CWU Manual - Drake Support

CWU Manual - Drake Support

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2014 Client Write-Up

Copyright

The 2014 Drake Client Write-Up Manual, Drake Client Write-Up, Drake Tax Software, and any other related materials are copyrighted material. All rights are reserved by Drake Enterprises, LTD., including all ownership rights. This document, associated software, and related material are the property of Drake Enterprises, LTD.

Drake Enterprises, LTD, hereby authorizes you to download, display, print, and reproduce the material in this document in an unaltered form only for your personal, noncommercial use or for non-commercial use within your organization. Copyright, trademark, and other proprietary notices may not be removed.

© 2014 Drake Enterprises, LTD. All rights reserved.

While every attempt has been made to produce an accurate and complete manual, there is no warranty, expressed or implied, to that effect. Drake Enterprises, LTD. assumes no liability for damages or claims resulting from the use of the information contained herein.

TRADEMARKS

The Drake Software Logo, Drake Tax and Client Write-Up are registered trademarks of Drake Enterprises, LTD.

Other product names mentioned in this manual may be trademarks of registered trademarks of their respective companies.

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Table of Contents

Introduction ................................................................................................ 1

Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Activate Client Write-Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Setup Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

System Date Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

CWU Manual Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Navigation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Global Setup............................................................................................. 13

Firm Info/Global Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Security Set Up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Direct Deposit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

94X Preparer Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

MICR Check Set Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

MICR Calibration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Preprinted Check Alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Forms Alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Portals Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Client Setup .............................................................................................. 29

Setting Up a New Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Editing Client Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Chart of Accounts (COA) Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

MICR Bank Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Check Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Reporting Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Employee Payroll ..................................................................................... 59

Setting Up Employee Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Employee Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Change Employee Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Payroll Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Live Employee Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

ATF Employee Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Printing Employee Pay Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Reprinting Employee Pay Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Check Alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Transmitting Employee Direct Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Calculating 94X Series Tax Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

Producing 94X Series Tax Returns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

W-2 Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

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W-2c/W-3c Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Portals - Processing Employee Payroll. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

Contractor Payroll.................................................................................. 123

Setting Up Contractor Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123

Contractor Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Change Contractor Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Processing Contractor Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

Live Contractor Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

ATF Contractor Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

Printing Contractor Pay Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

Reprinting Contractor Pay Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Check Alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

Transmitting Contractor Direct Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

1099/1096/1098 Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Portals - Processing Contractor Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Bookkeeping .......................................................................................... 151

Adding Accounts to a Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Entering Journal Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

Journal Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

Editing Stored Descriptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Bank Reconciliation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

Posting Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Year End Close . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Special Considerations for Fiscal Year Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

On the Fly Forms ................................................................................... 171

Update Prior Year On the Fly. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

W-2 On the Fly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

1099s and 1098s On the Fly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175

94X Series Tax Returns On the Fly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Electronic Filing ..................................................................................... 183

Forms 941, 940, 944, & 941SS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Uploading W-2s and W-3s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186

Uploading 1099s, 1096s, and 1098s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

Filing a 1099 Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

Accounts Payable .................................................................................. 197

Vendor Check Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

Vendor Bookkeeping Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198

Vendor Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198

Entering Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Searching for Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204

Editing Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206

Scheduling Live Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207

Recording ATF Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210

Printing Vendor Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211

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Reprinting Vendor Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Voiding Vendor Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215

Editing ATF Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

Check Writer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Viewing 1099 Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

Generating 1099 Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

Payables Check Alignment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

Accounts Receivable............................................................................. 231

Entering Receivables Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231

Entering Sales Tax Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234

GL Account Setup for Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

Invoice Item Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237

Customer Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239

Entering New Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

Printing an Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

Batch Printing Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

Updating Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

Deleting Invoices and Line Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

Entering Service Charges and Penalties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

Applying Receivables Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

Posting Receivables Transactions Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

Reports ................................................................................................... 255

Running Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255

Report Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256

Display Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256

Understanding Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Report Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258

Report Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

Tools ....................................................................................................... 287

Installing Program Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287

Update Prior Year Clients. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288

File Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

Rebuild Client List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294

Printing Blank Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295

Calculator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295

Adobe Reader Download . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

Where to File Tax Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

Client Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

Printing Mailing Labels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

Spreadsheet Imports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297

Exporting from CWU . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300

Additional Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301

Quick Reference..................................................................................... 311

Pre-Printed Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

MICR Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

v

2014 Client Write-Up

Process Payroll (Live and ATF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

PIN Applications for e-Filing 94X Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312

Print and Upload W-2s and W-3s. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313

Print and Upload 1099s and 1096s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313

Create and Process W-2s and W-3s on the Fly. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313

Process 1099s, 1096s, and 1098s on the Fly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314

End of Year Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314

Appendix..................................................................................................... 1

Appendix A - E-Filing 1099-MISC FAQ. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Appendix B - W-2/W-3 PIN Application FAQ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Appendix C - IRS “FIRE” Website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Appendix D - Drake Document Manager. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Appendix E - Client Write-Up Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Appendix F - InterceptEFT Holidays . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Appendix G - Portals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Appendix H - Home Screen Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Appendix I - Reporting Agent’s List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Appendix J - Preparing to e-file W-2s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Appendix K - Preparing to e-file 1099s . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Appendix L - E-Filing Quick Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Appendix M - Setting Up Hosted CWU. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Glossary.................................................................................................... vii

vi

Features 2014 Client Write-Up

1

Introduction

Drake's Client Write-Up (CWU) provides the capability to prepare and print both live and after-the-fact payroll, W-2/W-3, 1099-MISC/1096, 940, 941, 941SS, 943, 944 and 945 forms. Payroll information is transferred to the journal with the click of a button.

CWU also provides the ability to manage basic client financial records through the use of double-entry bookkeeping. A number of reports are provided including multi-column profit and loss reports, pre-posted reports, comparative or single column balance sheets, and payroll reports.

Templates make the creation of a Chart of Accounts easy, but CWU also allows you to create a custom Chart of Accounts either by editing an existing one or creating one from scratch. You can also export information into Drake Software, reducing data entry time required to prepare your client's tax return.

Use Client Write-Up to enter vendor invoices, print (and reprint) live vendor checks, and enter after-the-fact vendor invoice information for bookkeeping purposes. Use the

Accounts Payable module or “Check Writer” to print vendor checks.

Use the Accounts Receivable module to record and track customer invoices, shipments, payments, and balances.

Portals is a new web-based feature that facilitates your clients editing some of their employee information as well as pay information. Once they create and verify pay information, the accountant processes payroll and automatically posts the final pay information for the client to view and export to Excel.

Features

Client Write-Up 2014 has many features, some have been added to the program this year.

General

Install Client Write-Up as a complete program each year rather than an upgrade to last year’s program. Return to a prior year’s program and run reports, reproduce

Forms W-2 and W-3, 1099 and 1096, and all 94X tax returns. All client setup and

Chart of Accounts information can be brought into the new program from last year’s software. Bring over one client at a time or all at once.

Automatically backup client data at designated times or at the click of a speed button.

CWU supports Windows 7.

1

2

Features 2014 Client Write-Up

Add, edit, and save client notes. Quickly apply a date and time stamp to the note.

Payroll

Live Payroll — Create and print payroll checks for employees and contractors

After-the-Fact Payroll — Enter payroll stub information for bookkeeping purposes for employees and contractors

Payroll Reports — Produce and print

Form 940, 941, 941SS, and 944 — Produce, print, and electronically file

Form 943 and 945 — Produce and print

State Unemployment Reports — Produce and print

W-2/W-3 — Process, print, and electronically file via EFW2

1099-MISC and 1096 — Process, print, and electronically file

Most State Wage and Tax Reports — Adding new ones as requested and approved by the state

Track employer’s contribution to FICA, 401K, and Medicare

Enter state and locality-specific taxes

Pay multiple-pay-rate employees

Track sick and vacation hours earned, used, and remaining

Portals for employee Payroll, a web-based service helping you save time and money. Your client performs some of the clerical functions that can take a great deal of your time. Batch process payroll after your client verifies hours worked information.

Split Direct Deposit of payroll checks for employees and payments to contractors between up to two accounts.

Bookkeeping

Create a customizable Chart of Accounts (COA)

Save up to ten years of Chart of Accounts history

Make prior year adjustments easily with all balances affected by the adjustment updated automatically

Journal transactions

Generate offsetting transactions automatically when entering transactions into the journal

Monthly/Yearly breakdown of basic financial reports

Rename accounts

Enter Start-of-Year beginning balances and month-to-month balances for each account.

Run a start-of-year balance sheet to reflect the year-to-date and run monthly reports for months entered

Create accounts (postable and up to nine sub-levels nested)

Add, edit, or delete transaction descriptions entered and saved during journal entry

2014 Client Write-Up Features

Accounts Payable

Set up an unlimited number of vendors

Enter invoices for future payment or as after-the-fact for bookkeeping purposes

Use extensive invoice sorting and query capabilities

Print and reprint vendor checks with automatic entry in the journal

Print Vendor checks without having to schedule payments using Check Writer

Generate an invoice for the vendor’s check

Print NonVendor checks to payees not set up as Vendors using Check Writer

Write transactions to the journal automatically for vendor and non-vendor checks

Accounts Receivable

Set up invoicing parameters, service charge indicators, payment terms, account aging and status information

Set up sales tax information by state

Add customer demographics, statuses, shipping information, and balances

Identify items “for sale” and set prices

Link transactions to items and debit and credit accounts

Add, change, print, and delete customer invoices

Receive and apply payments to one or multiple invoices

Reports

Print many financial reports to Microsoft Excel

Compare gross and net profit and loss for a selected month of this year and last year

Generate, print, and transmit W-2, W-3, 1099-MISC, 1099-INT, 1099-DIV,

1099-R, 1098-MORT, W-2G, 1099-PATR, 1099-S, 1099-A, 1099-B, 1099-C,

1096, and 94X series tax return information “on the fly”

Close your books only at the end of the year rather than as part of the end-ofmonth process

Run many reports without posting transactions

Contacting Support

Telephone Support

Client Write-Up has its own Support phone number.

Call (828) 349-5547 to speak to a dedicated CWU Support representative.

For Support hours of operation, refer to

“Support Hours” on page 4

3

4

System Requirements 2014 Client Write-Up

E-mail Support

[email protected]

When you e-mail Support, please include:

Your name

Your EFIN

A description of your problem in as much detail as possible

Attach your client file, if necessary.

Fax Support

Contact CWU Support by fax. Dial (828) 349-5718.

When you send a fax to our CWU Support team, please include:

Attention: Client Write-Up Support

Your name

Your EFIN

Telephone number accessible to the CWU computer and the best time for Support to call you back

Your fax number

Description of the problem

Support Hours

December 3rd — April 20th

Monday — Friday 8a.m. to 10p.m. EST

Saturday 8a.m. to 6p.m. EST

April 21st — December 2nd

Monday — Friday 8a.m. to 9p.m. EST

Saturday 9a.m. to 5p.m. EST

System Requirements

Review all system requirements before installing Client Write-Up.

Table 1-1

details the minimum requirements for installing and running CWU. Drake

Software strongly recommends that you upgrade older systems to these minimum requirements.

2014 Client Write-Up Installation

Table 1-1: System Requirements

Windows 2000 and XP

300 MHz processor

512 MB of RAM

VGA monitor capable of 800 x 600 resolution and 256 colors

CD drive

200 MB of hard disk space

Internet Explorer 6.0

Windows Vista and 7

800 MHz processor

512 MB of RAM

Super VGA monitor

CD drive

200 MB of hard disk space

Internet Explorer 6.0

To take maximum advantage of the software’s features, you need:

High-speed Internet access. Internet service is required for immediate updates.

A TWAIN-compliant scanner

An HP-compatible printer (laser printer preferred) is strongly recommended.

Other printers are compatible with Drake Software. Call CWU Support to verify compatibility of your printer.

CWU offers MICR printing. This requires a laser printer with a magnetic ink cartridge.

Installation

Installation procedures for Client Write-Up are virtually identical to those used for

Drake Tax Software. Install to a stand-alone PC or a network.

Stand-Alone Installation

To install Client Write-Up for single computer use, complete the following:

1.

Close all programs.

2.

Insert the Drake Software CD into the CD drive. Use the latest release of the program.

3.

Autorun displays a screen with installation selections. If the screen does not open automatically, from the Start menu, click Start > Run. In the Open field, type

d:\setupcwu.exe (substitute the correct drive letter of your CD drive if not 'd') and click OK. The installation must be done to the root drive (for example C:).

4.

Choose to install Client Write-Up.

5.

When the Client Write-Up installation program begins, click Continue.

5

6

Installation 2014 Client Write-Up

6.

Follow the instructions to complete installation. Install Client Write-Up directly to the C: drive (root drive). A Client Write-Up icon appears on your desktop once the installation is complete.

I

MPORTANT

The Backup path and Data path are Drake-recommended settings. Please do not change these without first consulting Drake

Support.

Network Installation

N

OTE

Drake supports the software on networks that are properly configured.

Drake cannot provide technical support for the network itself. Please consult an IT professional for network setup and support.

To install Client Write-Up for network use, complete the following:

1.

Close all programs.

2.

Install Client Write-Up to the C: drive of the server. The installation to the server follows the same basic steps as the stand alone installation. The program can be installed either directly on the server, or to the server from a workstation. Be sure to select the correct server drive.

3.

Insert the Drake Software CD into the CD drive. Use the latest release of the program.

N

OTE

If you are installing to a network, click Print from the opening installation dialog box to print these instructions.

4.

Autorun displays a screen with installation selections. If the screen doesn’t open automatically, from the Start menu click Start > Run. In the Open field, type

d:\setupcwu.exe (substitute the correct drive letter of your CD drive if not ‘d’) and click OK. The installation must be performed to the root drive (C:).

5.

Choose to install Client Write-Up.

6.

When the Client Write-Up installation program begins, click Continue.

7.

Follow the instructions to complete installation. Install Client Write-Up directly to the C: drive (root drive). A Client Write-Up icon appears on your desktop once the installation is complete.

W

ARNING

Map the workstations to the C: drive of the server where Client

Write-Up was installed. Use the same network drive letter for each workstation. Please consult an IT professional to help map these drives.

Next, from each workstation, run NWClient.

N

OTE

If CWU was installed from a workstation to the server, delete the CWU icon that was created on the workstation’s desktop before completing the next steps.

2014 Client Write-Up Activate Client Write-Up

1.

Go to Start > Run.

2.

In the Open field, type f:\ (substitute your network drive letter for ‘f’) and press

Enter.

3.

Double-click the CWU2014 folder.

4.

Double-click NWClient.

5.

Click OK on the Shortcut Installed Successfully window. The Client Write-Up icon is placed on the desktop. This icon opens CWU from the server.

6.

Repeat all five steps above on each computer workstation that will be running

CWU.

7.

Verify that a Drake CWU shortcut exists on the desktop of each workstation. The caption should say Drake 2014 CWU — 'f' Drive where 'f' is the drive letter mapped in step 2 above.

After installation, the client data path and the backup data path defaults are to the following locations on both the server and workstations:

Data Path:\CWU2014\clients\

Backup Path:\CWU2014\clients\backups\

W

ARNING

Please do not change these paths. If you change the Backup or

Data path, it changes for all computers and could prevent opening a client file.

You can verify these paths by opening Client Write-Up and going to

Firm > Firm Info./Global Settings.

If you have any questions about setting up CWU on a network, please call our support staff at (828) 349-5547.

N

OTES

Rather than using the CD to install Client Write-Up, you can download and install the latest version of the software from Drake’s Support website.

To download the software, log in to Drake’s Support website at http:// www.Support.DrakeSoftware.com

. Once you’ve logged in, from the

Resources Overview page, click the Download Center link. Click on the Client Write-Up 2014 link. You’ll have the option of saving the download to your computer and installing later or installing right from the Download Center.

Activate Client Write-Up

Client Write-Up must be activated for you to have full access to the software. If CWU is not activated, you may operate the software in Demo mode. In Demo mode, you have full use of the program for 90 days with the exception of printing and e-filing

Forms W-2 and 1099.

7

Setup Wizard 2014 Client Write-Up

To activate CWU, complete the following:

1.

Go to File > Activate CWU.

2.

Click Activate Software.

3.

Enter the software serial number.

4.

Click OK.

Setup Wizard

Designed to guide you through the software setup screens, the Setup Wizard appears each time the program is opened until all required setup items are completed. A green check mark indicates that a setup item is complete.

Figure 1-1: Setup Wizard

8

You are not required to use the Setup Wizard. To keep the Wizard from opening at program startup, select Do not show Setup Wizard at program startup. Click

File > Setup Wizard to return to the Setup Wizard at any time. Click Exit to close.

System Date Format

CWU requires that your computer use the MMDDYYYY date format. To set your computer to use this format, locate the version of Windows you are using and follow the instructions listed.

Windows 2000

1.

Click Start, then Settings, then Control Panel.

2.

Double-click Regional Options.

3.

Select the Date tab.

4.

Set the date to the

MM/dd/yyyy

format.

5.

In the Date separator field, select to use a forward slash (“/”) from the drop list.

6.

Click OK.

2014 Client Write-Up CWU Manual Updates

Windows XP

1.

Click Start, and then click Control Panel.

2.

Double-click Regional and Language Options.

3.

From the Regional Options tab, click the Customize button.

4.

On the Customize Regional Options dialog box, select the Date tab.

5.

In the Short date format field, either type

MM/dd/yyyy

or select this format using the drop list.

6.

In the Date separator field, select to use a forward slash (“/”) from the drop list.

7.

Click OK.

Windows Vista

1.

Open the Control Panel.

2.

Click Clock, Language, and Region.

3.

Click Regional and Language Options.

4.

Click the Customize this format button.

5.

Select the Date tab.

6.

In the Short date format field, select the

MM/dd/yyyy

format using the drop list.

7.

Click OK.

Windows 7

1.

Open the Control Panel (All Items view).

2.

Click Clock, Language, and Region.

3.

Click Region and Language.

4.

Select the Formats tab.

5.

In the Short date field, select the

MM/dd/yyyy

format using the drop list.

6.

Click OK.

CWU Manual Updates

Because your Client Write-Up software is continuously being enhanced, the pages in your software manual will occasionally need to be updated.

The Client Write-Up manual is updated every time there is a change to the way the program operates or there is an update to the program’s features. You should check for manual updates at least once a month.

To download the latest version of the manual:

1.

Go to http://www.Support.DrakeSoftware.com

.

2.

Click the Training Tools link on the left side of the page.

3.

Click the Manuals link.

9

Navigation 2014 Client Write-Up

4.

Scroll down to the Client Write-Up Manuals section and click the 2014 Client

Write-Up Manual link. Once the file opens, you can Save or Print the manual.

If you have a printed copy of the Client Write-Up manual, you will periodically need to print and replace (or add) pages as they are updated. These are referred to as

“Addendum Pages.”

To download manual addendum pages:

1.

Go to http://www.Support.DrakeSoftware.com

.

2.

Click the Training Tools link on the left side of the page.

3.

Click the Manuals link.

4.

Scroll down to the Client Write-Up Manuals section and click the Instructions link. This PDF file lists the details of each manual addendum page update. Once the file opens, you can Save or Print the file.

5.

Click the specific addendum page number to view the updated page. Once the file displays, you can Save or Print the page and insert it into your printed manual.

Purchase a printed copy of the Client Write-Up manual by going to http://www.Support.DrakeSoftware.com

, click on Client Write-Up on the left side of the page. Then select the link at the top right of the page that says Click here to order a copy of the CWU 2014 Manual.

N

OTE

We suggest you download the entire manual to your computer’s desktop. Having an electronic copy of the manual on your computer provides you the ability to quickly search for your desired topic. Since the manual is updated frequently, you should download the entire manual to your desktop at least once a month.

Navigation

CWU is a Windows-based program and has standard drop list menu navigation. The following tips will aid in navigating the program.

Press E

SC

to exit any window or dialog box.

N

OTE

Pressing E

SC

to exit a screen does not save the information on that screen. You must click the Save button to save your data.

Press E

NTER

or T

AB

to move to the next field.

Press A

LT

to activate the menu bar, then type the letter that corresponds with the underlined letter in the menu bar. To choose a command from the drop list, type the letter that corresponds with its underlined letter. For example: Press

Alt > f > n

to select File > New Client.

Use the mouse to select menu items and commands. Click the right mouse button for additional selections such as cut, copy, and paste.

Access many of the functions in Client Write-Up with a single mouse click by clicking an icon on the Home window. See

“Appendix H - Home Screen Shortcuts” on page 27

for a description of these shortcuts.

10

2014 Client Write-Up Navigation

Documentation Standards

Use the following key in reading this manual:

Window/dialog box names, tab names, and field names — Window/dialog box names, tab names, and field names appear bold (Account & Payroll Information dialog box, Payroll Info tab, Firm Name field).

Dialog box buttons — Dialog box buttons appear bold (Save).

Keyboard keys to type — Appear in bold. (Press Y for Yes.)

Command paths — Appear bold and separated by an angle bracket “>

(Setup > Display Settings).

“Click” means to press the left mouse button. “Double-click” means to press the left mouse button twice in rapid succession. “Right-click” means to press the right mouse button.

Hot Keys

Hot keys are buttons or keyboard shortcuts used to speed data entry. The following list details some of the most commonly used shortcuts.

F2 — Displays one of the following, depending on the window and field:

A list of postable account numbers and names from the Chart of Accounts.

A list of vendor codes and names.

F3 — Displays all employee codes and names.

F4 — Displays a list of contractor codes and names.

Date Fields

Date fields are entered either directly, using the MMDDYYYY format, pressing the plus (+) or minus (-) keys to increase or decrease the month, day, or year, or by using the drop list calendar function.

To enter a date using the drop list calendar function, complete the following steps:

1.

Click the date selection drop list ( Figure 1-2 ), select the year and month, then

click the specific date. Once the day has been selected, the date field is filled using the MM/DD/YYYY format.

Figure 1-2: Date Selection Drop List

11

Navigation

Figure 1-3: Calendar Function

2014 Client Write-Up

2.

Click the year and use the up and down arrows ( ) to increase or decrease the year (

Figure 1-3

).

3.

Click the month (

Figure 1-4 ) to display the list of months. Select the month from

the list. You can also use the left and right arrows ( forward a month at a time.

) to move backward or

Figure 1-4: Month Selection

4.

Once the month and year are selected, click the day on the calendar for the specific date. The selected date fills the field.

Changing the Active Client

To view a different client’s information, from the Client Write-Up Home window, go to File > Open Client. Next, select the client and click OK.

12

Firm Info/Global Settings 2014 Client Write-Up

2

Global Setup

Global setup options are used throughout CWU for all clients. These include:

Entering information about your firm (Firm name and contact information, EIN,

EFIN, Drake password, etc.)

Setting up security authorization passwords

Entering Direct Deposit authentication information (if the Direct Deposit feature will be used)

Setting up 94X series tax return preparer information

Designating the default MICR printer

Designing MICR check layouts that can be used by all clients

Check stub and form printing adjustments

Firm Info/Global Settings

The first time you launch Client Write-Up, the program opens the Setup Firm Infor-

mation window. Enter the information on this window before entering transactions, but it is not required at this time. Access this window later from Firm > Firm Info./

Global Settings.

Figure 2-1: Firm Info./Global Settings

13

Firm Info/Global Settings 2014 Client Write-Up

N

OTE

There is one Firm Info./Global Settings for all clients and reflects the information that the IRS associates with your EIN.

To enter the global firm information, complete the following:

1.

Go to Firm > Firm Info./Global Settings.

Firm Name (Required) — Enter the firm name of your bookkeeping or accounting company.

Contact — This is the person that can communicate with the IRS in reference to the clients' accounts. The contact is required in order to file electronically.

Address — Enter the firm’s address.

Zip — Enter the Zip and the City and State autofill.

TCC — Enter the five-character alphanumeric Transmitter Control Code

(TCC) assigned by the IRS/ECC-MTB. A TCC must be obtained to e-file data with this program. Submit Form 4419 to the IRS to obtain a TCC.

N

OTE

See

“Appendix K - Preparing to e-file 1099s” on page 33 for details on

getting a Transmitter Control Code and registering to use the IRS’s

FIRE website.

Disable Auto Display of Patch Notes — Information about program updates displays at the end of the update process. Check this box to disable this feature.

Phone and Fax — Enter the firm’s primary phone number and fax number.

EIN (Required) — Enter the firm’s Employer Identification Number (EIN).

N

OTE

A Social Security Number may be entered in the EIN field. 1099s and

W-2s can be e-filed using a Social Security Number; however, if transmitting W-2s with a Social Security Number in the EIN field, the firm must be a sole proprietorship with no employees.

EFIN (Required) — Enter the firm’s Electronic Filing Identification Number

(EFIN).

Acct No (Required for e-filing) — Enter your Drake account number that is found on the software’s packing slip. This number is required to e-file 94X series tax returns.

Drake PWD — Enter your Drake Password that is found on the software's packing slip.

N

OTE

The EIN, EFIN, Account Number, and Drake password must be entered in order to file Forms 940, 941, 944, 941SS electronically.

Portals Key (Serial Number) — See “Appendix G - Portals” on page 12 for

information on how to get a Portals Key and the use of Portals.

14

2014 Client Write-Up Security Set Up

Email Address (Required for e-filing) — This is used throughout the program for forms requiring the firm’s e-mail information.

Use Drake Hosted — THIS FEATURE IS TO BE USED IN THE

DRAKE HOSTED VERSION OF CWU ONLY. See

Appendix M - Setting

Up Hosted CWU

for information on using this feature.

Tax Rates, Wage Base, Social Security, Additional Employee Medicare

Tax, Medicare, and Minimum Wage — These fields are determined by the

IRS and were accurate when the program shipped. These figures must be manually updated if they are changed by the government. For example, if the government changes the minimum wage, go to File > Firm Info./

Global Settings, enter the new minimum wage rate, and click Save.

Backup Path — This is the location where copies of client data are backed up. The default backup path is \CWU2014\Clients\Backups. To specify a different location, enter the path or click the button to the right of the text box and browse to a new location. This is also the backup location used before every Post Transactions process.

Data Path — This designates the storage location for the client files. The default (and recommended) data path is \CWU2014\Clients.

W

ARNING

Do not change the location of the data path without the supervision of CWU Support. Call CWU Support at (828) 349-5547 for assistance.

MICR Printer — Assign the default printer used to print MICR checks, or at the time MICR checks are printed. MICR check printing requires a high quality laser printer using MICR toner.

If using blank (not pre-printed) MICR check stock to print payroll or vendor checks, specify your MICR printer.

Click the button to the right of the MICR Printer text box.

Select your MICR check printer from the drop list and click OK.

Refer to

“MICR Check Set Up” on page 22 for additional setup information

for printing MICR checks.

2.

Click Save.

I

MPORTANT

Always click Save before exiting a dialog box or window or you will lose your changes.

Security Set Up

Restrict access to various parts of Client Write-Up using three Administrator-assigned security groups.

Setting login security is not required but recommended.

Users must correctly enter the user ID and password combination assigned by the

Administrator to access the CWU program.

15

Security Set Up 2014 Client Write-Up

There are three levels of access available: Administrator, Office Manager, and Data

Entry Employee. Each of these levels have specific access to parts of the CWU program..

Table 2-1: Security Access Based on Security Level

Security Level

Administrator

Office Manager

Data Entry Employee

Access Available

Full Access

Full access except Firm > Security Setup

Access to all areas except:

Home window, New Client icon

Home window, Setup Options icon

Home window, Deductions & Benefits icon

File > New Client

File > Setup Wizard

Firm menu

Employees > Account & Payroll Information

Employees > Deductions & Benefits

Contractors > Account & Payroll Information

Bookkeeping > Enter Transactions (Delete button)

Payables > Enter New Invoices (Delete button)

Payables > Check Writer

Receivables > GL Account Dist File

Receivables > Delete Invoices/Line Items (Delete Invoice button)

Tools > File Maintenance > Delete Client

Setup > Client Information

Setup > MICR Bank Accounts

Setup > Check and Stub Options

Setup > Headers & Footnotes

Setup > Report Options

Setup > 94X Form Settings

Setting Up User IDs and Passwords

The Administrator can set up an unlimited number of each User Type (Administrator,

Office Manager, and Data Entry Employee). Administrators assign all user IDs and passwords.

I

MPORTANT

Once security is set up, it cannot be removed.

16

2014 Client Write-Up

To set up user IDs and passwords:

1.

Go to Firm > Security Setup.

Figure 2-2: User ID and Password Setup window

Security Set Up

I

MPORTANT

An Administrator ID and password must be set up before any other User Type is set up. Once the Administrator is set up, all users must login to access CWU. The first Administrator ID that is set up cannot be deleted.

2.

Enter the User ID and user Password. User IDs must be between 3 and 20 characters long and are not case sensitive. Passwords must be between 8 and 20 characters long and are case sensitive. Reenter the password to confirm it.

3.

Use the drop list to select the User Type. See Table 2-1 for information on secu-

rity levels.

4.

Click Save.

5.

Continue entering and saving User IDs and Passwords as needed.

Click List User IDs to list all users IDs by user type.

Changing a

Password

The Administrator can change a user’s password. Passwords cannot be recovered. If a password is forgotten or lost, the Administrator can go to the Security Setup window to change the user’s password.

17

Direct Deposit 2014 Client Write-Up

To change the user’s password:

1.

Go to Firm > Security Setup.

2.

Enter the user’s ID in the User ID field.

3.

Enter and confirm the new user password.

4.

Click Save. See “Changing a User’s Password” on page 18 for instructions on

how a user can change his or her own password.

Deleting a

User ID

The Administrator can delete a user ID and eliminate that user’s access to CWU.

N

OTE

All user IDs can be deleted with the exception of the first Administrator

ID that is set up. The first Administrator ID that is set up cannot be deleted.

To delete a User ID:

1.

Go to Firm > Security Setup.

2.

Enter the user’s ID of the user to be deleted.

3.

Click Delete ID.

Changing a User’s Password

All users can change their password.

For a user to change their password:

1.

Go to Firm > Change Password

2.

Enter the User ID

3.

Enter the current user password

4.

Enter and confirm the new password

5.

Click OK.

Direct Deposit

There are three options for producing payroll. Payroll checks can be printed using either preprinted or blank MICR check stock, and you can enter payroll information after-the-fact (ATF). You can also use Direct Deposit for some or all employee and contractor pay checks

.

Two accounts can be established with InterceptEFT for greater flexibility of payroll disbursement. Specify which account to use for each Direct

Deposit transmission.

I

MPORTANT

An Internet connection is required to use the Direct Deposit feature.

18

2014 Client Write-Up Direct Deposit

To use the Direct Deposit feature, complete the following steps:

1.

Establish your account with InterceptEFT. See

“Establishing Your Account with

InterceptEFT” on page 19 .

2.

Complete the Direct Deposit setup. See “Direct Deposit Setup” on page 19

.

3.

Identify which employees and contractors will receive their pay by direct deposit.

Refer to the Direct Deposit tab information under

“Employee Setup” on page 72

and under

“Contractor Setup” on page 125 for direct deposit set up instructions.

4.

Enter live payroll information that includes direct deposit employees and/or con-

tractors. Print check stubs if you desire. See “Live Employee Payroll” on page 87

and

“Live Contractor Payroll” on page 130 for more information.

5.

Transmit the pay information to InterceptEFT. See “Transmitting Employee

Direct Deposits” on page 108 and

“Transmitting Contractor Direct Deposits” on page 143 .

Establishing Your Account with InterceptEFT

Drake has partnered with InterceptEFT to provide Direct Deposit services.

Contact InterceptEFT at 1-866-431-9926 to establish your direct deposit account.

Drake has negotiated discount pricing with InterceptEFT for this service. When speaking to InterceptEFT, you must identify yourself as a Drake client in order to take advantage of this special pricing.

Direct Deposit Setup

Once you’ve sent your request for an account to InterceptEFT, they will send a packet of information to you regarding your account. All of the information required to complete the Firm > Direct Deposit Authentication screen is included in that packet.

To complete the Direct Deposit setup, complete the following steps:

1.

Go to Firm > Direct Deposit Authentication.

19

Direct Deposit

Figure 2-3: Direct Deposit Authentication

2014 Client Write-Up

20

I

2.

Carefully enter the letters and numbers to match the Authentication Card received from InterceptEFT.

To enter the letters and numbers, double-click a row in the five row grid.

Use the drop lists to select letters and numbers.

Save each row entered before proceeding to the next row.

InterceptEFT sends new Authentication cards periodically. Enter the new letters and numbers each time you receive a new card.

3.

Enter the PIN, UserID, and Password of the “Primary” InterceptEFT account.

The fields display asterisks. Reenter the primary UserID and Password.

4.

If a second account has been established with InterceptEFT, enter the PIN, Use-

rID, and Password of the “Secondary” account. The fields display asterisks.

Reenter the secondary UserID and Password.

5.

Click Save.

MPORTANT

InterceptEFT is Drake’s agent for Direct Deposit. You must call them (1-866-431-9926) and establish your account prior to using the Direct Deposit feature. Drake has established a special fee schedule with InterceptEFT for its clients. It’s important that you identify yourself as a Drake client whenever you communicate with InterceptEFT.

2014 Client Write-Up 94X Preparer Setup

94X Preparer Setup

Complete the 94X Preparers Setup screen and the Paid Preparers Use Only section of 94X series tax returns automatically fills. This information is available for use by all clients and is not client specific.

To enter 94X preparer information, complete the following:

1.

Go to Firm > 94X Preparer Setup.

Figure 2-4: 94X Preparer’s Setup

2.

Enter a preparer code into the Preparer ID field and press E

NTER

, or click New.

Preparer codes are alphanumeric and can be up to 20 characters long. Once a valid preparer code is entered, the information fields are enabled. Once the preparer information has been saved, the Preparer ID cannot be changed.

3.

Complete the following field information:

Preparer Name — Enter the name of the preparer that will be completing the

94X series tax returns.

Self-Employed — Select this option if the preparer is self-employed and doesn’t work for a firm.

Firm Name — If the preparer works for a firm, enter the name of the firm. If the preparer is self-employed, enter the preparer’s name.

Address, City, State, Zip Code — Enter the full address of the preparer.

Zip Code — Enter the preparers Zip Code and the City and State autofill.

Preparer SSN/PTIN — Enter the preparer’s SSN or PTIN (Preparer Tax

Identification Number). Apply for a PTIN using Form W-7P. Do not include dashes. The number is formatted when the screen is saved.

EIN — If the preparer works for a firm, enter the firm’s EIN. Do not include dashes. The number is formatted when the screen is saved.

21

MICR Check Set Up 2014 Client Write-Up

Phone — Enter the preparer’s phone number. Do not include dashes. The number is formatted when the screen is saved.

4.

Enter the following in the Third Party Designee section:

Allow Third Party Designee/Does not Allow Third Party Designee

Select to allow or not allow use of a third party designee. By selecting Allow, you authorize the IRS to talk to the designee about the return. The Designee

Name, Phone, and PIN fields become active when the Allow option is selected.

Designee Name — Enter the name of the third party designee.

Designee Phone — Enter the phone number of the third party designee. Do not include dashes. The number is formatted when the screen is saved.

Designee PIN — Enter a 5-digit self-selected numeric PIN for the Third

Party Designee.

5.

Click Save.

MICR Check Set Up

Magnetic Ink Character Recognition (MICR) was developed in 1956 for the banking industry and gives banks a secure and faster method of processing checks. It uses special characters and magnetic ink or toner on blank check stock to print the numbers and characters found on the bottom of checks — usually the check number, routing number, and account number. A laser printer that accepts MICR toner is required to print these checks. A document printed with MICR ink is read by passing it through a machine that first magnetizes the ink on the MICR line and then reads the magnetic signals. Each character gives off a magnetic signal unique and identifiable to that character.

MICR Check Stock

Use the following guidelines when purchasing MICR check stock for printing payroll checks:

8.5 x 11 sheet size.

Each sheet divided into three sections — one check with two stubs.

The check section can be at the top, center, or bottom of the sheet. It is recommended the check be in the bottom section. The checks would thus have a clean bottom edge (no perforations) to slide through the reader.

The check should be 3.5 inches high. The two stubs do not have to be of equal size but should each be between 3.5 and 4.0 inches high.

Table 2-2

displays the NELCO brand MICR check stock item numbers currently supported by Client Write-Up:

80135

80136

Table 2-2: NELCO MICR Check Stock

80679

80680

80770

80771

L80523B14

L90503xx

22

2014 Client Write-Up

80479

80520

80537

80544

80546

80550

80593

80594

80137

80138

80139

80140

80231

80233

80234

80468

80675

80677

80678

MICR Check Set Up

Table 2-2: NELCO MICR Check Stock

80759

80760

80761

80762

80763

80764

80765

80766

80683

80751

80753

80754

80755

80756

80757

80758

80767

80768

80769

80774

80775

80776

80777

80778

80779

80780

80781

80784

80787

80788

80789

ESS601xx

ESSMARTxx

L70503xx

L80503xx

L80503Mxx

L80510B14

L80513xx

LSR301xx

LSR401Mxx

LSR501xx

LSR501Mxx

LSR601xx

LSR601Mxx

LSR701BB14

LSR801BB14

LSRBLKxx

LSRBLKMxx

LSRMIDxx

THERMOMxx

WAVEBOTxx

WAVEMIDxx

THERMOTxx

WAVETOPxx

N

OTE

Go to www.DrakeSupplies.com

to purchase check stock.

MICR Check Design

Complete the following steps to set up MICR check printing using blank check stock.

These steps are necessary only once.

Go to Firm > MICR Check Global Designer to create a new MICR check design or customize the appearance of an existing MICR check design. Create one or more check designs. MICR check designs are available for use by all clients and are not client specific. Every design is available to every client and every MICR bank account.

23

MICR Check Set Up

Figure 2-5: MICR Check Global Designer

2014 Client Write-Up

Create a New

MICR Check

Design

1.

Design Code — Enter any positive whole number between 1 and 9999. This number should be unique for each design. Click New.

2.

Design Name — Enter a name for your design.

3.

NELCO Check Forms — Select a form from the drop list of supported blank check stock. When one of these forms is selected from the list, the check placement and measurements for printing are automatically set. If needed, the Check

Placement, Perf 1, Perf 2, and Bottom settings can be adjusted to match your check stock.

N

OTE

Nelco check stock is not required to use CWU for printing MICR checks. If you use a different brand of MICR checks, edit the Check

Placement and Measured from Top of Page settings to match your check stock.

4.

Check Placement — Blank check stock comes in 8.5 X 11 inch sheets and is perforated with the “check” portion at the top, bottom, or center of the page. Determine your check placement and select the appropriate option button.

5.

Measured from Top of Page — Measure the following from the top of the check stock:

Perf 1 — Measure from the top of the page to the first perforation and enter that measurement into the Perf 1 field.

Perf 2 — Measure from the top of the page to the second perforation and enter that measurement into the Perf 2 field.

Bottom — Enter the measurement of the length of the page, from top to bottom and enter that into the Bottom field.

24

2014 Client Write-Up

Figure 2-6: MICR Check Designer

MICR Check Set Up

6.

The MICR Check Designer also shows a mock-up of a check including default fields with their locations and sizes. Move or resize the check’s fields so that they print properly. Select a field by clicking it. The field name turns red and resizing handles (eight small black squares) appear along the border. Rest your pointer over the resizing handles and the cursor changes to a double-headed arrow; this indicates the resizing mode. Click, hold down the button, and drag the handle to resize the field. To move a field, rest your pointer anywhere over the field. The cursor is displayed as a four-headed arrow. Using this cursor, click, hold, and drag the field to the desired position on the check.

The routing and account numbers are not accessible in the check designer. There are strict rules for the format and placement of these fields. CWU prints the information in the appropriate place when a check is printed. The information that goes in these fields (the account number and routing number) is entered in

Setup > MICR Bank Accounts.

Figure 2-7: Font Tool

7.

Use the Font Tool section at the bottom of the MICR Check Designer to set the font, font style, and font size of each field on the check. The current settings for the check appear on the right side under Current Font Settings. To change a field's font style, select the field. The selected field's font attributes are displayed on the left side of the Font Tool. Use the Name and Size drop lists and the Bold,

Italic, and Underline check boxes to set the selected field's individual appearance.

To make one field's style look like another field, first select the field with the style to be copied. Click GetFont. Select the field to be changed. Click Apply. Repeat the process by selecting another field and click Apply.

25

MICR Check Set Up 2014 Client Write-Up

CWU uses “True Type” fonts only.

N

OTE

Use the Defaults button to revert to the default settings for your checks.

Click Save after clicking Defaults. This is also a good way to return to the default settings if you have been trying to design your own checks and want to start again.

8.

When satisfied with the design, click Save.

Specify the

MICR Printer

You must tell CWU what printer to use for MICR checks. See “

MICR Printer

” under the Firm Info./Global Settings section.

To specify the default MICR printer:

1.

Go to Firm > Firm Info./Global Settings.

2.

Click the button to the right of the MICR Printer text box.

3.

Select your MICR check printer from the drop list and click OK.

4.

Click Save.

Edit an

Existing

MICR Check

Design

To edit an existing MICR check design:

1.

Go to Firm > MICR Check Global Designer

2.

Double-click one of the entries in the designs list (below the Design Name header) to access an existing design, or enter the design code and press Enter.

Sort the order of the designs list by clicking the column header (Design Code or

Design Name). A representation of the check is displayed. In addition, the fields describing check and stub placement are active.

3.

Modify the design (see

“Create a New MICR Check Design” on page 24 ).

4.

Use the Reset button to revert to the previously saved version of an existing design.

5.

Click Delete to remove a check layout.

6.

Click Save when design modifications are complete.

When a MICR payroll check is printed, the information flows from the fields in

MICR Bank Accounts (see “MICR Bank Accounts” on page 46 ),

Employees > Employee Setup, Personal Info tab (see

“Adding an Employee” on page 72

), and Employees > Live Payroll (see

“Live Employee Payroll” on page 87 ), or Contractors > Live Contractor Payroll (see

“Live Contractor Payroll” on page 130 ), Net Pay field.

Click Save when design modifications are complete.

26

2014 Client Write-Up MICR Calibration

MICR Calibration

Calibration is a two-step process that ensures the MICR information is printed at the correct width and intensity. If the bank rejects the MICR font printed, a new font must be selected.

N

OTE

Please contact CWU Support for assistance.

To select a new MICR font, complete the following steps:

1.

Go to Firm > MICR Calibration.

Figure 2-8: MICR Calibration

2.

Click Print Calibration Tool. This prints to the MICR printer selected in

Firm > Firm Info./Global Settings. Follow the instructions in the calibration tool to determine the correct MICR font for your system.

3.

Once you determine the correct MICR font for your system, select it from the

Step 2 list.

4.

Click Save.

27

Preprinted Check Alignment 2014 Client Write-Up

Preprinted Check Alignment

To adjust the printing alignment of data on pre-printed checks, complete the following procedure:

1.

Go to Firm > Check Stub Printing Adjustments.

2.

Select a Pre-Printed check type (top or bottom check stub). The check type selected is displayed in the Current Form field and the current settings for this form are displayed in the Horizontal and Vertical sections.

Make adjustments to the Horizontal and Vertical fields. Adjustments made to print positions are in inch measurements. For example, ½ inch would be entered as .5. Click to select Up, Down, Left, or Right.

3.

Click Save to save the check alignment. To revert to the original setting, click

Reset.

4.

Click Exit.

N

OTE

These adjustments are for pre-printed check stubs only and do not affect the printing of MICR checks.

Forms Alignment

To adjust the printing alignment of data on pre-printed forms, complete the following procedure:

1.

Go to Firm > Form Printing Adjustments.

2.

Select a form to adjust (standard W2 or W3, W2c or W3c, 4-Up W2, 4-Down W2,

1099s two to a page (1099-MISC, 1099-DIV, 1099-R, or 1099-B), 1099s three to a page (1099-INT, 1099-PATR, 1099-S, 1099-A, 1099-C, 1098, or W2G), or

1096. The form selected is displayed in the Current Form field and the current settings for this form are displayed in the Horizontal and Vertical sections.

Make adjustments to the Horizontal and Vertical positions of each part of the form, as needed. Adjustments made to print positions are in inch measurements.

For example, ½ inch would be entered as .5. Click to select Up, Down, Left, or

Right.

3.

Click Save to save the form adjustment. To revert to the original setting, click

Reset.

4.

Click Exit.

N

OTE

These adjustments are for pre-printed forms using the “Data Only” option and do not effect the printing of forms printed using the “Forms and Data” option.

Portals Setup

Client Write-Up Portals is a web-based service designed to have employers perform some of the more time consuming and labor intensive parts of payroll processing.

For an overview of Portals, see “Appendix G - Portals” on page 12 .

28

Setting Up a New Client 2014 Client Write-Up

3

Client Setup

Setting up a new client requires entering:

Client information (company and contact information, type of business, and tax deposit frequency)

94X series PIN application information

MICR bank accounts

Checks and check stub printing options

Reporting options

The client's Chart of Accounts (not required if CWU is used only for payroll)

W-2 and 1099 electronic filing setup information

Setting Up a New Client

To create a new client, complete the following steps:

1.

Go to File > New Client.

2.

Enter a code in the Client Code field. Client Codes are up to eight alpha/numeric characters (0 - 9, A - Z, and a - z) including underscores ( _ ). Once the client information has been saved, the Client Code cannot be changed. Client codes cannot be reused for another client.

3.

Complete information on the following tabs:

Contact Information Tab

Document Manager Options Tab

Business Information Tab

W-2/W-3-1099 MISC. Setup Tab

Payables Setup Tab

EF Setup Tab

94X Online Payment

4.

Click Save once all client information has been entered.

29

Setting Up a New Client

Figure 3-1: New Client

2014 Client Write-Up

Contact Information Tab

Complete the Contact Information tab of Client Setup

(Setup > Client Information > Contact Information).

Client Code — Enter up to eight alpha/numeric characters (0 - 9, A - Z, and a - z) including underscores ( _ ). Once the client information has been saved, the Client

Code cannot be changed. Client codes cannot be reused for another client.

Password — Create a password to access the client’s information. There is no password by default and a password is not required. Passwords are case sensitive.

Since you select your own password, Drake cannot retrieve a lost or forgotten password. Choose a password you will not forget. Enter a password. Re-enter the password when prompted.

Name, Trade Name, Country, Address, Phone, Fax — Enter all contact information for the client.

Zip — Enter the zip and the City and State autofill.

Contact Person — Enter the client’s primary contact person for tax, payroll, and accounting information.

Contact Title — Enter the contact person’s title.

Email — Enter the contact person’s e-mail address.

EIN — Enter the client’s federal Employer Identification Number (EIN). If the client is a sole proprietor, use the SSN field instead of the EIN field.

State ID — Enter the client’s state identification number.

30

2014 Client Write-Up Setting Up a New Client

Unemployment ID — Enter the client’s state unemployment identification number.

SSN — If the client is a sole proprietor, enter the owner’s Social Security number.

This would be used in place of an EIN.

State Tax Entity Code — Enter the client’s state tax entity code (if applicable).

Seasonal Employer — This information is used on both Form 941 and Form 941-

SS.

State Employer Account Number — This is the employer’s state withholding account number. Some states require this number when e-filing state W-2s and

1099s. This field displays only when a state that requires this information is entered in the State field on this screen. Enter the number without hyphens.

There may be additional fields displayed depending on the client’s State.

Make entries in these fields, if they are displayed.

N

OTE

All information, except Client Code, can be entered or edited at a later date but must be completed before electronic filing.

Document Manager Options Tab

The Drake Document Manager (DDM) is installed when the Drake Tax software is installed. DDM must be installed in order to use this option in CWU.

When DDM is enabled in CWU, reports that generate as PDF files can be saved to the client’s CWU folder within the DDM structure.

To set up DDM in Client Write-Up, complete the Document Manager Options tab of

Client Setup (Setup > Client Information > Document Manager Options).

1.

Select either Document Manager Not Use if you will not be using the DDM with

Client Write-Up, or Use DDM to use the DDM Archive cabinet with Client Write-

Up. Refer to Chapter 13, “Suite Products” of the Drake Software User’s Manual

Tax Year 2013 for more information on these products.

Select Document Manager Not Used to either disable DDM from CWU or to clear any DDM settings previously saved in CWU.

2.

Select Document Manager Location — When either DDM or DDM2 is selected in step 1 above, CWU displays all locations that it finds a Drake DDM folder.

Select the location you wish to use for CWU client information.

3.

Add Client to Drake Document Manager — Select this option to automatically create the folders and subfolders in the Drake Document Manager. This option enables the DDM feature in CWU. Refer to

“Appendix D - Drake Document

Manager” for more information regarding the Drake Document Manager.

4.

Automatically save documents to the Document Manager or Manually select

documents to save to the Document Manager — If the “Manually select” option is selected, you will be required to respond to a prompt (Yes or No) before a file is written to the client’s DDM folder. If the “Automatic” option is selected,

31

Setting Up a New Client 2014 Client Write-Up

files are written to the client’s DDM folder without you having to respond to a prompt.

Business Information Tab

Complete the Business Information tab of Client Setup

(Setup > Client Information > Business Information).

Figure 3-2: New Client - Business Information

32

Deposit Frequency — Used to determine whether a Schedule B is required to be filed with Form 941. Select Semi-Weekly to produce a Schedule B with Form

941. Select Monthly to fill in Line 17 of both Form 941 and 941-SS. Refer to the instructions for Form 941 at www.irs.gov for IRS guidelines regarding the appropriate deposit frequency.

Bus. Type — Select one from the drop list: sole proprietor, partnership, corporation, or an S-corporation.

Start of Year Date — Set this date to the first day of the client's business year. For example, if the client's fiscal year begins April 1, the start-of-year date is 04/01/

2014. Fiscal or calendar years are allowed.

Company No Longer in Business — Select this option if the client went out of business during 2014. When this option is selected, the Last Business Date field is activated where the client’s last date in business in 2014 should be entered.

Live/ATF Portals Payroll — If this client is a portals payroll client, specify whether they are a “Live” or After-the-Fact (“ATF”) portals payroll client. The default selection is Live Portals Payroll.

N

OTE

Disregard the Live Portals Payroll and ATF Portals Payroll settings if this client is not a portals payroll client.

2014 Client Write-Up Setting Up a New Client

Employer has Private Family Leave Insurance Plan — Select this option if the client offers employees a private family leave insurance plan. When this option is selected, the Private Family Leave Insurance Plan Number field is activated and the employer’s plan number should be entered. Private Family Leave Insur-

ance should also be set up as a deduction (see

“Adding a Deduction” on page 65

)

with a Withholding Code of FLIW.

Employer has Private Disability Plan — Select this option if the client offers employees a private disability insurance plan. When this option is selected, the

Private Disability Plan Number field is activated and the employer’s plan number should be entered. Private Disability Plan should also be set up as a deduc-

tion (see “Adding a Deduction” on page 65

) with a Withholding Code of EPDW.

W-2/W-3-1099 MISC. Setup Tab

Complete the W2/W3-1099/1098 Setup tab of Client Setup

(Setup > Client Information > W2/W3-1099/1098 Setup).

Figure 3-3: New Client - W-2, W-3, 1099, and 1098 Setup

Click to select the desired W-2 printing options.

Print Employer Name on W-2

Print Employer Trade Name on W-2

Print Both Employer Name and Trade Name on W-2

Standard W2s — This is the default selection. When this option is selected, W-2 forms print two per page, one above the other. When this selection is made, all copies of the W-2 and the W-3 can be printed on plain paper when using a laser printer. Print to the preprinted red-line forms if you prefer (or don’t have a laser printer).

W2s Using 2D Barcode — Select this option to have a 2D barcode printed at the top of the W-2 copy A and the W-3.

33

Setting Up a New Client 2014 Client Write-Up

At this time, neither the IRS nor the SSA mandates the use of barcoded forms.

N

OTES

Print the W-2 copy A and the W-3 using the Forms and Data option

when using the 2D barcode option. Refer to “Printing W-2s and W-3s” on page 119 .

Use 4-Up W2s — Four W-2 forms print per page — two at the top and two at the bottom of the form. All are for the same employee. Use Nelco form BW24UP.

Use 4-Dn W2s — Four W-2 forms print per page, one above the other. All are for the same employee. Use Nelco form BW24DWN.

N

OTE

If no W-2 format selection is made, Form W-2 prints the standard 2-up

(two per page, one above the other) format.

W-3 Kind of Payer — Select the form 94X for the employer (941, Military/941,

943, 944, CT-1, Household Employer, Medicare Government Employer, or Third

Party Sick Pay).

State for 1099 — Prints on Form 1099-MISC in the state section. The field accepts a two-character state abbreviation (for example, NC for North Carolina).

An error message is displayed if the code entered is invalid. This information is sent to the State field for the contractor payroll.

Final 1096 Return — Select this option if the client will not be required to file

Forms 1098, 1099, or W-2G in the future, either on paper or electronically.

Mask ID on 1099/1098 — Select this option to have the SSN and TIN masked on all copies of the 1099 and 1098 except copy A. The IRS requires the full ID number to display on copy A. The masked ID number prints with an “X” in the first 5 positions (e.g. XXX-XX-1234).

Use Client Contact Information for paper W3’s and E-Filing W2/W3’s

Select this option to use the client’s contact information from

Setup > Client Information > Contact Information rather than the Firm’s contact information on the paper W-3 and the e-filed W2 and W3.

Don’t print date on signature line of W3 — Select this option to prevent the date from printing on the signature line of the W-3.

W-3 Kind of Employer — Select the option that best describes the employer.

None Apply — Select this option if none of the check boxes below apply to the employer.

501c non-govt. — Select this option if the employer is a non-governmental tax-exempt section 501(c) organization.

State/local non-501c — Select this option if the employer is a state or local government or instrumentality that is not a tax-exempt section 501(c) organization.

State/Local 501c — Select this option if the employer is a dual status state or local government or instrumentality that is also a tax-exempt section 501(c) organization.

34

2014 Client Write-Up Setting Up a New Client

N

OTE

Federal govt. — Select this option if the employer is a Federal government entity or instrumentality.

Click the NELCO Compatible Products link to order Drake-compatible forms, envelopes, and tax office supplies from Nelco Solutions, a Drake business partner.

Payables Setup Tab

If the bookkeeping feature is being used and you’ll be using Accounts Payable or the

Check Writer, complete the Payables Setup tab of Client Setup

(Setup > Client Information > Payables Setup).

Figure 3-4: New Client - Payables Setup

Select the applicable bookkeeping options for Accounts Payable transactions:

Generate Bookkeeping Transactions — When this option is selected, Accounts

Payable transactions automatically post to the transaction journal and the Chart of

Accounts when the Post Transactions process is performed. This option requires a Chart of Accounts.

I

MPORTANT

The Generate Bookkeeping Transactions selection is required to have Accounts Payable transactions post to the transaction journal.

Select to post accounts payable transactions to either the General Journal (GJ) or the Cash Disbursements (CD) journal.

Autofill Invoice Description with — When this option is selected, the

Description

field of an Accounts Payable invoice includes either the Vendor Code or

Vendor Name automatically, depending on the selection made. This is also the

35

Setting Up a New Client 2014 Client Write-Up

Description

displayed on the Journal Transactions screen and any reports that include transaction level information.

EF Setup Tab

If you’ll be electronically filing 94X series tax returns, complete the EF Setup tab of

Client Setup (Setup > Client Information > EF Setup).

Figure 3-5: EF Setup Tab

36

Application for EFIN

An Electronic Filing Identification Number (EFIN) is needed to electronically file tax returns and other tax related documents.

I

MPORTANT

If you already have an EFIN, you still must update the information submitted with your original EFIN application in order to e-file 94X series tax returns. Call 866-255-0654 (option 1, 3) to update your your information on file with the IRS.

Complete and submit the online EFIN application by going to www.IRS.gov

and search for “Become an Authorized e-file Provider.” You must also submit a signed and completed fingerprint card to the IRS.

To obtain fingerprint cards, either:

Calling Drake Software at (828) 524-8020.

Calling the IRS at (866) 255-0654.

I

MPORTANT

Fingerprint cards must be federal fingerprint cards. Fingerprints must be taken by a trained specialist. Individuals can not take their own fingerprints.

2014 Client Write-Up Setting Up a New Client

Mail the signed and completed fingerprint card to:

Standard Mail

Internal Revenue Service

Andover Campus

Attn: EFU Acceptance

Testing Stop 983

P.O. Box 4099

Woburn, MA 01888-4099

Overnight Mail

Internal Revenue Service

Andover Campus

Attn: EFU Acceptance

Testing Stop 983

310 Lowell Street

Andover, MA 05501-0001

If you already have an EFIN but are not activated for the 94X series of returns, call the

IRS Service Center at (866) 255-0654 to activate the 94X capabilities.

Types of

Filers

There are three types of electronic filers: Individual or Business Taxpayers, Electronic

Return Originators (EROs), and Reporting Agents. The following chart details these types.

Table 3-1: Types of 94X e-Filers

Description

10-digit

PIN

Who is

Responsible for the Return?

Business Taxpayer

Business

Taypayer

ERO

Reporting

Agent

Files for own company.

Also, an ERO’s client

Transmits the return for their customer (business taxpayer)

Electronically signs and files on behalf of the client

Each customer must have their own, 10-digit PIN

Uses same 5-digit

PIN for all clients

Business Taxpayer

Reporting Agent

PIN Applications for Electronic Filing

N

OTE

See

“PIN Applications for e-Filing 94X Returns” on page 312

overview of PIN application processes.

for an

In order to electronically file 940, 941, 944, and 941-SS tax returns, tax preparers are required to have a PIN. This serves as an electronic signature for the tax return. The

PIN application process varies according to the type of filer.

Business

Taxpayer PIN

Application

Use a Business Taxpayer PIN to e-file your own 94X or the ERO’s customers’ 94X returns. The IRS requires business taxpayers to use 10-digit personal identification numbers (PIN) when they electronically file Forms 940, 941, 944, and 941-SS.

I

MPORTANT

An EFIN is required to e-file tax returns. If you already have an

EFIN, you still must update the information on file with the IRS to be able to e-file 94X series tax returns. Call 866-255-0654 (option

1, 3) to update this information.

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Setting Up a New Client 2014 Client Write-Up

To apply for a business taxpayer 10-digit PIN, complete and transmit the application.

To complete the 94X PIN application, complete these steps:

1.

Go to Setup > Client Information > EF Setup. Complete the fields on the right side of the screen.

Figure 3-6: 94X PIN Application - Business Taxpayer

Name Control for E-File — This must match the name issued to the client by the IRS or the application will be rejected. This name appears on all the client’s mailing labels from the IRS. If you are unsure what to put in the Name

Control for E-File field, call the IRS EIN verification line at (800) 829-4933.

Signature Name — This is the name of the “signer” of the tax return.

Application Date — Enter the date of the application for the PIN.

2.

Select the Business Taxpayer option button.

3.

Click Save. The Create PIN File button is activated.

4.

Click Create PIN File.

Next, transmit the PIN application to Drake:

1.

Go to E-Filing > 94X E-Filing > Select/Transmit PIN Applications.

38

2014 Client Write-Up

Figure 3-7: Transmit PIN Application

Setting Up a New Client

2.

Select the appropriate quarter from the Select Quarter drop list.

3.

Click the box in the Client Code column of the application you wish to transmit.

4.

Click Transmit.

An acknowledgement (ACK) is received from Drake. To view ACKs:

1.

Go to E-Filing > 94X E-Filing > View Results.

2.

Select the PIN box at the top of the window.

3.

Select the Drake Status check box.

4.

Choose the applications to review from the Status section. Select All, Accepted, or Rejected.

5.

Click View Status. The Drake statuses are displayed. If an application is listed as

Rejected, double-click on the line and view the rejection information. Correct any errors and retransmit the PIN application.

Once the application is accepted, the business taxpayer will receive a 10-digit PIN in the mail from the IRS within 10 days. Use this PIN when transmitting the 94X.

To complete electronic filing setup:

1.

Go to Setup > Client Information > EF Setup.

39

Setting Up a New Client

Figure 3-8: 94X PIN Setup

2014 Client Write-Up

40

2.

Verify the Business Taxpayer option button is selected on the right side of the window.

3.

Select the E-File 94x box on the left side of the window. This activates the bottom portion of the dialog box.

4.

Enter the PIN the business taxpayer received from the IRS into the Ten (10) digit

Signature PIN text box.

5.

Click Save and Exit.

ERO

Electronic Return Originators, or EROs, are individuals who have passed annual suitability checks by the Internal Revenue Service and have subsequently been accepted into the electronic filing program. An ERO does not have signature authority and

should not be issued a 10-digit PIN to sign an OnLine Employment Tax Return for the taxpayer. The Business taxpayer must sign their own return via the approved software and should not disclose the PIN to anyone. PINs are confidential.

I

MPORTANT

An EFIN is required to e-file tax returns. If you already have an

EFIN, you still must update the information on file with the IRS to be able to e-file 94X series tax returns. Call 866-255-0654 (option

1, 3) to update this information.

Perform the following procedure for each customer for which the

ERO will be e-filing 94X series tax returns.

An ERO can use CWU to transmit an application for their customer to receive a 94X e-filing PIN. The customer (Business Taxpayer) will receive their 10-digit PIN in the mail from the IRS.

2014 Client Write-Up Setting Up a New Client

For the ERO to transmit their customer’s 94X PIN, complete these steps:

1.

Go to Setup > Client Information > EF Setup. Complete the fields on the right side of the screen.

Figure 3-9: 94X PIN Application - ERO’s Customer

Name Control for E-File — This must match the name issued to the client by the IRS or the application will be rejected. This name appears on all the client’s mailing labels from the IRS. If you are unsure what to put in the Name

Control for E-File field, call the IRS EIN verification line at (800) 829-4933.

Signature Name — This is the name of the “signer” of the tax return.

Application Date — Enter the date of the application for the PIN.

2.

Select the ERO option button.

3.

Click Save. The Create PIN File button is activated.

4.

Click Create PIN File.

Next, transmit the PIN application to Drake:

1.

Go to E-Filing > 94X E-Filing > Select/Transmit PIN Applications. See

“Transmit PIN Application”

.

2.

Select the appropriate quarter from the Select Quarter drop list.

3.

Click the box in the Client Code column of the application you wish to transmit.

4.

Click Transmit.

An acknowledgement (ACK) is received from Drake. To view ACKs:

1.

Go to E-Filing > 94X E-Filing > View Results.

2.

Select the PIN check box.

3.

Click Drake Status or IRS Status.

4.

Choose the applications to review from the Status section. Select All, Accepted, or Rejected.

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Setting Up a New Client 2014 Client Write-Up

5.

Click View Status. The statuses are displayed. If an application is listed as

Rejected, double-click on the line and view the rejection information. Correct any errors and retransmit the PIN application.

Once the application is accepted, the client will receive their 10-digit PIN in the mail within 10 days.

To complete the electronic filing setup:

1.

Go to Setup > Client Information > EF Setup.

2.

Verify the ERO option button is selected on the right side of the window.

3.

Select the E-File 94x box on the left side of the window. This activates the bottom portion of the dialog box.

4.

The PIN the Business Taxpayer received from the IRS should be entered into the

Ten (10) digit Signature PIN text box.

N

OTE

The IRS considers PINs to be confidential.

5.

Click Save and Exit.

Reporting

Agent PIN

Application

A reporting agent is an accounting service, franchiser, bank, or person who complies with IRS Revenue Procedures 96-17 and is authorized to electronically sign and file a

Form 940/941 on behalf of a taxpayer. This authorization is begun with the submission of Form 8655, either by the client or the reporting agent. There must be a Form

8655 signed by the client for each of the reporting agent's clients. Reporting agents sign all the electronic returns they file with a single PIN signature.

I

MPORTANT

The reporting agent must have an EFIN before submitting Form

8655. If you already have an EFIN, you still must update the information to be able to e-file 94X series tax returns. Call 866-255-

0654 (option 1, 3) to update your information.

If a Reporting Agent gives tax advice, they must also have a PTIN

(Preparer Tax Identification Number). If they do not offer tax advice, a PTIN is not required. Refer to the IRS website for more information about PTIN requirements.

If you apply to be a Reporting Agent, you can complete and sign a

Form 8655, include your company on the Reporting Agent’s List, and use your 5-digit Reporting Agent’s PIN to e-file 94X series tax returns for your own company.

To complete the 8655:

1.

Download Form 8655 from the IRS website ( http://www.irs.gov/pub/irs-pdf/ f8655.pdf

) or from the main menu of Client Write-Up, go to

Tools > Print Blank Forms, select the Federal 94X series, and double-click

Form 8655. Click the print icon. Print and fill out one Form 8655 for each client for whom the reporting agent will file.

2.

Have each client sign a Form 8655.

42

2014 Client Write-Up Setting Up a New Client

3.

Create a Reporting Agent’s List. This is required to accompany Forms 8655 and is a list of clients included in a batch being submitted for e-filing approval. See

“Appendix I - Reporting Agent’s List” on page 31

for a sample of this document.

4.

Fax (IRS preferred) or mail the signed Form 8655s and the Reporting Agent’s List to the IRS.

IRS Fax: (801) 620-4142

Internal Revenue Service

Accounts Management Service Center

MS 6748 RAF Team

1973 North Rulon White Blvd.

Ogden, UT 84404

Call the IRS at (801) 620-3852 to check the status of Form 8655 applications and for any other questions regarding the Reporting Agent application process.

In approximately two weeks, reporting agents receive a mailed notification of acceptance from the IRS and, in a separate mailing, a five-digit signature PIN.

To complete electronic filing setup:

1.

Go to Setup > Client Information > EF Setup.

2.

Select the Reporting Agent option button.

3.

Select the E-File 94x box on the left side of the window. This activates the bottom portion of the dialog box.

4.

Enter the five-digit PIN you received from the IRS into the Reporting Agent PIN text box.

5.

Click Save and Exit.

Follow this procedure for each client the reporting agent is electronically filing a 94X series tax return.

94X Online Payment

When the 94x Online Payment tab is completed, Client Write-Up will include the bank account information in the 94X tax return e-filed to the IRS. The IRS will debit this bank account for the balance due amount.

Complete the 94x Online Payment tab of Client Setup

(Setup > Client Information > 94x Online Payment) to specify the bank account to be used for these payments.

N

OTE

The bank account information is included with the 94X tax return transmission. Therefore, the Setup > Client Information > EF Setup tab must also be completed and saved. See

“EF Setup Tab” on page 36

to set up 94X e-filing information.

43

Editing Client Information 2014 Client Write-Up

Figure 3-10: New Client - 94x Online Payment Setup

All fields are required.

Routing Transit Number — Enter the routing number for this bank account.

Bank Account Number — Enter the bank account number the funds should be withdrawn from when the 94X payment is made.

Payment From Check Account/Payment From Savings Account — Select the type of account (checking or savings) identified by the Bank Account Number.

Select only one.

Tax Preparer Day Time Phone Number — Enter the tax preparer’s daytime phone number. Enter numbers only.

Editing Client Information

To edit an existing client, go to Setup > Client Information. Edit the desired fields

and click Save. See “Setting Up a New Client” on page 29

for a description of the client information fields.

Chart of Accounts (COA) Setup

N

OTE

A Chart of Accounts must be created to use the bookkeeping function but is not required if CWU is being used only for payroll.

The Chart of Accounts, or COA, is an organized list of the names and numbers of the accounts in the general ledger. By entering and categorizing all financial information, you’ll know the current state of the business. You can export this information to the

Drake Software tax program, making tax preparation much easier. You can use a preformatted COA, customize a COA, or import a COA used in another client account.

44

2014 Client Write-Up Chart of Accounts (COA) Setup

You can create a master account with a customized COA with all the accounts you need, import it, then adjust for the current client as needed.

N

OTE

Client Write-Up keeps ten years of Chart of Accounts history starting with 2008 data or the year you started using CWU (whichever is later).

This means that when a correcting entry is made to the journal for a prior year, all balances are updated automatically from that point forward. Reports reflect the updated balances.

If a Chart of Accounts is not created when a new client is first created, it can be done at any time.

To create a Chart of Accounts for a client, complete the following steps:

1.

Go to Bookkeeping > Chart of Accounts.

Figure 3-11: Chart of Accounts Setup

2.

Select the method to create the Chart of Accounts. There are three options when creating a COA:

Templates — Templates are provided for the basic business types: 1040 (sole proprietor), 1120 (C corporation), 1120S (S corporation), 1065 (partnership), and 990 (tax-exempt). Each of the templates is set to the basic types of accounts for these businesses. The accounts are assigned numbers and have no beginning balances. Choose this option, select the business type, and click

Next. The Chart of Accounts for the selected business type is displayed.

Copy Existing Client Chart of Accounts — Use the Chart of Accounts from a client that already exists. The copy method can save you time if you have multiple clients using the same Chart of Accounts. Only the account numbers and descriptions are imported — not the account balances. When you select the copy option, a list of all clients with a Chart of Accounts in Client Write-

Up displays. Select the client whose COA you wish to copy and click Next.

The copied Chart of Accounts displays with all accounts having a zero balance.

Customize — Create your own Chart of Accounts from scratch. Use this method if the client has an existing Chart of Accounts you wish to duplicate in

CWU. This is the most time- and labor-intensive method. We recommend you

45

MICR Bank Accounts 2014 Client Write-Up

create a client file to use as a master. You can then import this file as often as you need to create new client files. Use GAAP (Generally Accepted Accounting Principles) guidelines when creating a customized Chart of Accounts.

3.

Click Next.

4.

If Templates was selected as the method in step 2, select the template to be used

(1040, 1065, 1120, 1120S, or 990). If Copy Existing Client Chart of Accounts was selected in step 2, select the CWU client to import. If Customize was selected, the Chart of Accounts displays with just the columns and rows ready for account creation.

5.

Select the account to be designated as the Retained Earnings Account using the drop list at the bottom of the Chart of Accounts - Setup dialog box. Only accounts with an Account Type of “Capital” may be designated as the Retained

Earnings Account. Do not change this information once data has been entered in

Bookkeeping > Enter Transactions.

N

OTE

To make adjustments to accounts, including beginning balances, see

“Editing an Account” on page 156 .

MICR Bank Accounts

Client Write-Up uses MICR bank account information when printing a MICR check.

Set up as many accounts as is needed for each client.

To add a MICR bank account, complete the following procedure:

1.

Go to Setup > MICR Bank Accounts.

Figure 3-12: MICR Bank Account

46

2.

Complete the following field information:

Bank Code (Required) — Select a number (maximum of eight digits) and enter it in the text box. This number should be unique for each bank and not

2014 Client Write-Up MICR Bank Accounts

used anywhere else in CWU, including client codes, employee codes, contractor codes, or vendor codes. Click New. If you print checks on more than one bank account, enter a unique bank code and bank information for each bank account within each client. The bank code must be unique within each client.

Payer Name (Required) — Enter the name of the employer who issues checks.

N

OTE

Data entry fields with vertical scroll bars (Payer Name, Payer Info,

Bank Name, Bank Info 1, Bank Info 2, and Fractional Routing) are multi-line fields. Press Enter to add another line of information within a field. Press Tab to advance to the next field.

Payer Info (Optional) — Enter the payer's address, phone number, etc.

Design (Required) — Click the button to the right of the Design text box. The

Pick a MICR Check Design window opens. Double-click to select a design or click to select the design and click OK.

N

OTE

To display an existing check design, from the Pick a MICR Check

Design window, select a design from the list and click View. This opens the MICR Check Designer dialog box. Examine each of the designs or add a new one. Click Exit to go back and select another MICR check design.

Bank Name (Required) — Select the bank from which this check will be drawn.

Bank Info 1 and Bank Info 2 (Optional) — Enter information pertaining to the bank (address, phone, etc.)

Bank Account (Required) — Enter the account number against which the checks are drawn. This is a MICR encoded field. Include all formatting

(spaces, dashes, special characters, etc).

Bank Routing (Required) — Enter the routing number for this bank account.

This is a MICR encoded field. If you don't know the routing number, find it on the bottom of a pre-printed check — the nine-digit number to the left of the account number.

Fractional Routing (Required) — This is the fractional information assigned to this bank account. Identify the fractional routing on a previously printed check for this account — it is usually in small print and consists of two parts divided by a slash. Hence the term “fractional.” It sometimes spans more than one line. If you cannot find it, your bank can supply your fractional routing number.

Next Check # (Required field) — Enter the number of the next check to print for this bank account.

Digits — Some banks require the check number printed on the MICR line to be a specific number of digits. If your bank has this requirement, enter the number of digits required for the check number. Zeros will pad the beginning of the check number to give the required number of digits.

47

Check Setup 2014 Client Write-Up

Security

Check Min Amt — Enter the minimum dollar amount allowed on a check. A 0 in this field means zero is the minimum amount. Negative numbers are not allowed in this field.

Check Max Amt — Enter the maximum dollar amount allowed on a check. A 0 in this field means there are no restrictions.

Void After Days — Enter the number of days until a check becomes stale. Once the number of days entered has passed, the check is considered void. A 0 in this field means there are no restrictions. The Void After Days information does not print on the check.

Signatures Lines — Select to print one, two, or no signature lines.

MICR Line Format

Select to print the MICR line in the wide, business check format, the narrow, personal check format, or the Pacific Oaks Federal Credit Union format.

3.

When bank information is complete, click Save.

Reset — Click Reset to revert to the last saved version of the MICR bank setup information.

MICR Printer — Click MICR Printer to jump to the Setup Firm Information dialog box so the MICR printer can be assigned. See the section on selecting a MICR printer under

“Firm Info/Global Settings” on page 13

. Exiting from the Setup Firm

Information dialog box returns you to MICR Bank Setup.

Check Setup

Check setup for all check types (preprinted and MICR, payroll and payables) is under

Setup > Check and Stub Options

.

Preprinted Payroll Check Setup

N

OTE

See

“Pre-Printed Checks” on page 311 for an overview of this process.

Complete the following options if you are printing payroll checks using preprinted check stock:

1.

Go to Setup > Check and Stub Options > PrePrinted Payroll.

2.

Select the applicable preprinted check format on the right side of the screen.

When a check format is selected, the program sets check items to print. Company information must be preprinted in the upper left corner and the routing/account numbers pre-printed on the bottom of the check. Go to either

Employees > Check Alignment

or

Contractors > Check Alignment

to adjust

settings if printing is misaligned.

48

2014 Client Write-Up Check Setup

Client Write-Up supports the following preprinted Nelco brand check stock for payroll checks

Table 3-2: Supported Preprinted NELCO Checks for Payroll

Top Check Formats

L1514HB

L1513HB

L1514HB - Alt Stub Format

L1513HB - Alt Stub Format

Middle Check Formats

L1037HB

L80929HB

L89417HB

L1037HB - Alt Stub Format

L80929HB - Alt Stub Format

L89417HB - Alt Stub Format

Bottom Check Formats

L1331HB

L1015HB

L1331HB - Alt Stub Format

L1015HB - Alt Stub Format

N

OTE

“Alt Stub Format” stock can only be used for payroll checks.

T

IP

Go to www.DrakeSupplies.com

to purchase check stock.

3.

Select the applicable preprinted payroll check stub options:

Figure 3-13: Preprinted Payroll Check Stub Options

Print Check Number on Check Stub

Print Check Numbers on Checks

Print SSN on Check Stub

49

Check Setup 2014 Client Write-Up

Print SSN Mask with Last Four on Check Stub — The Social Security

Number prints on the check stub in the format XXX-XX-1234 (only the last four digits of the SSN printing).

Print Employee/Contractor Number in Lieu of SSN — Select this option to have the employee (or contractor) number printed on the check stub instead of their Social Security Number.

Include Company Name and Address on Check Stub

Include Trade Name and Address on Check Stub

Suppress Employee/Contractor Address on Check Stub

Suppress Vacation, Sick, Holiday Time on Check Stub

Print Employee’s Pay Rates on Alt Check Stub

Print Pay Period Date Range on Check Stub

Print Vacation & Sick Hours Balance on Stub

Include Company Name and Address on Check

Include Trade Name and Address on Check

4.

Click Save.

MICR Payroll Check Setup

N

OTE

See

“MICR Checks” on page 311

for an overview of this process.

Complete the following options if you are printing payroll checks using blank MICR check stock:

1.

Go to Setup > Check and Stub Options > MICR Payroll.

Figure 3-14: MICR Payroll Check Stub Options

50

2014 Client Write-Up Check Setup

2.

Select the applicable MICR payroll check stub options:

Alt Check Stub for Middle Checks - Comprehensive — This check stub format has more information on it than the standard check stub.

Alt Check Stub for Middle Checks - Locality Taxes — This check stub format is the same as the “Comprehensive” format but with locality tax withholdings specified.

Print Check Number on Check Stub

Print SSN on Check Stub

Print SSN Mask with Last Four on Check Stub — The Social Security

Number prints on the check stub in the format XXX-XX-1234 (only the last four digits of the SSN printing).

Print Employee/Contractor Number in Lieu of SSN — Select this option to have the employee (or contractor) number printed on the check stub instead of their Social Security Number.

Include Company Name and Address on Check Stub

Include Trade Name and Address on Check Stub

Suppress Employee/Contractor Address on Check

Suppress Vacation, Sick, Holiday Time on Check Stub

Print Employee’s Pay Rates on Alt Check Stub

Print Pay Period Date Range on Check Stub

Print Vacation & Sick Hours Balance on Stub

3.

Click Save.

Preprinted Accounts Payable Check Setup

Complete the following options if you are printing accounts payable checks using preprinted check stock:

1.

Go to Setup > Check and Stub Options > PrePrinted Accounts Payable.

2.

Select the applicable preprinted check format on the right side of the screen.

Go to

Setup > Check Alignment to adjust settings if printing is misaligned.

Client Write-Up supports the following preprinted Nelco brand check stock for accounts payable checks:

Table 3-3: Preprinted NELCO AP Check Stock

Top Check

Formats

L1514HB

L1513HB

Middle Check

Formats

L1037HB

L80929HB

L89417HB

Bottom Check

Formats

L1331HB

L1015HB

51

Check Setup 2014 Client Write-Up

3.

Select the applicable preprinted accounts payable check stub options:

Figure 3-15: Preprinted Accounts Payable Check Stub Options

Print Trade Name on Check Stub

Print Company Name on Check Stub

Print Check Number on Check

Print Vendor Address on Check

4.

Click Save.

MICR Accounts Payable Check Setup

Complete the following options if you are printing accounts payable checks using blank MICR check stock:

1.

Go to Setup > Check and Stub Options > MICR Payables.

2.

Select the applicable MICR accounts payable check stub options:

Figure 3-16: MICR Accounts Payable Check Stub Options

Print Trade Name on Check Stub

Print Company Name on Check Stub

Suppress Bank Name & Account on Stub

Print Vendor Address on Check Stub

3.

Click Save.

52

2014 Client Write-Up Reporting Options

Reporting Options

Use reporting options to tailor the appearance of reports. Customize report headers and footnotes, font sizes and colors, watermark and logo settings, field labels, and

94X form options.

Headers and Footnotes

The header and footnote information for reports can be created and edited.

1.

Go to Setup > Headers & Footnotes.

Figure 3-17: Headers and Footnotes

2.

To set or edit the title for an option, click the field name to edit and enter the desired text.

The following field types may be edited:

Accountant’s Header Info — To add an accountant header to the top of financial reports, enter the appropriate text in the Accountant Header1 and/ or Accountant Header 2 title fields. The accountant header prints directly under the company header information. If the reports are set up to use a logo instead of the company header, the accountant headers do not print.

Footnotes — To add footnotes to the bottom of the financial reports, enter the desired text for each footer (Footnote 1 - 3). Using all three footnotes is not required.

Profit and Loss Report Title — To add header information to the profit and loss reports, enter the appropriate text in the Profit and Loss Report Title field. The profit and loss header prints directly under the company header

53

Reporting Options 2014 Client Write-Up

information. If the reports are set up to use a logo instead of the company header, the profit and loss header does not print.

Balance Sheet Report Title — To add header information to the balance sheet reports, enter the appropriate text in the Balance Sheet Report Title field. The balance sheet header prints directly under the company header information. If the reports are set up to use a logo instead of the company header, the balance sheet header does not print.

Divisions — To add divisions to a company's reports, enter the appropriate division titles in the Division 1 - 12 title fields. Divisions are used to divide company assets and expenses into sections. Up to 12 divisions can be created in CWU. Divisions are used in employee and contractor setups, journal entries, and general reporting.

3.

Click Save. No information is saved until the Save button is selected. To revert to the last save, click Reset.

Report Options

Customize the field labels that appear on many of Client Write-Up’s reports using

Report Options.

To customize the labels and complete the following steps:

1.

Go to Setup > Report Options.

Figure 3-18: Report Options

54

2.

Select a report type from the Select Report Group drop list, then select the report to customize from the Select Report drop list.

2014 Client Write-Up Reporting Options

3.

Select the desired check boxes to customize the report.

Remove Report Name From Footer — The name of the report will not print in the report footer.

Center Report Footnotes — The footer prints centered on the report.

Remove Footnotes from non-Financial Statements — No footer prints on any report except balance sheet and profit and loss reports. For these reports, either the default footer or the footer text entered in

Setup > Headers and Footnotes is printed.

Print Address in Header — The client’s address as entered on

Setup > Client Information prints in the report header.

Print Date Time Stamp on Report — The date and time the report ran prints on the report.

Change “For the period ended” to “As of” — This option is available only for balance sheet and profit and loss reports. The words “As of” replace “For the period ended” on the report.

Use Default Labels — This option is available only for balance sheet and profit and loss reports. Select this option to reset the report labels to the default (as they appear on the right side of the dialog box). Selecting Use

Default Labels does not affect the other options selected.

4.

When financial reports (Balance Sheet and Profit and Loss reports) are selected from the Select Report list, the lower part of the dialog box displays the default field labels and the current field labels for the report selected. If no edits have been made to the selected report’s labels, the Labels used and Default Labels columns are the same.

Make the desired edits to the field labels under the Labels used on reports column.

5.

Click Save. Click Exit when editing is complete.

Reset — Restores all options and field labels for the selected report to the default.

Display Settings

The Display Settings dialog box allows client-specific color, logo, font, and watermark customization of reports.

To customize the appearance of the reports, go to Setup > Display Settings.

55

Reporting Options

Figure 3-19: Display Settings

2014 Client Write-Up

56

Report Settings

To change the color of the header, footer, and text that prints on reports, click the color box, select the desired color, and click OK. Printing in color requires a printer capable of color printing.

Font Sizes

Use the drop lists to adjust the font size of the accountants header line, footer, and page numbers.

WaterMark Settings

Use the drop list to select the angle and font used for the watermark.

Enter the wording to be used for the watermark in the Watermark Text box.

Logo

Logo Location — Choose the location for your logo on reports from the drop list.

Selections include Right Justified, Center Justified, and Left Justified.

Logo Path — Making a selection in the Logo Location field activates Logo

Path. Either enter the path to the logo or click the button and browse to the location of the logo. The logo file must be a bitmap file (file extension of “bmp”).

Logo Sizes — Choose the logo size to print on reports from the drop list.

After verifying all information, click Save.

2014 Client Write-Up Reporting Options

94X Form Settings

For the 94X forms generated by Client Write-Up (Forms 940, 941, 944, 943, 941-SS, and 945), you can specify how the information is treated.

Complete the following steps to set up these options:

1.

Go to Setup > 94X Form Settings.

Figure 3-20: 94X Form Settings

2.

Select the settings to be activated for this client. These options need to be set for each client's account.

Use Tax Deposit Information on 94(X) — This selection automatically transfers calculations from the 94X Tax Deposits dialog boxes

(Employees > Tax Deposit > 94X) to the 94X form selected.

I

MPORTANT

Do not select this option if Client Write-Up was not used to generate all 94X tax deposits for the year.

Override Sch B Printing — Schedule B of the 941 and 941-SS tax returns displays when the Deposit Frequency is set to Semi-Weekly

(Setup > Client Information > Business Information) but prints only when the Total Taxes After Adjustments for the quarter is at least $2,500. Select this option to force Schedule B to print when the Total Taxes After Adjust-

ments amount is less than $2,500.

Override Calculated Data — CWU displays 94X returns with both calculated and non-calculated data fields. Select this option to allow you to overwrite both types of data fields. If this option is not selected, you can overwrite only the non-calculated fields.

N

OTE

When Override Calculated Data is selected, the Use Tax Deposit

Information on 94(X) option becomes unavaliable.

3.

Click Save to save the settings and exit or click Exit to exit without saving your settings.

57

Reporting Options 2014 Client Write-Up

58

Setting Up Employee Payroll 2014 Client Write-Up

4

Employee Payroll

Client Write-Up makes the distinction between “Employees” and “Contractors”.

Employees receive a W-2 at the end of the year and contractors receive a 1099-MISC.

Setting Up Employee Payroll

To set up employee payroll, complete the following steps:

1.

Assign account numbers to payroll processing features and enter federal, state,

and local tax rate information. See “Account and Payroll Information”

.

2.

Set default deductions and benefits offered to any employee. See

“Deductions and

Benefits Setup” on page 65

.

3.

Enter information about the client's W-2 employees. See

“Employee Setup” on page 72 .

Account and Payroll Information

To assign specific account numbers from the Chart of Accounts to payroll processing features, go to Employees > Account & Payroll Information. General payroll settings, rates, and limits are also entered here.

Payroll

Options

None of the settings on the Payroll Options tab are required to process payroll.

Figure 4-1: Account & Payroll Information - Payroll Options

59

Setting Up Employee Payroll 2014 Client Write-Up

Payroll Options

Suppress display of Terminated Employees — When this option is selected, terminated employees are not included in the display on the

Employees > Employee Setup, Employees > Live Payroll, and

Employees > ATF Payroll screens.

Store all overtime pay separate from regular pay — Select this option to have all overtime pay reflected as overtime. The default method for figuring overtime is to take the number of overtime hours and add that to Regular Pay, then add half the overtime rate to the Overtime Premium.

Example when this option is selected: Bob is paid $10 per hour. Last week he worked 50 hours. Regular Pay shows $400 (40 x $10) and Overtime Premium shows $150 (10 x $10 x 1.5). His total pay for the week is $550.

Example when this option is not selected: Bob worked the same 50 hours last week. Regular Pay shows $500 ((40 x $10) + (10 x $10)) and Overtime Pre-

mium shows $50 (5 x $10). Again, his total pay for the week is $550.

Do not Print Pay Stub for Direct Deposit Check — This option controls the default setting for the No Stub check box in Live Payroll. When this option is selected, check stubs do not print for Direct Deposit employees.

Auto Post Detailed/Cumulative Payroll to Journal — Select one of these options to have CWU automatically post employee payroll transactions to the journal. The Detailed Payroll option creates separate journal entries for each payroll transaction. The Cumulative option creates one cumulative journal entry for each payroll account.

Payroll transactions auto post to the journal the next time the journal screen (Bookkeeping > Enter Transactions or is opened.

)

I

MPORTANT

If neither of the auto post options is selected, manually post payroll transactions to the journal by going to Bookkeeping >

Enter Transactions and click the Payroll Journal button. See

“Payroll Journal Entry” on page 161

for more information on manually posting payroll to the journal.

Blank Data Fields for ATF Payroll — Use this option if the client is calculating their own payroll and providing the check amounts to you for bookkeeping purposes. When this option is selected, all amounts (except the pay rate and hours worked) on the ATF Payroll processing window display “0.00”. The Non-Gross

Earnings, Gross Earnings, Gross Pay, Total Deductions, and Net Pay are auto-

matically calculated. For information on editing earnings amounts, see “Earnings” on page 98

. For information on editing deductions amounts, see

“Deductions” on page 100 .

60

2014 Client Write-Up Setting Up Employee Payroll

Accrual Options

Automatic Sick Hours — CWU can track the number of sick hours earned and used per year and increment the Sick Hrs Available field for each employee in

Employees > Employee Setup > Payroll Options. If you do not want CWU to automatically track sick hours, or you want to track sick hours earned manually, clear the check box. The Sick Calculations check box on the employee’s

Employees > Employee Setup > Payroll Options screen must also be selected for CWU to track sick hours automatically.

Automatic Vacation Hours — CWU can track the number of vacation hours earned and used per year and increment the Vac Hrs Available field for each employee in Employees > Employee Setup > Payroll Options. If you do not want CWU to automatically track vacation hours, or you want to track vacation hours earned manually, clear the check box. The Vacation Calculations check box on the employee’s Employees > Employee Setup > Payroll Options screen must also be selected for CWU to track vacation hours automatically.

Annual Sick Hours — Enter the number of sick hours that may be earned in a year.

Annual Vacation —Enter the number of vacation hours that may be earned in a year.

Employer 401(K) Match Options

The Employer will Contribute ___ % of the Employee Contribution — Enter the percentage of each employee’s 401K contribution the employer is matching. If the employer is matching dollar for dollar, enter 100%. If the employer is not matching the employees’ contributions, enter either 0% or leave the field blank.

Up to ___ % — Enter the maximum percentage the employer will contribute to the employees’ 401K.

Select either Gross Wages or Net Wages to indicate the employer’s maximum

401K contribution percentage entered in Up to ___ % is a percentage of the employee’s earnings before taxes and deductions are taken (gross wages) or after they are taken (net wages).

Employee Federal 401(k) Deduction Limit — This amount is determined by the

IRS and was accurate when the program shipped. This figure must be manually updated if it is changed by the government.

Employee Federal 401(k) Catch-Up Limit — This is the amount of additional elective deferral contributions allowed by the government and was accurate when the program shipped. Manually update this figure if the government changes the catch-up limit.

61

Setting Up Employee Payroll 2014 Client Write-Up

G/L Account

Numbers

This section can be skipped if the bookkeeping feature is not being used.

I

MPORTANT

The client Chart of Accounts must be created prior to entering account numbers. See

“Chart of Accounts (COA) Setup” on page 44

.

Figure 4-2: Employee Account & Payroll Information - G/L Account Numbers

62

N

OTE

There must be a cash account and an expense account assigned from the Chart of Accounts. Without both accounts listed, the journal will be out of balance.

The account information entered is used to generate entries into the payroll journal from payroll entries. Press F2 to select postable accounts from the Chart of Accounts or type the account number directly into the field. If the appropriate account does not exist, press F2 in the account field and select New from the list of available accounts

to create an account. To create a new account, see “Create an Account “On the Fly”” on page 156 .

Cash Account — This account is credited when a transaction is entered. This field

must have an account number before the first payroll check is entered. The account number is required in order to post payroll transactions to the journal.

Expense Account — This account is debited when a transaction is entered. This field

must have an account number before the first payroll check is entered, and is required in order to post payroll transactions to the journal.

2014 Client Write-Up Setting Up Employee Payroll

Officer’s Salary — When an employee’s Status (Employees > Employee

Setup > Personal Info > Status) is Officer Salary, CWU uses the designated cash and expense accounts to post payroll amounts.

Employee Salary — Employee payroll amounts are posted to the designated accounts when payroll is processed.

N

OTE

Different Officer’s Salary and Employee Salary Cash and Expense accounts can be assigned for each employee by going to Employees >

Employee Setup > Payroll Options (see

“Payroll Options Tab” on page 78 ). If no accounts are assigned for an employee in the

employee’s setup section, the accounts assigned on the G/L Account

Numbers tab are used when transactions are posted to the journal.

Employer 401(k) — The employer’s contribution to a 401(k) plan is posted to the designated accounts.

FICA - Employer (Expense Account) — Press F2 to select an account number from the Chart of Accounts for tracking the employer’s expense paid to

FICA.

Medicare - Employer (Expense Account) — Press F2 to select an account number from the Chart of Accounts used to track the employer’s expense paid toward Medicare.

Default account numbers for Liability accounts are filled based on the Chart of

Accounts. No adjustment should be necessary to the default liability account numbers.

State Rates and Limits

State payroll rates and limits are determined by each state's Department of Revenue.

Set the state information needed to generate payroll in this section. If using CWU for bookkeeping only, this information is not necessary. As rates and limits change, make the necessary changes.

State Wage Base — Used to determine taxable wages for unemployment (SUTA) tax due and state quarterly taxes due.

State Unemployment Rate — Used to determine state quarterly tax due. A rate of 1.25% should be entered as 0.0125

.

Assessment Due Rate — Used to determine assessment taxes due for unemployment (SUTA) Form 940 and state quarterly tax and wage reports.

Training Contribution Rate — Enter the percentage rate to flow to your state.

This is a tax charged by some states based on state guidelines relating to training enhancement contributions. Some state forms have the specific calculation information programmed into their forms.

Surcharge Rate — If the state charges an unemployment surcharge, enter the rate. A 5% tax rate should be entered as 0.05. Only South Dakota and Iowa charge an unemployment surcharge.

State Disability Rate — Enter the rate of the state disability deduction. An 8% tax rate should be entered as 0.08.

Only CA, HI, NJ, NY, RI, and Puerto Rico have state disability withholding that is required to be paid by the employee.

63

Setting Up Employee Payroll 2014 Client Write-Up

Local Rates

State Disability Wage Base — Enter the maximum amount of wages subject to this tax.

State Max SDI Amount — Enter the maximum amount that can be withheld from the employee in one year.

Credit Reduction Rate — If the client is in a credit reduction state and wishes to track the credit reduction amount (percent of taxable FUTA wages) on the 940 tax deposit, enter the state’s credit reduction rate. The rate is entered as a percent (1% should be entered as 0.01

).

Figure 4-3: Account & Payroll Information - Local Rates

64

State — Select the client’s state of record for the client’s Employer Identification

Number (EIN) from the drop list. The bottom portion of the dialog box fills with the locality tax information appropriate to the state selected.

Locality Type — View the locality tax information by selecting the locality tax type from the drop list. Locality taxes are county taxes and any other local tax needing withheld and are only available with these states: AL, CO, DE, IN, KY,

MD, MI, MO, NY, OH, OR, and PA.

Edit Locality Tax

If a locality tax changes, edit the tax information by selecting the appropriate line in the table, then updating either the Locality Percent field or the Locality Rate field with the new rate. Editing one of these fields automatically updates the other field. A

2% tax rate should be entered into the Locality Percent field as 0.02

. Click Update

Rate.

Add Locality Tax

2014 Client Write-Up Setting Up Employee Payroll

To add a locality tax, select the Locality Type from the drop list, then complete the

Locality Name and either the Locality Percent field or the Locality Rate field. Editing one of these fields automatically updates the other field. A 2% tax rate should be entered into the Locality Percent field as 0.02

. If the tax is for Michigan, Indiana, or Ohio, enter the Locality Code also. Click Add Rate.

Delete Locality

To delete an entry in the locality tax table, select it by clicking the line in the table, then click Delete Rate.

Deductions and Benefits Setup

Go to Employees > Deductions & Benefits to create or modify default deductions and benefits offered to any employee beyond the standard deductions. These deductions and benefits are used in setting up employees and in processing live and ATF payroll. The amounts entered in Employees > Deductions & Benefits (Deductions and Benefits tabs) become the default amounts on the Deductions and Benefits tabs of Employees > Employee Setup, where they can then be customized for each employee.

N

OTE

Do not enter standard federal and state withholdings here.

Adding a

Deduction

When adding or editing a deduction, enter a fixed dollar amount, a percentage, or nothing. There is no limit to the number of deductions that can be set up in CWU.

To add a deduction, complete the following steps:

1.

Go to Employees > Deductions & Benefits and select the Deductions option in the Type section (upper left of the window).

Figure 4-4: Deductions

2.

Click New. The top entry fields are activated.

3.

Complete the following field information:

65

Setting Up Employee Payroll 2014 Client Write-Up

Name — This is the name of the deduction as it should appear on the pay stub and payroll reports.

Account — Press F2 to access the postable accounts list from the Chart of

Accounts if the bookkeeping function is being used. Select the appropriate account number for the deduction. If you are not using the bookkeeping function, the account number information is not required. For more information on

accounts, see “Chart of Accounts (COA) Setup” on page 44

.

Deduction Calculation — Select whether the deduction should be calculated

Based on Hours Worked times the value in the Amount field. If Based on

Hours Worked is selected, you must also select either Dollars/Cents or Per-

cent. When Based on Hours Worked is selected, the deduction is calculated by multiplying the number in the

Hours Worked field on the Live Payroll (or

ATF Payroll) screen times the Amount. If Based on Hours Worked is not selected, the deduction is calculated by multiplying gross pay by the Amount.

Amount — This number corresponds either to a dollar amount or a decimal percentage that is assigned to the deduction. If neither Dollars/Cents or Per-

cent is selected, an amount of 1 or greater designates a dollar amount. A decimal value less than 1 (for example .25) designates a percent. This amount can be edited on an individual basis by going to Employees > Employee Setup, and selecting the Deductions tab.

If Dollars/Cents is selected, enter any amount and CWU will format the number as dollars and cents. Enter a value one cent or greater. If Percent is selected, enter any decimal value less than 1 up to six decimal places.

Ceiling — Enter the maximum deduction that can be taken. When the employee reaches the ceiling amount for the year, CWU discontinues this deduction for that employee.

W2 Box 12 Code — During W2 processing, this code indicates which letters to enter for the Box 12 code. Below is a list of codes used in Box 12.

H

J

K

E

F

G

C

D

A

B

Table 4-1: W2 Box 12 Codes

Uncollected Social Security or RRTA tax on tips

Uncollected Medicare tax on tips

Taxable cost of group term life insurance over $50,000

Elective deferrals to a §401(k) cash or deferred arrangement

(including a SIMPLE 401(k) arrangement)

Elective deferrals to a §403(b) salary reduction plan

Elective deferrals to a §408(k)(6) salary reduction SEP

Elective deferrals and employer contributions (including nonelective deferrals) to any governmental or nongovernmental §457(b) deferred compensation plan

Elective deferrals to a 501(c) (18) (D) tax-exempt organization plan

Nontaxable sick pay (not included in lines 1, 3, or 5)

20% excise tax on excess golden parachute payments

66

2014 Client Write-Up Setting Up Employee Payroll

Y

Z

AA

BB

V

W

S

T

Q

R

L

M

N

P

DD

EE

Table 4-1: W2 Box 12 Codes

Substantiated employee business expense reimbursements

Uncollected Social Security or RRTA tax on the taxable cost of group term life insurance over $50,000 (for former employees)

Uncollected Medicare tax on taxable cost of group term life insurance over $50,000 (for former employees)

Excludable moving expense reimbursements paid directly to the employee

Nontaxable combat pay

Employer contributions to an Archer medical savings account

(MSA)

Employee salary reduction contributions under a §408(p) SIMPLE

Adoption benefits

Income from the exercise of nonstatutory stock option(s)

Employer contributions to an employee's Health Savings Account

(HSA)

Deferrals under a §409A nonqualified deferred compensation plan

Income under §409A on a nonqualified deferred compensation plan

Designated Roth contributions to a §401(k) plan

Designated Roth contributions under a §403(b) salary reduction agreement

Cost of employer-sponsored health coverage

Designated Roth contributions under a governmental §457(b) plan

Withholding Code — These codes dictate where data appears on the W-2.

NA

CP

FS

GW

DI

401K

FLIW

Table 4-2: W-2 Withholding Codes

No withholding code applies

Cafeteria Plan — W2 Box 14

Family Services

Garnishment of Wages

Disability Insurance

Identifies the deduction as the employee’s 401K contribution

Employee’s contribution to a family leave insurance plan.

When a deduction is set up using the FLIW withholding code,

you should also select the

Employer has Private Family

Leave Insurance Plan

check box and enter the plan number

(Setup > Client Information > Business Information).

67

Setting Up Employee Payroll 2014 Client Write-Up

EPDW

PERS

MDSP

Table 4-2: W-2 Withholding Codes

Employee’s contribution to a private disability insurance plan.

When a deduction is set up using the EPDW withholding code, you should also select the

Employer has Private Disability Plan

check box and enter the plan number (Setup >

Client Information > Business Information).

Employee’s contribution to a public employees retirement system

Maryland State Pickup Amount. This is a mandatory employee retirement deduction for all employees in Maryland that participate in the retirement system. This deduction is not subject to federal tax but is subject to Maryland state and local tax.

If this withholding applies, also select the W2 Box 14 box.

Federal, SS, Medicare, State, Local — Select the appropriate box if the deduction amount is taxable. When the information is saved, selected boxes show a Y in the field and boxes not selected show an N in the field. A Y means the deduction is subject to the specified type of withholding. An N means the deduction is not subject to the specified type of withholding.

FUTA, SUTA, and Garnish — Select these boxes if the deduction is exempt from FUTA (federal unemployment tax), SUTA (state unemployment tax), or wage garnishment.

W2 Box 10 — Select this box to assign the deduction to box 10 on the W-2.

W2 Box 14 — Select this box to assign the deduction to box 14 on the W-2. If the proper box is not selected, then the information does not flow to the W-2 correctly.

Match to Benefit Number — Enter the number of a benefit and the deduction amount will match the benefit amount. If a deduction amount is entered, that amount is ignored when matching a benefit amount. The deduction amount will always equal the benefit amount even if the default benefit amount is edited on the Employees > Employee Setup > Deductions tab or during payroll processing.

N

OTE

To use this option, the benefit to be matched must be setup and saved

first (see “Adding a Benefit” on page 68

). Use the reference number of the saved benefit (far left column on the bottom half of the Employees

> Deductions & Benefits > Benefits window. Enter that reference number in the Match to Benefit Number field.

4.

Click Save. The deductions list shows the added deduction.

N

OTE

Assign employee deductions and deduction amounts to each employee by going to Employees > Employee Setup, select the employee and click on the Deductions tab.

Adding a

Benefit

When adding or editing a benefit, enter a fixed dollar amount, a percentage, or nothing. There is no limit to the number of benefits that can be set up in CWU.

68

2014 Client Write-Up Setting Up Employee Payroll

To add a benefit, complete the following steps:

1.

Go to Employees > Deductions & Benefits and click the Benefits button in the

Type section.

Figure 4-5: Benefits

2.

Click New. The top entry fields are activated.

3.

Complete the following field information

Name — This is the name of the benefit as it appears on the pay stub and payroll reports.

Account — Press F2 to access the postable accounts list from the Chart of

Accounts if the bookkeeping function is used. Select the appropriate account number for the benefit. If you are not using the bookkeeping function, the account number information is not required. For information on setting up a

Chart of Accounts, refer to “Chart of Accounts (COA) Setup” on page 44 .

Benefit Calculation — Select whether the benefit should be calculated

Based on Hours Worked times the value in the Amount field. If Based on

Hours Worked is selected, you must also select either Dollars/Cents or Per-

cent. When Based on Hours Worked is selected, the benefit is calculated by multiplying the number in the

Hours Worked

field on the Live Payroll (or

ATF Payroll) screen times the Amount. If Based on Hours Worked is not selected, the benefit is calculated by multiplying gross pay by the Amount.

Amount — This number corresponds either to a dollar amount or a decimal percentage that is assigned to the deduction. If neither Dollars/Cents or Per-

cent is selected, an amount of 1 or greater designates a dollar amount. A decimal value less than 1 (for example .25) designates a percent. This amount can be edited on an individual basis by going to Employees > Employee Setup, and selecting the Benefits tab.

If Dollars/Cents is selected, enter any amount and CWU will format the number as dollars and cents. Enter a value one cent or greater. If Percent is selected, enter any decimal value less than 1 up to six decimal places.

Ceiling — Enter the maximum amount of this benefit that can be taken. When the employee reaches the ceiling amount for the year, CWU discontinues giving this benefit to that employee.

69

Setting Up Employee Payroll 2014 Client Write-Up

E

F

G

C

D

A

B

S

T

V

W

Q

R

Y

Z

AA

BB

N

P

K

L

H

J

M

W2 Box 12 Code — During W2 processing, this code indicates which letters to enter for the Box 12 code. Below is a list of codes used in Box 12.

Table 4-3: W-2 Box 12 Codes

Uncollected Social Security or RRTA tax on tips

Uncollected Medicare tax on tips

Taxable cost of group term life insurance over $50,000

Elective deferrals to a §401(k) cash or deferred arrangement

(including a SIMPLE 401(k) arrangement)

Elective deferrals to a §403(b) salary reduction plan

Elective deferrals to a §408(k)(6) salary reduction SEP

Elective deferrals and employer contributions (including nonelective deferrals) to any governmental or nongovernmental §457(b) deferred compensation plan

Elective deferrals to a 501(c) (18) (D) tax-exempt organization plan

Nontaxable sick pay (not included in lines 1, 3, or 5)

20% excise tax on excess golden parachute payments

Substantiated employee business expense reimbursements

Uncollected Social Security or RRTA tax on the taxable cost of group term life insurance over $50,000 (for former employees)

Uncollected Medicare tax on taxable cost of group term life insurance over $50,000 (for former employees)

Excludable moving expense reimbursements paid directly to the employee

Nontaxable combat pay

Employer contributions to an Archer medical savings account

(MSA)

Employee salary reduction contributions under a §408(p) SIMPLE

Adoption benefits

Income from the exercise of nonstatutory stock option(s)

Employer contributions to an employee's Health Savings Account

(HSA)

Deferrals under a §409A nonqualified deferred compensation plan

Income under §409A on a nonqualified deferred compensation plan

Designated Roth contributions to a section 401(k) plan

Designated Roth contributions under a section 403(b) salary reduction agreement

70

2014 Client Write-Up Setting Up Employee Payroll

DD

EE

Table 4-3: W-2 Box 12 Codes

Cost of employer-sponsored health coverage

Designated Roth contributions under a governmental §457(b) plan

Select the taxing option that applies:

Not taxed - not applied to Gross or Net Pay — The benefit is not taxed.

Not taxed - not applied to Gross applied to Net Pay — The benefit is not taxed but the amount is added to Net Pay.

Taxed - applied to Gross and Net Pay — The benefit is taxed based on the check box selections (Federal, SS, Medicare, FUTA, State, Local, and

SUTA) and the amount is added to Gross and Net pay.

Taxed - not applied to Gross or Net Pay — The benefit is taxed but the benefit amount is not added to either the Gross or Net pay.

Taxed - applied to Gross not to Net Pay — The benefit is taxed based on the check box selections (Federal, SS, Medicare, FUTA, State, Local, and

SUTA) and the amount is added to Gross but not Net pay.

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OTE

Benefits marked as Not taxed - not applied to Gross or Net Pay or

Taxed - not applied to Gross or Net Pay do not transfer to the Journal.

Federal, SS, Medicare, FUTA (federal unemployment tax), State, Local, and SUTA (state unemployment tax) — Select the appropriate box if the benefit amount is taxable. When the information is saved, selected boxes show a

Y in the field and boxes not selected show an N in the field. A Y means the benefit is subject to the specified type of withholding. An N means the benefit is not subject to the specified type of withholding.

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OTE

The benefit amount will not be added to the total federal wages if Taxed

- applied to Gross and Net Pay is selected.

941 Box 2 — Select this box to include the total paid by the employer for this benefit on Form 941 Box 2 (Wages, tips, and other compensation). This option is available only if the benefit is not taxed.

940 Box 3 — Select this box to include the total paid by the employer for this benefit on Form 940 Box 3 (Total payments to all employees). This option is available only if the benefit is not taxed.

W2 Box 1 — Select this box to add the amount of the benefit to the total federal wages in box 1 on the W-2.

W2 Box 10 — Select this box if the benefit is a dependent care benefit and the amount should appear in box 10 of the W-2. If this box is not selected, the item does not appear in box 10 of the W-2.

W2 Box 14 — Select this box to assign the benefit to box 14 on the W-2. If the proper box is not selected, then the information does not flow to the W-2 correctly.

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Employee Setup 2014 Client Write-Up

4.

Click Save. The benefits list shows the added benefit.

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OTE

Assign employee benefits and benefit amounts to each employee by going to Employees > Employee Setup, select the employee and click on the Benefits tab.

Editing a Deduction or Benefit

To edit a deduction or benefit, go to Employees > Deductions & Benefits, select either the Deductions or Benefits option in the upper left of the window, and click the appropriate entry in the list. The top entry fields are activated. Edit the information and click Save. The list updates to show the changes.

Employee Setup

Select Employees > Employee Setup to enter information for the client's W-2 employees. Employee information must be entered before any payroll information is produced for each employee. When the Employee Information Update dialog box is open, employees are listed alphabetically by last name.

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OTE

The links on the Employment Eligibility Verification menu provide access to various U.S. Department of Homeland Security websites.

These are intended to assist employers in determining the employment eligibility of their employees.

Adding an Employee

To add an employee, complete the following steps:

1.

Go to Employees > Employee Setup.

2.

Click New. Enter a code in the Empl. Code field. Employee codes are alphanumeric and can be up to 20 characters long.

I

MPORTANT

Use only letters and numbers when assigning employee codes.

Do not use spaces or any special characters.

Use any scheme you wish to assign employee codes; however, we recommend that you use an employee code that is meaningful. For instance, instead of using the employee’s SSN, you could use “JonesPaul.” By using a meaningful code, lines on reports that refer to this employee are easily identifiable.

Once a valid employee code is entered, the information fields are enabled. To

change an employee code, see “Change Employee Codes” on page 87 .

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MPORTANT

Access is granted to eight tabs when an Employee Code is created. Complete each tab for each employee.

3.

Complete information on the following tabs:

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2014 Client Write-Up

Personal Info Tab

Payroll Wages/Rates Tab

Payroll Options Tab

Federal Tax Status Tab

State/Local Tax Status Tab

Deductions Tab

Benefits Tab

Direct Deposit Tab

4.

Click Save after verifying the information on all tabs.

Personal

Info Tab

Complete the Personal Info tab:

Figure 4-6: Employee - Personal Info

Employee Setup

First Name, Middle Name, Last Name, Suffix, Address, and Phone — The

First Name and Last Name are required. The address information is required in order to generate the W-2 at the end of the year. You can add this information later.

I

MPORTANT

Enter the First Name, Middle Name, Last Name, Suffix, and

Address as they should appear on the employee's paycheck and

W-2. When entering information into the Zip, Phone, and SSN fields, do not use dashes (-) or slashes (/). These fields are formatted after information is entered.

Zip — Enter the employee’s zip code. This field is formatted after information is typed. The City and State fields autofill with information from the zip code database.

NAICS/Class Code — Some states use the North American Industry Classification System (NAICS) to collect and analyze statistical data related to their economy. These codes identify the type, or class, of work the employee does.

Enter the employee’s NAICS code, if applicable. The employee’s NAICS code displays on the Live and ATF Payroll screens and can be edited for each pay check.

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Employee Setup 2014 Client Write-Up

ID (Required) — Enter the EIN, SSN, ITIN, or Other. The number is formatted based on the selection made from the ID type drop list. The OTH selection is any information approved by the IRS instead of using an EIN, SSN, or

ITIN.

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OTE

If an employee ID number is not available, employees can be added using nine zeros (000000000) as the ID number provided the ID type selected is OTH. This satisfies Federal W-2 requirements when no ID number is available.

BirthDay — Enter the employee’s birth date. This date is used to figure eligibility of catch-up amounts for 401k contributions.

Hire Date — Enter the date the employee was hired. (See

“Date Fields” on page 11

.)

Division (Optional) — Set up Divisions in Setup > Headers & Footnotes.

(See “Headers and Footnotes” on page 53

.)

Status (Required) — Select the status of the employee.

Statutory — Some workers are deemed to be employees by statute. An employer should indicate on the worker's Form W-2 that the worker is classified as a statutory employee. Statutory employees report their wages, income, and allowable expenses on Schedule C (or Schedule C-

EZ), Form 1040. Statutory employees are not liable for self-employment tax because their employers must treat them as employees for Social

Security tax purposes.

For an exempt organization, the most common statutory employees are its officers. In addition, while not as prevalent in an exempt organization, the following workers are also statutory employees:

- A full-time traveling or city salesperson who solicits orders from wholesalers, restaurants, or similar establishments on behalf of a principal. The merchandise sold must be for resale (such as food sold to a restaurant) or for supplies used in the buyer's business.

- A full-time life insurance agent whose principal business activity is selling life insurance and/or annuity contracts for one life insurance company.

- An agent-driver or commission-driver engaged in distributing meat, vegetables, bakery goods, beverages (other than milk), or laundry or dry cleaning services.

- A home worker performing work on material or goods furnished by the employer.

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OTE

The selection made in the Status field determines the availability of the employment information in the payroll function and the state wage report. Selecting Hourly, Salary, or Statutory makes the employee information available in the payroll function.

Terminated — A terminated employee is one who has resigned or was let go by the company. Making this selection activates the Date LWOP

74

2014 Client Write-Up Employee Setup

Taken field. See “ Suppress display of Terminated Employees ” for infor-

mation on hiding terminated employees during payroll processing.

Suspended Without Pay — An employee with this status is considered to be on the company’s payroll but does not receive a paycheck while suspended without pay. Payroll cannot be processed for an employee with this status. Making this selection activates the Date LWOP Taken field.

Suspended With Pay — An employee with this status is typically barred from coming to work but still receives a paycheck. Payroll is still processed for an employee with this status. Making this selection activates the Date LWOP Taken field.

Leave Without Pay — This is an temporary approved nonpay status. An employee with this status is considered to be on the company’s payroll but does not receive a paycheck while on leave without pay. Payroll cannot be processed for an employee with this status. Making this selection activates the Date LWOP Taken field.

Terminated, Suspended, and employees on Leave Without Pay can be deleted at the end of the calendar year once all reports, payroll filings, and

W-2s/W-3s have been generated and mailed or electronically filed.

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OTE

Exception: If a business’ fiscal year covers any period other than Jan.1-

Dec.31, the employee cannot be deleted until the end of the fiscal year.

Date LWOP Taken/Date Terminated or Date Suspended — This field is activated when either Terminated, Suspended with Pay, Suspended with-

out Pay, or Leave Without Pay is selected in the Status field. Use the drop list to activate the calendar and select the date.

Check if Employee is under 18 — Select this box if the employee is under

18 years of age.

Establishment ID assigned by the TWC LMCI department — This field is

made active when the Tax Table

on the State/Local Tax Status tab is set to

TX. The Establishment ID is assigned by the Labor Market and Career

Information department (LMCI) of the Texas Workforce Commission (TWC) to identify wages by worksite and is required only if the client files Form

BLS3020.

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MPORTANT

There must also be an entry made in the

NAICS/Class Code

field.

If an Establishment ID is entered and there is no entry in the

NAICS/Class Code field, the Establishment ID is not saved.

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OTE

To run the TWC C-3 and C-4 Texas Quarterly Wage Report, go to

Reports > State Tax & Wage and select Texas. The TWC upload file is created when the report is saved. Locate the upload file by going to

\CWU2014\CLIENTS\client_ID\TWCWAGES. The upload file is named TWCWAGES.ICE.

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Employee Setup 2014 Client Write-Up

Payroll

Wages/Rates

Tab

Enter information about an employee's pay scale on the Payroll Wages/Rates tab.

Pay Class (Required) — Select the employee’s pay class.

Hourly — Employee is paid at an hourly rate.

Salary — Employee is paid based on an annual salary.

Officer Salary — Employee is an officer of the company and is paid based on an annual salary.

Commission — Employee is paid a commission with no hourly wage or annual salary.

Sick Pay — Employee is receiving third party sick pay. When this status is selected, the Date Sick Pay Started and % Sick Pay Paid by

Employee fields are activated.

Pay Frequency — Select the appropriate option based on how often this employee is paid. This information determines the default value of Regular

Hours for hourly employees in Live Payroll and ATF Payroll. It also determines how the employee’s annual salary is divided and displayed in the Sal-

ary field when processing payroll. For instance, if Weekly is selected, the annual salary is divided by 52 in Payroll; if BiWeekly is selected, the annual salary is divided by 26. Select Zero to remove the default hours when processing live payroll.

Annual Salary — Enter the annual salary amount. The amount for the payroll check will be calculated based on the selection made in the Pay Frequency field. Entries in Annual Salary take precedence over entries in Pay Rate 1.

Suppress Regular Hours for Non-Hourly Employees — This option is available for non-hourly employees only. When this option is selected,

“0.00” displays in the Regular Hours field on the Live and ATF Payroll screens and the regular hours do not print on the employee’s check stub.

Suppress Regular Hours on Check Stub — When this option is selected, regular hours do not print on the employee’s check stub.

% Sick Pay Paid by Employee — Enter the percentage of sick pay paid by the employee.

Pay Rate 1 — If the employee is paid on an hourly basis, enter the hourly wage. Entries in Annual Salary take precedence over entries in Pay Rate 1.

I

MPORTANT

Enter information in either the Annual Salary or the Pay Rate 1 field. Payroll does not calculate correctly when there is information entered in both of these fields for an employee.

Overtime Factor — Enter the percentage of the hourly wage the employee receives for working overtime. The default value is time-and-a-half, entered as 1.5.

Holiday Factor — Enter the percentage of the hourly wage the employee receives for working on a holiday. The default value of the holiday pay rate is double-time, entered as 2.0.

Pay Per Piece — If the employee is paid by production levels (piece work), enter the wage the employee receives for each piece produced.

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2014 Client Write-Up Employee Setup

Date of Pay Raise — Enter the date the employee’s pay raise became effective. This date is used to determine the correct amount of pay when a paycheck is generated prior to that date using the old amount or after that date using the increased amount.

Date Sick Pay Started — Enter the date the employee began receiving third party sick pay.

Last Day of Month Worked — Enter the date of the last day of the month the employee worked before becoming entitled to receive sick pay.

Multiple Pay

Rate

Employees

Use this feature for employees with multiple job descriptions or multiple pay rates within the company.

A common scenario for multiple pay rate employees is the restaurant business. Some employees are paid at one rate when they are working as a “Hostess”, another rate when they are a “Server”, and yet another rate when they are working as a “Prep

Chef”. Use the Pay Rate 1 field for the employee’s “primary” job and the Pay Rate 2

through 4 fields for any “secondary” jobs.

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OTE

When processing payroll for multiple pay rate employees, you must enter the number of hours worked at each pay rate or job description.

Figure 4-7: Employee - Multiple Pay Rates

Additional Pay Rates — Click this box to designate the employee is a multiple pay rate employee. This field must be selected in order to enter multiple pay rates. Making this selection activates the Pay Rate Description, Pay

Rate 2 through 4 and Pay Rate 2 through 4 Description fields.

Pay Rate Description — This field is activated only when Additional

Pay Rates is selected. Enter a brief description of the employee’s regular pay to distinguish it from the other pay rates. This description appears in

Payroll and on the pay stub.

Pay Rate 2 through 4 — Enter pay rates for each of the employee’s “secondary” jobs.

Pay Rate 2 through 4 Description — Enter a brief description of each of the employee’s “secondary” jobs.

Use Pay Rate for OT Rate — Select the pay rate to use (rate 1, 2, 3, or 4) when the employee works overtime.

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Employee Setup 2014 Client Write-Up

Payroll

Options Tab

Select the appropriate payroll options for this employee on the Payroll Options tab.

Figure 4-8: Payroll Options

78

Tipped Employee — Select this field if the employee receives tips. Select whether the employee received tips directly or indirectly.

Direct tipped employees are any tipped employees who receive tips directly from customers, then turn over their tips to the employer. The tips are included in the employee’s gross pay so that all taxes and withholdings can be deducted from the gross pay. The payroll check includes tips in the net pay.

Indirect tipped employees are tipped employees who do not ordinarily receive tips directly from customers, such as busboys, service bartenders, and cooks. The employee holds the tips and reports the tip amount to the employer. The employer includes the tip amount in the employee’s gross pay so that taxes can be determined; however, the tips are not included in the employee’s net pay amount since the employee kept the tips.

Seasonal Employee — Select the box to create the correct information on

Forms 941, 941SS, W-2, and W-3 and several state reports.

Agricultural Employee — Select the box to create the correct information on

Forms 943, W-2, and W-3.

Employee Exempt From Fed. Withholding — Payroll for this employee is calculated as exempt from federal withholding.

Employee Exempt From State Withholding — Payroll for this employee is calculated as exempt from state withholding.

Exempt from SUTA — Select this option if the pay amount should not to be added to payroll for state unemployment purposes.

Exempt from FUTA — Select this option if the pay amount should not to be added to payroll for federal unemployment purposes.

Use Employee’s State for Box 15 on the W2 — Select to use the employee’s state in box 15 of their W-2 instead of the employer’s state.

2014 Client Write-Up Employee Setup

Employees Paid Commissions Exempt from Overtime — Select this option if the employee receives commissions that are exempt from being paid overtime, regardless of the number of hours worked.

Use Employees Taxable State for SDI calculation — When this option is

selected, the state selected on the State/Local Tax Status tab ( Tax Table ) is

used when calculating state disability insurance (SDI). When not selected, the employee’s state of residence listed on the Personal Info tab is used.

401k Status — Select whether the employee’s 401k account is active, suspended, or inactive.

Sick/Vacation Hours

Figure 4-9: Sick and Vacation Hours

Sick Calculations — Select this box to track sick hours available and used.

This box must be selected and the sick hours Accrual Options set up under

Employees > Account & Payroll Information > Payroll Options in order to have CWU track sick hours available.

Rollover Hrs — Select this check box if sick hours not used this year are available for use next year. The Sick Hours Available rolls over as the Begin-

ning Balance into next year’s Client Write-Up program.

Beginning Balance — Enter the current sick hours available including the rollover balance. This field is updated (if the Rollover Hrs box is selected) with the amount of Sick Hours Available into next year’s Client Write-Up program.

Sick Hrs Per Year — Enter the number of sick hours available in a year.

Hrs Required — If sick hours accrue on a per-hours-worked basis, enter the number of hours the employee must work to earn one sick hour.

Sick Hrs Available — Enter the current number of sick hours available. This balance calculated based on the formula (Beginning Balance + Earned Sick

Hours) - Sick Hours Used.

Sick Hrs Used — Enter the current number of sick hours used for the year.

This balance is updated each time payroll (live or ATF) is run.

Vacation Calculations — Select this box to track vacation hours available and used.

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Employee Setup 2014 Client Write-Up

Rollover Hrs — Select this box if vacation hours not used this year are available for use next year. The Vacation Hours Available rolls over as the Begin-

ning Balance into next year’s Client Write-Up program.

Beginning Balance — Enter the current vacation hours available including the rollover balance. This field is updated (if the Rollover Hrs box was selected) with the amount of Vacation Hours Available into next year’s Client Write-Up program.

Vac Hrs Per Year — Enter the number of vacation hours available in a year.

Hrs Required — If vacation hours accrue on a per-hours-worked basis, enter the number of hours the employee must work to earn one vacation hour.

Vac Hrs Available — Enter the current number of vacation hours available.

This balance is calculated based on the formula (Beginning Balance + Earned

Vacation Hours) - Vacation Hours Used.

Vac Hrs Used — Enter the current number of vacation hours used for the year. This balance is updated each time payroll (live or ATF) is run.

I

MPORTANT

Employee checks or pay stubs must be printed in order for the

Sick Hrs Available and Vac Hrs Available fields to be updated automatically. To automatically update these fields for ATF paychecks, go to Employees > Reprint Checks and print checks using the Preview checks prior to printing option.

Employee-Officer Expense/Cash Accounts

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OTES

This section can be skipped if the bookkeeping feature is not being used.

The client Chart of Accounts must be created prior to entering account

numbers. See “Chart of Accounts (COA) Setup” on page 44

.

Different Employee Salary and Officer’s Salary Cash and Expense accounts can be assigned for each employee. If no accounts are assigned for an employee on the employee’s Payroll Options tab, the accounts assigned on the

Employees > Account & Payroll Information, G/L Account Numbers tab are used when transactions are posted to the journal.

The account information entered is used to generate entries into the payroll journal from employee payroll entries. Press F2 to select postable accounts from the Chart of

Accounts or type the account number directly into the field. If the appropriate account does not exist, press F2 in the account field and select New from the list of available accounts to create an account. To create a new account, see

“Create an Account “On the Fly”” on page 156 .

Employee/Officer Cash Account — This account is credited when a transaction is entered.

Employee/Officer Expense Account — This account is debited when a transaction is entered.

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2014 Client Write-Up Employee Setup

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OTE

Only use the Officer cash and expense accounts for employees with a

Pay Class of Officer Salary. Use the Employee cash and expense accounts for all other pay classes. Set the Pay Class on the Payroll

Wages/Rates tab.

Federal Tax

Status Tab

Enter information about an employee's federal withholding on the Federal Tax Status tab.

Federal Withholding Options

Wage Calculation Method — This option uses annualized payroll to access the “Tables for Percentage Method of Withholding (table 7)” to calculate the

Federal withholding as described in IRS Pub 15 and is the default method for figuring the federal tax.

Fixed Percent Method — This method uses a fixed percentage, which you select, to determine the federal tax, regardless of income. When the percentage method is selected, the Federal Withholding Information section changes to prompt for the actual withholding percent used.

Rounded — Federal withholding amounts of 50 cents and more are rounded up to the next dollar. Amounts less than 50 cents are rounded down to give a whole dollar amount.

Nonresident Alien Employee — Select this option and the employee is taxed at the higher nonresident alien rate.

Federal Withholding Information

Filing Status, Exemptions, and Add’l W/H — These fields are available when the Wage Calculation Method is selected. Enter information from the employee's Form W-4.

Exempt from SS W/H — Select this option if the employee is exempt from paying Social Security withholding.

Exempt from Medicare W/H — Select this option if the employee is exempt from paying Medicare withholding.

WH Percent — This field is available when the Fixed Percent Method is selected. Enter the percentage to be used to calculate the employee’s federal withholdings in decimal format. (For instance, .15

indicates 15%.)

State/Local

Tax Status

Tab

Enter information about an employee's state and local withholding on the State/Local

Tax Status tab.

81

Employee Setup

State Withholding Options

Figure 4-10: State Withholding Options

2014 Client Write-Up

82

Wage Calculation Method — This option uses annualized payroll to calculate the State withholding as described in the publications for each state.

Fixed Percent Method — This method uses a fixed percentage, which you select, to determine the state tax, regardless of income. When the percentage method is selected, the State/Locality Information section changes to prompt for the actual withholding percent used.

Rounded — State withholding amounts of 50 cents and more will be rounded up to the next dollar. Amounts less than 50 cents will be rounded down to give a whole dollar amount.

Use Gross Pay for Local Tax — Select this option if the locality tax is based on the gross amount of the employee’s pay check.

Use Adjusted Pay for Local Tax — Select this option if the locality tax is based on the net amount of the employee’s pay check.

Nonresident Alien Employee — If the Tax Table field is set to ME, this field

is active. Select this option if the employee is a nonresident alien.

State/Locality Information

Figure 4-11: State/Locality Information

Tax Table — Select the employee's state for tax withholding purposes. If state withholding is not applicable, no selection is necessary or you may choose

None. Selecting a state here puts the same state in the State Code field when processing live and ATF payroll.

Locality 1-3 — Select the locality where the employee lives. The contents of the drop lists is determined by the entries in

Employees > Account & Payroll Information, the Local Rates tab. If there is no entry in the list for the employee’s locality, there is likely no locality tax

2014 Client Write-Up Employee Setup

for that location. See “Add Locality Tax” on page 64

if a locality needs to be added to the drop list.

Filing Status/Exemptions

Filing Status, Exemptions, and Add'l W/H — These fields are available when the

Wage Calculation Method option is selected. Enter information from the employee's state W-4.

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OTE

When MD is selected in the Tax Table field, the MD Resident field displays below the Filing Status field. Options for the MD Resident field are: Nonresident (nonresident of Maryland), Resident of MD,

Employed in Delaware, and Oth. Nonreciprocal state.

When Resident of MD is selected, the Locality 1 field displays below the Tax Table field. Select the appropriate locality for the selected employee.

State Fixed Percent WH

WH Percent — This field is available when the Fixed Percent Method is selected.

Enter the percentage to be used to calculate the employee’s state withholdings in decimal format. (For instance, .15

indicates 15%.)

General Selections

After selecting the employee's state from the Tax Table list under the State/Locality

Information, fill in additional data as required by the selected state. If the state does not require additional withholding information, no additional data fields are displayed.

Blind — If Tax Table is set to IL or MS, the Blind field is active. If the employee or spouse is blind, select the appropriate option in this field.

Over 65 — If Tax Table is set to IL or MS, the Over 65 field is active. If the employee or spouse is over the age of 65, select the appropriate option in this field.

Wage Chart — If Tax Table is set to NJ, the Wage Chart field is active.

Select the appropriate wage chart letter for state withholding purposes.

% of Federal — If Tax Table is set to AZ, the % of Federal field is active. If the employee is taxed based on a percentage of the federal tax, choose the applicable tax rate from the list.

Reduced WH — If the Tax Table field is set to CT, the Reduced WH field is active. If the employee qualifies for reduced withholding, enter the amount here.

Est Deductions — If the Tax Table field is set to CA or NJ, the Est Deduc-

tions field is active. If the employee qualifies for Estimated Deductions

Reduction withholding, enter the amount of the deductions here.

No. Dependents — If the Tax Table field is set to AL, LA, or MS, this field is active. Enter the number of dependents the employee claims for state withholding purposes.

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Employee Setup 2014 Client Write-Up

Deductions

Tab

Enter payroll deductions for the employee on the Deductions tab. Before assigning deductions to an employee, first create the deductions through

Employees > Deductions & Benefits. Deductions set up in Deductions & Benefits are available to be assigned to employees on the Employees > Employee Setup,

Deductions tab without amounts.

Assign only the deductions applicable to each employee. Only the deductions assigned to that employee appear on their payroll screen and check stub. A maximum of 12 deductions can be assigned to each employee.

To assign a deduction to an employee:

1.

Double-click a deduction in the Deductions List that is to be assigned to the employee. The deduction number and name display in the Deduction Edit Line

with an “X” in the Assignment Field. See Figure 4-12 .

Figure 4-12: Deductions Assignment

84

2.

Either press F3 to bring forward the default deduction amount for the selected deduction, or manually enter a deduction Amount, Priority (optional), and Ceil-

ing (optional).

Amount — Enter the amount of the deduction for this employee. Default settings can be edited at this time. If a deduction has been set up to “Match a

Benefit Number”, editing a deduction amount will have no effect since the deduction amount will match the benefit amount. See

Match to Benefit Number

.

T

IP

Enter a decimal amount less than 1.00 to indicate the deduction is a percentage of gross pay. To create deductions based on set dollar amounts, enter amounts of $1.00 or greater.

Priority — Set the order that deductions are to be subtracted. This information is valuable in cases of short pay weeks. This way, you know which deductions are the most important when it is not in the best interest of the employee to use all deductions.

Ceiling — Enter the maximum deduction that can be taken by this employee.

When the employee reaches the ceiling amount for the year, CWU discontinues this deduction for the employee.

2014 Client Write-Up Employee Setup

3.

Click OK. The deduction displays in the Deductions List along with the

Amount, Priority, and Ceiling values. The “X” in the Assignment Field for a deduction in the Deductions List indicates the deduction has been assigned to the employee.

Removing a Deduction from an Employee

If an employee does not want to have a deduction taken from his or her pay:

1.

Double-click the deduction in the Deductions List that should not be deducted from the employee’s pay. The deduction information displays in the Deduction

Edit Line with an “X” in the Assignment Field.

2.

Delete the “X” from the Assignment Field on the Edit Line.

3.

Click OK.

Benefits Tab

Enter payroll benefits for the employee on the Benefits tab. Before entering benefits for payroll purposes, first create the benefits through

Employees > Deductions & Benefits. Benefits set up in Deductions & Benefits are available to be assigned to employees on the Employees > Employee Setup, Benefits tab without amounts.

Assign only the benefits applicable to each employee. Only the benefits assigned to that employee appear on their payroll screen and check stub. A maximum of 10 benefits can be assigned to each employee.

To assign a benefit to an employee:

1.

Double-click a benefit in the Benefits List that is to be assigned to the employee.

The benefit number and name display in the Benefit Edit Line with an “X” in the

Assignment Field.

2.

Either press F3 to bring forward the default benefit amount for the selected benefit, or manually enter a benefit Amount and Ceiling (optional).

Amount — Enter the amount of the deduction for this employee. Default settings may be edited at this time.

T

IP

Enter a decimal amount less than 1.00 to indicate the benefit is a percentage of gross pay. To create benefits based on set dollar amounts, enter amounts of $1.00 or greater.

Ceiling — Enter the maximum amount of this benefit that can be taken by this employee. When the employee reaches the ceiling amount for the year,

CWU discontinues giving this benefit to the employee.

3.

Click OK. The benefit displays in the Deductions List along with the Amount and Ceiling values. The “X” in the Assignment Field for a benefit in the Benefits

List indicates the benefit has been assigned to the employee.

Removing a Benefit from an Employee

If an employee does not want to have a benefit included in his or her pay:

85

Employee Setup 2014 Client Write-Up

1.

Double-click the benefit in the Benefits List that should not be included in the employee’s pay. The benefit information displays in the Benefit Edit Line with an “X” in the Assignment Field.

2.

Delete the “X” from the Assignment Field on the Edit Line.

3.

Click OK.

Direct

Deposit Tab

Enter direct deposit information for the employee on the Direct Deposit tab.

I

MPORTANT

InterceptEFT is Drake’s agent for direct deposit. You must call them (1-866-431-9926) and establish your account prior to using the Direct Deposit feature. Drake has established a special fee schedule with InterceptEFT for its clients. It’s important that you identify yourself as a Drake client whenever you communicate with InterceptEFT.

Direct Deposit Payroll Checks — Select the check box if payroll checks are to be deposited directly into the employee’s bank account. The Account Type and Bank

Routing Number fields activate.

Account Type — Specify whether to deposit the pay into a Checking or Sav-

ings account, or both. Directly deposit payroll checks in up to two accounts for each employee. If splitting a paycheck between two accounts, both accounts must be at the same bank. Checks can be split between any combination of checking and savings accounts including two checking or two savings accounts or one of each. If both Checking and Savings are selected, the

Enter Amount to Apply to Savings field activates.

Enter Amount to Apply to Savings — Enter the dollar amount to deposit into the second Direct Deposit account when the deposit is being split between two accounts. This amount can be edited for each pay check.

Bank Routing Number — Enter the routing number for the employee’s bank account. Find this number on the bottom of the employee’s personal checks to the left of the account number. Reenter the routing number in the Retype

Bank Routing Number field.

Checking Account Number — Enter the employee’s checking account number for the direct deposit. If the deposit is to be split between two savings accounts, enter the first savings account information here. Reenter the account number in the Retype Checking Account Number field.

Savings Account Number — Enter the employee’s savings account number for the direct deposit. If the deposit is to be split between two checking accounts, enter the second checking account information here. Reenter the account number in the Retype Savings Account Number field.

Edit an Employee

To edit an existing employee, go to Employees > Employee Setup and double-click a name from the list of employees or enter the employee’s ID number in Employee

Code field and press E

NTER

. The data fields for that employee activate. Edit the desired fields and click Save.

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2014 Client Write-Up Change Employee Codes

Change Employee Codes

I

MPORTANT

Changing employee codes must be done before producing W-2s.

I

To change an employee code, complete the following:

1.

Go to Employees > Change Employee Code.

N

OTE

It is recommended that you back up your client files prior to changing employee codes. To backup from the Change Employee/Contractor

Code window, click Backup Files.

2.

Use the Select the Old Employee Code drop list to select the employee code to change.

3.

Enter the new employee code into the Enter the New Employee Code field.

Employee codes can be up to 20 characters and are alphanumeric.

4.

Re-enter the new employee code.

5.

Click Save.

MPORTANT

Portals Users - If an Employee Code needs to be changed, It is important that the Employer not make any changes to employee information until the Employee Code has been changed and Portals has been synched.

Payroll Processing

Make adjustments to state, company, and individual information by going to the following options under the Employees menu:

Account & Payroll Information

Deductions & Benefits

Employee Setup

Changes to the federal wage information are made in Firm > Firm Info./

Global Settings. This information can be edited as needed.

Refer to “Process Payroll (Live and ATF)” on page 311

for an overview of the payroll process.

Live Employee Payroll

Use Live Payroll when employee paychecks will be printed.

N

OTE

See

“Process Payroll (Live and ATF)” on page 311

payroll processes.

for an overview of

To enter live payroll, complete the following steps:

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Live Employee Payroll 2014 Client Write-Up

1.

Go to Employees > Live Payroll.

2.

Select Employee — Double-click the employee from the employee list or enter the employee code in the field at the top left of the screen. All existing employees are listed alphabetically by last name. If necessary, sort the employee list by

Code, Name, or SSN by clicking the column header. Once the employee has been selected, the other fields activate and information fields are automatically filled with data previously entered in Employees > Employee Setup.

3.

Verify, edit, or complete the following fields:

NAICS/Class Code — If a NAICS code was entered for the selected employee during employee setup, that code displays. Edit the code for this pay check as needed. For information on setting up employees’ NAICS codes,

see NAICS/Class Code .

Pay Check Exempt from FUTA — Select this option if the pay amount should not be added to payroll for FUTA purposes.

Rate One, Rate Two, Rate Three, Rate Four — The amounts in these fields are determined by the information entered in the

Employees > Employee Setup, Payroll Wages/Rates tab, the Pay Rate 1-4 fields and are active only if the employee is a multiple pay rate employee.

Refer to

“Multiple Pay Rate Employees” on page 77

. Changes to the Rate

One thru Four fields in Live Payroll affect vacation, holiday, sick, and overtime pay for this paycheck only. Edit these fields only if the default multiple pay rates are incorrect.

Figure 4-13: Multiple Pay Rate Rates and Hours

Hours — Enter the hours worked at each multiple pay rate. The total of all multiple pay rate hours is displayed in the Total Hours field.

State Code — This is determined by the state selected in Tax Table in

Employees > Employee Setup, the State/Local Tax Status tab.

N

OTE

Fields are formatted when displayed and any changes are formatted after leaving the field.

Pay Period Ending — This is the current computer date. To change the date, enter the appropriate date using the MMDDYYYY format.

Check Date — This field is not used when preparing live payroll for employees that receive printed paychecks and is therefore unavailable. For those employees, the check date is entered when checks are printed. The Check

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2014 Client Write-Up Live Employee Payroll

Date field is required when entering live payroll for direct deposit employees.

Enter the date of the check in MMDDYYYY format.

I

MPORTANT

Direct Deposit transmissions on Friday, Saturday, or Sunday are processed by InterceptEFT the following Monday. InterceptEFT does not accept direct deposit check dates that fall on weekends or holidays. See

“Appendix F - InterceptEFT Holidays” on page 11

for the Holiday Processing Calendar.

Check Number — This field is not used when preparing live payroll and is therefore unavailable. The starting check number is entered when checks are printed.

Regular Hours — This field is active when the employee is not a multiple pay rate employee and reflects information entered in the

Employees > Employee Setup, Payroll Wages/Rates tab, the Pay Fre-

quency field. Use this field to override the default number of hours worked.

Enter the correct number of hours and the regular pay, earnings, and deductions adjust automatically. To remove the default hours, go to the

Payroll Wages/Rates tab in Employees > Employee Setup and select Zero from the Pay Frequency list. Regular Hours changes to Total Hours when the employee is a multiple pay rate employee.

Hours Worked — The amount in this field is calculated by adding Regular

Hours plus Overtime Hours or Regular Hours minus Sick Hours. The amount in this field is used to calculate the employee’s deduction or benefit if specified to be used in the calculation when the deduction or benefit was set

up. Edit the amount in this field as needed. See Deduction Calculation and

Benefit Calculation .

Total Hours — This is a calculated field that is displayed only when the employee is a multiple pay rate employee. Total Hours is the total of the employee’s multiple pay rate hours. See

“Multiple Pay Rate Employees” on page 77 for information on setting up multiple pay rate employees.

Salary — The salary is calculated when Salary is selected from the Payclass list on the Employees > Employee Setup, the Payroll Wages/Rates tab.

Override the employee's salary on the Live Payroll dialog box. Enter the corrected amount and the regular pay, earnings, and deductions adjust automatically. To remove a default, go to Employees > Employee Setup, the

Payroll Wages/Rates tab, and select Zero from the Pay Frequency list.

Then, on the same dialog box, enter 0.00 as the Annual Salary.

Overtime Hours — Indicate the number of overtime hours worked. The percentage used to calculate the overtime rate is based on the information entered in Employees > Employee Setup, Payroll Wages/Rates tab, the Overtime

Rate field. The calculation adds the amount of the time in Regular Pay under

Earnings. The “half” is entered in Overtime Premium under Earnings.

Vacation Hours — Enter the number of vacation hours used during the pay period. The amount is calculated based on the information entered for Pay

Rate 1 in Employees > Employee Setup, the Payroll Wages/Rates tab.

Holiday Hours — Enter the number of holiday hours used during the pay period. The amount is calculated based on the information entered in Holiday

Rate on the Payroll Wages/Rates tab of Employees > Employee Setup.

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Live Employee Payroll 2014 Client Write-Up

Sick Hours — Enter the number of sick hours used during the pay period.

The amount is calculated based on the information entered in

Employees > Employee Setup, Payroll Wages/Rates tab, the Pay Rate 1 field.

N

OTE

Vacation, holiday, and sick pay are combined under Earnings.

Tips — Enter the amount of tips received by the employee that is not included in regular pay. Tips are not included in the calculation of gross pay but automatically have deductions taken from this amount. The amount is calculated based on the information entered in Employees > Employee Setup,

Payroll Options tab, the Tipped Employee field.

Commissions — Enter the amount to show on the pay stub as commissions.

The amount of commissions is added to the regular pay and withholdings calculated accordingly.

3rd Party Sick Pay — Enter the amount of 3rd party sick pay the employee received during the pay period. This field is only available when the Status field on the Employees > Employee Setup, Personal Info tab is set to Sick

Pay. Employees cannot receive regular pay and 3rd party sick pay at the same time.

No. of Pieces — For employees paid based on piece work. Enter the number of pieces for which the employee will be paid. The amount is calculated based on the information entered in Employees > Employee Setup,

Payroll Wages/Rates tab, the Pay Per Piece field. The amount of pay per piece is added to the regular pay and withholdings calculated accordingly.

4.

Verify the employee’s earnings and deductions. Edit if necessary. For details, see

“Earnings” on page 91 and

“Deductions” on page 93 .

5.

Click Save once all the employee's information has been verified.

I

MPORTANT

CWU does not recognize a check generated in Live Payroll as existing until it is printed. Once the check has been printed, it is recognized in the calculation of Payroll Filings, State Wage

Reports, and Payroll Reports.

For details about printing employee paychecks, see “Printing Employee Pay Checks” on page 102 .

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2014 Client Write-Up

Earnings

Figure 4-14: Earnings

Live Employee Payroll

N

OTE

To edit amounts in the Earnings column, double-click the amount and enter the new amount in the line above Non-Gross Earnings. Any changes made to the default earning amounts when entering live payroll are considered one-time only adjustments. Adjusted amounts are indicated with an asterisk (*).

Regular Pay — The amount in this field is based on the information entered in Employees > Employee Setup, the Payroll Wages/Rates tab. Edit the

Regular Pay amount by either changing the number of Regular Hours on the left of the dialog box or by double-clicking the Regular Pay line. This fills the field at the bottom of the Earnings box. With the amount highlighted, enter the correct amount. Press E

NTER

for this information and payroll amounts to be updated.

Overtime Premium — The amount in this field is based on the information entered in Employees > Employee Setup, Payroll Wages/Rates tab. Edit the

Overtime Premium amount by either changing the number of Overtime

Hours on the left of the dialog box or by double-clicking the Overtime Pre-

mium line. This fills the field at the bottom of the Earnings box. With the

91

Live Employee Payroll 2014 Client Write-Up

amount highlighted, enter the correct amount. Press E

NTER

for this information and the payroll amounts to be updated.

The Overtime Premium calculates based on the selection made under

Employees

> Account & Payroll Information. See

Store all overtime pay separate from regular pay

.

N

OTES

The Overtime Premium for a multiple pay rate employee uses the pay rate selected in

Employees > Employee Setup, Payroll Wages/

Rates tab

.

Vac/Hol/Sick — The amount in this field is based on information entered in

Employees > Employee Setup, Payroll Wages/Rates tab. Edit the Vac/Hol/

Sick amount by either changing the number of vacation, holiday, or sick hours on the left of the dialog box or by double-clicking the Vac/Hol/Sick line. This fills the field at the bottom of the Earnings box. With the amount highlighted, enter the correct amount. Press E

NTER

for this information and the payroll amounts to be updated.

N

OTE

An asterisk (*) next to a field indicates an override amount. This affects only the current check. Future checks for this employee use the default amounts.

Benefits

The benefits previously assigned to the selected employee on

Employees > Employee Setup, the Benefits tab display in the Earnings list. The amounts are based on the information entered on that same tab.

To edit the amounts, double-click the line to be edited. This fills the field at the bottom of the Earnings box. With the amount highlighted, enter the correct amount. Press

E

NTER

for the benefit and payroll amounts to be updated.

N

OTE

Only benefits assigned to an employee display in this dialog box and print on the pay stub. If all 10 benefit lines are used, use the scroll bar to the right of Earnings to see all benefits.

Gross Pay and Earnings

Non-Gross Earnings (Cannot be edited directly) — To change the amount, edit the appropriate line in the Earnings box.

Gross Earnings (Cannot be edited directly) — To change the amount displayed in this field, edit the appropriate line in the Earnings box. Benefits that are not set to Apply to Gross are not included in this amount.

Additional Gross Pay — An amount added to this field is added to the gross pay produced from the information in Earnings. The standard calculations for withholdings are applied to this amount. The amount in this field is associated with the expense account entered in Employees > Employee Setup, Payroll Options tab, the Expense Account field (if the bookkeeping function is used).

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2014 Client Write-Up Live Employee Payroll

Gross Pay (Cannot be edited directly) — This is a calculated field generated by adding Gross Earnings and Additional Gross Pay.

Deductions

Figure 4-15: Deductions

N

OTE

To edit amounts in the Deductions column, double-click the amount and enter the new amount in the line above Total Deductions. Any changes made to the default deduction amounts when entering live payroll are considered one-time only adjustments. Adjusted amounts are indicated with an asterisk (*).

Federal WH — Federal withholding is based on the information entered in

Firm > Firm Info./Global Settings and the Federal Withholding Information section of the Federal Tax Status tab in Employees > Employee Setup.

Social Security — Social Security withholding is based on the information entered in Firm > Firm Info./Global Settings.

Medicare — Medicare withholding is based on the information entered in

Firm > Firm Info./Global Settings.

State WH — State withholding is based on the information entered on the State/

Local Tax Status tab in Employees > Employee Setup.

N

OTE

Federal withholding, state withholding, Medicare, and Social Security can be affected by the information in Employees > Deductions &

Benefits and Employees > Employee Setup, the Deductions tab.

City/County WH — Local withholding is based on the information entered on the State/Local Tax Status tab in Employees > Employee Setup.

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Live Employee Payroll 2014 Client Write-Up

Additional Deductions

The deductions previously assigned to the selected employee on the

Employees > Employee Setup, the Deductions tab display in the Deductions list.

The amounts are based on the information entered on that same tab.

N

OTE

Only deductions assigned to an employee show in this dialog box and print on the pay stub. If all 12 deduction lines are used, use the scroll bar to the right of the Deductions box to see all deductions.

To edit deduction amounts, double-click the line to be edited. This fills the field at the bottom of the Deductions box. With the amount highlighted, enter the correct amount.

Press E

NTER

for the deduction and payroll amounts to be updated.

N

OTE

If a deduction has been “matched” with a benefit, you cannot edit the deduction amount. Editing the “matched” benefit amount automatically changes the deduction amount to mirror the benefit amount. See

Match to Benefit Number

for more information.

Total Deductions and Net Pay

Total Deductions (Cannot be edited directly) — This is a calculated field based on the entries made in Deductions. Make changes to this field by changing the appropriate deductions lines.

Additional Net Pay — Enter any amounts added to an employee's paycheck not subject to withholdings. This amount is associated with the expense account entered in Employees > Employee Setup, Payroll Options tab, the Expense

Account field (if the bookkeeping function is used).

Net Pay (Cannot be edited directly) — This is a calculated field based on the information from Earnings and Deductions sections. Make changes by changing the appropriate earnings and deductions fields.

Direct Deposit Applied to Savings — This field is active when a Direct Deposit employee is splitting their pay between two accounts. The field displays the amount entered in Employees > Employee Setup, Direct Deposit tab, the Enter

Amount to Apply to Savings field. Edit the amount in this field as desired. The edited amount affects the current check only.

Additional Live Employee Payroll Options

Mark Printed — The Mark Printed field is an optional field that, when selected, allows CWU to recognize this particular check as having been printed. The check will therefore not appear on the Print New Checks dialog box. This field changes to the

No Stub option for direct deposit employees.

No Stub — The No Stub option is available only for direct deposit employees and, when selected, indicates that no check stub should be printed. When this option is selected, no print record displays in Employees > Print New Checks. This field changes to the Mark Printed option for employees not set up for direct deposit.

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2014 Client Write-Up Live Employee Payroll

Test Check for Direct Deposit — Select this option to create a “test check” Direct

Deposit file for the selected employee that can be transmitted to InterceptEFT. InterceptEFT does not require that you transmit a test check. When this option is selected, all amounts on the check change to zeros. A test transmission file is created when the test check is saved. Create a separate test transmission file for each employee. See

“Transmitting Employee Direct Deposits” on page 108

for information on transmitting to InterceptEFT.

N

OTE

No information moves to the journal for a test check when the bookkeeping feature is being used.

Reset — The Reset button clears the payroll information from the dialog box.

Delete — The Delete button removes the payroll check from the payroll reports. All checks can be deleted whether or not they’ve been printed. To delete a live payroll check, complete the following steps:

1.

From Employees > Live Payroll, select an employee.

2.

Select a check to delete from the Previous Checks - Click to edit list. The Pay

Period Ending Date, Check Date, Check Number, and net amount are displayed to aid in identifying the check to delete.

3.

Click Delete.

If a 941 or state wage report that has been processed is affected by this deletion, manual adjustments must be made to the reports. Deleting a check using this function removes the information from the payroll reports and makes adjusting entries to the journal. Manual adjustments are required if the deletion affects previously closed periods.

Editing a Live Employee Check

To edit a live payroll check, complete the following steps:

1.

From Employees > Live Payroll, select an employee.

2.

Select a check to edit from the Previous Checks - Click to edit list at the top right of the window. The Pay Period Ending Date, Check Date, Check Number, and net amount are displayed to aid in identifying the check to edit. The bottom part of the screen fills with the saved amounts.

3.

Make the necessary edits and click Save.

N

OTE

All fields that can normally be edited in live payroll can be edited if the check has not been printed. If the check has been printed, only the

Check Date and Pay Period Ending Date can be edited.

While in Edit mode, click New to enter a new check for the selected employee.

Any adjustments to 941s already processed need to be made again. If a posted check is edited, make adjustments to the journal to accommodate the edits.

95

ATF Employee Payroll 2014 Client Write-Up

ATF Employee Payroll

Use ATF Payroll for reporting purposes only. Paychecks are not printed when using

ATF payroll.

N

OTE

Checks entered in ATF payroll are recognized by CWU as printed. The

Mark Printed field is selected by default when entering ATF payroll and is disabled so it cannot be changed. This allows you to run payroll reports, including 941s and state wage reports, for entries made in ATF payroll.

To enter ATF employee payroll, complete the following steps:

1.

Go to Employees > ATF Payroll.

2.

Select Employee — Select the employee from the employee list or enter the employee code in the field at the top left of the screen. All existing employees are listed alphabetically by last name. If necessary, sort the employee list by Code,

Name, or SSN by clicking the column header. Once the employee has been selected, the other fields activate and information fields are automatically filled with data previously entered in Employees > Employee Setup.

3.

Verify, edit, or complete the following fields:

NAICS/Class Code — If a NAICS code was entered for the selected employee during employee setup, that code displays. Edit the code for this pay check as needed. For information on setting up employees’ NAICS codes,

see NAICS/Class Code .

Pay Check Exempt from FUTA — Select this option if the pay amount should not be added to payroll for FUTA purposes.

Regular Rate, Rate Two, Rate Three, Rate Four — The amounts in these fields are determined by the information entered in

Employees > Employee Setup, Payroll Wages/Rates tab, the Pay Rate 1-4 fields and are active only if the employee is a multiple pay rate employee.

Changes to pay rate in ATF Payroll affect Vacation, Holiday, Sick, and

Overtime Pay for this paycheck only. Edit these fields only if the default multiple pay rates are incorrect.

Hours— Enter the hours worked at each multiple pay rate. The total of all multiple pay rate hours is displayed in Total Hours.

State Code — This is determined by the state selected in the Tax Table field in Employees > Employee Setup, the State/Local Tax Status tab.

N

OTE

Fields are formatted when displayed and any changes are formatted after leaving the field.

Pay Period Ending — This is the current computer date. To change the date, enter the date using the MMDDYYYY format.

Check Date (required) — The check date should correspond to the date on the check issued to the employee and determines the quarter to post the pay check when generating Form 941. This field uses the current computer date

96

2014 Client Write-Up ATF Employee Payroll

by default. To change the date, use the MMDDYYYY date format. For direct deposit employees, enter the date the client’s account is to be debited.

I

MPORTANT

InterceptEFT does not accept direct deposit check dates that fall on weekends or holidays. See

“Appendix F - InterceptEFT Holidays” on page 11 for the Holiday Processing Calendar.

Check Number (optional) — The check number should correspond to the number on the check that was issued to the employee. This field is not available for direct deposit employees.

Regular Hours — The information in this field is displayed only when the employee is not a multiple pay rate employee and it reflects the information entered in the Employees > Employee Setup, Payroll Wages/Rates tab, the

Pay Frequency field. Use this field to override the default number of hours worked. Enter the correct number of hours and the regular pay, earnings, and deductions adjust automatically. To remove the default hours, go to the

Payroll Wages/Rates tab in Employees > Employee Setup and select Zero from the Pay Frequency list. Regular Hours changes to Total Hours when the employee is a multiple pay rate employee.

Hours Worked — The amount in this field is calculated by adding Regular

Hours plus Overtime Hours or Regular Hours minus Sick Hours. The amount in this field is used to calculate the employee’s deduction or benefit if specified to be used in the calculation when the deduction or benefit was set

up. Edit the amount in this field as needed. See Deduction Calculation and

Benefit Calculation .

Total Hours — This is a calculated field that is active only when the employee is a multiple pay rate employee. Total Hours is the total of the employee’s multiple pay rate hours. Refer to “Additional Pay Rates” under

“Employee Setup” on page 72

for information on setting up multiple pay rate employees.

Salary — The salary is calculated when Salary is selected from the Payclass list on the Employees > Employee Setup, the Payroll Wages/Rates tab.

Override the employee's salary in the Salary field of the ATF Payroll window, and the regular pay, earnings, and deductions adjust automatically. To remove a default, go to Employees > Employee Setup, the Payroll Wages/

Rates tab, and select Zero from the Pay Frequency list. Then, on the same dialog box, enter 0.00 as the Annual Salary.

Overtime Hours — Indicate the number of overtime hours worked. The percentage used to calculate the overtime rate is based on the information entered in Employees > Employee Setup, Payroll Wages/Rates tab, the Overtime

Rate field.

Vacation Hours — Enter the number of vacation hours used during the pay period. The amount is calculated based on the information entered in the Pay

Rate 1 field in Employees > Employee Setup, the Payroll Wages/Rates tab.

Holiday Hours — Enter the number of holiday hours used during the pay period. The amount is calculated based on the information entered as Holiday

Rate on the Payroll Wages/Rates tab of Employees > Employee Setup.

Sick Hours — Enter the number of sick hours used during the pay period.

The amount is calculated based on the information entered in

97

ATF Employee Payroll 2014 Client Write-Up

Employees > Employee Setup, Payroll Wages/Rates tab, the Pay Rate 1 field.

N

OTE

Vacation, holiday, and sick pay are combined under Earnings.

Tips — Enter the amount of tips received by the employee that is not included in regular pay. Tips are not included in the calculation of gross pay but have deductions taken automatically from this amount. The amount is calculated based on the information entered in Employees > Employee Setup,

Payroll Options tab, Tipped Employee field.

Commissions — Enter the amount to show on the pay stub as commissions.

The amount of commissions is added to the regular pay and withholdings calculated accordingly.

3rd Party Sick Pay — Enter the amount of 3rd party sick pay the employee received during the pay period. This field is only available when the Status field on the Employees > Employee Setup, Personal Info tab is set to Sick

Pay. Employees cannot receive regular pay and 3rd party sick pay at the same time.

No. of Pieces — For employees paid based on piece work. Enter the number of pieces for which the employee was paid. The amount calculated is based on the information entered in Employees > Employee Setup, Payroll Wages/

Rates tab, Pay Per Piece. The amount of pay per piece is added to the regular pay and withholdings calculated accordingly.

4.

Verify the employee’s earnings and deductions. Edit if necessary. For details, see

“Earnings” on page 98 and

“Deductions” on page 100

.

5.

Click Save once all the employee's information has been verified.

Earnings

N

OTE

To edit amounts in the Earnings column, double-click the amount and enter the new amount in the line above Non-Gross Earnings. Any changes made to the default earning amounts when entering ATF payroll are considered one-time only adjustments. Adjusted amounts are indicated with an asterisk (*).

Regular Pay — The amount in this field is based on the information entered in Employees > Employee Setup, the Payroll Wages/Rates tab. Hourly employees default to a 40 hour work week. Edit Regular Pay by either changing the number of Regular Hours on the left of the dialog box or by double-clicking the Regular Pay line. This fills the field at the bottom of the

Earnings box. With the amount highlighted, enter the correct amount. Press

E

NTER

for this information to appear on the proper line.

Overtime Premium — The amount in this field is based on information entered in Employees > Employee Setup, the Payroll Wages/Rates tab. Edit

Overtime Premium by either changing the number of Overtime Hours on the left of the dialog box or by double-clicking the Overtime Premium line.

This fills the field at the bottom of the Earnings box. With the amount high-

98

2014 Client Write-Up ATF Employee Payroll

lighted, enter the correct amount. Press E

NTER

for this information and the payroll amounts to be updated.

The Overtime Premium calculates based on the selection made under

Employees

> Account & Payroll Information. See

Store all overtime pay separate from regular pay

.

N

OTES

The Overtime Premium for a multiple pay rate employee uses the pay rate selected in

Employees > Employee Setup, Payroll Wages/

Rates tab

.

Vac/Hol/Sick — The amount in this field is based on information entered in

Employees > Employee Setup, the Payroll Wages/Rates tab. Edit the Vac/

Hol/Sick amount by either changing the number of vacation, holiday, or sick hours on the left of the dialog box or by double-clicking the Vac/Hol/Sick line. This fills the field at the bottom of the Earnings box. With the amount highlighted, enter the correct amount. Press E

NTER

for this information to appear on the proper line.

N

OTE

An asterisk (*) next to a field indicates an override amount that affects only the current check. Future checks for this employee will use the default amounts.

Benefits

The benefits previously assigned to the selected employee on

Employees > Employee Setup, the Benefits tab display in the Earnings list. The amounts are based on the information entered on that same tab.

To edit the amounts, double-click the line to be edited. This fills the field at the bottom of the Earnings box. With the amount highlighted, enter the correct amount. Press

E

NTER

for the benefit and payroll amounts to be updated.

N

OTE

Only benefits assigned to an employee show in this dialog box and print on the pay stub. If all 10 benefit lines are used, use the scroll bar to the right of Earnings to see all benefits.

Gross Pay and Earnings

Non-Gross Earnings (Cannot be edited directly) — To change the amount in this field, edit the appropriate line in the Earnings box.

Gross Earnings (Cannot be edited directly) — To change the amount, edit the appropriate line in the Earnings box. Benefits that are not set to Apply to Gross are not included in this amount.

Additional Gross Pay — An amount added to this field is added to the gross pay produced by the information in the Earnings box. The standard calculations for withholdings are applied to this amount. The amount in this field is associated with the expense account entered in Employees > Employee Setup,

Payroll Options tab, the Expense Account field (if the bookkeeping function is used).

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ATF Employee Payroll 2014 Client Write-Up

Gross Pay (Cannot be edited directly) — This is a calculated field generated by adding Gross Earnings and Additional Gross Pay.

Deductions

N

OTE

To edit amounts in the Deductions column, double-click the amount and enter the new amount in the line above Total Deductions. Any changes made to the default deduction amounts when entering ATF payroll are considered one-time only adjustments. Adjusted amounts are indicated with an asterisk (*).

Federal WH — Federal withholding is calculated based on information entered in Firm > Firm Info./Global Settings and the Federal Withholding Informa-

tion section of the Federal Tax Status tab in Employees > Employee Setup.

Social Security — Social Security withholding is calculated based on information entered in Firm > Firm Info./Global Settings.

Medicare — Medicare withholding is calculated based on information entered in

Firm > Firm Info./Global Settings.

State WH — State withholding is calculated based on information entered on the

State/Local Tax Status tab in Employees > Employee Setup.

N

OTE

Federal withholding, state withholding, Medicare, and Social Security can be affected by the information in

Employees > Deductions & Benefits and

Employees > Employee Setup, the Deductions tab.

City/County WH — Local withholding is calculated based on information entered on the State/Local Tax Status tab in Employees > Employee Setup.

Additional Deductions

The deductions previously assigned to the selected employee on the

Employees > Employee Setup, the Deductions tab display in the Deductions list.

The amounts are based on the information entered on that same tab.

N

OTE

Only deductions assigned to an employee show in this dialog box and print on the pay stub. If all 12 deduction lines are used, use the scroll bar to the right of the Deductions box to see all deductions.

To edit deduction amounts, double-click the line to be edited. This fills the field at the bottom of the Deductions box. With the amount highlighted, enter the correct amount.

Press E

NTER

for the deduction and payroll amounts to be updated.

N

OTE

If a deduction has been “matched” with a benefit, you cannot edit the deduction amount. Editing the “matched” benefit amount automatically changes the deduction amount to mirror the benefit amount. See

Match to Benefit Number

for more information.

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2014 Client Write-Up ATF Employee Payroll

Total Deductions and Net Pay

Total Deductions (Cannot be edited directly) — This is a calculated field based on the entries made in Deductions. Make changes to this field by changing the appropriate deductions lines.

Additional Net Pay — Enter any amounts added to an employee's paycheck not subject to withholdings. This amount is associated with the expense account entered in Employees > Employee Setup, Payroll Options tab, the Expense

Account field (if the bookkeeping function is used).

Net Pay (Cannot be edited directly) — This is a calculated field based on the information from the Earnings and Deductions sections. Make changes to this field by changing the appropriate earnings and deductions fields.

Direct Deposit Applied to Savings — This field is active when a Direct Deposit employee is splitting their pay between two accounts. The field displays the amount entered in Employees > Employee Setup, Direct Deposit tab, the Enter

Amount to Apply to Savings field. Edit the amount in this field as desired. The edited amount affects the current check only.

Additional ATF Employee Payroll Options

Mark Printed — The Mark Printed field is permanently selected for non-direct deposit employees and cannot be edited. ATF checks do not appear as checks to be printed on the Print New Checks dialog box. This field changes to the No Stub option for direct deposit employees.

No Stub — The No Stub option is available only for direct deposit employees and, when selected, indicates that no check stub should be printed. When this option is selected, no print record displays in Employees > Print New Checks. This field changes to the Mark Printed option for employees not set up for direct deposit.

Test Check for Direct Deposit — Select this option to create a “test check” Direct

Deposit file for the selected employee that can be transmitted to InterceptEFT. InterceptEFT does not require that you transmit a test check. When this option is selected, all amounts on the check change to zeros. A test transmission file is created when the test check is saved. Create a separate test transmission file for each employee. See

“Transmitting Employee Direct Deposits” on page 108

for information on transmitting to InterceptEFT.

N

OTE

No information moves to the journal for a test check when the bookkeeping feature is being used.

Reset — The Reset button clears the payroll information from the dialog box.

Delete — The Delete button removes the payroll check from payroll reports. To delete an ATF payroll check, complete the following steps:

1.

From Employees > ATF Payroll, select an employee.

101

Printing Employee Pay Checks 2014 Client Write-Up

2.

Select a check to delete from the Previous Checks - Click to edit list. The Pay

Period Ending Date, Check Date, Check Number, and net amount are displayed to aid in identifying the check to delete.

3.

Click Delete.

If a 941 or state wage report that has been processed is affected by this deletion, manual adjustments must be made to the reports. Deleting a check using this function removes the information from the payroll reports and makes adjusting entries to the journal. Manual adjustments are required if the deletion affects previously closed periods.

Editing an ATF Employee Check

To edit an ATF employee payroll check, complete the following steps:

1.

From Employees > ATF Payroll, select an employee.

2.

Select a check to edit from the Previous Checks - Click to edit list. The Pay

Period Ending Date, Check Date, Check Number, and net amount are displayed to aid in identifying the check to edit. The bottom part of the screen fills with the saved amounts.

3.

Only the Pay Period Ending Date, Check Date, and Check Number can be edited.

4.

Make the necessary edits and click Save.

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OTES

Any adjustments to 941s already processed need to be made again. If a posted check is edited, make adjustments to the journal to accommodate the edits.

While in Edit mode, click New to enter a new check for the selected employee.

Printing Employee Pay Checks

Go to Employees > Print New Checks for a list of “new” payroll checks available to be printed. A “new” check is one that hasn’t previously been printed. A payroll check can be printed as a “new” check only once.

I

MPORTANT

Place the check stock in the printer before starting this process.

102

2014 Client Write-Up Printing Employee Pay Checks

To print checks, complete the following steps:

1.

Go to Employees > Print New Checks.

Figure 4-16: Print Employee Payroll Checks

2.

Select the type of check stock being used, either Blank MICR or Preprinted.

3.

MICR Options (not available if Preprinted was selected under Type of Check

Stock):

MICR Banks — Select the bank from which these checks are drawn. The

Starting Check Number field populates based on the Next Check # field in

Setup > MICR Bank Accounts. Edit the Starting Check Number to include leading zeroes (e.g. 002001) to meet bank field length requirements.

The bank information must be entered in Setup > MICR Bank Accounts to use this function.

MICR Printer — CWU automatically selects the printer specified as the default MICR Printer in Firm > Firm Info./Global Settings. Use the MICR

Printer list to temporarily override the default MICR printer selection. Verify the selected printer has the proper ink for MICR printing. Change the default

MICR printer in the MICR Printer field in Firm > Firm Info./

Global Settings.

4.

Select All Output Desired — Use this feature to print multiple copies of payroll checks.

Check Stock — Prints the check and stub on check stock.

Plain - Checks & Stubs — Prints a copy of the check and stub on plain paper.

103

Printing Employee Pay Checks 2014 Client Write-Up

Plain - Stubs Only — Prints a copy of the stub only (no check) on plain paper.

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OTES

When Preview checks prior to printing is selected, a separate file is created for each output selected.

At least one output selection is required.

5.

To view payroll checks on your computer screen prior to printing, select the Pre-

view checks prior to printing check box. Once selected, the option remains in effect until the check box is cleared. To print checks from the preview screen, select the Printer icon ( ).

I

MPORTANT

Previewed checks are considered printed by CWU. If previewed checks are not printed when displayed, either click the Reprint

Screen button or go to Employees > Reprint Checks and print the check.

6.

Enter a check date. This is the current computer date. To change the date that prints on the check, highlight the date and enter the correct date using the format

MMDDYYYY. Enter only numbers (no slashes (/), dashes (-), or periods (.) in this date field or an erroneous date error is generated. Once the date is set, it prints on

all checks printed during this session. Always verify this information before printing.

W

ARNING

The Check Date determines the quarter to which the payroll is posted for both federal and state payroll filing reports. It is important to enter the correct Check Date. Entering the wrong date results in incorrect information being placed on the 94X tax deposit.

7.

Enter the starting check number. This is the check number that prints on the first check printed during the current print session. If using pre-printed check stock, verify that the number in the Starting Check Number field matches the number on the first check placed in the printer. Always verify this information before printing.

8.

Type of Payment — Select the Type of Payment. Choose to display paper pay checks, unprinted direct deposit pay stubs, or both in the unprinted check window.

Be careful not to print direct deposit pay stub information on check stock.

9.

Live payroll checks and direct deposit pay stubs that are available to print are displayed with a box next to the employee name. Select the box next to the employee names to indicate those checks or stubs to print. Click the desired column header to arrange the checks to print in order of employee name, SSN/EIN, pay period ending, or net pay amount. Checks can be printed individually or in groups.

10.

Click Print. If you are using MICR blank check stock, the Windows printer dialog box does not open. Change the MICR printer on the Print Checks dialog box.

If you are not using MICR blank check stock, the Windows printer dialog box

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2014 Client Write-Up Reprinting Employee Pay Checks

opens and provides the opportunity to change the printer used during this print session.

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OTE

Once checks have been printed, they can be reprinted by either clicking the Reprint Screen button or going to Employees > Reprint Checks.

Additional Check Print Options

MICR Test — Sends a test check to the selected MICR printer. Use this option to test check alignment. Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen.

PrePrinted Test — Sends a test check to the printer you select. Use this option to test check alignment. Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen.

Refresh — Clears the previously selected checks to print.

Select All — Selects all checks displayed to print.

Reprint Screen — Displays the dialog box where all checks previously printed are available to be reprinted. For more information about reprinting checks, see

“Reprinting Employee Pay Checks” on page 105 .

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OTE

An employee pay check can be printed only once from Print New

Checks. To reprint a check due to loss or damage, go to

Employees > Reprint Checks.

Check Setup — Displays the Setup > Check and Stub Options screen. When check stub setup is complete, CWU returns to the Print Payroll Checks screen.

Reprinting Employee Pay Checks

Employee payroll checks may be reprinted as many times as needed. Select

Employees > Reprint Checks for a list of all payroll checks that have previously been printed or click Reprint Screen on the Print New Checks dialog box.

Place the check stock in the printer before starting this process.

I

MPORTANT

Reprinting a check overwrites the journal entry of the previously printed check. The payroll reports show only one check written.

CWU does not keep track of the check stock for you. Once reprinted, the initial check(s) is not documented in the program.

To reprint checks, complete the following steps:

1.

Go to Employees > Reprint Checks.

2.

Select the type of check stock being used: Blank MICR or Preprinted.

3.

MICR Options (not available if Preprinted was selected under Type of Check

Stock):

105

Reprinting Employee Pay Checks 2014 Client Write-Up

N

MICR Banks — Select the bank from which these checks are drawn. The

Starting Check Number field populates based on the Next Check # field in

Setup > MICR Bank Accounts. Edit the Starting Check Number to include leading zeroes (e.g. 002001) to meet bank field length requirements.

The bank information must be entered in Setup > MICR Bank Accounts to use this function.

MICR Printer — CWU automatically selects the printer specified as the default MICR Printer in Firm > Firm Info./Global Settings. Use the MICR

Printer list to temporarily override the default MICR printer selection. Verify the selected printer has the proper ink for MICR printing. Change the default

MICR printer in the MICR Printer field in Firm > Firm Info./

Global Settings.

4.

Select All Output Desired — Use this feature to print multiple copies of payroll checks.

Check Stock — Prints the check and stub on check stock.

Plain - Checks & Stubs — Prints a copy of the check and stub on plain paper.

Plain - Stubs Only — Prints a copy of the stub only (no check) on plain paper.

OTES

When Preview checks prior to printing is selected, a separate file is created for each output selected.

At least one output selection is required.

5.

To view payroll checks on your computer screen prior to printing, select the Pre-

view checks prior to printing check box. Once selected, the option remains in effect until the option is cleared. To print checks from the preview screen, select the Printer icon ( ).

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OTE

The original check date is used when reprinting payroll checks.

6.

Enter the starting check number. This is the check number that prints on the first check printed during the current print session. If using pre-printed check stock, verify that the number in the Starting Check Number field matches the number on the first check placed in the printer. Always verify this information before printing.

7.

Type of Payment — Select to display paper pay checks, direct deposit pay stubs, or both in the window at the bottom of the Reprint Checks dialog box. Be careful not to print direct deposit pay stub information on check stock.

8.

Live employee payroll checks that have been printed for employees are displayed with boxes next to the employee names. Select a box to indicate those checks to be reprinted. Arrange the checks to print in order of employee name, pay period ending, or net pay by clicking the desired column header. Checks can be printed individually or in groups.

106

2014 Client Write-Up Check Alignment

9.

Select Print. If you are using pre-printed check stock or printing direct deposit pay stubs, the Windows printer dialog box opens and provides the opportunity to change the printer used during this print session. When using MICR blank check stock, the Windows printer dialog box does not open. Change the MICR printer from the MICR Printer field.

Once checks have been printed, they can be reprinted by either clicking the Reprint Screen button or going to Employees > Reprint Checks.

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OTE

See

“Preprinted Check Alignment” on page 28

for help in resolving preprinted check stock printing alignment issues.

Additional Check Print Options

MICR Test — Sends a test check to the selected MICR printer. Use this option to test check alignment. Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen.

PrePrinted Test — Sends a test check to the printer you select. Use this option to test check alignment. Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen.

Refresh — Clears the previously selected checks to print.

Select All — Selects all checks displayed to print.

Print Screen — Displays the dialog box where unprinted checks are available to be

printed. For more information about printing checks, see “Printing Employee Pay

Checks” on page 102

.

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OTE

A payroll check can be printed only once from Print New Checks. To reprint a check due to loss or damage, go to

Employees > Reprint Checks.

Check Setup — Displays the Setup > Check and Stub Options screen. When check stub setup is complete, CWU returns to the Reprint Payroll Checks screen.

Check Alignment

The check alignment feature is used to change the alignment of information printed on pre-printed payroll checks. The information in the white fields can be adjusted to match pre-printed checks.

Complete the following to adjust the pre-printed payroll check alignment:

1.

Go to either Employees > Check Alignment or Contractors >

Check Alignment.

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Transmitting Employee Direct Deposits

Figure 4-17: Check Alignment

2014 Client Write-Up

N

OTE

Preprinted check alignment made on the Employees > Check Align-

ment window also affect contractor payments check alignment.

2.

Click the left mouse button on the field to be adjusted.

3.

Hold the mouse button down while dragging the field to the desired position on the check.

4.

Release the mouse button to place the field in the new position on the check.

5.

Click Save to save the changes.

Click Reset to restore all the fields on the check to their default location.

Due to multiple options of operating systems, printers, and check formats, minor adjustments may be required to make checks print properly. Copy a check and print a test check to make sure the information matches and is positioned properly. This prevents wasting check stock.

Transmitting Employee Direct Deposits

Once live payroll has been entered for direct deposit employees and their pay stubs have been printed, transmit the pay information to InterceptEFT.

I

MPORTANT

An Internet connection is required to transmit Direct Deposit information to InterceptEFT. If you use a dial-up connection to access the Internet, you must first connect to the Internet before transmit-

ting Direct Deposit information. See “Direct Deposit” on page 18

for details on setting up to use Direct Deposit.

To transmit direct deposit pay information, complete the following:

1.

Go to Employees > Direct Deposit - Transmit Employees.

2.

Enter the date range of paychecks to be transmitted in the Beginning Date and

Ending Date fields. These fields default to today’s date.

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2014 Client Write-Up Transmitting Employee Direct Deposits

3.

Click Accept Dates. Direct Deposit pay records with a Check Date within that date range display. Previously transmitted pay records are indicated with a “T” in the Transmitted column. Select Hide Transmitted Records to display only the pay records not previously transmitted.

4.

If two accounts have been established with InterceptEFT, select which account should be used for this transmission - either the Primary UserID and Password

(default) or the Secondary UserID and Password.

5.

Select the box next to the employee names to indicate the pay records to transmit to InterceptEFT. Arrange the pay records in order by ID, Name, Check Date,

Amount, or Transmitted by clicking the column header. Pay records can be transmitted individually or in groups.

6.

Click Verify Dates. InterceptEFT does not accept check dates that fall on weekends or holidays. If none of the checks selected have “invalid” check dates, the

Transmit button becomes active and you may proceed to transmit pay records to

InterceptEFT.

If any of the checks selected have a check date that falls on a weekend or holiday,

a warning displays stopping the process. See “Appendix F - InterceptEFT Holidays” on page 11

for InterceptEFT’s Holiday Processing Calendar. Click OK and a printable report displays the checks with the invalid dates. To change the invalid check dates, see the appropriate topic:

“Editing a Live Employee Check” on page 95 or

“Editing an ATF Employee Check” on page 102 .

7.

Click Transmit. Pay records transmit to InterceptEFT using your computer’s

Internet connection.

When Auto Display Report of Transmitted Records is selected, a printable report of the Direct Deposit records that transmitted displays automatically. If you do not want this report to display, clear the check box. This same report is available by clicking Review Repts., selecting Display Direct Deposit Transmit

Reports (TXT), and selecting the report.

The Reset button clears all entries in the Select Employees/Contractors section of the screen.

The Review Repts. button displays the Review Reports screen where previously

produced reports can be viewed and printed. See “Report Review” on page 285

for instructions on running these reports.

Direct Deposit Reports

Client Write-Up offers many Direct Deposit reports that can be printed in either PDF,

Excel, or Comma Separated Value (CSV) formats.

I

MPORTANT

Direct Deposit report requests are uploaded to and report information is downloaded from InterceptEFT. Therefore, an Internet connection is required to run Direct Deposit reports. If you use a dial-up connection to access the Internet, you must first connect to the Internet before clicking Request Rept.

109

Transmitting Employee Direct Deposits 2014 Client Write-Up

Direct

Deposit

Report

Details

To run Direct Deposit reports, complete the following:

1.

Go to Employees > Direct Deposit - Transmit Employees > Reports.

2.

Select the format for the report in the Available Print Formats field.

3.

Enter the beginning and ending date range for the report. To set the beginning and ending dates for reports, click the next to the date displayed. Dates default to the current date on the computer. For instructions on setting calendar dates, see

“Date Fields” on page 11 .

4.

Select the report to run and click Request Rept.

Table 4-4: Direct Deposit Report Details

Report Name Details

CAR - Active Company

Report

PBR - Batches Submitted

Summary

BRY - Statement and Projections

CAP - Company Applications

CCR - Company Contracts Report

CFS - Company Fee

Schedule

COR - Corrections

RET - Returns

XCC - Xcelerated Corrections

Company’s last date of activity and their TIN verification.

Batches InterceptEFT has submitted to the Federal

Reserve for processing.

Statement of accounts and a projection of disbursements to and from your account by InterceptEFT.

Breakdown of the accounts credited and debited.

Status of contracts on file with InterceptEFT.

InterceptEFT’s fee schedule agreement for Direct

Deposit services.

The receiving banks did allow the transaction to go through, but sent this report so you will change the information in your software, i.e., name, account number, routing number, etc. for future transactions. Refer to the last column of the report to determine what information needs to be changed.

A transaction was rejected by the receiving bank and was sent back to InterceptEFT. The Returns report displays the reason it was returned so it can be corrected and prevent any future delays in processing.

Non-posted Xcelerated Corrections. The Xcelerated

Corrections is a screening system that compares your transactions by routing and account number against a database of previous NOC transactions. The transaction is stopped before the file is submitted to the Federal

Reserve for processing. This report will only be available for the day in which they are received. Prior days are included in the Corrections report.

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2014 Client Write-Up Calculating 94X Series Tax Deposits

Table 4-4: Direct Deposit Report Details

Report Name

XCR - Xcelerated returns

FAR - File Acknowledgement Summary

MBS - Monthly Billing

Summary

MBD - Monthly Billing

Detail

Details

Non-posted Xcelerated returns for the day they were received only. Xcelerated Returns is a screening system that compares your transactions by routing and account number against a database of previously returned transactions. The transaction is then taken out of the file before submitting it to the Federal Reserve.

Summary of files that have been received by Intercept-

EFT. The report confirms the files they received by batch and total dollar amount.

Billing summary of your monthly charges. Each client will have a lump sum for processing during the month.

Detailed billing statement of your monthly charges. Each client will have an individual breakdown of transactions processed during the month.

The Review Repts. button displays the Review Reports screen where previously pro-

duced reports can be viewed and printed. See “Report Review” on page 285

for instructions on running these reports.

I

MPORTANT

To transfer payroll information to the journal, see “Payroll Journal

Entry” on page 161 .

Calculating 94X Series Tax Deposits

Client Write-Up calculates tax deposits for Forms 940, 941, 941-SS, 943, 944, and

944-SS.

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OTE

It is recommended that the 94X tax deposit information is entered and verified. However, this step is not required in order to generate a 94X tax return.

To calculate and print a 94X series tax deposit, complete the following steps:

1.

Go to Employees > Tax Deposit > 94X and select the 94X series deposit.

111

Calculating 94X Series Tax Deposits

Figure 4-18: 941 Tax Deposit

2014 Client Write-Up

112

2.

Enter the beginning and ending date for the tax deposit information.

Beginning Check Date — Enter the beginning date needed for the deposit calculation.

Ending Check Date — Enter the ending date needed for the deposit calculation.

3.

Enter the payment date for the deposit in the Payment Date field.

I

MPORTANT

It is important to enter the correct Beginning Check Date, End-

ing Check Date, and Payment Date on the 94X tax deposits.

Entering the wrong dates results in incorrect information on the

94X.

4.

Click Calculate. This fills the fields on the 94X Tax Deposit Calculation portion of the dialog box. The calculations are based on the payroll information created and printed (if live payroll was used) within the date range entered on the left side.

If, on the Setup > 94X Form Settings dialog box, the Use Tax Deposit Informa-

tion on 94X field is selected, this calculation is used in the calculation of the 94X tax return. Make any adjustments needed.

I

MPORTANT

Be careful when adjusting calculations that effect prior quarter transactions.

5.

Click Save when the information is correct. The calculations fill the bottom portion of the box. Click the desired line in the grid at the bottom of the screen to fill the fields in the top of the screen.

2014 Client Write-Up Producing 94X Series Tax Returns

6.

For the 941 and 941-SS tax deposits, select the quarter of the tax deposit by clicking the appropriate quarter button on the right side (e.g. 941 1st Qtr, 941 2nd Qtr,

941 3rd Qtr, or 941 4th Qtr).

Click Delete to remove the deposit information.

Click Reset and the data entry fields are cleared.

Editing the 94X Tax Deposit

To edit the 94X tax deposit information after it has been saved:

1.

Go to Employees > Tax Deposit > 94X and select the 94X series deposit.

2.

Click a line at the bottom of the dialog box. This fills the 94X Tax Deposit Calcu-

lation area so the information can be edited and saved. This replaces the previous calculation.

I

MPORTANT

Make sure calculations do not cross over the quarter change.

Printing the 94X Tax Deposit

Click Print to generate the 94X tax deposit for review. The deposit report can then be printed or saved.

94X Reporting Options

The Print options available at the top of the report:

Click the Save icon to save the deposit information.

Click the Print icon to open the printer dialog box with standard printing options.

Print to PDF to store the report in the Drake Document Manager. This program is included on the Drake Tax Software CD at no additional charge.

Click the Email icon to e-mail the deposit information. The report is included as an attachment to an e-mail message. Your default e-mail program is used. Add the recipient (To:), the Subject line, and body information, then click Send.

Producing 94X Series Tax Returns

Refer to the table below to determine which 94X tax return to file.

Table 4-5: Which 94X Tax Return to Use

Form

941

Form Use

Form 941 is the employer's quarterly federal tax return.

E-Filable?

Yes

113

Producing 94X Series Tax Returns 2014 Client Write-Up

Form

941-SS

940

943

944

944-SS

Table 4-5: Which 94X Tax Return to Use

Form Use

Form 941-SS is the employer's quarterly federal tax return for American Samoa, Guam, the Commonwealth of the Northern Mariana Islands, and the U.S.

Virgin Islands.

Form 940 is the employer's annual federal unemployment (FUTA) tax return.

Form 943 is the employer's annual federal tax return for agricultural employees and should be used if wages were paid to a farm worker and were subject to Social Security and Medicare taxes or federal income tax withholding.

Form 944 is the employer’s annual tax return designed for smaller employers whose annual liability for Social Security, Medicare, and withheld federal income taxes is $1,000 or less. This form is only for clients notified by the IRS to use Form 944 in place of the 941 quarterly report. You must use this form if you were contacted. If you choose to dispute the use of this form and continue filing the 941 quarterly report, contact the IRS first at (800) 829-0115.

Form 944-SS is the employer’s annual tax return for

American Samoa, Guam, the Commonwealth of the

Northern Mariana Islands, and the U.S. Virgin

Islands and is designed for smaller employers whose annual liability for Social Security, Medicare, and withheld federal income taxes is $1,000 or less.

This form is only for clients notified by the IRS to use this form in place of the 941-SS quarterly report. You must use this form if you were contacted. If you choose to dispute the use of this form and continue filing the 941-SS quarterly report, contact the IRS first at (800) 829-0115.

E-Filable?

Yes

Yes

No

Yes

No

Payroll tax returns are current tax year calculations of the client's tax liabilities based on payroll generated in Client Write-Up. Use the 2013 Client Write-Up program to generate 2013 94X series tax returns and the 2014 program to generate 2014 94X series tax returns.

To produce a 94X tax return:

1.

Go to Employees > 94X Forms.

2.

Select the preparer of the return from the Preparer Selection drop list. Preparers display in the list once they’ve been entered in Firm > 94X Preparer Setup (see

“94X Preparer Setup” on page 21

).

3.

Select the desired 94X tax return and click Go or double-click the desired form.

4.

The white data entry fields on 94X series tax returns can be edited. Verify the information and edit as needed.

5.

Click Save and the print dialogue box is displayed.

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2014 Client Write-Up Producing 94X Series Tax Returns

I

If the Use Tax Deposit Information on 94X option on Setup > 94X Form Settings was selected, the totals from all 94X series tax deposits are used on the tax return.

Click Report Options to access the Form 94X Option Screen. See

“94X Form Settings” on page 57 for more information.

Once the information is verified, click Save to view the final form. Once the final tax return is saved, it can be transmitted to the IRS by going to E-Filing > 94X E-Filing >

Select/Transmit 94X Forms and selecting the 94X tax return to transmit. Only the

94X tax returns that are approved for electronic filing are listed. See

“Forms 941, 940,

944, & 941SS” on page 183 for instructions on transmitting 94X tax returns to the

IRS.

When Client Write-Up is set up to electronically file 94X series tax returns, saving the return generates the electronic file and a printable copy for your records. If CWU is not set up to electronically file 94X series tax returns, only the printable copy is generated. From the printer dialog box you can choose to print multiple copies of the tax return.

To customize the calculation of the 94X form, see “94X Form Settings” on page 57

and

“Calculating 94X Series Tax Deposits” on page 111

.

To e-file 94X series tax returns after completing the steps above, go to E-

Filing > 94X E-Filing > Select/Transmit 94X Forms. See

“Forms 941, 940, 944, &

941SS” on page 183

.

MPORTANT

The IRS uses the amount on the Balance Due line of 94X tax returns when debiting the bank accounts specified for making electronic payments for these returns. If using CWU’s online payment feature, it is very important to verify the Balance Due amount on the 94X tax return prior to e-filing the return. See

“94X

Online Payment” on page 43

for information on setting up this feature.

Form 941 Quarter 1, 2, 3, or 4

To generate the Schedule B portion of the 941, select the deposit frequency as Semi-

Weekly in Setup > Client Information, Business Information tab. When the Schedule B opens, the boxes identifying the report quarter are not selected but are correctly selected when the report is saved.

Form 941-SS Quarter 1, 2, 3 or 4

To generate the Schedule B part of the 941-SS, select the deposit frequency as Semi-

Weekly in Setup > Client Information, Business Information tab. When the Sched-

115

Producing 94X Series Tax Returns 2014 Client Write-Up

N ule B opens, the boxes identifying the report quarter are not selected but are correctly selected when the report is saved.

OTE

Schedule B of the 941 and 941-SS tax returns displays when the

Deposit Frequency is set to Semi-Weekly but prints only when the

Total Taxes After Adjustments for the quarter is at least $2,500. Go to

Setup > 94X Form Settings and select Override Sch. B Printing to force the Schedule B to print when the Total Taxes After Adjustments amount is less than $2,500.

Form 943

Form 944-SS

This form cannot be e-filed.

Form 941-X

To generate the 943-A part of the 943, select the deposit frequency as Semi-Weekly in

Setup > Client Information, Business Information tab. Enter tax liability and not deposits on the 943-A.

This form cannot be e-filed.

Form 941-X is used to correct errors on a Form 941 or 941-SS that was previously filed. You may use Form 941-X even though you filed the original return on magnetic media or electronically. Do not send the 941-X in with a 941 or 941-SS.

This form cannot be e-filed.

Form 944-X

Form 944-X is used to correct errors on a Form 944 or 944-SS that was previously filed. Do not send the 944-X in with a 944 or 944-SS.

This form cannot be e-filed.

Form 943-X

Form 943-X is used to correct errors on a Form 943 that was previously filed. Do not send the 943-X in with a 943.

This form cannot be e-filed.

Form 945-X

Form 945-X is used to correct errors on a Form 945 that was previously filed. Do not send the 945-X in with a 945.

This form cannot be e-filed.

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2014 Client Write-Up W-2 Processing

W-2 Processing

N

OTE

See “Print and Upload W-2s and W-3s” on page 313

this process.

for an overview of

Client Write-Up produces W-2s for employees based on earnings throughout the year.

Only the current end of year data is provided.

N

OTE

Prior to processing W-2s, all live employee pay checks must be printed and ATF employee pay checks created in the correct year.

Processing W-2s is a three-step process.

1.

Check W-2 withholding (see “Checking W-2 Withholding” on page 117

).

2.

Adjust W-2 withholding (see

“Adjusting W-2 Withholding” on page 117 ).

3.

Produce and print Forms W-2 (see

“Processing W-2s” on page 118 ).

To electronically file W-2s and W-3s after completing the steps above, see

“Uploading W-2s and W-3s” on page 186 .

Checking W-2 Withholding

This process checks employee withholding for the year and compares it to the amount of FICA that should have been withheld. If the difference is more than $0.10, a report is generated listing the differences. Running this feature should be necessary only if an error in the amount of FICA withheld is discovered after processing the W-2.

To check W-2 withholding, go to Employees > Check W2 Withholding. Enter the four-digit year and click OK.

A report generates with the SSN, SS tax, SS actual, SS difference, Medicare tax,

Medicare actual, and Medicare difference.

Adjusting W-2 Withholding

This process checks employee withholding for the year and compares it to the amount of FICA that should have been withheld. If a difference of more than $0.10 is found, transactions are created to correct FICA amounts. Adjusting amounts are added to or subtracted from your federal withholding to keep the transactions in balance. This type of transaction affects W-2s when the W-2 process is run, but not the general ledger. Running this feature should be necessary only if an error in the amount of FICA withheld is discovered after processing W-2s.

To adjust W-2 withholding, go to Employees > Adjust W2 Withholding. Enter the four-digit year and click OK.

A report generates with the SSN, SS tax, SS actual, SS difference, Medicare tax,

Medicare actual and Medicare difference.

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W-2 Processing 2014 Client Write-Up

Processing W-2s

Client Write-Up produces W-2s for employees based on earnings throughout a year.

The employee must be set up and at least one payroll check printed and dated before the last day of the calendar year. Only the current end-of-year data is provided.

N

OTE

Process W2s to print W-2s and W-3s and to transmit that information to the Social Security Administration. After processing the W-2, go to

E-Filing > W2 E-Filing (EFW2) > Create File to generate the upload

file. See “Creating the W-2/W-3 Upload File” on page 186 .

To process W-2s, complete the following steps:

1.

Go to Employees > Process W2s.

Figure 4-19: Process W-2s

2.

Process W-2s either individually or for all employees at once.

Click Process All to process all W-2s at once. This overwrites any edits made to existing W-2s. If changes were made to one or more W-2, use Process Sin-

gle.

To process a W-2 for one employee, select the employee from the employee list and click Process Single.

An X in the W2 column next to the employee’s name and code indicates the employee’s W-2 has been processed successfully.

Editing a W-2

To edit a W-2, complete the following steps:

1.

Go to Employees > Process W2s.

2.

Select an employee from the list.

3.

Click View/Edit. The W-2 opens.

4.

Make necessary changes directly in the appropriate fields.

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2014 Client Write-Up W-2 Processing

5.

Click Save then Exit.

I

MPORTANT

Edit the W-3 after all W-2s have been edited and reprocessed.

Once the W-3 has been edited, do not reprocess W-2s. Reprocessing W-2s removes saved edits to the W-3.

To revert to the original W-2 information, click Reset.

The saved information remains as the calculation amount to print as long as the W-2 process is not run again. The edited information is used to generate the W-3.

Printing W-2s and W-3s

T

IP

Refer to “W-2 On the Fly” on page 172 if you wish to print W-2s without

using any of CWU’s payroll functions (live or ATF).

W-2s print “2 Up” by default, one above the other. This means information for two employees prints on the same page. If printing a single W-2, there will be a blank form where the second employee's information would normally print. CWU can also print

W-2s in either a “4-Up” or “4-Down” format. See “W-2/W-3-1099 MISC. Setup Tab” on page 33

to make these selections.

1.

Go to Employees > Process W2s.

2.

Select a print option from the View/Print section:

Print All W2s prints the W-2 for every employee listed with an X under the

W-2 header to the left.

Print Single W2 prints the W-2 for a single selected employee.

Print W3 prints the W-3 using either the Forms and Data or Data Only options.

3.

Select the type of W-2 copies to print from the Types section:

SSA - Copy A— This option prints a copy of the W-2 for the Social Security

Administration. For copy A, print Data Only on the SSA red form or print

Form and Data on plain paper (this is approved by the IRS).

Other Copies — This option is used to print W-2s for the employer, employee, and state DOR. Select to print Forms and Data on blank paper or

Data Only on approved forms.

N

OTE

All W-2s and W-3s can be printed on plain paper using a laser printer and either the Forms and Data or Data Only options. It is not required to print the W-2 Copy A or the W-3 on the red line form. If Data Only is selected, the Adjust Form button is activated allowing adjustment of printing alignment. Refer to

“Forms Alignment” on page 28

for more information.

4.

Click Print to print W-2s or W-3s.

5.

Click Exit when W-2 processing is complete.

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W-2c/W-3c Processing 2014 Client Write-Up

W-2c/W-3c Processing

Form W-2c is used to correct errors on Form W-2. Corrections reported on Form W-2c may require you to file Form 941c, Supporting Statement to Correct Information. Do not use Form W-2c to report back pay or to correct Form W-2G, Certain Gambling

Winnings. Form W-3c is required to be filed with Form W-2c.

Creating a W-2c

To edit a W-2c, complete the following:

1.

Go to Employees > Process W2c/W3c.

2.

Select an employee from the list.

3.

Click View/Edit. The W-2c in opened.

4.

Make necessary changes directly in the appropriate fields.

5.

Click Save then Exit.

To revert to the original W-2 information, click Reset.

Printing W-2c and W-3c Forms

1.

Go to Employees > Process W2c/W3c.

2.

Select a print option from the View/Print section:

Create/Edit W2cs displays the completed W-2c.

Print All W2Cs prints the W-2c for every employee listed with an X under the W-2 header to the left.

Print Single W2c prints the W-2c for a single selected employee.

Create/Edit W3c displays the completed W-3c.

Print W3c prints the W-3c (SSA - Copy A) using either the Forms and Data or Data Only options.

3.

Select the type of W-2c copies to print from the Types section:

SSA - Copy A — Prints a copy of the W-2c for the Social Security Administration. For copy A, print Data Only on the SSA red form or print the Form

and Data on plain paper (this is approved by IRS).

Other Copies All — The Other Copies option is used to print W-2Cs for the employer, employee, and state DOR. Print Form and Data or Data Only.

N

OTE

All Forms W-2c and W-3c can be printed on plain paper using a laser printer and the Forms and Data option. It is not required to print the W-

2c Copy A or the W-3c on the red line form. Refer to

“Forms Alignment” on page 28

for information on adjusting form alignment when printing data only on the red line form.

4.

Click Print to print W-2Cs then W-3Cs.

5.

Click Exit when W-2c processing is complete.

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2014 Client Write-Up Portals - Processing Employee Payroll

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OTE

W-2c and W-3c forms cannot be electronically filed and must be paperfiled.

Portals - Processing Employee Payroll

Once a Portals employee payroll batch is downloaded (Synced), it can be processed.

When Portals pay checks are processed, CWU:

1.

Calculates the checks including all withholding information

2.

Creates pay records

3.

Lists live paychecks on the Print New Checks screen, and

4.

Automatically syncs the pay information back to the Portal so Employers have access to the final pay information.

N

OTE

For a full explanation of using Portals, see

page 12 .

“Appendix G - Portals” on

To process Portals employee payroll, complete the following:

1.

Go to Employees > Portals Payroll.

Figure 4-20: Process Portals Employee Payroll

The top part of this screen indicates there is a payroll file to process.

2.

If this payroll file replaces one that has already been processed, select the Repro-

cess if check exists box. CWU will use the most recent payroll record if a duplicate record is found.

121

Portals - Processing Employee Payroll 2014 Client Write-Up

3.

Click Check Process.

4.

Click Yes to verify the Payroll Period Ending Dates being processed. If more than five dates are being processed, you will receive a message stating “Processing multiple dates.”

5.

Click Yes to confirm that you wish to process payroll for all employees. A popup window displays the number of checks processed. Use this count to confirm that all records approved were processed.

6.

Click OK. Paycheck information uploads to Portals automatically.

N

OTE

Adjustments to individual payroll records made in CWU are not seen in

Portals.

7.

To print live payroll checks, click Print Checks. This is a shortcut to the

Employees > Print New Checks screen.

8.

Transmit Direct Deposit information as needed. See “Transmitting Employee

Direct Deposits” on page 108 .

9.

Move payroll information to the journal. See “Payroll Journal Entry” on page 161 .

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Setting Up Contractor Payroll 2014 Client Write-Up

5

Contractor Payroll

Client Write-Up makes the distinction between “Employees” and “Contractors”.

Employees receive a W-2 at the end of the year and contractors receive a 1099-MISC.

A few set up steps are needed before contractor payroll information can be entered.

Some of these steps are optional.

Setting Up Contractor Payroll

To set up contractor payroll, complete the following steps:

1.

Assign account numbers to payroll processing features (Optional). If the bookkeeping feature is not being used, do not complete this step.

2.

Enter the Direct Deposit authentication information. See “Direct Deposit Setup” on page 19

. This step may have been completed under Global Setup.

3.

Enter information about the client’s contracted labor. See “Contractor Setup” on page 125 .

Account & Payroll Information

To assign specific account numbers from the Chart of Accounts to payroll processing features for contractors and to set up the auto post feature, go to Contractors >

Account & Payroll Information.

Payroll

Options

Do not Print Pay Stub for Direct Deposit Check — This option controls the default setting for the No Stub check box in Live Contractor Payroll. When this option is selected, check stubs do not print for Direct Deposit contractors.

Auto Post Cumulative/Detailed Payroll to Journal — Select one of these options to have CWU automatically post contractor payroll transactions to the journal. The Detailed Payroll option creates separate journal entries for each payroll transaction. The Cumulative option creates one cumulative journal entry for each payroll account.

Cumulative

G/L Account

Numbers

Cumulative G/L account numbers are used when the Auto Post Cumulative Payroll

to Journal option is selected on the Payroll Options tab or when the Cumulative

Entry option is selected during manual transfer of contractor payroll information to the journal (see

“Payroll Journal Entry” on page 161

).

If you are not using the bookkeeping feature in CWU, omit this step.

N

OTE

The client Chart of Accounts must be created prior to entering account

numbers. See “Chart of Accounts (COA) Setup” on page 44

.

123

Setting Up Contractor Payroll 2014 Client Write-Up

The account information entered is used to generate entries into the payroll journal from payroll entries. There must be a cash account and an expense account from the

Chart of Accounts. Without both accounts listed, the journal will be out of balance.

Press F2 to select postable accounts from the Chart of Accounts or type the account number directly into the field. If the appropriate account does not exist, press F2 in the account field and select New from the list of available accounts to create an account. To create a new account, see

“Create an Account “On the Fly”” on page 156 .

I

MPORTANT

If no accounts are assigned under either the Cumulative G/L

Account Numbers tab or the Detailed G/L Account Numbers tab, they must be set up for each contractor individually. See

“Personal Info Tab” on page 126

to setup contractor specific cumula-

tive G/L accounts and the “Detailed GL Accounts Tab” on page 128 to setup contractor specific detailed G/L accounts.

Cumulative General Ledger Account Numbers

Cash Account — This account is credited when a transaction is entered.

Expense Account — This account is debited when a transaction is entered. This is the cumulative total of all expenses from the 1099-Miscellaneous.

Cumulative Liability Account Numbers

The amount of Federal and State withholding deducted from all contractor’s pay is posted to the designated accounts.

Detailed G/L

Account

Numbers

Detailed G/L account numbers are used when the Auto Post Detailed Payroll to

Journal option is selected on the Payroll Options tab or when the Per Check

Entries option is selected during manual transfer of contractor payroll information to the journal (see

“Payroll Journal Entry” on page 161

).

If you are not using the bookkeeping feature in CWU, omit this step.

N

OTE

The client Chart of Accounts must be created prior to entering account

numbers. See “Chart of Accounts (COA) Setup” on page 44

.

The account information entered is used to generate entries into the payroll journal from payroll entries. Since Client Write-Up is a double-entry system, there must be a cash account and an expense account from the Chart of Accounts. Without both accounts listed, the journal will be out of balance when the Post Transactions process is performed.

Press F2 to select postable accounts from the Chart of Accounts or type the account number directly into the field. If the appropriate account does not exist, press F2 in the account field and select New from the list of available accounts to create an account. To create a new account, see

“Create an Account “On the Fly”” on page 156 .

124

2014 Client Write-Up Contractor Setup

I

MPORTANT

If no accounts are assigned under either the Cumulative G/L

Account Numbers tab or the Detailed G/L Account Numbers tab, they must be set up for each contractor individually. See

“Personal Info Tab” on page 126

to setup contractor specific cumula-

tive G/L accounts and the “Detailed GL Accounts Tab” on page 128 to setup contractor specific detailed G/L accounts.

Detailed General Ledger Account Numbers

Cash Account — This account is credited when a transaction is entered. This field must have an account number before the first payroll check is entered. The account number is required in order to post payroll transactions to the journal.

Liability Account Numbers — The amount of Federal and State withholding deducted from each contractor’s pay is posted to the designated accounts.

Expense Accounts

These accounts are debited when a transaction is entered. This field must have an account number before the first contractor payroll check is entered, and is required in order to post payroll transactions to the journal.

Contractor Setup

Select Contractors > Contractor Setup to enter information about contracted labor or contracted employees. Contractor information must be entered before any payroll information is produced for the contracted employee. When the Contract Labor dialog box is displayed, contractors are listed alphabetically by last name.

Adding a Contractor

To add a contractor, complete the following steps:

1.

Go to Contractors > Contractor Setup.

2.

Click New. Enter a code in the Contractor Code field. Contractor codes are alphanumeric and can be up to 20 characters long.

I

MPORTANT

Use only letters and numbers when assigning contractor codes.

Do not use spaces or any special characters.

Use any scheme you wish to assign contractor codes; however, it is best to use a contractor code that is meaningful. For instance, instead of using the contractor’s

SSN or EIN, you could use “SmithPlumbing.” By using a meaningful code, lines on reports that refer to this contractor are easily identifiable.

125

Contractor Setup 2014 Client Write-Up

To change a contractor code, see

“Change Contractor Codes” on page 130 .

I

MPORTANT

Access is granted to three tabs when a Contractor Code is created. Complete each tab for each contractor.

3.

Complete information on the following tabs:

Personal Info Tab

Detailed GL Accounts Tab

Direct Deposit Tab

4.

Click Save after verifying the information on all tabs.

Personal

Info Tab

Complete the following information about each contractor on the Personal Info tab:

Figure 5-1: Contractor Setup

126

Company Name — Enter the company name associated with the EIN/SSN/

ITIN.

First Name and Last Name — Enter the name of the individual as it should appear on the check.

Address 1 and Address 2 — Enter this information as it needs to appear on the check.

Zip — Do not use dashes (-) or slashes (/) when entering the ZIP Code. This field is formatted after information is typed. Enter the Zip and the City and

State autofill.

2014 Client Write-Up Contractor Setup

Suppress 1099 — Select this option if you do not want to produce a 1099 for this contractor.

Add ‘Doing Business As’ name to the 1099 Misc — Select this option to have the contractor’s “Doing Business As” name printed on the 1099-Misc.

Next, enter the “Doing Business As” name as it should appear on the 1099-

Misc.

Phone (Optional) — Do not use dashes (-) or slashes (/). This field is formatted after information is typed.

ID Number (Required) — Enter the EIN, SSN, ITIN, or Other. The number is formatted based on the selection made from the ID type drop list (EIN,

SSN, ITIN, or OTH). OTH is information approved by the IRS for use instead of an EIN, SSN, or ITIN.

N

OTE

If a contractor ID number is not available, select OTH as the ID Number type and leave the ID Number field blank.This satisfies Federal 1099 requirements when no ID number is available.

Hire Date (Optional) — Enter the date the contractor was hired.

Division (Optional) — Divisions names must first be entered in the

Setup > Headers & Footnotes.

Name Code 1099 EF — Enter the first four characters of the surname, if they can be determined; otherwise, leave this field blank. The name code is used to identify the payee; however, the 1099 will not be rejected if left blank.

Use First and Last Name and Address — Select this option to have the first name, last name, and address printed on reports, checks and check stubs, and the 1099-MISC.

Use Company Name and Address — Select this option to have the company name and address printed on reports, checks and check stubs, and the 1099-

MISC.

Cumulative GL Account Numbers

N

OTES

This section can be skipped if the bookkeeping feature is not being used.

The client Chart of Accounts must be created prior to entering account

numbers. See “Chart of Accounts (COA) Setup” on page 44

.

Different cash, liability, and expense accounts can be assigned for each contractor. If no accounts are assigned for a contractor on the contractor’s Personal Info or

Detailed GL Accounts tabs, the accounts assigned either on the

Contractors > Account & Payroll Information, Cumulative G/L Account Num-

bers or Detailed G/L Account Numbers tabs are used when transactions are posted to the journal.

The account information entered is used to generate entries into the payroll journal from contractor payroll entries. Press F2 to select postable accounts from the Chart of

Accounts or type the account number directly into the field. If the appropriate account does not exist, press F2 in the account field and select New from the list of available

127

Contractor Setup 2014 Client Write-Up

accounts to create an account. To create a new account, see

“Create an Account “On the Fly”” on page 156 .

Cumulative GL Account Numbers

Cash Account — This account is credited when a transaction is entered for the specified contractor.

Expense Account — This account is debited when a transaction is entered. This is the cumulative total of all expenses from the specified contractor’s 1099-Miscellaneous.

Cumulative Liability Account Numbers

The amount of Federal and State withholding deducted from the specified contractor’s pay is posted to the designated accounts.

Detailed GL

Accounts

Tab

N

OTES

This section can be skipped if the bookkeeping feature is not being used.

The client Chart of Accounts must be created prior to entering account

numbers. See “Chart of Accounts (COA) Setup” on page 44

.

Different cash, liability, and expense accounts can be assigned for each contractor. If no accounts are assigned for a contractor on the contractor’s Personal Info or

Detailed GL Accounts tab, the accounts assigned either on the

Contractors > Account & Payroll Information, Cumulative G/L Account Num-

bers or Detailed G/L Account Numbers tabs are used when transactions are posted to the journal.

The account information entered is used to generate entries into the payroll journal from contractor payroll entries. Press F2 to select postable accounts from the Chart of

Accounts or type the account number directly into the field. If the appropriate account does not exist, press F2 in the account field and select New from the list of available accounts to create an account. To create a new account, see

“Create an Account “On the Fly”” on page 156 .

Detailed General Ledger Account Numbers

Cash Account — This account is credited when a transaction is entered for the specified contractor.

Liability Account Numbers — The amount of Federal and State withholding deducted from the specified contractor’s pay is posted to the designated accounts.

Expense Accounts — These accounts are debited when a transaction is entered.

128

2014 Client Write-Up Contractor Setup

Direct

Deposit Tab

Enter Direct Deposit information for the contractor on the Direct Deposit tab.

I

MPORTANT

InterceptEFT is Drake’s agent for direct deposit. You must call them (1-800-378-3328) and establish your account prior to using the Direct Deposit feature. Drake has established a special fee schedule with InterceptEFT for its clients. It’s important that you identify yourself as a Drake client whenever you communicate with InterceptEFT.

Direct Deposit Payroll Checks — Select the check box if payroll checks are to be deposited directly into the contractor’s bank account. The Account

Type and Bank Routing Number fields activate.

Account Type — Directly deposit payroll checks in up to two accounts for each contractor. If splitting a paycheck between two accounts, both accounts must be at the same bank. Checks can be split between any combination of checking and savings accounts including two checking or two savings accounts or one of each. If both Checking and Savings are selected, the Enter Amount to Apply to Savings field activates.

Enter Amount to Apply to Savings — Enter the dollar amount to deposit into the second Direct Deposit account when the deposit is being split between two accounts. This amount can be edited for each pay check.

Bank Routing Number — Enter the routing number for the contractor’s bank account. Find this number on the bottom of the contractor’s personal checks to the left of the account number. Reenter the routing number in the Retype Bank Routing Number field.

Checking Account Number — Enter the contractor’s checking account number for the direct deposit. If the deposit is to be split between two savings accounts, enter the first savings account information here. Reenter the account number in the Retype CheckingAccount Number field.

Savings Account Number — Enter the contractor’s savings account number for the direct deposit. If the deposit is to be split between two checking accounts, enter the second checking account information here.

Reenter the account number in the Retype Savings Account Number field.

5.

Click Save once the information has been verified. An unlimited number of contractors can be set up.

Edit a Contractor

To edit an existing contractor, go to Contractors > Contractor Setup and doubleclick a name from the list of contractors or enter the contractor's ID number in the

Contractor Code field and press E

NTER

. The data fields for that contractor activate.

Edit the desired fields and click Save.

129

Change Contractor Codes 2014 Client Write-Up

Change Contractor Codes

I

MPORTANT

Changing contractor codes must be done before producing

1099s.

To change a contractor code, complete the following:

1.

Go to Contractors > Change Contractor Code.

N

OTE

It is recommended that you back up your client files prior to changing contractor codes. To backup from the Change Employee/Contractor

Code window, click Backup Files.

2.

Use the Select the Old Contractor Code drop list to select the contractor code to change.

3.

Enter the new contractor code into the Enter the New Contractor Code field.

Contractor codes can be up to 20 characters and are alphanumeric.

4.

Re-enter the new contractor code.

5.

Click Save.

Processing Contractor Payroll

Refer to “Process Payroll (Live and ATF)” on page 311

for an overview of the payroll process.

Live Contractor Payroll

Use Live Contractor Payroll to print contractor paychecks. Payroll entries flow to the 1099-MISC at the end of the year.

To enter live contractor payroll, complete the following steps:

1.

Go to Contractors > Live Contractor Payroll.

2.

Select Contractor — Select the contractor from the contractor list or enter the contractor code in the field at the top left of the screen. All existing contractors are listed alphabetically by name. If necessary, sort the contractor list by Code,

Name, or SSN/EIN/ITIN/OTH by clicking the column header. Once the contractor has been selected, the other fields activate.

130

2014 Client Write-Up

Figure 5-2: Live Contractor Payroll

Live Contractor Payroll

N

OTE

Fields are formatted when displayed and any changes are formatted after leaving the field.

3.

Complete the following fields:

Pay Period Ending (required) — This is the current computer date. Change the date using the MMDDYYYY format.

Check Date — This field is not used when preparing live payroll for contractors set up to receive printed paychecks and is therefore unavailable. The check date for live payroll checks is entered when checks are printed. This field is required when entering payroll for contractors that receive their pay by

Direct Deposit. Enter the date of the deposit in MMDDYYYY format.

I

MPORTANT

InterceptEFT does not accept Direct Deposit check dates that fall on weekends or holidays. See

“Appendix F - InterceptEFT Holidays” on page 11 for the Holiday Processing Calendar.

Check Number — This field is not used when preparing live contractor payroll. The starting check number is entered when checks are printed.

Net Pay (Cannot be edited) — This is a calculated field. Make changes by adjusting the other fields in the dialog box.

1-Rents — Enter amounts of $600 or more for all types of rents including real estate rentals, machine rentals, and pasture rentals.

2-Royalties — Enter gross royalty payments of $10 or more. Include royalties paid by a publisher directly to an author or literary agent unless the agent is a corporation.

3-Other Income — Enter other income of $600 or more required to be reported on the 1099-MISC that is not reportable in one of the other boxes on the form.

4-Federal W/H — Enter backup withholding. An entry in this field affects the net pay the contractor receives.

131

Live Contractor Payroll 2014 Client Write-Up

5-Fishing Boat Proceeds — Enter the share of all proceeds from the sale of a catch or the full market value of the distribution to each crew member of fishing boats with fewer than 10 crew members.

6-Med Health Care Payments — Enter payments of $600 or more made in the course of doing business to each provider of medical or health care services. Include payments made by medical and health care insurers under health, accident, and sickness insurance programs.

7-Nonemployee Comp — Enter non-employee compensation of $600 or more. Include fees, commissions, prizes, and awards for services performed as a non-employee.

8-Substitute Payments — Enter total payments of at least $10 received by a broker for a customer in lieu of dividends or tax-exempt interest as a result of a loan of a customer's securities.

10-Crop Insurance Proceeds — Enter crop insurance proceeds of $600 or more paid to farmers by insurance companies.

13-Excess Golden Parachute Payments — Enter any excess golden parachute payments. An excess parachute payment is the amount of the excess parachute payment over the base amount.

14-Gross Proceeds Paid to an Attorney — Enter gross proceeds paid to an attorney for legal services.

15a-Section 409A Deferrals — Enter the total amount deferred during the year of at least $600 for the non-employee under all nonqualified plans. The deferrals during the year include earnings on the current year and prior year deferrals.

15b-Section 409A Income — Enter all amounts of current year and prior year deferrals that are includible as income under section 409A because the nonqualified deferred compensation plan fails to satisfy the requirements of section 409A. Include the earnings on the deferrals.

State Income — Enter the state income amount.

16-State W/H — Enter the amount of state income tax withheld. An entry in this field affects the net pay the contractor receives.

Direct Deposit Applied to Savings — This field is active when a contractor is splitting the Direct Deposit of their pay between two accounts. The field displays the amount entered in Contractors > Contractor Setup,

Direct Deposit tab, the Enter Amount to Apply to Savings field. Edit the amount in this field as desired. The edited amount affects the current check only.

4.

Click Save once all of the contractor's information has been verified.

I

MPORTANT

CWU does not recognize a check generated in Live Contractor

Payroll as existing until it is printed. Once the check has been printed, it is recognized in the calculation of Payroll Filings, State

Wage Reports, and Payroll Reports.

For details about printing contractor paychecks, see

“Printing Contractor Pay Checks” on page 137 .

132

2014 Client Write-Up Live Contractor Payroll

Additional Live Contractor Payroll Options

Mark Printed

The Mark Printed field is an optional field that, when selected, allows CWU to recognize this particular check as having been printed. The check will therefore not appear on the Print New Checks dialog box. This field changes to the No Stub option for direct deposit contractors.

No Stub

The No Stub option is available only for direct deposit contractors and, when selected, indicates that no check stub should be printed. When this option is selected, no print record displays in Contractors > Print New Checks. This field changes to the Mark Printed option for contractors not set up for direct deposit.

Test Check for Direct Deposit — Select this option to create a “test check” Direct

Deposit file for the selected contractor that can be transmitted to InterceptEFT. InterceptEFT does not require that you transmit a test check. When this option is selected, all amounts on the check change to zeros. A test transmission file is created when the test check is saved. Create a separate test transmission file for each contractor. See

“Transmitting Contractor Direct Deposits” on page 143

for information on transmitting to InterceptEFT.

N

OTE

No information moves to the journal for a test check when the bookkeeping feature is being used.

N

Reset

The Reset button clears the payroll information from the dialog box.

Delete

The Delete button removes the payroll check from the payroll reports. All checks can be deleted whether or not they’ve been printed.

To delete a live contractor payroll check, complete the following steps:

1.

From Contractors > Live Contractor Payroll, select a contractor.

2.

Select a check to delete from the Previous Checks - Click to edit list. The Pay

Period Ending Date, Check Date, and Check Number are displayed to aid in identifying the check to delete.

3.

Click Delete.

OTE

Deleting a check using this function removes the information from the payroll reports and makes adjusting entries to the journal. Manual adjustments are required if the deletion affects previously closed periods.

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ATF Contractor Payroll 2014 Client Write-Up

Editing a Live Contractor Check

To edit a Live Contractor’s payroll check, complete the following steps:

1.

From Contractors > Live Contractor Payroll, select a contractor.

2.

Select a check to edit from the Previous Checks - Click to edit list. The Pay

Period Ending Date, Check Date, and Check Number are displayed to aid in identifying the check to edit. The bottom part of the screen fills with the saved amounts.

3.

Only the Pay Period Ending Date, Check Date, and Check Number can be edited.

4.

Make the necessary edits and click Save.

N

OTE

All fields that can normally be edited in live contractor payroll can be edited if the check has not been printed. If the check has been printed, only the Check Date and Pay Period Ending Date can be edited.

While in Edit mode, click New to enter a new check for the selected contractor.

If a posted check is edited, make adjustments to the journal to accommodate the edits.

To make adjusting entries, see

“Manual Entry of Journal Transactions” on page 158 .

ATF Contractor Payroll

Use ATF Contractor Payroll for reporting purposes only. Paychecks are not printed when using ATF payroll. ATF contractor payroll entries flow to the 1099-MISC at the end of the year.

N

OTE

Checks entered in ATF contractor payroll are recognized by CWU as printed. The Mark Printed field is selected by default when entering

ATF payroll and is disabled so it cannot be changed.

To enter ATF contractor payroll, complete the following steps:

1.

Go to Contractors > ATF Contractor Payroll.

2.

Select Contractor — Select the contractor from the contractor list or enter the contractor code in the field at the top left of the screen. All existing contractors are listed alphabetically by name. If necessary, sort the contractor list by Code,

Name, or SSN/EIN/ITIN/OTH by clicking the column header. Once the contractor has been selected, the other fields activate.

N

OTE

Fields are formatted when displayed and any changes are formatted after leaving the field.

3.

Complete the following fields:

Pay Period Ending — This is the current computer date by default. Change the date using the MMDDYYYY format.

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2014 Client Write-Up ATF Contractor Payroll

Check Date — The check date should correspond to the date on the check issued to the contractor. The check date determines the quarter to post the check when generating Form 941. This is the current computer date by default. Change the date using the MMDDYYYY date format. For direct deposit contractors, enter the date the client’s account is to be debited.

I

MPORTANT

InterceptEFT does not accept direct deposit check dates that fall on weekends or holidays. See

“Appendix F - InterceptEFT Holidays” on page 11 for the Holiday Processing Calendar.

Check Number — The check number should correspond to the number on the check that was issued to the contractor. This field is not available for direct deposit contractors.

Net Pay (Cannot be edited) — This is a calculated field. Make changes by adjusting the other fields in the dialog box.

1-Rents — Enter amounts of $600 or more for all types of rents including real estate rentals, machine rentals, and pasture rentals.

2-Royalties — Enter gross royalty payments of $10 or more. Include royalties paid by a publisher directly to an author or literary agent unless the agent is a corporation.

3-Other Income — Enter other income of $600 or more required to be reported on the 1099-MISC that is not reportable in one of the other boxes on the form.

4-Federal W/H — Enter backup withholding.

5-Fishing Boat Proceeds — Enter the share of all proceeds from the sale of a catch or the full market value of the distribution to each crew member of fishing boats with fewer than 10 crew members.

6-Med Health Care Payments — Enter payments of $600 or more made in the course of doing business to each provider of medical or health care services. Include payments made by medical and health care insurers under health, accident, and sickness insurance programs.

7-Nonemployee Comp — Enter non-employee compensation of $600 or more. Include fees, commissions, prizes, and awards for services performed as a non-employee.

8-Substitute Payments — Enter total payments of at least $10 received by a broker for a customer in lieu of dividends or tax-exempt interest as a result of a loan of a customer's securities.

10-Crop Insurance Proceeds — Enter crop insurance proceeds of $600 or more paid to farmers by insurance companies.

13-Excess Golden Parachute Payments — Enter any excess golden parachute payments. An excess parachute payment is the amount of the excess parachute payment over the base amount.

14-Gross Proceeds Paid to an Attorney — Enter gross proceeds paid to an attorney for legal services.

15a-Section 409A Deferrals — Enter the total amount deferred during the year of at least $600 for the non-employee under all nonqualified plans. The

135

ATF Contractor Payroll 2014 Client Write-Up

deferrals during the year include earnings on the current year and prior year deferrals.

15b-Section 409A Income — Enter all amounts of current year and prior year deferrals that are includible as income under section 409A because the nonqualified deferred compensation plan fails to satisfy the requirements of section 409A. Include the earnings on the deferrals.

State Income — Enter the state income amount.

16-State W/H — Enter the amount of state income tax withheld.

Direct Deposit Applied to Savings — This field is active when a contractor is splitting the Direct Deposit of their pay between two accounts. The field displays the amount entered in Contractors > Contractor Setup,

Direct Deposit tab, the Enter Amount to Apply to Savings field. Edit the amount in this field as desired. The edited amount affects the current check only.

4.

Click Save once all of the contractor's information has been verified.

Additional ATF Contractor Payroll Options

Mark Printed — The Mark Printed field is permanently selected for non-direct deposit contractors and cannot be edited. ATF checks do not appear as checks to be printed on the Print New Checks dialog box. This field changes to the No Stub option for direct deposit contractors.

No Stub — The No Stub option is available only for direct deposit contractors and, when selected, indicates that no check stub should be printed. When this option is selected, no print record displays in Contractors > Print New Checks. This field changes to the Mark Printed option for contractors not set up for direct deposit.

Test Check for Direct Deposit — Select this option to create a “test check” Direct

Deposit file for the selected contractor that can be transmitted to InterceptEFT. InterceptEFT does not require that you transmit a test check. When this option is selected, all amounts on the check change to zeros. A test transmission file is created when the test check is saved. Create a separate test transmission file for each contractor. See

“Transmitting Contractor Direct Deposits” on page 143

for information on transmitting to InterceptEFT.

N

OTE

No information moves to the journal for a test check when the bookkeeping feature is being used.

Reset — The Reset button clears the payroll information from the dialog box.

Delete — The Delete button removes the payroll check from the payroll reports. All checks can be deleted whether or not they’ve been printed.

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2014 Client Write-Up Printing Contractor Pay Checks

N

To delete an ATF contractor payroll check, complete the following steps:

1.

From Contractors > ATF Contractor Payroll, select a contractor.

2.

Select a check to delete from the Previous Checks - Click to edit list. The Pay

Period Ending Date, Check Date, and Check Number are displayed to aid in identifying the check to delete.

3.

Click Delete.

OTE

Deleting a check using this function removes the information from the payroll reports and makes adjusting entries to the journal. Manual adjustments are required if the deletion affects previously closed periods.

Editing an ATF Contractor Check

To edit an ATF contractor’s payroll check, complete the following steps:

1.

From Contractors > ATF Contractor Payroll, select a contractor.

2.

Select a check to edit from the Previous Checks - Click to edit list. The Pay

Period Ending Date, Check Date, and Check Number are displayed to aid in identifying the check to edit. The bottom part of the screen fills with the saved amounts.

3.

Only the Pay Period Ending Date, Check Date, and Check Number can be edited.

4.

Make the necessary edits and click Save.

N

OTE

Any adjustments to 941s already processed need to be made again. If a posted check is edited, make adjustments to the journal to accommodate the edits.

While in Edit mode, click New to enter a new check for the selected contractor.

Printing Contractor Pay Checks

Go to Contractors > Print New Checks for a list of “new” payroll checks available to be printed. A “new” check is one that hasn’t previously been printed. A payroll check can be printed as a “new” check only once.

I

MPORTANT

Place the check stock in the printer before starting this process.

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Printing Contractor Pay Checks

To print checks, complete the following steps:

1.

Go to Contractors > Print New Checks.

Figure 5-3: Print Contractor Payroll Checks

2014 Client Write-Up

138

2.

Select the type of check stock being used, either Blank MICR or Preprinted.

3.

MICR Options (not available if Preprinted was selected under Type of Check

Stock):

MICR Banks — Select the bank from which these checks are drawn. The

Starting Check Number field populates based on the Next Check # field in

Setup > MICR Bank Accounts. Edit the Starting Check Number to include leading zeroes (e.g. 002001) to meet bank field length requirements.

The bank information must be entered in Setup > MICR Bank Accounts to use this function.

MICR Printer — CWU automatically selects the printer specified as the default MICR Printer in Firm > Firm Info./Global Settings. Use the MICR

Printer list to temporarily override the default MICR printer selection. Verify the selected printer has the proper ink for MICR printing. Change the default

MICR printer in the MICR Printer field in Firm > Firm Info./

Global Settings.

4.

Select All Output Desired — Use this feature to print multiple copies of payroll checks.

Check Stock — Prints the check and stub on check stock.

Plain - Checks & Stubs — Prints a copy of the check and stub on plain paper.

2014 Client Write-Up Printing Contractor Pay Checks

N

Plain - Stubs Only — Prints a copy of the stub only (no check) on plain paper.

OTES

When Preview checks prior to printing is selected, a separate file is created for each output selected.

At least one output selection is required.

5.

To view payroll checks on your computer screen prior to printing, select the Pre-

view checks prior to printing check box. Once selected, the option remains in effect until the check box is cleared. To print checks from the preview screen, select the Printer icon ( ).

I

MPORTANT

Previewed checks are considered printed by CWU. If previewed checks are not printed when displayed, either click the Reprint

Screen button or go to Contractors > Reprint Checks and print the check.

6.

Enter a Check Date. This is the current computer date. To change the date that prints on the check, highlight the date and enter the correct date using the format

MMDDYYYY. Enter only numbers (no slashes (/), dashes (-), or periods (.) in this date field or an erroneous date error is generated. Once the date is set, it prints on all checks printed during this session. Always verify this information before printing.

7.

Enter the Starting Check Number. This is the check number that prints on the first check printed during the current print session. If using pre-printed check stock, verify that the number in the Starting Check Number field matches the number on the first check placed in the printer. Always verify this information before printing.

8.

Type of Payment — Select to display paper pay checks, unprinted direct deposit pay stubs, or both in the unprinted check window. Be careful not to print direct deposit pay stub information on check stock.

9.

Live contractor payroll checks and direct deposit pay stubs to print are displayed with a box next to the contractor name. Select the box next to the contractor names to indicate those checks or stubs to print. Arrange the checks to print in order of contractor name, SSN/EIN, pay period ending, or net pay amount by clicking the desired column header. Checks can be printed individually or in groups.

10.

Click Print. If you are using MICR blank check stock, the Windows printer dialog box does not open. Change the MICR printer on the Print Checks dialog box.

If you are not using MICR blank check stock, the Windows printer dialog box opens and provides the opportunity to change the printer used during this print session.

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Reprinting Contractor Pay Checks 2014 Client Write-Up

Once checks have been printed, they can be reprinted by either clicking the Reprint Screen button or going to Contractors > Reprint Checks.

N

OTE

See

“Preprinted Check Alignment” on page 28

for help in resolving preprinted check stock printing alignment issues.

Additional Check Print Options

MICR Test — Sends a test check to the selected MICR printer. Use this option to test check alignment. Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen.

PrePrinted Test — Sends a test check to the printer you select. Use this option to test check alignment. Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen.

Refresh — Clears the previously selected checks to print.

Select All — Selects all checks displayed to print.

Reprint Screen — Displays the dialog box where all checks previously printed are available to be reprinted. For more information about reprinting checks, see

“Reprinting Contractor Pay Checks” on page 140

.

N

OTE

A contractor pay check can be printed only once from Print New

Checks. To reprint a check due to loss or damage, go to

Contractors > Reprint Checks.

Check Setup — Displays the Setup > Check and Stub Options screen. When check stub setup is complete, CWU returns to the Print Payroll Checks screen.

Reprinting Contractor Pay Checks

Payroll checks may be reprinted as many times as needed. Select

Contractors > Reprint Checks for a list of all payroll checks that have previously been printed or click Reprint Screen on the Print Checks dialog box.

Place the check stock in the printer before starting this process.

I

MPORTANT

Reprinting a check overwrites the journal entry of the previously printed check. The payroll reports shows only one check written.

CWU does not keep track of the check stock for you. Once reprinted, the initial check(s) is not documented in the program.

To reprint checks, complete the following steps:

1.

Go to Contractors > Reprint Checks.

2.

Select the type of check stock being used: Blank MICR or Preprinted.

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2014 Client Write-Up Reprinting Contractor Pay Checks

N

3.

MICR Options (not available if Preprinted was selected under Type of Check

Stock):

MICR Banks — Select the bank from which these checks are drawn. The

Starting Check Number field populates based on the Next Check # field in

Setup > MICR Bank Accounts. Edit the Starting Check Number to include leading zeroes (e.g. 002001) to meet bank field length requirements.

The bank information must be entered in Setup > MICR Bank Accounts to use this function.

MICR Printer — CWU automatically selects the printer specified as the default MICR Printer in Firm > Firm Info./Global Settings. Use the MICR

Printer list to temporarily override the default MICR printer selection. Verify the selected printer has the proper ink for MICR printing. Change the default

MICR printer in the MICR Printer field in Firm > Firm Info./

Global Settings.

4.

Select All Output Desired — Use this feature to print multiple copies of payroll checks.

Check Stock — Prints the check and stub on check stock.

Plain - Checks & Stubs — Prints a copy of the check and stub on plain paper.

Plain - Stubs Only — Prints a copy of the stub only (no check) on plain paper.

OTES

When Preview checks prior to printing is selected, a separate file is created for each output selected.

At least one output selection is required.

5.

To view payroll checks on your computer screen prior to printing, select the Pre-

view checks prior to printing check box. Once selected, the option remains in effect until the option is cleared. To print checks from the preview screen, select the Printer icon ( ).

N

OTE

The original check date is used when reprinting payroll checks.

6.

Enter the starting check number. This is the check number that prints on the first check printed during the current print session. If using pre-printed check stock, verify that the number in the Starting Check Number field matches the number on the first check placed in the printer. Always verify this information before printing.

7.

Type of Payment — Select to display paper pay checks, direct deposit pay stubs, or both in the window at the bottom of the Reprint Checks dialog box. Be careful not to print direct deposit pay stub information on check stock.

8.

Live contractor checks that have been printed display with boxes next to the contractor name. Select a box to indicate those checks to be reprinted. Arrange the

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Check Alignment 2014 Client Write-Up

checks to print in order of contractor name, pay period ending, or net pay by clicking the desired column header. Checks can be printed individually or in groups.

9.

Select Print. If you are using pre-printed check stock or printing direct deposit pay stubs, the Windows printer dialog box opens and provides the opportunity to change the printer used during this print session. When using MICR blank check stock, the Windows printer dialog box does not open. Change the MICR printer from the MICR Printer field.

Additional Check Print Options

MICR Test — Sends a test check to the selected MICR printer. Use this option to test check alignment. Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen.

PrePrinted Test — Sends a test check to the printer you select. Use this option to test check alignment. Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen.

Refresh — Clears the previously selected checks to print.

Select All — Selects all checks displayed to print.

Print Screen — Displays the dialog box where unprinted checks are available to be

printed. For more information about printing checks, see “Printing Contractor Pay

Checks” on page 137

.

N

OTE

A payroll check can be printed only once from Print New Checks. To reprint a check due to loss or damage, go to

Contractors > Reprint Checks.

Check Setup — Displays the Setup > Check and Stub Options screen. When check stub setup is complete, CWU returns to the Reprint Payroll Checks screen.

Check Alignment

The check alignment feature is used to change the alignment of information printed on pre-printed payroll checks. The information in the white fields can be adjusted to match pre-printed checks.

Complete the following to adjust the pre-printed payroll check alignment:

1.

Go to either Contractors > Check Alignment or Employees >

Check Alignment.

142

2014 Client Write-Up Transmitting Contractor Direct Deposits

Figure 5-4: Check Alignment

N

OTE

Preprinted check alignment made on the Contractors > Check Align-

ment window also affect employee paycheck alignment.

2.

Click the left mouse button on the field to be adjusted.

3.

Hold the mouse button down while dragging the field to the desired position on the check.

4.

Release the mouse button to place the field in the new position on the check.

5.

Click Save to save the changes.

Click Reset to restore all the fields on the check to their default location.

Due to multiple options of operating systems, printers, and check formats, minor adjustments may be required to make checks print properly. Copy a check and print a test check to make sure the information matches and is positioned properly. This prevents wasting check stock.

Transmitting Contractor Direct Deposits

Once live payroll has been entered for direct deposit contractors and their pay stubs have been printed, transmit the pay information to InterceptEFT.

I

MPORTANT

An Internet connection is required to transmit Direct Deposit information to InterceptEFT. If you use a dial-up connection to access the Internet, you must first connect to the Internet before transmitting Direct Deposit information.

To transmit direct deposit pay information, complete the following:

1.

Go to Contractors > Direct Deposit - Transmit Contractors.

2.

Enter the date range of paychecks to be transmitted in the Beginning Date and

Ending Date fields. These fields default to today’s date.

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Transmitting Contractor Direct Deposits 2014 Client Write-Up

3.

Click Accept Dates. Direct Deposit pay records with a Check Date within that date range display. Previously transmitted pay records are indicated with a “T” in the Transmitted column.

4.

If two accounts have been established with InterceptEFT, select which account should be used for this transmission - either the Primary UserID and Password

(default) or the Secondary UserID and Password.

5.

Select the box next to the contractor names to indicate the pay records to transmit to InterceptEFT. Arrange the pay records in order by ID, Name, Check Date,

Amount, or Transmitted by clicking the column header. Pay records can be transmitted individually or in groups.

6.

Click Verify Dates. InterceptEFT does not accept check dates that fall on weekends or holidays. If none of the checks selected have “invalid” check dates, the

Transmit button becomes active and you may proceed to transmit pay records to

InterceptEFT.

If any of the checks selected have a check date that falls on a weekend or holiday,

a warning displays stopping the process. See “Appendix F - InterceptEFT Holidays” on page 11

for InterceptEFT’s Holiday Processing Calendar. Click OK and a printable report displays the checks with the invalid dates. To change the invalid check dates, see the appropriate topic:

“Editing a Live Contractor Check” on page 134 , or

“Editing an ATF Contractor Check” on page 137 .

7.

Click Transmit. Pay records transmit to InterceptEFT using your computer’s

Internet connection.

When Auto Display Report of Transmitted Records is selected, a printable report of the Direct Deposit records that transmitted displays automatically. If you do not want this report to display, clear the check box. This same report is available by clicking Review Repts., selecting Display Direct Deposit Transmit

Reports (TXT), and selecting the report.

Reset — Clears all entries in the Select Employees/Contractors section of the screen.

Review Repts. — Displays the Review Reports screen where previously produced reports can be viewed and printed. See

“Report Review” on page 285 for instructions

on running these reports.

Direct Deposit Reports

Client Write-Up offers many Direct Deposit reports that can be printed in either PDF,

Excel, or Comma Separated Value (CSV) formats.

I

MPORTANT

Direct Deposit report requests are uploaded to and report information is downloaded from InterceptEFT. Therefore, an Internet connection is required to run Direct Deposit reports. If you use a dial-up connection to access the Internet, you must first connect to the Internet before clicking Request Rept.

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2014 Client Write-Up Transmitting Contractor Direct Deposits

To run Direct Deposit reports, complete the following:

1.

Go to Contractors > Direct Deposit - Transmit Contractors > Reports.

2.

Select the format for the report in the Available Print Formats field.

3.

Enter the beginning and ending date range for the report. To set the beginning and ending dates for reports, click the next to the date displayed. Dates default to the current date on the computer. For instructions on setting calendar dates, see

“Date Fields” on page 11 .

4.

Select the report to run and click Request Rept.

Direct

Deposit

Report

Details

Table 5-1: Direct Deposit Report Details

Report Name Details

CAR - Active Company Report

PBR - Batches Submitted Summary

Company’s last date of activity and their TIN verification.

Batches InterceptEFT has submitted to the Federal

Reserve for processing.

BRY - Statement and Projections

Statement of accounts and a projection of disbursements to and from your account by InterceptEFT.

CAP - Company Applications

CCR - Company Contracts

Report

CFS - Company Fee Schedule

Breakdown of the accounts credited and debited.

Status of contracts on file with InterceptEFT.

COR - Corrections

RET - Returns

XCC - Xcelerated Corrections

InterceptEFT’s fee schedule agreement for Direct

Deposit services.

The receiving banks did allow the transaction to go through, but sent this report so you will change the information in your software, i.e., name, account number, routing number, etc. for future transactions. Refer to the last column of the report to determine what information needs to be changed.

A transaction was rejected by the receiving bank and was sent back to InterceptEFT. The Returns report displays the reason it was returned so it can be corrected and prevent any future delays in processing.

Non-posted Xcelerated Corrections. The Xcelerated

Corrections is a screening system that compares your transactions by routing and account number against a database of previous NOC transactions. The transaction is stopped before the file is submitted to the Federal Reserve for processing. This report will only be available for the day in which they are received. Prior days are included in the Corrections report.

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1099/1096/1098 Processing 2014 Client Write-Up

Table 5-1: Direct Deposit Report Details

Report Name

XCR - Xcelerated returns

FAR - File Acknowledgement

Summary

MBS - Monthly Billing Summary

MBD - Monthly Billing Detail

Details

Non-posted Xcelerated returns for the day they were received only. Xcelerated Returns is a screening system that compares your transactions by routing and account number against a database of previously returned transactions. The transaction is then taken out of the file before submitting it to the Federal

Reserve.

Summary of files that have been received by InterceptEFT. The report confirms the files they received by batch and total dollar amount.

Billing summary of your monthly charges. Each client will have a lump sum for processing during the month.

Detailed billing statement of your monthly charges.

Each client will have an individual breakdown of transactions processed during the month.

The Review Repts. button displays the Review Reports screen where previously pro-

duced reports can be viewed and printed. See “Report Review” on page 285

for instructions on running these reports.

I

MPORTANT

To transfer payroll information to the journal, see “Payroll Journal

Entry” on page 161 .

1099/1096/1098 Processing

N

OTE

See

“Print and Upload 1099s and 1096s” on page 313

of this process.

for an overview

Client Write-Up produces Form 1099-MISC for contractors based on earnings throughout the year. The contractor must be set up and have at least one check printed and dated during 2014 or an ATF check recorded with a check date of 2014. Only payments made with a check date in 2014 are included in the contractor’s 2014 1099.

Forms 1099-MISC must be processed before they can be printed or uploaded to the

IRS. After processing the 1099-MISC, go to E-Filing > 1099/1098 E-Filing >

Create File to generate the upload file. See “Creating the 1099/1096/1098 Upload

File” on page 191 .

N

OTE

Prior to processing 1099s, all live contractor checks must be printed and ATF contractor checks created in the correct year.

Forms 1099-MISC can also be processed, printed, and uploaded for vendors and non-

vendors. See “Generating 1099 Data” on page 228 .

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2014 Client Write-Up 1099/1096/1098 Processing

I

MPORTANT

In order to generate Forms 1099-MISC for vendors and non-vendors, you must generate the 1099 data file before processing their

1099s. See “Generating 1099 Data” on page 228

for information on generating the 1099 data file.

To process 1099-MISC forms, complete the following:

1.

Go to Contractors > Process 1099 Misc.

N

OTE

The check boxes at the top right of the window are set automatically based on whether the vendor/nonvendor 1099 data file has been generated and if there is contractor payment information available for a

1099. If both types of data are available, the Process 1099’s for Both option is selected. If only contractor payment information is available, the Process 1099’s for Contractors option is selected. If the vendor/ nonvendor 1099 data file has been generated and there is no contractor payment information available, the Process 1099’s for AP Vendors option is selected.

2.

Process 1099-MISC forms either individually or all at once.

Click Process All to process all 1099-MISC forms at once. This overwrites any changes made to existing 1099-MISC forms. If changes were made to one or more 1099-MISC, use Process Single.

To process a single 1099-MISC, select the contractor from the contractor list and click Process Single.

An X in the 1099 column next to the contractor’s name and code indicates the contractor’s 1099 has been processed successfully

N

OTE

There is an option to suppress 1099s with compensation less than

$600.

Editing 1099s

To edit a 1099, complete the following:

1.

Go to Contractors > Process 1099 Misc.

2.

Select a contractor, vendor, or non-vendor from the list.

3.

Click View/Edit.

4.

Make necessary changes in the appropriate fields.

5.

Click Save then Exit.

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Portals - Processing Contractor Payments 2014 Client Write-Up

Printing 1099s and 1096s

T

IP

Refer to

“1099s and 1098s On the Fly” on page 175 if you wish to print

1099s without using any of CWU’s payroll functions (live or ATF).

The 1099s are formatted to print “2 Up.” This means information for two contractors prints on the same page, one above the other. If printing for a single contractor, there is a blank form where the second contractor's information would normally print.

1.

Go to Contractors > Process 1099 Misc.

2.

Select an option from the View/Print section:

View/Edit 1099s allows you to edit the information on the 1099 and 1096.

Use this feature with caution. Click View/Edit to access the Edit 1099 dialog box. Click Save to save your edits.

Print All 1099s prints the 1099-MISC for every contractor listed with an X under the 1099 header to the left.

Print Single 1099 prints the 1099-MISC for a selected contractor.

Print 1096 prints the 1096. It can be printed only on red and white forms.

3.

Select the type of 1099-MISC copies to print from the Types section.

4.

Select to print Forms and Data (using plain paper) or Data Only on a pre-printed form.

T

IP

The 1099-MISC IRS Copy A and 1096 must be printed on the red and white forms (data only). All other copies can be printed on plain paper using a laser printer (choose Form and Data) or on preprinted forms

(choose Data Only). If Data Only is selected, the Adjust Form button

is activated allowing adjustment of printing alignment. Refer to “Forms

Alignment” on page 28

for more information.

5.

Click Print.

Order the red and white forms from an office supply company or the IRS. Call (800)

TAX FORMS. See

“Uploading 1099s, 1096s, and 1098s” on page 190

to upload the

1099/1096 information.

Portals - Processing Contractor Payments

Once a Portals contractor payment batch is downloaded (Synced), it can be processed.

When Portals pay checks are processed, CWU:

1.

Creates pay records

2.

Lists live paychecks on the Print New Checks screen, and

3.

Automatically syncs the pay information back to the Portal so Employers have access to the final pay information.

N

OTE

For a full explanation of using Portals, see

page 12 .

“Appendix G - Portals” on

148

2014 Client Write-Up Portals - Processing Contractor Payments

To process Portals contractor payments, complete the following:

1.

Go to Contractors > Portals Payroll. The top part of this screen indicates there is a payment file to process.

Figure 5-5: Process Portals Contractor Payroll

2.

If this payment file replaces one that has already been processed, select the

Reprocess if check exists box. CWU will use the most recent payment record if a duplicate record is found.

3.

Click Check Process.

4.

Click Yes to verify the Payroll Period Ending Dates being processed. If more than five dates are being processed, you will receive a message stating “Processing multiple dates.”

5.

Click Yes to confirm that you wish to process payments for all contractors. A popup window displays the number of checks processed. Use this count to confirm that all records approved were processed.

6.

Click OK. Payment information uploads to Portals automatically.

N

OTE

Adjustments to individual pay records made in CWU are not seen in

Portals.

7.

To print live payment checks, click Print Checks. This is a shortcut to the

Contractors > Print New Checks screen.

8.

Transmit Direct Deposit information as needed. See “Transmitting Contractor

Direct Deposits” on page 143 .

9.

Move payroll information to the journal. See “Payroll Journal Entry” on page 161 .

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Portals - Processing Contractor Payments 2014 Client Write-Up

150

Adding Accounts to a Chart of Accounts 2014 Client Write-Up

6

Bookkeeping

Client Write-Up’s bookkeeping program provides an accurate, up-to-date snapshot of the financial condition of the client’s business. This is accomplished by automating payroll and accounts payable posting to the general ledger. Numerous financial reports are available and this financial information can be exported directly into the

Drake Tax software reducing the chance for data entry errors.

N

OTE

See

“Chart of Accounts (COA) Setup” on page 44

how to set up a Chart of Accounts in CWU.

for information on

Adding Accounts to a Chart of Accounts

To add a new account to the Chart of Accounts, complete the following:

1.

Go to Bookkeeping > Chart of Accounts.

2.

Click Add. The Add/Edit/Delete Account dialog box opens. Enter account information.

Figure 6-1: Add Account

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Adding Accounts to a Chart of Accounts 2014 Client Write-Up

Account Number — The account number determines how the transaction is assigned.

Name — The reports generated by CWU use this name.

Type — Choose the correct account type from the drop list. This choice affects the calculation of transactions entered in the journal to generate financial reports. Always follow the GAAP.

Level — Accounts are either “postable” (level 0) or “account group level,” also known as “nested.” Postable accounts are used when entering transactions. Nested accounts are used for reporting purposes only.

W

ARNING

Use caution when changing the account level. Improper changes can cause inaccurate results in the Chart of Accounts.

Level - Postable Account — Select this option for level 0 accounts. Only level 0 account information can be exported to the client's tax return in Drake

Software.

Level - Account Group Level — Select this option if the account is a nested account, then use the list to assign the level (1-9).

See

“Understanding Account Levels” on page 154

for further explanation of account levels.

Current Balance (debit and credit entries) — This is required to properly set up the Chart of Accounts. Level 0 accounts are the only accounts for which a

Current Balance can be entered. Enter an amount either in the Debit balance or the Credit balance fields - not both. The Debit and Credit fields can be edited during the creation of the COA. These fields are updated automatically when a Post Transactions process is performed.

N

OTE

Current Balance fields become inactive and can not be edited once a transaction is entered into the journal for this account or a Post Trans-

actions process is performed.

Yearly Budget — Enter the amount budgeted for the account. This information is available for financial management.

Cash Flow Classification — Designate in which section of a cash flow statement the account should appear (Operating, Investing, Financing, or Cash).

Only accounts with one of these designations appear in a Cash Flow report.

The “Cash” designation must be selected in order for the account to be included in “Cash at Beginning of Period” on the Cash Flow report.

Tax Form — Designate the tax form on which this field should appear. This information assists in exporting information to the client's tax return in Drake

Software. If a tax return for the client does not exist in Drake, information from Setup > Client Information is used to create the tax return in Drake. If a tax return for this client exists in Drake, the EIN/SSN is used as the identifier for the client file and the file is exported to the existing tax return. For more information about exporting to Drake, see

“Export to Drake Tax” on page 301 .

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2014 Client Write-Up Adding Accounts to a Chart of Accounts

Tax Line — Specify the line in the Tax Form list appropriate for this account. Selecting an export form activates the Tax Line drop list.

Tax Form Instance — Specify which instance of the tax form specified in the Tax Form field the account information should be exported. For instance, if the tax return has two Schedule Cs, specify to export to Schedule C “1” or

“2”.

Setup Balances (optional) — Entering monthly account balances when first starting to use Client Write-Up and its bookkeeping features is a great way to ensure accurate reporting for all accounts. By entering Start of Year and monthly closing balances for each account, a start-of-year balance sheet will reflect the year-to-date data. You can also run monthly reports for months entered.

Enter either a debit balance or a credit balance for each account.

The Start of Year and January thru December fields are automatically updated when transactions are entered and the Post Transactions process is performed.

I

MPORTANT

Use Setup Balances only if you are starting to use Client Write-

Up in the middle of the year and want to bring forward individual monthly account balances from your existing accounting system.

In order to take advantage of this feature, you must enter balances for each account and each month of this fiscal year through the last full month. For instance, if you are starting to use CWU in

July, enter monthly balances for January through June. When this information is entered correctly, prior period and year-to-date reporting is available.

Start of Year — Enter start of year balances from balance sheet accounts only. Double-click under Debit to enter a debit balance and under Credit to enter a credit balance. Income statement accounts are always zero at the start of the year and therefore do not require entries. If starting to use CWU in January, an entry should be made for the Current Balance but not for the Start

of Year.

January thru December — Enter the monthly account balance from January thru the last full month in the existing accounting system.

For example, you start using Client Write-Up in February and the current balance of the checking account is $40,000. Assuming you started the year with

$50,000 in the checking account, you would set the Start of Year balance to

$50,000 and the January balance to -$10,000 to show that you spent $10,000 in January and now have a current balance of $40,000. This should match the

Debit balance amount of $40,000 you’ve entered in the Current Balance field.

N

OTE

Setup Balances fields become inactive and can not be edited once a transaction is entered into the journal or the Post Transactions process is performed.

153

Adding Accounts to a Chart of Accounts 2014 Client Write-Up

N

3.

Click Save after the information for each account has been entered.

OTE

CWU can be used as either a double-entry or single-entry bookkeeping system, or both. The balance must be 0.00 before saving the Chart of

Accounts.

An account can be added “on the fly” at anytime. See “Create an

Account “On the Fly”” on page 156

.

The Current Balance of the Chart of Accounts is displayed at the lower right of the Chart of Accounts - Setup dialog box. When the COA is “in balance,” this displays 0.00.

T

IP

Complete the Chart of Accounts before entering transactions in

Bookkeeping > Enter Transactions.

Understanding Account Levels

Levels in the Chart of Accounts define both “postable” accounts and those that are created for reporting purposes only. Journal entries can be made only to postable, or

Level 0 accounts. Only level 0 accounts are displayed when F2 is pressed from account fields throughout CWU.

Levels 1 through 9 define how financial statements are subdivided into logical sections. They are used only for defining report sections. No transactions can be posted to these accounts. This allows a high degree of customization of financial statements and reporting.

Levels are designed to be used in matched pairs. The first instance – the “starting instance” – provides the “Section Header.” The second instance – the “ending instance” – marks the end of the section and tells the program to total the section. The name of this account provides text for the “section total.” Level 0 accounts are assigned to the section based on their account number. Those with account numbers between the starting instance and ending instance accounts are tallied.

Nesting

Levels

It is possible to “nest” levels. For instance, there can be a Level 2 subsection within a

Level 1 section. Up to 9 levels can be nested.

The following example shows how to set up nested sections.

154

2014 Client Write-Up Adding Accounts to a Chart of Accounts

.

This example results in a section on the balance sheet that looks like this:

COA

Samples

When creating a COA, the level selected enables you to generate a detailed breakdown of accounts later. Level 0 accounts are the only postable accounts. Use only level 0 accounts when entering transactions.

In this example, multiple checking accounts are included in a total of checking accounts for reporting purposes.

1.

Set up a “Beginning Account” for your grouping of checking accounts. This is a level 1 Account. (Level 1-9 accounts are for reporting purposes only.)

2.

Set up each of your checking accounts: account number, account name, account type, and level 0. This enables entry of transactions for each checking account.

3.

Set up an ending account that will show the total of all checking accounts. Use level 1. (You must always have a beginning and ending level 1.)

Use multiple levels within the 1-1 level to create a nesting of accounts. In the next example, the accounts associated with “Cash” include “Petty Cash,” “Checking,”

“Savings,” etc.

155

Adding Accounts to a Chart of Accounts 2014 Client Write-Up

This example results in a section on the balance sheet that looks similar to this:

Cash

Total Cash

100.05

100.09

Total Checking

Total Savings

500.00

500.00

1000.00

Editing an Account

To modify an existing account, go to Bookkeeping > Chart of Accounts. Either select the account and click Edit or double-click the account from the list. Edit the desired fields and click Save.

N

OTE

All information in the Chart of Accounts can be changed until a transaction has been posted to that account. Once a transaction has been posted to an account, only the Account Number, Name, Budget, Tax

Form, Tax Line, and Tax Form Instance fields can be edited.

Deleting an Account

An account in the COA can be deleted only if there has been no monetary transaction for the account. To delete an existing account:

1.

Go to Bookkeeping > Chart of Accounts.

2.

Either select the account and click Edit or double-click the account from the list.

3.

Click Delete. A message box is displayed, confirming the account should be deleted.

4.

Click Yes from the confirmation window to permanently delete the account. Click

No to return to the Chart of Accounts Setup dialog box without deleting the account.

I

MPORTANT

Accounts that have current activity cannot be deleted.

Deleting the Chart of Accounts

Use the Delete All button when setting up the Chart of Accounts and you wish to restart the COA setup from scratch. All account information is removed. This option is available only before entering transactions and before performing the Post Trans-

actions process.

Create an Account “On the Fly”

Accounts can be added to the Chart of Accounts from any field in CWU that is calling for an account number (e.g. Employees > Account & Payroll Information >

G/L Account Numbers).

156

2014 Client Write-Up Adding Accounts to a Chart of Accounts

To create an account on the fly, complete the following steps:

1.

Place the cursor in any account field in CWU and press F2. You can also create accounts on the fly in account fields with a drop list by selecting New from the drop list (e.g. Bookkeeping > Enter Transactions).

N

OTE

Nested accounts (levels 1-9) can be added only from

Bookkeeping > Chart of Accounts. Accounts added from anywhere else in CWU are level 0 (postable) accounts.

2.

Double-click New.

Figure 6-2: Create an Account “On the Fly”

3.

Enter the new account number and name. If you are adding an account that is similar to one that already exists, use an account number in the same numerical range.

For instance, the expense accounts are in the 700 range, so you may want to use account #791 for a new cell phone account.

4.

Select the account type from the Type drop list (required).

5.

Enter the Current Balance information (required).

6.

Enter the Yearly Budget for the account (optional).

7.

Use the drop list to select the Tax Form and Tax Line information (optional).

8.

Enter the Start of Year and month-to-date information (optional).

9.

Click Save.

157

Entering Journal Transactions 2014 Client Write-Up

Entering Journal Transactions

There are two methods of bringing transactions into the general ledger: manual entry of transactions directly into the general ledger, and automatically bringing payroll information to the general ledger. Before any transactions can be entered, a Chart of

Accounts must be set up. (See

“Chart of Accounts (COA) Setup” on page 44

).

Manual Entry of Journal Transactions

General ledger transactions are entered in the journal. CWU uses the double-entry system of bookkeeping.

To enter journal transactions:

1.

Go to Bookkeeping > Enter Transactions.

Figure 6-3: Enter Transactions

2.

Select the journal to use for this transaction from the Journal drop list.

GJ

CD

CR

PAY

BUD

Table 6-1: Journals

General Journal

Cash Disbursements

Cash Receipts

Payroll

Budget

N

OTE

Client Write-Up keeps ten years of Chart of Accounts history starting with 2008 data or the year you started using CWU (whichever is later).

This means that when a correcting entry is made to the journal for a prior year, all balances are updated automatically from that point forward. Reports reflect the updated balances.

3.

Complete all necessary fields for the transaction.

Date (Required) — The date of the transaction defaults to today’s date.

Change the date of the transaction using the MMDDYYYY or the MM/DD/

YYYY format. You can also use the plus (+) and minus (-) keys on your keyboard’s numeric keypad to move the date forward and backward. The date entered is used until it is changed or until the Enter Transactions dialog box is exited. After exiting Enter Transactions, the date returns to today’s date when the dialog box is next opened.

158

2014 Client Write-Up Entering Journal Transactions

Account (Required) — Enter the account number, the account name, or use the drop list to select the appropriate account for this transaction. The drop list displays only 0 level accounts. Enter only zero level accounts. The account type displays above the account selected. Select New from the list to create an account on the fly. (See

“Create an Account “On the Fly”” on page 156 ). The

transaction posts to the account selected.

N

OTE

When you click Save, CWU verifies that the account entered is a valid account. If it is not valid, you are given the opportunity to either add the account on the fly (see

“Create an Account “On the Fly”” on page 156 )

or enter a different account number to be used for this transaction.

Debit — If this transaction is a debit, enter the amount.

Credit — If this transaction is a credit, enter the amount.

W

ARNING

You must enter an amount in either the Debit or Credit fields. Do

not enter an amount in both fields for one transaction.

Description (Optional) — Enter the description needed for this transaction. If you have previously entered descriptions, CWU attempts to fill the field with one of these descriptions as each character is typed. When the desired entry is displayed, press E

NTER

or T

AB

, or use the mouse to advance to the next data

entry field. See

“Editing Stored Descriptions” on page 163

for information on

adding, deleting, and editing the entries that populate the Description field.

Reference (Optional) — Enter information associated with this transaction, such as check number, invoice number, etc.

AP Vendors/Employees/Contractors/AR Customers (Optional) — To associate this transaction with a particular AP vendor, employee, contractor, or AR customer, select the option button beside the appropriate category.

Use the drop list to the right of these categories to select the appropriate AP vendor, employee, contractor, or AR customer code.

AP Vendors — When the AP Vendors option button is selected, vendors entered in Payables > Vendor Setup display from the drop list. Select the vendor associated with this transaction.

Employees — When the Employees option button is selected, employees entered in Employees > Employee Setup display from the drop list.

Select the employee associated with this transaction.

Contractors — When the Contractors option button is selected, contractors entered in Contractors > Contractor Setup display from the drop list. Select the contractor associated with this transaction.

AR Customers — When the AR Customers option button is selected, accounts receivable customers entered in

Receivables > Customer Setup display from the drop list. Select the customer associated with this transaction.

Division (Optional) — Select the division associated with this transaction.

The drop list displays the list of divisions created in

Setup > Headers & Footnotes.

159

Entering Journal Transactions 2014 Client Write-Up

N

4.

Verify the information and click Save.

Balance (Debit, Credit, or Zero) — This shows the current balance (Debits - Credits) for journal entries. This balance must be 0.00 in order to post transactions. Post monthly to facilitate reconciliation.

When a journal transaction is saved, the information for the transaction is moved to the lower portion of the dialog box. To facilitate recording of the offsetting entry, the

Date, Description, Reference number, and Division remain and the full amount of the offsetting debit or credit entry remain in the upper portion of the dialog box. To keep the journal in balance, enter the offsetting Account number and the Description

(if desired), verify the amount, and click Save.

OTES

If you do not want the Date, Description, Reference, Division, and the offsetting debit or credit amount filled automatically, go to

Bookkeeping > Enter Transactions, click the Journal Options button, and verify Prefill Adjusting Entry Amounts Automatically is not selected.

To automatically increment the Reference number, go to

Bookkeeping > Enter Transactions, click the Journal Options button, select Auto Increment Reference Number. This option must be selected prior to entering transactions.

Editing/Deleting a Journal Entry

To edit or delete a journal entry, complete the following:

1.

Go to Bookkeeping > Enter Transactions.

2.

Double-click a journal transaction listed on the bottom half of the dialog box. The information for that transaction fills the fields in the upper portion of the dialog box.

3.

Make the changes as needed.

4.

Click Save. Click Delete to remove the line entry. The balancing transaction must also be manually deleted.

ATF Payroll Journal Entry

To add an ATF payroll entry to the journal “on the fly,” complete the following:

1.

Go to Bookkeeping > Enter Transactions, and click the ATF Payroll button.

2.

When the Select ATF Payroll window is opened, enter 1 for an ATF employee payroll entry or 2 for an ATF contractor payroll entry and click OK.

3.

Enter the ATF payroll information.

4.

Click Save, then Exit.

160

2014 Client Write-Up Entering Journal Transactions

Payroll Journal Entry

Use Payroll Journal Entry to transfer the payroll information to the journal without having to manually enter each transaction.

I

MPORTANT

All setup fields associated with payroll (deductions/benefits, cash/ expense accounts, withholdings, etc.) need the correct account numbers assigned before the first check is written.

If you neglected to enter the cash and expense account numbers when setting up payroll and have entered payroll information, you can go back to the payroll setup, enter the account numbers, then return to Bookkeeping > Enter Transactions and process the payroll information to the journal. For employees, accounts specified on the

Employees > Account & Payroll Information, G/L Account Numbers tab are used. For contractors, accounts from either the Contractors > Account & Payroll

Information, Cumulative G/L Account Numbers tab or the Contractors >

Account & Payroll Information, Detailed G/L Account Numbers tab are used.

N

OTE

Once payroll transactions have been processed to the journal without account numbers, the transactions cannot be edited to add account numbers.

Once all necessary setup information is correctly entered:

1.

Create the payroll check, employees and contractors, live or ATF.

2.

Print the live payroll check. (See “Printing Employee Pay Checks” on page 102

and

“Printing Contractor Pay Checks” on page 137

.)

3.

Go to Bookkeeping > Enter Transactions, and click the Payroll Journal button.

Figure 6-4: Payroll Journal Entry

4.

Enter start/end dates or leave blank to process all checks.

5.

Click Per Check Entries to create separate journal entries for each payroll transaction or Cumulative Entry to create one cumulative journal entry for each payroll account.

I

MPORTANT

To display check numbers for individual payroll entries when performing a bank reconciliation you must select Per Check Entries.

161

Journal Options 2014 Client Write-Up

If a journal entry that was entered using the Payroll Journal function is deleted, reenter the information directly into the journal. CWU allows the transfer of check information only once.

T

IP

Journal entries can be sorted by clicking the field headers at the top of the journal entry list.

For example, you find an error in hours on a payroll check. Delete that check and print a corrected check. Delete that transaction from the journal and add the new transaction.

Journal Options

Use journal options to tailor your interaction with CWU when making manual entries to the journal. To access journal options, Bookkeeping > Enter Transactions, and click the Journal Options button.. Click Save when all Journal Options selections have been made.

Insert Debit/Credit Decimal Automatically

This option automatically inserts a decimal two digits from the right (creating cents) entered in the debit and credit fields. For instance, enter 15025 and when you tab out of the field, the entry becomes 150.25. Enter 100 and the entry becomes 1.00.

To enable this option, go to Bookkeeping > Enter Transactions and click the Jour-

nal Options button. Select Insert Debit/Credit Decimal Automatically.

Prefill Adjusting Entry Amounts Automatically

CWU automatically fills the Date, Description, Reference, Division, and the debit or credit amount for offsetting manual journal entries.

To disable this option, go to Bookkeeping > Enter Transactions and click the Jour-

nal Options button. Verify Prefill Adjusting Entry Amounts Automatically is not selected.

Auto Increment Reference Number

To automatically increment the Reference number of manual journal entries, go to

Bookkeeping > Enter Transactions and click the Journal Options button. Select

Auto Increment Reference Number. This option must be selected prior to entering transactions.

Disable AP, Employees, Contractors and AR Selections

To hide the AP Vendors/Employees/Contractors/AR Customers options, go to

Bookkeeping > Enter Transactions and click the Journal Options button. Select

Disable AP, Employees, Contractors and AR Selections. The tab order for entering journal transactions is adjusted passing over these selections.

162

2014 Client Write-Up Editing Stored Descriptions

Disable Division Selection

To hide the Division selection field, go to Bookkeeping > Enter Transactions and click the Journal Options button. Select Disable Division Selection. The tab order for entering journal transactions is adjusted passing over this selection.

N

OTE

When both the Disable AP, Employees, Contractors and AR Selec-

tions and the Disable Division Selection options are selected, press

Tab or Enter from the Reference field to go to the Save button.

Disable Payroll Journal and ATF Payroll

To hide the Payroll Journal and ATF Payroll buttons, go to

Bookkeeping > Enter Transactions and click the Journal Options button. Select

Disable Payroll Journal and ATF Payroll. Use this option if payroll services are not being provided to the client or one of the Auto Post options has been selected on the

Employees > Account & Payroll Information, Payroll Options tab.

Editing Stored Descriptions

To edit a transaction description:

1.

Go to Bookkeeping > Edit Stored Descriptions.

N

OTE

Click Sort Ascending or Sort Descending to re-sort the list. You can manually sort the description list by dragging an item up or down into the desired position in the list.

2.

Select the description to edit from the Stored Descriptions list by either selecting the description and clicking Edit or by double-clicking the description.

3.

Edit the description as needed from the Selected Entry field.

4.

Click Save.

N

OTE

Click Save Changes to permanently save changes made in Edit

Stored Descriptions. Click Exit Without Saving if you do not wish to save your changes.

Remove Transaction Descriptions

To delete a description, select an entry in the Stored Descriptions list and click

Remove. Click Save Changes to permanently remove the description.

Add Transaction Descriptions

Descriptions can be added to the list of stored descriptions by either saving journal transactions with descriptions associated with them or by manually adding descriptions.

163

Bank Reconciliation 2014 Client Write-Up

To manually add a description:

1.

Go to Bookkeeping > Edit Stored Descriptions.

2.

Type the new description in the Add Entry field.

3.

Click Add.

4.

Click Save Changes to permanently add the description.

Bank Reconciliation

This option checks accounts against the bank balances for those accounts.

1.

Go to Bookkeeping > Bank Reconciliation. The Bank Reconciliation dialog box opens.

Figure 6-5: Bank Reconciliation

164

2.

In the Cash Account field, select an account from the drop list. Only postable

Current Asset accounts from the Chart of Accounts are listed.

3.

In the Cutoff Date field, enter the last date to be included in the bank reconciliation using the MMDDYYYY format.

4.

Enter the Starting Balance. The Starting Balance is the previous month’s End-

ing Balance.

5.

Enter the Ending Balance shown on the bank statement.

2014 Client Write-Up Bank Reconciliation

I

MPORTANT

Whenever possible, enter the Ending Balance as shown on the bank statement. This will help ensure a correct bank reconciliation.

6.

Select to display a traditional Bank Reconciliation report showing only the cleared transactions or a Comparative Bank Reconciliation report showing both cleared and non-cleared transactions.

7.

Click Load Trans. All unreconciled transactions for the selected account through the Cutoff Date display. Sort the transactions listed by clicking on the column headers.

8.

To begin reconciling the account, select the box to the left of transactions that appear on the bank statement.

9.

If necessary, click Journal Entry to add transactions. Use manual journal entries to enter bank initiated items, such as interest and penalties or to make any other corrections. For instance, a check appears on the bank statement but is not displayed on the Bank Reconciliation screen. See

“Entering Journal Transactions” on page 158

for details on making manual journal entries. Remember that all manual entries to the journal must have an offsetting entry. To be included in this reconciliation, the transaction date must be not later than the Cutoff Date.

10.

Once the reconciliation process is complete, click Finish. A reconciliation report opens that can be saved or printed. You must Finish reconciling an account before you begin a new reconciliation of that same account.

Reconciled Transaction — A transaction that has cleared the bank. Indicate a cleared transaction by selecting the box to the left of the transaction.

UnReconciled Transaction — A transaction that has not cleared the bank. Do not select the box to the left of transactions that have not cleared the bank.

Adjusted Bank Balance equals the Starting Balance plus the Reconciled

Transactions (debits - credits).

Closing Book Balance is the same as the Ending Balance.

Accumulated Unreconciled Balance equals the UnReconciled Transactions

(debits - credits).

Calculated Unreconciled Balance equals the Ending Balance minus the

Adjusted Bank Balance (Starting Balance plus the Reconciled Transactions).

N

OTE

Once a bank reconciliation using a given Account and Cutoff Date has been finished, that same Account and Cutoff Date combination cannot be reconciled again.

165

Posting Transactions 2014 Client Write-Up

Posting Transactions

The posting process posts the current transactions to the Chart of Accounts. Before running this process, be sure that:

Transactions are in balance.

All transactions have valid account numbers.

To post transactions to the GL:

1.

Go to Bookkeeping > Post Transactions.

Figure 6-6: Post Transactions

2.

Click Post. The Select Reporting Date dialog box displays.

Figure 6-7: Select Reporting Date

166

3.

Select the date to appear on the Interim Reports by either selecting the month or using the drop arrow next to the date field. Selecting a month automatically sets the report date to the last day of the month selected.

N

OTE

All transactions in the Bookkeeping > Enter Transactions screen post to the GL regardless of the reporting date selected.

4.

Click OK.

5.

Click Yes.

Client Write-Up:

Backs up the active client’s files.

Generates interim reports.

Posts transactions to the General Ledger for the current accounting period.

2014 Client Write-Up Year End Close

I

6.

The Interim Reports display on your computer screen. Use these reports to check for accuracy. Reports can be printed by clicking the Printer icon.

7.

If the information on the Interim Reports is correct, click Yes to continue with the post.

MPORTANT

The Post Transactions process must be run prior to running the

Year End Close. Some reports require that transactions be posted prior to running the report. Refer to each report’s description for posting requirements.

Year End Close

N

OTE

See “End of Year Process” on page 314

for an overview of this process.

The Year End Close process zeros out all income, cost of goods sold, and expense accounts and posts net income to the retained earnings account. Run the Year End

Close after the final period of the year has been posted. Include all adjustments in the final period as CWU does not offer a 13th adjustment period.

N

OTES

You must perform the Post Transactions process

(Bookkeeping > Post Transactions), print all Forms W-2, W-3, 1099, and 1096, and export to the Drake Tax software program prior to performing the Year End Close. The information required for the export is

not available after closing the year. See “Export to Drake Tax” on page 301 .

The Year End Close must be performed in order to bring the Chart of

Accounts into the following year’s Client Write-Up program.

You should backup the client information before closing the year.

To post the year-end close to the GL:

1.

Go to Bookkeeping > Year End Close.

Figure 6-8: Year End Close

2.

Enter the year to close. Client Write-Up backs up the active client’s files prior to closing the year.

167

Special Considerations for Fiscal Year Clients 2014 Client Write-Up

3.

Click OK.

Client Write-Up prepares the files for the new year.

N

OTE

All accounts with a number higher than the

designated retained earnings account are zeroed out and the net income posts to the retained

earnings account.

Special Considerations for Fiscal Year Clients

Using CWU for a client that is on a fiscal accounting year is very similar to the way you use CWU for a client on a calendar year, except when it comes to closing out the year.

To identify a client as a fiscal year client in CWU, go to Setup > Client Information and on the Business Information tab, set the

Start of Year Date

to something other than January 1.

The following scenario is used to explain using a fiscal year client in CWU:

The client’s fiscal accounting year is from August 1, 2014 to July 31, 2015.

Use the appropriate dates for your client’s fiscal year.

You process AP, AR, and payroll for this client and are keeping their books (a

Chart of Accounts is set up in CWU for this client).

In CWU2014

1.

Enter transactions for August 1, 2014 thru December 31, 2014.

2.

On January 1, 2015 (or as soon after January 1 as you can), post payroll to the journal (go to Bookkeeping > Enter Transactions, and click the Payroll Jour-

nal button).

3.

Next, post transactions to the GL. Go to Bookkeeping > Post Transactions.

4.

DO NOT CLOSE THE YEAR IN CWU2014 AT THIS TIME.

5.

DO NOT WORK IN THIS CLIENT IN CWU2014 AGAIN.

In CWU2015

1.

After installing CWU2015, bring the client forward from CWU2014 to

CWU2015. In CWU2015, go to Tools > Update Prior Year Clients.

2.

Make that client the active client (File > Open Client) and open their Chart of

Accounts (go to Bookkeeping > Chart of Accounts).

You must answer YES to the question, “Do you want to update the bookkeeping for this client?” This completes the process of bringing account balance information and payroll transaction information forward into CWU2015 for this client.

3.

Continue using CWU2015 for this client’s accounting work

4.

At the end of their fiscal year (July 31, 2015), close the client’s fiscal year in

CWU2015:

168

2014 Client Write-Up Special Considerations for Fiscal Year Clients

Post payroll to the journal (go to Bookkeeping > Enter Transactions, and click the Payroll Journal button)

Post all transactions to the GL (Bookkeeping > Post Transactions)

Close the year (go to Bookkeeping > Year End Close). Enter 2014 as the year to close.

5.

Continue entering transactions in CWU2015 for fiscal year 2015 – 2016.

169

Special Considerations for Fiscal Year Clients 2014 Client Write-Up

170

Update Prior Year On the Fly 2014 Client Write-Up

7

On the Fly Forms

Create, save, process, print, and electronically file Forms W-2, 1099 (MISC, DIV,

INT, R, PATR, S, A, B, and C), 1098-MORT, and 94X series tax returns “on the fly”, eliminating the complete employee and contractor setup.

Update Prior Year On the Fly

Use this feature to bring forward all client setup, employee, and contractor information that was entered "on the fly" in last year’s Client Write-Up program.

I

MPORTANT

The client must exist in the current program before bringing the

“on the fly” information forward. If the client does not exist in the current Client Write-Up program, either go to Tools > Update

Prior Year Clients to bring the client forward into this year’s pro-

gram or create a new client in CWU. See “Update Prior Year Clients” for information on bringing the client forward.

Close all other instances of Client Write-Up before updating prior year clients. Only the current year Client Write-Up program should be running.

To update "on the fly" Client Write-Up clients from last year’s Client Write-Up program, complete the following steps:

1.

Go to On the Fly Forms > Update Prior Year On the Fly.

Figure 7-1: Update Prior Year On the Fly Clients

171

W-2 On the Fly 2014 Client Write-Up

2.

Select the location of the client files to convert to the 2014 program by clicking the location. If the proper location is not displayed, click the browse icon ( ) and navigate to the correct location.

3.

The client files entered "on the fly" in the selected location are displayed at the bottom of the dialog box. Select individual client files by clicking the box in the

Client Code column, or click Select All to convert all clients in this location.

4.

On the right side of the window, select the forms to bring into the current program or select All to bring all forms for the selected clients forward.

5.

Click Update.

W-2 On the Fly

This feature enables you to create, process, and print W-2s and W-3s for clients who keep their own books. Once processed, use CWU to upload these forms to the Social

Security Administration.

W-2 On the Fly Preparation

Before entering W-2 information "on the fly", you must change to the appropriate client. Open or create the appropriate business (client) employing this employee by either:

Going to the Client Write-Up Home window, click appropriate client, or

and change to the

Creating a new client by going to File > New Client and complete the

Contact Information (see “Contact Information Tab” on page 30 ) and W-2/W-3-

1099/1098 Setup (see

“W-2/W-3-1099 MISC. Setup Tab” on page 33

) tabs.

Creating W-2s "on the fly" under the wrong client results in an incorrect W-3 for that client.

I

MPORTANT

If the client was entered into last year’s Client Write-Up program as an "On the Fly" client, you can bring that client’s information into the current year CWU program. See

“Update Prior Year On the Fly” on page 171 for more information.

Step 1 - Creating W-2s On the Fly

To enter W-2 information "on the fly", complete the following steps:

1.

Go to On the Fly Forms > W2s On the Fly.

2.

Double-click an employee name to update prior year information or, for new employees, enter a code in the Employee Code field and click New. Employee codes are alphanumeric and can be up to 20 characters long.

172

2014 Client Write-Up W-2 On the Fly

3.

Complete the W2s On the Fly form. For more detail on completing this form, go to www.irs.gov

.

N

OTE

Do not use dashes (-) or slashes (/) when entering phone numbers, ZIP codes, or ID numbers. These fields are formatted after information is entered.

4.

Once all information has been entered and verified, click either:

Save — To save the W-2 information.

Delete — To delete a previously entered "on the fly" W-2, double-click the "on the fly" W-2 to delete from the Name and Employee Code list. Click Delete.

Reset — To clear the information entered without saving.

Process W2s — To display the End of Year W-2 On the Fly window.

Void — To mark the W-2 as voided when printed or e-filed.

Step 2 - Processing W-2s On the Fly

Process W2s On the Fly to print W-2s and W-3s created "on the fly" and to transmit that information to the Social Security Administration.

After creating, verifying, and saving W-2s created “on the fly”:

1.

From the CWU Home window, go to On the Fly Forms > W2s On the Fly

2.

Click the Process W2s button on the Create W2s on the Fly dialog box. See

“W-

2 Processing” on page 117

for instructions on processing W-2s created "on the fly".

N

OTE

W-2s created "on the fly" do not appear in the Process W2s dialog box and are only processed from Process W2s On the Fly.

3.

Process W-2s either individually or for all employees at once.

Click Process All to process all W-2s at once.

To process a W-2 for one employee, select the employee from the employee list and click Process Single.

An X in the W2 column next to the employee’s name and code indicates the employee’s W-2 has been processed successfully.

N

OTE

Once W-2s created "on the fly" are processed, they can be transmitted with the W-3 to the Social Security Administration like any other W-2.

See

“Uploading W-2s and W-3s” on page 186

.

Editing an On the Fly W-2/W-3

To edit a W-2 created "on the fly", complete the following steps:

1.

From the CWU Home window, go to On the Fly Forms > W2s On the Fly

173

W-2 On the Fly 2014 Client Write-Up

2.

Click the Process W2s button on the W2s on the Fly dialog box.

3.

Select an employee from the list. It is not necessary to select an employee to view or edit the W-3.

4.

Select the View/Edit W2s or the View/Edit W3 option button.

I

MPORTANT

Edit the W-3 after all W-2s have been edited and reprocessed.

Once the W-3 has been edited, do not reprocess W-2s. Reprocessing W-2s removes saved edits to the W-3.

5.

Click View/Edit.

6.

Make necessary changes directly in the appropriate fields.

7.

Click Save.

8.

Click Exit when editing is complete.

I

MPORTANT

On the Fly W-2s that have been edited and saved must be repro-

cessed. See “Step 2 - Processing W-2s On the Fly” on page 173 .

Printing On the Fly W-2s and W-3s

W-2s print “2 Up” by default, one above the other. This means information for two employees prints on the same page. If printing a single W-2, there will be a blank form where the second employee's information would normally print. CWU can also print

W-2s in either a “4-Up” or “4-Down” format. See “W-2/W-3-1099 MISC. Setup Tab” on page 33

to make these selections.

1.

From the CWU Home window, go to On the Fly Forms > W2s On the Fly

2.

Click the Process W2s button on the W2s on the Fly dialog box.

3.

Select a print option from the View/Print section:

Print All W2s prints the W-2 for every employee listed with an X under the

W-2 header to the left.

Print Single W2 prints the W-2 for a single selected employee.

Print W3 prints the W-3 using either the Forms and Data or Data Only options.

4.

Select the type of W-2 copies to print from the Types section:

SSA - Copy A— This option prints a copy of the W-2 for the Social Security

Administration. For copy A, print Data Only on the SSA red form or print

Form and Data on plain paper (this is approved by the IRS).

Other Copies — This option is used to print W-2s for the employer, employee, and state DOR. Select to print Forms and Data on blank paper or

Data Only on approved forms.

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2014 Client Write-Up 1099s and 1098s On the Fly

N

OTE

All W-2s and W-3s can be printed on plain paper using a laser printer and either the Forms and Data or Data Only options. It is not required to print the W-2 Copy A or the W-3 on the red line form. If Data Only is selected, the Adjust Form button is activated allowing adjustment of printing alignment. Refer to

“Forms Alignment” on page 28

for more information.

5.

Click Print to print W-2s or W-3s.

6.

Click Exit when W-2 processing is complete.

1099s and 1098s On the Fly

This feature enables you to create, process, and print 1099s, 1098s, and 1096s for clients that keep their own books. Once processed, use CWU to print these forms or upload them to the IRS.

Use Client Write-Up to produce the following forms "on the fly":

Table 7-1: 1099s, 1098s, and W-2Gs On the Fly

Form

1096

1099-A

1099-B

1099-C

1099-DIV

1099-INT

1099-MISC

1099-PATR

1099-R

1099-S

1098-MORT

W-2G

Title

Annual Summary and Transmittal of U.S. Information

Returns

Acquisition or Abandonment of Secured Property

Proceeds From Broker and Barter Exchange Transactions

Cancellation of Debt

Dividends and Distributions

Interest Income

Miscellaneous Income

Taxable Distributions Received From Cooperatives

Distributions from Pensions, Annuities, Retirement or Profit-

Sharing Plans, IRAs, Insurance Contracts, etc.

Proceeds from Real Estate Transactions

Mortgage Interest Statement

Certain Gambling Winnings

1099 On the Fly Preparation

Before entering 1099 information “on the fly”, you must change to the appropriate client. Open or create the appropriate business (client) that is issuing the 1099 by either:

175

1099s and 1098s On the Fly 2014 Client Write-Up

Going to the Client Write-Up Home window, click appropriate client, or

and change to the

Creating a new client by going to File > New Client and complete the

Contact Information (see “Contact Information Tab” on page 30 ) and W-2/W-3-

1099/1098 Setup tabs (see “W-2/W-3-1099 MISC. Setup Tab” on page 33 ).

Creating 1099s "on the fly" under the wrong client results in an incorrect 1096 for that client.

I

MPORTANT

If the client was entered into last year’s Client Write-Up program as an "on the fly" client, you can bring that client’s information into

the current year CWU program. See “Update Prior Year On the

Fly” on page 171 for more information.

Step 1 - Creating 1099s and 1098s On the Fly

To enter 1099 and 1098 information “on the fly”, complete the following steps:

1.

Go to On the Fly Forms > 1099s, 1098 and W2G on the Fly and select the appropriate form.

2.

Double-click a contractor name to update prior year information or, for new contractors, enter a code in the Contractor Code field and click New. Contractor codes are alphanumeric and can be up to 20 characters long.

3.

Complete the screen. For more detail on completing the form, go to www.irs.gov and search for the form. Refer to IRS Pub 1220 for any information not included in the IRS form instructions.

The term “Name Code” in Client Write-Up is equivalent to what the IRS refers to as the “Name Control”.

N

OTES

Do not use dashes (-) or slashes (/) when entering phone numbers, ZIP codes, or ID numbers. These fields are formatted after information is entered.

4.

Once all information has been entered and verified, click either:

Save — To save the form information.

Delete — To delete a previously entered "on the fly" version of the form, double-click the "on the fly" form to delete from the list at the top left of the window. Click Delete.

Reset — To clear the information entered without saving.

Void — To mark the form as voided when printed or e-filed.

Corrected — Select this box when editing a previously issued "on the fly" form. Also use this selection to correct an "on the fly" form that has been transmitted.

176

2014 Client Write-Up 1099s and 1098s On the Fly

Step 2 - Processing 1099s and 1098s On the Fly

Process 1099s and 1098s "on the fly" to print 1099s, 1098s, W-2Gs, and 1096s created

"on the fly" and to transmit that information to the IRS.

After creating, verifying, and saving these forms created “on the fly”:

1.

From the CWU Home window, go to On the Fly Forms >

1099s, 1098 and W2G on the Fly and select the appropriate form.

2.

Click the Process 1099 button. This button is labeled Process 1098 on the 1098

Mortgage Interest On the Fly window and Process W2G on the W2G On the

Fly window. See “1099/1096/1098 Processing” on page 146

for instructions on processing 1099s created "on the fly".

1099s created "on the fly" do not appear on the Process 1099 Misc. dialog box and can be processed only from the End of Year On the

Fly window.

N

OTES

Once 1099s created “on the fly” are processed, they can be transmitted with the 1096 to the IRS like any other 1099. See

“Uploading 1099s,

1096s, and 1098s” on page 190

.

3.

Process 1099 forms either individually or for all contractors at once.

Click Process All to process all 1099-MISC forms at once. This overwrites any changes made to existing 1099-MISC forms. If changes were made to one or more 1099-MISC, use Process Single.

To process a 1099-MISC for one contractor, select the contractor from the contractor list and click Process Single.

An X in the 1099 column next to the contractor’s name and code indicates the contractor’s 1099 has been processed successfully

There is an option to suppress 1099s with compensation less than

$600.

N

OTES

Once 1099s created "on the fly" are processed, they can be transmitted with the 1096 to the Social Security Administration like any other 1099.

See

“Uploading 1099s, 1096s, and 1098s” on page 190 .

Editing 1099s On the Fly

To edit a 1099 created “on the fly”, complete the following:

1.

From the CWU Home window, go to On the Fly Forms >

1099s, 1098 and W2G on the Fly and select the appropriate form.

2.

Click the Process 1099 button.

3.

Select a contractor from the list.

4.

Select the View/Edit 1099s option button.

5.

Click View/Edit.

6.

Make necessary changes in the appropriate fields.

177

94X Series Tax Returns On the Fly 2014 Client Write-Up

7.

Click Save.

8.

Click Exit.when editing is complete. The End of Year 1099 On the Fly window displays and the X in the 1099 column next to the contractor’s name and code is removed for the edited 1099.

I

MPORTANT

On the Fly 1099s that have been edited and saved must be repro-

cessed. See “Step 2 - Processing 1099s and 1098s On the Fly” on page 177 .

Printing 1099s and 1096s

The 1099s are formatted to print “2 Up.” This means information for two contractors prints on the same page, one above the other. If printing for a single contractor, there is a blank form where the second contractor's information would normally print.

1.

From the CWU Home window, go to On the Fly Forms >

1099s, 1098 and W2G on the Fly and select the appropriate form.

2.

Click the Process 1099 button.

3.

Select an option from the View/Print section:

Print All 1099s prints the 1099-MISC for every contractor listed with an X under the 1099 header to the left.

Print Single 1099 prints the 1099-MISC for a selected contractor.

Print 1096 prints the 1096. It can be printed only on red and white forms.

4.

Select the type of 1099 copies to print from the Types section.

5.

Select to print Forms and Data (using plain paper) or Data Only on a pre-printed form.

T

IP

The 1099 IRS Copy A and 1096 must be printed on the red and white forms (data only). All other copies can be printed on plain paper using a laser printer (choose Form and Data) or on preprinted forms (choose

Data Only). If Data Only is selected, the Adjust Form button is activated allowing adjustment of printing alignment. Refer to

“Forms Alignment” on page 28 for more information.

6.

Click Print.

7.

Click Exit when processing and printing are complete.

Order the red and white forms from an office supply company or the IRS. Call (800)

TAX FORMS. See

“Uploading 1099s, 1096s, and 1098s” on page 190

to upload the

1099/1096 information.

94X Series Tax Returns On the Fly

This feature enables you to create, save, and print 94X series tax returns "on the fly", eliminating employee and contractor setup and entry of payroll information. Once cre-

ated and saved, use CWU to e-file these forms to the IRS. See page 184

for upload instructions.

178

2014 Client Write-Up 94X Series Tax Returns On the Fly

Use Client Write-Up to produce the following 94X series tax returns "on the fly":

Table 7-2: 94X Series Tax Returns On the Fly

Form

940

941

941-SS

941-X

943

943-X

944

944-X

945

945-X

Title

Form 940 is the employer's annual federal unemployment

(FUTA) tax return.

Form 941 is the employer's quarterly federal tax return.

Form 941-SS is the employer's quarterly federal tax return for

American Samoa, Guam, the Commonwealth of the Northern

Mariana Islands, and the U.S. Virgin Islands.

Form 941-X is used to correct errors on a Form 941 that was previously filed. Use one form 941-X for each quarter you are correcting. This form cannot be e-filed.

Form 943 is the employer's annual federal tax return for agricultural employees and should be used if wages were paid to a farm worker and were subject to Social Security and Medicare taxes or federal income tax withholding. Note: This form cannot be e-filed using CWU.

Form 943-X is used to correct errors on a Form 943 that was previously filed. Use a separate form 941-X for each year you are correcting. This form cannot be e-filed.

Form 944 is the employer’s annual tax return designed for smaller employers whose annual liability for Social Security,

Medicare, and withheld federal income taxes is $1,000 or less. This form is only for clients notified by the IRS to use

Form 944 in place of the 941 quarterly report. You must use this form if you were contacted. If you choose to dispute the use of this form and continue filing the 941 quarterly report, contact the IRS first at (800) 829-0115.

Form 944-X is used to correct errors on a Form 944 that was previously filed. Use a separate form 944-X for each year you are correcting. This form cannot be e-filed.

Form 945 is used to report withheld federal income tax from nonpayroll payments. Nonpayroll payments include: pensions, military retirement, gambling winnings, indian gaming profits, voluntary withholding on certain government payments, and backup withholding. This form cannot be e-filed.

Form 945-X is used to correct administrative errors only on a previously filed Form 945. These errors occur if the federal income tax reported on Form 945 is not the amount actually withheld from payees. This form cannot be e-filed.

94X Series Tax Returns On the Fly Preparation

Before entering 94X series tax return information "on the fly", you must change to the appropriate client. Open or create the appropriate employer by either:

179

94X Series Tax Returns On the Fly 2014 Client Write-Up

N

Going to the Client Write-Up Home window, click appropriate client, or

and change to the

Creating a new client by going to File > New Client and complete the

Contact Information (see

“Contact Information Tab” on page 30 ), Business

Information (see

“Business Information Tab” on page 32 ), and W-2/W-3-1099/

1098 Setup (see “W-2/W-3-1099 MISC. Setup Tab” on page 33 ) tabs.

OTE

If the client was entered into last year’s Client Write-Up program as an

"on the fly" client, you can bring that client’s information into the current year CWU program. See

“Update Prior Year On the Fly” on page 171

for more information.

Preparing to e-file 94X

Series Tax

Returns

If the 94X series tax return created “on the fly” is going to be e-filed, the client must be set up in CWU for e-filing before creating the 94X series tax return. Either the cli-

ent must have his or her own 10-digit PIN from the IRS (see “Business Taxpayer PIN

Application” on page 38 ) or, if the 94X is to be e-filed by a Reporting Agent, the cli-

ent must be added to the Reporting Agent’s approved list. See “Reporting Agent PIN

Application” on page 42 .

Creating 94X Series Tax Returns On the Fly

To enter 94X series tax information "on the fly", complete the following steps:

1.

Go to On the Fly Forms > 94X Forms On the Fly.

2.

Select the preparer of the return from the Preparer Selection drop list. Preparers display in the list once they’ve been entered in Firm > 94X Preparer Setup (see

“94X Preparer Setup” on page 21

).

3.

Select the desired 94X tax return and click Go or double-click the desired form.

Figure 7-2: Form 941 “On the Fly”

180

2014 Client Write-Up 94X Series Tax Returns On the Fly

4.

The blue and white entry form opens. If a quarterly report was selected, the boxes identifying the report quarter are not selected but are correctly selected when the report is saved. Fill out the form completely and click Save.

5.

The printer dialogue box displays, giving the opportunity to print multiple copies of the form.

N

OTE

When Client Write-Up is set up to e-file 94X forms, saving the completed 94X form generates the upload file.

To e-file 94X tax returns created "on the fly", see

“Electronically Filing 94X Forms” on page 184 .

181

94X Series Tax Returns On the Fly 2014 Client Write-Up

182

Forms 941, 940, 944, & 941SS 2014 Client Write-Up

8

Electronic Filing

Forms 940, 941, 941SS, 944, W-2, W-3, 1099, 1096, and 1098 can be filed electronically using Client Write-Up.

N

OTE

The procedure for electronically filing forms created on the fly is the same as for forms not created on the fly.

An Electronic Filer Identification Number (EFIN) application must be filed or amended to allow the electronic filing of the 94X forms. (See

“Application for EFIN” on page 36

.) A five- or 10-digit PIN and password are required to electronically file these forms. To apply for an electronic filing PIN, go to

Setup > Client Information > EF Setup. (See

“PIN Applications for Electronic Filing” on page 37 .)

N

OTE

All transmissions of 94X series forms to and from the IRS flow through

Drake.

Forms 941, 940, 944,

&

941SS

To e-file 94X tax returns, there are three basic aspects:

1.

Preparation

2.

e-filing

3.

Viewing the results

Before Electronically Filing 94X Forms

Before you electronically file 94X tax returns, complete the following procedure:

1.

Run payroll (live payroll with printed checks or ATF payroll). (See

“Live

Employee Payroll” on page 87

and “ATF Employee Payroll” on page 96

.)

2.

Create tax deposits (Employees > Tax Deposit > 94X.) (See

“Calculating 94X

Series Tax Deposits” on page 111

.)

N

OTE

It is not required to enter tax deposit information in

Employees > Tax Deposit > 94X in order to electronically file the semi-annual or annual 94X tax deposit. If you are entering tax deposit information, make sure the Use Tax Deposit Information on 94X field

is selected on Setup > 94X Form Settings. (See “94X Form Settings” on page 57

.) If this field is selected and information is not entered in

Employees > Tax Deposit > 94X, tax liability amounts on the report generated in step 3 will be blank.

183

Forms 941, 940, 944, & 941SS 2014 Client Write-Up

3.

Go to Employees > 94X Forms and select the desired 94X form. (See “Producing 94X Series Tax Returns” on page 113 .) Once the file is generated, click Save.

This generates the electronic transmission file and places an entry on E-Filing >

94X E-Filing > Select/Transmit 94X Forms.

N

OTE

Please review “EF Setup Tab” on page 36

tronically file 94X forms the first time.

before attempting to elec-

Electronically Filing 94X Forms

To electronically file 94X forms, complete the following steps:

1.

Go to E-Filing > 94X E-Filing > Select/Transmit 94X Forms and select the appropriate form to file. The E-Filing dialog box is opened with that form selected.

N

OTE

The IRS will reject any early 94X e-filings. If you attempt to transmit these returns prior to the end of the period for which the return is reporting, Client Write-Up will not allow the transmission and a message will be displayed stating the earliest date the return can be e-filed.

Figure 8-1: Transmit 94X Forms

184

2.

Select the specific quarter or all quarters from the Select Quarter drop list.

3.

Check the box beside the file to select one or more files to transmit under Client

Code. Click Select All if you wish to transmit all files.

4.

Click Transmit. The system checks for an open Internet connection. If an Internet connection is not detected, the system attempts to initiate a connection via a dialup modem. If a connection can not be made, the user is notified to connect to the

Internet prior to transmitting.

While the returns are transmitting, a progress bar appears at the bottom of the E-

Filing dialog box. If a connection is not established, the software places the files

2014 Client Write-Up Forms 941, 940, 944, & 941SS

N back on this dialog box, indicating the connection must be established and the transmission attempted again.

OTES

CWU automatically includes the bank account information in the 94X tax return e-filed to the IRS when the Setup > Client Information >

94X Online Payment tab is setup. The IRS will use this bank account information to debit the account for the balance due amount. See

“94X

Online Payment” on page 43

for information on setting up this feature.

Forms 940 and 943 are annual reports, available all year but filed only once at the end of the year or 4th quarter.

View Results of 94X Transmission

To view transmission results, go to E-Filing > 94X E-Filing > View Results. Status information for all tax returns (941, 940, 944, and 941SS) and PIN applications with the date and time transmitted displayed.

Figure 8-2: View Results

To narrow the search, select:

A specific quarter or All Quarters to view.

A status of All, Accepted, or Rejected from the Status field. When Accepted is selected, only the returns that have been accepted are displayed. When Rejected is selected, only the rejected returns are displayed.

Click Drake Status to get the results of transmissions to Drake.

Click IRS Status to get the results of transmissions to the IRS.

Click a column header to sort the transmission list.

185

Uploading W-2s and W-3s 2014 Client Write-Up

To look at a specific acknowledgement, double-click a specific line or click the line and select View Status. When you view a REJ acknowledgement, the system shows the rejections report with an explanation of the rejection.

Alternate

Method to

View

Results of

94X Transmissions

Another way to get status information for 94X transmissions is to use Drake’s Online

EF database. This feature provides “real time” information that can, at times, be more accurate and reliable than the information provided when using CWU’s View Results option.

To view this information on Drake’s Support website:

1.

In CWU, go to Help > Drake Support Website.

2.

Log in using your EFIN and Drake password.

3.

Go to My Account > EF Database.

4.

Go to Tools > 94x Report.

5.

Select the appropriate Return Type and Date Range.

6.

Select the Status to display or select “All” to include all statuses.

7.

Click Run Report.

Uploading W-2s and W-3s

N

OTES

See

“Appendix J - Preparing to e-file W-2s” on page 32

for details on registering to use the Social Security Administration’s website and downloading and installing the AccuWage error checking software.

See “Print and Upload W-2s and W-3s” on page 313

for an overview of this process.

Uploading W-2s and W-3s to the Social Security Administration is a three-step process:

1.

Create the upload file.

2.

Check the upload file for errors using AccuWage.

3.

Transmit the file.

N

OTE

Prior to creating the W-2/W-3 upload file, W-2s must first be processed.

Complete W-2 Processing (Employees > Process W2s). See “W-2

Processing” on page 117

.

Creating the W-2/W-3 Upload File

Use Create File to generate the file containing W-2 and W-3 information that is transmitted to the Social Security Administration. To create the transmission file, complete the following steps:

1.

Go to E-Filing > W2 E-Filing (EFW2) > Create File. Set the electronic filing options here for the PIN, agent indicator code, EIN information and preparer,

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2014 Client Write-Up Uploading W-2s and W-3s

employment, and tax jurisdiction codes. A file can also be resubmitted here. Individual field help is available by resting your pointer on the data field.

Figure 8-3: Create W-2 E-File

2.

On the right side of the screen, select whether to e-file Regular W-2s or W-2s

“On the Fly”. This setting remains once the screen is saved but can be changed as needed.

3.

Complete the General Information section:

User ID — Enter the 8-character user ID assigned to the employee who is attesting to the accuracy of the file. This user ID is assigned by the Social

Security Administration when the employee registers to use the SSA’s Business Services Online. To register, go to http://www.ssa.gov/bso/bsowelcome.htm

.

File is being resubmitted — Select this check box if the W-2 file is being resubmitted.

Resubmit Wage File Identifier — Enter the wage file identifier displayed on the notice received from the SSA.

Preferred Method of Problem Notification — A valid e-mail address is required to e-file W-2 information to the SSA. The e-mail address will flow from Firm > Firm Info./Global Settings. If the Use Client Contact Infor-

mation for paper W3s and e-Filing W2/W3s option is selected on the

Setup > Client Information > W2/W3-1099/1098 Setup tab, the e-mail

address entered on the

Setup > Client Information > Contact Information tab

is used for problem notification.

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Uploading W-2s and W-3s 2014 Client Write-Up

Preparer Code — Select the appropriate code for this client transmission file.

Table 8-1: W-2 Preparer Codes

S

P

A

L

O

Accounting Firm

Self-Prepared

Service Bureau

Parent Company

Other

4.

Complete the Employer Record Information section:

Agent Indicator Code — Select the appropriate agent indicator code.

2678 Agent (Approved by IRS) — Select this option if you use an IRSapproved section 2678 agent to file returns and make deposits or payments of employment or other withholding taxes. Access the Form 2678 from

www.IRS.gov

.

Common Paymaster — A corporation that pays an employee for two or more related corporations at the same time is a common paymaster.

3504 Agent — Select this option if using an employer-designated section

3504 agent. For information on this agent type, go to

www.IRS.gov

.

Other — Use if none of the others applies. The field is left blank in the

EFW2.

Table 8-2: Which EIN to Enter

If the Agent Indicator Code is:

2678 Agent (Approved by IRS)

Common Paymaster

3504 Agent

Other

Enter the EIN for the:

Agent and Employer EIN

Agent EIN

Agent EIN

Employer EIN

N

OTE

An “agent” is someone other than the employer used to pay the employer’s taxes.

Terminating Business — Making this selection indicates that this is the last year that W-2s are filed under this EIN.

5.

Review all entries, click Save Screen, then Create File. The upload file name and location displays.

N

OTE

Make note of the location where the transmission file is created. This information is needed in order to test the file with AccuWage and to transmit the file to the Social Security Administration.

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2014 Client Write-Up Uploading W-2s and W-3s

If a message displays stating that no W-2s have been processed for the year, go to

Employees > Process W2s. See

“Processing W-2s” on page 118 for more infor-

mation.

6.

Once the transmission file has been created, proceed to

“Reviewing the W-2

Upload File” on page 189

to identify possible errors in the file. Then go to Trans-

mit File to upload the information to the Social Security Administration.

State W-2s

When the W-2 upload file is created, some state W-2s are created automatically in the background. The state W-2 that is created is determined by the state entered on the

Setup > Client Information > Contact Information window.

CWU creates state W-2s for following states:

Table 8-3: CWU W-2 Upload States

Alabama

Arkansas

Colorado

Connecticut

District of Columbia

Georgia

Illinois

Indiana

Kansas

Maine

Minnesota

Mississippi

Montana

Nebraska

New Jersey

North Carolina

North Dakota

Ohio

Oregon

Pennsylvania

Rhode Island

South Carolina

Utah

Vermont

Virginia

West Virginia

Wisconsin

State W-2 upload files are created in the d:\CWU2014\Clients\client code\st_W2Report folder, where

d” is the drive where CWU is installed

client code” is the code used to identify the client when the client was created

st” is the two-letter state abbreviation.

Example: CWU is installed on drive C:; the client code is “Arnolds”, which is located in Wisconsin. The state W-2 upload file is created in the

C:\CWU2014\Clients\Arnolds\WI_W2Report folder.

The state W-2 upload file name begins with W2REPORT.

Reviewing the W-2 Upload File

Use the Social Security Administration's AccuWage program to identify most of the common format errors in wage submissions. This program will help to reduce submission rejections. Even if no errors are identified by AccuWage, a submission could still be rejected due to other errors.

189

Uploading 1099s, 1096s, and 1098s 2014 Client Write-Up

AccuWage for the 2014 Tax Year is a web-based program. To run the AccuWage program, go to E-Filing > W2 E-Filing (EFW2) > Download Accuwage. Click the link labeled Download AccuWage - 2014 Tax Year on the “AccuWage Information and

Software” page .

Transmitting the W-2 Upload File

N

OTE

An Internet connection is required to transmit W-2 and W-3 information to the Social Security Administration.

1.

Go to E-Filing > W2 E-Filing (EFW2) > Transmit File. The Web address for the Business Services Online Social Security site is displayed.

Figure 8-4: Transmit W-2

2.

If the upload file has been tested using the AccuWage software, select W2 files

have been tested using AccuWage 2014.

If the upload file has not been tested with AccuWage and you wish to download and install the AccuWage program, select W2 files have not been tested using

AccuWage 2014. The web address displayed changes to the AccuWage download page.

3.

Select Open Web Site and your Internet browser opens to the Social Security

Administration’s web site.

All W-2s for the client need to be processed before this file is transmitted. A totals sheet is assigned with the batch that is transmitted. This is used in place of the W-3.

Uploading 1099s, 1096s, and 1098s

N

OTES

See

“Appendix K - Preparing to e-file 1099s” on page 33 for details on

getting a Transmitter Control Code and registering to use the IRS’s

FIRE website.

See

“Print and Upload 1099s and 1096s” on page 313 for an overview

of this process.

Uploading 1099s, 1096s, and 1098s to the IRS is a two-step process:

1.

Creating the upload file.

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2014 Client Write-Up Uploading 1099s, 1096s, and 1098s

2.

Transmitting the file.

N

OTE

Prior to creating the 1099/1096/1098 upload file, 1099s must first be processed. Complete 1099 Processing (Contractors > Process 1099

Misc.). See “1099/1096/1098 Processing” on page 146

.

Creating the 1099/1096/1098 Upload File

Use the Create File function to generate the file containing the 1099, 1096, 1098 information that is uploaded to the IRS. To create the upload file, complete the following steps:

1.

Go to E-Filing > 1099/1098 E-Filing > Create File to enter information necessary to create the upload file.

Figure 8-5: Create 1099 Upload File

I

MPORTANT

All 1099s must be processed prior to creating the

1099

electronic files.

2.

On the right side of the window, select to create an upload file for a regular 1099-

MISC or for 1099s and 1098s created On the Fly (1099-A, 1099-B, 1099-C,

1099-DIV, 1099-INT, 1099-MISC, 1099-PATR, 1099-R, 1099-S, 1098-MORT, or

W2-G).

3.

Select the appropriate File Indicator of file to create.

Original File — Select this option if the information entered is the original data.

Replacement File — Select this option if the file is to replace a file that the IRS has informed you in writing cannot be processed or the IRS’s FIRE system indicated a file status of “Bad.”

Electronic File Name — Use for an electronic file with a file status of

“Rejected.” Enter the “Original” or “Correction” electronic file name assigned by the IRS electronic FIRE (Filing Information Returns Electronically) system.

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Uploading 1099s, 1096s, and 1098s 2014 Client Write-Up

Test File — If you plan to use the option to file the Combined Federal & State

1099 MISC, first select the test file option. This transmits the test file required by the IRS after you receive the TCC.

N

OTE

Use the Test File option between November and February only.

N

Once the test file is received and approved, the IRS mails an acceptance letter.

Once the IRS receives the form, you can transmit the 1099-MISC. After a test file is approved by the IRS, return to E-Filing > 1099/1098 E-Filing > Create File before transmitting an actual 1099. Click Original File in the File Indicator section.

4.

In the Payer Information section, enter the Transfer Agent Indicator information, if appropriate.

OTE

Select the Transfer Agent Indicator option only if you (the preparer) are a trust company, bank or similar financial institution assigned by a corporation to: maintain records of investors and account balances and transactions, cancel and issue certificates, process investor mailings and deal with any associated problems (e.g lost or stolen certificates).

When the Transfer Agent Indicator option is selected, the Transfer Agent

Name and Address fields are activated and require entry.

Transfer Agent Name/Address — Enter the name and address of the transfer

(or paying) agent.

Last year of filing the 1099 — Select the box if this is the last year this payer will file returns electronically, magnetically, or on paper.

Combined Federal/State Program — Select this box when you receive approval.

N

OTE

If your state participates in the federal/state 1099 program but accepts modified instead of standard 1099s, Client Write-Up electronically files the federal 1099 only and not the state 1099. Do not transmit a test file and do not check the Combined Federal/State Program box. If your state does not participate in the federal/state 1099 program, you do not need to transmit a test file. Do not check the Combined Federal/State

Program box.

5.

Complete the Payer Account Number section:

Indicates Sales of $5000 or more for all 1099s being reported — Select this box to indicate sales of $5,000 or more of consumer products to a person on a buy-sell, deposit-commission, or any other commission basis for resale anywhere other than a permanent retail establishment.

Payer Account Number for Payee — Enter any number assigned by the payer to the payee that can be used by the IRS to distinguish between information returns.

6.

Click Save Screen then Create File. The upload file name and location displays.

This information is needed to transmit the file to the IRS’s FIRE (Filing Information Returns Electronically) website.

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2014 Client Write-Up Uploading 1099s, 1096s, and 1098s

If a message displays stating that no 1099s have been processed for the year, go to

Contractors > Process 1099 Misc. See

“1099/1096/1098 Processing” on page 146 for more information.

7.

Click Exit.

Once the upload file has been created, proceed to Transmit File/View Results to access the IRS’s FIRE (Filing Information Returns Electronically) website and upload the information.

Transmit 1099/View Results

Go to E-Filing > 1099/1098 E-Filing > Transmit File/View Results. The IRS's

Internet Web link for electronically filing the 1099-MISC is displayed (

https:// fire.irs.gov

).

Figure 8-6: Transmit 1099

Click Open Web Site and your Internet browser opens to the 1099-MISC electronic filing site. An Internet connection is required for this function.

T

IP

Refer to

“Appendix C - IRS “FIRE” Website” on page 3 for tips on con-

necting to the IRS’s FIRE website.

193

Filing a 1099 Extension 2014 Client Write-Up

Filing a 1099 Extension

The 1099 extension file must be created before it can be filed (either paper or e-file).

Create 1099 Extension File

To create an extension file for the 1099, complete the following steps:

1.

Go to E-Filing > 1099/1098 E-Filing > Create Extension File.

Figure 8-7: Create 1099 Extension

194

2.

Enter the Control Code. This is a five-character alphanumeric Transmitter Control Code (TCC) assigned by the IRS/ECC-MTB. A Transmitter Control Code must be obtained to file data with this program. Submit Form 4419 to the IRS to obtain a TCC.

3.

Complete the Payer Information section:

TIN — Enter a nine-digit Taxpayer Identification Number assigned to the taxpayer. A number that is all zeros, ones, twos, etc., results in an invalid TIN.

Name — Enter the name of the payer whose TIN has been entered. If additional room is need for the name, use the Name-Cont field.

Recipient Request Indicator — Select this box if the extension request is to furnish statements to the recipients of the information return.

Foreign Entity Indicator — Select this box if the client is a foreign entity.

Company Address — Enter the address of the payer. The street address should include number, street, apartment or suite number, or PO box if mail is not delivered to a street address.

Company City — Enter the city, town, or post office of the payer.

Company State — Enter the two-character state code.

Company Zip — Enter the nine-digit ZIP code assigned by the U.S. Postal

Service. If only the first five digits are known, then use the five-digit ZIP code.

4.

Click Create File, and Exit.

Refer to

“Transmit Extension File/View Results”

for instructions on transmitting the extension request information to the IRS.

2014 Client Write-Up Filing a 1099 Extension

Transmit Extension File/View Results

Go to E-Filing > 1099/1098 E-filing > Transmit Extension File/View Results to open the Electronic 1099 Misc Transmission dialog box. Click Open Web Site.

Refer to

“Appendix C - IRS “FIRE” Website” on page 3

for tips on connecting to the

IRS's FIRE website.

195

Filing a 1099 Extension 2014 Client Write-Up

196

Vendor Check Setup 2014 Client Write-Up

9

Accounts Payable

Use Client Write-Up to enter vendor invoices, print (and reprint) live vendor checks, and enter after-the-fact (ATF) vendor invoice information for bookkeeping purposes.

Once vendor checks and vendors have been set up, entering and printing vendor checks is a three-step process:

1.

Entering invoice information (see “Entering Invoices” on page 200

)

2.

Scheduling the invoice for payment (see “Scheduling Live Payments” on page 207 )

3.

Printing the check (see

“Printing Vendor Checks” on page 211 )

N

OTE

Skip steps 1 and 2 above and go straight to printing checks by using

the Check Writer. See “Check Writer” on page 218

for more information.

Vendor Check Setup

Print vendor checks in Client Write-Up using either pre-printed check stock or MICR checks.

The following steps are required to set up MICR check printing:

N

OTE

These steps are the same used for setting up MICR payroll checks. If these steps were performed previously, it is not necessary to repeat them to print vendor checks.

1.

Select or create a MICR check design. MICR check designs are global and a single design can be used by multiple clients. See

“MICR Check Set Up” on page 22 .

2.

Enter MICR bank account information specific to the client. See “MICR Bank

Accounts” on page 46 .

3.

Designate the printer used for MICR check printing. Go to Firm > Firm Info./

Global Settings and select the appropriate printer from the MICR Printer field.

4.

To select MICR check stub options for vendor checks, go to

Setup > Check and Stub Options > MICR Payables. Refer to “MICR Accounts

Payable Check Setup” on page 52 for details.

The following steps are required to set up vendor check printing using pre-printed check stock:

1.

Go to Setup > Check and Stub Options > PrePrinted Payables (see “Preprinted Accounts Payable Check Setup” on page 51

).

2.

Select the pre-printed check stock to be used on the right side of the screen.

3.

Select the appropriate check and stub options on the left side of the screen.

197

Vendor Bookkeeping Setup 2014 Client Write-Up

4.

Click Save.

Vendor Bookkeeping Setup

To post vendor transactions to the journal and have them included in the Post Trans-

actions process, complete the following steps:

1.

Setup a Chart of Accounts. See “Chart of Accounts (COA) Setup” on page 44 .

2.

Go to Setup > Client Information, select the Payables Setup tab, and select

Generate Bookkeeping Transactions as.

3.

Select to post accounts payable transactions to either the General Journal (GJ) or the Cash Disbursements (CD) journal.

Once these steps are completed, vendor transactions automatically post to the transaction journal.

Vendor Setup

Before vendor invoices can be entered into Client Write-Up, the vendor must be set up.

Adding a Vendor

Vendor information must be entered before printing vendor checks. To add a vendor, complete the following steps:

1.

Go to Payables > Vendor Setup.

2.

Click New. Enter a code in the Vendor Code field. Vendor codes are alphanumeric and can be up to 20 characters long. Once a valid vendor code is entered, the information fields become active and the code cannot be deleted.

Use vendor codes that are meaningful. For instance, instead of using the vendor’s

ID number, you could use “ABC Office Supply”. By using a meaningful code, transaction information for this vendor is easily identifiable. All characters can be used in the Vendor Code, including spaces.

198

2014 Client Write-Up

Figure 9-1: Vendor Setup

Vendor Setup

3.

Complete the following fields:

Company Name — Vendor's company name.

First Name and Last Name — Name associated with the vendor.

N

OTE

If no Company Name is entered, CWU uses the First Name and Last

Name fields to create a Company Name. For instance, if the First

Name is “Fred” and the Last Name is “Harrison,” CWU uses “FredHarrison” as the Company Name.

Address, Country, Phone (Optional fields) — Enter the appropriate vendor information. Include formatting when entering the Phone field.

Zip/Postal Code — Enter the vendor’s zip code. This field is formatted after information is typed. The City and State fields autofill with information from the zip code database. Include formatting when entering the ZIP field.

ID Number (Optional) — This is the number associated with the company or the owner. Enter the EIN, SSN, ITIN, or Other. The number is formatted based on the selection made. The OTH selection is any information approved by the IRS instead of using an EIN, SSN, or ITIN.

Cash Account (Required if using the bookkeeping feature) — Press F2 to select the default cash account to be associated with the selected vendor. This account can be changed for each of the vendor’s transactions.

Expense Account (Required if using the bookkeeping feature) — Press F2 to select the default expense account to be associated with the selected vendor.

This account can be changed for each of the vendor’s transactions.

199

Entering Invoices 2014 Client Write-Up

N

OTE

There must be a cash account and an expense account from the Chart of Accounts specified. Without both accounts listed, the journal will be out of balance when the Post Transactions process is performed.

1099 (Optional) — Using the drop list, select the line from the 1099-MISC to use as the default payment type for the vendor. A different line can be selected on each payment made to the vendor.

Do NOT generate a 1099 — Select this option and a 1099-MISC will not be generated for this vendor.

4.

Click Save once the information has been verified. An unlimited number of vendors can be set up.

Editing a Vendor

To edit an existing vendor, go to Payables > Vendor Setup and double-click a vendor code, or enter the vendor code in the Vendor Code field and press E

NTER

. The data fields for that vendor are activated. Edit the desired fields and click Save.

Delete — Click to remove a vendor from CWU. Vendors with saved invoices cannot be deleted.

Reset — Click to revert to the vendor information last saved.

Entering Invoices

To enter invoice information, complete the following steps:

1.

Go to Payables > Enter New Invoices. The Invoice Data Entry dialog box is displayed.

Figure 9-2: Invoice Data Entry

200

2014 Client Write-Up Entering Invoices

N

OTE

The Invoice Data Entry dialog box can also be accessed by clicking

New Invoice on the Payables > View & Pay Invoices window.

2.

Click New to enter a new invoice. The next Invoice ID is assigned to this transaction. This number identifies the invoice, and cannot be edited. CWU uses this ID for its own internal purposes. This number also appears in the journal along with the invoice detail.

3.

Invoices can be entered for payment by “live” check or as an after-the-fact (ATF) transaction. ATF invoices have been paid and are entered in CWU for reporting purposes only.

To create a live invoice, leave the ATF field unselected. To create an ATF invoice, select the ATF field. When this field is selected, the 1099 Detail for

ATF Payment and ATF - Quick Gen Payment sections of the dialog box are activated.

4.

Complete the active fields:

Invoice Date (Optional) — Use the drop list to enter the date of the invoice.

Due Date (Optional) — Use the drop list to enter the date the invoice is due.

Invoice No (Optional) — Enter the number on the vendor’s invoice or any other identifier.

PO (Optional) — If this invoice is to be paid using a purchase order, enter the

PO number.

Vendor Code (Required) — Enter the vendor code or press F2 to display the vendor list. Double-click the desired vendor. The Expense Account and

Cash Account fields fill based on the information entered in

Payables > Vendor Setup. To edit an existing vendor’s information or add a new vendor on the fly, click the View button on the Vendor List window. See

“Vendor Setup” on page 198 for information on editing and adding vendors.

1099 — This field fills based on the information entered in

Payables > Vendor Setup (see 1099). Use the drop list to select a different

line from the 1099-MISC for this transaction. If no amounts are entered in any of the fields in the 1099 Detail for ATF Payment section or the 1099 Detail

for Payment section (when scheduling live payments), the invoice will not be included on the vendor’s 1099-MISC at the end of the year.

Description (Optional) — Enter a description for the transaction.

Expense Account and Cash Account — These fields automatically fill when a vendor code is selected. To select a different account to be used for this transaction, press F2 to display a list of zero level accounts from the Chart of

Accounts.

Status — Use the drop list to select if this transaction is: Unpaid, has been

Partially Paid, is Paid in Full, if you are Waiting on a Bill, if the bill is being Disputed, or the bill has not been received (Not Received). Unpaid is the default. Use the Disabled status in the scenario where an invoice has been paid, the check has been voided, and you wish to delete the invoice but CWU

201

Entering Invoices 2014 Client Write-Up

will not allow you to because there is a payment associated with the invoice.

Set the status to Disabled and the invoice will not appear on most reports.

Shipping Information (Optional) — Select the shipper from the drop list, then enter the tracking number and any shipping notes you desire.

Net Due (Required) — Enter the full amount of the invoice due. Itemize the

Net Due amount by entering information into the fields below the Net Due field.

Figure 9-3: Invoice Data Entry - Net Due

202

Fields on the left beneath Net Due (Purchase Price, Late Fee, Insurance, Other,

Tax, and Ship Charge) are charges. Fields on the right beneath Net Due (Discount and Rebate) are credits. Enter the actual amount charged or credited - not percentages.

I

MPORTANT

The Vendor Code and Net Due fields are required when entering an invoice. All other fields are optional and primarily for your information.

Calc’d Net — Calculated Net equals charges minus credits. Use this field to verify the amount entered in Net Due is correct on the bill and entered correctly in Client Write-Up.

Print/Preview Invoice on Save — Select this option to have CWU produce an invoice when Save is selected. Once the invoice displays, you can print, email, or save the invoice.

Live - Schedule Check for Printing

This section is activated for live invoices (the ATF box is not selected). Use this section to schedule the first payment for the invoice by entering the payment amount and scheduled payment date. The scheduled payment will display on the Print Vendor

Checks window on the day the payment is scheduled. See

“Printing Vendor Checks” on page 211 for information on printing this check. For information on scheduling

additional payments for this invoice, see

“Making Subsequent Payments” on page 209.

ATF - Quick Gen Payment

2014 Client Write-Up Entering Invoices

This section is activated when the ATF box is selected designating the invoice as an

ATF transaction. ATF payments can be recorded either in the ATF - Quick Gen Pay-

ment section or by going to Payables > View & Pay Invoices and clicking Record

ATF Pmts. (See “Recording ATF Payments” on page 210 .)

Complete the following fields to record an ATF payment here:

Pmt Amt — Enter the amount of the ATF payment. If there is an outstanding balance after the ATF payment is recorded, the invoice shows as partially paid and additional ATF payments can be made by going to

Payables > View & Pay Invoices and clicking Record ATF Pmts.

Pmt Date — Enter the date the ATF payment was made using the drop list.

Pmt Type — Select the method used to make the ATF payment. Credit Card is the default method of payment for ATF payments. The Check No field is activated if the payment type is Check.

ATF - 1099 Detail for ATF Payment

This section is activated when the ATF box is selected designating the invoice as an

ATF transaction. CWU puts the amount entered in the Pmt Amt field in the ATF -

Quick Gen Payment section into the field displayed in the 1099 field. Enter or edit

the amount(s) from the invoice as they should be included on the vendor’s 1099-

MISC at the end of the year. If no amounts are entered in this section, the invoice will not be included on the vendor’s 1099-MISC.

5.

Click Save once all invoice information has been entered. Once it is saved, to enter another invoice, just start entering the next invoice information.

New — Click to clear the screen and enter a new invoice.

Restore — Click to clear the information entered without saving.

Delete — Click to delete a saved invoice.

N

OTE

Invoices that have been paid (or partially paid) cannot be deleted.

6.

Click Exit once all invoices have been saved.

For example, you write a check putting $1,000 down on a $25,000 computer system and arrange to make monthly payments of $1,000 over the next two years.

Enter this purchase into Client Write-Up using two invoices, both using the same invoice number. By using the same invoice number, the transactions are tied together. Enter one transaction as an ATF invoice for the $1,000 check you wrote for the down payment. Enter the second as a live invoice for the $24,000 balance.

Next, schedule the $1,000 monthly payments using Schedule Live Pmts. (See

“Scheduling Live Payments” on page 207

.)

203

Searching for Invoices 2014 Client Write-Up

Searching for Invoices

Most of the accounts payable screens in Client Write-Up show all saved transactions by default. Learning to use CWU’s searching capabilities is essential to see just the invoices you need rather than scrolling through potentially thousands of transactions.

The steps for performing a search are consistent throughout accounts payable with minor variations on certain screens.

To search for saved invoices, go to Payables > View & Pay Invoices.

The bottom half of the View & Pay Invoices screen displays the invoices selected based on the search criteria provided in the top of the screen. All invoices are displayed by default.

Figure 9-4: View & Pay Invoices

204

Once the desired combination of search criteria is selected, click Search to display those invoices.

N

OTE

When using multiple search criteria, all parts of the criteria must be true in order for a record match to take place.

Limit View to these Invoices — Select this box to activate the fields and search for specific invoices.

2014 Client Write-Up

Figure 9-5: Limit View to these Invoices

Searching for Invoices

Due by — Use this list to search for invoices due by a certain date.

Balance Exceeds — Display invoices with an outstanding balance greater than the amount you enter. To include invoices with an outstanding balance of $75, enter 74.99

.

Days Past Due — Enter the number of days past due. Enter a negative number to display invoices with a future due date. For example, -30 displays invoices due in the next 30 days.

Month (1-12) — Enter the month of the current year of invoices to display. Enter

1

for January, 2 for February, 3 for March, etc. If the month entered is greater than the current month, invoices from the month of the previous year are displayed. This is a convenient way to see activity for the past 12 months.

For example, if it is September and you enter a 3 in the Month field, invoices from March of the same year are displayed. If in September you enter a 12 in the

Month field, invoices from December of the previous year are displayed.

N

OTE

An entry in Days Past Due or Month disables the Due by search criteria.

Limit View to these Vendors — Select this box to use the vendor code to search for invoices. This uses a range (From and To) to search for invoices.

Figure 9-6: Limit View to these Vendors

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Editing Invoices 2014 Client Write-Up

Press F2 in these fields to make a selection from the popup vendor list or enter the beginning of the vendor search criteria in the From field and the end of the vendor search criteria in the To field.

Example: Vendor Code

Benny S

Bill P

Bo

Bo M

Bob J

Carl N

Enter

B

in the From field and

C

in the To field and all vendors with codes beginning with a B are displayed.

Enter

B

in the From field and

B

O

in the To field and Benny S, Bill P, and Bo are displayed.

Live or ATF — Show only live invoices or only ATF invoices. Having both selected shows all live and ATF invoices. Both are selected by default.

Disabled, Unpaid, Partial Pmt, Paid, Waiting on Bill, Disputed, Not Recv’d

— Since all invoices display by default, all check boxes are selected by default.

Deselect the check boxes for invoices you do not wish to display.

Balance Owed, Credit Balance, Invoice Count — The amounts displayed are based on the result of the completed search.

Click the column headers in the display at the bottom of the View & Pay Invoices dialog box to sort the search results.

Use Limit View to these Invoices and Limit View to these Vendors together for maximum filtering capabilities.

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OTES

The search criteria are cumulative and imply “and,” not “or.” For example, selecting a Due by date of 2/28/2014, a Balance Exceeds amount of $500, clicking Live and Unpaid shows all live invoices with an unpaid balance of $500.01 or more that are due between now and 2/28/

2014.

Editing Invoices

To edit saved invoices:

1.

Go to Payables > View & Pay Invoices.

2.

Locate the invoice to edit by searching for the invoice using the search method

described in “Searching for Invoices” on page 204 .

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2014 Client Write-Up Scheduling Live Payments

3.

Double-click the invoice to edit or select the invoice and click Edit Invoice. Edit all fields except the ATF - Quick Gen Payment section for ATF invoices.

To edit payment information for ATF invoices, go to

Payables > ATF Payments > View ATF Payments. Use the search criteria to locate the invoice to edit. Once the invoice has been found, double-click the invoice, edit the Payment Detail information, and click Save.

Scheduling Live Payments

Vendor checks must be scheduled for payment before they can be printed. Pay invoices by making partial payments or with a single payment.

Figure 9-7: Invoice Status

The bottom of the View & Pay Invoices window shows:

1.

the invoice due date

2.

if the invoice is entered as ATF (“T” = ATF, “F” = Live, or not ATF)

3.

the unpaid balance

4.

the invoice status (Unpaid, Partially Paid, Paid in Full, Waiting on Bill, Dis-

puted, and Not Received). This status can be set or adjusted when adding or editing an invoice.. A status of Unpaid indicates that no payments have been made on the invoice. Partially Paid means that a payment has been made but there is an outstanding balance, and Paid in Full indicates the invoice has a zero balance and no payment is required.

Making Payments in Full

To schedule a live invoice to be paid in full, complete the following steps:

1.

Go to Payables > View & Pay Invoices.

2.

Before scheduling a payment, you must first locate the invoice you wish to pay by performing a search as described in

“Searching for Invoices” on page 204

. To narrow your search, include the Live box as part of your search criteria. Live invoices show an F in the ATF column.

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Scheduling Live Payments 2014 Client Write-Up

3.

Click the box beside the live invoices you wish to pay. Click Select All to pay all invoices.

4.

Click Schedule Live Pmts. The Schedule Payments dialog box is opened.

5.

Double-click an invoice to pay. The Amount field default is the full amount of the outstanding balance (displayed in the Diff column) and the Sched Date default is to schedule the payment today.

To schedule the invoice for future payment, edit the date using the Sched Date drop list.

6.

Enter a note in the Memo field (optional). The Memo field prints on the bottom left of vendor checks (provided information is entered in the Memo field when the live check is scheduled for payment). This field is not available in the MICR

Check Designer but can be viewed by printing the MICR Test.

7.

The Cash and Expense fields default to the accounts associated with the vendor in Payables > Vendor Setup. To charge this invoice to another account, press F2 to display the zero level accounts from the Chart of Accounts and select the appropriate account. This change only effects this invoice.

8.

Enter the amount(s) from the invoice into the 1099 Detail for Payment section as they should be included on the vendor’s 1099-MISC at the end of the year. If no amounts are entered in this section, the invoice will not be included on the vendor’s 1099-MISC.

9.

Click Save.

Making Partial Payments

To schedule a partial payment of live invoices, complete the following steps:

1.

Go to Payables > View & Pay Invoices.

2.

Before scheduling a payment, you must first locate the invoices you wish to pay.

Perform a search as described in

“Searching for Invoices” on page 204

. To narrow your search, include clicking Live as part of your search criteria. Live invoices show an F in the ATF column.

3.

Click the box beside the live invoices you wish to pay. Click Select All to pay all invoices.

4.

Click Schedule Live Pmts. The Schedule Payments dialog box is opened.

5.

Double-click an invoice to pay. The Amount field default is the full amount of the outstanding balance (displayed in the Diff column) and the Sched Date default is to schedule the payment today.

6.

To make a partial payment, edit the Amount field. To schedule the invoice for future payment, edit the date using the Sched Date drop list.

7.

Enter a note into the Memo field (optional). This prints on the bottom left corner of the check.

8.

The Cash and Expense defaults are the accounts assigned to the vendor in

Payables > Vendor Setup. To charge this invoice to another account, press F2 to display the zero level accounts from the Chart of Accounts and select the appropriate account. This change effects only this invoice.

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9.

Enter the amount(s) from the invoice into the 1099 Detail for Payment section as they should be included on the vendor’s 1099-MISC at the end of the year. If no amounts are entered in any of the fields in this section, the invoice will not be included on the vendor’s 1099-MISC.

10.

Click Save.

Making Subsequent Payments

If a partial payment has been made on an invoice and you wish to make another payment, complete the following steps:

1.

Go to Payables > View & Pay Invoices.

2.

Before scheduling a payment, you must first locate the invoices you wish to pay.

Perform a search as described in

“Searching for Invoices” on page 204

. To narrow your search, include Live as part of your search criteria. Live invoices show an F in the ATF column.

3.

Click the box beside the live invoices you wish to pay.

4.

Click Schedule Live Pmts. The Schedule Payments dialog box in opened.

5.

Double-click an invoice you wish to pay. If a prior payment has been scheduled for this invoice, the Authorized but not yet Printed section displays the scheduled date and amount of the payment.

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OTE

In the example below, the Balance is $150 with a $50 payment scheduled (payment detail highlighted) and the difference, or outstanding balance, is $100.

Figure 9-8: Invoice with Scheduled Payments

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Recording ATF Payments 2014 Client Write-Up

6.

To schedule another payment on this invoice, click New and enter the payment amount in the Amount field. To schedule the invoice for future payment, edit the date using the Sched Date drop list.

7.

Enter a note into the Memo field (optional). The memo is printed on the bottom left of the check.

8.

Enter or edit the amount(s) from the invoice into the 1099 Detail for Payment section as they should be included on the vendor’s 1099-MISC at the end of the year. If no amounts are entered in any of the fields in this section, the invoice will not be included on the vendor’s 1099-MISC.

9.

Click Save.

Continue scheduling payments on this invoice by clicking New and entering the payment amount, payment date, and a memo (optional).

Deleting a Scheduled Payment

To delete a scheduled payment prior to printing the check, complete the following steps:

1.

Go to Payables > View & Pay Invoices.

2.

Locate the invoice to delete by performing a search.

3.

Click the box beside the invoices with the payment you wish to delete.

4.

Click Schedule Live Pmts. The Schedule Payments dialog box in opened.

5.

Double-click the invoice. Scheduled payments are shown in the Authorized but

not yet Printed section.

6.

Click the payment you wish to delete.

7.

Click Delete. Click OK to confirm.

Recording ATF Payments

Payments on an ATF invoice can be recorded when the invoice is entered (see

“ATF -

Quick Gen Payment” on page 202 ) and from Payables > View & Pay Invoices.

Recording ATF Payments in Full

To record an ATF invoice paid in full, complete the following steps:

1.

Go to Payables > View & Pay Invoices.

2.

Find the invoice for which to record an ATF payment. To narrow your search, click the ATF box before clicking Search. ATF invoices show a T in the ATF column.

3.

Click the boxes to select the invoices to record payments. To record payments for all ATF invoices, click Select All. Records with a zero balance cannot be selected.

4.

Click Record ATF Pmts. The Record ATF Payments dialog box is opened.

5.

Select the invoices that the full payment should be recorded.

6.

Click Record Pmts. The invoice is marked as paid with a zero balance and the

View & Pay Invoices window is opened.

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Recording Partial ATF Payments

To record a partial payment on an ATF invoice, complete the following steps:

1.

Go to Payables > View & Pay Invoices.

2.

Find the invoices for which to record the ATF payment. To narrow your search, click the ATF box before clicking Search. ATF invoices show a T in the ATF column.

3.

Click the check box to select the invoices to record payments. Records with a zero balance cannot be selected.

4.

Click Record ATF Pmts. The Record ATF Payments dialog box is opened.

5.

Double-click the invoice to record the partial payment. The Payment Detail and

1099 Detail for Payment sections autofill.

The Payment Detail section defaults to paying the full amount of the outstanding balance by credit card using today’s date as the payment date.

The 1099 Detail for Payment section automatically shows the full amount of the outstanding balance on the vendor’s default 1099-MISC line.

Figure 9-9: Record Partial ATF Payment

6.

Edit the payment Amount, Pmt Type (cash, check, credit card, electronic, or other), Pmt Date, Cash and Expense accounts, and the Memo. If Check is selected as the Pmt Type, the Check No field is activated. Enter the check number that was used to make the payment.

Reset — Click to clear the information entered without saving.

7.

Edit the amount(s) from the invoice into the 1099 Detail for Payment section as they should be included on the vendor’s 1099-MISC at the end of the year. If no amounts are entered in any of the fields in this section, the invoice will not be included on the vendor’s 1099-MISC.

8.

Click Save Detail.

9.

Click Record Pmts. Payments are recorded for all invoices selected.

Printing Vendor Checks

Once live payments have been scheduled, they can be printed at any time by going to

Payables > Live Payments > Print Checks. Refer to “Vendor Check Setup” on page 197 before attempting to print checks. Vendor checks print using either pre-

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Printing Vendor Checks 2014 Client Write-Up

printed check stock or MICR technology. Refer to “MICR Check Set Up” on page 22

for a full explanation.

I

MPORTANT

If printing MICR checks, print a test check before starting to print live checks. Go to Payables > Live Payments > Print Checks, select a check to print and a MICR bank, and click MICR Test.

The check is not removed from the list of live checks to be printed.

If the test check prints properly, you are ready to print live checks.

To print vendor checks, complete the following steps:

1.

Go to Payables > Live Payments > Print Checks.

Figure 9-10: Print Vendor Checks

212

2.

Select the type of check stock being used, either Blank MICR or Preprinted.

3.

MICR Options (not available if Preprinted was selected under Type of Check

Stock):

MICR Banks — Select the bank from which these checks are drawn. The

Starting Check Number field populates based on the Next Check # field in

Setup > MICR Bank Accounts. Edit the Starting Check Number to include leading zeroes (e.g. 002001) to meet bank field length requirements.

The bank information must be entered in Setup > MICR Bank Accounts to use this function.

MICR Printer — CWU automatically selects the printer specified as the default MICR Printer in Firm > Firm Info./Global Settings. Use the MICR

Printer list to temporarily override the default MICR printer selection. Verify the selected printer has the proper ink for MICR printing. Change the default

MICR printer in the MICR Printer field in Firm > Firm Info./

Global Settings.

2014 Client Write-Up Printing Vendor Checks

4.

Enter a Check Date. This is the current computer date. To change the date that prints on the check, either use the drop arrow or highlight the date and enter the correct date using the format MMDDYYYY. Enter only numbers (no slashes (/), dashes (-), or periods (.) in this date field or an erroneous date error is generated.

Once the date is set, it prints on all checks printed during this session. Always verify this information before printing.

5.

Edit the Starting Check Number to match your next check. If more than one check is selected to be printed, the check numbers automatically advance for each check. If using pre-printed check stock, verify that the number in the Starting

Check Number field matches the number on the first check placed in the printer.

Always verify this information before printing.

6.

The list at the bottom of the screen displays checks scheduled for payment on the date shown in the Check Date field. These dates were assigned at Payables >

View & Pay Invoices > Schedule Live Pmts. To display a different list of checks scheduled for print, edit the Check Date field using the drop list. This is the date printed on the check.

Select checks to print by clicking the box next to the desired checks or clicking

Select All to print all checks.

If using pre-printed checks, jump to step 9 below.

7.

If printing MICR checks, select the MICR bank account to use for these checks.

The Starting Check Number field fills with the check number from the Next

Check # field on Setup > MICR Bank Accounts.

8.

If printing MICR checks, the MICR Printers field shows the printer set up in

Firm > Firm Info./Global Settings. Use the drop list to select a different printer.

9.

Optional: To view payables checks on your computer screen prior to printing, select the Preview checks before printing check box. Once selected, the option remains in effect until the check box is cleared. To print checks from the preview screen, select the Printer icon ( ).

10.

Click Print. If you are using pre-printed check stock, the Windows printer dialog box opens and provides the opportunity to change the printer used during this print session. When using MICR blank check stock, the Windows printer dialog box does not open. Change the MICR printer on the Print Checks dialog box.

Once a check has been printed, it is removed from the Print Vendor Checks screen and can be reprinted by clicking Reprint Screen.

Additional Check Print Options

The MICR Test button sends a test check to the selected MICR printer. Use this option to test check alignment. Printing test checks does not mark the check as printed and can still be printed from the Print Vendor Checks screen.

The Refresh button clears the previously selected checks to print.

The Select All button selects all checks displayed to print.

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Reprinting Vendor Checks 2014 Client Write-Up

The Reprint Screen button brings up the dialog box where all vendor checks previously printed are available to be reprinted. For more information about reprinting checks, see the

“Reprinting Vendor Checks” on page 214 .

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OTE

Once checks have been printed, they can be reprinted by going to

Payables > Live Payments > Reprint Checks.

Delete — To delete a check print record prior to printing a check, select a check and click Delete.

Reprinting Vendor Checks

Previously printed vendor checks are placed on the Reprint Vendor Checks screen and can be reprinted as many times as necessary.

Select Payables > Live Payments > Reprint Checks for a list of all vendor checks that have previously been printed or click Reprint Screen on the Print Vendor

Checks dialog box.

I

MPORTANT

Place the check stock in the printer before starting this process.

To reprint vendor checks, complete the following steps:

1.

Go to Payables > Live Payments > Reprint Checks.

2.

Select the type of check stock being used: Blank MICR or Preprinted.

3.

MICR Options (not available if Preprinted was selected under Type of Check

Stock):

MICR Banks — Select the bank from which these checks are drawn. The

Starting Check Number field populates based on the Next Check # field in

Setup > MICR Bank Accounts. Edit the Starting Check Number to include leading zeroes (e.g. 002001) to meet bank field length requirements.

The bank information must be entered in Setup > MICR Bank Accounts to use this function.

MICR Printer — CWU automatically selects the printer specified as the default MICR Printer in Firm > Firm Info./Global Settings. Use the MICR

Printer list to temporarily override the default MICR printer selection. Verify the selected printer has the proper ink for MICR printing. Change the default

MICR printer in the MICR Printer field in Firm > Firm Info./

Global Settings.

4.

Enter a Check Date. This is the current computer date. To change the date that prints on the check, either use the drop arrow or highlight the date and enter the correct date using the format MMDDYYYY. Enter only numbers (no slashes (/), dashes (-), or periods (.) in this date field or an erroneous date error is generated.

Once the date is set, it prints on all checks printed during this session. Always verify this information before printing.

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2014 Client Write-Up Voiding Vendor Checks

5.

Edit the Starting Check Number to match your next check. If more than one check is selected to be reprinted, the check numbers automatically advance for each check. If using pre-printed check stock, verify that the number in the Start-

ing Check Number field matches the number on the first check placed in the printer. Always verify this information before printing.

6.

The list at the bottom of the screen displays vendor checks previously printed.

Select checks to reprint by clicking the box next to the desired checks or clicking

Select All to reprint all checks.

If using pre-printed checks, jump to step 9 below.

7.

If printing MICR checks, select the MICR bank account to use for these checks.

The Starting Check Number field fills with the check number from the Next

Check # field on Setup > MICR Bank Accounts.

8.

If printing MICR checks, the MICR Printers field shows the printer set up in

Firm Firm Info./Global Settings. Use the drop list to select a different printer.

9.

Optional: To view payables checks on your computer screen prior to printing, select the Preview checks before printing check box. Once selected, the option remains in effect until the check box is cleared. To print checks from the preview screen, select the Printer icon ( ).

10.

Click Print. If you are using pre-printed check stock, the Windows printer dialog box opens and provides the opportunity to change the printer used during this print session. When using MICR blank check stock, the Windows printer dialog box does not open. Change the MICR printer on the Print Checks dialog box.

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OTE

The MICR Test button sends a test check to the selected MICR printer.

Use this option to test check alignment.

Voiding Vendor Checks

Vendor checks that were previously printed can be voided. Voiding a vendor check reverses the transaction from the journal automatically. If CWU can’t find the original transaction to reverse, a message appears, indicating that a manual reversal of the transaction in the journal is required. See

“Entering Journal Transactions” on page 158

for instructions on making manual entries to the journal.

To void a check, complete the following steps:

1.

Go to Payables > Live Payments > Reprint Checks.

2.

Locate the check to void by changing the date in the Check Date field to the date the check was printed.

3.

Click the box beside the check to be voided

4.

Click Void. Voided checks display a T in the Void column. The invoice status and balance are updated.

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Editing ATF Payments 2014 Client Write-Up

Editing ATF Payments

The following section covers viewing, editing, voiding, and deleting ATF payments.

Before performing any of these functions, search for the payment.

Searching for ATF Payments

To locate the desired payments, complete the following steps:

1.

Go to Payables > ATF Payments > View ATF Payments. The ATF Payments dialog box opens.

Figure 9-11: View ATF Payments

216

2.

The center of the ATF Payments screen displays the invoices selected based on the search criteria provided in the top of the screen. All invoices are listed by default. Enter the desired search criteria.

Vendor Code — Enter the vendor code of the desired vendor or press F2 to select from the vendor list.

Invoice ID — This is the unique number CWU assigns to each accounts payable transaction entered.

Payment Amount — Enter the exact amount of the ATF payment.

Date Range — Display all ATF payments recorded within a date range.

Select Date Range and use the drop lists to enter Start and End dates.

2014 Client Write-Up Editing ATF Payments

Month (1-12) — Enter the month of the current year of ATF payments to display. Enter 1 for January, 2 for February, 3 for March, etc.

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OTE

The Date Range and Month search criteria cannot be used together within a single search.

3.

Once the desired combination of search criteria is selected, click Search.

Viewing and Editing ATF Payments

To view or edit ATF payment detail:

1.

Go to Payables > ATF Payments > View ATF Payments.

2.

Locate the desired payment by performing a search as described in “Searching for

ATF Payments” on page 216

3.

Double-click the desired payment. The payment detail displays on the bottom of the ATF Payments dialog box. The details of a voided ATF payment (shown with a T in the Void column) are shown, but since no changes can be made to the record, the fields are inactive.

4.

Make any necessary changes. The Check No field is activated when Check is the

Payment Type.

5.

Edit the 1099 Detail section as needed.

6.

Click Save.

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OTE

When an ATF payment is edited, the original transaction is automatically reversed and the new, corrected transaction is recorded in the transaction journal.

Voiding ATF Payments

With ATF payments displayed according to the search criteria previously entered (see

“Searching for ATF Payments” on page 216

), ATF payments can be voided.

To void an ATF payment:

1.

Go to Payables > ATF Payments > View ATF Payments.

2.

Locate the desired payment by performing a search as described in “Searching for

ATF Payments” on page 216 .

3.

Double-click the payment you wish to void. Only ATF payments with an F in the

Void column can be voided. The payment detail is displayed on the bottom of the

ATF Payments dialog box.

4.

Click Void.

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Check Writer 2014 Client Write-Up

Deleting ATF Payments

To delete an ATF payment:

1.

Go to Payables > ATF Payments > View ATF Payments.

2.

Locate the desired payment by performing a search as described in “Searching for

ATF Payments” on page 216 .

3.

Double-click the payment you wish to delete. Previously voided payments—those with a T in the Void column—cannot be deleted. The payment detail is opened on the bottom of the ATF Payments dialog box.

4.

Click Delete.

Reset — To view all ATF payments after a payment’s detail has been displayed, click

Reset.

Check Writer

Use Check Writer to quickly print Vendor and NonVendor checks on the fly without having to schedule the payment.

A vendor is set up in CWU as a vendor. A NonVendor can be set up in CWU as an employee, a contractor, or not at all.

There are different options available for printing Vendor and NonVendor checks.

Printing Vendor Checks

To write a check to a Vendor using the Check Writer, complete the following steps:

1.

Go to Payables > Check Writer.

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2014 Client Write-Up

Figure 9-12: Check Writer

Check Writer

2.

Select Vendor as the Type of Payee. The New Invoice box is activated.

3.

Enter the Invoice information. This information is optional to print a check but required to print an invoice. This section is not available for NonVendor checks.

4.

Select MICR or Preprinted check stock. If MICR is selected, select the appropriate MICR bank and verify the check number is correct in the Check No. field.

If Preprinted is selected, enter the check number and verify that the number entered matches the number on the first check placed in the printer.

5.

Enter the date to print on the check.

6.

Enter the check amount. If using the Payables Bookkeeping Option for this client

(see “Payables Setup Tab” on page 35

), the Bookkeeping Transactions section of the screen is activated and the Cash and Expense Amount fields default to the check amount. Edit the Cash and Expense Amount in step 12 below.

7.

There are several ways to select a vendor to be entered into the Pay to field:

Click the Vendor List button and select the appropriate vendor to pay from the displayed list. When the Vendor List displays, if any additions or corrections are needed for the vendor’s information, click Vendor Setup to access the vendor setup screen. Once the additions or corrections are saved and the vendor setup screen is exited, the Vendor List redisplays and a vendor can be selected.

Once a Check Writer check has been written to a vendor, that vendor will display in the Pay to field’s drop list. Select the vendor from the drop list. Alternatively, start typing the Vendor’s name until the appropriate Vendor is displayed. A new vendor is not added if there is no match. Click Vendor List then Vendor Setup to add a new vendor on the fly.

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The address section of the check fills with information from the vendor’s setup

(Payables > Vendor Setup) and is not available to be edited in the Check Writer.

If using the Payables Bookkeeping Option for this client, the Cash and Expense

Accounts in the Bookkeeping Transactions section of the screen display the accounts entered in the vendor’s setup. Refer to step 12 below to edit the Cash and

Expense Accounts used for this check.

8.

Enter a Memo to print on the check. This field is optional.

9.

The top part of the Bookkeeping Transactions section is for entry of transaction information. The grid at the bottom displays the list of transactions that are generated in the general ledger when the check prints. Press F2 in the Account fields, or type the account number directly into the field, to change the default Cash or

Expense account used for this check.

10.

Enter the description to display in the general ledger for this transaction in the

G/L Description field.

11.

Click Add/Replace to copy the Cash and Expense accounts and Amounts and the G/L Description to the grid section. The Balance column updates to show the amount of the total check that has not been allocated to the Cash and Expense accounts.

To reuse an account that has already been used and is listed in the grid for this check, enter the Account, Amount, and G/L Description in the top part of the

Bookkeeping Transactions section and click Add Only. An example of when to use this option is to indicate that multiple invoices are being paid using the same expense account.

12.

To edit the Account, Amount, or Description for a transaction in the grid, double-click the entry in the grid. The transaction information displays in the top part of the Bookkeeping Transactions section. Edit as needed and click Add/

Replace. Click Yes to overwrite the existing entry. The entries in the grid are updated.

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OTE

To split a check among multiple accounts, double-click the entry in the grid. The transaction information displays in the top part of the Book-

keeping Transactions section. Enter an amount in the Account column that is less than the full amount of the check and click Add/

Replace. Click Yes to overwrite the existing entry. Place the cursor in the Account field that shows an unallocated amount. Press F2 and select an account or enter an account number if known. Click Add/

Replace.

13.

To remove an Account that is listed in the grid, the entry must be deleted. Select the entry and click Delete. The entry is removed from the grid and the Balance column updates. Reenter the Account and Amount information and click Add/

Replace. The grid shows the new entry and the Balance column reflects the change.

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2014 Client Write-Up Check Writer

I

MPORTANT

The Balance column should display 0.00 in order to print a check.

If the Cash and Expense accounts do not show zero when the check is printed, go to Bookkeeping Enter Transactions to enter transactions necessary to balance the debits and credits.

Account and amount information must appear in the grid at the bottom of the Check Writer window in order to generate a journal entry for this check.

14.

Enter the amount(s) from the check into the 1099 Detail section as they should be included on the vendor’s 1099-MISC at the end of the year. Click the 1099

Default button to have the full amount of the check go to the vendor’s default

1099-MISC line. See 1099 under “Adding a Vendor” on page 198

.

15.

To view checks on your computer screen prior to printing, select the Preview

checks before printing check box. Once selected, the option remains in effect until the check box is cleared. To print checks from the preview screen, select the

Printer icon ( ).

I

MPORTANT

Previewed checks are considered printed by CWU. If previewed checks are not printed when displayed, go to

Payables > Live Payments > Reprint Checks and reprint the vendor check.

16.

With all check information verified and the Balance column displaying 0.00, click Print Check. The check prints (or displays if the Preview checks before

printing option was selected) and the invoice and transactions are generated. The

Print Check button is no longer available preventing you from printing the check twice. The View Invoice button is activated.

Click New from the Check Writer window to either clear check information that hasn’t been printed or to enter new check information.

17.

Click View Invoice to access the Invoice Data Entry window. Make edits as needed to invoice information. Select Print/Preview Invoice on Save to print an invoice for this check. Click Save. The Check Writer window redisplays.

To reprint a vendor check, see

“Reprinting Vendor Checks” on page 214 .

Printing NonVendor Checks

To print NonVendor checks using the Check Writer, complete the following steps:

1.

Go to Payables > Check Writer.

2.

Select NonVendor as the Type of Payee. The Invoice section is not available for

NonVendor checks.

3.

Select MICR or Preprinted check stock. If MICR is selected, select the appropriate MICR bank and verify the check number is correct in the Check No. field.

If Preprinted is selected, enter the check number and verify that the number entered matches the number on the first check placed in the printer.

4.

Enter the date to print on the check.

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Check Writer 2014 Client Write-Up

5.

Enter the check amount. If using the Payables Bookkeeping Option for this client

(see “Payables Setup Tab” on page 35

), the Bookkeeping Transactions section of the screen is activated and the Cash and Expense Amount fields default to the check amount. Edit the Cash and Expense Amount in step 11 below.

6.

There are several ways to select a NonVendor to be entered into the Pay to field:

Click either the Employee List button to display a list of employees or the

Contractor List button to display a list of contractors to pay from the displayed list. Double-click the person to pay from the displayed list. The employee or contractor and address information displays.

Once a Check Writer check has been written to a NonVendor, that NonVendor will display in the Pay to field’s drop list. Select the NonVendor from the drop list. Alternatively, start typing the NonVendor’s name until the appropriate NonVendor is displayed. A new NonVendor is added if there is no match found.

If the appropriate NonVendor is not listed on any of the saved lists, enter the

NonVendor’s information directly into the Pay to and Address fields.

N

OTE

It is recommended that you first check for the NonVendor in one of the saved lists and only type their information into the Pay to and Address fields if the appropriate NonVendor is not displayed in one of these lists.

7.

Enter a Memo to print on the check. This field is optional.

8.

The top part of the Bookkeeping Transactions section is for entry of transaction information. The grid at the bottom displays the list of transactions that are generated in the general ledger when the check prints. Press F2 in the Account fields to select Cash and Expense accounts for this check. You can also type the account number into the field.

9.

Enter the description to display in the general ledger for this transaction in the

G/L Description field.

10.

Click Add/Replace to copy the Cash and Expense Accounts and Amounts and the G/L Description to the grid section. The Balance column updates to show the amount of the total check that has not been allocated to the Cash and Expense accounts.

To reuse an account that is listed in the grid for this check, enter the Account,

Amount, and G/L Description in the top part of the Bookkeeping Transactions section and click Add Only. An example of when to use this option is to indicate that multiple invoices are being paid using the same expense account.

11.

To edit the Amount or Description for a transaction in the grid, double-click the entry in the grid. The transaction information displays in the top part of the Book-

keeping Transactions section. Make necessary edits and click Add/Replace.

Click Yes to overwrite the existing entry. The entries in the grid are updated.

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2014 Client Write-Up Check Writer

N

OTE

To split a check among multiple accounts, double-click the entry in the grid. The transaction information displays in the top part of the Book-

keeping Transactions section. Enter an amount in the Account column that is less than the full amount of the check and click Add/

Replace. Click Yes to overwrite the existing entry. Place the cursor in the Account field that shows an unallocated amount. Press F2 and select an account or enter an account number if known. Click Add/

Replace.

12.

To edit the account for a transaction listed in the grid, the transaction must be deleted. Select the entry and click Delete. The transaction is removed from the grid and the Balance column updates. Reenter the transaction information and click Add/Replace. The grid shows the new entry and the Balance column reflects the change.

I

MPORTANT

The Balance column should display 0.00 in order to print a check.

If the Cash and Expense accounts do not show zero when the check is printed, go to Bookkeeping Enter Transactions to enter transactions necessary to balance the debits and credits.

Account and amount information must appear in the grid at the bottom of the Check Writer window in order to generate a journal entry for this check.

13.

Enter the amount(s) from the check into the 1099 Detail section as they should be included on the NonVendor’s 1099-MISC at the end of the year.

14.

To view checks on your computer screen prior to printing, select the Preview

checks before printing check box. Once selected, the option remains in effect until the check box is cleared. To print checks from the preview screen, select the

I

Printer icon ( ).

MPORTANT

Previewed checks are considered printed by CWU. If previewed checks are not printed when displayed, go to

Payables > Live Payments Reprint Checks

and reprint the vendor check.

15.

With all check information verified and the Balance column displaying 0.00, click Print Check. The check prints (or displays if the Preview checks before

printing option was selected) and the invoice and transactions are generated. The

Print Check button is no longer available preventing you from printing the check twice. The View Invoice button is activated.

N

OTE

The View Invoice button does not activate for NonVendor checks.

Click New from the Check Writer window to clear check information that hasn’t been printed or to enter new check information.

To reprint a NonVendor check, see

“Reprinting NonVendor Checks” on page 224

.

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Check Writer 2014 Client Write-Up

Reprinting NonVendor Checks

Previously printed nonvendor checks are placed on the Reprint NonVendor Checks screen and can be reprinted as many times as necessary.

Select Payables > Live Payments > Reprint NonVendor Checks for a list of all

NonVendor checks that have previously been printed.

I

MPORTANT

Place the check stock in the printer before starting this process.

To reprint NonVendor checks, complete the following steps:

1.

Go to Payables > Live Payments > Reprint NonVendor Checks.

2.

Select the type of check stock being used: Blank MICR or Preprinted.

3.

MICR Options (not available if Preprinted was selected under Type of Check

Stock):

MICR Banks — Select the bank from which these checks are drawn. The

Starting Check Number field populates based on the Next Check # field in

Setup > MICR Bank Accounts. Edit the Starting Check Number to include leading zeroes (e.g. 002001) to meet bank field length requirements.

The bank information must be entered in Setup > MICR Bank Accounts to use this function.

MICR Printer — CWU automatically selects the printer specified as the default MICR Printer in Firm > Firm Info./Global Settings. Use the MICR

Printer list to temporarily override the default MICR printer selection. Verify the selected printer has the proper ink for MICR printing. Change the default

MICR printer in the MICR Printer field in Firm > Firm Info./

Global Settings.

4.

Enter a Check Date. This is the current computer date. To change the date that prints on the check, either use the drop arrow or highlight the date and enter the correct date using the format MMDDYYYY. Enter only numbers (no slashes (/), dashes (-), or periods (.) in this date field or an erroneous date error is generated.

Once the date is set, it prints on all checks printed during this session. Always verify this information before printing.

5.

Edit the Starting Check Number to match your next check. If more than one check is selected to be reprinted, the check numbers automatically advance for each check. If using pre-printed check stock, verify that the number in the Start-

ing Check Number field matches the number on the first check placed in the printer. Always verify this information before printing.

6.

The list at the bottom of the screen displays nonvendor checks previously printed.

Select checks to reprint by clicking the box next to the desired checks or clicking

Select All to reprint all checks. Sort the checks listed by clicking on the column header.

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2014 Client Write-Up Check Writer

If using pre-printed checks, jump to step 9 below.

7.

If printing MICR checks, select the MICR bank account to use for these checks.

The Starting Check Number field fills with the check number from the Next

Check # field on Setup > MICR Bank Accounts.

8.

If printing MICR checks, the MICR Printers field shows the printer set up in

Firm > Firm Info./Global Settings. Use the drop list to select a different printer.

9.

Optional: To view checks on your computer screen prior to printing, select the

Preview checks before printing check box. Once selected, the option remains in effect until the check box is cleared. To print checks from the preview screen, select the Printer icon ( ).

10.

Click Print. If you are using pre-printed check stock, the Windows printer dialog box opens and provides the opportunity to change the printer used during this print session. When using MICR blank check stock, the Windows printer dialog box does not open. Change the MICR printer on the Print Checks dialog box.

The MICR Test button sends a test check to the selected MICR printer. Use this option to test check alignment.

The Refresh button clears the previously selected checks to print.

The Void button marks the check as voided and generates offsetting transactions in the transaction journal to reverse the original transaction.

Editing NonVendor Information

The nonvendor information that is automatically saved when a nonvendor Check

Writer check is printed can be edited using the nonvendor changes feature.

To edit previously saved nonvendor information:

1.

Go to Payables > NonVendor Changes.

2.

Select the NonVendor to edit by clicking on the desired nonvendor. The bottom of the window fills with the saved nonvendor name, contact information, and Federal

ID number.

3.

Edit the information as needed.

4.

Click Save.

The NonVendor Changes window cannot be used to enter new nonvendor information - only to edit the nonvendor information that is saved when a Check Writer check is printed.

N

OTES

Information saved on the NonVendor Changes window affects both future checks entered for that nonvendor and nonvendor checks that are reprinted. For instance, if a nonvendor check prints with incorrect or mispelled payee or demographic information, edit the information on the NonVendor Changes window and reprint the check.

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Viewing 1099 Information 2014 Client Write-Up

Consolidating NonVendor Information

Use this feature to combine or consolidate duplicate NonVendors. Duplicate NonVendors are created by writing more than one Check Writer check to a single NonVendor payee but inadvertently creating a new NonVendor record each time. When duplicate

NonVendor records are created, checks appear in reports associated with different entities rather than a single NonVendor. Additionally, a 1099-MISC would be created for each of the duplicate NonVendors.

To consolidate NonVendor information:

1.

Go to Payables > NonVendor Changes.

2.

Click on the Name column header to group by name.

3.

Edit the NonVendor information (see “Editing NonVendor Information” on page 225 ) so that the same Federal ID number is used for all payees that refer to

the same NonVendor.

4.

Edit one of these NonVendor’s information so that it contains the correct information (correct payee name, address, and phone number).

5.

Select the NonVendor displaying the correct information.

6.

Click Consolidate. NonVendors with the same SSN or EIN (other than the one selected) are removed from the window and their transactions are combined with the selected NonVendor’s transactions.

Viewing 1099 Information

Use the View 1099 Info window to view and edit 1099 information for each payment made to vendors and nonvendors. It is also a convenient place to view payment details of vendor invoices.

Editing Vendor Payment Information

To view and edit vendor invoice payment and 1099 information, complete the following:

1.

Go to Payables > 1099 Info.

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2014 Client Write-Up

Figure 9-13: View 1099 Info window

Viewing 1099 Information

2.

Select to view Vendors payment information. A list of all vendor Codes and vendor Names set up in CWU is listed in the Vendors section of the window. Click a column header to sort the information.

3.

Select a vendor to display all invoices saved for that vendor in the Invoices section.

4.

Click an invoice one time to display payment information for that invoice in the

Payments section of the window. Double-click an invoice to display the invoice.

5.

Click a payment to display the amount of the payment (in the 1099 Detail for

Payment section) that has been allocated to be included on the vendor’s 1099-

MISC.

Edit the 1099 information by:

Editing the amount directly in the 1099 Detail for Payment section

Clicking the Reset 1099 button to revert to the 1099 information last saved

Clicking the 1099 Default button to have the full amount of the payment allocated to the vendor’s default 1099 field as assigned during

Vendor setup

Clicking Clear 1099 to remove the 1099 amount from the 1099 Detail for

Payment section

6.

Click Save.

7.

Click Exit when all editing is complete.

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Generating 1099 Data 2014 Client Write-Up

Editing NonVendor Payment Information

1.

Go to Payables > 1099 Info.

2.

Select to view NonVendors payment information. Information about nonvendors that have had a Check Writer check written to them displays. Click a column header to sort the information.

3.

Click a nonvendor in the NonVendors section one time to display payment and check information for that nonvendor in the Payments section of the window.

Double-click a nonvendor to display the

Editing NonVendor Information window.

Edit the 1099 information by:

Editing the amount directly in the 1099 Detail for Payment section

Clicking the Reset 1099 button to revert to the 1099 information last saved

Clicking Clear 1099 to remove the 1099 amount from the 1099 Detail for

Payment section

4.

Click Save.

5.

Click Exit when all editing is complete.

Generating 1099 Data

In order to generate a 1099 MISC for vendors and nonvendors, and include their pay amounts in the company’s 1096, the 1099 data must first be generated.

To generate the 1099 data file for vendors and nonvendors:

1.

Go to Payables > 1099 Info.

2.

Click the Gen 1099 Data button

I

MPORTANT

The 1099 data file must be generated before processing 1099s for vendors and nonvendors (see

“1099/1096/1098 Processing” on page 146 ). If 1099s are processed before the 1099 data file for

vendors and nonvendors is generated, no 1099 is generated for vendors or nonvendors.

Payables Check Alignment

The check alignment feature is used to change the alignment of information printed on pre-printed checks. The information in the white fields can be adjusted to match preprinted checks.

Complete the following to adjust the pre-printed check alignment:

1.

Go to Payables > Check Alignment.

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2014 Client Write-Up

Figure 9-14: Payables Check Alignment

Payables Check Alignment

2.

Click the left mouse button on the field to be adjusted.

3.

Hold the mouse button down while dragging the field to the desired position on the check.

4.

Release the mouse button to place the field in the new position on the check. The approximate coordinates from the left and top of the check display in the bottom left corner of the screen.

5.

Click Save to save the changes.

Click Reset to restore all the fields on the check to their default location.

Due to multiple options of operating systems, printers, and check formats, minor adjustments may be required to make checks print properly. Copy a check and print a test check to make sure the information matches and is positioned properly. This prevents wasting check stock.

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Payables Check Alignment 2014 Client Write-Up

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2014 Client Write-Up

10

Accounts Receivable

Entering Receivables Options

Use Client Write-Up’s Accounts Receivable module to invoice customers and generate monthly statements. Define individual customer credit limits, payment terms, discounts, and penalties, and easily apply a single payment to multiple invoices. Many receivables reports are available, including past due and aged receivables reports.

Before entering invoice information, complete the following set up information:

1.

Enter receivables options (See “Entering Receivables Options” on page 231.

)

2.

Enter state, county, and city specific sales tax information (See “Entering Sales

Tax Records” on page 234.

)

3.

Define the accounts that will be debited and credited for the various types of trans-

actions. This step is not required if not using the bookkeeping feature (See “GL

Account Setup for Receivables” on page 236.

).

4.

Invoice item set up (See “Invoice Item Setup” on page 237.

)

5.

Customer set up (See “Customer Setup” on page 239.

)

Entering Receivables Options

There are many options available when setting up Accounts Receivable. You can set up the auto invoice numbering feature, service charge amounts, short and long dunning messages, payment terms, and customer status classification messages.

AR Options

To enter accounts receivable options, complete the following steps:

1.

Go to Receivables > Receivables Options > AR Options.

2.

Complete the following fields:

Use Chart of Accounts — Select this field if the CWU bookkeeping feature is being used. A Chart of Accounts must be set up to use this feature. See

“Chart of Accounts (COA) Setup” on page 44

for information on creating a

Chart of Accounts. The Auto-Post to Transaction Register field is activated when the Use Chart of Accounts field is selected.

Auto-Post to Transaction Register — When this field is selected, transactions post to the transaction register, or journal, automatically when the transaction is saved. If this option is not selected, move transactions to the journal manually by going to Receivables > Manual Post AR Transactions.

Check Credit Limit — With this option selected and an invoice is saved,

CWU checks a customer’s outstanding balance plus the amount of the invoice just saved against the credit limit set for the client

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Entering Receivables Options 2014 Client Write-Up

(Receivables > Customer Setup > Customer Info, the Credit Limit field).

A popup message displays if the credit limit is exceeded.

Auto Invoice Numbering — Select this option to have CWU auto-increment the invoice number when a new invoice is entered. This option is recommended since invoices must be entered using a unique number.

Starting Invoice Number — Specify the starting invoice number to use when Auto Invoice Numbering is selected. This number must be between 1 and 999999.

Ending Invoice Number — Specify the highest invoice number to use when

Auto Invoice Numbering is selected. This number must be between 1 and

999999.

Invoice Reset Number — This is the number that the invoice number automatically resets to once the Ending Invoice Number is reached. This number must be between 1 and 999999.

Dunning Messages (optional) — Select to use Standard (40 characters max.) or Extended (375 characters max.) dunning messages. Set up different

“payment of debt” messages to appear on the monthly statement for each aging period past due (1-30 days, 31-60 days, 61-90 days, 91-120 days, and over 120 days). To use, select either Extended or Standard. Standard messages have a maximum of 40 characters each. If extended messages are

selected, the Dunning Messages tab activates. See “Extended Dunning Messages” on page 232 .

Service Charge (optional) A service charge may be assessed on all invoices, invoices for a specific customer type, or no service charge assessed on any invoices.

Setting up a Service Charge:

1.

Select an Account Type (None, Regular, Balance Forward, Temporary, or All) from the drop list that the service charge should apply to. Each customer is assigned an Account Type on the Receivables > Customer Setup screen.

2.

Code 1 thru Code 4 — Enter a fixed dollar amount to be added to each invoice for the Account Type selected. Each customer is assigned a Service Charge level

(Code 1 thru Code 4) on the Receivables > Customer Setup screen.

Extended Dunning Messages

Fields on the Dunning Messages tab become active when the Extended Dunning

Messages field on the AR Options tab under Receivables > Receivables Options is selected.

Enter an extended dunning message (up to 375 characters in length) for each aging period. Use this format when greater detail is needed for dunning messages. Extended dunning messages appear on monthly statements. The message that appears on the statement is based on the number of days an invoice is past due.

Click Save when all extended dunning messages have been entered.

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2014 Client Write-Up Entering Receivables Options

Payment Terms

Up to five payment terms and discounts for early payment can be set up in Client

Write-Up. Once these terms have been set up, you can identify the terms that apply to each customer in Customer Setup. Go to Receivables > Customer Setup, select the customer, and on the Customer Info tab, select the desired terms from the Terms drop list field. Terms specific to the customer appear on their invoices.

To set up terms, complete the following:

1.

Go to Receivables > Receivables Options > Payment Terms.

Figure 10-1: Payment Terms

2.

Complete the following fields:

Description (required) For Terms codes 1-5, enter a description for the term (e.g. 5/10 Net 30).

Discount Pct (optional) For all codes, enter the percentage of discount to be applied to an invoice when the invoice is paid in full within the number of days specified in the Discount Days field.

Discount Days (optional) For all codes, enter the number of days after the invoice date that a customer will receive the early payment discount specified in the Discount Pct field.

Due Days (required) For all codes, enter the number of days after the invoice date that an invoice must be paid in full before it is considered delinquent. This value must be equal to or larger than the number in the Discount

Days field.

3.

Click Save.

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Entering Sales Tax Records 2014 Client Write-Up

Customer Status

Designate a customer status and corresponding message to appear in the Status field on the Receivables > Enter/Update Invoices screen when a customer is selected from the Customer drop list. When a customer has a status of Active, no message displays. This message does not print on customer statements or invoices.

To associate messages with customer statuses:

1.

Go to Receivables > Receivables Options > Customer Status.

2.

On line 1, select a status of Warning, Hold, Inactive, or Notify from the Status drop list.

3.

Enter a message (max. 100 characters) in the Status Message field for line 1.

4.

Repeat steps 2 and 3 for lines 2 thru 7.

5.

Click Save.

N

OTE

Assign a status to a customer by going to

Receivables > Customer Setup.

User Defined

Headings

Store unique information about customers using user defined fields. Enter a heading that describes the type of information to be stored in the field (e.g. Credit card number, birthday, etc.). The input fields for these headings appear on the User Defined Info tab in Customer Setup.

Once User Defined Heading labels have been entered, click Save.

Entering Sales Tax Records

Enter state, county, and city specific sales tax information. Create a sales tax record for each state in which you do business. If you do business in various counties within a state, a unique sales tax record is required for each county. This also is true for unique city tax rates.

Example You do business in the cities of Highlands and Franklin, both in Macon

County, North Carolina. You should create two sales tax records, both showing North

Carolina and the appropriate state sales Tax Rate and Macon County with the appropriate county Tax Rate. The City Names will show the two different cities and the city Tax Rate should be entered - even if the rate is the same for both cities.

N

OTE

When the sales tax information is entered, run the Sales Tax Sum-

mary report to calculate the amount of sales tax owed each entity in which you do business. Go to

Reports > Accounts Receivable > Sales Tax Summary to run this report.

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2014 Client Write-Up Entering Sales Tax Records

To enter sales tax records, complete the following:

1.

Go to Receivables > Sales Tax Records.

2.

Enter a Sales Tax Code and click New. Sales tax codes are alphanumeric and can be up to 20 characters long. Once these codes are saved, these can be used in Cus-

tomer Setup (to assign a default for each customer) and when Entering/Updat-

ing Invoices.

Figure 10-2: Sales Tax Information

3.

Select the check boxes that are appropriate for the sales tax code being entered.

Sales Tax Exempt The selected entity does not charge sales tax.The sales tax information is removed from the record.

Shipping Tax Exempt — The selected entity does not charge sales tax on shipping charges.

Tax Code Active/Inactive Select Tax Code Active when it should be used. Select Tax Code Inactive when it should not be used. Inactive codes do not appear as a choice when entering or updating invoices.

4.

Enter information for the recording of sales tax. When entering multiple records for a state or county, repeat the appropriate higher-level information.

Name Enter a name for the sales tax.

Tax Rate Enter the tax rate as a decimal. A tax rate of 6% should be entered as 0.06.

Maximum Taxable If there is a maximum amount that is subject to this county’s or city’s sales tax, enter that amount.

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GL Account Setup for Receivables 2014 Client Write-Up

I

MPORTANT

While the Name and Tax Rate for a State or County does not have to entered for the City tax information to be used, it is recommended that all preceding entities be given names, even if the rates (or maximums) remain zero.

5.

Save each record before entering the next..

Delete — To delete a previously saved sales tax record, double-click the State Name or Tax Code of the record to delete. The information for that sales tax record displays in the Sales Tax Information section. Click Delete then click OK to confirm.

Reset — Click Reset to revert to the last saved sales tax information for this sales tax record.

GL Account Setup for Receivables

N

OTE

If you are not using the Client Write-Up bookkeeping feature, proceed

to “Invoice Item Setup” .

Each transaction type must be assigned a debit and a credit account in order to keep the Chart of Accounts in balance.

To assign debit and credit accounts to transaction types, complete the following:

1.

Go to Receivables > GL Account Dist File.

Figure 10-3: GL Account Setup

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2014 Client Write-Up Invoice Item Setup

2.

Select a Transaction Type. Either double-click a Transaction Type from the list or click the down arrow next to the Transaction Type field. The Transaction

Type windows displays Transaction Type codes and Descriptions. Double-click the desired Transaction Type.

3.

Click the down arrow next to the Debit Account field to select a debit account. A list of postable accounts from the Chart of Accounts displays. Double-click the desired debit account. If the desired account is not listed, double-click New to create a new postable account on the fly.

4.

Click the down arrow next to the Credit Account field to select a credit account.

A list of postable accounts from the Chart of Accounts displays. Double-click the desired credit account. If the desired account is not listed, double-click New to create a new postable account on the fly.

Include penalties and service charges if these are to be applied.

N

OTE

For more information on creating accounts on the fly, see

“Create an

Account “On the Fly”” on page 156

.

5.

Click Save. The grid is updated with the new account information.

Delete — To delete a previously saved transaction type and debit/credit account combination, double-click the line in the grid to be deleted. The information for that line displays in the top part of the window. Click Delete then click OK to confirm.

Reset — Click Reset to revert to the last saved transaction type and debit/credit account combination.

Invoice Item Setup

Before invoices can be entered, at least one invoice item must be set up in CWU.

To set up invoice items, complete the following:

1.

Go to Receivables > Invoice Item Setup.

2.

Enter a code in the Item Number field. Item numbers are alphanumeric and can be up to 20 characters long.

I

MPORTANT

Use only letters and numbers when assigning item numbers. Do not use spaces or any special characters.

3.

Click New.

4.

Enter the following information about each item in the Item Setup section of the

Item Information tab:

Item Description — Enter an item description of up to 40 characters. This description appears on the Enter/Update Invoices screen and on the invoice when an extended description is not used.

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Invoice Item Setup 2014 Client Write-Up

Ext. Description (check box) — Select when more than a 40-character description is needed. When selected, the Extended Desc must contain the description for the item.

Extended Desc — Enter a description not to exceed 200 characters. Cannot be used unless the Ext. Description (check box) is selected.

Service/Product — Select whether this item is a service or a product.

Taxable/Non-Taxable — Select whether this item is taxable or non-taxable.

Current Cost — Enter the company’s cost for this item.

5.

Set up and choose three different types of Pricing:

Amount – The dollar amount charged for a single, sellable item.

Percent – The percentage of markup (for a single, sellable item) over and above the Current Cost amount.

Quantity – The dollar amount charged for multiple items (bulk pricing).

Prices A – E can interchangeably reflect amount and percent prices; however, a single price (A – E) cannot both be Amount and Percent pricing. For example, Price A can either be Amount or Percent pricing (not both) and, if Price

A is Amount pricing, Price B can be Percent pricing. Prices F – P can only be used for Quantity pricing.

A. For Prices A – E, select either Amount or Percent. Price A defaults to

Percent pricing at .00 percent, if unused.

Amount — The actual amount charged per item.

Percent — The percentage (0 – 0.99999) of the Current Cost to add to the Current Cost that will be charged per item. Enter as a decimal; must be less than one. If Current Cost is $0.00 and Percent pricing is used, the item price displays $0.00 on the invoice.

B. For Prices F – P on the Quantity Pricing tab, enter the Quantity and

Price.

Quantity — The actual quantity (per each) in bulk

Price — The actual dollar amount charged for the corresponding bulk quantity

6.

Click Save.

Reset

The Reset button clears the item information from the dialog box and reverts to the information previously saved.

Delete

To delete an item, double-click the item under Item Description to display the item information. Then click Delete. Click OK to confirm the deletion.

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2014 Client Write-Up Customer Setup

Customer Setup

Select Receivables > Customer Setup to enter information about Accounts Receivable customers. Accounts Receivable customer information must be entered for a customer before any invoice information can be entered for that customer. When the

Customer Setup dialog box is open, customers are listed alphabetically.

Adding a Customer

To add a customer, complete the following steps:

1.

Go to Receivables > Customer Setup.

2.

Enter a code in the Customer Code field. Customer codes are alphanumeric and can be up to 20 characters long.

I

MPORTANT

Use only letters and numbers when assigning customer codes.

Do not use spaces or any special characters.

3.

Click New. The Customer Information fields are enabled.

4.

Enter the following information about each customer on the Customer Info tab:

Figure 10-4: Accounts Receivable - Customer Info tab

Customer Name, Address, Phone, and Extension (required) — Enter the

Customer Name and their contact information. The address is their billing address.

Zip (required) — Enter the customer’s zip code. This field is formatted after information is typed. The City and State fields autofill with information from the zip code database.

Ship Address (optional) — Select this check box to show both the billing and shipping address on the invoice, automatically. When not selected, the Billing

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Customer Setup 2014 Client Write-Up

Address is used in the “Ship To” address area on an invoice. If selected, enter the shipping information on the Shipping Address tab.

Contact (optional) — Enter the name of the customer’s contact person.

Salesperson (optional) — Enter the name (or code) of the salesperson servicing the customer.

Discount Percent (optional) — Enter the Discount Percent (a decimal value less than 1.00) to designate the percentage of discount to be applied to this customer’s invoices. This discount can be used instead of, or in addition to quantity discounts. (.25 = 25% discount).

Credit Limit (optional) — The Credit Limit is the maximum dollar amount of outstanding receivables the customer is allowed at one time. If Check

Credit Limit (check box) was selected on the Receivables > Receivables

Options, AR Options tab, a warning displays when entering the invoice stating the customer has exceeded this limit.

Price Code (required) — Select a default Price Code for this customer. Override this when entering invoice information. Pricing levels are set for each invoice item by going to Receivables > Invoice Item Setup, the Item Infor-

mation tab. While you are selecting to use an overall pricing level for all purchases made by this customer, line item pricing is available when entering invoice information.

Account Type (required) — Select the Account Type as it applies to customer credit.

Regular & Temporary types do not track aging balances. Both imply the customer is not operating “on credit” (does not have a credit account).

The intent of Regular is to indicate regularly active customers without credit and Temporary indicates those customers who do not regularly place orders.

Balance Forward — If selected, the aging balances on the Balance For-

ward tab are activated to track the credit and aging balances for the customer.

Terms (required) — Select the payment terms for this customer. Options in the list are set up on the

Receivables > Receivables Options > Payment Terms screen.

Sales Tax Code (optional) — Select the appropriate sales tax code for this customer. Sales Tax Codes were set up on the

Receivables > Sales Tax Records screen.

Tax Exempt Number (optional) — The Tax Exempt Number field becomes active when 000 - Sales Tax Exempt is selected from the Sales Tax

Code field. Enter the customer’s sales tax exempt number. This number prints on invoices and monthly statements.

Service Charge (optional) — If using a service charge, select the service charge Code and amount from the drop list. Service charge codes and amounts are set up on the Receivables > Receivables Options, AR Options tab.

Dunning Notices (optional) — Select this check box to have dunning messages included on this customer’s monthly statements. Dunning messages are

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2014 Client Write-Up Customer Setup

set up on the Receivables > Receivables Options, AR Options tab and the

Dunning Messages tab.

Status (required) — Set the Status to be displayed when entering an invoice for this customer. Valid statuses are: A (Active) - This is the status for regular customers and no message displays. The other statuses are: W (Warning), H

(Hold), I (Inactive), and N (Notify). When a customer is selected on the

Enter/Update Invoices screen, this status along with the message that was associated with this status on the Receivables > Receivables Options, Cus-

tomer Status tab displays.

Ship Via (optional) — Enter the preferred method of shipping to this customer. If entered, this is the default method used on each invoice for this customer.

N

OTE

Information on the right side of the Customer Info tab is for informational purposes only. CWU automatically updates these fields as transactions are entered. Do not make any entries in these fields. CWU automatically updates these fields as transactions are entered. The initial YTD Amts reflect entries made on the Beginning Balances tab.

Debit - Last Date — The Debit - Last Date is the date of the last debit transaction for this customer. CWU updates this date each time a debit transaction is entered for this customer.

Debit - Last Amt — The Debit - Last Amt is the amount of the last debit transaction for this customer. CWU updates this date each time a debit transaction is entered for this customer.

Debit - YTD Amt — The Debit - YTD Amt is the total of all debit transactions entered for this customer during the current year. This field automatically fills with the amount entered in the Amount Owed field on the

Beginning Balances tab.

CWU updates this amount as transactions are entered.

Credit - Last Date — The Credit - Last Date is the date of the last credit transaction for this customer. CWU updates this date each time a credit transaction is entered for this customer.

Credit - Last Amt — The Credit - Last Amt is the amount of the last credit transaction for this customer. CWU updates this date each time a credit transaction is entered for this customer.

Credit - YTD Amt — The Credit - YTD Amt is the total of all credit transactions entered for this customer during the current year. Make an entry in this field only if you are setting up the customer after the start of the year. In this case, CWU updates this amount as transactions are entered.

Payments - Last Date — The Payments - Last Date is the date the last payment was received from this customer.

Payments - Last Amt — The Payments - Last Amt is the amount of the last payment received from this customer.

Payments - YTD Amt — Enter the total dollar amount of all payments received from this customer during the current year.

Service Charges - Last Date — Enter the last date a service charge was applied to this customer.

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Customer Setup 2014 Client Write-Up

Service Charges - Last Amt — Enter the amount of the last service charge applied to this customer.

Service Charges - YTD Amt — Enter the total dollar amount of service charges applied to this customer during the current year.

Balance — This is a calculated field of the customer’s current balance.

5.

All of the information on the Balance Forward tab is calculated by CWU and becomes active if the Account Type selected for this customer is Balance For-

ward. Do not make any entries on this tab.

Current — The total of all invoices for the current month.

Aging Periods (1-30, 31-60, 61-90, 91-120, Over 120 Days) — These fields reflect the balance forward amounts outstanding for the given number of days past the due date of the customer’s invoices.

Balance Forward — The total of the past due invoice amounts (1 thru 120+ days).

Balance Current — The amount owed but not due.

6.

On the Beginning Balances tab, any outstanding balance owed by the customer can be entered. Use this method when the tracking of customer debt is done by account total only. Do not use when tracking debt at the invoice level.

Beginning Balance Date —Set this date to the date associated with the

Amount Owed.

Amount Owed — Enter the amount owed by this customer. After saving this information, the Debit YTD Amt (on the Customer Info tab) is adjusted by this total.

I

MPORTANT

If using this method, a Beginning Balance invoice must be entered:

1. Go to Receivables > Enter/Update Invoices and select this customer.

2. Select BB as the Transaction Type. This brings forward the appropriate information for the Invoice Date and the line item

Product ID, Quantity Ordered, Unit Price, and Extended Price.

3. Select Add Line Item, then Save.

7.

On the Shipping Address tab, enter the customer's shipping information (Name,

Billing Address, Phone, and Contact). The Ship Address option on the Customer

Info tab must be selected for this information to show on an invoice..

8.

Entries on the User Defined Info tab are for informational purposes only.

User Defined Fields — The headings for these fields come from the User

Defined Headings section of the Customer Status tab under

Receivables > Receivables Options. Enter the information appropriate to the field heading.

E-Mail and Web Address — Enter the customer’s e-mail and website addresses (if appropriate).

9.

Click Save once all entries have been made.

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2014 Client Write-Up Entering New Invoices

Editing a Customer

To edit an existing customer, go to Receivables > Customer Setup and double-click a name from the list of customers. The data fields for that customer activate. Edit the desired fields and click Save.

Entering New Invoices

To enter invoice information, complete the following steps:

1.

Go to Receivables > Enter/Update Invoices. The Enter/Update Invoices dialog box is displayed.

2.

Select the customer for the invoice using the drop list in the Customer field.

When the Customer window displays, double-click the desired customer. Nearly all fields on the Enter/Update Invoices dialog box autofill with information previously set up for the selected customer.

I

MPORTANT

Editing the prefilled fields on the Invoices dialog box effects this invoice only. To make permanent edits to this information, refer to the appropriate Accounts Receivable set up screens.

3.

Invoice Number (required) — The next Invoice Number displays if the option to auto-increment this number was selected during set up

(Receivables > Receivables Options > AR Options). If you did not make this selection, enter an invoice number. Do not enter a previously used invoice number.

4.

Select either a Transaction Type or a Return Transaction Type.

A. Transaction Type is used to identify the majority of items sold on this invoice:

Use BB – Beginning Balance - See step 4 on the previous page.

Use SA – Sale (Stocked) when items are from current inventory.

Use SN – Sale (Non-Stocked) when items are not from current inventory.

Use SS – Sale (Service) when the items are one or more services performed.

B. Return Transaction Type to return the entire contents of a previously entered invoice:

Use RBB – Reverse Beg. Balance - See step 4 on the previous page.

Use RE – Return (Stocked) when items are from current inventory.

Use RN – Return (Non-Stocked) when items are not from current inventory.

Use RS – Return (Service) when the items are one or more services performed.

N

OTE

When a Return Transaction Type is selected, the Return Date must be entered.

5.

Invoice Date (required) — The Invoice Date defaults to today’s date and is used in the calculation of aging information. Edit the Invoice Date as needed.

243

Entering New Invoices 2014 Client Write-Up

6.

Invoice Type (required) — Select either Product Invoice, Service Invoice, or

Professional Invoice.

7.

Terms (required) — You may select a different term for this invoice than was previously set up for this customer.

8.

Balance/Credit Limit — The customer’s current account balance and credit limit. These fields cannot be edited; they are for informational purposes only.

9.

Complete the following fields:

Shipping Information - Sold To — Edit any of the customer billing information as needed for this invoice. If the information previously set up is appropriate for this invoice, no edits are required.

Shipping Information - Ship To — Edit the customer shipping information as needed for this invoice. If the information previously set up is appropriate for this invoice, not edits are required.

Order Taken By (Optional) — Enter the name of the person that took this order.

Ship Date — Enter the date the order is scheduled to ship to the customer.

The current date is the default shipping date.

Ship Via (Optional) — The method of ship pulls from the Ship Via field in the customer’s setup (Receivables > Customer Setup > Customer Info).

Change the shipping method as needed for this invoice.

Sales Tax - Tax Code — Select a different Tax Code as needed for the invoice. The State, County, and City sales tax rates associated with the selected Tax Code display. Edit individual State, County, or City tax rates as needed by entering a decimal value less than one (0.05 equals a 5% sales tax rate).

10.

The Line Items section of the Invoice screen has different fields for Product

Invoices and Service/Professional Invoices. See the appropriate field information below based on the Invoice Type.

Product Invoice

Add one or more line items to an invoice by completing the following fields:

Figure 10-5: Line Items for Product Invoice

244

2014 Client Write-Up Entering New Invoices

Product ID — Using the drop list in the Product ID field, select an item to include on this invoice. When the Product ID window displays, double-click the desired product. Specifics regarding the selected product’s pricing displays.

Price Code — The Price Code set in Customer Setup for the selected customer displays. The Quantity Ordered, and Unit Price associated with this product’s

Price Code also displays. Select a different Price Code from the drop list to select a different single price or quantity discount.

Quantity Ordered — Edit the quantity of the item ordered as needed. This is an override of the quantity associated with the selected Price Code. The selected

Price Code is used to calculate the Unit Price and the Extended Price.

Unit Price — Edit the Unit Price to override the single item price associated with the Price Code selected.

Discount Rate — This is the customer’s Discount Percent entered during customer setup (Receivables > Customer Setup > Customer Info). This discount is calculated after all other discounts (quantity, etc.) are taken. Edit the discount percentage for this item by entering a decimal value less than one (0.05 equals a 5% discount).

Extended Price — This is a calculated field. Do not edit this field. The

Extended Price equals the (Quantity Ordered x Unit Price) - Discount Per-

cent.

Item Tax — This is a calculated field. Do not edit this field. The equals the

(Extended Price x State Sales Tax rate) + (Extended Price x County Sales Tax rate) + (Extended Price x City Sales Tax rate).

Shipping Charge — If applicable, enter the Shipping Charge amount for this invoice.

Service/Professional Invoice

Add one or more line items to an invoice by completing the following fields:

Figure 10-6: Line Items for Service and Professional Invoices

Product ID — Using the drop list in the Product ID field, select an item to include on this invoice. When the Product ID window displays, double-click the desired product. Specifics regarding the selected product’s pricing displays.

Price — Use the field drop list to select a different Price for the service selected.

Quantity — Edit the quantity as needed.

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Printing an Invoice 2014 Client Write-Up

Description — The Description fills based on the information entered in Receiv-

ables > Invoice Item Setup. Edit the Description as needed. The edited description prints on the current invoice only.

Discount — This is the customer’s Discount Percent entered during customer setup (Receivables > Customer Setup > Customer Info). This discount is calculated after all other discounts (quantity, etc.) are taken. Edit the discount percentage for this item by entering a decimal value less than one (0.05 equals a 5% discount).

Amount — This is a calculated field. Do not edit this field. The Amount equals the (Quantity x Price) - Discount.

Customer Message (optional) — Enter a message to appear at the bottom of the customer’s invoice.

11.

Click Add Line Item. The item information is added to the grid and is included in the Total Tax and Total fields.

N

OTE

Once an item has been added to the grid, you must Save the invoice in

order to exit the screen. See “Deleting Invoices and Line Items” for

information on deleting a saved invoice.

12.

The Total Tax and Total fields are calculated fields and should not be edited.

Total Tax is the total of the Item Tax column. Total is the sum of all charges for this invoice.

13.

Once all items for this invoice have been added, select Save.

See

“Printing an Invoice” for information on printing a single invoice or

“Batch Printing Invoices” on page 247 to print a range of invoices.

Printing an Invoice

Once an invoice has been saved, you can choose to print a single invoice or batch print

a range of invoices. See “Batch Printing Invoices” on page 247

for information on printing more than one invoice at a time.

To print a single invoice, complete the following:

N

OTE

If an invoice was just saved, proceed to step 2 below.

1.

Go to Receivables > Enter/Update Invoices.

2.

Select the customer for the invoice you wish to print using the drop list in the Cus-

tomer field. When the Customer window displays, double-click the desired customer.

3.

Select the invoice to print from the Invoice Number drop list. Details of the selected invoice display.

4.

Select Print Invoice. The invoice displays on the screen.

5.

Select the printer icon ( ).

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2014 Client Write-Up Batch Printing Invoices

Batch Printing Invoices

Accounts Receivable invoices may be printed one at a time (see

“Printing an Invoice” on page 246 ) or in a “batch”, more than one at a time.

To print Accounts Receivable invoices in a batch, complete the following:

1.

To run the report, go to Reports > Accounts Receivable

2.

Double-click Invoices on the right side of the window. A list of available invoices to print displays.

3.

Select one or more invoices to print. To select a range of consecutive invoices, click the first invoice to print and, while holding the S

HIFT

key down, click the last invoice to print. To print non-consecutive invoices, click the first invoice then, while holding the C

ONTROL

key down, select the other invoices to print. To print a single invoice, select the invoice.

4.

Select the date to appear on the invoices. The invoices display on your monitor.

5.

To print the invoices, either go to File > Print or select the printer icon ( ).

Updating Invoices

Update invoices to change any of the information on a saved invoice and to handle invoice returns. For information on deleting a line item from an invoice or deleting an invoice, see

“Deleting Invoices and Line Items” on page 248 .

To update a saved invoice, complete the following:

1.

Go to Receivables > Enter/Update Invoices.

2.

Select the customer for the invoice you wish to edit using the drop list in the Cus-

tomer field. When the Customer window displays, double-click the desired customer.

3.

Use the Invoice Number drop list to select the invoice to edit. Details of the selected invoice display.

4.

Edit the information as needed.

5.

To edit a line item, double-click the item in the grid at the bottom of the window.

Make changes as needed and select Update Line Item.

6.

To take a return, select the Ret Trans Type field drop list and select to return items to Stocked, Non-Stocked, or Service. You must take a return for an entire invoice rather than line items from an invoice. Enter the Return Date. When the invoice is saved, CWU makes a reversing entry in the journal.

7.

Select Save. To print the updated invoice, see

“Printing an Invoice” on page 246

.

Reset — Click Reset to revert to the last saved invoice information.

247

Deleting Invoices and Line Items 2014 Client Write-Up

Deleting Invoices and Line Items

To delete a saved invoice, complete the following:

1.

Go to Receivables > Delete Invoices/Line Items.

2.

Select the customer for the invoice you wish to delete using the drop list in the

Customer field. When the Customer window displays, double-click the desired customer.

3.

Use the Invoice Number drop list to select the invoice to delete. Details of the selected invoice display.

4.

Click Delete Invoice. Click OK to confirm the deletion. If the bookkeeping feature is being used, CWU makes a reversing entry for the entire invoice in the journal.

To delete a line item from a saved invoice, complete the following:

1.

Go to Receivables > Delete Invoices/Line Items.

2.

Select the customer for the invoice using the drop list in the Customer field.

When the Customer window displays, double-click the desired customer.

3.

Use the Invoice Number drop list to select the invoice with the line item you wish to delete. Details of the selected invoice display.

4.

Double-click the line item to be deleted in the grid at the bottom of the screen.

Details of the line item display above the grid.

5.

Click Delete Line Item. The Total Tax and Total fields update. If the bookkeeping feature is being used, CWU makes a reversing entry for the deleted item in the journal.

6.

Click Exit to save and exit or Print Invoice to print the invoice. After printing the invoice, click Exit to save and exit.

Entering Service Charges and Penalties

Add and remove service charges and penalties to individual customer invoices.

N

OTE

Service Charge and Penalty transactions write automatically to the journal when the CWU bookkeeping is used.

To enter or remove service charges and penalties, complete the following:

1.

Go to Receivables > Enter Service Charges/Penalties.

2.

Enter the Transaction Date.

3.

Select the customer for the invoice using the drop list in the Customer field.

When the Customer window displays, double-click the desired customer. The customer’s address and contact information display.

4.

Select the invoice from the Invoice Number drop list. Details of the selected invoice display.

5.

In the Invoices section, complete the following field information:

248

2014 Client Write-Up Entering Service Charges and Penalties

Transaction Type — Select the type of transaction from the Transaction

Type drop list. You can select to add a penalty, add a service charge, or add a service charge and a penalty to the invoice. You can also select to remove (or reverse) a penalty, remove a service charge, or remove both a service charge and a penalty from an invoice. Penalty and service charge amounts are added to the amount of the outstanding balance of the selected invoice (or removed if a reversing Transaction Type is selected).

Service Charge — The amount of the Service Charge comes from the Cus-

tomer Setup screen (Service Charge field). Edit the amount of the Service

Charge as needed for this invoice.

Penalty — Enter a penalty amount for this invoice. This field is available for all transaction types except Service Charge and Reverse Service Charge.

Note — Enter a note for informational purposes.

6.

Click Save to move the entry to the grid section.

Deleting Service Charges and Penalties

Delete service charges and penalties line items from individual customer invoices.

I

MPORTANT

If a line item has previously been reversed then an entry is not automatically made to the journal when the same line item is deleted. However, if the line item has not previously been reversed, a journal entry is made automatically when the line is deleted (provided the Use Chart of Accounts option has been selected under Receivables > Receivables Options > AR

Options .

To delete a service charge or penalty from an invoice, complete the following:

1.

Go to Receivables > Enter Service Charges/Penalties.

2.

Enter the Transaction Date.

3.

Select the customer for the invoice using the drop list in the Customer field.

When the Customer window displays, double-click the desired customer. The customer’s address and contact information display.

4.

Select the invoice from the Invoice Number drop list. Details of the selected invoice display.

5.

In the Invoices section grid, double-click the line item to delete.

6.

Click Delete. A confirmation screen displays.

7.

Click OK.

W

ARNING

When a line item is deleted, there is no record (other than the journal entry) of the deletion. Use this option with caution.

249

Applying Receivables Payments 2014 Client Write-Up

Applying Receivables Payments

Apply Accounts Receivable payments to a single outstanding invoice or multiple invoices.

To apply payments and credits, complete the following:

1.

Go to Receivables > Apply Payments.

2.

Enter the payment date using the Transaction Date drop list.

3.

Select the customer to apply the payment from the drop list in the Customer field.

When the Customer window displays, double-click the desired customer. The customer’s address, contact information, available credit, and amount owed display.

4.

Select the Payment/Credit option button.

Figure 10-7: Accounts Receivable Entering Payments

250

5.

Complete the following fields in the Payments section:

Reference (optional) — Enter up to a 20 characters to provide additional information for this transaction (e.g. check or credit card number).

Payment (required) — Enter the amount of the payment.

Amount Owed (informational only) — This is the total amount owed by the selected customer including all invoices, penalties, and service charges.

Undistributed Payment (informational only) — This is the amount of the payment that has not been applied to an invoice. The full amount of a payment must be applied to the customer’s account.

Distributed Payments (informational only) — This is the amount of the payment that has been applied to the invoices.

2014 Client Write-Up Applying Receivables Payments

Invoice Number (required) — Select the invoice to apply the payment using the drop list. When the Invoice Number window displays, double-click the desired invoice.

The selected invoice’s Due Date, original Invoice Amount, and Invoice Balance display for informational purposes. If transactions for the selected invoice have been saved, they appear in the grid at the bottom of the screen.

6.

Complete the following fields in the Transactions section:

Type (required) — Select from the following transaction types:

Table 10-1: AR Transaction Types

Transaction Type

CR

EP

PA

PPA

Description

Credit

Early Payment Discount

Payment

Partial Payment

Amount Applied (required) — Enter the amount of the payment to apply to the selected invoice.

Note (optional) — Enter a transaction description. This description posts to the journal when the transaction is saved.

Date/Time Stamp (informational only) — CWU autofills this field with the date and time when the transaction is saved.

7.

Click Save. If the full amount of the payment has been distributed, CWU clears the screen leaving the customer’s contact and amount owed information displayed. CWU is ready for the next payment to be entered for this customer.

If the payment has not been fully distributed, the Undistributed Payment and

Distributed Payments fields update reflecting the saved transaction. Continue distributing the payment by selecting the appropriate Invoice Number, Transac-

tion Type, Amount Applied, and Note until the payment is fully distributed. The screen clears leaving the customer’s contact and amount owed information.

Viewing Transactions

The View Transactions option provides detail of individual customer invoices. No transactions can be entered when using the View Transactions option. To view transaction detail, complete the following:

1.

Go to Receivables > Apply Payments.

2.

Select the customer from the Customer field.

3.

Select the View Transactions option button.

4.

Select the invoice from the list. When the Invoice Number window displays, double-click the desired invoice.

5.

Click Exit when finished viewing transaction detail.

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Applying Receivables Payments 2014 Client Write-Up

Making an Adjustment

Adjusting entries can be made to correct an incorrectly entered payment, credit, or just about anything else regarding an invoice.

To make an adjusting entry, complete the following:

1.

Go to Receivables > Apply Payments.

2.

Enter the date of the adjustment using the Transaction Date drop list.

3.

Select the customer from the Customer field. When the Customer window displays, double-click the desired customer. The customer’s address, contact information, available credit, and amount owed display.

4.

Select the Adjustments/Bad Debt Write Off option button.

5.

Select the invoice to enter the write off amount. When the Invoice Number window displays, double-click the desired invoice. The selected invoice’s Due Date, original Invoice Amount, and Invoice Balance display.

6.

From the Type field, double-click the AD (Adjustment) Transaction Type.

7.

Enter the amount of the adjustment in the Amount Applied field. Enter a negative amount (e.g. -5.95) to reduce the amount owed and a positive number (e.g. 12.50) to increase the amount owed.

8.

Enter a transaction description in the Note field. A note is optional.

9.

Click Save.

Writing Off Bad Debt

There may be times when all or a portion of an outstanding invoice may need to be written off.

To make a write-off entry, complete the following:

1.

Go to Receivables > Apply Payments.

2.

Enter the date of the write-off using the Transaction Date drop list.

3.

Select the customer from the Customer field. When the Customer window displays, double-click the desired customer. The customer’s address, contact information, available credit, and amount they owe display.

4.

Select the Adjustments/Bad Debt Write Off option button.

5.

Select the invoice to enter the write-off amount. When the Invoice Number window displays, double-click the desired invoice. The selected invoice’s Due Date, original Invoice Amount, and Invoice Balance display.

6.

From the Type field, double-click the BD (Bad Debt Write off) Transaction

Type.

7.

Enter the amount to be written off as a positive number (e.g. 12.50) in the

Amount Applied field.

8.

Enter a transaction description in the Note field. A note is optional.

9.

Click Save. The amount of the write-off is deducted from the Invoice Balance and the customer’s Amount Owed.

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2014 Client Write-Up Applying Receivables Payments

Making a Reversing Entry

Another option for making a correcting entry is to reverse a previously saved entry.

You can reverse adjustments, write offs, credits, early payment discounts, and a full or partial payment.

To make a reversing entry, complete the following:

1.

Go to Receivables > Apply Payments.

2.

Enter the date of the reversing entry using the Transaction Date drop list.

3.

Select the customer from the Customer field. When the Customer window displays, double-click the desired customer.

4.

Select the Reverse Entries option button.

5.

Select the invoice to enter the reversing entry amount. When the Invoice Number window displays, double-click the desired invoice. The selected invoice’s transaction detail displays in the grid at the bottom of the screen.

6.

From the Type field, select from the following transaction types:

Table 10-2: AR Transaction Types

Transaction Type

RAD

RBD

RCR

REP

RPAY

RPPA

Description

Reverse Adjustment

Reverse Bad Debt Write-off

Reverse Credit

Reverse Early Payment Discount

Reverse Payment

Reverse Partial Payment

7.

Enter the amount of the reversing entry as a postive number (e.g. 12.50) in the

Amount Applied field.

8.

Enter a transaction description in the Note field. A note is optional.

9.

Click Save.

Deleting a Payment

Delete payments from individual customer invoices.

I

MPORTANT

If a line item has previously been reversed then an entry is not automatically made to the journal when the same line item is deleted. However, if the line item has not previously been reversed, a journal entry is made automatically when the line is deleted (provided the Use Chart of Accounts option has been selected under Receivables > Receivables Options > AR

Options

.

253

Posting Receivables Transactions Manually 2014 Client Write-Up

To delete a payment from an invoice, complete the following:

1.

Go to Receivables > Apply Payments.

2.

Enter the Transaction Date.

3.

Select the customer for the invoice using the drop list in the Customer field.

When the Customer window displays, double-click the desired customer. The customer’s address and contact information display.

4.

Select the Delete Entries option button.

5.

Select the invoice from the Invoice Number drop list. Payment details for the selected invoice display in the Invoices section grid.

6.

In the Invoices section grid, double-click the line item to delete.

7.

Click Delete. A confirmation screen displays.

8.

Click OK.

W

ARNING

When a line item is deleted, there is no record (other than the journal entry) of the deletion. Use this option with caution.

Posting Receivables Transactions Manually

If the CWU bookkeeping feature is being used but the option to Auto-Post to the

Transaction Register is not selected, you will need to post Accounts Receivable transactions to the journal manually.

N

OTE

To turn on automatic posting to the transaction register, see

Options” on page 231 .

“AR

To post Accounts Receivable transactions to the journal:

1.

Go to Receivables > Manual Post AR Transactions.

2.

Click Post Transactions.

3.

Click OK.

254

Running Reports 2014 Client Write-Up

11

Reports

Client Write-Up offers many report options with multiple formats. Review the reports and choose the ones that meet your needs.

Starting and ending date ranges are required for many reports and are set using the calendar function. To set the starting and ending dates for reports, click the next to the date displayed. Dates default to the current date on the computer. For instructions on setting calendar dates, see

“Date Fields” on page 11 .

Running Reports

To run Client Write-Up reports, go to Reports and select a type of report. The

Reports window opens with a list of available reports specific to the report group selected.

Figure 11-1: Reports

Double-click a report on the right side of the screen, or click once and click Go. Once all report options have been selected, the report runs.

From the Reports window, select another report or change to another report group.

I

MPORTANT

All reports display to your computer monitor in “PDF” format. In order to view reports on your screen, you must have Acrobat

Reader installed.

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Report Options 2014 Client Write-Up

Report Options

Customize field labels that appear on many of Client Write-Up’s reports using Report

Options. To customize the labels, click the Report Options button and complete the following steps:

1.

Select a report to customize from the Select Report drop list. Select only the lines in the list that begin with a number. The other lines display the report category and cannot be customized.

2.

Select the desired check boxes to customize the report.

Remove Report Name From Footer — The name of the report does not print in the report footer.

Center Report Footnotes — The footnote is printed centered on the report.

Remove Footnotes from non-Financial Statements — No footnote is printed on any report except balance sheet and profit and loss reports. For these reports, either the default footnote is printed or the footnote text entered in Setup > Headers and Footnotes is printed.

Print Address in Header — The client’s address as entered on

Setup > Client Information is printed in the report header.

Print Date Time Stamp on Report — The date and time the report was run is printed on the report.

Change “For the period ended” to “As of” — This box is available only for balance sheet and profit and loss reports. The words “As of” replace “For the period ended” on the report.

Use Default Labels — This box is available only for balance sheet and profit and loss reports. Select this box to reset the report labels to the default (as they appear on the right side of the dialog box). Selecting Use Default Labels does not affect the other selections.

3.

When financial reports (Balance Sheet and Profit and Loss reports) are selected from the Select Report drop list, the lower part of the dialog box fills with the default field labels and the current field labels for the report selected. If no edits have been made to the selected report’s labels, the Labels used and Default

Labels columns are the same.

Make the desired edits to the field labels under the Labels used on reports column. Select the Apply to all Balance Sheet Reports or Apply to all Profit and

Loss Reports box to have those reports use your edited field labels.

4.

Click Save. Click Exit when editing is complete.

Click Reset to restore all check boxes and field labels for the selected report to the default.

Display Settings

Click Report Setup to customize the appearance of reports. The Display Settings dialog box allows client-specific color, logo, font, and watermark customization of reports.

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2014 Client Write-Up Understanding Reports

Report Settings

To change the color of the header, footer, and text on printed reports, click the color box, select the desired color, and click OK. Printing in color requires a printer capable of color printing.

To remove the report name from the footer, center report footnotes, or remove footnotes from non-financial statements, select the appropriate check box.

Font Sizes

Use the drop list to adjust the font size of the accountants header line, footer, and page numbers.

WaterMark Settings

Use the drop list to select the angle and font used for the watermark.

Enter the wording to be used for the watermark in the Watermark Text field.

Logo

Logo Location — Choose the location for your logo on reports from the drop list.

Selections include right aligned, centered, and left aligned. Making a selection in this field activates the Logo Path and Logo Sizes fields.

Logo Path — Either enter the path to the logo or click Browse to navigate to the logo. The logo file must be a bitmap file (file extension of “bmp”).

Logo Sizes — Choose the logo size to print on reports from the drop list.

After verifying all information, click Save.

Understanding Reports

Consider the following when viewing report output:

An S indicates a subtotal. Account “Levels” in the Chart of Accounts must be set in order for subtotals to appear on reports.

A single line indicates the total of an account type.

A double line indicates the total of multiple account types. (For example, Total

Assets or Total Liabilities).

A number within parenthesis ( ) indicates a negative number.

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Report Types 2014 Client Write-Up

Report Types

The following types of reports are available from the Reports menu:

Table 11-1: Report Types

Report Description Path

Interim

Year-to-Date

Balance Sheets

General Ledger

Profit & Loss

Interim reports display information that was entered for the current month or period. Use these reports to review the calculations and verify accuracy of the entries. Once the month or period has been posted, corrections to that journal cannot be made. Review all interim information before running the post transactions process. Even if the Journals dialog box

(

Bookkeeping > Enter Transactions

) shows a 0.00 balance, there could still be data entry errors that cause reports to be incorrect. Use the interim reports to locate data entry errors.

Reports on the general ledger and journal transactions since the last post. The journal transaction report can be displayed based on a single journal code or by the entirety of the journal.

The balance sheet report produces a statement listing the debit and credit balances of the current client. From the Reports dialog box, select which type of balance sheet to create. These reports can be printed in the normal CWU report format or to an Excel worksheet.

The general ledger report produces a statement that displays the balances of all accounts.

The P&L reports produce reports of the company’s profits and losses. The reports can be customized by division, month, period, or time, and formatted in multi- or single-column. These reports can be printed in the normal CWU report format or to an Excel worksheet.

Transaction Listings

Chart of Accounts Chart of Accounts — The Chart of Accounts reports list the

Account Number, Level, Account Name, and Account Type.

The Chart of Accounts Trial Balance lists the Account Number,

Account Name, and corresponding debits and credits.

Cash Flow

The transactions listings statement can be created based on journal code or actual order that transactions took place.

The Cash Flow report shows a company’s cash flow on a cash basis.

Accounts Payable reports show vendors, outstanding balances, and due dates and amounts for outstanding invoices.

Accounts Payable

Accounts Receivable

Payroll

Accounts Receivable reports show customers, invoices, customer statements, aging reports, and sales tax records.

Payroll reports generate a variety of reports pertaining to employees and contractors. Once checks are printed, select

Reports > Payroll

. Scroll through the list and choose a report to view.

Reports

>

Interim

Reports > Year-to-Date

Reports > Balance Sheets

Reports > General Ledger

Reports > P & L

Reports > Transaction

Listings

Reports > Chart of

Accounts

Reports > Cash Flow

Reports > Accounts Payable

Reports > Accounts

Receivable

Reports > Payroll

258

2014 Client Write-Up Report Details

Report

State Wage

Accountant Info

Table 11-1: Report Types

Description

The State Tax & Wage reports produce the wage report to be filed with each state's department of revenue. The information on the State Tax & Wage reports are generated from information on employee and contractor payroll entries. Each employee's payroll state is determined by the state information that was set up for the employee in

Employees > Employee Setup

. The State Wage Report can also be generated. CWU generates only one state per client. Select

Reports > State Tax & Wage

and choose the state, year, and quarter.

The Accountant Info report summarizes each client’s contact and business information.

Path

Reports > State Tax &

Wage

Reports > Accountant

Info

Report Details

Review the following details for each report to determine which reports suit your specific office needs.

I

MPORTANT

Some reports (mostly financials) require that the Post Transac-

tions process be run prior to running the report. Each report description states if this process is required.

Reports stating “Run this report prior to running the Post Trans-

actions process” are not required to be run as part of the Post

Transactions process. The data for these reports is no longer available once the Post Transactions process is run.

For information on running the Post Transactions process, see

“Posting Transactions” on page 166

.

Interim Reports

Interim reports display the information that was entered for the current month or period. Use these reports to review the calculations and verify accuracy of the entries.

Interim

Balance

Sheet

Run this report prior to running the Post Transactions process.

N

OTE

This report is also produced as part of the Post Transactions process.

The report displays the accounts with a current transaction. There is a total for assets, liabilities, and capital. This information is displayed for the previous balance, transactions, and current balance. Previous balance, transactions, and current balance are shown.

259

Report Details 2014 Client Write-Up

To run the report, go to Reports > Interim > Interim Balance Sheet.

N

OTE

The report is formatted to use the account names, not account numbers. The initial debit and credit amounts entered when the Chart of

Accounts was first created is shown in the report as the previous balance for the first month. The accounts are displayed if a transaction amount was entered year-to-date, even if the current month transaction is 0.00.

Interim Profit

And Loss

Run this report prior to running the Post Transactions process.

N

OTE

This report is also produced as part of the Post Transactions process.

The report displays the profit and loss for the current transactions listed in

Bookkeeping > Enter Transactions. This includes the previous month year-to-date and percentages and year-to-date and percentages.

To run the report, go to Reports > Interim > Interim Profit and Loss.

N

OTE

The accounts used for the current journal are listed by account name.

“Account Number” is not used for this report.

Trial Balance

Worksheet

(Start of

Year)

Run this report prior to running the Post Transactions process.

N

OTE

This report is also produced as part of the Post Transactions process.

The report displays all account balances since the beginning of the year and includes the account number, level and name, the start of year balance for each account, amount posted to each account, and the current balance. The totals on the last page of the report reflect the total of the columns and do not necessarily represent a balanced calculation from right to left.

The “Adjustments” and “Ending” headings are included to identify where correcting transactions may need to be made. Print the report and write the adjustment amounts and ending balances on the report. Make correcting transactions at

Bookkeeping > Enter Transactions.

To run the report, go to

Reports > Interim > Trial Balance Worksheet (Start of Year).

N

OTE

Negative amounts are indicated with negative sign (-) to the left of the amount. The initial debit and credit amounts entered when the Chart of

Accounts was created shows in the report as “Start of Year.”

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2014 Client Write-Up Report Details

Trial Balance

Worksheet

(Prior

Period)

Run this report prior to running the Post Transactions process.

The report displays the account number, level and name, the ending balance for each account from the previous period (since the previous post), amount posted to each account, and the ending balance. The totals on the last page of the report reflect the total of the columns and do not necessarily represent a balanced calculation from right to left.

The “Adjustments” and “Ending” headings are included to identify where correcting transactions may need to be made. Print the report and write the adjustment amounts and ending balances on the report. Make correcting transactions at

Bookkeeping > Enter Transactions.

To run the report, go to

Reports > Interim > Trial Balance Worksheet (Prior Period).

Profit And

Loss Activity

Report

Run this report prior to running the Post Transactions process.

N

OTE

This report is also produced as part of the Post Transactions process.

The report shows the current profit and loss activity. This includes accounts that were accessed in the current journal listed by account name. Gross profit and total expenses are calculated to produce the final net profit (or loss) for the current transactions. The information is listed under headers of “Current Transactions,” “Year to Date,” and

“Percent (%).” Accounts that had a previous balance but were not used for the current month show “0.00” in the transaction column.

To run the report, go to Reports > Interim > Profit and Loss Activity Report.

Year-to-Date Reports

The Year-to-Date reports are based on the transactions that have been posted year-todate. Only transactions that have been posted by the Post Transactions process are included in these reports.

YTD General

Ledger

Run the Post Transactions process before running this report.

The report generates a year-to-date general ledger. This includes the transaction number, date, journal, reference, description, debit, and credit.

To run the report, go to Reports > Year-to-Date > YTD General Ledger.

N

OTE

Transactions are listed under the appropriate account number and total each account.

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Report Details 2014 Client Write-Up

YTD General

Ledger —

ALT Format

Run the Post Transactions process before running this report.

The report is an alternate format for the year-to-date general ledger report. This includes the transaction number, date, journal, reference, description, beginning balance, transaction, and ending balance. Transactions are grouped by account number.

To run the report, go to Reports > Year-to-Date > YTD General Ledger-

ALT Format.

N

OTE

The beginning balance displayed is the amount entered in the Chart of

Accounts beginning debits and credits. The account ending balance displayed is the balance of the transactions posted through the Post

Transactions process.

YTD Journal

Code —

Transaction

Listing

Run the Post Transactions process before running this report.

The report is based on the journal selected from the Select a Journal Code list box.

The journal choices are: GJ — General Journal, CD — Cash Disbursements, CR —

Cash Receipts, PAY — Payroll, and BUD — Budget. Included is the transaction number, date, division, description, reference, account number, debit, and credit.

To run the report, go to Reports > Year-to-Date > YTD Journal Code —

Transaction Listing.

N

OTE

There are no totals on this report.

YTD Transaction

Listing

Run the Post Transactions process before running this report.

The report lists all transactions that have been entered in the journal and posted through the Post Transactions process. This includes the transaction number, date, journal, division, description, reference, account number, debit, and credit.

To run the report, go to Reports > Year-to-Date > YTD Transaction Listing.

N

OTE

The information is listed in order of transaction number.

Single

Account YTD

General

Ledger

Run the Post Transactions process before running this report.

The report displays the transaction listing that has been entered in the journal and posted through the Post Transactions process. This includes the transaction number, date, journal, reference, description, debit, and credit.

To run the report, go to Reports > Year-to Date >

Single Account YTD General Ledger.

262

2014 Client Write-Up Report Details

N

OTE

The beginning balance for this year from the Chart of Accounts is displayed. Transactions are listed in order by transaction number and account ending balance. Only transactions that were entered in the

Bookkeeping > Enter Transactions and posted by the

Bookkeeping > Post Transactions process are displayed in this report.

Single

Account YTD

General

Ledger —

ALT Format

Run the Post Transactions process before running this report.

The report is an alternate format for the single account year-to-date general ledger report. This includes the account number, transaction date, journal, reference number, description, beginning and ending balance, and the transaction amount.

To run the report, go to Reports > Year-to Date >

Single Account YTD General Ledger - ALT Format.

N

OTE

The beginning balance for this year from the Chart of Accounts is displayed. Transactions are listed in order by transaction number and account ending balance. Only transactions that were entered in the

Bookkeeping > Enter Transactions and posted by the

Bookkeeping > Post Transactions process are displayed in this report.

Balance Sheet Reports

Balance sheet reports provide a variety of formats for the balance sheets.

Prior Month

Comparison

Run the Post Transactions process before running this report.

After selecting a month, the report displays the closing balances of accounts with activity for the selected month and the prior month. The difference is also displayed.

To run the report, go to Reports > Balance Sheets > Prior Month Comparison.

Prior Month

Comparison

— Excel

Run the Post Transactions process before running this report.

The report displays the closing balances of accounts with activity for the selected month and the prior month. The difference is also displayed.

To run the report, go to Reports > Balance Sheets > Prior Month Comparison -

Excel.

Year-to-Date

(All Posted

Transactions)

Run the Post Transactions process before running this report.

The report displays the balances for assets, liabilities, and capital accounts for transactions posted to the general ledger since the start of the year thru the date selected.

To run the report, go to Reports > Balance Sheets > Year-to-Date

(All Posted Transactions).

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Report Details 2014 Client Write-Up

Year-to-Date

(All Posted

Transactions) —

Excel

Run the Post Transactions process before running this report.

The report displays the balances for asset, liability, and capital accounts for transactions posted to the general ledger since the start of the year thru the date selected.

To run the report, go to Reports > Balance Sheets > Year-to-Date

(All Posted Transactions) - Excel.

Start Of Year

Comparison

Run the Post Transactions process before running this report.

The report displays the balances for asset, liability, and capital accounts for transactions posted to the general ledger at the start of the year and on the date selected. The difference is also displayed.

To run the report, go to Reports > Balance Sheets > Start of Year Comparison.

Start Of Year

Comparison

— Excel

Run the Post Transactions process before running this report.

The report displays the balances for asset, liability, and capital accounts for transactions posted to the general ledger at the start of the year and on the date selected. The difference is also displayed.

To run the report, go to Reports > Balance Sheets > Start of Year Comparison -

Excel.

Monthly

Run the Post Transactions process before running this report.

The report displays the balances for asset, liability, and capital accounts for the month selected (if the month has been posted).

To run the report, go to Reports > Balance Sheets > Monthly.

Monthly —

Excel

Run the Post Transactions process before running this report.

The report displays the balances for asset, liability, and capital accounts for the month selected (if the month has been posted).

To run the report, go to Reports > Balance Sheets > Monthly - Excel.

Date Range

Run this report prior to running the Post Transactions process.

This report displays balances for Asset and Capital accounts.

To run the report, go to Reports > Balance Sheets > Date Range.

General Ledger Reports

The General Ledger reports are a complete set of all accounts used by a business to create the record of all debits and credits that are made to each account. The General

Ledger is numbered and arranged in the same order and categories as the Chart of

Accounts.

264

2014 Client Write-Up Report Details

General

Ledger

Run this report prior to running the Post Transactions process.

The report is generated based on the transactions entered prior to and for the current month. Only accounts with transactions are displayed. This includes the account number, account name, beginning debit and credit balances, transaction number, date, journal, reference, description, debit and credit, account name, ending balance, and debit and credit.

To run the report, go to Reports > General Ledger > General Ledger.

N

OTE

Accounts that are not affected by the current month transactions show the beginning and ending balance as the same figure. Accounts that are affected by the current month transactions show the beginning balance, the transaction, and the ending balance for the account.

General

Ledger —

ALT Format

Run this report prior to running the Post Transactions process.

The report displays the same information as the General Ledger report, but in a different format. This includes the account number, account name, beginning balance, transaction number, transaction date, transaction journal, transaction description, transaction amount, and account ending balance.

To run the report, go to Reports > General Ledger > General Ledger-ALT Format.

Single

Account

General

Ledger

Run this report prior to running the Post Transactions process.

After selecting an account, the report displays transactions entered for that account for the current month (prior to the

Post Transactions process

). Accounts that are affected by the current month's transactions display the account number, account name, beginning debit and credit balances, transaction number, transaction date, transaction journal, transaction description, transaction amount and account ending balance.

To run the report, go to

Reports > General Ledger > Single Account General Ledger.

N

OTE

Accounts that are not affected by the current month transactions show the beginning and ending balance as the same figure.

Single

Account

General

Ledger —

ALT Format

Run this report prior to running the Post Transactions process.

The report displays the same information as the Single Account General Ledger report, but in a different format. This includes the account number, account name, beginning balance, transaction number, transaction date, transaction journal, transaction description, transaction amount, account name ending balance, and ending balance amount.

To run the report, go to

Reports > General Ledger > Single Account General Ledger-ALT Format.

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Report Details 2014 Client Write-Up

Monthly

General

Ledger

Run the Post Transactions process before running this report.

The report displays individual account starting and ending balances and transactions entered for the month selected. This includes the account number, account name, beginning debit and credit balances, transaction number, date, journal, reference, description, debits and credits, account name, ending balance, and debit and credit.

To run the report, go to Reports > General Ledger > Monthly General Ledger.

Monthly

General

Ledger —

ALT Format

Run the Post Transactions process before running this report.

The report displays individual account starting and ending balances and transactions entered for the month selected. This includes the account number, account name, beginning balance, transaction number, transaction date, transaction journal, reference, description, transaction amount, account name ending balance, and debits and credits.

To run the report, go to Reports > General Ledger > Monthly General Ledger-

ALT Format.

Single

Account

Monthly

General

Ledger

Run the Post Transactions process before running this report.

After you select a reporting account and month, the report displays information regarding a specific account and month. This includes the account number, account name, beginning debit and credit balances, transaction number, transaction date, transaction journal, reference, description, and transaction debit and credit.

N

OTE

Each transaction is listed and includes the account name, ending balance, and ending debit and credit.

To run the report, go to

Reports > General Ledger > Single Account Monthly General Ledger.

Single

Account

Monthly

General

Ledger —

ALT Format

Run the Post Transactions process before running this report.

After you select a reporting account and month, the report displays information regarding a specific account and month. This includes the account number, account name, beginning balance, transaction number, transaction date, transaction journal, reference, description, and transaction.

To run the report, go to

Reports > General Ledger > Single Account Monthly General Ledger-

ALT Format.

N

OTE

Each transaction is listed and includes the account name, ending balance, and ending debit and credit.

General

Ledger By

Date

Run this report prior to running the Post Transactions process.

The report displays all transactions for individual accounts with account ending balances for the designated period. This includes the account number, account name,

266

2014 Client Write-Up Report Details

transaction date, transaction journal, reference number, transaction description, debit and credit amounts, and ending account balances.

To run the report, go to Reports > General Ledger > General Ledger By Date.

General

Ledger By

Date — ALT

Format

Run this report prior to running the Post Transactions process.

The report displays all transactions for individual accounts with account beginning and ending balances for the designated period. This includes the account number, account name, beginning balance, transaction date, transaction journal, reference number, transaction description, transaction amounts, and ending account balances.

To run the report, go to Reports > General Ledger > General Ledger By Date-

ALT Format.

Single

Account

General

Ledger By

Date

Run this report prior to running the Post Transactions process.

The report displays all transactions for a selected account within the specified date range. This includes the account name and number, transaction date, transaction journal, reference number, description, transaction amounts (debit or credit), and ending account balance.

To run the report, go to

Reports > General Ledger > Single Account General Ledger By Date.

Single

Account

General

Ledger By

Date — ALT

Format

Run this report prior to running the Post Transactions process.

This report is an alternate format of the Single Account General Ledger By Date report. The report includes the beginning and ending balance, the account name and number, transaction date, transaction journal, reference number, description, and transaction amounts

To run the report, go to

Reports > General Ledger > Single Account General Ledger By Date-

ALT Format.

Profit & Loss (P&L) Reports

Profit and loss reports are based on income and expense entries.

1 Column

Divisional

P&L

Run the Post Transactions process before running this report.

The report displays the gross and net profit amounts and percentages based on the transactions that have been identified in payroll and journal entries with the division number.

To run the report, go to Reports > P & L > 1 Column Divisional P&L.

N

OTE

Refer to the section in this manual under “Headers and Footnotes” on page 53 to assign division information. Divisions must be set up before

generating any payroll or transaction data in order to be reflected in division reports.

267

Report Details 2014 Client Write-Up

1 Column

Divisional

P&L —

Prints to

Excel

Run the Post Transactions process before running this report.

The report displays the gross and net profit amounts and percentages based on the transactions that have been identified in payroll and/or journal entries with the division number.

To run the report, go to Reports > P & L > 1 Column Divisional P&L-

Prints to Excel.

N

OTE

Refer to the section in this manual under “Headers and Footnotes” on page 53 to assign division information. Divisions must be set up before

generating any payroll or transaction data in order to be reflected in division reports.

2 Column

Monthly vs.

YTD P&L

Run the Post Transactions process before running this report.

The report displays a breakdown of transactions by account names using amount and percentage, and YTD and percentage. Gross profit and net profit (or loss) displays the amount and percentage and year-to-date and percentage.

To run the report, go to Reports > P & L > 2 Column Monthly vs. YTD P&L.

2 Column

Monthly vs.

YTD P&L —

Prints to

Excel

Run the Post Transactions process before running this report.

The report displays a breakdown of transactions by account names using amount and percentage, and YTD and percentage. Gross profit and net profit (or loss) displays the amount and percentage and year-to-date and percentage.

To run the report, go to Reports > P & L > 2 Column Monthly vs. YTD P&L-

Prints to Excel.

1 Column

P&L (Year to

Date)

Run the Post Transactions process before running this report.

Based on income and expense transactions entered, the report displays a breakdown by account name with the year-to-date information for amount and percentage. This includes the gross profit amount and percentage, total expenses and percentage and net profit (or loss) amount and percentage.

To run the report, go to Reports > P & L > 1 Column P&L (Year to Date).

1 Column

P&L (Year to

Date) —

Prints to

Excel

Run the Post Transactions process before running this report.

Based on income and expense transactions entered, the report displays a breakdown by account name with the year-to-date information for amount and percentage. This includes the gross profit amount and percentage, total expenses and percentage, and net profit (or loss) amount and percentage.

To run the report, go to Reports > P & L > 1 Column P&L (Year to Date)-

Prints to Excel.

2 Column

P&L (Year to

Date)

Run the Post Transactions process before running this report.

268

2014 Client Write-Up Report Details

The report is based on income and expense transactions that have been entered and the

Post Transactions

process performed. This includes the gross profit, total expenses and net profit (or loss), current amount and percentage and prior month gross profit, total expenses and net profit (or loss) amount and percentage.

To run the report, go to Reports > P & L > 2 Column P&L (Year to Date).

2 Column

P&L (Year to

Date) —

Prints to

Excel

Run the Post Transactions process before running this report.

The report is based on income and expense transactions that have been entered and the

Post Transactions

process performed. This includes the gross profit, total expenses and net profit (or loss), current amount and percentage, and prior month gross profit, total expenses, and net profit (or loss) amount and percentage.

To run the report, go to Reports > P & L > 2 Column P&L (Year to Date)-

Prints to Excel.

Budget vs.

Actual

Run the Post Transactions process before running this report.

The report is a comparison of the actual profit and loss and the yearly budget. This includes the account names with gross profit broken down into actual, budget and difference, and net profit (or loss) broken down into actual, budget, and difference.

To run the report, go to Reports > P & L > Budget vs. Actual.

Budget vs.

Actual —

Prints to

Excel

Run the Post Transactions process before running this report.

The report is a comparison of the actual profit and loss and the yearly budget. This includes the account names with gross profit broken down into actual, budget, and difference, and net profit (or loss) broken down into actual, budget, and difference.

To run the report, go to Reports > P & L > Budget vs. Actual-Prints to Excel.

Prorated

Budget vs.

Actual

Run the Post Transactions process before running this report.

The report is a comparison of the actual amounts and the prorated budget as entered in the Chart of Accounts. The prorated budget is the budgeted amount for the period that has been posted year-to-date.

To run the report, go to Reports > P & L > Prorated Budget vs. Actual.

Prorated

Budget vs.

Actual —

Prints to

Excel

Run the Post Transactions process before running this report.

The report is a comparison of the actual amounts and the prorated budget as entered in the Chart of Accounts. The prorated budget is the budgeted amount for the period that has been posted year-to-date.

To run the report, go to Reports > P & L > Prorated Budget vs. Actual-

Prints to Excel.

269

Report Details 2014 Client Write-Up

Multi

Column

Divisional

P&L

Run the Post Transactions process before running this report.

The report is a multi-divisional profit and loss report. Select the Division and Number

of Divisions to include in the report. Included is the gross profit and net profit (or loss) of the selected divisions.

N

OTE

The division selected appears as the first division on the report. The number of divisions chosen indicates how many consecutive divisions are to be included in the report. The number of divisions includes the division initially selected. (For example, select Division 3 and the number of divisions to include is 4. The report will include divisions 3, 4, 5, and 6.).

To run the report, go to Reports > P & L > Multicolumn Divisional P&L.

Multi

Column

Divisional

P&L —

Prints to

Excel

Run the Post Transactions process before running this report.

The report is a multi-divisional profit and loss report. Select the Division and Number

of Divisions to include in the report. Included is the gross profit and net profit (or loss) of the selected divisions.

N

OTE

The division selected appears as the first division on the report. The number of divisions chosen indicates how many consecutive divisions are to be included in the report. The number of divisions includes the division initially selected. (For example, select Division 3 and the number of divisions to include is 4. The report will include divisions 3, 4, 5 and 6.).

To run the report, go to Reports > P & L > Multicolumn Divisional P&L-

Prints to Excel.

Multi

Column

Monthly P&L

Run the Post Transactions process before running this report.

After selecting a month and number of months to include, the report displays calculations for those months based on entries made prior to the last Post Transactions process. Calculations are listed by the account name with totals for gross and net profit

(or loss).

To run the report, go to Reports > P & L > Multicolumn Monthly P&L.

N

OTE

The month selected is the first month of the report. The number of months chosen indicates how many consecutive months are included in the report. The number of months includes the month initially selected. (For example, select the month of May and the number of months is four. The report includes the months of May, June, July, and

August.

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Multi

Column

Monthly P&L

— Prints to

Excel

Run the Post Transactions process before running this report.

After selecting a month and number of months to include, the report displays calculations for those months based on entries made prior to the last Post Transactions process. Calculations are listed by the account name with totals for gross and net profit

(or loss).

To run the report, go to Reports > P & L > Multicolumn Monthly P&L-

Prints to Excel.

N

OTE

The month selected is the first month of the report. The number of months chosen indicates how many consecutive months are included in the report. The number of months includes the month initially selected. (For example, select the month of May and the number of months is four. The report includes the months of May, June, July, and

August.

Monthly

Prior Year

Comparison

Run the Post Transactions process before running this report.

The report compares gross and net profit and loss for a selected month of this year and last year. This includes the account name, account amount, and percentage. The report also shows total income and total gross profit (or loss).

To run the report, go to Reports > P & L > Monthly Prior Year Comparison.

N

OTE

The current year is listed first.

Monthly

Prior Year

Comparison

— Prints to

Excel

Run the Post Transactions process before running this report.

The report compares gross and net profit and loss for a selected month of this year and last year. This includes the account name, account amount, and percentage. The report also shows total income and total gross profit (or loss).

To run the report, go to Reports > P & L > Monthly Prior Year Comparison-

Prints to Excel.

N

OTE

The current year is listed first.

P&L By Date

Run this report prior to running the Post Transactions process.

The report displays gross profit and expense amounts and percentage of change over the date range. Total expenses and net profit (or loss) is also shown.

To run the report, go to Reports > P & L > P & L By Date.

1 Column

Divisional

P&L By Date

Run this report prior to running the Post Transactions process.

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Report Details 2014 Client Write-Up

The report displays gross profit and expense amounts and percentage of change over the date range for a specified division. Total expenses and net profit (or loss) is also shown.

N

OTE

Refer to the section in this manual under “Headers and Footnotes” on page 53 to assign division information. Divisions must be set up before

generating transaction data in order to be reflected in division reports.

To run the report, go to Reports > P & L > 1 Column Divisional P&L By Date.

Transaction Listing Reports

Transaction Listing reports are based on transactions for periods that have been entered in Bookkeeping > Enter Transactions.

Journal

Code —

Transaction

Listing

Run this report prior to running the Post Transactions process.

The report generates a list of current transactions based on the journal selected. This includes the transaction number, transaction date, division, description, reference used for the transaction, account number, debit and credit entries, and debit and credit totals.

To run the report, go to Reports > Transaction Listings > Journal Code —

Transaction Listing.

N

OTE

Sort order is either Normal Sort or Sort by Reference Number. Nor-

mal Sort order displays transactions in the order they were entered.

Sort by Reference Number lists transactions by order of reference number assigned to the transactions.

Transaction

Listing

Run this report prior to running the Post Transactions process.

The report displays transactions in the order they were entered for the current month.

This includes the transaction number, transaction date, transaction journal, division, transaction description, reference used for the transaction, account number, debit and credit amounts, and debit and credit totals.

To run the report, go to Reports > Transaction Listings > Transaction Listing.

Transaction

Listing (Wide

Format)

Run this report prior to running the Post Transactions process.

The report displays transactions in the order they were entered for the current month.

This includes the transaction number, transaction date, transaction journal, division, codes for employees, vendors, and contractors, transaction description, reference used for the transaction, account number, debit and credit amounts, and debit and credit totals.

To run the report, go to

Reports > Transaction Listings > Transaction Listing (Wide Format).

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2014 Client Write-Up Report Details

Monthly

Transaction

Listing

Run this report prior to running the Post Transactions process.

The report displays transactions for the selected month in the order entered into

Bookkeeping > Enter Transactions. This includes the transaction number, transaction date, journal, division, description, reference used for the transaction, account number, and debit and credit.

To run the report, go to

Reports > Transaction Listings > Monthly Transaction Listing.

Transaction

Listing By

Date

Run this report prior to running the Post Transactions process.

The report displays transactions for the selected date range in the order entered. This includes the transaction number, transaction date, journal, division, description, reference used for the transaction, account number, debits, credits, and debit and credit totals.

To run the report, go to

Reports > Transaction Listings > Transaction Listing By Date.

Monthly

Transaction

Listing -

Sorted By

Date

Run this report prior to running the Post Transactions process.

The report displays transactions for the selected month sorted by the transaction date.

This includes the transaction number, transaction date, journal, division, description, reference used for the transaction, account number, debits, credits, and debit and credit totals.

To run the report, go to

Reports > Transaction Listings > Monthly Transaction Listing - Sorted By Date.

Transaction

Listing By

Date - Sorted

By Date

Run this report prior to running the Post Transactions process.

The report displays transactions for the selected month sorted by the transaction date.

This includes the transaction number, transaction date, journal, division, description, reference used for the transaction, account number, debits, credits, and debit and credit totals.

To run the report, go to

Reports > Transaction Listings > Transaction Listing By Date - Sorted By Date.

Archived

Bank Reconciliations

This report recreates the Bank Reconciliation report from previously completed bank reconciliations. This includes the transaction date, reference number, description, debit or credit amount, cleared transaction totals, adjusted bank balance, closing book balance, and unreconciled balance.

To run the report, go to

Reports > Transaction Listings > Archived Bank Reconciliations.

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Report Details 2014 Client Write-Up

Chart of Accounts Reports

Chart of

Accounts

Listing

Run the Post Transactions process before running this report.

The report is of the Chart of Accounts and displays and prints the Chart of Accounts.

This includes the account number, level, account name, account type, and starting balance.

To run the report, go to Reports > Chart of Accounts > Chart of Accounts Listing.

N

OTE

Current account balances are not included in this report.

Trial Balance

— Current

Run the Post Transactions process before running this report.

The report displays the current Chart of Accounts trial balance. This includes the account number, account name, and debit and credit amounts.

To run the report, go to Reports > Chart of Accounts > Trial Balance - Current.

Trial Balance

By Date

Run this report prior to running the Post Transactions process.

The report displays the current balance of each level zero account in the Chart of

Accounts based on the As of date entered. This includes the account number, account name, and debit and credit balances.

To run the report, go to Reports > Chart of Accounts > Trial Balance By Date.

Chart of

Accounts —

Prints to

Excel

Run the Post Transactions process before running this report.

The report displays the current balance and monthly balances of all accounts in the

Chart of Accounts. This includes the account number and name, account type and level, budget, current balance and start of year balance, monthly balances (January -

December), and divisional balances.

To run the report, go to Reports > Chart of Accounts-Prints to Excel.

Chart of

Accounts

Listing - No

Beginning

Balances

Run the Post Transactions process before running this report.

The report is of the Chart of Accounts and displays and prints the Chart of Accounts.

This includes the account number, level, account name, and account type. These is also a column for notes.

To run the report, go to Reports > Chart of Accounts > Chart of Accounts Listing -

No Beginning Balances.

N

OTE

Current account balances are not included in this report.

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2014 Client Write-Up Report Details

Cash Flow Reports

Cash Flow

By Date

Run this report prior to running the Post Transactions process.

N

OTE

Only accounts designated in the Chart of Accounts with a Cash Flow

Classification of Operating, Investing, or Financing appear in the

Cash Flow report. Accounts with a Cash Flow Classification of N/A

(no classification) do not appear on the Cash Flow report. For information on assigning a cash flow classification to accounts, see

Cash Flow

Classification .

This report uses the Indirect method. It starts with Net Income for the selected period and makes adjustments for all accrual based accounting transactions, such as

Accounts Payable and Accounts Receivable, to report a company’s cash flow on a cash basis.

This report displays Cash Flow From and Net Cash Provided by Operating, Investing, and Financing activities. The Net Increase (or Decrease) in cash is also displayed along with the cash at the beginning and end of the period.

To run the report, go to Reports > Cash Flow > Cash Flow By Date.

Accounts Payable Reports

These reports are not dependent on posting transactions so they may be run either before or after running the Post Transactions process.

N

OTE

Select Mask SSN to have Social Security Numbers appear in Accounts

Payable, Payroll, and Accountant Info Reports as XXX-XX-1234. This option remains selected until the check box is cleared.

Vendor

Listing

The report displays basic information about each vendor for the current client. This includes the vendor code, company name, contact name, SSN/EIN, phone number, address, and the cash and expense accounts. You can sort the report by Vendor Com-

pany Name or Vendor Code.

To run the report, go to Reports > Accounts Payable > Vendor Listing.

Open Invoice

Report

The report displays information about invoices entered in Client Write-Up that are not paid in full. They could be partially paid or not paid at all. This includes the vendor code, vendor name, invoice number and date, the invoice amount, due date, discount amount, status (Unpaid or Partially Paid), payments made, and the net invoice amount. The net invoice amount is the actual amount owed (invoice amount less any discounts and rebates plus late fees, insurance, taxes, shipping charges, and any other charges). This report is sorted by invoice number.

To run the report, go to Reports > Accounts Payable > Open Invoice Report.

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Report Details 2014 Client Write-Up

Cash

Requirements

Report

The report displays the due date, amount due on that date, and a running total of the net amount due. This includes the due date, vendor code, vendor name, invoice number, invoice date and amount, the discount, net due, total of invoices for each date, and the running total of all outstanding invoices. This reports is sorted by invoice due date.

To run the report, go to Reports > Accounts Payable > Cash Requirements Report.

List

NonVendors with Activity

The report displays the check register for NonVendor checks printed based on a starting and ending date range. Only NonVendors with activity within these dates are included. The report includes each NonVendor’s name, address, each check date, check number, and check amount, the total number of checks printed and total check amount for each NonVendor, and the number of voids.

To run the report, go to

Reports >Accounts Payable > List NonVendors with Activity.

Live Vendor

Check

Register

The report displays the check register for vendor checks printed based on a starting and ending date range. This includes the check number, check date, the payee, check amount, and if the check was voided. A total count for valid checks written, voids, and the total amount for valid checks written is included.

To run the report, go to

Reports >Accounts Payable > Live Vendor Check Register.

Vendor

Payments

Register

The report displays the payment register (live and ATF) for vendor payments based on a starting and ending date range. This includes the check number and payment type, live or ATF, payment date, the payee, check amount, invoice ID and invoice number.

Also included is a count of the number of live payments and ATF payments broken down by type of payment (cash, check, credit card, electronic transfer, and other).

Each of these payment types are totaled with a grand total count and grand total amount listed.

To run the report, go to Reports >Accounts Payable > Vendor Payments Register.

List

NonVendors with Activity

— Omit

Voids

The report displays the check register for NonVendor checks printed based on a starting and ending date range. Only NonVendors with activity within these dates are included. Checks that have been voided are not included in this report. The report includes each NonVendor’s name, address, each check date, check number, and check amount, the total number of checks printed and total check amount for each NonVendor.

Select to include all NonVendors with activity or report on a single NonVendor’s activity.

To run the report, go to

Reports >Accounts Payable > List NonVendors with Activity - Omit Voids.

Live Vendor

Check

Register —

Omit Voids

The report displays the check register for vendor checks printed based on a starting and ending date range. Checks that have been voided are not included in this report.

This includes the check number, check date, the payee, check amount, total number of valid checks written, voids, and the total amount for valid checks written.

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2014 Client Write-Up Report Details

To run the report, go to Reports >Accounts Payable > Live Vendor Check Register

- Omit Voids.

Accounts Receivable Reports

These reports are not dependent on posting transactions so they may be run either before or after running the Post Transactions process.

Customer

List

The report displays detailed information about each customer or for an individual customer of the current client. This includes their status, billing and shipping addresses, discount rate, credit limit, debit and credit year-to-date amounts, and their current balance. Sort the report by Customer Name or Customer Code.

To run the report, go to Reports > Accounts Receivable > Customer List.

Invoices

Use this report to batch print invoices. Select to display either Product Invoices or

Service/Professional Invoices. Next, select a range of consecutive invoices by clicking on the first invoice to print and, while holding the S

HIFT

key down, click on the last invoice to print. To print non-consecutive invoices, click on the first invoice then, while holding the C

ONTROL

key down, select the other invoices to print.

Select the date to appear on the invoices.

To run the report, go to Reports > Accounts Receivable > Invoices.

Customer

Statement

Use this report to print a customer’s monthly statement. Select the Customer and the

Start and End Dates.

The statement includes the client information, the customer name, address, and customer ID, the statement date and period ending date, invoice numbers and dates, whether the transaction is an invoice or a return, the transaction type, debit and credit entries (and totals), and a running balance.

To run the report, go to Reports > Accounts Receivable > Customer Statement.

Customer

Statement —

Balance

Owed

This is the same report as the Customer Statement except that only statements for customers with an outstanding balance owed prints. If the customer has either a credit balance or a zero balance, the report is blank. Select the Customer and the Start and

End Dates.

The statement includes the client information, the customer name, address, and customer ID, the statement date and period ending date, invoice numbers and dates, whether the transaction is an invoice or a return, the transaction type, debit and credit entries (and totals), and a running balance.

To run the report, go to Reports > Accounts Receivable > Customer Statement -

Balance Owed.

Past Due

Report

This is a past due aging report for all customers with an outstanding balance. Select the date to print at the top of the report. Information included is the Customer Code,

Customer Name, and the amount past due for each client 1-30 days, 31-60 days, 91-

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Report Details 2014 Client Write-Up

120 days, and over 120 days. Individual client totals, totals of all clients for each aging period, and a grand total past due is also included.

To run the report, go to Reports > Accounts Receivable > Past Due Report.

Aged

Receivables

Report

This report shows every invoice by customer and the amount current and overdue.

This includes the customer code, customer name, invoice number, invoice date, due date, amount current, amount overdue, total amount current, total amount overdue, number of days overdue by individual invoice. The number of invoices past due are counted and totaled by aging periods. Totals of all invoices past due by aging period are included.

To run the report, go to

Reports > Accounts Receivable > Aged Receivables Report.

Sales Tax

Record List

The report displays detailed information about each sales tax record entered. This includes the sales tax code and name, the tax rate, if the tax is sales tax or freight tax exempt, and the maximum taxable amount for each. Sort the report by sales tax code or sales tax name.

To run the report, go to Reports > Accounts Receivable > Sales Tax Record List.

Sales Tax

Summary

This report displays detailed information about the amount of sales tax charged customers sorted by either sales tax name or sales tax code. This report is useful in determining the amount of sales tax to pay each state, county, and city. The detail on the report includes the state, county, and city name, the amount of sales tax collected for each entity, taxable and non-taxable sales, taxable and non-taxable shipping charges, and total sales. Select to run a sales tax summary listing for all tax codes or a single tax code.

To run the report, go to Reports > Accounts Receivable > Sales Tax Summary.

Payroll Reports

Payroll reports generate a variety of reports regarding employees and contractors.

These reports are not dependent on posting transactions so they may be run either before or after running the Post Transactions process.

N

OTE

Select Mask SSN to have Social Security Numbers appear in Accounts

Payable, Payroll, and Accountant Info Reports as XXX-XX-1234. This option remains selected until the check box is cleared.

Check

Register —

Contractor

The report displays a check register for contractors. This includes the check number, check date, payee, check amount, and the total of all checks in the date range selected.

To run the report, go to Reports > Payroll > Check Register - Contractor.

Check

Register —

Employee

The report displays a check register for employees. This includes the check number, check date, payee, check amount, and the total of all checks in the date range selected.

To run the report, go to Reports > Payroll > Check Register - Employee.

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2014 Client Write-Up Report Details

Contractor

List

The report displays basic information about each contractor for the current client. Use this report for contractor verification. This includes the contractor code, SSN/EIN, name, division, phone number, and address. Sort the report by contractor name or contractor code.

To run the report, go to Reports > Payroll > Contractor List.

Detailed

Employee

List

The report displays detailed information about each employee for the current client.

This includes payroll, tax detail, payroll earnings information, and the NAICS code.

Sort the report by Employee Name or Employee Code.

To run the report, go to Reports > Payroll > Detailed Employee List.

N

OTE

The report can be run for all employees or for an individual employee.

Employee

List

The report displays basic information about each employee for the current client. Use this report for employee verification. This includes employee code, SSN/EIN, name, division, phone number, and address. You can sort the report by Employee Name or

Employee Code.

To run the report, go to Reports > Payroll > Employee List.

Payroll

Journal —

Employees

The report is based on the date checks were written. This includes the employee code, employee name, employee SSN, check number, check date, pay rate, regular earnings, regular pay, pay per piece, gross pay, FICA, Medicare, federal, state, tips, benefits and deductions, net pay, and transaction number. Sort the report by Employee Name,

Employee Code, or Division, then select a report type: Payroll Journal or Payroll

Journal for an Individual. The report prints subtotals by either employee or division, depending on which sort option was selected.

To run the report, go to Reports > Payroll > Payroll Journal — Employees.

N

OTE

Checks are listed individually for each employee with totals for the date range selected and year to date. A total for all employees for the date range and year to date is also displayed.

Payroll

Journal —

Employees

Expanded

The report displays all income, benefits, deductions and withholding information for either an individual or all employees based on a starting and ending date range. This includes the employee code, employee name, employee SSN, check number, check date, net pay, medicare, FICA, state, federal, and local tax withholding, tips, sick pay, overtime pay, holiday and vacation pay, total of benefits and deductions, commissions, and number of pieces. Sort the report by Employee Name, Employee Code, or Divi-

sion, then select a report type: Payroll Journal or Payroll Journal for an Individ-

ual.

To run the report, go to Reports > Payroll > Payroll Journal —

Employees Expanded.

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Report Details 2014 Client Write-Up

Payroll

Journal —

Contractors

The report is based on the date the check was written. This includes the check number, check date, gross pay, federal withholding, state withholding, net pay, transaction number, contractor code, contractor name, and SSN/EIN. Sort the report by Contrac-

tor Name, Contractor Code, or Division, then select a report type: Payroll Journal or Payroll Journal for an Individual.

To run the report, go to Reports > Payroll > Payroll Journal — Contractors.

N

OTE

Checks are listed individually for each contractor with totals for the date range selected and year to date. A total for all contractors for the date range and year to date is also displayed.

Payroll

Report —

Contractors

The report is based on the pay period ending date and displays the individual contractor totals and the total of all contractors. This includes the name, date, check number, gross pay, federal withholding, state withholding, and net pay. Sort the report by the

Contractor Name or Contractor Code, Date, or Division, then select a report type:

Full Payroll Listing, Unpaid Payroll Listing, or Payroll Listing for an Individual.

To run the report, go to Reports > Payroll > Payroll Report — Contractors.

Payroll

Report —

Employees

The report is based on the pay period ending date entered on the check and displays the total of all checks. This includes the name, pay period ending date, check number, regular hours, overtime hours, tips, pay rate, regular earnings, regular pay, pay per piece, gross pay, Social Security, Medicare, federal withholding, state withholding, deductions, benefits, and net pay. Sort the report by the Employee Name, Employee

Code, Date, or Division, then choose a report type: Full Payroll Listing, Unpaid

Payroll Listing, or Payroll Listing for an Individual.

To run the report, go to Reports > Payroll > Payroll Report — Employees.

Payroll

Report —

Employees

Expanded

The report displays all income, benefits, deductions and withholding information for either an individual or all employees based on a starting and ending date range. This includes the employee name, check number, check date, net pay, regular hours and overtime hours, gross pay, medicare, social security, state, federal, and local tax withholding, tips, sick pay, overtime pay, holiday and vacation pay, total of benefits and deductions, commissions, and number of pieces. Sort the report by Employee Name,

Employee Code, Date or Division, then select a report type: Full Payroll Listing,

Unpaid Payroll Listing, or Payroll Listing for an Individual.

To run the report, go to Reports > Payroll > Payroll Report —

Employees Expanded.

Tax Liability

Report - by

Check Date

The report displays the tax liability for the employee and the employer with the exception of the employer's federal and state liability. Included for the employee is the federal, state, Medicare, and Social Security (plus totals). Included for the employer is

Medicare and Social Security (plus totals).

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2014 Client Write-Up Report Details

To run the report, go to Reports > Payroll > Tax Liability Report by Check Date.

N

OTE

FUTA is reported on Reports > Payroll > FUTA Journal. All state information for the employer is on Report > State Wage Reports

(appropriate state and quarter).

Withholdings

- by

Payperiod

End Date

The report is based on information in Employees > Deductions & Benefits and

Employees > Employee Setup (Deductions and Benefits tabs). This includes the employee name, date, and name of deductions or benefits (depending on report selection). Each benefit or deduction shows a total for each employee and a total for all employees. Sort the report by Employee Name, Employee Code, or Date, then select a report type: Benefits or Deductions.

To run the report, go to Reports > Payroll > Withholdings.

N

OTE

The report does not include federal, state, Medicare, or Social Security withholding amounts.

Withholdings

(Wide

Format)

The report is based on information in Employees > Deductions & Benefits and

Employees > Employee Setup (Deductions and Benefits tabs). This includes the employee name, date, and name of deductions or benefits (depending on report selection). Each benefit or deduction shows a total for each employee and a total for all employees. Sort the report by Employee Name, Employee Code, or Date, then choose a report type: Benefits or Deductions.

To run the report, go to Reports > Payroll > Withholdings (Wide Format).

N

OTE

The report does not include federal, state, Medicare, or Social Security withholding amounts.

Hours

Report —

Employees

The report is based on the hours worked information from live payroll and ATF payroll. This includes the employee name, employee code, date, regular hours, regular pay, overtime hours, overtime pay, vacation hours, holiday hours, sick hours, vacation/ holiday/sick pay, and gross pay. Sort the report by Employee Name, Employee Code, or Date, then by report type: Payroll Hours or Payroll Hours Listing for an Indi-

vidual.

N

OTE

OT Pay displays either the full overtime pay or just the overtime premium depending upon the selection in the

Employees > Account & Payroll Information > Payroll Options tab.

If Store all overtime pay separate from regular pay is selected, all overtime pay displays under OT Pay on the Hours Report.

If Store all overtime pay separate from regular pay is not selected, only the OT premium displays under OT Pay on the Hours Report.

To run the report, go to Reports > Payroll > Hours Report — Employees.

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Report Details 2014 Client Write-Up

FUTA

Journal

The report displays the employer's annual federal unemployment (FUTA) tax return report.

The information is generated from data entered on the Firm > Firm Info./

Global Settings, Employees > Account & Payroll Information,

Employees > Employee Setup. This includes the federal wage base, employee name, employee code, employee SSN, check number, check date, wages subject to taxes, taxable wages, and FUTA tax. This information is also broken down by quarter. The quarterly summary includes the quarter number, number of transactions for the quarter, subject wages, taxable wages, FUTA tax, and the credit reduction amount. There is a grand total for the number of transactions, wages subject to taxes, taxable wages,

FUTA tax, and the credit reduction amount. You can sort the report by Employee

Name or Employee Code, then by report type: Full FUTA Journal Listing or FUTA

Journal Summary Listing.

To run the report, go to Reports > Payroll > FUTA Journal.

SUTA

Journal

The report displays the employer's annual state unemployment (SUTA) tax return report. Sort the report by employee name or employee code and select to display a full

FUTA journal listing or a FUTA journal summary listing. The report includes a breakdown by quarter of the number of transactions, the subject and taxable wages, SUTA tax, and check number and check date.

To run the report, go to Reports > Payroll > SUTA Journal.

401K Report

The report displays the amount of the employee’s 401K contribution and the employer’s matching contribution. Sort the report by employee name, employee code, date, or division. The report includes the employee name, pay period date, check number, employee 401K amount, employer 401K match, and totals for each employee.

To run the report, go to Reports > Payroll > 401K Report.

Consolidated Check

Register

The report displays individual printed check information for a date range for vendors, employees, and contractors. Totals for each of these groups are displayed and a grand total of all three groups is displayed. The report includes the check number, check date, payee, and check amount. The employee status (hourly, salaried, commission, officer salary, etc.) is also displayed.

To run the report, go to Reports > Payroll > Consolidated Check Register.

Tax Liability

Report - by

Pay Period

End Date

The report displays the total withholding amounts for a date range based on the pay period ending date rather than check dates. These include the total employee portion of Federal, Medicare, Social Security, State, and Local withholding. The employers total of Medicare and Social Security withholding is also included. Totals for each of these categories are listed along with the grand total tax liability.

To run the report, go to

Reports > Payroll > Tax Liability Report by Pay Period End Date.

Withholdings

— by Check

Date

The report displays the deduction amounts or the benefit amounts for a date range based on the check date. Sort the report by employee name, employee code, or date.

The report includes the employee name, check date, the deduction or benefit name,

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2014 Client Write-Up Report Details

amount withheld for the each deduction or benefit, subtotals and totals for each deduction and benefit.

To run the report, go to Reports > Payroll > Withholdings - by Check Date.

Deleted

Checks

Report -

Employees

The report displays employee payroll check information that has been deleted within a specified date range. Sort the report by employee name, employee code, or division.

Select to display deleted check information for a specific employee or for all employees. The report includes the employee code, employee name, SSN, check number (if available), check date, the date the check was deleted, gross earnings and net pay for the date range and year-to-date, totals for each employee, and totals for all employees.

To run the report, go to Reports > Payroll > Deleted Checks Report - Employees.

Deleted

Checks

Report -

Contractors

The report displays contractor payment check information that has been deleted within a specified date range. Sort the report by contractor name, contractor code, or division. Select to display deleted check information for a specific contractor or for all contractors. The report includes the contractor code, contractor name, the tax ID number, check number (if available), check date, the date the check was deleted, gross earnings and net pay for the date range and year-to-date, totals for each contractor, and totals for all contractors.

To run the report, go to Reports > Payroll > Deleted Checks Report - Contractor.

Hours

Report -

Employees - by Check

Date

The report displays employee hours (live and after the fact) based on a range of check dates. Sort the report by employee name, employee code, or date. Select to display payroll hours for all employees or for an individual. The report includes the employee name, check date, regular hours, regular pay, overtime hours and pay, vacation hours and pay, holiday hours and pay, sick hours and pay, and gross pay for each check. Subtotals for each of these are listed for each employee and the total of all of these categories is also listed.

To run the report, go to Reports > Payroll > Hours Report - Employees - by Check

Date.

Healthcare

Eligibility

List

The report displays information for employees employed and active for 90 days. Each employee’s hire date must be correctly entered (Employees > Employee Setup >

Personal Info) for the listing to be correct. Sort the report by employee name or employee code. The report includes the employee code, SSN or EIN, employee name, phone number, employment status, and hire date.

To run the report, go to Reports > Payroll > Healthcare Eligibility List.

Current

Earnings

Report

The report displays employee hours and pay (live and after the fact) based on a range of check dates. The report includes the employee name, pay type (if a pay rate description has been entered in the employee’s setup), hours worked, pay amount, overtime pay, gross pay, and tips for each check. Totals of all of these categories are listed.

To run the report, go to Reports > Payroll > Current Earnings Report.

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Report Details 2014 Client Write-Up

Current

Earnings

Report

Summary

The report displays employee hours and pay for a specified range of check dates, quarterly totals, and year to date totals. The report includes the pay type (if a pay rate description has been entered in the employee’s setup), hours worked, pay amount, overtime pay, gross pay, and tips for the period.

To run the report, go to Reports > Payroll > Current Earnings Report Summary.

State Tax & Wage Reports

These reports are the state wage reports. Select the processing payroll state. Reports are generated for the current year only. Select a quarter for the report.

These reports are not dependent on posting transactions so they may be run either before or after running the Post Transactions process.

The information for these reports is generated by data entered in

Setup > Client Information, Firm > Firm Info./Global Settings,

Employees > Account & Payroll Information, and Employees > Employee Setup.

To run the report, go to Reports > State Tax & Wage.

Information in the white data entry fields can be edited. Once the information is verified, click Save to view the final report.

CWU does not electronically file state wage reports. If additional state information is needed, please contact CWU Support at (828) 349-5547.

Accountant Info Reports

These reports are not dependent on posting transactions so they may be run either before or after running the Post Transactions process.

N

OTE

Select Mask SSN to have Social Security Numbers appear in Accounts

Payable, Payroll, and Accountant Info Reports as XXX-XX-1234. This option remains selected until the check box is cleared.

Client Detail

List

This report summarizes each client’s contact and business information. The information comes from Setup > Client Information > Contact Information and

Setup > Client Information > Business Information. You can sort the report by Cli-

ent Name or Client Code, then by report type: Client Info Detail List or Detail Info

List for a selected client.

To run the report, go to Reports > Accountant Info > Client Detail List.

Client List

This report lists each client’s name, client code, business type, and EIN. The information comes from Setup > Client Information > Contact Information and

Setup > Client Information > Business Information. You can sort the report by Cli-

ent Name or Client Code.

To run the report, go to Reports > Accountant Info > Client List.

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2014 Client Write-Up Report Details

Report Review

This option displays the reports that have been generated by Client Write-Up and enables you to reprint a previously produced report.

To review a previously produced CWU report, complete the following steps:

1.

Go to Reports > Report Review.

Figure 11-2: Report Review

2.

From the drop list at the top left, filter reports by display format including text,

Rich Text Format (RTF) file, Microsoft Word, Microsoft Works, PDF format,

DDOC file format, Excel, Direct Deposit reports in PDF, Excel, and Comma Separated Value (CSV) formats, Direct Deposit transmission reports in text (TXT) format and 94X series tax returns. Display Release Notes shows specific information about each update of the Client Write-Up program that has been downloaded and installed.

3.

Click a column to sort the list in ascending or descending order by report name or date time stamp.

4.

Select the box beside the report you wish to review then click OK.

5.

Select the program you wish to use to view the report from the Open With window and click OK.

Delete — Delete saved reports by selecting the report and click Delete.

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Report Details 2014 Client Write-Up

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Installing Program Updates 2014 Client Write-Up

12

Tools

This section reviews the following:

The various tools and file maintenance utilities available on the Tools menu.

Details on additional utilities and tools in Client Write-Up.

Installing Program Updates

Use this function to update the Client Write-Up program files on your computer.

An Internet connection is required for this option.

I

MPORTANT

If you are on a network, everyone on the network must be out of the program to install an update.

Complete the following steps to download and install updates:

1.

Go to Tools > Install Program Updates. CWU uses your Internet connection to connect to Drake.

Figure 12-1: Update Manager

2.

Click Check for Available Updates. CWU connects to Drake to determine update needs on your computer.

3.

If updates are found, the number of updates available displays. Click Get

Updates. Updates are downloaded and installed into your CWU program. If no updates were found, click Exit.

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Update Prior Year Clients 2014 Client Write-Up

Viewing Release Notes

Each time CWU program updates are downloaded and installed, specific information about each update is also downloaded.

Complete the following steps to view the release notes:

1.

Go to Tools > Install Program Updates.

2.

Click View Release Notes.

3.

Select the box next to the release notes you wish to view.

4.

Click OK.

5.

Select the program you wish to use to view the release notes.

6.

Click OK.

N

OTE

You can also view release notes by going to Reports

> Report Review

and selecting Display

Release

Notes from the drop list.

Drake Dialer

The Drake Dialer is a dial-up connection to Drake Software that can be used to download Client Write-Up software updates.

To install the Drake Dialer, go to Tools > Install Program Updates. Click the

Install Dialer button at the bottom of the window. A new dial-up connection is installed to the computer

When CWU attempts to download program updates, it first looks for a regular Internet connection. If no connection is found, the Drake Dialer is invoked. A modem with a phone line attached is required in order to use the Drake Dialer. This connection is a long distance call.

Update Prior Year Clients

Bring forward all client setup information from the Client Write-Up 2013 program.

Wait until the Year End Close process has been performed for the prior year so the

COA information can be updated.

If Update Prior Year Clients is run before closing out CWU 2013, the client’s COA is copied into CWU 2014 with no balances. CWU 2014 continues to check if the Year

End Close GL process has been run in CWU 2013. If it has, you will be prompted to update your bookkeeping whenever you access the CWU 2014 Chart of Accounts.

W

ARNING

Once you have run Update Prior Year Clients, do not continue to enter payroll into CWU 2013.

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2014 Client Write-Up File Maintenance

To update Client Write-Up clients from a prior year, complete the following steps:

W

ARNING

Close all other instances of Client Write-Up before updating prior year clients. Only CWU 2014 should be running.

1.

Go to Tools > Update Prior Year Clients.

Figure 12-2: Update Prior Year Clients

2.

Select the location of the client files to convert to the 2014 program by clicking the location. If the proper location isn’t displayed, click the browse icon ( ) and navigate to the correct location.

3.

The client files in the selected location are displayed at the bottom of the dialog box. Select the individual client files by clicking the box, or click Select All to covert all clients in this location.

4.

Click Update.

File Maintenance

The file maintenance features include backing up, restoring, and deleting client files.

To access Client Write-Up file maintenance features, go to

Tools > File Maintenance.

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File Maintenance 2014 Client Write-Up

Auto Backup

Set up CWU to automatically backup client files at designated times or use the

Backup speed button ( ) on the CWU tool bar for manual backups.

When Auto Backup is selected, CWU backs up the current client information to the default backup folder (see “Backup Path” under

“Firm Info/Global Settings” ).

To activate the auto backup feature, complete the following:

1.

Go to Tools > File Maintenance > Auto Backup. The Auto Backup dialog box opens.

Figure 12-3: Auto Backup

290

2.

Select either Start of Client Session or End of Client Session. If neither of these are selected, no backups take place automatically.

Start of Client Session — When this option is selected, the active client’s information is backed up when CWU is launched and, when changing the active client, the newly active client’s information is backed up. Files backed up using this option have an S (start of session) added to the end of the file name (e.g. Drake_Co_2014-01-15_14-21_S.ZIP).

End of Client Session — When this option is selected, the active client information is backed up when you exit CWU and, when changing the active client, the client you are leaving is backed up. Files backed up using this option have an E (end of session) added to the end of the file name (e.g.

Drake_Co_2014-01-15_14-21_E.ZIP).

N

OTE

Both the Start of Client Session and End of Client Session options may be selected. This results in a backup of the active client taking place when launching CWU and when exiting CWU. Also, when changing the active client, the client you are changing from and the client you are changing to are backed up.

3.

Click Save.

File Maintenance 2014 Client Write-Up

Backup

Create frequent backups of client files to a secure location for archival purposes. The backup process makes a copy of client data and stores it in the specified backup location.

I

MPORTANT

Make backups of client data at least once a week. Be sure to backup to a separate storage location, such as a “thumb” or

“flash” drive, or some other media that can either be carried away from your office location or is permanently located away from your office (such as online data backup provider). This ensures you can recover data should your office be damaged by fire, flood, or some other disaster.

To backup one or more clients, complete the following:

1.

Go to Tools > File Maintenance > Backup. The Backup File Selection dialog box opens.

Figure 12-4: Backup Client Files

2.

A backup path must be specified. (See “Backup Path Restrictions” on page 292

.)

The current backup path is displayed in the bottom left of the Backup File Selec-

tion dialog box. If necessary, complete one of the following steps:

If the path reads “NO PATH SET,” a path must be selected. To enter a default backup path, go to Firm > Firm Info./Global Settings and enter a Backup

Path.

To override the default path and enter a temporary path, click Change Path to open the Temporary Back-Up Location window. Select a drive from the

Drive drop list. Then select a directory or subfolder. CWU will not back up to a drive letter. See

“Backup Path Restrictions” for more detail. The selected

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File Maintenance 2014 Client Write-Up

backup location is displayed in the Temporary Back-Up Location field.

Click OK.

3.

Click the boxes to select clients for backup from the Client Code column. Once a box is selected, a check appears in the box. To select all clients, click Select All.

4.

Click Backup. A prompt appears when the backup process is complete. Click

OK.

5.

Click Exit to exit Backup File Selection.

Backups are created with at time/date stamp added to the name. This prevents overwriting a previous backup and helps you identify the correct backup to restore

.

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OTE

Client Write-Up uses Zip file compression to reduce the amount of disk space required for backup files.

Backup Path

Restrictions

To prevent unintentionally cluttering key folders on your hard drive, a few restrictions apply when selecting a backup path.

The backup path cannot be a drive's root (topmost) folder.

You must specify a subfolder. An example of an acceptable path is “C:\CWU2014Archives\”. An example of an unacceptable path is “C:\”.

I

MPORTANT

You cannot specify CWU's root or CWU's clients folder. An example of an unacceptable path is “C:\CWU2014\”.

If you don’t specify a valid backup path, the program defaults to

\CWU2014\Clients\Backups\.

Restore

In order to restore a client, you must first:

1.

Make a backup of the client files. See “Backup” on page 291 .

2.

Before client files can be restored, the client must be deleted. See

“Delete Client” on page 293 .

To restore a client, complete the following steps:

1.

Go to Tools > File Maintenance > Restore. The Restore File Selection dialog box opens with all clients in the current backup location listed.

I

MPORTANT

The same version of CWU that was used to back up the client file must be used to restore the file.

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2014 Client Write-Up

Figure 12-5: Restore Client Files

File Maintenance

To restore from a different location, click Change Path to open the Locate Files to

Restore window. Select the drive from the Drive list. The selected restore location is displayed in the field at the bottom of the dialog box. Click Save. This creates a restore path for this restoration only.

2.

Select a client from the list at the top of the window. The files that have been backed up for the selected client display in the bottom portion of the window.

3.

Select a file to restore.

N

OTE

CWU uses a time and date stamp when client files are backed up. Let’s use the file “DRAKE_CO_2014-04-03_17-24.zip” as our example.

Reading this file name left to right, information for client code

“DRAKE_CO” was backed up. The backup was performed on 04/03/

2014 at 5:24 pm, and the file is “zipped” to reduce the file size.

4.

Click Restore.

Delete Client

Client files can be deleted in Client Write-Up. Always make a backup the client files

before deleting the client. See “Backup” on page 291

.

To delete client files, complete the following steps:

1.

Go to Tools > File Maintenance > Delete Client. The Delete a Client window is opened.

2.

Click to select a client from the list.

3.

Click Delete.

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Rebuild Client List 2014 Client Write-Up

N

4.

When the Confirm Folder Delete window appears, click Yes. The deleted file is moved to the recycle bin.

OTE

The active client (the client currently open) is not displayed in the list. To delete the currently open client you must change to another client. Click

Change from the Home window and select a different client, then proceed with the delete process.

Restore Excel Templates

CWU provides a duplicate set of Excel import template files in case the working copies of the templates are overwritten or become corrupted.

To restore the Excel template files:

1.

Go to Tools > File Maintenance > Restore Excel Templates.

2.

Click Restore Templates. The template files are copied from a backup folder to a working folder.

3.

Click OK.

4.

Click Exit.

Repair & Rebuild Payables Index Files

To rebuild the CWU Accounts Payable index files:

1.

Go to Tools > File Maintenance > Repair & Rebuild Payables Index Files

2.

Click to select clients for AP index rebuilding from the Client Code column. To select all clients, click Select All.

3.

Click OK. A Reindexing is complete message displays after reindexing is successful.

4.

Click OK.

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OTE

This feature is typically used only when a CWU Technical Support Representative requests it to be run.

Rebuild Client List

Run Rebuild Client List any time clients are missing from the Select a Client dialog box. This may occur when you add or delete clients.

To rebuild the client list, complete the following steps:

1.

Go to Tools > Rebuild Client List.

2.

When the Reindex Successful message appears, click OK.

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2014 Client Write-Up Printing Blank Forms

Printing Blank Forms

Blank forms can be viewed and printed in CWU. Some forms are supplied for informational purposes only. Not all forms available for viewing and printing are approved for filing purposes.

Complete the following steps to view and/or print blank forms.

1.

Go to Tools > Print Blank Forms. The View/Print Blank Forms window opens.

Figure 12-6: Print Blank Forms

2.

Enter the form year.

3.

Click to select a form group, either Federal W2s/W3, Federal 1099Ms/1096,

Federal 94X series, or State Wage Forms. All forms used in CWU related to the selected form group display in a list box.

4.

Double-click a form, or click to select the form and click Go To Form. The form is displayed in the report viewer where it can be viewed or printed.

Calculator

Use the calculator function to assist with calculations prior to making entries in CWU.

To access the calculator, from the CWU Home window, go to Tools > Calculator.

The calculator operates similarly to your desktop calculator. Use either your keyboard’s numeric keypad to enter numbers or click the calculator’s numbers and functions. Show as many as three decimal places. You can also show a printable “tape” of your calculations by clicking View All Calculations.

295

Adobe Reader Download 2014 Client Write-Up

Adobe Reader Download

When Client Write-Up reports run, a “PDF” file is created. This file type requires either the Adobe Reader program (sometimes called “Acrobat Reader”) or some other program that can read PDF files in order to view the report. Download the Adobe

Reader program by going to Tools > Adobe Reader Download. This is a free download.

N

OTE

This feature requires an Internet connection.

Where to File Tax Returns

When this option is selected, the IRS.gov website opens and displays their “Where to

File Tax Returns - Addresses Listed by Return Type” webpage. This information is helpful when mailing tax returns and is the most up-to-date address information. To access this information, from the CWU Home window, go to Tools > Where to File

Tax Returns.

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OTE

This feature requires an Internet connection.

Client Notes

Use Client Notes to enter and save notes about each of your clients.

To enter client notes:

1.

Go to Tools > Client Notes.

2.

Enter client notes as you would in a word processor.

3.

Click Save.

Clear — Deletes the notes. The deletion is not permanent until Save is selected.

Append Date — Select this button to include the current date and time with a note.

Copy All — Select this button to copy all notes to your computer’s clipboard so they can be pasted into another program (e.g. word processor, e-mail, etc.)

Archive — Save the current notes into a separate file.

Always append Date/Time on startup — Select this option to have the date and time automatically included with your notes each time the Client Notes window opens.

Printing Mailing Labels

Print batch or single mailing labels using a strip label printer.

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2014 Client Write-Up Spreadsheet Imports

Batch print mailing labels for your clients’ employees, contractors, AP vendors, AR customers, or to your clients’ primary contact address. You can also print single mailing labels by typing an address not already entered in CWU.

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OTE

This feature is to be used with label printers that print on rolls of labels.

The recommended label size is 3 1/2” x 1 1/8”. Printing to sheets of labels produces one label per page.

Printing Single Mailing Labels

Single mailing labels can be printed to individuals not already entered into CWU.

To print single mailing labels:

1.

Go to Tools > Print Mailing Labels.

2.

Select the label printer from the Printer drop list.

3.

Enter the number of copies of the label to be printed in the Copies field.

4.

Type the label information in the Single Label area.

5.

Click Print Single.

Printing Mailing Labels from CWU Lists

Print all or selected labels from a clients list of employees, contractors, vendors, or customers or print labels to your clients. All of these lists can be sorted based on several criteria.

To print mailing labels from an existing list in CWU:

1.

Go to Tools > Print Mailing Labels.

2.

Select the label printer from the Printer drop list.

3.

Enter the number of copies of the label to be printed in the Copies field.

4.

Select the group (AR Customers, Clients, Contractors, Employees, or Vendors) from the Label Type field.

5.

Select the Sort By criteria.

6.

Select and print labels by either:

Click Print All to print all labels listed in the grid. It is not necessary to select all when printing all labels listed in the grid.

Select individual labels to print by clicking beside the Code field in the X column and click Print Selected.

Select all but a few labels to print from a list by clicking Select All then clearing the X column for those that you do not want to print. Click Print

Selected.

Spreadsheet Imports

Use this feature to import client information into CWU. Excel templates are used so that the data coming into CWU is in the appropriate order and format. Data can be

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Spreadsheet Imports 2014 Client Write-Up

typed directly into the appropriate template or pasted into the template after being exported from another accounting software program.

The following information can be imported into CWU:

Chart of Accounts including account balances

Employee information

Contractor information

Accounts Payable Vendor information

Accounts Receivable Customer information

Journal Transactions

I

MPORTANT

Microsoft Excel

®

2007, 2010, or Open Office must be installed on your computer in order to use this feature.

Importing to CWU

Importing information into the CWU program is a three step process:

Step 1 - Copy the blank spreadsheet templates to a work area

Step 2 - Enter or copy data into the template

Step 3 - Import to CWU

Step 1 -

Copy the

Templates

Copy the blank Excel speadsheet templates to a work area. You can use an existing folder or make a new folder during this step.

1.

Go to Tools > Spreadsheet Templates

2.

Click Browse

3.

Select a destination folder for the blank templates by browsing to an existing folder and clicking OK or click Make New Folder and name the new folder

4.

Click Copy All

5.

Click OK

6.

Click Exit

Step 2 -

Entering

Data into the

Template

Data to be imported into CWU must be entered into the appropriate template and the appropriate columns within the template.

I

MPORTANT

Entering data into the wrong template or the inappropriate column will result in an unsuccessful import to CWU.

To enter data into a template:

1.

Open Microsoft Excel 2007, 2010, or Open Office

2.

Browse to the location where the blank templates were copied in step 1.

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2014 Client Write-Up Spreadsheet Imports

W

3.

Open the appropriate template.

To import the client’s Chart of Accounts, open the CWU ChartofAccounts template

To import employee information, open the CWU Employees template

To import contractor information, open the CWU Contractors template

To import accounts payable vendors, open the CWU AP Vendors template

To import accounts receivable customers, open the CWU AR Customers template

To import journal transaction information, open the CWU JournalTrans template

4.

Type the import data into the template. The preferred method is to type the data directly into the template.

When typing directly into the template, error checking is used to verify the appropriate type of data is being entered in each field

(numeric, alphanumeric, date, etc.). When pasting data into the template, this error checking does not take place.

ARNING

When pasting data into the template, note that some of the fields use drop lists. The data that is pasted into a drop list field must match exactly one of the drop list options. If it does not match then that record and all records listed below that one in the template will not be imported.

It is not recommended to import more than 200 records at a time. If more records need to be imported for a data type, it is recommended that the import be split.

5.

Once all data for a data type has been entered into the template, use the Save As command and name the file something other than the default template name. If you overwrite the template with your data file, you should restore the templates

(see

“Restore Excel Templates” on page 294 ).

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OTE

The data file must be saved using either the *.xls or the *.xlsx file type.

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Exporting from CWU 2014 Client Write-Up

Step 3 -

Import

The last step is to import the data into CWU and verify the results.

If you are going to be using the bookkeeping feature, import the

Chart of Accounts before importing vendors or journal transactions.

I

MPORTANT

The journal file in CWU must not have any transactions in it in order to import journal transactions. Journal transactions that appear in the Journals screen (Bookkeeping > Journal Trans-

actions) must either be deleted or posted (see

“Posting Transactions” on page 166

) prior to importing journal transactions.

You may import all data types multiple times. However, the import will not be successful if there are duplicates. To avoid this issue,

always start with a new template. See “Step 1 - Copy the Templates” on page 298 .

To import the data saved in step 2:

1.

Make the client that the import data is for the active client (see “Changing the

Active Client” on page 12

). If the client doesn’t exist in CWU, create the client

(see

“Setting Up a New Client” on page 29 ).

2.

Go to Tools > Spreadsheet Imports.

3.

Select the type of data to import from the Choose Type field.

4.

Click Browse and locate the file to import (file saved in step 2).

5.

Click Go. When the import is complete, the bottom left section of the Convert

Speadsheet File window displays the results of the import.

6.

Click Exit.

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OTE

It is recommended that you verify the imported data.

Exporting from CWU

Export employee, contractor, accounts payable vendor, accounts receivable customer, Chart of Accounts, and journal transaction information from Client Write-Up to a Microsoft Excel

®

spreadsheet.

To export data from CWU:

1.

Make the appropriate client the active client (see

“Changing the Active Client” on page 12 ).

2.

Go to Tools > Export CWU to Excel

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2014 Client Write-Up Additional Tools

3.

Select the type of data to export from the Choose Type field. The fields available for exporting are listed in the Select Fields section of the window and the Spread-

sheet File Name field displays the default export file name.

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OTE

Do not change the filename using the Spreadsheet File Name field.

4.

Select the fields to export by clicking the field name under the Select Fields section of the window or click Select All to export all available fields of the selected data type. Fields selected for export display an X beside the field name.

5.

Click Go. An Excel spreadsheet displays the field information.

Save the export spreadsheet using Excel. Do not use spaces in the filename. Once the export spreadsheet is created, save the exported information to any file name desired using either a .XLS or .XLSX extension.

Additional Tools

“Export to Drake Tax” on page 301

“Importing from QuickBooks” on page 302

“Importing from PeachTree” on page 305

“E-mail” on page 307

“IRS Website” on page 310

Export to Drake Tax

This feature exports information from Client Write-Up to the client's tax return in

Drake Software. If a tax return for the client does not exist in Drake, information from

Setup > Client Information in CWU is used to create the tax return in Drake. If a tax return for this client exists in Drake, the EIN/SSN is used as the identifier for the client file and CWU exports to the existing tax return.

If a tax return was prepared in Drake for the client last year, the client’s information must be brought forward from the previous year before exporting CWU data to Drake.

I

MPORTANT

In Drake, go to Last Year Data > Update Clients 2012 to 2013.

Enter the client’s EIN or SSN, click Add Client, then follow the instructions.

Complete the following steps to select the client data to export:

1.

Go to Setup > Client Information, Business Information tab, and verify that the business type has been selected from the Bus. Type field.

2.

Go to Bookkeeping > Chart of Accounts. Double-click a level 0 account number to export. Only Level 0 accounts are used for this option.

3.

Use the Tax Form drop list to select the form for this action.

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Additional Tools 2014 Client Write-Up

4.

Use the Tax Line drop list to select the line on the tax form.

5.

Use the Tax Form Instance field to specify which instance of the form specified in the Tax Form field should receive the exported account information.

6.

Click Save. Follow this procedure for each account number exported.

Complete the following steps to export the client data:

1.

Go to File > Export to Drake Tax.

Figure 12-7: Export to Drake

W

2.

Type the drive letter where Drake Tax Software is installed and the tax year. Do not use colons (:) or slashes (\) when entering the drive letter.

3.

Click OK. The export moves data from that account number in CWU to the form and line you have specified.

No worksheets or schedules are generated in the tax return, so these may need to be created to support the information exported. When multiple accounts in the Chart of

Accounts are exported to the same form and line in the tax return, only totals are indicated on the return and overflow sheets are not generated.

ARNING

Export to Drake prior to performing the Year End Close. The information required for the export is not available after closing the year.

Do not run the Year End Close from

Bookkeeping > Year End Close the year prior to exporting. When you close the year end, zeroes are exported to Drake for those account numbers higher than the Retained Earnings account.

Importing from QuickBooks

Import client, employee, vendor, customer, and Chart of Accounts information

(including account balances) from Intuit’s QuickBooks

®

software. There are three parts to this process.

I

MPORTANT

All transactions from the QuickBooks transaction register must be posted to the Chart of Accounts prior to exporting information from QuickBooks.

If you will be converting the Chart of Accounts, it is strongly recommended that you print a Trial Balance report in QuickBooks prior to beginning this process.

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2014 Client Write-Up Additional Tools

PART I. Complete the following steps in QuickBooks:

1.

Select the company to be imported into CWU.

2.

Go to Edit > Preferences > Accounting > Company Preferences and verify that Use > Account > Numbers is selected. In the Chart of Accounts, verify the accounts exist.

3.

Make sure all transactions in the General Journal are posted to the Chart of

Accounts.

4.

Close the Chart of Accounts.

5.

Go to File > Utilities > Accounting > Export > Lists to IIF Files.

6.

On the Export window, select all check boxes.

Figure 12-8: QuickBooks Export Selection Window

7.

Click OK.

8.

Save EXPORT.IIF in d:\CWU2014\QB CONVERSION FILES (substitute the correct drive letter for the drive where Client Write-Up is installed if not ‘d’).

The export file from QuickBooks must be named EXPORT.IIF. If the filename is changed, CWU will not be able to successfully perform the import.

I

MPORTANT

You can convert only one QuickBooks client at a time to Client

Write-Up. Complete the entire conversion process for a client before returning to QuickBooks and creating another client export file.

PART II. Complete the following steps in Client Write-Up:

1.

Go to File > Import QuickBooks® or PeachTree® Files. The QuickBooks or

PeachTree File Conversion screen displays.

303

Additional Tools

Figure 12-9: QuickBooks File Conversion

2014 Client Write-Up

304

2.

Select Convert QuickBooks.

3.

Enter information in the following fields:

Client Code — Enter a client code. If the client code exists in Client Write-

Up, you can only convert information that does not exist in CWU. For instance, if there is an employee in CWU for the client code entered, the Con-

vert Employees option is not available.

If a client code is entered that does not already exist in CWU, you will be prompted to enter information about the client. A Client Code must be a unique code not currently used in CWU. Client codes are up to eight alpha/ numeric characters (0 - 9, A - Z, and a - z) including underscores ( _ ).

Select to convert employee, customer, Chart of Accounts, or vendor information or Select All Conversions to import all four. Information can only be converted once. Selections previously converted are unavailable for conversion.

Bus. Type — From the drop list, select the same business type that was used in QuickBooks: sole proprietor (1040), partnership (1065), corporation

(1120), or an S-corporation (1120S).

Deposit Frequency — Used to determine whether a Schedule B is required to be filed with Form 941. Select Semi-Weekly to produce a Schedule B with

Form 941. Select Monthly to fill in Line 17 of both Form 941 and 941SS.

Start of Year Date — Set this date to the first day of the client's business year. For example, if the client's fiscal year begins April 1, the start-of-year date is 04/01/2014. Fiscal or calendar years are allowed.

4.

Click Save. The conversion process begins.

PART III. Verify the information and complete the setup in CWU:

1.

Go to Setup > Client Information. Verify the information and complete the cli-

ent setup. See “Client Setup” on page 29

for more detail.

2014 Client Write-Up Additional Tools

2.

Go to Bookkeeping > Chart of Accounts and verify that each account, its account type, and account balance is correct. See

“Editing an Account” on page 156 for detail on editing account information.

N

OTE

The Chart of Accounts must have a zero balance before it can be saved.

3.

Go to Employees > Employee Setup. Verify the information and complete the setup of each employee. See

“Setting Up Employee Payroll” on page 59 for more

detail.

4.

Go to Payables > Vendor Setup if using CWU’s Accounts Payable feature. Ver-

ify the information and complete the setup of each vendor. See “Accounts Payable” on page 197

for more detail.

5.

Go to Receivables > Customer Setup if using CWU’s Accounts Receivable feature. Verify the information and complete the setup of each customer. See

“Customer Setup” on page 239

for more detail.

Importing from PeachTree

Import client, employee, vendor, customer, and Chart of Accounts information

(including account balances) from PeachTree

®

software. There are three parts to this process.

Post all journal entries to the general ledger prior to exporting information from PeachTree.

I

MPORTANT

If you will be converting the Chart of Accounts, it is strongly recommended that you print a Balance Sheet report in PeachTree prior to beginning this process.

PART I. Complete the following steps in PeachTree:

1.

Select the company to be imported into CWU.

2.

Go to File > Select Import/Export...

3.

Select to export one of the following:

Accounts Receivable - Customer List

Accounts Payable - Vendor List

Payroll - Employee List

General Ledger - Chart of Accounts List

N

OTE

These lists can be exported one at a time. You may create all four export files for a single client before converting them to CWU or create and convert one file at a time.

4.

Click Export.

5.

Select the Options tab.

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Additional Tools 2014 Client Write-Up

6.

To specify the location to create the export file, select the arrow ( ) in the

Import/Export File section. Save the export files in d:\CWU2014\PT CONVER-

SION FILES (substitute the correct drive letter for the drive where Client Write-

Up is installed if not ‘d’). Use the default .CSV file name.

7.

Click Open.

8.

Under Export Options, select Include Headings.

9.

Click OK.

N

OTE

To create the next export file, begin with step 3.

PART II. Complete the following steps in Client Write-Up:

1.

Go to File > Import QuickBooks® or PeachTree® Files. The QuickBooks or

PeachTree File Conversion screen displays.

Figure 12-10: PeachTree File Conversion

306

2.

Select Convert PeachTree.

3.

Enter information in the following fields:

Client Code — Enter a client code. If the client code exists in Client Write-

Up, you can only convert information that does not exist in CWU. For instance, if there is an employee in CWU for the client code entered, the Con-

vert Employees option is not available.

If a client code is entered that does not already exist in CWU, you will be prompted to enter information about the client. A Client Code must be a unique code not currently used in CWU. Client codes are up to eight alpha/ numeric characters (0 - 9, A - Z, and a - z) including underscores ( _ ).

Select to convert employee, customer, Chart of Accounts, or vendor information or Select All Conversions to import all four. Information can only be

2014 Client Write-Up Additional Tools

converted once. Selections previously converted are unavailable for conversion.

Bus. Type — From the drop list, select the same business type that was used in QuickBooks: sole proprietor (1040), partnership (1065), corporation

(1120), or an S-corporation (1120S).

Deposit Frequency — Used to determine whether a Schedule B is required to be filed with Form 941. Select Semi-Weekly to produce a Schedule B with

Form 941. Select Monthly to fill in Line 17 of both Form 941 and 941SS.

Start of Year Date — Set this date to the first day of the client's business year. For example, if the client's fiscal year begins April 1, the start-of-year date is 04/01/2014. Fiscal or calendar years are allowed.

4.

Click Save. The conversion process begins.

PART III. Verify the information and complete the setup in CWU:

1.

Go to Setup > Client Information. Verify the information and complete the cli-

ent setup. See “Client Setup” on page 29

for more detail.

2.

Go to Bookkeeping > Chart of Accounts and verify that each account, its account type, and account balance is correct. See

“Editing an Account” on page 156 for detail on editing account information.

N

OTE

The Chart of Accounts must have a zero balance before it can be saved.

3.

Go to Employees > Employee Setup. Verify the information and complete the setup of each employee. See

“Setting Up Employee Payroll” on page 59 for more

detail.

4.

Go to Payables > Vendor Setup if using CWU’s Accounts Payable feature. Ver-

ify the information and complete the setup of each vendor. See “Accounts Payable” on page 197

for more detail.

5.

Go to Receivables > Customer Setup if using CWU’s Accounts Receivable feature. Verify the information and complete the setup of each customer. See

“Customer Setup” on page 239

for more detail.

E-mail

N

OTE

Internet access and your own e-mail account are required to use this feature.

Use the Client Write-Up e-mail program to send client files directly to CWU Support when they request this information for problem resolution.

Access the CWU e-mail program by going to Help > Email CWU Tech Support.

E-Mail Setup

Use the Setup menu to select your method for sending and receiving e-mail. Two methods are available: the default method, which is compatible with most Internet

307

Additional Tools 2014 Client Write-Up

Service Providers, and the alternate method, which is chosen if the default method does not work.

The e-mail program uses your 1040.com e-mail address, which is

your [email protected] (for example, [email protected]). This address is used for both your sender and reply address.

W

ARNING

You should use an alternate reply-to address. By default, both

CWU and the Drake Tax program use your 1040.com email account as the reply-to address. If no alternate reply-to address is specified in CWU, messages must be downloaded and viewed using the email program in the Drake Tax software.

To use an alternate reply-to address:

1.

From the menu bar within the e-mail program, select Setup > Options.

2.

Select Use Alternative Reply-To Address.

3.

Enter an Alternate Address. This address replaces your 1040.com address, appearing as the sender and reply address on e-mail messages you send.

4.

Click Save.

Checking E-

Mail

To check your CWU e-mail, first go to Help > Email CWU Tech Support then select File > Check Mail, click the Send/Receive speed button, or press C

TRL

+M.

You can also check the status of your mailbox by clicking File > Check Mailbox Sta-

tus or pressing C

TRL

+S.

Downloaded messages appear in your Inbox. To open a message in a new window, double-click it.

Your mailbox also includes a Sent Items box, a Drafts box, and a Trash box. To open a box, click it in the left pane.

Sent Items — Once a message is sent, it is moved to the Sent Items folder.

Drafts — If you close a message before sending it, you are prompted to save a draft of the message in your folder to be completed later. To accept, click Yes. To discard the message, click No.

Trash — Deleted messages are sent to the Trash folder. To permanently delete a message, select it and click Delete. Messages deleted from Trash cannot be recovered.

The following columns display and provide information about each email:

S(tatus) – The status is dependent upon which folder the message list is presenting

(In, Out, Drafts, or Trash).

A(ttachment Code) – Indicates if an attachment was sent with the message.

Who – Indicates to whom the email was sent.

Date/Time – Indicates the date and time the message was sent.

Subject – Enter a brief description regarding the content of the email.

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2014 Client Write-Up Additional Tools

Composing a New

Message

To compose a new message, click New. Enter an address in the To field, a subject in the Subject line, and a message in the text box at the bottom. Messages cannot be sent without a subject.

To send the message, click Send.

N

OTE

If an alternate reply-to address has not been established in

Setup

>

Options, a caution message appears when Send is selected giving you the option of changing your alternate reply-to address. We recommend you establish one at this time. Click Yes to make this change.

When composing e-mail messages, you have several address book options. Click To in the New Message window to access these options. Select either Drake Software

Support Address Book or Local Address Book from the Address Book drop list.

The Drake Software Support Address Book displays general e-mail addresses at

Drake, such as for CWU support, accounting, spanish support, and client services. To insert an address in your message, click a General e-mail address and click OK.

The Local Address Book is filled with e-mail addresses that have been added through

the Address Book function. See “Managing the Address Book” on page 310 for more

information. To insert an address in your message, select an e-mail address and click

OK.

N

OTE

Close the completed message before sending and you are prompted to save it in the Drafts folder. The e-mail is saved. To send the saved email, click the Drafts box from the main screen.

E-Mail

Attachments

To attach a file to an e-mail message, click New, Reply, or Forward, then click the

Add button below the Subject line.

There are three options available to attach files to a message.

1.

Backup and Attach — Select a client from the Clients list and click Backup &

Attach. CWU makes a current backup of the selected client’s files and places the backup file in the list of Attachments on the right.

2.

Attach Backup — This option assumes the client’s file you wish to attach to the email has been backed up. Select a client from the Clients list. All backups for the selected client display in the Backup Files list box. CWU displays the files backed up to the default backup location as set under Firm Firm Info/

Global Settings. Select the desired backup file to attach and click Attach

Backup. The backup file is added to the Attachments list on the right.

3.

You may attach non-client files by clicking the Browse button and navigating to the file you wish to attach.

To remove a file that has been attached to an e-mail prior to sending the e-mail, select the file from the Attachments list and click Remove Attachment.

Once all desired files have been attached to the e-mail, click OK. You are returned to the e-mail message that was being composed and the attached files are listed in the

Attachments list on the top

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Additional Tools 2014 Client Write-Up

Replying,

Forwarding, and Deleting

Messages

To reply to a message, click the message then click Reply (or, with the message open, click Reply). The original message is included in the reply message.

To forward a message, click the message then click Forward (or, with the message open, click Forward).

To delete a message, click the message and click Delete (or, with the message open, click Delete). Deleted messages go to the Trash folder.

Managing the Address

Book

The Local Address Book can be filled with e-mail addresses of your choice. To add an address, go to Help > Email CWU Tech Support, then either go to

File > Edit Address Book or select the Address Book speed button. Click the Add icon at the top-left corner of the dialog box. Enter first name, last name, and e-mail address. Click Save. To finish, click Done.

An address book from outside of CWU can be imported into your Local Address

Book. Click Import, browse to the address book file, and click Open.

N

OTE

You may need to export information from another e-mail program prior to importing this information into CWU. CWU imports CSV (comma separated value) files only.

To edit an entry in the Local Address Book, select the entry, click the Edit icon, make the necessary edits, and click Save.

To delete an entry in the Local Address Book, select the entry and click the Delete icon. Click Yes to confirm the deletion.

Moving

Messages

1.

Highlight the message you want to move.

2.

Select Message > Move to Folder.

3.

Select a folder from the available list.

IRS Website

To access the IRS website, go to Help > IRS Web Site. Click Open Web Site.

If you are using a dial-up connection to access the Internet, launch your Internet connection before using this option.

310

Pre-Printed Checks 2014 Client Write-Up

13

Quick Reference

Some processes in Client Write-Up require numerous steps. Use the following as a guide to complete these tasks.

Pre-Printed Checks

To print payroll checks using pre-printed check stock, complete the following steps:

1.

Purchase check stock. (Supported stock is listed on page 49 .)

2.

Enter the type of check stock you are using into the software ( page 48 ).

3.

Select the printing options you’ll use for payroll checks and check stubs

( page 49

).

MICR Checks

To print payroll or vendor checks using blank check stock, complete the following steps:

1.

Purchase blank check stock. (Supported stock is listed on

page 22

.)

2.

Select a printer for MICR checks.

3.

Create a MICR check design (

page 23 ).

4.

Enter the type of Nelco blank check stock you are using into the software (see

Table 2-2

).

5.

Set up the MICR bank account ( page 46

).

6.

Select printing options for payroll check stubs (

page 50

and page 52

).

Process Payroll (Live and ATF)

The live payroll process is much the same as that of After-the-Fact, or “ATF” payroll, whether for employees or contractors. “ATF” means that the employee or contractor has been paid, so you are entering the payroll information into CWU for bookkeeping purposes and do not print checks.

Complete the following steps to produce and process payroll:

1.

Enter payroll information.

Live employee payroll (

page 87 )

ATF employee payroll (

page 96 )

Live contractor payroll (

page 130

)

ATF contractor payroll (

page 134 )

311

PIN Applications for e-Filing 94X Returns 2014 Client Write-Up

2.

Print checks for live employee (

page 102 ) and contractor payroll (

page 137 ).

3.

Process payroll for employees and contractors (live and ATF) to the journal (See

“Payroll Journal Entry” on page 161.

).

See

page 113

to produce 94X payroll filing reports and page 183

for instructions on electronically filing this information.

PIN Applications for e-Filing 94X Returns

In order to electronically file tax return forms 940, 941, 944, and 941SS, you must have a personal identification number, or PIN, as required by the IRS. This is a different PIN from the one you use to electronically filing a tax return. The PIN application process varies according to the type of filer.

N

OTE

You must obtain an EFIN (Electronic Filing Identification Number) prior to applying for a PIN. If you have an EFIN, use it and do not apply for another one. See

page 36 for information on applying for an EFIN.

Business Taxpayer’s PIN Application

To apply for a business taxpayer’s PIN, complete the following steps:

1.

Complete a 94X PIN application (

page 37

).

2.

Transmit the PIN application to Drake ( page 38 ).

3.

Enter your 10-digit PIN (it should arrive in the mail from the IRS within 10 days)

into Client Write-Up ( page 39

).

ERO

I

MPORTANT

Perform the following procedure for each client for which the ERO will be transmitting 94X tax returns.

To apply for an ERO PIN, complete the following steps:

1.

Complete a 94X PIN application (

page 41

).

2.

Transmit the PIN application to Drake ( page 41 ).

3.

Have the client enter their 10-digit PIN (it should arrive in the mail from the IRS within 10 days) into Client Write-Up (

page 42 ).

Reporting Agent’s PIN Application

A reporting agent is authorized to electronically sign and file 94X forms on behalf of a taxpayer through submission of Form 8655, either by the client or the reporting agent.

There must be a Form 8655 signed by the client for each of the reporting agent's clients.

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2014 Client Write-Up Print and Upload W-2s and W-3s

To apply for a reporting agent PIN, complete the following steps:

1.

Fill out one Form 8655 ( page 42

) for each client for whom the reporting agent will file. Have each client sign a Form 8655 and mail or fax the forms to the IRS.

2.

Enter your PIN into Client Write-Up ( page 43 ). The reporting agent should

receive a mailed notification of acceptance from the IRS and, in a separate mailing, a five-digit signature PIN in about two weeks. Reporting agents sign all the electronic returns they file with a single PIN.

Print and Upload W-2s and W-3s

Complete the following process to print W-2s and W-3s, to create the upload file, and to upload it to the Social Security Administration. There is a different process for cre-

ating and processing a W-2 “on the fly” (See “W-2 On the Fly” on page 172.

).

1.

Process W-2s (

page 117

).

2.

Edit W-2s ( page 118

). This generally won’t be necessary unless manual adjustment to payroll amounts were made.

3.

Print W-2s and W-3s ( page 119 ).

4.

Create the W-2/W-3 upload file ( page 186

).

5.

Review the upload file for possible submission rejection issues ( page 189

).

6.

Transmit the W-2 and W-3 information to the Social Security Administration

( page 190

).

Print and Upload 1099s and 1096s

Complete the following process to print 1099s and 1096s, to create the upload file, and to upload it to the IRS. There is a different process for creating and processing

Forms 1099 “on the fly” (See “1099s and 1098s On the Fly” on page 175.

).

1.

Process 1099s ( page 146

).

2.

Edit 1099s (

page 147

). This generally won’t be necessary unless manual adjustment to payroll amounts were made.

3.

Print 1099s and 1096s (

page 148 ).

To transmit the 1099 and 1096 to the IRS:

1.

Create the 1099/1096 upload file (

page 191 ).

2.

Transmit the 1099 and 1096 information to the IRS’s FIRE website ( page 193 ).

Create and Process W-2s and W-3s on the Fly

1.

Open or create the appropriate business (client) employing this employee.

W

ARNING

You must change to the correct active client prior to creating W-2s on the fly. Creating W-2s on the fly under the wrong client will result in an incorrect W-3 for that client.

313

Process 1099s, 1096s, and 1098s on the Fly 2014 Client Write-Up

To create a new client, go to File > New Client and complete the

Contact Information (

page 30

) and W-2/W-3 Setup (

page 33

) tabs. If the W-2 (and

W-3s) are going to be electronically filed for this client, complete E-Filing > W2 E-

Filing > Create File ( page 186

). Select only Save Screen at this time and not the

Create File option.

2.

Create the W-2 on the fly (

“Step 1 - Creating W-2s On the Fly” on page 172

).

3.

Process and print the on the fly W-2 and W-3 (

“Step 2 - Processing W-2s On the

Fly” on page 173 ).

To e-file the W-2 and W-3:

1.

Create the W-2/W-3 upload file ( page 186

).

2.

Review the upload file for possible submission rejection issues ( page 189

).

3.

Transmit the W-2 and W-3 information to the Social Security Administration

( page 190

).

Process 1099s, 1096s, and 1098s on the Fly

1.

Open or create the appropriate business (client) employing this employee.

W

ARNING

You must change to the correct active client prior to creating Forms

1099 or 1098 on the fly. Creating 1099s or 1098s on the fly under the wrong client will result in an incorrect 1096 for that client.

To create a new client, go to File > New Client and complete the

Contact Information and select the state for 1099 on the W2/W3-1099/1098 Setup tab. If Forms 1099 (and 1096) or 1098 are going to be electronically filed for this client, complete the E-Filing > 1099 Misc. E-Filing > Create File screen (see

“Creating the 1099/1096/1098 Upload File” on page 191 ). Select only Save Screen at this

time and not the Create File option.

2.

Create the 1099 or 1098 on the fly ( “Step 1 - Creating 1099s and 1098s On the

Fly” on page 176 ).

3.

Process and print the on the fly 1099, 1098, and 1096 (

“Step 2 - Processing 1099s and 1098s On the Fly” on page 177 ).

To e-file the 1099, 1098, and 1096:

Transmit the 1099, 1098, and 1096 information to the IRS’s FIRE website ( page 193

).

End of Year Process

1.

Run the Post Transactions process ( page 166

).

2.

Export to Drake Tax software (optional) ( page 301

).

3.

Run the Year End Close ( page 167

).

Once the End of Year process is completed, you can move the client’s information

including the Chart of Accounts into the next year’s Client Write-Up. See “Update

Prior Year Clients” on page 288

for more information.

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Appendix A - E-Filing 1099-MISC FAQ 2014 Client Write-Up

14

Appendix

The following appendices cover the topics:

Appendix A - E-Filing 1099-MISC FAQ

Appendix B - W-2/W-3 PIN Application FAQ

Appendix C - IRS “FIRE” Website

Appendix D - Drake Document Manager

Appendix E - Client Write-Up Menus

Appendix F - InterceptEFT Holidays

Appendix G - Portals

Appendix H - Home Screen Shortcuts

Appendix I - Reporting Agent’s List

Appendix J - Preparing to e-file W-2s

Appendix K - Preparing to e-file 1099s

Appendix L - E-Filing Quick Reference

Appendix M - Setting Up Hosted CWU

Appendix A - E-Filing 1099-MISC FAQ

Q. Do I need anything other than CWU to upload 1099-MISC files?

A. Yes. Fill out Form 4419 and mail it to the IRS at least 45 days before the due date of the return.

Q. What do I receive from the IRS once I’m approved to electronically file the 1099-

Misc?

A. The IRS sends you a TCC (Transmitter Control Code). If you don’t receive a reply within 45 days, call the IRS’s Martinsburg Computing Center toll free at (866) 455-

7438 between 8:30 am and 4:30 pm ET.

Q. Can I transmit a 1099-MISC while I am waiting for the TCC?

A. No. You can’t transmit until after you have received the TCC from the IRS.

Q. Can I submit Form 4419 without a signature?

A. No. The IRS does not issue the TCC without a valid signature.

Q. Are there other forms that I need that are associated with electronically filing the

1099-MISC?

A. Yes, Forms 8809, 8508, and 6847.

Form 8809 — This is the application to transmit an extension for the 1099-MISC filing. This form must be filed by the due date of the 1099-MISC.

A-1

Appendix B - W-2/W-3 PIN Application FAQ 2014 Client Write-Up

Form 8508 — This requests a waiver from filing informational returns electronically.

It must be filed at least 45 days prior to the due date of the returns for which you are requesting a waiver. If you do not file and do not have an approved waiver on record, a penalty of $50 per return can be levied.

Appendix B - W-2/W-3 PIN Application FAQ

Q. Is a PIN required before submitting an electronic Form W-2 or W-3?

A. The Social Security Administration has recently changed the PIN requirement.

PINs have been replaced with simply setting up a login ID and Password to their Business Services Online website.

Go to E-Filing > W2 E-Filing (EFW2) > Transmit File and click Open Web Site.

From the Business Services Online web page, scroll down and click Register. Follow the directions to complete the registration.

A-2

2014 Client Write-Up Appendix C - IRS “FIRE” Website

Appendix C - IRS “FIRE” Website

The FIRE (Filing Information Returns Electronically) system is set up for financial institutions and others to file Information Return Forms 1042-S, 1098, 1099, 5498,

8027, or W-2G. An Information Return is a tax document used to report certain types of payments made by financial institutions and others who make payments as a part of their trade or business as required by Internal Revenue Code regulations.

(From IRS Publication 1220, Sec 8, pages 186 - 189)

Connecting to the FIRE system

Go to http://fire.irs.gov

to connect to the FIRE system.

Filers should turn off their popup-blocking software before transmitting their files.

Before connecting, have your Transmitter Control Code (TCC) and EIN available.

Your browser must support SSL 128-bit encryption.

Your browser must be set to receive “cookies.” Cookies are used to preserve your

User ID status.

First time connection to the FIRE system

(If you have logged on previously, skip to

“Subsequent connections to the FIRE system”

.)

1.

Click Create New Account.

2.

Fill out the registration form and click Submit.

3.

Enter your User ID (most users log on with their first and last name).

4.

Enter and verify your Password (the password is user assigned and must be eight alphanumeric characters, containing at least one uppercase, one lowercase and one numeric character). FIRE may require you to change the password once a year.

5.

Click Create.

6.

If you receive the message, Account Created, click OK.

7.

Enter and verify your 10-digit self-assigned PIN (Personal Identification Number).

8.

Click Submit.

9.

If you receive the message, Your PIN has been successfully created!, click OK.

10.

Read the bulletins and click Start the FIRE application.

Subsequent connections to the FIRE system

1.

Click Log On.

2.

Enter your User ID. (Most users log on with their first and last name.)

3.

Enter your Password. (The password is user-assigned and is case sensitive.)

Uploading your file to the FIRE system (complete these steps from Menu

Options)

1.

Click Send Information Returns.

A-3

Appendix C - IRS “FIRE” Website 2014 Client Write-Up

2.

Enter your TCC.

3.

Enter your EIN.

4.

Click Submit.

5.

The system displays the company name, address, city, state, ZIP code, phone number, contact, and e-mail address. This information is used to contact or send correspondence (if necessary) regarding this transmission. Update as appropriate and click Accept.

6.

Click one of the following:

Original File

Correction File

Test File

Replacement File (if you select this option, select one of the following): a) New FIRE Replacement (file was originally transmitted on this system). Click the file to be replaced.

b) Magnetic Media Replacement. Enter the alphabetic character from Form

9267, Media Tracking Slip, that was sent with the request for replacement file.

Click Submit.

7.

Enter your 10-digit PIN.

8.

Click Submit.

9.

Click Browse to locate the file and open it.

10.

Click Upload.

When the upload is complete, the name of the file uploaded and total bytes received is displayed.

If you have more files to upload for that TCC, click File Another.

If you have no more files to upload, click Main Menu.

N

OTE

It is your responsibility to check the acceptability of your file. Check back into the system in 1-2 business days using the Check File Status option.

Checking the file status

1.

At the main menu, click Check File Status.

Enter your TCC.

Enter your EIN.

Click Search.

2.

If Results indicate:

Good, Not Released and you agree with the Count of Payees, you are finished with this file. The file will automatically be released after 10 calendar days unless you contact the IRS within this time frame.

Good, Released — File has been released to our mainline processing.

Bad — Correct the errors and timely resubmit the file as a “replacement.”

A-4

2014 Client Write-Up Appendix C - IRS “FIRE” Website

Not yet processed — File has been received but the IRS does not have results available yet. Please check back in a few days.

3.

Click the desired file for a detailed report of your transmission.

4.

When you are finished, click on Main Menu.

Click Log Out.

Close your Web browser.

Common Problems and Questions Associated with Electronic Filing

.01 Refer to Part A, Sec. 16, for common format errors associated with electronic/ magnetic files.

.02 The following are the major errors associated with electronic filing:

Non-format

Errors

Transmitter does not check the FIRE system to determine file acceptability. The results of your file transfer are posted to the FIRE system within two business days. It is your responsibility to verify file acceptability and, if the file contains errors, get an online listing of the errors. Date received and number of payee records are also displayed. If the file is good but you do not want the file processed, you must contact IRS/ECC-MTB within 10 calendar days from the transmission of your file.

Incorrect file is not replaced timely. If your file is bad, correct the file and resubmit as a replacement.

Transmitter compresses several files into one. Compress only one file at a time.

For example, if you have 10 uncompressed files to send, compress each file separately and send 10 separate compressed files.

Transmitter sends a file and CHECK FILE STATUS indicates that the file is good, but the transmitter wants to send a replacement or correction file to replace the original/correction/replacement file. Once a file has been transmitted, you can not send a replacement file unless Check File Status indicates the file is bad (1-2 business days after file was transmitted). If you do not want the IRS to process the file, you must first contact the IRS toll-free (866) 455-7438 to see if this is possible.

Transmitter sends an original file that is good, and then sends a correction file for the entire file even though there are only a few changes. The correction file, containing the proper coding, should contain only the records needing correction, not the entire file.

File is formatted as EBCDIC. All files submitted electronically must be in standard ASCII code.

Transmitter has one TCC number, but is filing for multiple companies.When sending the file electronically, enter the EIN of the company assigned to the TCC.

When you upload the file, it contains the EINs for the other companies that you are filing for. This is the information that is passed forward.

If the transmitter sent the wrong file, call the IRS as soon as possible toll free at

(866) 455-7438. The IRS may be able to stop the file before it has been processed.

Please do not send a replacement for a file that is marked as a good file.

A-5

Appendix D - Drake Document Manager 2014 Client Write-Up

Appendix D - Drake Document Manager

Use the Drake Document Manager to create an organizational file structure for storing electronic documents such as CWU client files and PDF copies of tax returns.

The Document Manager, or DDM, is organized as a three-level system. Think of it as a virtual filing cabinet with drawers and folders in the drawers: Level 1 is the cabinet;

Level 2 is the drawer; Level 3 is the folder. Folders may also have subfolders. The actual documents reside in the folders and subfolders.

To access the Drake Document Manager, go to Tools > Drake Document Manager.

Documentation for DDM can be found in the Drake Software User’s Manual Tax Year

2013 on the Drake Tax Software CD. Insert the CD, select Manuals, Practice

Returns, and IRS Pubs, and in the Manuals folder, select 2013 Drake Software

Manual. You can also go to the Drake Support website ( http://www.Support.Drake-

Software.com

), and under Training Tools select Manuals.

A-6

2014 Client Write-Up Appendix E - Client Write-Up Menus

Appendix E - Client Write-Up Menus

Table 14-1: Menus

Task

Accountant Info Report

Activate CWU

Add/Edit Clients

Add/Edit Contractors

Add/Edit Employee Deductions and Benefits

Add/Edit Employees

Add/Edit Vendors

Adjust FICA Withholding

After-the-Fact Contractor

Payroll

After-the-Fact Employee Payroll

Auto Backup

Backup

Balance Sheet Report

Change Contractor Code

Change Employee Code

Chart of Accounts Report

Description Location

Summarizes each client’s contact and business information

New users of CWU must activate the program prior to its use by entering the code received with the purchase of the software.

Add a new client or edit an existing client.

Add a new contractor or edit an existing contractor.

Create or modify default deductions and benefits offered to employees beyond the standard deductions.

Add a new employee or edit an existing employee.

Add a new vendor or edit an existing vendor.

Checks employee withholding for the year and compares it to the amount of FICA that should have been withheld.

If there’s a difference greater than 10 cents, transactions are created to correct FICA amounts.

E nter data pertaining to a previously issued contractor's paycheck.

Enter payroll information when employee checks are not going to be printed.

Enable the auto backup feature

Reports > Accountant Info

File > Activate CWU

Setup > Client Information

Contractors > Contractor Setup

Employees > Deductions & Benefits

Employees > Employee Setup

Payables > Vendor Setup

Employees > Adjust W2 Withholding

Contractors > ATF Contractor

Payroll

Employees > ATF Payroll

Back up client files

Produces a statement listing the debit and credit balances of the current client.

Change a previously entered contractor code.

Tools > File Maintenance > Auto

Backup

Tools > File

Maintenance > Backup

Reports > Balance Sheets

Change a previously entered employee code.

Contractors > Change Contractor Code

Employees > Change Employee

Code

Reports > Chart of Accounts

Lists the account number and name, level, and type. The Chart of Accounts Trial Balance report lists the account number, name, and corresponding debits and credits.

A-7

Appendix E - Client Write-Up Menus 2014 Client Write-Up

Table 14-1: Menus

Task Description Location

Check Alignment

Check FICA Withholding

Close General Ledger

Edit Report Header and

Footer

E-File 94X Forms

Change the alignment of information printed on pre-printed payroll checks.

Checks employee withholding for the year and compares it to the amount of FICA that should have been withheld.

Zeros out all income and expense accounts and posts net income to the retained earnings account.

Bookkeeping > Year End Close

Create 1099 Extension file

Create the

1099-MISC

extension request file.

E-Filing > 1099/1098 E-Filing >

Create Extension File

Employees > Tax Deposit > 94X

Create 94X Tax Deposit Enter the deposit information. This information can be transferred to the 94X if required.

Create/Edit Chart of Accounts Create a client’s chart of accounts for bookkeeping purposes or edit account numbers, names, level, and budget. Also define what form and line account information is exported to in Drake Tax software.

Create/Print 1099 on the Fly Create a 1099-MISC by entering information directly onto a 1099-MISC form without setting up the contractor.

Create/Print 1099/1096

Create the

1099-MISC

and 1096 transmission file. Also print the 1099-MISC and 1096

Bookkeeping > Chart of

Accounts

On the Fly Forms > 1099s, 1098 and W2G on the Fly > 1099 Misc. on the Fly

Contractors > Process 1099

Misc.

Create/Print W-2 on the Fly

Create/Print W-2/W-3

Delete Client Files

Edit Appearance of Reports

Create a W-2 by entering information directly onto a W-2 form without setting up the employee.

Create, edit, and print W-2s and W-3s.

Permanently delete a client’s files.

Customize the appearance of reports (color, font, logo, and watermark).

The header and footnote information for reports can be modified.

Electronically file the 94X forms.

Employees > Check Alignment

and

Contractors > Check Alignment

Employees > Check W2 Withholding

On the Fly Forms > W2s on the

Fly

Employees > Process W2s

Tools > File

Maintenance > Delete Client

Setup > Display Settings

Setup > Headers & Footnotes

E-File PIN Application

E-File Transmission Status

Transmit the PIN application required to e-file the

94X forms.

View transmission status information for all tax deposits and PIN applications.

E-Filing > 94X E-Filing > Select/

Transmit 94X Forms > 94X

E-Filing > 94X E-Filing > Select/

Transmit PIN Applications

E-Filing > 94X E-Filing > View

Results

E-mail CWU Tech Support Send e-mail directly to technical support. Include your name, EFIN, and a description of the problem in detail.

Help > Email CWU Tech Support

A-8

2014 Client Write-Up Appendix E - Client Write-Up Menus

Table 14-1: Menus

Task Description Location

Enter Journal Transactions

Export to Drake

General Ledger Report

Install Updates

Interim Report

Live Contractor Payroll

Live Employee Payroll

MICR Calibration

Monthly Post Report

New Client

Payables Check Alignment

Payroll account numbers, rates, and limitations.

Payroll Filing Report

Payroll Report

PIN Application

PIN Set Up

Post Transactions to the General Ledger

Print Employee Payroll

Checks

Enter transactions directly to the General Ledger. Can also bring the payroll information to the journal, add an

ATF payroll entry to the journal “On the Fly”, and edit account names in the Chart of Accounts.

Exports information from Client Write-Up to the client’s tax return in Drake.

Displays the balances of all accounts.

Download and install program update files.

Report displays information that was entered for the current month or period.

Enter payroll data before printing a contractor paycheck.

Enter payroll data before printing an employee paycheck.

Calibration is a two-step process that ensures the MICR information is printed on the check at the correct width and intensity.

Produce a monthly posted balance sheet, profit and loss, general ledger and transaction listing.

Add a new client to Client Write-Up.

Change the alignment of information printed on pre-printed paybles checks.

Assign specific account numbers from the Chart of Accounts to payroll processing features. General payroll settings, rates and limits must be entered here.

Payroll Filings reports generate the 943, 944,

945, 940, 941SS, and the 941C; also the 941 and 941SS quarterly reports.

Generate a variety of payroll reports pertaining to employees and contractors.

Complete information to apply for a PIN from the

IRS so 94X tax deposit forms can be e-filed.

Complete the PIN setup process after receiving a PIN from the IRS.

Posts the current transactions to the Chart of

Accounts.

Print new employee pay checks.

Bookkeeping > Enter Transactions

File > Export to Drake Tax

Reports > General Ledger

Tools > Install Program Updates

Reports > Interim

Contractors > Live Contractor

Payroll

Employees > Live Payroll

Firm > MICR Calibration

Reports > Monthly Post

File > New Client

Payables > Check Alignment

Employees > Account & Payroll

Information and

Contractors > Account & Payroll

Information

Employees > 94X Forms

Reports > Payroll

Setup > Client Information > EF

Setup

Setup > Client Information > EF

Setup

Bookkeeping > Post Transactions

Employees > Print New Checks

A-9

Appendix E - Client Write-Up Menus 2014 Client Write-Up

Table 14-1: Menus

Task Description Location

Print Contractor Payroll

Checks

Profit and Loss Report

Rebuild Client List

Reconcile Account Balances

Print new contractor pay checks

Reports of the company’s profits and losses.

Re-index client databases.

Check account balances against the bank balances.

Reprint a previously printed employee pay check.

Reprint a previously printed contractor pay check.

Restore Client Write-Up client files.

Contractors > Print New Checks

Reports > P & L

Tools > Rebuild Client List

Bookkeeping > Bank Reconciliation

Employees > Reprint Checks

Reprint Employee Payroll

Checks

Reprint Contractor Payroll

Checks

Restore

Review W-2 before Uploading to the SSA

Select Client

Set up 1099 E-Filing Capability.

Change to view a different client’s information.

Set up the necessary information required to electronically file Forms 1099.

Set up W-2 E-Filing Capability Set the electronic filing options for the PIN, agent indicator code, EIN information and preparer, employment, and tax jurisdiction codes.

State Tax and Wage Report

Loads the Social Security Administration's Accu-

Wage program which identifies most of the common format errors in wage submissions.

Transaction Listing Report

Produces the wage report to be filed with each state's department of revenue.

Reports transactions sorted by journal code or in the order of actual transaction.

Transmit 1099 Connects to the IRS’s FIRE website to upload

1099 and 1096 information and view results.

Transmit 1099 Extension

Request

Connects to the IRS’s FIRE website to upload the 1099-MISC extension request and view results.

Update Client from prior year Update the previous year’s client data.

Upload W-2/W-3 Information to the SSA

Vendor Setup

Year-to-Date Report

Connects the the Social Security’s website to upload W-2 and W-3 information.

Set up vendor information for printing of vendor checks.

Reports on the general ledger and journal transactions since the last post.

Contractors > Reprint Checks

Tools > File

Maintenance > Restore

E-Filing > W2 E-Filing

(EFW2) > Review File

File > Select Client

E-Filing > 1099 Misc. E-Filing >

Create File

E-Filing > W2 E-Filing (EFW2) >

Create File

Reports > State Tax & Wage

Reports > Transaction Listings

E-Filing > 1099 Misc. E-Filing >

Transmit File/View Results

E-Filing > 1099 Misc. E-Filing >

Transmit Extension File/View

Results

Tools > Update Prior Year Clients

E-Filing > W2 E-Filing (EFW2) >

Transmit File

Payables > Vendor Setup

Reports > Year-to-Date

A-10

2014 Client Write-Up Appendix F - InterceptEFT Holidays

Appendix F - InterceptEFT Holidays

Direct Deposit transmissions on Friday, Saturday, or Sunday are processed by InterceptEFT the following Monday. InterceptEFT does not process any Direct Deposit transactions that fall on the following holidays:

Holiday Processing Calendar

Holiday 2013

New Year’s Day Tues, Jan 1

Martin Luther King Jr. Day Mon, Jan 21

President’s Day

Memorial Day

Mon, Feb 18

Mon, May 27

Independence Day

Labor Day

Columbus Day

Veteran’s Day

Thanksgiving Day

Christmas Day

Thur, July 4

Mon, Sept 2

Mon, Oct 14

Mon, Nov 11

Thur, Nov 28

Wed, Dec 25

2014

Wed, Jan 1

Mon, Jan 20

Mon, Feb 17

Mon, May 26

Fri, July 4

Mon, Sept 1

Mon, Oct 13

Tues, Nov 11

Thur, Nov 27

Thur, Dec 25

2015

Thur, Jan 1

Mon, Jan 19

Mon, Feb 16

Mon, May 25

Sat *, July 4

Mon, Sept 7

Mon, Oct 12

Wed, Nov 11

Thur, Nov 26

Fri, Dec 25

2016

Fri, Jan 1

Mon, Jan 18

Mon, Feb 15

Mon, May 30

Mon, July 4

Mon, Sept 5

Mon, Oct 10

Fri, Nov 11

Thur, Nov 24

Sun **, Dec 25

* For holidays falling on Saturday, Federal Reserve Banks and branches will be open the preceding Friday.

** For holidays falling on Sunday, all Federal Reserve offices will be closed the following Monday.

A-11

Appendix G - Portals 2014 Client Write-Up

Appendix G - Portals

Client Write-Up Portals is a web-based service designed to have employers perform some of the more time consuming and labor intensive parts of payroll processing. By having the employer perform these redundant and time consuming tasks, the firm has more time for the more analytical and profitable tasks on behalf of the employer.

Client Write-Up Portals allows those using CWU (the “firm”) to extend payroll services to more of their clients (the “employer”). Employers can maintain their own payroll-specific demographic and pay information. To expedite and standardize the payroll process, employers create and verify pay information and monitor it during each payroll cycle. Once the payroll information is processed, the firm prints the checks (if needed), runs payroll reports, makes the 94X tax deposit and files the 94X tax return on behalf of the employer.

I

MPORTANT

Internet access is required for the firm and the employer to use

Portals.

Portals Users

There are three types of Portals users:

Admin — This is the CWU user responsible for the overall administration of the

Portal including activating the Portal and maintaining Firm and Employer user

IDs and passwords. The Admin user can perform all Portals functions.

Firm — This is an employee of the accounting firm and has full Portals capabilities with the exception of managing portals users and activating the Portal.

Employer — This is a client of the accounting firm (preferably the employee that handles payroll). This user has the same functionality as the Firm user but is restricted to viewing employee/contractor and payroll details of their company.

Throughout the Portals appendix, the appropriate user for each function is indicated in the margin.

Getting Started

Drake provides a 30-day free trial of Portals to give you the opportunity to “try before you buy”.

Admin

Function

To sign up for the free trial, complete the following:

1.

Log on to Drake’s Support website using your EFIN and Drake password at http://www.Support.DrakeSoftware.com

.

2.

Select the Client Write-Up tab on the left side of the Support page or hover your mouse over the Client Write-Up tab and select CWU Portals.

3.

Select the CWU Portals link. The CWU Portals page displays.

4.

Click the Start Free Trial of CWU Portals link located just above the Questions.

5.

Make note of the Portals Serial Number and User ID under Account and Pay-

ment Information. This information is provided to begin your 30-day trial.

A-12

2014 Client Write-Up Appendix G - Portals

N

OTE

The Portals Serial Number must be entered in to CWU. See “Activating Portals below for instructions on entering this number. The User ID is used to log in to the Portal. See

“Logging in to the Portal” on page 15

.

At the end of the 30-day trial period, a pop-up window will display letting you know the evaluation period has expired. Instructions display explaining how to continue use of Portals.

Activating Portals

Before accessing any of the Portals functions in CWU, you must first activate Portals.

Admin

Function

To activate Portals:

1.

Go to Firm > Firm Info./Global Settings.

2.

In the Portals Key (Serial Number) field, enter the Portals serial number received from the Drake Support website.

N

OTE

The Drake account number (Acct No) and password (Drake Pwd) must be entered correctly in order to successfully access the Portals website. None of the Portals functions within CWU are available until the Portals Key is entered correctly.

3.

Click Save.

Identifying Portals Clients

Admin and Firm

For any client using Portals, Client Write-Up (CWU) must indicate to Portals how that client’s payroll is processed.

To identify Portals clients as either “live” or After-the-Fact (“ATF”) payroll clients:

1.

Make the Portals client the active client by going to File > Open Client. Select a client and click OK.

2.

Go to Setup > Client Information > Business Information.

3.

Select either Live Portals Payroll (default) or ATF Portals Payroll. Selecting

ATF Portals Payroll indicates to Portals to collect the Check Date from the employer before creating a payroll batch.

4.

Click Save.

Syncing CWU and Portals Records

Admin and Firm

CWU copies some of its payroll data to Portals (which resides on web servers at

Drake Software). Anyone using Portals sees this “copy”. As often as changes occur to the CWU data or to the Portals copy, CWU and Portals must be kept synchronized so no one is seeing old information. Because CWU is the hub of all payroll activity, those using CWU must accept or invoke this synchronization (or “sync”).

A-13

Appendix G - Portals 2014 Client Write-Up

Employee and contractor payroll-specific information must be synchronized manually the first time. After that, whenever a Portals employer is made the active client, CWU

“syncs” automatically.

CWU clients become Portals employers when a manual sync is performed with that employer being the active client.

I

MPORTANT

An Internet connection is required to perform a sync. If you use a dial-up connection to the Internet, you must first connect to the

Internet then return to CWU and complete the following steps to perform the sync.

To manually sync records, complete the following:

1.

Make the client you want to sync to Portals the active client (see “Changing the

Active Client” on page 12

).

2.

Go to Firm > Sync CWU and Portals Records.

Figure 14-1: Sync Portals Records

A-14

N

3.

Make sure Sync Portals Records with CWU is selected.

4.

Click SYNC. When the Status at the bottom of the screen returns to “Idle”, the process is complete. If the sync is successful, the Portals Return Code shows

“Successful” in the Sync Status part of the screen.

OTE

For each Portals client, you must:

• Identify all Portals clients as either Live or ATF payroll clients

( “Identifying Portals Clients” on page 13 ), and

Run the sync process ( “Syncing CWU and Portals Records” on page 13

).

2014 Client Write-Up Appendix G - Portals

After the initial manual sync of a Portals client, CWU automatically syncs whenever a

Portals employer is made the active client. To disable the auto-sync feature, select Dis-

able Auto-Sync.

N

OTE

The auto-sync feature should be disabled if you are using a dial-up

Internet connection.

I

MPORTANT

Each sync updates data based on the “time-stamp” of when the data was changed. For example: An employer changes an employee’s status and, before a sync is performed, someone at the firm changes that same employee’s status to something else.

When the sync is completed, the employer’s value is recorded first (due to the earlier time-stamp) and then it is overwritten with the firm’s changes (due to the later time-stamp of the two).

Since the information is time sensitive, it is important to have the correct date and time on your computer. It is also important to perform a sync on a timely basis.

Logging in to the Portal

Admin and Firm

I

MPORTANT

An Internet connection is required to access Portals. If your Internet uses a dial-up connection, you must first connect to the Internet then return to CWU and complete the following steps.

To log in to the portal, complete these steps:

1.

Go to Firm > Access Portals. Your Internet browser window opens a new web page displaying the Portals Login screen.

N

OTE

The firm’s administrator must log in to the Portal the first time in order to set up the firm’s users and employer users. See

“Managing Portals

Users” on page 17 for information on creating firm and employer user

IDs.

See “Portals Login” on page 21 for information on employer’s access to

the Portal.

A-15

Appendix G - Portals

Figure 14-2: Portals Login Screen

2014 Client Write-Up

2.

Enter the User ID and Password. This is the firm’s Administrator, or Admin, login. If this is your first time signing in to Portals, use ‘cwdefault’ as the password.

3.

Click Login. You will be prompted to change your password the first time you log in to Portals. Passwords must be between 8 and 20 characters and must be a combination of letters and numbers. For security reasons, passwords expire every three months.

N

OTE

If the admin user forgets their Portals password, the administrator should call Client Write-Up Support to have their password reset to the default password. The next time the admin user logs in to the Portal, they’ll use the default password and be prompted to create a new password.

After logging in to Portals, firm users and the admin user sees a list of employers that have been manually synced. If no employers are listed after logging in to the

Portals website, verify the Account Number (Firm > Firm Info./

Global Settings, Acct No field) is entered correctly and perform the sync again

(see

“Syncing CWU and Portals Records” on page 13

).

After logging in to Portals, employer users are taken directly to the list of employees in their company.

N

OTE

Portals has a 20 minute time-out feature. After 15 minutes of inactivity, a time out warning displays. After another 5 minutes of inactivity (a total of 20 minutes of inactivity), Portals automatically logs you out. Log back in before continuing.

Verifying Employees

Admin and Firm

After logging in to the Portals website, verify that all employees were uploaded successfully.

1.

Click an Employer Code to select an employers. A list of the employer’s “nonterminated” employees displays.

2.

Compare the total number of employees in CWU with that of Portals. To verify all employees are accounted for, clear the Do not show terminated employees check box.

A-16

2014 Client Write-Up Appendix G - Portals

Managing Portals Users

Admin

Function

Create and maintain logins for staff at your accounting firm (“firm users”) and for clients (“employer users”) from the Manage Portal Users screen. The Manage Portal

Users link is only visible by the administrative user.

N

OTE

Since only the firm’s administrator can add or edit firm and employer user information, make sure the administrator ID is logged into Portals when managing user information.

Figure 14-3: Manage Portal Users

Adding Firm

Users

1.

From the list of Employers, select the Manage Portal Users link.

2.

Click the Add User tab.

3.

Select the Firm User option button.

4.

Complete the Portal User ID, Email Address, First and Last Name fields. For security reasons, the Portal Password can only be reset to a default value.

5.

Click Save New User.

N

OTE

Each user ID must be unique to Portals so it may have to be changed several times to find one that does not already exist. Consider an alternate but consistent way of assigning user IDs. For example, a three-letter firm code could begin each name (ABCjdoe) or the last 4-digits of the firm’s telephone # could end each name (jdoe1234).

Editing Firm

User Information

1.

From the list of Employers, select the Manage Portal Users link.

2.

Click the Edit User tab.

3.

Select the Firm User option button.

4.

Select the user to edit using the Portal User ID drop list.

5.

Edit the firm user’s Email Address, First and Last Name.

6.

Click Update This User.

A-17

Appendix G - Portals 2014 Client Write-Up

A-18

N

OTE

If a firm user forgets their Portals password, the administrator can reset the password to the default password. To reset the password, select the firm user then select the check box under their Portal User ID. Click

Update This User. The next time the firm user logs in to the portal, they’ll use the default password and be prompted to create a new password.

Deleting

Firm Users

1.

From the list of Employers, select the Manage Portal Users link.

2.

Click the Edit User tab.

3.

Select the Firm User option button.

4.

Select the user to delete using the Portal User ID drop list.

5.

Click Delete This User.

Adding

Employer

Users

1.

From the list of Employers, select the Manage Portal Users link.

2.

Click the Add User tab.

3.

Select the Employer User option button.

4.

Select the employer from the Employer Code drop list.

5.

Complete the Portal User ID, Email Address, First and Last Name fields. For security reasons, the Portal Password can only be reset to a default value.

6.

Click Save New User.

N

OTE

Each user ID must be unique to Portals so it may have to be changed several times to find one that does not already exist. Consider an alternate but consistent way of assigning user IDs. For example, a three-letter firm code could begin each name (ABCjdoe) or the last 4-digits of the firm’s telephone # could end each name (jdoe1234).

Editing

Employer

User Information

1.

From the list of Employers, select the Manage Portal Users link.

2.

Click the Edit User tab.

3.

Select the Employer User option button.

4.

Select the employer from the Employer Code drop list.

5.

Select the user to edit using the Portal User ID drop list.

6.

Edit the firm user’s Email Address, First and Last Name. If the employer user has forgotten their Portals password, select the check box under their Portal User

ID.

7.

Click Update This User.

N

OTE

If an employer user forgets their Portals password, the administrator can reset the password to the default password. The next time the user logs in to Portals, they’ll use the default password and will be prompted to create a new password.

Deleting

Employer

Users

1.

From the list of Employers, select the Manage Portal Users link.

2.

Click the Edit User tab.

3.

Select the Employer User option button.

2014 Client Write-Up Appendix G - Portals

4.

Select the employer from the Employer Code drop list.

5.

Select the user to delete using the Portal User ID drop list.

6.

Click Delete This User.

Transferring Files to Drake Support

Admin

Function

To upload backup files to Drake’s servers when Support requests this information for problem resolution:

1.

Log in to Portals

2.

From the list of employers, click the File Xfer link

3.

Click Browse in the Upload File box

4.

Locate the file to upload and either double-click on it or click Open

N

OTE

Only files with a .ZIP extension can be uploaded to Drake’s servers.

5.

Click Upload File.

To download files from Drake’s servers:

1.

Log in to Portals

2.

From the list of employers, click the File Xfer link

3.

Use the drop list in the Download File box to select the file to download

4.

Click Download File

E-Mailing a Portals Employer

Admin and Firm

To e-mail a Portals employer from Portals, log in to Portals and from the list of employers, click on the desired employer’s e-mail address. This address comes from the Email field on the Contact Information tab under Setup > Client Information in Client Write-Up.

Viewing the Payroll Download Log

Admin and Firm

The payroll download log is helpful in reconciling Drake’s charges for using Portals.

From the list of employers, click View Use Report.

A-19

Appendix G - Portals

Figure 14-4: Payroll Download Log

2014 Client Write-Up

Updating the CWU Help System

Admin and Firm

The Client Write-Up Help system is updated throughout the year. Update the CWU desktop Help system by:

1.

From the list of employers, click Update CWU Help.

2.

Click Save. The Save As window displays.

3.

Navigate to the drive and folder of the CWU program. The folder is CWUyyyy where “yyyy” is the year of the CWU program. Do not change the default file

name displayed.

4.

Click Save.

Working with Employers

Admin and Firm

To begin working with a Portals employer, from the list of employers, click on the desired Employer Code. A list of the employer’s employees displays. With the exception of the Employers link, this is the web page that employer users see after logging in to the Portal.

I

MPORTANT

Admin, firm, and employer users use the same web pages once the list of employees displays. These pages look and operate the same way regardless of the type of user that is logged in to Portals.

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2014 Client Write-Up Appendix G - Portals

Working with Portals

All

Users

The following section applies to the admin, firm, and employer users. Print this section and supply it to the employer as their manual for Portals.

I

MPORTANT

Admin, firm, and employer users use the same web pages once the list of employees displays. These pages look and operate the same way regardless of the type of user that is logged in to Portals.

Portals

Login

To access the Portal, employers must first access the Internet and point their Internet web browser to https://cwu.1040.com/login.aspx

. It is recommended that employers set up a bookmark in their Internet browser to access this URL. The Portals Login

Screen displays.

Figure 14-5: Portals Login Screen

N

OTE

If firm or employer users forget their Portals password, they should contact the firm’s administrator to have their password reset. The next time the employer user logs in to the Portal, they’ll be prompted to create a new password.

After logging in to the Portal, employer users are taken directly to the list of employees in their company.

N

To log into the Portal:

1.

Enter the User ID and Password provided by the firm’s administrator.

2.

Click Login. You will be prompted to change your password the first time you log in to Portals. Passwords must be between 8 and 20 characters and must be a combination of letters and numbers. For security reasons, passwords expire every 90 days and must be changed at that time.

OTE

Portals has a 20 minute time-out feature. After 15 minutes of inactivity, a time out warning displays. After another 5 minutes of inactivity (a total of 20 minutes of inactivity), Portals automatically logs you out. Log back in before continuing.

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Appendix G - Portals 2014 Client Write-Up

Navigating

Portals

The following tips will aid in navigating Portals:

Anything underlined is either a link to other information or a way to rearrange the information by column.

Check-boxes act as filters including or excluding what information is shown.

Page numbers appear below lists. Click underlined page numbers to see other pages in the list.

To access on-screen Help, click the question-mark.

A red asterisk ( * ) to the right of a textbox indicates required information that needs to be entered.

To enter dates, click the calendar to select a date or enter a date using either the

MM/DD/YYYY format (08/03/2014) or the MMDDYYYY format (08032014).

To return to the list of Portals employers, click the Employers link (not available to employer users).

Click Payroll in Progress to display the last tab completed.in the payroll process.

Managing the

Employees

List

Figure 14-6: Portals Employees List

A-22

From the employees and contractors lists, you can:

1.

Click a column header to sort the data in ascending or descending order.

2.

Include or exclude terminated employees in the displayed list. Select or clear the

Do not show terminated employees check box. The default is to exclude terminated employees from the list. (Not available from Contractors list).

3.

Click More Detail (or Less Detail) to display additional (or fewer) columns of information.

2014 Client Write-Up Appendix G - Portals

4.

Click Export Labels to generate an Excel file that lists employees’ or contractors’

Name (combines First, Middle, and Last Name fields), Address (lines 1 and 2),

City, State, and Zip. The File Download window displays where you can either

Open the file in Excel (Excel must be installed on your computer) or Save the file. If you select Save, the Save As window displays giving you the option to rename the file and specify the location to save the file.

5.

Click Blank Forms to access various forms that can be printed or completed on the screen and saved. (Not available from Contractors list). The forms available are:

W-4

I-9

SS-8

W-9

6847

4419

Employee’s Withholding Allowance Certificate

Employment Eligibility Verification

Determination of Worker Status

Request for Taxpayer Identification Number and Certification

Consent for IRS to Release Tax Information

Application for Filing Information Returns Electronically

Editing

Employee and

Contractor

Information

To edit employee and contractor information, complete the following:

1.

From the list of employees or contractors, click the Employee/Contractor Code of the employee or contractor to edit. The Employee/Contractor edit window displays the employee’s or contractor’s demographic and payroll information.

Figure 14-7: Edit Portals Employee Information

2.

All fields may be edited except the Employee or Contractor Code.

3.

When finished editing, click Save. Click Reset to close this window without saving. CWU is updated to reflect these changes the next time a sync is run for this employer.

Entering

Employee

Payroll Information

To enter timecard information, complete the following:

1.

From the list of employees, click the Create New Payroll button to create a group

(or batch) of “timecards”.

2.

If the employer is set up as a Live Portals Payroll client, only the Pay Period

Ending Date and Pay Frequency fields display. If the employer is set up as an

ATF Portals Payroll client, the Checks Printed Date field also displays.

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Appendix G - Portals 2014 Client Write-Up

Pay Period Ending Date — Enter the ending date of the pay period.

Pay Frequency — Select to calculate pay for employees that are paid

Weekly, BiWeekly, Monthly, etc. If there are employees with the same Pay

Period Ending Date that are paid at different pay frequencies, create the batch for one group of employees (e.g. Weekly), then return to the Employees screen, click Create New Payroll, set the Pay Period Ending Date and select the next group of employees (e.g. BiWeekly) to include in the batch.

Checks Printed Date (field displays if this is an ATF Portals Payroll client)

— Enter the date the employer will (or did) pay their employees. This is typically the date printed on the paychecks. When the employer creates their own paychecks, this date must be included for the accounting firm to correctly report filing data to the government.

3.

Click Create Payroll Batch. This batch includes one timecard for every “Active”,

“Suspended”, and “Statutory” employee whose Pay Frequency matches the one selected. If an employee is paid Weekly, Regular Hours 1 equals 40 hours. If an employee is paid BiWeekly, Regular Hours 1 equals 80 hours. If the Pay Class is

“Salary” or Officer Salary”, the salary amount equals the Annual Salary divided by the Pay Frequency.

N

OTE

Re-run this process for each different Pay Frequency. After the batch is created, all the records using the same Pay Period End Date display, even if the Pay Frequencys are different.

Editing

Employee

Pay

Once the batch is created, you may edit employee pay information for this pay period.

1.

From the Payroll in Progress page (time cards displayed), click Edit to the left of the Employee Code. The timecard information is highlighted.

2.

Edit the pay information as needed. Tab from field to field.

3.

Once an employee’s pay record has been edited, click Update.

Approving

Employee

Time Cards

Before the payroll batch can be processed for a Payroll Period End date, it must be selected and approved. Select the appropriate Pay Period End date. Once all employee’s pay records have been updated, click Approve Time Cards. Since payroll records cannot be changed once they are approved, you must confirm the approval.

Click OK.

The approved timecards no longer appear on the Time Card tab but now display on the Approved tab by the selected Payroll Period End date.

I

MPORTANT

Once timecards have been approved, they are available to be downloaded (synced) and processed by the accounting firm. See

“Portals - Processing Employee Payroll” on page 121

.

Once the accounting firm has downloaded the “approved” batch, the information displays on the Loaded tab and is removed from the Approved tab.

Once the accounting firm has processed the payroll, the information displays on the

Processed tab and is removed from the Loaded tab.

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2014 Client Write-Up Appendix G - Portals

Viewing

Processed

Payroll

Once the accounting firm has processed payroll in Client Write-Up, paycheck information is synced back to the Portal and the information appears on the Processed tab.

N

OTE

The information on the Processed tab may be particularly helpful to the employer that prints their own pay checks. By having just one source for calculating payroll, there is much less opportunity for the withholding information to be inconsistent between the actual paychecks and the information the accountant includes on payroll tax returns.

Information on the Processed tab can be exported to Excel.

To export the processed information, complete the following:

1.

Access the Processed tab. From the list of employees, click the Payroll Records button then the Processed tab.

2.

Select the Pay Period Ending Date of the payroll you wish to export from the

Select Ending Date drop list.

3.

Click To Excel. The File Download window displays where you can either Open the file in Excel (Excel must be installed on your computer) or Save the file. If you select Save, the Save As window displays giving you the option to rename the file and specify the location to save the file.

Entering

Contractor

Payment

Information

To enter contractor payment information, complete the following:

1.

From the list of contractors, click the New Payments button to create a group (or batch) of payments.

2.

Enter the Payments Ending Date.

3.

Click Create Payment Batch.

4.

Click Edit to the left of the Contractor Code. The payment information fields are highlighted.

5.

Edit the pay information as needed. Tab from field to field.

6.

Once a contractor’s pay record has been edited, click Update.

Editing

Contractor

Payments

Once the batch is created, you may edit contractor pay information for this pay period.

1.

From the Contractor Payments in Progress page (pay information displayed), click Edit to the left of the Contractor Code. The pay information is highlighted.

2.

Edit the pay information as needed. Tab from field to field.

3.

Once a contractor’s pay record has been edited, click Update.

Approving

Contractor

Payments

Before the payment batch can be processed for a payment Ending Date, it must be selected and approved. Select the appropriate Ending Date. Once all contractor’s pay records have been updated, click Approve Payments. Since pay records cannot be changed once they are approved, you must confirm the approval. Click OK.

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Appendix G - Portals 2014 Client Write-Up

The approved payments no longer appear on the Contractor Payments tab but now display on the Approved tab by the selected payment Ending Date.

I

MPORTANT

Once payments have been approved, they are available to be downloaded (synced) and processed by the accounting firm. See

“Portals - Processing Contractor Payments” on page 148

.

Once the accounting firm has downloaded the “approved” batch, the information displays on the Loaded tab and is removed from the Approved tab.

A-26

2014 Client Write-Up Appendix H - Home Screen Shortcuts

Appendix H - Home Screen Shortcuts

The icons, or speed buttons, on the CWU Home screen are intended to save you time and mouse clicks in navigating to the most commonly used parts of Client Write-Up.

The tables below show the speed button and the menu pathing equivalents.

General Shortcuts

Speed Button Menu Equivalent

File > New Client

(see Setting Up a New Client” on page 29 )

File > Open Client

(see Changing the Active Client” on page 12

)

Reports menu

(see Report Types” on page 258

)

Setup > Client Information

(see Contact Information Tab” on page 30 )

Tools > File Maintenance > Backup

(see Backup” on page 291

)

Tools > Drake Document Manager

(see Appendix D - Drake Document Manager” on page 6 )

Help > Contents

File > Exit

Employee Payroll Shortcuts

Speed Button Menu Equivalent

Employees > Employee Setup

(see Employee Setup” on page 72 )

A-27

Appendix H - Home Screen Shortcuts

Speed Button Menu Equivalent

Employees > Live Payroll

(see Live Employee Payroll” on page 87

)

Employees > ATF Payroll

(see ATF Employee Payroll” on page 96 )

Employees > Print New Checks

(see Printing Employee Pay Checks” on page 102

)

Employees > Deductions & Benefits

(see Deductions and Benefits Setup” on page 65 )

2014 Client Write-Up

Employees > Direct Deposit - Transmit Employees

(see Transmitting Employee Direct Deposits” on page 108

)

Contractor Payroll Shortcuts

Speed Button Menu Equivalent

Contractors > Contractor Setup

(see Adding a Contractor” on page 125

)

Contractors > Live Contractor Payroll

(see Live Contractor Payroll” on page 130 )

Contractors > ATF Contractor Payroll

(see ATF Contractor Payroll” on page 134

)

Contractors > Print New Checks

(see Printing Contractor Pay Checks” on page 137

)

Contractors > Direct Deposit - Transmit Contractors

(see Transmitting Contractor Direct Deposits” on page 143 )

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2014 Client Write-Up Appendix H - Home Screen Shortcuts

Bookkeeping Shortcuts

Speed Button Menu Equivalent

Bookkeeping > Chart of Accounts

(see Chart of Accounts (COA) Setup” on page 44 )

Bookkeeping > Enter Transactions

(see Entering Journal Transactions” on page 158 )

Bookkeeping > Bank Reconciliation

(see Bank Reconciliation” on page 164 )

Bookkeeping > Post Transactions

(see Posting Transactions” on page 166 )

Accounts Payable Shortcuts

Speed Button Menu Equivalent

Payables > Vendor Setup

(see Vendor Setup” on page 198

)

Payables > Enter New Invoices

(see Entering Invoices” on page 200 )

Payables > View & Pay Invoices

(see Scheduling Live Payments” on page 207

)

Payables > Check Writer

(see Check Writer” on page 218 )

Payables > Check Alignment

(see Payables Check Alignment” on page 228

)

A-29

Appendix H - Home Screen Shortcuts

Speed Button Menu Equivalent

Payables > Live Payments > Print Checks

(see Printing Vendor Checks” on page 211

)

Payables > View & Pay Invoices > Record ATF Pmts

(see Recording ATF Payments” on page 210 )

2014 Client Write-Up

Accounts Receivable Shortcuts

Speed Button Menu Equivalent

Receivables > Customer Setup

(see

Customer Setup” on page 239

)

Receivables > Enter/Update Invoices

(see

Entering New Invoices” on page 243 )

Receivables > Enter Service Charges/Penalties

(see

Entering Service Charges and Penalties” on page 248 )

Receivables > Sales Tax Records

(see

Entering Sales Tax Records” on page 234 )

Receivables > Invoice Item Setup

(see

Invoice Item Setup” on page 237

)

Receivables > Receivables Options

(see

Entering Receivables Options” on page 231

)

Receivables > Apply Payments

(see

Applying Receivables Payments” on page 250

)

A-30

2014 Client Write-Up Appendix I - Reporting Agent’s List

Appendix I - Reporting Agent’s List

A Reporting Agent’s List is required to accompany Forms 8655 and is a list of clients included in a batch being submitted for e-filing approval. Use the format of this sample list to create your own Reporting Agent’s List.

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Appendix J - Preparing to e-file W-2s 2014 Client Write-Up

Appendix J - Preparing to e-file W-2s

Before uploading W-2 and W-3 information to the Social Security Administration, you must:

1.

Register to use the Social Security Administration’s Business Services Online website, and

2.

Download the AccuWage 2013 software

N

Registering with the Social Security Administration

When you register to use the the SSA’s website, you will get a login ID and password.

You will also need to establish which of the SSA’s services you will be using.

1.

In CWU2013, go to E-Filing > W2 E-Filing (EFW2) > Transmit File.

2.

Select the W2 files have been tested using AccuWage 2013 option

3.

Click Open Web Site. The Social Security Administration’s Business Services

Online website ( http://www.socialsecurity.gov/bso/bsowelcome.htm

) displays.

4.

Click Register. Enter your registration information. Once you’ve entered your information, you will be prompted to select the services you will be using.

5.

From the Main Menu on the left side of the screen, go to Manage Services.

6.

Select Request New Services.

7.

Select SSA Services Suite for Employers.

OTE

An E-Filing Quick Reference sheet is provided for your convenience.

Use this form to write down the various User IDs, passwords, etc. asso-

ciated with e-filing. See Appendix L - E-Filing Quick Reference to

access this form.

Downloading the AccuWage2013 software

The Social Security Administration provides the AccuWage program so that you may check your W-2 upload files for errors that could cause a reject. AccuWage is a free download.

Using the AccuWage is not required but strongly recommended.

N

OTES

Java must be installed in order to run AccuWage. If Java needs to be installed on your computer, go to http://www.java.com

to download and install this free program.

1.

Point your Internet browser to http://www.ssa.gov/employer/accuwage/ index.html

.

2.

Click Download AccuWage – 2013 Tax Year on the right side of the screen.

3.

Click Run.

A-32

2014 Client Write-Up Appendix K - Preparing to e-file 1099s

Appendix K - Preparing to e-file 1099s

Before uploading 1099 and 1096 information to the IRS, you must:

1.

Get a Transmitter Control Code (TCC), and

2.

Register on the IRS’s FIRE web site.

Getting a Transmitter Control Code

1.

Go to http://www.irs.gov/pub/irs-pdf/f4419.pdf

2.

Complete Form 4419.

N

OTE

Select only the first box below line 7 unless the others are absolutely necessary. If you select more than the first box, the IRS will call you to verify your selection. This will cause your application to be delayed.

3.

Fax the completed form to 877-477-0572.

4.

Check on the status of the 4419 application (and receive the 5-character TCC over the phone, call toll free: 866-455-7438 (option 4). You will also receive a letter from the IRS with your TCC.

5.

In CWU2013, go to Firm > Firm Info./Global Settings and enter the TCC.

6.

Click Save.

N

OTE

Only one Transmitter Control Code is required to e-file all of your clients’ 1099s.

N

Register to use the IRS’s “FIRE” Website

1.

Go to https://fire.irs.gov/firev1r/default.aspx

.

2.

Click Create New Account on the left side of the screen.

3.

Complete and submit the application.

4.

Create a User ID and Password.

5.

Create a 10-digit Personal Identification Number (PIN).

OTE

An E-Filing Quick Reference sheet is provided for your convenience.

Use this form to write down the various User IDs, passwords, etc. asso-

ciated with e-filing. See Appendix L - E-Filing Quick Reference to

access this form.

A-33

Appendix L - E-Filing Quick Reference

Appendix L - E-Filing Quick Reference

EFIN: ______________

Drake Password: _________________

Drake Account #: ____________________

W-2 Information

SSA website User ID: _____________________________

SSA website Password: ___________________________

2014 Client Write-Up

1099 Information

TCC: _________________________

IRS FIRE website User ID: _____________________________

IRS FIRE website Password: ___________________________

94X Information

Your business’s taxpayer PIN: __ __ __ __ __ __ __ __ __ __

Your Reporting Agent PIN: __ __ __ __ __

Alternate way to check 94X IRS Acks:

1.

From CWU, go to Help > Drake Support Web Site

2.

Go to My Account > EF Database

3.

Click Tools

4.

Click Run 94x Report

To download this form from the Drake Support website, click on the following link:

E-Filing Quick Reference Sheet

A-34

2014 Client Write-Up Appendix M - Setting Up Hosted CWU

Appendix M - Setting Up Hosted CWU

In order to upload W2, 1099, and state wage report information electronically, the submission files must reside on either a local or a network drive. To set up CWU so that this happens automatically, complete the following in Hosted CWU:

1.

Go to Firm > Firm Info./Global Settings.

2.

Select the Use Drake Hosted check box. This makes the Hosted to Local Path field active.

3.

Click the browse icon ( ) beside the Hosted to Local Path field and browse to the root drive of either the local machine or a network drive.

W

ARNING

Do not select one of the Drake Hosted drives (X:, Y:, or Z:). If you do, you will not be able to test upload files with AccuWage or upload the files to the Social Security Administration or the IRS’s

FIRE website.

It is not necessary to select a folder, just the drive.

4.

Click Save. A folder named “CWUHosted_yy” (where “yy” indicates the twodigit year of the CWUHosted program) is created on the specified drive. The upload files will be created and reside in a client folder created under the

CWUHosted_yy folder.

Example: In this example, the client’s Client Code is “Turner” and is located in

North Carolina. In step 3 above, you select your network drive F:.

When the W-2 upload file is created (see

“Creating the W-2/W-3 Upload File” on page 186

), it will be created and placed here:

F:\CWUHosted_yy\Turner\Efile_W2s.

This client’s 1099 upload files (see

“Creating the 1099/1096/1098 Upload

File” on page 191

) will be created here:

F:\CWUHosted_yy\Turner\Efile_1099.

The client’s state wage report information will be created here:

F:\CWUHosted_yy\Turner\Efile_State.

Figure 14-8: Drake Hosted e-File File Structure - Example

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Appendix M - Setting Up Hosted CWU 2014 Client Write-Up

A-36

2014 Client Write-Up

15

Glossary

Account — A detailed record of a particular asset, liability, owners' equity, revenue, or expense.

Account Type—Designates an account in the chart of accounts as an asset account, a liability account, expense account, capital account, income account, etc.

AccuWage—This is free software from the Social Security Administration (SSA).

The software checks W-2 (Wage and Tax Statement) and W-2c (Corrected Wage and

Tax Statement) reports for errors before you send them to the SSA. To use the software, download and install the software on your PC. To download the software, go to

http://www.ssa.gov/employer/accuwage/.

ACK — IRS acknowledges each transmission of electronic return data. There are two types of ACK files, the Transmission ACK File and the Validation ACK File. Transmission ACK File is generated if there is a problem in the basic formatting of the entire file. Validation ACK File is generated when there is a problem within the return.

Acknowledgement — See ACK

Additional Net Pay — Amounts added to an employee's paycheck not subject to withholdings.

Advance Earned Income Credit (AEIC) — An employee who expects to be eligible for the earned income credit (EIC) and expects to have a qualifying child is entitled to receive EIC payments with his or her pay during the year. To get these payments, the employee must provide to you a properly completed Form W-5, Earned Income Credit

Advance Payment Certificate, using either the paper form or an approved electronic format. You are required to make advance EIC payments to employees who give you a completed and signed Form W-5.

After-the-Fact Payroll — Payroll information is entered for reporting purposes only and no checks are printed.

ATF Payroll — See After-the-Fact Payroll.

Balance — Either equality between the totals of the credit and debit sides of an account or the difference between the totals of the credit and debit sides of an account.

Balance Sheet — A summary of all the accounts of a business, it provides a snapshot of the business at a given point in time. A balance sheet is usually prepared at the end of each financial year. The term implies that the combined balance of assets equals the liabilities and equity.

Beginning Balance — The amount on hand at the start of an accounting period.

vii

viii

2014 Client Write-Up

Benefits — Employer provided “non-cash” taxable compensation or fringe benefits.

Cash Account — The general ledger account that reports currency, coins, undeposited checks, and the checking accounts of a company.

Chart of Accounts — A listing of the accounts available in the accounting system in which to record entries. The Chart of Accounts consists of balance sheet accounts

(assets, liabilities, stockholders' equity) and income statement accounts (revenues, expenses, gains, losses). It can be expanded and tailored to reflect the specific operations of a company.

Close — Refers to procedures at the end of an accounting period. Since an income statement reports the net income for a single accounting period and shows the expenses and revenues only for that period, closing clears current period balances but maintains year to date.

COA — See Chart of Accounts.

Common Paymaster — An entity that pays an employee for two or more related corporations at the same time.

Credit — To enter an amount on the right side of an account. Generally, these types of accounts are increased with a credit: Gains, Income, Revenues, Liabilities, and

Stockholders' (Owner's) Equity.

Debit — To enter an amount on the left side of an account. Generally, these types of accounts are increased with a debit: Dividends (draws), Expenses, Assets, and Losses.

Deduction — An expense incurred by a taxpayer that is subtracted from gross income and results in a lower overall taxable income.

Double Entry System of Bookkeeping — Every business transaction is recorded into at least two accounts. For each debit there is an offsetting credit.

Earned Income Credit (EIC) — See EIC.

EFIN (Electronic Filing Identification Number) — Required to electronically file tax returns and other tax related documents, an EFIN is acquired by submitting an online application and mailing a signed and completed fingerprint card to the IRS.

EIC — A refundable credit for workers who meet certain requirements and file a tax return. Persons with or without a qualifying child may claim the EIC. To qualify for the credit, income must be earned.

EIN — Employer Identification Number. This is required to file the various employment tax returns. You may obtain an EIN by completing Form SS-4, Application for

Employer Identification Number, and mail or fax it to the IRS for processing.

Electronic Filing Identification Number — See EFIN.

Electronic Return Originator — See ERO.

Employer Identification Number — See EIN.

2014 Client Write-Up

Ending Balance — The amount in an account at the end of an accounting period as a result of operations during the period.

ERO — Individuals who have passed the suitability checks by the Internal Revenue

Service and have subsequently been accepted into the electronic filing program. EROs are required to use their clients' 10-digit Personal Identification Numbers (PIN) when electronically filing the Form 940 series for the client. This PIN serves as an electronic signature for the return.

Exemption — A subtraction from income in computing taxable income. Also, the number used when calculating income tax withholding.

Expense Account — An expense represents an event in which an asset is used or a liability is incurred. Expenses decrease the owner's equity. Examples of expense accounts are wage expense, supply expense, rent expense, and advertising expense.

FICA — Federal Insurance Contribution Act. FICA indicates the payroll taxes for both Social Security and Medicare.

FIRE System — “FIRE” refers to the Filing Information Returns Electronically system at http://fire.irs.gov. The following information returns can be filed electronically:

Forms 1042-S, 1098, 1099, 5498, 8027, W-2G, and QWF (Questionable Forms W-4).

To participate in the FIRE system, submit Form 4419 to request authorization to file

Information Returns with the IRS. Once you are approved, a five-character alphanumeric Transmitter Control Code (TCC) is assigned. If you already have a TCC for magnetic media filing, you need not reapply.

Form 1096 — This form is used to transmit paper Form 1099-MISC to the IRS. Do not use Form 1096 to transmit electronically or magnetically.

Form 1099-MISC — File this form for each person to whom the employer has paid during the year: at least $10 in royalties or broker payments in lieu of dividends or taxexempt interest; at least $600 in rents, services (including parts and materials), prizes and awards, other income payments, medical and health care payments, crop insurance proceeds, cash payments for fish (or other aquatic life) the employer purchases from anyone engaged in the trade or business of catching fish, or, generally, the cash paid from a notional principal contract to an individual, partnership, or estate; any fishing boat proceeds; or gross proceeds to an attorney. In addition, use this form to report direct sales of at least $5,000 of consumer products to a buyer for resale anywhere other than a permanent retail establishment. You must also file this form for each person from whom the employer has withheld any federal income tax under the backup withholding rules regardless of the amount of the payment.

Form 940 — Use this form to report annual Federal Unemployment Tax Act (FUTA) tax.

Form 941 — Use this form to report: payroll taxes (withheld federal income tax and both employee and employer shares of Social Security and Medicare taxes) for the quarter; current quarter's adjustments to Social Security and Medicare taxes for fractions of cents, sick pay, tips, and group-term life insurance; and prior quarters' adjustments to payroll taxes (attach Form 941c).

ix

x

2014 Client Write-Up

Form 941C — Use Form 941C to provide background information and certifications supporting prior period adjustments to income, Social Security, and Medicare taxes reported on Forms 941, 941-M, 941-SS, 943, 944, 944(SP), 944-SS, or 945. File it with the tax return on which the adjustment is being claimed. Do not use Form 941C as a supporting statement for current period adjustments (for example, adjustment for uncollected employee share of Social Security and Medicare taxes on tips). No supporting statement is required for the fractions-of-cents, group term life insurance, and third-party sick pay adjustments.

Form 941-SS — Use this form to report the employer's quarterly federal Social Security and Medicare taxes for workers in American Samoa, Guam, the Commonwealth of the Northern Mariana Islands, and the U.S. Virgin Islands.

Form 943 — Use this form to report federal income tax withheld and employer and employee Social Security and Medicare taxes on wages paid to farm workers.

Form 944 — This form is designed so the small employers (those whose annual liability for Social Security, Medicare, and withheld federal income taxes is $1,000 or less) will file and pay these taxes only once a year instead of every quarter. Use Form

944 to report: payroll taxes (withheld federal income tax and both employee and employer shares of Social Security and Medicare taxes) for the year; current year's adjustments to Social Security and Medicare taxes for fractions of cents, sick pay, tips, and group-term life insurance; and prior years' adjustments to payroll taxes (attach

Form 941c). File this form if the IRS has notified you to file Form 944 to report: wages you have paid, tips your employees have received, both the employer's and the employee's share of Social Security and Medicare taxes; and Advance earned income tax credit (EIC) payments. You must file a Form 944 for each year even if you have no taxes to report unless the IRS notifies you that your filing requirement has been changed to Form 941 (or you filed a final return).

Form 944-SS — This form is designed so the small employers (those whose annual liability for Social Security and Medicare taxes is $1,000 or less) in American Samoa,

Guam, the Commonwealth of the Northern Mariana Islands, and the U.S. Virgin

Islands will have to file and pay these taxes only once a year instead of every quarter.

File this form if the IRS has notified you to file Form 944-SS to report: wages you have paid, tips your employees have received, and both the employer's and the employee's share of Social Security and Medicare taxes. You must file a Form 944-SS for each year even if you have no taxes to report unless the IRS notifies you that your filing requirement has been changed to Form 941-SS (or you filed a final return).

FUTA — Federal Unemployment Tax. Together with state unemployment systems,

FUTA tax provides payments of unemployment compensation to workers who have lost their jobs. Most employers pay both federal and state unemployment taxes. Only the employer pays FUTA tax.

GAAP (Generally Accepted Accounting Principles) — These are general rules and concepts that govern the field of accounting and form the groundwork on which more detailed, complicated, and legalistic accounting rules are based. GAAP enables us to assume that there is consistency from year to year in the methods used to prepare a company's financial statements. And although variations may exist, we can make reasonably confident conclusions when comparing one company to another.

2014 Client Write-Up

General Ledger — The part of the accounting system containing the balance sheet and income statement accounts used for recording transactions.

Generally Accepted Accounting Principles — See GAAP.

Gross — The total amount of income or expense before deductions or adjustments.

For example, gross pay is the amount before withholding deductions or gross purchases before discounts.

ITIN — An Individual Taxpayer Identification Number (ITIN) is a tax processing number issued by the Internal Revenue Service. The IRS issues ITINs to individuals who are required to have a U.S. taxpayer identification number but who do not have, and are not eligible to obtain, a Social Security number (SSN) from the Social Security Administration (SSA). ITINs are issued regardless of immigration status because both resident and nonresident aliens may have U.S. tax return and payment responsibilities under the Internal Revenue Code.

Journal — Where transactions are recorded and appear in order by date.

Journal Entry — The entry made in a journal containing the date, the account name, amount to be debited, the account name and amount to be credited. Each journal entry must have the dollars of debits equal to the dollars of credits.

Live Payroll — Payroll information is entered and employee paychecks are printed.

MICR — Magnetic Ink Character Recognition. A character recognition system developed for the banking industry that gives banks a secure and faster method of processing checks. It uses special characters and magnetic ink or toner on blank check stock to print the numbers and characters found on the bottom of checks. A document printed with MICR ink is read by passing through a machine that will first magnetize the ink on the MICR line, and then read the magnetic signals. Each character gives off a magnetic signal unique and identifiable to that character.

MMREF — Magnetic Media Reporting and Electronic Filing. Electronic reporting specifications for Form W-2 set by the Social Security Administration.

Net Pay — Gross wages or gross salaries minus withholdings for payroll taxes and other items such as insurance, union dues, United Way, etc. Also referred to as “take home pay”.

Post — The transferring of entries from the journals to be summarized in the general ledger.

Postable Account — Level 0 accounts. Journal entries can only be made to postable accounts. Other level accounts are summary accounts.

Reporting Agent — An accounting service, franchiser, bank or other person who complies with IRS Revenue Procedures 96-17 and is authorized to electronically sign and file a Form 940/941 on behalf of a taxpayer. This authorization is granted through submission of Form 8655, either by the client or the reporting agent. There must be a

Form 8655 signed by the client for each of the reporting agent's clients. Reporting agents sign all of the electronic returns they file with a single PIN signature.

xi

xii

2014 Client Write-Up

Retained Earnings — An equity account that reports the net income of a business from its inception until the balance sheet date minus the dividends declared from its inception to the date of the balance sheet. The earnings have been “retained” for use in the business.

SSN — Social Security Number

Taxpayer Identification Number (TIN) — An identification number used by the

Internal Revenue Service. It can be a SSN (Social Security Number), EIN (Employer

Identification Number), ITIN (Individual Identification Number), ATIN (taxpayer identification number for pending U.S. adoptions) or PTIN (Preparer Taxpayer Identification Number).

TIN — See Taxpayer Identification Number

Transfer Agent — The agent authorized by a corporation to maintain the official record of each registered shareholder's name, address, number of shares purchased or sold, and their balances.

Trial Balance — A listing of the accounts in the general ledger with the account balances listed in the appropriate debit or credit column as of a specified date. A trial balance is usually prepared at the end of an accounting period and is used to determine if additional adjustments are required to any of the balances. The total of the amounts in the debit column must equal the total of the amounts in the credit column.

W-2 — Employers must file Form W-2 for wages paid to each employee from whom income, Social Security, or Medicare tax was withheld or income tax would have been withheld if the employee had claimed no more than one withholding allowance or had not claimed exception from withholding on Form W-4.

W-3 — Anyone required to file Form W-2 must file Form W-3 to transmit Copy A of

Forms W-2.

Withholding (W/H) — The term associated with payroll deductions from an employees' gross wages or gross salary.

Index 2013 Client Write-Up

Index

1099 On the Fly Preparation

175

1099/1096 MISC Processing

Editing 1099s

147

Generating 1099 Data

228

Printing 1099s and 1096s

148

1099/1096 Misc Processing

146

1099s and 1098s On the Fly

175

94X Form Settings

57

94X Online Payment

43

94X Preparer Setup

21

94X Series Tax Deposits and Tax Returns

94X Series Form Settings

57

94X Series Tax Returns

113

94X Series Tax Returns On the Fly Preparation

179

94X Tax Deposits

Calculating 94X Tax Deposits

111

Editing the 94X Tax Deposit

113

Printing the 94X Tax Deposit

113

A

Account and Payroll Information

Add Locality Tax

64

Edit Locality Tax

64

G/L Account Numbers

62

Local Rates

64

Payroll Options

59

State Rates and Limits

63

Accounts Payable

ATF Payments

210

Check Writer

218

Deleting a Scheduled Payment

210

Deleting ATF Payments

218

Editing ATF Payments

216

Editing Invoices

206

Entering Invoices

200

Making Partial Live Payments

208

Making Payments in Full

207

Making Subsequent Live Payments

209

Printing Vendor Checks

211

Recording ATF Payments in Full

210

Recording Partial ATF Payments

211

Reprinting Vendor Checks

214

Scheduling Live Payments

207

Searching for ATF Payments

216

Searching for Invoices

204

Viewing 1099 Information

226

Voiding ATF Payments

217

Voiding Vendor Checks

215

Accounts Payable Setup

Payables Setup Tab

35

Vendor Bookkeeping

198

Vendor Check Setup

197

Vendor Setup

198

Accounts Receivable

Applying Receivables Payments

250

Deleting a Payment

253

Deleting Invoices and Line Items

248

Deleting Service Charges and Penalties

249

Entering New Invoices

243

Entering Service Charges and Penalties

248

Making a Reversing Entry

253

Making an Adjustment

252

Posting Receivables Transactions Manually

254

Printing an Invoice

246

Updating Invoices

247

Viewing Transactions

251

Writing Off Bad Debt

252

Accounts Receivable Setup

Adding a Customer

239

AR Options

231

Customer Set Up

239

Customer Status

234

Editing a Customer

243

Entering Sales Tax Records

234

Extended Dunning Messages

232

GL Account Setup

236

Invoice Item Setup

237

Payment Terms

233

Receivables Options

231

User Defined Headings

234

Activate Client Write-Up

7

Adding Employer Users

18

Adding Firm Users

17

Adobe Reader Download

296

Application for EFIN

36

Applying Receivables Payments

250

ATF

Accounts Payable Payments

210

Contractor Payroll

134

Employee Payroll

96

Payroll Journal Entry

160

Auto Backup

290

xiii

Index

B

Backup

291

Bank Reconciliation

164

Benefits Tab

85

Bookkeeping

ATF Payroll Journal Entry

160

Bank Reconciliation

164

Edit Stored Descriptions

163

Editing/Deleting a Journal Entry

160

Enter Transactions

158

Journal Options

162

Payroll Journal Entry

161

Posting Transactions

166

Year End Close

167

C

Calculating 94X Tax Deposits

Printing the 94X Tax Deposit

113

Calculator

295

Change the Active Client

12

Changing a User’s Password

18

Chart of Accounts (COA)

Account Levels

154

Adding Accounts

151

Create an Account "On the Fly"

156

Deleting Accounts

156

Deleting the COA

156

Editing Accounts

151

,

156

Setup Balances

153

Check Alignment

107

,

142

Check Setup

MICR Accounts Payable Check Setup

52

MICR Checks

311

MICR Payroll Check Setup

50

Preprinted Accounts Payable Check Setup

51

Pre-Printed Checks

311

Preprinted Payroll Check Setup

48

Check Stock

MICR Check Stock

22

Check Stub Options

MICR Accounts Payable Checks

52

MICR Payroll Checks

50

Preprinted Accounts Payable Checks

52

Preprinted Payroll Checks

49

Check Writer

218

Consolidating NonVendor Information

226

Editing NonVendor Information

225

Printing NonVendor Checks

221

Printing Vendor Checks

218

Reprinting NonVendor Checks

224

Checks

MICR Calibration

27

MICR Check Design

24

xiv

2013 Client Write-Up

MICR Check Setup

22

,

23

MICR Check Stock

22

Payables Check Alignment

228

Payroll Check Alignment

107

,

142

Preprinted Check Alignment

28

Printing Contractor Pay Checks

137

Printing Employee Pay Checks

102

Printing Vendor Checks

211

Reprinting Contractor Pay Checks

140

Reprinting Employee Pay Checks

105

Reprinting NonVendor Checks

224

Reprinting Vendor Checks

214

Vendor Check Setup

197

Voiding Vendor Checks

215

Client Notes

296

Client Setup

94X Form Settings

57

94X Online Payment

43

Accounts Payable Setup

35

Business Information Tab

32

Chart of Accounts

44

Contact Information Tab

30

Display Settings

55

Document Manager Options Tab

31

Editing Client Information

44

EF Setup Tab

36

Headers and Footnotes

53

MICR Bank Accounts

46

Payables Setup Tab

35

Report Options

54

Setting Up a New Client

29

W-2/W-3-1099 MISC. Setup Tab

33

Client Write-Up Menus

7

Client Write-Up Processes

1099s/1096s on the Fly

314

94X PIN Applications

312

End of Year

314

MICR Check Setup

311

PIN Applications for 94X Tax Returns

312

Pre-Printed Check Setup

311

Print and Upload 1099s and 1096s

313

Print and Upload W-2s and W-3s

313

Process Payroll

311

W-2s/W-3s on the Fly

313

Consolidating NonVendor Information

226

Contractor Payroll

123

Additional ATF Contractor Payroll Options

136

Additional Check Print Options

140

Additional Live Contractor Payroll Options

133

ATF Contractor Payroll

134

Editing a Live Check

134

Editing an ATF Contractor Check

137

Live Contractor Payroll

130

Printing Contractor Pay Checks

137

2013 Client Write-Up

Reprinting Contractor Pay Checks

140

Transmitting Contractor Direct Deposits

143

Contractor Payroll Set Up

123

Account & Payroll Information

123

Adding a Contractor

125

Contractor Password

123

Contractor Setup

125

Cumulative G/L Account Numbers

123

Detailed G/L Account Numbers

124

Direct Deposit

129

Divisions

127

Edit a Contractor

129

Creating W-2s on the Fly

172

CWU Manual Updates

9

D

Date Fields

11

,

12

DDM

31

Deductions and Benefits

Adding a Benefit

68

Adding a Deduction

65

Editing a Deduction or Benefit

72

Deductions Tab

84

Delete Client

293

Deleting ATF Payments

218

Deleting Employer Users

18

Deleting Firm Users

18

Direct Deposit

18

Direct Deposit Reports

109

,

144

Establishing Your Account with InterceptEFT

19

Report Details

110

,

145

Setup

19

Transmitting Contractor Payroll Information

143

Direct Deposit Tab

86

Display Settings

55

Division

159

Divisions

54

Document Manager

31

Documentation Standards

11

Drake Dialer

288

Drake Document Manager

31

,

6

E

Editing 94X Tax Deposits

113

Editing ATF Payments

216

Editing Employer User Information

18

Editing Firm User Information

17

Editing Invoices

206

Editing Stored Descriptions

163

E-Filing 1099-MISC FAQ

1

Electronic Filing

1099 Extension

194

Index

1099s

Preparing to e-file

33

94X Forms

183

Transmit 1099 Extension

195

Transmit 1099/View Results

193

Uploading W-2s and W-3s

186

View Results of 94X Transmission

185

View Results of 94X Transmissions - Alternate Method

186

W-2s and W-3s

186

Electronic Filing Setup

Business Taxpayer’s PIN Application

312

Business Taxpayers PIN Application

38

ERO PIN Application

40

Individual Taxpayers PIN Application

312

Reporting Agent PIN Application

42

E-Mail

307

Checking E-Mail

308

Composing a New Message

309

E-Mail Attachments

309

E-Mail Setup

307

Managing the Address Book

310

Moving Messages

310

Replying, Forwarding, and Deleting Messages

310

E-Mailing a Portals Employer

19

Employee Payroll

Additional ATF Employee Payroll Options

101

Additional Check Print Options

105

Additional Deductions

94

Additional Live Employee Payroll Options

94

ATF Employee Payroll

96

Benefits

92

Deductions

93

Earnings

91

Editing a Live Check

95

Editing an ATF Check

102

Gross Pay and Earnings

92

Printing Employee Pay Checks

102

Reprinting Employee Pay Checks

105

Total Deductions and Net Pay

94

Transmitting Employee Direct Deposits

108

Employee Payroll Setup

Account and Payroll Information

59

Deductions and Benefits

65

Employees

72

G/L Account Numbers

62

Payroll Options

59

Setting Up Employee Payroll

59

Employee Setup

Adding an Employee

72

Benefits

85

Benefits Tab

85

Deductions

84

Deductions Tab

84

xv

Index

Direct Deposit

86

Direct Deposit Tab

86

Divisions

74

Edit an Employee

86

Federal Tax Status

81

Federal Tax Status Tab

81

Federal Withholding Options

81

Payroll Options

78

Payroll Options Tab

78

Payroll Wages & Rates

75

Payroll Wages/Rates Tab

75

Personal Info Tab

73

Sick & Vacation Hours

79

State & Local Tax Status

81

State & Locality Information

82

State Filing Status & Exemptions

83

State Fixed Percent WH

83

State General Selections

83

State Withholding

82

State/Local Tax Status Tab

81

Employment Eligibility Verification

72

Entering Invoices

200

Entering Receivables Options

231

Excel Templates - Restoring

294

Export to Drake Tax Software

301

Exporting from CWU

300

F

Federal Tax Status Tab

81

Federal Withholding Information

81

File Maintenance

Auto Backup

290

Backup

291

Delete Client

293

Repair & Rebuild Payables Index Files

294

Restore

292

Restore Excel Templates

294

Filing a 1099 Extension

194

Filing Tax Returns

296

FIRE website

3

Firm

Firm Info/Global Settings

13

Fiscal Year Clients

168

Forms Alignment

28

G

Generating 1099 Data

228

Global Setup

94X Preparer Setup

21

Firm Info/Global Settings

13

MICR Check Setup

22

Security Setup

15

xvi

2013 Client Write-Up

H

Headers and Footnotes

53

Home Screen Shortcuts

27

Hot Keys

11

I

ICR

104

,

139

Importing from PeachTree

305

Importing from QuickBooks

302

Importing to CWU

298

Step 1 - Copy the Templates

298

Step 2 - Entering Data into the Template

298

Step 3 - Import

300

Installation

Network Installation

6

Stand-Alone Installation

5

Installing Program Updates

287

Drake Dialer

288

Viewing Release Notes

288

InterceptEFT Direct Deposit Holidays

11

Invoice Item Setup

237

IRS FIRE Website

3

IRS Web Site

310

J

Journal Options

Auto Increment Reference Number

162

Disable AP, Employees, Contractors and AR Selections

162

Disable Division Selection

163

Disable Payroll Journal and ATF Payroll

163

Insert Debit/Credit Decimal Automatically

162

Prefill Adjusting Entry Amounts Automatically

162

Journal Transactions

158

L

Live Contractor Payroll

130

Live Employee Payroll

87

Logging in to the Portal

15

M

Managing Portals Users

17

Adding Employer Users

18

Adding Firm Users

17

Deleting Employer Users

18

Deleting Firm Users

18

Editing Employer User Information

18

Editing Firm User Information

17

Manual Updates

9

MICR Accounts Payable Check Setup

52

2013 Client Write-Up

MICR Bank Accounts

46

MICR Check Printing

MICR Calibration

27

MICR Check Design

23

,

24

MICR Check Stock

22

MICR Check Setup

Vendor Checks

197

MICR Check Stock

22

MICR Payroll Check Setup

50

N

Navigation

10

Changing the Active Client

12

Date Fields

11

Documentation Standards

11

Hot Keys

11

New Client

Business Information

32

Contact Information

30

Document Manager Options

31

Payables Setup

35

W-2/W-3 Setup

33

NonVendor Changes

225

O

On the Fly Forms

1099 - Preparation

175

1099s - Editing

177

1099s and 1096s - Printing

178

1099s and 1098s

175

1099s and 1098s - Creating

176

1099s and 1098s - Processing

177

94X Series Tax Return - Preparation

179

94X Tax Returns

178

W-2s - Creating

172

W-2s - Preparation

172

W-2s - Processing

173

W-2s and W-3s - Editing

173

W-2s and W-3s - Printing

174

P

Payables Check Alignment

228

Payroll

ATF Contractor Payroll

134

ATF Employee Payroll

96

ATF Journal Entry

160

Direct Deposit

18

Editing a Live Contractor Check

134

Editing a Live Employee Check

95

Editing an ATF Contractor Check

137

Editing an ATF Employee Check

102

Live Contractor Payroll

130

Live Employee Payroll

87

Payroll Journal Entry

161

Printing Employee Pay Checks

102

Reprinting Payroll Checks

105

Payroll Filings

1099/1096 Misc Processing

146

94X Series Tax Deposits

111

Producing 94X Series Tax Returns

113

W-2 Processing

117

Payroll Journal Entry

161

Payroll Options

59

Payroll Options Tab

78

Payroll Wages/Rates Tab

75

PeachTree Import

305

Personal Info Tab

73

PIN Application

Business Taxpayer

38

EROs

40

Individual Taxpayers

312

Reporting Agents

42

W-2/W-3 PIN Application FAQs

2

Portals

Activating Portals

13

Approving Time Cards

24

Editing Employee Information

23

Editing Employee Pay

24

E-Mailing a Portals Employer

19

Entering Payroll Information

23

,

25

Getting Started

12

Identifying Portals Clients

13

Logging in to the Portal

15

Managing Portals Users

17

Managing the Employees List

22

Navigating Portals

22

Portals Login

21

Portals Users

12

Processing Contractor Payroll

148

Processing Employee Payroll

121

Transferring Files to Drake Support

19

Verifying Employees

16

Viewing Processed Payroll

25

Viewing the Payroll Download Log

19

Working with Employers

20

Working with Portals

21

Portals Setup

28

Portals Users

12

Posting Receivables Transactions Manually

254

Posting Transactions

166

Preprinted Accounts Payable Check Setup

51

Preprinted Payroll Check Setup

48

Print and Upload W-2s and W-3s

313

Printing Blank Forms

295

Printing Checks

Index

xvii

Index

Check Alignment

107

,

142

Contractor Pay Checks

137

Employee Pay Checks

102

MICR Check Setup

22

Payables Check Alignment

228

Reprint Payroll Checks

213

,

215

,

225

Vendor Checks

211

,

214

Voiding Vendor Checks

215

Printing Mailing Labels

296

Printing Mailing Labels from CWU Lists

297

Printing Single Mailing Labels

297

Printing Mailing Labels from CWU Lists

297

Process Payroll (Live and ATF)

311

Processing 1099s On the Fly

177

Processing W-2s on the Fly

173

Producing

113

Producing 94X Series Tax Returns

Form 941-X

116

Form 943-X

116

Form 944-X

116

Program Updates

287

Q

QuickBooks Import

302

R

Rebuild Client List

294

Receivables Customer Set Up

239

Recording Partial ATF Payments

211

Repair & Rebuild Payables Index Files

294

Report Details

259

Report Options

54

,

256

Report Types

Accounts Payable

258

Accounts Receivable

258

Balance Sheets

258

Cash Flow

258

Chart of Accounts

258

General Ledger

258

Interim

258

Payroll

258

Profit & Loss

258

State Tax & Wage

259

Transaction Listings

258

Year-to-Date

258

Reports

Accounts Payable Reports

275

Accounts Receivable Reports

277

Balance Sheet Reports

263

Chart of Accounts Reports

274

Display Settings

256

General Ledger Reports

264

xviii

2013 Client Write-Up

Interim Reports

259

Payroll Reports

278

Profit & Loss (P&L) Reports

267

Report Details

259

Report Options

256

Report Review

285

Running Reports

255

State Tax & Wage Reports

284

The Report Window

257

Transaction Listing Reports

272

Understanding Reports

257

Year-To-Date Reports

261

Restore

292

Restore Excel Templates

294

Running Reports

255

S

Scheduling Live Payments

Deleting a Scheduled Payment

210

Making Partial Payments

208

Making Payments in Full

207

Making Subsequent Payments

209

Searching for ATF Payments

216

Searching for Invoices

204

Security Setup

15

Changing a Password

17

Deleting a User ID

18

Setting Up User IDs and Passwords

16

Setting Up Employee Payroll

59

Setting Up User IDs and Passwords

16

Setup

94X Form Settings

57

94X Online Payment

43

Chart of Accounts

44

Checks

48

Client

29

Client Setup

29

Deductions and Benefits

65

Display Settings

55

Electronic Filing

36

Employees

72

Global Setup

13

Headers and Footnotes

53

MICR Bank Accounts

46

MICR Calibration

27

MICR Check Setup

23

New Client

29

Payroll

59

Report Options

54

Reporting Options

53

Vendor Checks

197

Vendors

198

W-2/W-3

33

2013 Client Write-Up

Setup Wizard

8

Sick/Vacation Hours

79

Spreadsheet Imports

297

Importing to CWU

298

State/Local Tax Status Tab

81

Support

Contacting Support

3

Support Hours

4

System Date Format

8

Windows 2000

8

Windows 7

9

Windows Vista

9

Windows XP

9

System Requirements

4

T

Tax Deposits

Filing 94X Forms

111

Form 941

115

Form 941-SS

115

Form 943

116

Form 944-SS

116

Producing 94X Tax Returns

113

Tools

Adobe Reader Download

296

Backup

291

Calculator

295

Client Notes

296

Delete Client

293

Drake Dialer

288

Exporting from CWU

300

File Maintenance

289

Installing Program Updates

287

Printing Blank Forms

295

Printing Mailing Labels

296

Rebuild Client List

294

Repair & Rebuild Payables Index Files

294

Restore

292

Restore Excel Templates

294

Spreadsheet Imports

297

Update Prior Year Clients

288

Viewing Release Notes

288

Where to File Tax Returns

296

Transferring Files to Drake Support

19

Transmit 1099/View Results

193

Transmitting Employee Direct Deposit

108

U

Update Prior Year Clients

288

Uploading W-2s and W-3s

186

V

Vendor Bookkeeping Setup

198

Vendor Check Setup

197

Vendor Setup

198

Viewing 1099 Information

226

Viewing Release Notes

288

Voiding ATF Payments

217

Voiding Vendor Checks

215

W

W-2 On the Fly Preparation

172

W-2 Processing

Adjusting W-2 Withholding

117

Checking W-2 Withholding

117

Editing W-2s

118

Printing W-2s and W-3s

119

Processing W-2s

118

W-2/W-3 PIN Application FAQs

2

W-2c/W-3c Processing

Creating W-2c

120

Printing W-2c and W-3c

120

Y

Year End Close

167

Index

xix

xx

2014 Client Write-Up

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