M9-PR-1090 Multiple Concurrent Local Taxes

From BlythecoDev Wiki

Jump to: navigation, search

Contents

Synopsis

This Custom Solution to the standard MAS 90 MAS 200 Payroll module allows you to keep track of concurrent multiple local income taxes for a given employee.

Installation

Before installing any Custom Solution, please verify that the version level referenced on your installation file is the same version level as your Sage 100 (MAS 90 MAS 200) installation. (For more information please call (800) 425-9843). It is recommended to have a complete and tested backup prior to installing any application on your Sage 100 (MAS 90 MAS 200) platform.

Custom Solutions Control Center

Installing any Custom Solution will add an Custom Solutions Control Center to the Sage 100 (MAS 90 MAS 200) Library Master Utilities menu. When you open the Control Center, the following options will be available:

  • Merge Installation Files
  • Custom Solutions Setup options

Custom Office

If you customize your Sage 100 (MAS 90 MAS 200), then you must run the Update Utility every time you install this Custom Solution.

Setup

Once the disk is installed, you will need to access the Payroll Setup menu option screen. After the standard MAS 90 MAS 200 option screens have been displayed, a Setup screen for this Custom Solution will appear. Check the ‘Enable Custom Solution’ box to activate this Custom Solution (Figure 1).

file:PR-1090_430_figure1.JPG


Answer the following prompt:

SET TO DEFAULT LOCALS FROM TIMECARD: If you check this box, the State and Local Codes will be overridden and set to the defaults from Employee Maintenance when pulling in data for Payroll from TimeCard.


Custom Solutions Setup will be added to the Payroll Main Menu as a Setup Option task. Please review your security setup in Role Maintenance and make appropriate changes.


WARNING! Do not run Payroll without making sure that the tax table contains all the local taxes! Payroll will not function properly without it. Especially make sure that taxes entered in local tax fields two and three are entered for each applicable employee.


The standard MAS 90 MAS 200 Payroll Setup option ‘Require Multiple State or Local Earnings Entry’ must be checked for this Custom Solution to function properly.



You should visit this Setup screen after each upgrade or reinstallation of this Custom Solution.


Role Maintenance
The following Tasks have been added to Payroll, Reports:

  • Monthly School District Tax Report
  • Quarterly School District Tax Report

Operation

Tax Table Maintenance

The Tax Table Maintenance screen contains the default information used for tax calculations. To add additional local tax records, you must first enter the State Tax Code representing the state in which the local jurisdiction exists. In the Local field, enter the new Local Tax Code.

When creating a local tax code that will represent an Ohio School District Income Tax, follow the convention of using an exclamation point as the first character in the code (e.g., you could use !RE for Reynoldsburg School District Income Tax). The exclamation point identifies this tax to the system as a school tax and is required for proper reporting on the School Tax Report.

In the untitled field located to the right of the Local field, enter a description of the local taxing jurisdiction (for Ohio School District Income Tax, it is recommended that you enter the four-digit district number, a space, and as much of the school district name as will fit in the field). Complete the remainder of the screen as usual. You may wish to set up new General Ledger Account numbers for the additional local taxes you are adding.


Employee Maintenance: Wage and Tax Status

The Wage and Tax Status screen contains the default information used for Payroll Data Entry (Figure 2). Note that the Primary State and Local Tax is carried over into Payroll Data Entry both through the Manual and the AUTOpay data features. <Insert Content>


file:PR-1090_430_figure2.JPG


With this Custom Solution, you will be able to enter up to three Primary Local Tax Codes for the employee. All three Primary Local Tax Codes are defined within the same Primary state.

In this screen, Local #2 and Local #3 have been added to allow for multiple primary local taxes. If no additional local tax entries are required, the fields may be left blank. If these fields are used, then these local codes, along with the primary state tax, will comprise the default tax jurisdictions when you are doing automatic payments or manual check entries.

It is necessary to define a tax record for each tax jurisdiction of each employee. To define multiple state and local taxes for a given employee, go to the appropriate field and type the new state or local tax over the one displayed. If this is a new tax for the employee, you will be asked to confirm your choice. After doing so, you can enter the information for this new tax. To edit the tax, simply type the tax code over the displayed tax and then make whatever changes are necessary. The system checks to make certain the tax has been previously set up in the Tax Table Maintenance program before it allows you to proceed with tax entry.


Note: when you go into the employee record again, the primary state and local #1 will always display on the tax status screen respectively.



Payroll Data Entry: Selective Payment Entry

In the Selective Payment Entry screen, a ‘More’ button has been added to line item entry (Figure 3). Click on this button and a new window will be presented for entry of the 3 local tax codes (Figure 3a). The original local field will be disabled. To enter a tax in these fields, they must have been set up previously in the employee masterfile.


file:PR-1090_430_figure3.JPG
file:PR-1090_430_figure3a.JPG


Remember that just because the additional local tax fields were entered in the Employee Wages screen, this does not mean that the tax records were actually set up for that employee. Make sure the additional local tax(es) were also entered in the Tax Status screen.


The two new local tax fields will both be calculated based on the amount column on line 1. To eliminate a tax altogether, press the space bar while the cursor is in the appropriate field.


Note: If you have multiple taxing jurisdictions, after you have completed your Check Line Detail entries, the State and first Local W/H taxes will be displayed. After you have clicked ‘OK’ the State W/H will redisplay, along with the days and weeks worked for the next Local tax.


Payroll Tax Calculation

When the tax calculation is selected, each tax is calculated and its result placed in the tax holding file.

Quarterly School District Tax Report

One of the new reports added to the Reports section of Payroll is the Quarterly School District Tax Report (Figure 4). This report lists all local taxes in which the tax code begins with an exclamation point. The report is sorted by School Tax District and by division within each district. Quarter- and Year-To-Date wages, hours and taxes are reported with totals for each department and school district. Only withholding taxes print on this report.

This report should be run prior to the Payroll Quarter/Year End Processing, along with the Quarterly Tax Report and other end-of-period reports.

Monthly School District Tax Report

The Monthly School District Tax Report is also an addition to the Payroll Reports menu. This report contains both a report and an update program. This program uses a new file that can keep month-to-date information, unlike standard MAS 90 MAS 200, which keeps only quarter-to-date and year-to-date information.


This program has been designed to be non-intrusive into the tax-calculation process. Therefore, to use this report, the instructions for its use must be followed exactly (see Appendix).


Because this report uses its own file for monthly data, you must initiate this program after the last payroll of the first month of a quarter and before the first payroll of the second month of a quarter. Unless this is done, the monthly data for the current quarter will be incorrect.

After selecting the printer you wish to use for the report, you will see the School District Tax Report Setup screen (Figure 5). The first time this program is run, the month and year will be set for the month prior to the first month of the quarter. The month will automatically be changed once the update is run. Only tax code that begins with an exclamation point will be included on this report.


file:PR-1090_430_figure5.JPG


The following fields may be edited:

NEW PAGE FOR TAX CODES: Check this box if you wish each tax code to start on a new page.
NEW PAGE FOR DEPARTMENTS: Check this box if you wish each department to start on a new page.
SHOW EMPLOYEE DETAIL: Check this box if you wish to print the monthly, quarterly and yearly data for each employee. Do not check this box if you wish only summary information to be printed.

If the information is correct and the monthly update has already been run, click the ‘Print’ button to print the report. If you click the ‘Update’ button, a warning message appears along with a prompt to continue with the update (Figure 6). If you answer ‘No,’ you will return to the report options screen. If you answer ‘Yes,’ the monthly update is run.


file:PR-1090_430_figure6.JPG


To understand how the update functions, it is necessary to understand how the monthly tax file is structured. The file contains one record for each local/school tax code per employee. Each record contains a set of tax fields for ‘Month 1,’ ‘Month 2’ and ‘Month 3.’ When the update is run at the end of the first month of a quarter, then the file is cleared and the Quarter-to-Date tax data is for each local/school tax is placed in the ‘Month 1’ fields. When the Update is run at the end of the second month, the ‘Month 2’ fields will contain the Quarter-to-Date tax information minus the Month 1 information. When the update is run at the end of the third month, the ‘Month 3’ fields will contain the Quarter-to-Date tax information minus the Month 1 and Month 2 information.

After the update is finished, you are returned to the report options screen where you can run the report. Wages subject to withholding and withholding taxes will print on this report.

Quarterly Governmental Report (OBES Report)

This program, Option 1 on the Payroll Period End Menu has been modified to print the OBES Report as required by the State of Ohio. To do this, the following fields have been added to a new FORM:


  • Payroll Quarter
  • Payroll Year
  • OBES Number

Enter the OBES Number, on the Quarterly Governmental Report Setup screen (Figure 7), to be printed on the report. The Payroll Quarter and Year are taken from the current Payroll data on the system for the company.


file:PR-1090_430_figure7.JPG


Payroll Check Register

The Payroll Check Register has been modified to include detailed payroll activity including both employee pay rates, detail on each earning code, deduction code, and local tax code for the check. See Figure 8 for an example.


file:PR-1090_430_figure8.JPG


W2 Printing The School Local Tax Code and the Withholding Tax Amount fields have been added to the W2 form (Figure 9). They will print on the State\Local W2 form. During Form Maintenance, specify the line position where the first school local tax code and tax amount will print. In the case that an employee lived in more than one school district locality, multiple codes and amounts will print on subsequent lines.

file:PR-1090_430_figure9.JPG


Because of the way that standard MAS 90 MAS 200 handles tax processing, all local information on the federal W2s will print ‘mult’ instead of a dollar amount. This is also what standard MAS 90 MAS 200 does when you work in multiple states. The exception to this is the Local Gross Wages field which will print the actual Gross Wages for total of all the locals. Please use this field with caution.

Helpful Hints

• If some of your local taxes have withholding allowances, LDI and/or Unemployment and others do not, check all these fields in Earnings Code Maintenance. Then, in the Tax Table Maintenance program, set these fields to zero for those Local taxes that do not use them. No withholding or exemption calculation will occur for that tax.
• If you need to reduce the taxable income by the amount of the deduction for the individual locality, then you will also need Custom Solution PR-1105: Deduction Taxability by Local Code.
• Custom Solution PR-1105, Deduction Taxability by Local Code should be evaluated if some locals exclude certain deductions from their tax calculations while other local include them.

Forms

Non-Graphical Forms

You can maintain the new form fields for this Custom Solution by clicking the ‘Form…’ button. A window will pop up where you may select the form you would like to maintain (Figure 10). Select this Custom Solution to display the Form Maintenance screen (Figure 11).


file:PR-1090_430_figure10.JPG


file:PR-1090_430_figure11.JPG


The new fields that you activate with this Custom Solution will print in addition to any other fields that have been activated in standard MAS 90 MAS 200 or other Sage Software Custom Solution FORM maintenance.

Graphical Forms No changes have been made to the Crystal Reports Work Table files. If you have elected to use graphical forms in the modules’ Setup, the features of this Custom Solution that affect form printing will not be available.

Visual Integrator

The files listed below have been added or changed in the Data Dictionary by this Custom Solution for Visual Integrator purposes.

file:PR-1090_430_VI.JPG


The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Software Custom Solutions installed.


Crystal Reports and the ODBC Dictionary

The files listed below have been added or changed in the ODBC Dictionaries by this Custom Solution for Crystal Reports purposes.


file:PR-1090_430_CrystalODBC.JPG


Be aware that the ODBC Dictionaries may contain other files and data fields that will be unavailable without their corresponding Custom Solutions installed.

Upgrades and Compatibility

The email notification you received to download this Custom Solution is labeled with the MAS 90 MAS 200 module version(s) for which it was prepared. This Custom Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Custom Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade.


Documentation

Only changes made by Blytheco, LLC to the standard operation of Sage Software, Inc. MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document.

Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200.


Acknowledgments

Copyright © 2010 Blytheco, LLC. MAS 90 and MAS 200 are registered trademarks of Sage Software, Inc.


Revision Note: 4.4

Personal tools
MediaWiki Appliance - Powered by TurnKey Linux