Sage 100

Client forgot to close payroll period 1... and continued on with Payroll for over 500 employees into period 2. Client went to run payroll 941 last night and discovered that the total payroll for period 2 is the same as payroll year to date which obviously can't be the case. In looking at the activity log, there is no reference to Closing Payroll period 1. Is there a reasonable fix for this problem? What would happen if we closed Period 1 now?

Were they allowed to update? Usually they get a warming and physical stop. At this point assuming everything is posted I believe restoring from a backup is their only option.

They have not updated or closed Period Q2 yet and there is no backup from March 31, 2011 - Q1. I guess I am looking for a way to get the exact figures for Q1 and subtract them from the Year to date totals to give me my Q2 figures. Does anyone know what will happen to Q2 if I close Q1 now?

Yeah, I don't get how they could be at that point unless someone manually went into PR Setup Options and changed the quarter to 2. Payroll is only one open quarter at a time, so closing now will close it as of right now and they'd be back on track for Qtr 3, but they'll have to do their quarterly reports manually.

They could run reports from the Perpetual History, if they have it. Or just pull out their first quarter reports (I'm assuming they had a 941, etc) for that quarter and subtract that from what they have now.

Somebody new at the helm? FUTA shouldn't be difficult, SUTA will require a little Excel action as you probably report a wage list by employee and the 941 just subtract the prior periods #'s. Schedule B might be a challenge.

Actually the Owner does the Payroll. Client has 93 pay rates, providing incentives to entice people to show up for work. MAS does not handle this so we have a custom program that calculates all the pay rates and then import the data into MAS to print checks and reports. Could that be the reason they were able to continue with Q2 without closing Q1?

If you have the figures, can you close period and then vi QTD numbers to generate reports and then close Q2?

I have to agree with everyone. Regarding the updating. The system screams if you try to post a check with a date outside the current quarter. My guess is something happened with first quarter the closing. I bet someone manually changed the quarter in the setup options instead on the period end. I would use PRZDRR to manually fix the 941 using the perpetual history report to get the totals. The state quarterly reports are a little more difficult. What state are they in? Do the have a state quarterly report to file too? Mag media? I think the VI suggestion was the best one. I would definitely make a copy of the live company and then close the quarter of the live company to move forward. That will give you some time to fix the reports. Let me know if you need assistance with fixing the data.

Ditto on Jim's comments. Here is the likely scenario. Owner ran first payroll in April, MAS screamed and would let the update proceed. Owner got distracted so he/she just opened the PR setup options, flipped the quarter to 2 and updated the PR in April. Could luck in getting a confession. Maybe the PR audit file will shine the light but I think this only works in company maintenance. Personally, I wouldn't bother with fixing the MAS files. The only buckets are QTD and YTD. The YTD are fine and as soon as you close 2nd quarter, so wil the QTD buckets. You have to manually calculate the numbers anyway for the 941 so just download a PDF from the IRS and enter the numbers on that form. The big unknown is the SUTA wages by employee. For these amounts, I would do a query in the PR perpetual history (hopefully, this is turned on). Then use an Excel Pivot table to summarize by employee by quarter. Actually, this is where a good backup from the 1st quarter would be VERY handy.

The PRZDRR program is a ""old"" utility to fix the numbers on the 941 report. You run it from the file/run menu in MAS Much easier then manually doing the 941.

Hi Jim, we use your Ohio mag med enhancement

I believe that uses the PR3 so you need fix that via Vi and it should work fine. I think a crystal report using the the check history or perpetual history could be created to feed the vi.

Are all earnings subject to SUTA?

Jeff, I agree SUTA wages may be the most difficult part but once you start looking at the data you should be able to adjust it

Thank you all so much for jumping in on this on a Saturday and Holiday weekend and providing your expert advice. I can't tell you how appreciative I am. We are making a copy of the live company, running the Perpetual History Report to get Q1 and Q2 figures, exporting the data out, close Q2, clean up the data and import and finally use PRZDRR to fix the 941.

It's Saturday?