INSIDE THIS ISSUE. SDS Holiday Hours

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Bridget Lawrence
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D ec em b er 201 1 F i na nc e Ne w s l e tt er INSIDE THIS ISSUE Season s Greetings!

SDS News 1 W-2 Time: Tips to get Started 1 Green Accounting Options 2 Recipe: Bacon Peanut Bark 3 Computer Payroll Special Options 4 Purchase Orders: Email and PO s 5-6

2 nd : Office Closed Normal business hours will resume on Jan.

If you have any problems contact Sherrie Hendrickson, sherrie@schooloffice.com. If you haven t ordered them yet please visit http://www.schooloffice.com/support/order-forms/ Tablets & SDS ipads and tablet PCs are great and easy to use.

1 D ec em b er F i na nc e Ne w s l e tt er INSIDE THIS ISSUE Season s Greetings! We hope you enjoy the SDS holiday newsletter and wish you and your family Happy Holidays. SDS News 1 W-2 Time: Tips to get Started 1 Green Accounting Options 2 Recipe: Bacon Peanut Bark 3 Computer Payroll Special Options 4 Purchase Orders: and PO s 5-6 ~SDS Team SDS Holiday Hours Dec. 23 rd : Office Closes at 12:00 PM Dec. 26 th : Office Closed Dec. 30 th : Office Closes at 12:00 PM Jan. 2 nd : Office Closed Normal business hours will resume on Jan. 3 rd If you have ordered and received your 2011 Tax Forms be sure to open your package, upon arrival, and verify that your order is complete! If you have any problems contact Sherrie Hendrickson, sherrie@schooloffice.com. If you haven t ordered them yet please visit Tablets & SDS ipads and tablet PCs are great and easy to use. Did you know that you can access your SDS system from a tablet PC or from your ipad. Since SDS is Browser Based, you don t even need to down load a special App. If your teachers or administrators have a tablet, you can tell them to check out their financial accounts in look and browse. You only need a connection to the internet. Specialized Data Systems Inc., 3333 Warrenville Road, Suite 140, Lisle, IL (800)

2 P a g e 2 FINANCE NEWSLETTER W-2 Time: Tips to Get You Started It s that time of year when we all are tight on time. Not only because of the upcoming holidays but the end of the calendar year is approaching and that means W-2 processing time. There are a couple of things you can do now, that will help you in the upcoming weeks. 1. Survey your current staff to ensure you have their correct mailing address. This will prevent W-2 s from getting delayed or lost. 2. Do the same for former employees. Maybe send them a letter or requesting confirmation of their current mailing address. 3. Name changes; have you received the proper documentation from the employee and have you changed their name in SDS? 4. Do you have any employees to report Insurance > $50,000? If you run these adjustments through payroll, be sure to do so before running the last payroll of the year. 5. Run an Employee Deduction Report for any benefit or deduction that has an annual maximum. For instance, 403b, 457, flex spending and HSA accounts. If anyone is near the maximum or exceeded the maximums, make necessary adjustments in December payrolls. 6. Register for a SDS W-2 webinar. You can register for free-user sessions using this link: 7. Most importantly, order your W-2 s and 1099 s NOW!!! You can order them directly from SDS at This is not meant to be an exhaustive list of things you need to do to get ready for W-2 preparation, but something to get you started. Free User Sessions Free SDS User Sessions are posted. Register today for the W2 and 1099 Processing or CDE Human Resource Report processing session by clicking on the link below.

3 FINANCE NEWSLETTER Page 3 Caramel Bacon Peanut Bark-No Bake Holiday Not another fruit cake! Make something that is both yummy and unique this season. Who doesn t love bacon? This sweet and salty snack is sure to please. Ingredients 12 oz maple or brown sugar bacon low sodium or low fat 2 12oz packages milk chocolate chips 1 ½ cups chopped peanuts (salted or not) 10 oz bag soft candy caramels Large flake sea salt Serves 24 great for gifts Directions Line a baking sheet with waxed paper. Cut the bacon in small pieces. Heat a large sauté pan over medium-high heat. Place the cut bacon in the pan and cook until crisp. Transfer to paper towels to drain and cool. Place the chocolate chips in a medium microwave bowl. Microwave on high for 1 to 2 minutes, stirring every 20 seconds or until melted and smooth. Pour the melted chocolate onto the prepared pan and spread out, then tap it on the counter to settle the chocolate. Immediately sprinkle the peanuts and bacon evenly over the chocolate. Allow this to fully harden, about 15 to 20 minutes. Meanwhile, place the caramels in a medium microwave bowl. Microwave on high for 1 to 2 minutes stirring every 20 seconds or until melted and smooth. Drizzle this caramel over the bark, and then sprinkle lightly with the sea salt. Allow to cool and harden. Then break into pieces. ~ Lori s Holiday Recipe Do you have a great family recipe that you would like to share with the SDS community? Submit your recipe to Jackie Cunningham at jackiec@schooloffice.com. Please make sure to give her your name and school district along with the recipe. You might just see it in a future SDSNews Bits edition.

In addition to this override, you would like to compute a flat tax rate because it is a small amount to be paid and would not compute using the tax table setup.

4 P a g e 4 FINANCE NEWSLETTER Payroll: Compute Payroll Special Options Perhaps you are doing a special payroll in addition to the normal pays for the month. For this special payroll you would like to pay all employees by check, even if they have direct deposit setup in their master. In addition to this override, you would like to compute a flat tax rate because it is a small amount to be paid and would not compute using the tax table setup. Both of these options are available to you! Compute Payroll Special Options-On the compute payroll screen there are two options which were set in place for special exception payrolls. 1. Flat Federal Tax Rate 2. Pay ALL employees by check, even if setup for direct deposit. To use either of these options after selecting Compute Payroll on the menu tree select Special Settings then select them before running the compute process. Payroll: Detail Information for Summary Detail Report The Payroll Summary Report lists all of the gross codes and deduction/ benefits codes associated with payroll along with the dollar amounts for each code per pay period. When the report is opened to the screen, select a code to see a detailed employee sub report of the information that relates to the dollar amount for that code. You can opt to print those pages or export them. (see below screen shot that reflects the select of G1) To go back to the main Payroll Summary Report, select the down arrow next to the box at the top that now contains the code selected to view and choose Main Report

5 FINANCE NEWSLETTER Page 5 Purchase Orders: Setting up and Using ing Purchase Orders to Vendors Purchase Orders may be ed to vendors. This procedure will help save time, paper, and postage during the purchase order procedure. These purchase orders can be ed to vendors through use of the vendor s address. Enter Server and Return Address Information 1. From the Menu Tree, select Administrative utilities SDS Web Office Settings Select the Settings tab 2. Enter your Server Name or IP Address. Enter the external full DNS name or external IP address of the SDS Web Office Server. This address will be used for the URL in the that is sent (if. applicable). 3. Enter the SMPT Server. Enter the name or IP address of your SMTP Server. This address will be used by SDS Web Office to send s. Make sure the SDS Web Office Server has permissions to relay through this. 4. Enter the Return Address. Enter a valid address to be put in the From: field in the sent . In most cases, this would be the person s address sending the direct deposit vouchers by (i.e. payroll person). 5. Save the Settings. When you are finished entering these three items, click on the Save button to retain the Information. Enter Information for Person sending Purchase Orders by 1. From the Menu Tree, select Master File and Code Entry Options Master File Data Entry and Changes. 2. From the Entry Options dropdown, select Users 3. From the From the Teacher name list on the left, locate the person who will be sending the Purchase Orders by Select that person by clicking on the employee ID. 5. At the right side of the screen, enter that person s address. 6. Click on the diskette to save the information. Enter Information for Vendors who will receive Purchase Orders by 1. From the Menu Tree, select Master File and Code Entry Options Master File Changes (Horizontal) (for ease of entry). 2. From the Entry Options dropdown, select Vendor (Basic Fields). 3. From the First Field to Edit dropdown, select Vendor Enter the vendor s address into the Vendor field for all vendors who are to receive purchase orders by Select the diskette to SAVE when all vendor s have been added.

6 P a g e 6 FINANCE NEWSLETTER Purchase Orders: Setting up and Using (cont d) Creating the Purchase Orders to send by Purchase Orders sent by are a part of the normal purchase order process. All steps in the purchase order process will be completed as normal until the point of purchase order production. 1. Enter the Purchase Order 2. Authorize the Purchase Order 3. Select Reports menu General Accounting Reports Purchasing 4. Select the Report of Purchase Order Production 5. Preview the Purchase Order Production Report 6. Select the Report Type: Open Purchase Orders or All Purchase Orders. 7. Purchase Orders will display on the Screen 8. Select Export Report to Message Center at the top of the Purchase Order Report View Screen 9. Select whether the format will be PDF or CSV from the drop down menu 10. After reviewing, confirm that the Box is checked to create Purchase Orders by Vendor and click Select Now 11. A message will appear that states: The report has been sent to your message center. Select Ok. Close the Purchase Order Production Report to proceed to your message center. Sending the Purchase Order via the Message Center The Message Center is an center within the SDS Web Finance System wherein purchase orders can be ed to vendors. 1. Select Purchasing Purchase Order (Message Center). 2. From the To dropdown, select the purchase order date that you wish to Select the vendor(s) that you wish to a purchase order from the list at the left side of the screen. To select a single vendor, highlight the vendor and select the single arrow key (>) to move that vendor to the Send Message to: box at the right side of the screen. To select all vendors listed, click the double arrow key (>>) to move all vendors to the Send Message to: box at the right side of the screen. 4. Enter a subject and a message for the Select Send . Each Vendor will receive an with an attachment containing the purchase order. HAPPY HOLIDAYS! We look forward to working with you in the New Year! ~SDS Team

Specialized Data Systems, Inc. Web Financial Office 2017 W2 Processing Instructions Specialized Data Systems, Inc Revised Last: 12/12/17

Specialized Data Systems, Inc. Web Financial Office 2017 W2 Processing Instructions Specialized Data Systems, Inc. 2017 Revised Last: 12/12/17 Table of Contents WELCOME... 3 W2 Processing for 2017 Instructions...