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Payroll Year-end Procedure

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The year-end procedure creates a payroll backup copy and clears the periods readying them for the next year. The procedure also makes available the government documents required to close the year. This procedure must be run at the end of each calendar year. During the procedure, it is possible to create a reference company containing the payroll data of the closing year for future consultation.

Note: The procedure only takes a few minutes and poses no threat to your data if all the prerequisite steps have been completed properly. Click No or Cancel in the course of the procedure to stop the entire process.

Note: The user running the procedure must be the only user in the system.

  1. In the Input menu, open the Payroll tab then select Year-End .
    A message appears with a description of the year-end procedure and a list of preliminary steps to complete prior to running the procedure.

  2. Click Yes.
    A message is displayed showing the list of reports you should produce for your records before running the year-end procedure.

    Note: To produce a statement, click No to interrupt the procedure.

    Note: When a prerequisite step has not been completed, a report is displayed showing all the steps leading up to running the year-end procedure. The entire procedure must be repeated from step 1.

  3. Click Yes.
    A message is displayed suggesting that you make a copy of your payroll data. Data from the Payroll, System Manager and General Ledger applications are stored in the company's folder (F1000.dta) in a folder named ZPAXX_ Name of Company where XX represents the year.

  4. Click Yes.
    A message is displayed informing you that the copy has been made.  

  5. Click OK.
    When certain employees have inactive functions, a message is displayed informing you these functions can be deleted.  

  6. To retain the inactive functions and the inactive employees, click No.

    OR

    To delete the inactive functions, click Yes.

  7. In the Select Inactive Functions to Delete window, select the inactive functions to delete and, if necessary, specify the function in which to transfer the vacation and HR bank balances, then click OK.
    The Payroll Configuration window is displayed.

  8. In the Payroll Configuration window, modify the payroll lines for the next year then click Save.

    Note: This step can be performed before entering the first pay of the new year.

    A message is displayed stating that the year-end procedure can be run and that you will not be able to cancel it.

    To run the year-end procedure, click Yes.

    Note: When the Employee Advances complement is active, a message is displayed notifying you that the year-end procedure must be performed in this element. The Advance Log report can then be printed to archive the year’s data prior to its deletion. Click Yes.

  9. A message is displayed when the procedure completes successfully. Click OK.

  10. In the Input menu, select Payroll then Department. Select any department and verify that the dates in the Range group box are those of the new year.

  11. The Payroll Year-end Procedure has successfully completed.