Microsoft GP Year-End Close - What You Need to Know for 2015

What’s New for Year-End 2015
Heidi Jensen & John Szuberla
December 15th, 2015

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About the Presenters
4
Heidi Jensen
Dynamics GP Manager –
• 15 Years of hands on Microsoft GP experience
• Bachelors in Accounting and “real life” accounting as GP User
• 10,000+ (has implemented payroll solutions for 10,000+
employees over the past 6 years!)
• Heidi.Jensen@emtecinc.com
For Additional Support Please Email
information@emtecinc.com | gpsupport@emtecinc.com
John Szuberla
National Microsoft Practice Director –
• 23 Years of experience in accounting, IT and Project Management
• MEA vendor solution Integration Experience (Salesforce, Oracle)
• Leads Strategic Direction with Dynamics CRM, ERP, SharePoint,
BI and .NET development initiatives
• John.Szuberla@emtecinc.com

“Submit A Question” Contest!
•Every Question submitted during this webinar counts!
•2 Winners will be selected
•Winners will be contacted by email, Friday December 18th
•$100 or $50 Gift Card (Merchant selected by recipient)
•Request a Complimentary GP Assessment for an additional entry
–Email information@emtecinc.com before end of day today to qualify as an
additional entry
5

Agenda
Supported Versions & Upgrades
Inventory
Receivables Management
Payables Management
Fixed Assets
General Ledger
Payroll- ACA Changes & Requirements
Q/A Session
Additional Resources
6

Supported Versions & Releases
•Microsoft Dynamics GP 10.0 is no longer supported
–Extended support through October 10, 2017
•Microsoft Dynamics GP 2010 is no longer supported
–Extended support through October 13, 2020
•Microsoft Dynamics GP2013 and 2015 are supported
–Mainstream support for GP2013 ends April 10, 2018 and for GP2015 April 14, 2020
•All updates are cumulative
•All prior service packs, hotfixes, compliance, and year end updates are included
in the most recent release
–Ex: If you install year-end update for GP 2013 you will ‘upgrade’ to GP2013R2
•Update must be installed at all servers and workstations that have a Microsoft
Dynamics GP installation otherwise a version error will occur
8

Pre-Install & Upgrade Tips
•Backup the DYNAMICS database and all company databases
•Export all modified reports and forms to package files (Microsoft Dynamics GP |
Tools | Customize | Customization Maintenance)
•Backup the modified reports and forms .DIC files
(Refer to the Dynamics.set file for the path to the modified .DIC files)
•Configure a test environment to test the upgrade prior to installing in the live
environment
–HIGHLY recommended to update in a test environment first!
9

Install & Upgrade Tips
•User running the update must have local admin rights
•Two components to the first update installation:
– Update application install
– Upgrade DYNAMICS and all company databases in Microsoft Dynamics GP
Utilities
•Typically the update is installed at the SQL Server first to upgrade the databases
in Microsoft Dynamics GP Utilities
10

•Verify the Microsoft Dynamics GP installation used to upgrade the databases
includes all additional product installations
•If the installation fails, refer to the Windows Installer Log or Windows Event
Viewer for more information. Refer to KB 2545723 for steps to create a Windows
Installer Log
•Search for “Return Value 3” in the Windows Installer Log
•If the installation of the MSP or EXE fails:
1) try installing via the command line
2) Refer to KB 912997 #13 for frequently asked questions about Windows
3) Install MSP files for GP
11

•Enable a Dexsql.log prior to upgrading the databases in Utilities:
–Refer to KB 850996 for steps on how to enable a Dexsql.log.
•If the database upgrade fails:
–Do not restore the databases as all troubleshooting can take place at the point of failure
•If a red X appears next to the company name in the Update Company window:
–The table conversion failed
•Refer to the Support Information Section of the Upgrade Hot Topic for
troubleshooting steps
12

•All modified reports and form dictionaries must be upgraded using the Update
Modified Forms and Reports process at the Additional Tasks window in Microsoft
Dynamics GP Utilities
•If all modified reports and form dictionaries are shared, only upgrade the
dictionaries once
•The MSP file can be pushed out to client workstations using Automatic Client
Update, Group Policy or other mass deployment tools
•The installation and update should only be done by your GP partner or
someone who has experience with installing GP and/or upgrades
13

Post-Install & Upgrade Tips
•Backup the DYNAMICS database and all company databases following the
upgrade
•Export all modified reports and forms to package files following the upgrade
(Microsoft Dynamics GP | Tools | Customize | Customization Maintenance)
•New Column in GP2015 (UPR10100 W2 Published)
•Existing columns updated in GP2013 and GP2015
–PM00204 (TEN99FACAFILER)
–BE010130 (LowestCostPremium)
–BE020230 (LowestCostPremium)
–UPR00905 (LowestCostPremium)
–UPR10110 (LowestCostPremium)
–UPR10100 (PayerKind)
–UPR40100 (PayerKind)
14

Inventory Control Year End
When should the close be done?
•The Inventory module should be closed at the end of your Fiscal year, before
any new transactions that would affect inventory quantities are posted
•The Inventory module should be closed at the end of your Calendar year, before
any new transactions that would affect inventory quantities are posted
•No changes in year-end update
16

What does the year end close process do and/or affect?
•Transfers all summarized current-year Quantity, Cost and Sales amounts to last-
year for the Items for which you have been keeping summarized Sales History
•Updates each Item’s Beginning Quantity from the Quantity on Hand at each site
•Zeros the Quantity Sold field in the Item Quantities Maintenance
(Cards - Inventory – Quantities/Sites) for each Site
•Gives you the option to:
–Remove Discontinued Items,
–Remove Sold Receipts,
–Remove Sold Lot Attributes, and
–Update Item’s Standard Cost
17

What steps should I take to close the year?
•Enter and post all Purchase Order Processing, Invoicing/Sales Order
Processing, and Inventory transactions for the current year
•Follow the rest of the steps outlined in
KB872713: “Inventory year-end closing procedures in Inventory Control in
Microsoft Dynamics GP”
–Routines | Year-End Close
18

What are some of the key points to remember?
•Make restorable backups when recommended in KB872713
•If you are using Sales Order Processing and/or Purchase Order Processing,
reconcile these modules in addition to the Inventory module prior to closing
•Reconcile Order: SOP, POP, and then Inventory
•If you are using Dynamics GP 2010 or Dynamics GP 10.0 SP2 or later, year-end
may be an opportune time to implement the Historical Inventory Trial Balance
(HITB) report
19

What are some of the related KnowledgeBase articles that can be
referenced?
•KB872713 : “Year-End Closing procedures in Inventory Control in Microsoft
Dynamics GP”
•KB864622: “Information about the order in which the reconcile procedures
should be run in Microsoft Dynamics GP”
•KB855316: “Inventory Accidentally Closed Twice”
•KB872182: “Inventory year end close does not remove discontinued items”
20

Receivables Management- Year End
When should the close be done?
•The Calendar Year end close should be done at the end of the calendar year
prior to posting any transactions in the next calendar year
–The Calendar Year end close clears the Calendar Year-to-Date Finance Charges and moves them to
the Last Year Calendar field in Customer Finance Charge Summary
•The Fiscal Year end close should be done at the end of the fiscal year prior to
posting any transactions in the next fiscal year
–The Fiscal Year end close transfers all amounts other than the Calendar YTD Finance Charge amount
to the Last Year column in Customer Summary using the Amounts Since Last Closed View
•No changes in year-end update
22

Receivables Management Year End
•Post all transactions for the current year
•Follow the rest of the steps outlined in
KB857444: “Year-end closing procedures for Receivables Management in
–Routines | Year-End Close
23

What are some of the key points to remember?
•Make restorable backups when recommended in KB857444
•Receivables Management is not completely date sensitive
•As there are some date sensitive features the best option to close the year on
time
•If you have never done this it may be a good time to start. It is NOT required to
run the year-end close
– It is recommended so your Smartlists appear correctly
–Emtec can build customer Smartlists to pull the “right” values if needed
24

referenced?
•KB857444 : “Year-end closing procedures for Receivables Management in
•KB851140 : “Information about performing the year-end closing procedure in
Receivables Management in Microsoft Dynamics GP after December 31”
•KB856865: “Removing outdated statement runs from the Reprint Statements
Window”
25

Payables Management Year End
What does the Year End Close Process do?
•The Calendar Year End Close process transfers the 1099 Amounts from the
Year to Date column to the Last Year column in the Amounts Since Last
Close view in the Vendor Yearly Summary window
•The Fiscal Year End Close Process transfers all other amounts from the Year to
Date column to the Last Year column in the Amounts Since Last
Close view
*If the amounts are incorrect in the Amount Since Last Close View contact support for
scripts that can be ran to correct the amounts.
27

•Post all transactions for the current year
•Make sure transactions for the new year are saved, not posted
•Make a backup
•Follow the steps in KB875169: “Year-end closing procedures for the Payables
Management module in Microsoft Dynamics GP”
–Routines | Year-end Close
28

Are there any changes I should know about with the Payables Year
End Close?
–1099 INT, 1099-DIV, 1099-MISC and 1096 Summary forms all have changes. If
you print any of these forms you will need to install the 2015 year-end update
–1099 Details window has 2 changes:
• State/Payer ID number has been increased to 20 characters to accommodate states
with longer numbers (Wisconsin)
• The FATCA (Foreign Account Tax Compliance Act) filing requirement checkbox was
added (this is the new column added in the PM00204 table)
–The FATCA filing requirement was added to the 1099-DIV form
–The 1099-INT added Box 12 and 13 and other boxes were resized
–The 1099-MISC Account Number box was shortened
29

What are some important points to remember?
–GP2013 new features
•Separate 1099 Address ID field on vendor card
•Additional Box Numbers added for each Tax Type
•Additional fields on the 1099 Details window
•New functionality to edit 1099 information
–Edit 1099 Transaction Information (per trx)
–Update 1099 Information Utility not has options for “Not a 1099 Vendor”
tax type (per vendor)
•Can print 1096 form
•New features video: Payables Management
https://mbs.microsoft.com/customersource/documentation/userguides/MD
GP2013_TechnicalReadiness
30

•Follow the steps as outlined in KB875169
•Payables Management is not fully date sensitive, so it is still recommended that
you process your year end closing routines at the actual year end
•1099 Information will not auto-populate if the transactions were not processed
as 1099 transactions at the time of the posting
–Use KB918536 to correct this (GP2010 and prior)
–Use 1099 Details window to edit 1099 amounts individually
(Cards | Purchasing | 1099 Details) in GP2013/2015
31

Fixed Assets Year End Close
When should the Year End Close be done?
•The Fixed Assets Year End Close should be run
after you close Payables Management, but before you close the General Ledger
•You can close each book separately, but you must close all books before you
can do any processing in Fixed Assets for the new year
•ALL books must be closed before you can run depreciation for the new year
33

Are there any changes I should know about related to the Year End
Update for Fixed Assets?
•Luxury Auto Maximum Depreciation Deduction Amounts
•The maximum depreciation deduction amounts allowed for luxury vehicles
has been updated for assets placed in service in calendar year 2015 to
comply with IRS Guidelines: http://www.irs.gov/irb/2014-11_IRB/ar09.html
•Historical Reporting Capability in GP2013 (year-end reports)
•Dynamics GP2015 has Fixed Assets Year-end Report
34

What does the Year End Close process do?
•In the Asset General Information Window (Cards | Fixed Assets |
General):
–The YTD Maintenance amount is cleared from the Expand last Maintenance
Date Window
–The Quantity is copied to the Begin Quantity field in the Expand Quantity
Window
•In the Asset Book Window (Cards | Fixed Assets | Book):
–The YTD Depreciation Amount is cleared
–Cost Basis is copied to Begin Year Cost field
–Life to Date Depreciation is copied to Begin Reserve field
–Salvage Value is copied to Begin Salvage field
•The Current Fiscal Year is increased for each closed book
35

•You must depreciate all assets through the last day of the current FA year before
you close the year
•Print all the reports that you will need for the year you are closing
•Make a backup
•Follow the steps in KB865653: “The year-end closing procedures for the Fixed
Asset Management module in Microsoft Dynamics GP”
–Routines | Year-end Close
36

General Ledger – Year End Close
When should the Year End Close be done?
•The General Ledger Year End Close should be done after you have completed
your Year End closings for all other modules
•Those other modules should be closed in the following order:
•Inventory
•Receivables
•Payables
•Fixed Assets
•No changes in the Year End Update
38

General Ledger – Year End Close Process
•The year end close process closes all Profit and Loss accounts out to
Retained Earnings, leaving the P&L accounts with a zero balance at the
beginning of the new year (*new option in 2013 to maintain inactive accounts or
budget amounts)
•All Balance Sheet accounts are updated with the beginning balance in the new
year which will be the same as the ending balance from the year you are closing
•The Retained earnings account(s) are updated with the amount from all P&L
accounts if you close to one Retained Earnings account, or with the amount from
the P&L accounts in that division if you close to divisional Retained Earnings
–If you use Analytical Accounting the module is automatically closed along with GL
39

General Ledger Year End Close
•The Retained Earnings accounts are the only Balance Sheet accounts that
should have a different beginning balance than the ending balance from the year
that you are closing
•The year end close routine moves all open year transactions from the GL20000
table to the GL30000 table
•Balance brought forward journal entries are created in the GL20000
•The Fiscal Period tables are updated to mark the year that you are closing as
historical
40

Are there any new features I should be aware of?
•What’s new in GP2013/2015?
–Include inactive GL accounts with $0 balance (or just those not used in budget)
–Year end closing Progress bar – DO NOT CTRL+ALT+DEL
–Mark unit accounts as balance sheet or P&L type
–Reverse historical year (GP2013R2)
–Clear Unit accounts Balance during year-end close option
41

•Follow the steps in KB888003: “Year-end closing procedures for General
Ledger in Microsoft Dynamics GP”
–Routines | Year-end close
•FAQ section covers most common YEC Issues
42

What are some important points to remember?
•Remember to make restorable backups as needed and follow ALL the steps in
KB888003
•Make sure that you have enough free space on the server to allow for the
GL20000 table to double in size
•Perform the Year End Close at the server
•Have all other users out of Dynamics GP when you perform the year end close
•The year end close routine does appear to hang at 50%, but it is still processing,
so let it run
•Do not click the Close button twice
•DO NOT USE Reverse Historical Year to reverse failed year-end close
•Print the YEC report (it cannot be reprinted)
43

BE PATIENT!!!!
“Patience is the companion of wisdom” – Saint Augustine
44

referenced?
•KB871679: “How to set up an adjusting period”
•KB850615: “How to use divisional retained earnings accounts”
•KB864913: “Changing the posting type on an account after you close the year”
•KB850741: “Retained Earnings account not found”
•KB857582: “Query to clear beginning balances for unit accounts”
•KB856550: “General Ledger year end close still in process and batches cannot
be posted”
45

Payroll- ACA Changes &
Requirements

What’s New – U.S. Payroll Year End
What are some changes I should be aware of?
•No W-2 Form changes
•Added “Kind of Payer” W3 option (Print W2 window)
•EFW2 Changes (W-2 Electronic Filing)
–Submitter (Attn/Suite/Room #) field no longer required
–Use Accuwage for Electronic File Verification prior to submitting
•Product Quality Fixes around Payroll Year-End
•Recommend: Install for payroll customers and REQUIRED FOR THOSE
TRACKING ACA in GP!
47

U.S. Payroll Year End
What does the Year End Close do?
•The Payroll year-end close process creates the “Year End Wage file” with
annual wage information
•This information is used to produce W2s, W3s, 1099s, EFTW2s, 1095Cs
and 1094Cs for the year being closed
48

U.S. Payroll Round 1 Tax Update
Calendar 2016 Round 1 Tax (rates) Update
•Not available for GP2010
•Target date to be released is week of December 21, 2015
•FICA Social Security tax limit $118,500
•State tax changes – Arkansas, California, Kentucky
•Round 2 should be available mid-January
–Maine (will be a code change)
*Remember this is not “code” and only needs to be
downloaded and installed on one computer
*Do not install until after Year End Wage file is generated and
all payrolls for 2015 have been processed!
49

U.S. Payroll Year-end Close
•Complete all pay runs for 2015
•Complete all period-end procedures
•Make a backup
•Install Year-end update
•Create Year-end file
•Print W2s, etc
•Close the payroll module
–Routines | Year-end close
•Install tax rate updates for 2016
50

U.S. Payroll Year-end Close
What are some key points to remember?
•Complete all pay runs for 2015 and create year-end wage file
•GP2010 is NOT SUPPORTED. If you do not upgrade you will need to
manually update your tax rate tables
•Do not install the 2016 tax table rates until all pay runs for 2015 are done
•MAKE A BACKUP
•Follow KB Article 850663 for detailed instructions on each step
•GP2015 Self Service users can log in and print their own W2!!!
51

U.S. Payroll & Affordable Care Act
Affordable Care Act (ACA)
•If you are using GP for ACA, installing the year-end update is
MANDATORY
•Included in Microsoft Dynamics GP 2013 and higher
–No tracking available for Microsoft Dynamics GP 2010!!
•Need to use Human Resources Management to track ACA
•The update now tracks lowest cost premium and date of change of the
premium, just like the ACA codes
•The 1094-C and 1095-C forms print the lines on the form (you do not need
to buy them, but you do still need the W2 and 1099
•Electronic filing still not available for ACA
52

U.S. Payroll & Affordable Care Act
•Click HERE for a VIEW Terry Heley created of the ACA tables that you can
run in SmartList Designer.
•Click HERE for the latest ACA documentation for the 2015 year and all
changes in the update in detail.
•Click HERE for a 2014 year end document that covers reconcile Payroll
information to Human Resource to start to set up Benefits in Human
Resource as ACA required Human Resource.
•Click HERE to view the 1095-C form with my sample data of multiple
dependents and instructional page.
•Click HERE for the IRS instructions.
•Click HERE for an ACA overview VIDEO with all year end changes
included!!!!
53

Documents, Numbers and Sites
•Downloads >> Tax Updates
•U.S. Year End Update.pdf
•W-2 Wage and Tax Statement Data Source.pdf
•Tax Forms – 800-432-1281 www.microsoftbusinesschecks.com
•IRS Forms and Publications http://www.irs.gov/formspubs/index.html
•Accuwage for Electronic File Verification
http://www.ssa.gov/employer/accuwage/index.html
54

Recap – Supported Versions
•Supported Versions
–Microsoft Dynamics GP 2013
–Microsoft Dynamics GP 2015
• Updates are all-inclusive
–Microsoft Dynamics GP 2010 IS NOT SUPPORTED!
• Mainstream support ended in October
• Extended support is available through 2020
55

Release Dates
•Release Dates
–2015 Year End Update – GP 2013/GP2015 – now available!
–2016 Tax Update (Round 1) – Target of December 19th, 2015
• California and Kentucky, perhaps Arkansas
–2016 Tax Update (Round 2) – Mid January 2016
• Maine will have code changes
56

ACA Third Parties
•Do I have other options for ACA?
Yes, there are other options for tracking ACA. Microsoft recognizes that there are
several third party software vendors that specialize in payroll and reporting.
– Greenshades
– Integrity Data
– Sypnio
– Aim Technologies
– If you have ACA-specific questions, please contact the IRS.
57

Q&A
QUESTIONS?
59

Emtec Support Contacts
• Current Emtec GP Clients Only / Microsoft GP Support – GPSupport@emtecinc.com
–Feel free to send any questions comments to this email and they will be addressed!
• General GP Support Questions: information@emtecinc.com
• Sales Support/ Free Assessment Consult: Edith Burrell – Edith.Burrell@emtecinc.com
• Microsoft Partnership Support: John Szuberla / John.Szuberla@emtecinc.com
• Microsoft GP Support: Heidi Jensen / Heidi.Jensen@emtecinc.com
• Marketing: Elizabeth Beutjer-Feldman / Elizabeth.Feldman@emtecinc.com
–Guest Blog Requests, Collateral Requests
61

Additional Resources – Year End update
•2015 Year End Update for Microsoft Dynamics GP 2015:
https://mbs.microsoft.com/customersource/northamerica/GP/downloads/tax-
regulatory-updates/usgpye2015
•2015 Year End Update for Microsoft Dynamics GP 2013:
https://mbs.microsoft.com/customersource/northamerica/GP/downloads/tax-
regulatory-updates/usgpye2013
62

Additional Resources – Payroll Tax updates
•U.S. Payroll Tax Update for Microsoft Dynamics GP 2015:
https://mbs.microsoft.com/customersource/northamerica/GP/downloads/t
ax-regulatory-updates/TUGP2015
•U.S. Payroll Tax Update for Microsoft Dynamics GP 2013:
https://mbs.microsoft.com/customersource/northamerica/GP/downloads/t
ax-regulatory-updates/TUGP2013
63

Additional Resources – New Features
•Microsoft Dynamics GP 2015 New Features
https://community.dynamics.com/gp/b/dynamicsgp/archive/2015/05/25/draft-
microsoft-dynamics-gp-2015-r2-new-features-blog-series-schedule
•Microsoft Dynamics GP 2013 R2: New Features
https://community.dynamics.com/gp/b/dynamicsgp/archive/2014/04/22/
microsoft-dynamics-gp-2013-r2-new-feature-blog-series-schedule.aspx
•Microsoft Dynamics GP 2013 SP2: New Features
microsoft-dynamics-gp-2013-service-pack-2-new-feature-blog-series-
schedule.aspx
64

Additional Check List Resources – Year End
•2015 Year-End Close Blog series:
dynamicsgpye2015
•‘Standard’ Year-End Close procedures: (Checklists/KB articles)
https://mbs.microsoft.com/Files/customer/GP/Downloads/TaxUpdates/
Standard%20Year-End%20Close%20Webinar.pptx
65

Additional Resources – Year End
KB Articles
•Payroll - KB 850663
•General Ledger - KB 888003
•Analytical Accounting - KB 960356 and KB 2910626
•Fixed Assets - KB 865653
•Payables Management - KB 875169
•Receivables Management – KB 857444
•Inventory – KB 872713
•BP/HRMSSS - KB 978268 (pay schedule dates)
66

Additional Resources – Support
•Dynamics 50 Shades of GP Blog:
http://www.emtecinc.com/blog/erp-blog/2014/11/21/50-shades-of-
microsoft-gp-and-greenshades/
•Dynamics How to Bake the Best Microsoft GP Year-End Hot Dish:
http://explore.emtecinc.com/blog/how-to-bake-the-best-gp-year-end-hot-
dish
•Dynamics GP Support Blog:
https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/def
ault.aspx
•Microsoft Dynamics Community - Ask your peers:
https://community.dynamics.com/default.aspx
•Microsoft Dynamics Support – Log a Support Request:
https://mbs2.microsoft.com/Support/newstart.aspx
67

Case Creation – GP Support Case Routing
•Microsoft Dynamics GP Support Case Routing
Assistance with the install of the MSP or EXE
1. Support Topic Selection: System and Security Setup, Installation,
Upgrade and Migrations
2. Sub-topic Selection: System Installation
Assistance with the database or report/form upgrade in Microsoft
Dynamics GP Utilities
1. Support Topic Selection: System and Security Setup, Installation,
Upgrade and Migrations
2. Sub-topic Selection: System Upgrade
68

Case Creation – Assistance
Assistance with installing the tax table update in Microsoft Dynamics GP
1. Support Topic Selection: Payroll
2. Sub-topic Selection: Payroll Tax Update
Assistance with Payroll-specific issues related to the Year End release
and procedures
1. Support Topic Selection: Payroll
2. Sub-topic Selection: Year End Procedures
69

Case Creation
• INVENTORY
– Distribution – Inventory; Inventory – Other
• RECEIVABLES
– Financial – Receivables Management; Year End Procedures
• PAYABLES
– Financial – Payables Management; Year End Close
• FIXED ASSETS
– Financial – Fixed Assets; Year End Procedures
• ANALYTICAL ACCOUNTING
– Financial – Analytical Accounting; Other
• GENERAL LEDGER
– Financial – General Ledger; Year End Closing
70

THANK YOU FOR YOUR TIME
Please visit us online at www.emtecinc.com
THANK YOU FOR YOUR TIME
Please visit us online at www.emtecinc.com

Microsoft GP Year-End Close - What You Need to Know for 2015

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