Webinar Presentation: Microsoft Dynamics 2013 Year End Close

2013 Dynamics GP Year-End

Emtec, Inc. Proprietary & Confidential. All rights reserved 2013.

Agenda

Install & Upgrade

Inventory Control

Receivables Management

Payables Management

Fixed Assets

Analytical Accounting

General Ledger

US Payroll/Canadian Payroll


Install & Upgrade Overview

• Microsoft Dynamics GP 10.0 year-end release is no longer supported. There

is general support through October 10, 2017

• Microsoft Dynamics GP 2010 & 2013 are supported

• All updates are cumulative

• All prior service packs, hotfixes, compliance, and year end updates are included

in the most recent release

–Ex: Service Pack 3 is included in the most recent update for Microsoft

Dynamics GP 2013

• The update must be installed at all servers and workstations that have a

Microsoft Dynamics GP installation otherwise a version error will occur


Pre-Install & Upgrade Tips

• Backup the DYNAMICS database and all company databases

• Export all modified reports and forms to package files (Microsoft Dynamics GP |

Tools | Customize | Customization Maintenance)

• Backup the modified reports and forms .DIC files

(Refer to the Dynamics.set file for the path to the modified .DIC files)

• Configure a test environment to test the upgrade prior to installing in the live

environment


Install & Upgrade Tips

• User running the update must have local admin rights

• Two components to the first update installation:

–Update application install

–Upgrade DYNAMICS and all company databases in Microsoft Dynamics GP

Utilities

• Typically the update is installed at the SQL Server first to upgrade the databases

in Microsoft Dynamics GP Utilities



• Verify the Microsoft Dynamics GP installation used to upgrade the databases

includes all additional product installations

• If the installation fails, refer to the Windows Installer Log or Windows Event

Viewer for more information. Refer to KB 2545723 for steps to create a Windows

Installer Log

• Search for “Return Value 3” in the Windows Installer Log

• If the installation of the MSP or EXE fails, try installing via the command line.

Refer to

KB 912997 #13 for steps

http://support.microsoft.com/kb/2545723

http://support.microsoft.com/kb/912997/de



• Enable a Dexsql.log prior to upgrading the databases in Utilities. Refer to KB

850996 for steps

• If the database upgrade fails, do not restore the databases as all troubleshooting

can take place at the point of failure

• If a red X appears next to the company name in the Update Company window,

the table conversion failed. Refer to the Support Information Section of the

Upgrade Hot Topic for troubleshooting steps


https://mbs.microsoft.com/customersource/support/selfsupport/hottopics/hottopic_mdgp2010_update.htm?printpage=false



• All modified reports and form dictionaries must be upgraded using the Update

Modified Forms and Reports process at the Additional Tasks window in Microsoft

Dynamics GP Utilities

• If all modified reports and form dictionaries are shared, only upgrade the

dictionaries once

• The MSP file can be pushed out to client workstations using Automatic Client

Update, Group Policy or other mass deployment tools


Post-Install & Upgrade Tips

• Backup the DYNAMICS database and all company databases following the

upgrade

• Export all modified reports and forms to package files following the upgrade

(Microsoft Dynamics GP | Tools | Customize | Customization Maintenance)


Inventory Control Year End

When should the close be done?

• The Inventory module should be closed at the end of your Fiscal year, before

any new transactions that would affect inventory quantities are posted

• No changes in year-end update



What does the year end close process do and/or affect?

• Transfers all summarized current-year Quantity, Cost and Sales amounts to last-

year for the Items for which you have been keeping summarized Sales History

• Updates each Item’s Beginning Quantity from the Quantity on Hand at each site

• Zeros the Quantity Sold field in the Item Quantities Maintenance (Cards -

Inventory – Quantities/Sites) for each Site

• Gives you the option to: Remove Discontinued Items, Remove Sold Receipts,

Remove Sold Lot Attributes, and Update Item’s Standard Cost



What steps should I take to close the year?

• Enter and post all Purchase Order Processing, Invoicing/Sales Order

Processing, and Inventory transactions for the current year

• Follow the rest of the steps outlined in

KB872713: “Inventory year-end closing procedures in Inventory Control in

Microsoft Dynamics GP”

https://mbs.microsoft.com/customersource/documentation/howtodocuments/msdgpinvencontmod.htm?printpage=false&stext=inventory year-end



What are some of the key points to remember?

• Make restorable backups when recommended in KB872713

• If you are using Sales Order Processing and/or Purchase Order Processing,

reconcile these modules in addition to the Inventory module prior to closing

• Reconcile Order: SOP, POP, and then Inventory

• If you are using Dynamics GP 2010 or Dynamics GP 10.0 SP2 or later, year-end

may be an opportune time to implement the Historical Inventory Trial Balance

(HITB) report




What are some of the related KnowledgeBase articles that can be

referenced?

• KB872713 : “Year-End Closing procedures in Inventory Control in Microsoft

Dynamics GP”

• KB864622: “Information about the order in which the reconcile procedures

should be run in Microsoft Dynamics GP”

• KB855316: “Inventory Accidentally Closed Twice”

• KB872182: “Inventory year end close does not remove discontinued items”


http://support.microsoft.com/default.aspx?scid=kb;EN-US;864622




Receivables Management Year End

When should the close be done?

• The Calendar Year end close should be done at the end of the calendar year

prior to posting any transactions in the next calendar year

• The Fiscal Year end close should be done at the end of the fiscal year prior to

posting any transactions in the next fiscal year



What does the year end close process do and/or affect?

• The Calendar Year end close clears the Calendar Year-to-Date Finance Charges and

moves them to the Last Year Calendar field in Customer Finance Charge Summary (Cards

• Sales – Summary – Finance Charges)

• The Fiscal Year end close transfers all amounts other than the Calendar YTD Finance

Charge amount to the Last Year column in Customer Summary using the Amounts Since

Last Closed View (Cards – Sales – Summary)

• No changes in the Year End Update




• Post all transactions for the current year

• Follow the rest of the steps outlined in

KB857444: “Year-end closing procedures for Receivables Management in





What are some of the key points to remember?

• Make restorable backups when recommended in KB857444

• Receivables Management is not completely date sensitive

• As there are some date sensitive features the best option to close the year on

time





referenced?

• KB857444 : “Year-end closing procedures for Receivables Management in


• KB851140 : “Information about performing the year-end closing procedure in

Receivables Management in Microsoft Dynamics GP after December 31”

• KB856865: “Removing outdated statement runs from the Reprint Statements

Window”





Payables Management Year End

When should the Year End Close be done?

• The Calendar Year End Close Routine should be run at the end of the Calendar

year prior to posting transactions in the new year

• The Fiscal Year End Close Routine should be run at the end of the Fiscal year

prior to posting transactions in the new year



What does the Year End Close Process do?

• The Calendar Year End Close process transfers

the 1099 Amounts from the Year to Date column to

the Last Year column in the Amounts Since Last

Close view in the Vendor Yearly Summary window

• The Fiscal Year End Close Process transfers all

other amounts from the Year to Date column to

the Last Year column in the Amounts Since Last

Close view

*If the amounts are incorrect in the Amount Since Last Close View contact support for

scripts that can be ran to correct the amounts.




• Post all transactions for the current year

• Make sure transactions for the new year are saved, not posted

• Make a backup

• Follow the steps in KB875169: “Year-end closing procedures for the Payables

Management module in Microsoft Dynamics GP”




Are there any changes I should know about with the Payables Year

End Close?

–1099 DIV and 1099 MISC

•Recipient box was reduced in size

•Street Address/City moved up and increased in size

•Account Number/2nd TIN box moved down (1099 DIV)

• If only print 1099 MISC you may be able manually move fields to align

–1099 INT

•Two Per page format (instead of three per page)

–1096 Summary (GP2013)

•Checkboxes at bottom are smaller/realigned



What are some important points to remember?

–GP2013 new features

•Separate 1099 Address ID field on vendor card

•Additional Box Numbers added for each Tax Type

•Additional fields o the 1099 Details window

•New functionality to edit 1099 information

–Edit 1099 Transaction Information (per trx)

–Update 1099 Information Utility not has options for ‘Not a 1099 Vendor’ tax

type (per vendor)

•Can print 1096 form

•New features video: Payables Management

https://mbs.microsoft.com/customersource/documentation/userguides/MD

GP2013_TechnicalReadiness

https://mbs.microsoft.com/customersource/documentation/userguides/MDGP2013_TechnicalReadiness



•Follow the steps as outlined in KB875169

•Payables Management is not fully date sensitive, so it is still recommended that

you process your year end closing routines at the actual year end

•1099 Information will not auto-populate if the transactions were not processed

as 1099 transactions at the time of the posting

•Use KB918536 to correct this (GP2010 and prior)

•Use 1099 Details window to edit 1099 amounts individually (Cards |

Purchasing | 1099 Details)


https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;EN-US;918536


Fixed Assets Year End Close


• The Fixed Assets Year End Close should be run

after you close Payables Management, but before you close the General Ledger

• You can close each book separately, but you must close all books before you

can do any processing in Fixed Assets for the new year



Are there any changes I should know about related to the Year End

Update for Fixed Assets?

• Luxury Auto Maximum Depreciation Deduction Amounts

•The maximum depreciation deduction amounts allowed for luxury vehicles

has been updated for assets placed in service in calendar year 2013 to

comply with IRS Guidelines: http://www.irs.gov/irb/2012-14_IRB/ar09.htm

• Historical Reporting Capability in GP2013 (year-end reports)

http://www.irs.gov/irb/2012-14_IRB/ar09.htm



What does the Year End Close process do?

–In the Asset General Information Window (Cards | Fixed Assets | General):

•The YTD Maintenance amount is cleared from the Expand last Maintenance

Date Window

•The Quantity is copied to the Begin Quantity field in the Expand Quantity

Window

–In the Asset Book Window (Cards | Fixed Assets | Book):

•The YTD Depreciation Amount is cleared

•Cost Basis is copied to Begin Year Cost field

•Life to Date Depreciation is copied to Begin Reserve field

•Salvage Value is copied to Begin Salvage field

–The Current Fiscal Year is increased for each closed book




• You must depreciate all assets through the last day of the current FA year before

you close the year

• Print all the reports that you will need for the year you are closing

• Make a backup

• Follow the steps in KB865653: “The year-end closing procedures for the Fixed

Asset Management module in Microsoft Dynamics GP”



Analytical Accounting Year End Close

• Follow the steps in revised KB960356 : “The year-end close procedures for

Analytical Accounting”

–New Scripts to verify AA data

• With Dynamics GP 2013, 2010 and Dynamics GP 10.0 SP2 or later there is an

Analytical Accounting year end close option

–This option enables balance brought forward entries on dimensions

–Analytical Accounting data closes with General Ledger regardless of whether

this option is marked


• Management Reporter (data mart) reads AA tables, not GL tables

–Make sure AA is installed and enabled on workstation doing GL close!



General Ledger Year End Close


• The General Ledger Year End Close should be done after you have completed

your Year End closings for all other modules

• Those other modules should be closed in the following order:

• Inventory

•Receivables

•Payables

•Fixed Assets





• The year end close process closes all Profit and Loss accounts out to Retained

Earnings, leaving the P&L accounts with a zero balance at the beginning of the

new year (*new option in 2013)

• All Balance Sheet accounts are updated with the beginning balance in the new

year which will be the same as the ending balance from the year you are closing

• The Retained earnings account(s) are updated with the amount from all P&L

accounts if you close to one Retained Earnings account, or with the amount from

the P&L accounts in that division if you close to divisional Retained Earnings




• The Retained Earnings accounts are the only Balance Sheet accounts that

should have a different beginning balance than the ending balance from the year

that you are closing

• The year end close routine moves all open year transactions from the GL20000

table to the GL30000 table

• Balance brought forward journal entries are created in the GL20000

• The Fiscal Period tables are updated to mark the year that you are closing as

historical



• What’s new in GP2013?

–Include inactive GL accounts with $0 balance (or just those not used in budget)

–Year end closing Progress bar – DO NOT CTRL+ALT+DEL

–Mark unit accounts as balance sheet or P&L type

• What steps should I take to close the year?

–Follow the steps in KB888003: “Year-end closing procedures for General

Ledger in Microsoft Dynamics GP”

–FAQ section covers most common YEC Issues




What are some important points to remember?

• Remember to make restorable backups as needed and follow ALL the steps in

KB888003

• Make sure that you have enough free space on the server to allow for the

GL20000 table to double in size

• Perform the Year End Close at the server

• Have all other users out of Dynamics GP when you perform the year end close

• The year end close routine does appear to hang at 50%, but it is still processing,

so let it run




referenced?

• KB871679: “How to set up an adjusting period”

• KB850615: “How to use divisional retained earnings accounts”

• KB864913: “Changing the posting type on an account after you close the year”

• KB850741: “ Retained Earnings account not found”

• KB857582: “Query to clear beginning balances for unit accounts”

• KB856550: “General Ledger year end close still in process and batches cannot

be posted”








US Payroll Year End Closing

• Highly Recommended Installation this year

• Supported versions

–Dynamics GP 2010

–Dynamics GP 2013

• Release Dates

–2013 Year End Update – Released November 15th

–2014 Tax Update (Round 1) – Week of December 16

–2014 Tax Update (Round 2) – January 2014


What’s Changed – Payroll Year End

• No W-2 or W-3 Form changes

• EFW2 Changes (Electronic Filing)

–Employer Record added for Employer Contact:

•Name, Phone, Fax, and email (file will have 0 values so if you don’t install the

file may go through but cannot guarantee)

–Other EIN field applicable to all tax jurisdiction codes

• 2013 New Medicare Taxes on High Earners

–W2 Medicare Taxable wages may be incorrect for employees earnings more

than $200,000 if not installed

• Product Quality Fixes around Payroll and Year-End

**Recommend to install for payroll customers**


What’s Changed – Payroll Year End

Customers on version 10

• Will NOT receive the 2013 Year End Update

• Will not receive the code changes needed for 2013

Q1 941 form update (Line 5D, Medicare wages and tips over $200,000)


What’s Changed – 2013 YE Update

2014 Round 1 Update (week of Dec. 16th)

• Tax table update only

• FICA SS Limit increase $117,000

• States: Kansas, Maryland, North Carolina

• Circular E is not final

• Do not update until after all 2013 payroll cycles are complete



• Payroll Year End Closing Checklist

–KB850663: “Year-end closing procedures for Microsoft Dynamics GP Payroll”

• Year-end Closing Procedures

–Install 2013 Year End Update

•2010:

https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye201

0.htm?printpage=false

•GP 2013:

https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye201

3.htm?printpage=false

–Install the latest 2013 tax update before Dec. 16 so your last tax update date is

11/1/2013 Tools | Setup | System | Payroll Tax


https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye2010.htm?printpage=false

https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye2013.htm?printpage=false



• Complete 2013 pay runs and verify period end reports

• Make a “Pre-Year End Wage File” backup

• Create the Year End Wage File

–Tools | Routines | Payroll | Year End Closing

• Make a “Post Year End Wage File” backup

• Year End Wage File

–Held in UPR10100-UPR10107 tables

–Year End Wage Report

–Edit & Print W-2s

–Create W-2 Electronic File (W200005, W200006)



2013 pay runs

• Install 2014 Payroll Tax Update

•Microsoft Dynamics GP | Maintenance | U.S. Payroll Updates | Check for

Payroll Tax Updates

•Downloads & Updates | Tax Updates (manual)

• **2013 Year end Update required to be installed for the New Medicare High

Income Earner Rate**


Documents, Numbers and Sites

• Downloads & Updates | Tax Updates

• U.S. 2013 Year End Update.pdf

• W-2 Wage and Tax Statement Data Source.pdf

• Tax Forms – 800-432-1281 www.microsoftbusinesschecks.com

• IRS Forms and Publications http://www.irs.gov/formspubs/index.html

• Accuwage for Electronic File Verification

http://www.ssa.gov/employer/accuwage/index.html

http://www.microsoftbusinesschecks.com/

http://www.irs.gov/formspubs/index.html

http://www.ssa.gov/employer/accuwage/index.html


Case Creation

• Microsoft Dynamics GP Support Case Routing

–Assistance with the install of the MSP or EXE

–Support Topic Selection: System and Security Setup, Installation, Upgrade and

Migrations

–Sub-topic Selection: System Installation

• Assistance with the database or report/form upgrade in Microsoft Dynamics GP

Utilities

–Support Topic Selection: System and Security Setup, Installation, Upgrade and

Migrations

–Sub-topic Selection: System Upgrade


Case Creation


• Assistance with installing the tax table update in Microsoft Dynamics GP

–Support Topic Selection: Payroll

–Sub-topic Selection: Payroll Tax Update

• Assistance with Payroll-specific issues related to the Year End release and

procedures

–Support Topic Selection: Payroll

–Sub-topic Selection: Year End Procedures


Case Creation


INVENTORY

– Distribution – Inventory; Inventory - Other

RECEIVABLES

– Financial – Receivables Management; Year End Procedures

PAYABLES

– Financial – Payables Management; Year End Close

FIXED ASSETS

– Financial – Fixed Assets; Year End Procedures

ANALYTICAL ACCOUNTING

– Financial – Analytical Accounting; Other

GENERAL LEDGER

– Financial – General Ledger; Year End Closing


Additional Resources

• Blog

https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx

• Year-end information on CustomerSource

https://mbs.microsoft.com/customersource/downloads/taxupdates

• Knowledge Base

https://mbs.microsoft.com/knowledgebase/search.aspx

• Microsoft Dynamics Support https://mbs.microsoft.com/support/newstart.aspx

• Microsoft Dynamics Community https://community.dynamics.com/product/GP/default.aspx

https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx

https://mbs.microsoft.com/customersource/downloads/taxupdates

https://mbs.microsoft.com/knowledgebase/search.aspx

https://mbs.microsoft.com/support/newstart.aspx

https://community.dynamics.com/product/GP/default.aspx


Questions?


Emtec Contact Info

• Heidi Jensen [email protected]

• Lance Krumholz [email protected]

• Kerri Reinholtz [email protected]

• Greg Pondel [email protected]

• General Support [email protected]

mailto:[email protected]





Technology

Webinar Presentation: Microsoft Dynamics 2013 Year End Close