in Bank 106 Cash in First Bank 300.00 107 Cash in Second Bank 200.00 Total Cash in Bank 500.00 Total Cash 1000.00 CHECK ALIGNMENT Select Setup > Check Alignment to change the alignment of information printed on checks. 1. Click the left mouse button on the field to be adjusted. 2. Hold the mouse button down, while dragging the field to the desired position on the check. 3. Release the mouse button to place the field in the current position on the check.
2004 CLIENT WRITE-UP MANUAL Setup 17 4. To save the changes that were made to the field placement on the check, click [SAVE]. 5. Click [RESET] to restore all the fields on the check to their default locations
18 Payroll 2003 CLIENT WRITE-UP MANUAL Payroll LIVE PAYROLL Select Payroll > Live Payroll to enter data for an employee paycheck. All existing employees are listed alphabetically by last name. Information fields are initially disabled. Information fields automatically fill when an employee is selected from the Employee List. The fields format when they display, and any changes will format after leaving the particular field. If any of the default earning or deduction amounts are adjusted by the user, adjusted amounts are indicated with an asterisk (*). If the employee qualifies for Advanced EIC, the amount of EIC automatically calculates based on the Advanced EIC settings for that employee in the Setup > Employees screen. However, this amount can be manually adjusted. Once an earning or deduction field has been changed, to reset to the default, delete the amount in the field. Fields with a gray background cannot be edited. Click [SAVE] once the employee's payroll information is finalized. See Payroll > Print New Checks to print the employee's paycheck. SELECT AN EMPLOYEE The Employee List contains a list of all employees for the active client. Sort the Employee List by Employee Code, Name, or SSN by clicking the grey header above the appropriate field. A single-click sorts ascending, the next click sorts descending. ADD AN EMPLOYEE PAYCHECK To add a paycheck, the "Edit Mode" checkbox must be unchecked. Enter an employee ID in the "Employee Code" field and press [ENTER] or double click the employee s name in the list box. The information fields are enabled, and the payroll information is populated with the selected employee s information. This information calculates based on the employee's payroll information as it was created on the Setup > Employees screen from the W-4 information. EDIT AN EMPLOYEE PAYCHECK To edit an existing paycheck, the Edit Mode checkbox must be checked. Select the appropriate employee from the list, or enter the employee ID number in the "Employee Code" field and press [ENTER]. On the right side of the screen, a drop - down list of all Check Dates for previous checks displays. Select the appropriate paycheck from the drop down list, and the information fields populate with the pertinent paycheck information. MARK AS PRINTED When entering or editing a paycheck that has already been issued to the employee, mark the "Mark as Printed" checkbox to prevent the paycheck from displaying in the "Print New Checks" menu item.
2004 CLIENT WRITE-UP MANUAL Payroll 19 EARNING AND DEDUCTIONS Two separate lists containing the Earnings and Deductions that are required by law and those created in the Setup > Deductions and Benefits screen are calculated based on information about the employee's payroll as it was entered in the Setup > Employees screen. To adjust an Earnings or Deductions amount, select the appropriate number either by double-clicking the appropriate number in the list, or entering the number in the text box directly beneath the number column in the list. If the number is entered into the text box, press [ENTER] or [TAB] to move to the adjustment field. Enter the dollar or percent* amount in the amount field and press [ENTER] or [TAB] to make adjustment in the list. After an adjustment is made, the adjustment is denoted by an asterisk (*). *Percent amounts can only be entered if the amount for deductions and benefits have been setup as percentages instead of dollar amounts in the Setup > Employee screen. ATF PAYROLL Select Payroll > ATF Payroll to enter data pertaining to an already-issued paycheck in the "After The Fact Payroll" screen. All existing employees display alphabetically by last name. The information fields are initially disabled. Select an employee from the Employee List to populate the information fields. The fields automatically format when they display, and any changes to the fields format after leaving the particular field. If any of the default amounts are adjusted by the user, adjusted amounts are indicated with an asterisk (*). Once all of the employee s payroll information is finalized, click [SAVE]. See Payroll > Print New Checks to print employee paychecks. SELECT AN EMPLOYEE The Employee List contains a list of all employees for the active client. Sort the Employee List by Employee Code, Name, or SSN by clicking the header for the appropriate field. A single-click sorts ascending, the next click sorts descending. ADD AN EMPLOYEE PAYCHECK To add a paycheck, the "Edit Mode" checkbox must be unchecked. Enter an employee ID in the Employee Code field and press [ENTER], or click on the employee in the list box. The information fields are enabled, and the payroll information populates and calculates based on the employee's payroll information as it was set up on the Setup > Employees screen. EDIT AN EMPLOYEE PAYCHECK To edit an existing paycheck, the "Edit Mode" checkbox must be checked. Select the appropriate employee from the list, or enter the employee ID number in the Employee Code field and press [ENTER]. On the right side of the screen, a drop down list of all Check Dates for previous checks is enabled. Select the appropriate paycheck from the drop down list, and the information fields are populated with the particular paycheck information.
20 Payroll 2003 CLIENT WRITE-UP MANUAL If the employee qualifies for Advanced EIC, the amount of EIC automatically calculates based on the Advanced EIC settings for that employee in the Setup > Employees screen. However, this amount can be manually adjusted. MARK AS PRINTED Because ATF Payroll is not for new paychecks, the "Mark as Printed" checkbox is permanently marked and cannot be edited. EDITING EARNINGS & DEDUCTIONS Two separate lists containing the Earnings and Deductions that are required by law and those created in the Setup > Deductions and Benefits screen calculated based on information about the employee's payroll that has been entered in the Setup > Employees screen. To adjust an Earnings or Deductions amount, select the appropriate number either by double-clicking the appropriate number in the list, or entering the number in the text box directly beneath the number column in the list. If the number is entered into the text box, press the [ENTER] or [TAB] to move to the adjustment field. Enter the dollar or percent* amount in the amount field and press [ENTER] or [TAB] to make the adjustment. The adjustment is denoted by an asterisk (*). *Percent amounts can only be entered if the amount for deductions and benefits are set up as percentages instead of dollar amounts in the Setup > Employees screen. Once the field has been changed, it can be reset to the default by deleting the amount in the field. LIVE 1099 Select Payroll > Live 1099 to enter contractor data on the "1099 Payroll" screen. All existing contractors are listed alphabetically by last name. The information fields are initially disabled. The Contractor List contains a list of all employees for the active client. Sort the Contractor List by Contractor Code, Name, or SSN by clicking on the header for the appropriate field. A single-click sorts ascending, the next click sorts descending. The information fields automatically format when displayed, and any changes to the fields format after leaving the particular field. The only field required on the Live 1099 screen is the Gross Amount field. Any entries in the Federal or State Withholding fields affect the Net Pay the contractor receives. Withholding amounts automatically deduct from the contractor's Gross Pay. After finalizing the contractor's payroll information, click [SAVE]. See Payroll > Print New Checks to print the contractor's paycheck. ADD A PAYCHECK To add a paycheck, the Edit Mode checkbox must be unchecked. Enter a Contractor ID in the Contractor Code text box and press [ENTER] or click the employee in the list box. EDIT A PAYCHECK To edit an existing paycheck, the Edit Mode checkbox must be checked. Select the appropriate contractor from the list, or enter the contractor ID number in the Contractor Code
2004 CLIENT WRITE-UP MANUAL Payroll 21 field and press [ENTER]. Beneath the Contractor List, a drop-down list of all check dates for previous checks activates. Select the appropriate paycheck from the drop-down list, and the information fields display with the pertinent information. MARK AS PRINTED If the paycheck that is currently being entered or edited was already issued to the contractor, click the Mark as Printed checkbox to prevent the paycheck from displaying in the Print New Checks menu item. ATF 1099 Select Payroll > ATF 1099 to enter data pertaining to a previously issued contractor's paycheck on the After The Fact 1099" screen. All existing contractors are listed alphabetically by last name. The information fields are initially disabled. The information fields automatically format when displayed, and any changes to the fields format after leaving the particular field. Any entries in the Federal or State Withholding fields affect the Net Pay the contractor receives. Withholding amounts are automatically deducted from the contractor's Gross Pay. SELECT A CONTRACTOR The Contractor List contains a list of all employees for the active client. Sort the Contractor List by Contractor Code, Name, or SSN by clicking the header for the appropriate field. A single-click sorts ascending, the next click sorts descending. ADD A CONTRACTOR PAYCHECK To add a paycheck, the Edit Mode checkbox must be unchecked. Enter a Contractor ID in the Contractor Code text box and press [ENTER], or double-click on the employee in the list box. EDIT A CONTRACTOR PAYCHECK To edit an existing paycheck, the Edit Mode checkbox must be checked. Select the appropriate contractor from the list, or enter the contractor ID number in the Contractor Code field and press [ENTER]. Beneath the Contractor List, a drop-down list of all Check Dates for previous checks is enabled. Select the appropriate paycheck from the drop-down list. The information fields display the information pertaining to that paycheck. MARK AS PRINTED Because ATF 1099 is not for new paychecks, the "Mark as Printed" checkbox is permanently marked and cannot be edited. Fields with a gray background cannot be edited. PRINT NEW CHECKS Select Payroll > Print New Checks or click the printer icon button on the toolbar to access a list of all payroll checks that have not been printed. Checks print individually or in groups.
22 Payroll 2003 CLIENT WRITE-UP MANUAL TO PRINT MULTIPLE PAYROLL CHECKS 1. Enter the date to print on the checks and the next available check number from the check stock. 2. Select the checks to print by clicking the appropriate recipient's name in the check list. To select more than one check, hold down the [CTRL] key and select the checks. Click [SELECT ALL] to select all of the checks. If more than one check is selected, the check number automatically increments for each check, starting with the check number entered on the screen. Warning! Be sure to place check stock in the printer before starting this process. A payroll check may only be printed once from this screen. To reprint a check due to loss or damage, use the Payroll > Reprint Checks screen. SUPPORTED CHECK FORMATS AND PRODUCTS Nebs Product No. 9039, 13021 or 13828: These are popular check formats available from Nebs Inc. (www.nebs.com). The 9039 prints a top stub, the check data in the middle section, and a bottom stub that is a duplicate of the top stub. This allows both the client and the employee to retain copies of the paycheck stub. Top Stub Only: This is a generic check printing format that works well with several other types of checks. It prints a top stub, the check data in the middle section, and nothing in the bottom section. Check alignment can be adjusted under Setup > Check Alignment. To select the check style, go to Setup > Account & Payroll Information. In the left column labeled Check Format, use the drop-down selections to select a style. REPRINT CHECKS A payroll check may be reprinted from this screen as many times as needed. Select Payroll > Reprint Checks for a list of all payroll checks that have been printed or click [REPRINT SCREEN] on the Print Checks screen from the button on the right. The top of the screen displays the date and current check number. If the check number is different, enter the correct check number. To change the date, type the eight digit date with no dashes or spaces (ex. 01012004). Checks can be reprinted individually or in groups. Select the checks to print by clicking on the appropriate names in the list. To select multiple checks, hold down the [CTRL] button and select checks. Click [PRINT]. To toggle to the "Print New Checks" screen, click [PRINT SCREEN]. Warning! Place the check stock in the printer BEFORE starting this process.
2004 CLIENT WRITE-UP MANUAL Payroll 23 If more than one check is selected, the check number automatically increments for each check, starting with the check number entered on the screen. TAX DEPOSITS Select Payroll > Tax Deposits to calculate, view and print information for Form 940 and Form 941 Tax Deposits. The 941 Deposit displays when the screen opens. To toggle between 941 and 940 Deposits, click the appropriate radio button beside the deposit type in the top left corner of the screen. The Deposit List and deposit calculation information fields change according to the selected deposit type. ADD A NEW 941 / 940 TAX DEPOSIT Enter the beginning, ending, and payment dates (enter in the eight digit format, ex: 01012004) to use auto-calculate. Click [CALCULATE] to calculate deposit information for the dates specified. The deposit information displays in the text boxes on the right. To change any of the calculated deposit amounts, click the appropriate text box and type the desired deposit amount. To create a Tax Deposit without using auto-calculate, enter the beginning, and ending and payment dates. On the right side of the screen, fill out the applicable deposit information text boxes. Tax Deposit information cannot be saved until the beginning, ending and payment dates are all entered. MODIFY A DEPOSIT Double-click the correct Deposit entry. The deposit amounts display in the text boxes on the right. Make changes and press [SAVE]. Changing any of the calculated deposit amounts does not change the total 941/940 Deposit Amount. The total 941/940 Deposit Amount needs adjustment if the calculated deposit amounts have changed.
24 Tools 2003 CLIENT WRITE-UP MANUAL Tools FILE MAINTENANCE BACKUP We recommend frequent backup to a secure location for archival purposes. 1. Select Tools > File Maintenance > Backup to back up client data. This process does not delete the client in the existing data path, but instead makes a copy of the client s information. 2. Click the appropriate "Client Code" to select the clients to backup. Select multiple clients by clicking the individual Client Codes, or by clicking [Select All]. A client is selected when a check appears beside the Client Code. 3. Before a backup of clients files can be created, a backup path must exist. The current backup path is displayed in the bottom right of the "Backup" screen. If the path reads "NO PATH SET", client files cannot be backed up until a path is entered. To enter a temporary path, press [F2] key and choose the path from the File Browser. To enter a permanent backup path, see Setup > Accountant Info/Global Settings. Client Write-Up uses ZIP file compression to reduce the amount of disk drive space required for backup files. Drake Client Write-up support recommends making a backup of clients once a week. Be sure to backup to a seperate storage location. For more information on setting the current Data Path, see Setup > Accountant Information. RESTORE 1. Select Tools > File Maintenance > Restore to restore client files that have been backed up using the Backup process. The Restore process does not delete the existing backup files, it copies the client files to the current Data Path, leaving a copy in the Backup Path. 2. When the Backup screen displays, all client files in the current Backup Path display in the list view. Select the client to restore by clicking the Client Code and then clicking [RESTORE]. Client files not in the current Data Path can also be restored. If a client is added by using the Restore process, the client does not appear on Select Client screen until Rebuild Client List is executed.
2004 CLIENT WRITE-UP MANUAL Tools 25 If no Backup Path is set in "Accountant Information", a path must be chosen before restoring files. To set a temporary path, press [F2]. To set a permanent Backup Path, see Setup > Accountant Information. DELETE Select Tools > File Maintenance > Delete to delete Clients that exist in CWU. To select a client to delete, click on the client code and then click [DELETE]. A Windows pop-up confirms deletion of the client file. Select [YES] to delete the client file. If there is an Active Client (a client currently open), the client does not display in the list. To delete the currently open client, first select a different client and then proceed with the delete process. See File > Select Client for more information. When a client file is deleted, it is sent to the Windows Recycle Bin. If a file is accidentally deleted, exit the Client Write-Up program and open the Recycle Bin from the icon on the desktop. Locate the Client Directory, right-click and choose "Restore". IMPORT/EXPORT The Import/Export routine will be used to Import and Export files to and from the Drake Tax Solutions program. This feature is not currently available. REBUILD CLIENT LIST Select Tools > Rebuild Client List. After adding new clients to the current data path, execute the Rebuild Client List function to have a corrected list of clients. When the rebuild process is completed successfully, a message box displays with the message "Reindex Successful!" Click [OK] to return to the main menu. Run the Rebuild Client List process anytime clients are missing from the Select Client screen. PRINT BLANK FORMS Select Tools > Print Blank Forms to view and print the blank forms produced in CWU. On the Print Blank Forms screen, all forms that are used in CWU display in a list box. Double-click the appropriate form. The form displays in the Report Viewer, where it can be viewed or printed. Some forms are supplied for informational purposes only. Not all forms available for viewing and printing are approved by the IRS for filing purposes. FORMS ADJUSTMENT Select Tools > W2 / 1099 to adjust the printing alignment of data on the pre-printed laser forms. Adjustments made to print positions are in inch measurements. For example, when a W2 or 1099 is printed, two copies of the form print per page. Each copy of the form, both top and bottom, are adjusted separately. The Vertical and Horizontal positions are both adjustable.
26 Reports 2003 CLIENT WRITE-UP MANUAL Reports Client Write-Up provides eleven automated reports found in the Reports drop-down menu. Reports may be printed, emailed or saved for later review. The last two menu items are Bank Reconciliation and Options (format and adjust the above reports). CREATE A REPORT To select a report, follow the steps below. 1. From the menu bar, select Reports. Select a report type or group from the drop-down menu. A window displays with all report options. 2. The radio button for the selected report is activated. A list of report types and/or report formats appears in the white text box to the right of the reports list. 3. To select the type or format of the report, double-click the option in the white box. 4. Additional options may appear in another white box below. Continue to double-click report options until the desired report is produced. 5. Click [GO] once all report selections are made. The desired report displays in the report viewer. REPORT OUTPUT From the File Menu or Toolbar of the report viewer, select to either print, save or email the report. Print - Opens Printer dialog box with standard printing options. Email - Displays the Choose Profile window. Select the preferred E-mail program and click [OK] or click [NEW] to choose an alternate email program. Save - Displays standard Save options. The data path default is within CWU folder. Save the file with an.exe extension. REPORT TYPES Interim - The Interim Reports produce reports of Profit and Losses, Trial Balances and Balance Sheets for periods from last close to current. Monthly Close Reports - Produce a monthly closed Balance Sheet, Profit and Loss, General Ledger and Transaction Listing. Year-to-Date - The Year to Date reports produce reports on the General Ledger and Journal Transactions included since the last close. The Journal transaction report can be displayed based on Journal Code, or by the entirety of the Journal. Balance Sheets - The Balance Sheet report produces a statement listing the debit and credit balances of the current client. From the Reports screen, select which type of balance sheet to create General Ledger - The General Ledger report produces a statement that lists the balances of all accounts. P&L- The P&L Reports produce reports of the Company s Profits and Losses. The reports can be customized by Division, Month, Period or time and formatted to be Multi or Single Column. Transaction Listings - The Transaction Listings statement can be created based on Journal Code or Transaction Listings.
2004 CLIENT WRITE-UP MANUAL Reports 27 Payroll - Payroll Reports generate a variety of reports regarding Employees and Contractors. Payroll Findings - The Payroll Filings reports are used to generate 940-EZ and 941 Quarterly reports for withholding filings. The withholding reports is based on wage and withholding information entered for the employees of the current active client. The Quarterly 941 reports automatically carry over based on the employee paychecks that were already printed in the program. The paycheck wage and withholding information is reported in the quarter of which the Check Date of the paycheck falls. The Quarterly 941 reports will be correct up to the most recent paychecks printed. The 940-EZ report automatically carries over based on employee paychecks that have already been printed in the program. After a 940EZ report as been produced be sure to click the reset button before attempting to calculate the report again. The Reset button will discard the prior 940EZ information and produce a new 940EZ based on the most current payroll data. Chart of Accounts - The Chart of Accounts Reports produce reports listing the Chart of Accounts and the respective numbers or a Trial Balance for the Chart of Accounts. State Tax & Wage - The State Tax & Wage Reports produce the wage report to be filed with each state s respective Department of Revenue. The information on the State Tax & Wage Reports is computed based on Employee & Contractor Payroll entries. Each Employee s Payroll state is determined by the State information that was setup for the employee in Setup > Employees. BANK RECONCILIATION Select Reports > Bank Reconciliation checks accounts against the Bank Balances for those accounts. 1. To begin the reconciling process, first enter the account number of the account associated with the Bank statement. Enter account number manually or by pressing [F2] and selecting from the list of accounts. 2. Enter the Statement Date, Beginning and Ending Bank balances and click [Continue] to proceed to the reconciliation screen. 3. To begin reconciling the account, select transactions that have been posted and affect the bank balance. To select a transaction, click the checkbox to the left of the appropriate transaction. Selecting a transaction directly affects the Reconciled Transaction and Unreconciled Balance amounts. The amounts are adjusted positively for Debit transactions to the account, and negatively for Credit transactions. The reconciliation process is complete when the Unreconciled Balance amount is equal to zero. The reconciliation cannot be finished until the balance is correct.
28 Reports 2003 CLIENT WRITE-UP MANUAL OPTIONS HEADERS AND FOOTNOTES This screen allows the Header and Footnote information for reports to be changed. To set the Title for any of the options, click the option name in the list. The Title field at the top of the screen is enabled. Type the desired text, then press [ENTER] to add the text to the list. Double-click a title to change. This loads the title information into the edit boxes above. After editing, click [SAVE]. DISPLAY SETTINGS Customize the appearance of the reports on the "Display Settings" screen. This screen allows for color, logo, and watermark customization.
2004 CLIENT WRITE-UP MANUAL Post and Close 29 Post and Close The summarization of all journal entries is called Posting. Closing books refers to procedures at the end of an accounting period. Use the following menu items to run post and close procedures for the Chart of Accounts. There is no pre-determined schedule for running any of these processes. POST AND CLOSE Select Post and Close > Post and Close. The Post & Close process posts the current transactions to the Chart of Accounts. Before running this process, ensure that: Transactions are in balance. All transactions have good account numbers. A detailed Trial Balance has been printed, if desired. (Journal entries can t be viewed after the Post and Close.) A backup of this client was made. YEAR END CLOSE Select Post and Close > Year End Close. The Year End Close process zeros out all Income and Expense accounts and posts Net Income to the Retained Earnings account. Enter the year to close. This process also backs up the current year files and prepares the files for the new year. CHECK W2 WITHHOLDING Select Post and Close > Check W2 Withholding. This process checks Employee Withholding for the year and compares it to the amount of FICA that should have been withheld. If difference is greater than $.10, a report generates to list the differences. ADJUST W2 WITHHOLDING Select Post and Close > Adjust W2 Withholding. This process checks Employee Withholding for the year and compares it to the amount of FICA that should have been withheld. If difference is greater than $.10 are found, the withholding is adjusted to the proper amount. This transaction(s) affects W2 Processing, but not the General Ledger. W2 PROCESSING Use the W2 Processing screen to produce W2s for Employees based on earnings throughout a year. 1. Select Post and Close > W2 Processing. 2. Enter the four digit year for which you wish to produce W2s for. Press [ENTER]. The program enables options available based on the status of the Active Client. 3. Process the W2 s, either individually or all at once. To process a W2 for one employee, choose the employee from the Employee List and click [Process Single].
30 Post and Close 2003 CLIENT WRITE-UP MANUAL Click [Process All] to process W2s for all employees at the same time. Processing all W2s at once overwrites any changes made to existing W2s. If changes were made to one or more W2's, use "Process Single" to process the remaining W2s. After the W2 Process runs, the "View/Edit W2" and "Print Single W2" processes are available and the W2 Column in the Employee List is marked with an X, meaning that there is W2 information available for that employee. 4. An X in the W2 column means there is W2 information for that employee. 5. The View/Print options display. Choose to View or Edit W2 s, print all W2 s, print a single W2 or print W3 s. VIEW/EDIT W2 S To View and Edit a W2, the W2 must be processed for the employee. Select the employee to view or edit and click [View/Edit]. A screen appears which allows each field of the W2 to be edited and saved. PRINT W2 S AND W3 S When printing the W2 s or W3 s, several type and form options are available. The W2 copy for the Employer, Employee and State DOR are available from the program and are approved for filing. The W2 Copy for the SSA is available, but it is Data Only. Use an approved W2 Copy A to print the data. TYPES OPTIONS SSA - The SSA option prints a copy of the W2 for the Social Security Administration. Be sure an approved Copy A W2 form is in the printer and select Print Data Only from the options below. Other Copies - The Other Copies option is used to print W2's for the Employer, Employee and State DOR. FORMS OPTIONS Prints both the W2 form and the data which fills it in. The IRS allows black and white copies of W2 s to be filed, but pink copies are required for W3 s. Prints only the data for the form. 1099 PROCESSING Processing 1099s is identical to processing W2s. See the previous section for detailed instructions. CLOSE PAYROLL Run this process after printing W2s and 1099s. This process backs up all the payroll records for the year entered. Running this process maximizes the program s performance.
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32 2003 CLIENT WRITE-UP MANUAL