Payroll Procedural Checklist Page 3
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3Before You Start
Before you start the Status Change Update, you must do the following:
•
Make a current backup -- this is for your own protection!
•
Make sure that the timesheet entry files have been updated.
•
Make sure no one else is using Solution-IV Accounting.
Procedure for Status Change
The Status Change Update works as follows:
1.
Makes sure the entry files are empty, and that no one else is using the system (any
company, any application).
2.
Builds a list of all the records that are marked to be deleted or changed (status = D or
C).
3.
Once the list is built, it checks all of the records to be deleted and makes sure that
they are not being used anywhere (except for the history files).
4.
It then checks the records to be changed and insures that the "change to" is not going
to be changed to something else or deleted.
5.
A report is printed showing the changes to be made, and any conflicts found in steps
three and four. If there are any conflicts, the remaining steps are skipped. If there are
no conflicts, the system prompts:
6.
Are you sure you want to continue the update?
7.
The requested changes are performed.
8.
The requested deletions are performed.
9.
The history files are marked if anything was changed. There are multiple flags in
each record in each of the history files -- one for each element that could be changed.
They are normally blank. If the element has been changed the associated flag is set to
"C."
QUARTERLY
Perform all steps for monthly processing.
Print Reports:
Quarterly 941 Forms
Quarterly Tax Report
Quarterly Contribution Report
Quarterly Check Register
Perform Period End Update (Quarter End).
YEARLY*
Perform all the steps for monthly and quarterly processing.
Print all quarterly reports using yearly data.
Print W-2 forms.
Make Copy of company
Perform Period End Update (Year End).
*Yearly procedures should be done as soon as all checks have been entered for
December, but before anything is done for the next year
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