New Feature: 5-3-8 Close Payroll Year

In version 24.2 and later, you may now keep payroll records for multiple years in your company database, while maintaining the ability to process payroll records for the current payroll year. Closing the payroll year is simpler and less time consuming than archiving payroll data and does not require backing up the company database; thus, saving you valuable time and providing you the ability to generate payroll reports covering multiple payroll years. Closing the payroll year from menu 5-3-8 does not create a separate archive database for the payroll records. The closed payroll records remain in the current company. After closing the payroll year, you still have the option of archiving that payroll data, at a time of your choosing, to remove those payroll records from the company database and place them in a separate archive company.

Where do I close the payroll year?
Closing the payroll year is performed by connecting to the company database and opening menu option 5-3-8 Close Payroll Year, using version 24.2 and later. You must connect to the company as a Company Administrator and a Payroll Administrator (if you use that feature) to close the payroll year.

What is the difference between Close Payroll Year and Archive Oldest Payroll Year?
Closing the payroll year is performed in version 24.2 or later, in menu option 5-3-8 Close Payroll Year, on any workstation or while logged into the server. This feature allows you to retain payroll records for previous calendar years in the same company database, while also allowing you to begin entering and processing payroll records for the new calendar year, saving you valuable time. You are now able to generate payroll reports that span multiple calendar years and review prior year payroll records without the need to open a separate company database. After closing your payroll data, you still have the option of archiving the payroll data for that calendar year and this can be done at your leisure.

Archive Oldest Payroll Year must be performed in Database Administration for Sage 100 Contractor, while logged into the server. Archiving the oldest payroll year is a more time-consuming process that creates a backup of the company database; then, separates payroll records for the calendar year being archived into new company database. The payroll records for the payroll year being archived are removed from the current company database and are only accessible by opening the payroll archive company that is generated by the payroll archive process. You do not need to close payroll in menu 5-3-8 before archiving payroll data from Database Administration for Sage 100 Contractor.

What do I need to do before closing the payroll year in menu 5-3-8?

1. Upgrade to Sage 100 Contractor version 24.2 or later.
2. Before closing the payroll year in menu 5-3-8, your computer system date must be in December of the year you are closing, or the new year.
3. Process and post all payroll records for the year-end. The payroll record Check Date determines what year the payroll record affects.
4. Run 5-3-7 Payroll Repair.
5. Correct any payroll audit errors. Note: Payroll audit errors should be corrected but will not prevent closing or archiving the payroll year.

What happens when I close the payroll year in menu 5-3-8?

1. Closing the payroll year from menu 5-3-8 does not create a separate archive database for the payroll records. The closed payroll records remain in the current company.
2. The program resets each employee's year-to-date and quarter-to-date totals, including sick and vacation year-to-date amounts.
3. The program updates each employee's Last Year Carry Forward amounts with the current available sick and vacation hours.
4. In the U.S. Edition, employee Affordable Care Act (ACA) records for the new year are created by copying the December values from the closing year.
5. The program updates The first pay period paid in the current year ended on ###### date for the biweekly payroll period setting in the 5-6-6 Time Entry Settings window.
6. The program advances the current payroll year.

Note: Payroll records older than the current or immediately preceding payroll year are changed to READ ONLY.
Important: Both Company Administrator and Payroll Administrator rights (if you use that feature) are required to change the date of a computed or posted payroll record to a different year.

DocLink: Version 24.2 Product Enhancements to Sage 100 Contractor
DocLink: What is Multiyear Payroll (Close Payroll Year) in Sage 100 Contractor versions 24.2 and later?
DocLink: What's New for Sage 100 Contractor version 24.2 Part 1 (Video)
DocLink: What's New for Sage 100 Contractor version 24.2 Part 2 (Video)
DocLink: How to Close Payroll Year in menu 5-3-8
DocLink: How to Archive Oldest Payroll Year