Peachtree Purge Data Instructions Versions 2002, 3 & 4

Transcription

1 Peachtree Purge Data Instructions Versions 2002, 3 & 4 NOTE - Purging data eliminates information from your current file, and thus is a big deal. However, if you keep your year-end backups each year (which you are required to do just prior to the beginning of the purge), you will always have access to your prior years data. Select Tasks, System, Purge Old Transactions. Click on Backup, backup to the Peachtree backup folder on the hard drive. Click Continue, select No to print reports. Follow the next several pages through by clicking next: If you are using quotes, etc, input date to purge through, uncheck if you do not wish to purge quotes. Next two windows are time and expense tickets, check and input date if you wish to purge. Next screen is purge old transactions through a certain date. If you want to purge transactions, put a checkmark in the box and input a date to purge through and same for purge audit trails. Next screen asks if you use the account reconciliation for your bank reconciliation, click yes if you do. Next screen asks for accounts that you reconcile (only if you clicked yes to previous screen), put a check mark next to the account or accounts that you use for the account reconciliation (cash in bank). Next screen gives you the date of the oldest outstanding check. If this date is after the purge date, click next to go on to next screen. If the date is prior to the purge date, cancel, void old outstanding checks in current month and restart purge. Click no on reimbursable expense screen unless you use reimbursable expenses. Next screen is inactives. Put a check by each master file where you wish to remove inactives. Do not mark employees inactive in the current year until this procedure has been done for prior years. Next screen gives you an overview of your selections, review, go back and change, cancel or select finish to purge. This procedure can take quite awhile depending upon amount of transactions to remove, speed of computer, etc. You may want to put on at lunch time or at the end of day and let run all night. *** Screensavers should be disabled before starting this procedure. It is also a good idea to exit or disable any program running in the background, such as Outlook and antivirus software. To determine how old the transactions are that are in Peachtree, click on Tasks, select any of the following: invoices, payments, payroll, receipts. Then click on Open, sort by date, click the down arrow on show on the upper right hand side of the screen, click on all transactions. You will see the transactions with dates.

2 Peachtree Purge Data Instructions Versions 2005 thru 2013 (Sage 50) NOTE - Purging data eliminates information from your current file, and thus is a big deal. However, if you keep your year-end backups each year (which you are required to do just prior to the beginning of the purge), you will always have access to your prior years data. Select Tasks, System, Purge Old Transactions or Purge Wizard. Click Next, if ending dates are correct. Backup your file. Click Next. This brings up Old Transactions. Insert the date you want transactions purged through (normally a year or two prior to the open two years), and check the boxes for types of transactions to be removed. Click Next. If you use Accounts Reconciliation, click Yes, and put a check in the box for the bank accounts that you reconcile. Click Next. Click the types of inactive records you also want to remove. Click Next. Summary of Options - Review for accuracy. When ready, click Begin purge. (Click Cancel, if you want to start over.) This procedure can take quite awhile depending upon amount of transactions to remove, speed of computer, etc. You may want to put on at lunch time or at the end of day and let it run all night. *** Screensavers should be disabled before starting this procedure. It is also a good idea to exit or disable any program running in the background, such as Outlook and antivirus software. To determine how old the transactions are that are in Peachtree, click on Tasks, select any of the following: invoices, payments, payroll, receipts. Then click on Open, sort by date, click the down arrow on show on the upper right hand side of the screen, click on all transactions. You will see the transactions with dates. (For the 2007 through 2013 versions, you will have List instead of Open. If so, select All Transactions in the date range, then click on the column header Date to put in that order). IN PEACHTREE 2009 through 2013!!! The newest versions of Peachtree allow users to compare budgets and financial results across multiple years (even closed years) within your General Ledger reports and Financial Statements.

3 Peachtree Close Year Procedures All Versions (including Sage 50) Select Tasks, System, Year-end Wizard. Verify that the dates for open years are correct - fiscal and payroll. Click Next. Close options / Years to Close - Select fiscal year, payroll tax year, or both, depending upon which application you need at the time. Click Next. Click Next if the Unprinted Items screen appears. Uncheck all reports (Check None) on the print reports. Click Next. Internal Accounting Review screen (only on newer versions) - This is an interesting tool, and if you would like to run it, do so now. If not interested, click Next. Backup Your File! After backup complete, click Next. Note: In more-recent Premium Editions, you will see a screen for Archive Company. If you do, check the box. New Open Fiscal Years screen - Be sure Next Fiscal Year is selected and the dates appear correct. Click Next. Next screen is confirming the year end close. Make certain you have the current and previous years open. Click Next. If you do not have the correct year or years showing on the screen, click Cancel and determine the problem before completing the close. To begin the closing, click Begin Close. If an error occurs or if you close the books before you were ready, never fear! You backed up your old files and can restore them and begin again. This procedure may take some time depending upon the amount of transactions, speed of computer, etc. You may want to put on at lunch time or before leaving at night. *** Screensavers should be disabled before starting this procedure. It is also a good idea to exit or disable any program running in the background, such as Outlook and antivirus software. If you have an older version and the year-end close steps vary, feel free to call MCK for assistance.

4 To: Peachtree Users From: Steve Grohne, Partner - May, Cocagne & King, P.C. RE: Peachtree Tax Table Updates/Year End Procedures IMPORTANT These instructions are for those who elect to enter their tax table changes manually and choose not to subscribe to Peachtree s annual payroll service. Personally, we would suggest you consider subscribing, as your program will be accurate and will be updated throughout the year should any changes in rates or laws take place version users: If you do not subscribe to the service, you are unable to run W-2s and utilize some really great payroll tax forms they have added (no more copying numbers over to pre-prints!). So again, I suggest you consider it if you haven t already. If you are using Sage 50 (Peachtree 2013) you MUST purchase the tax tables, they CANNOT be manually updated Tax Table Update: This needs to be done before you can calculate the first payroll for If you ordered and received the tax table update directly from Peachtree, you may skip most of these steps. However, you will still need to do steps 11 through 13. If you plan to update the tax tables manually, then complete all of the following steps: 1. Click on File, select Payroll Tax Tables/Formulas, Peachtree- Maintained (or Edit Global) or User-Maintained (or Edit Company). What you select depends on which version of Peachtree you own. For example, Versions use the wording Peachtree- Maintained and User-Maintained. 2. Under Tax/Formula ID, click on FICA EE12 (or similar), change the number after EE to 13 or increment number by 1. Change the Tax Name to FICA EE 13. You can do this by highlighting only the 12 and changing to 13 without retyping the entire name. In the Formula box change to the social security limit from to (no commas). Change percentage from 4.2% to 6.2%. Be very careful when highlighting that you only highlight the numbers that you need to change or you will lose everything. Then click on save. 3. Follow the same procedures in Item 2 for the Tax/Formula ID FICA ER12, changing the Tax/Formula ID and Tax Name to 13 and 13 and the formula limit should be , then save.

5 4. Click on the Tax/Formula ID for FIT M12. Change the Tax/Formula ID from 12 to 13; change the Tax Name to FIT 13. In the formula change the 3800 to Then click the icon for Tables and insert the following (should be no change for now, IRS to release updated tax table by February 15 th ): Gross more than Withhold Plus % Click OK, then save. 6. Click on the TAX/Formula ID for FIT S12. Change the Tax/Formula ID from 12 to 13; change the Tax Name to FIT 13. In the formula change to the 3800 to Then click the icon for Tables and insert the following (should be no change for now, IRS to release updated tax table by February 15 th ): Gross more than Withhold Plus % Click OK, then save. 8. Select Tax/Formula ID for FUTA12 (or similar.) Change the 12 to 13; change the Tax Name to FUTA ER 13. (Percent should be.6) Then save. 9. Select Tax/Formula ID ILSIT12. Change the 12 to 13 in Tax/Formula ID and Tax Name from 12 to 13. Then save. 10. Select Tax/Formula ID MEDICAR12. Change the 12 to 13 in Tax/Formula ID and Tax Name from 12 to 13. Change formula to the following (change in formula is due to IRS legislation, employees whose wages exceed $200,000 must pay an additional Medicare tax):

6 PERCENT=1.45; PERCENT2=IF(IS_EMPLOYEE_FIELD,.9,0);"Additional Medicare %" TAXABLE_GROSS=ADJUSTED_GROSS; G = IF (YTD(ADJUSTED_GROSS)>200000, IF((YTD(ADJUSTED_GROSS)- ADJUSTED_GROSS)>200000,ADJUSTED_GROSS, YTD(ADJUSTED_GROSS) ), 0);"Taxable amount for Additional" TAXABLE_GROSS2= IF(IS_EMPLOYEE_FIELD, G,0); TAX_AMT1= -TAXABLE_GROSS * PERCENT%; "Medicare amount" TAX_AMT2=IF(IS_EMPLOYEE_FIELD,- TAXABLE_GROSS2*PERCENT2%,0); "Additional Medicare amount" ANSWER = TAX_AMT1+TAX_AMT2 Then save. 11. If you are in Peachtree-Maintained (or Global) tax tables, select Close, then click on File, Payroll Tax Tables, User-Maintained (or Edit Company). If you are already in User-Maintained (or Edit Company), then skip this step. 12. Select Tax/Formula ID ILSUI12. Change the 12 to 13 in Tax/Formula ID and Tax Name from 12 to 13.) In the formula section, change Percent to the 2013 state unemployment rate for your company (you should have received this from the Illinois Dept of Employment Security.) Also change the in the formula to If you have other deductions in your User-Maintained (or Edit Company) Tax Tables, such as 401K, SIRA, Union Dues, Vacation, Holiday, etc, you will need to add new tables for them also. Just change the 12 to 13 in the Tax/Formula ID and Tax Name from 12 to 13, then click on save. The 401K limit for 2013 is The SIRA limit for 2013 is If you have questions or problems with any of the above, please call our office. If you prefer us to walk you through this by phone or come out and make the changes, please call us. Steve Grohne, Lois Tanner, Sherry Wittig and others are available to assist you.