Schulz Consulting

Consulting and Upgrades

Sage MAS 90 and 200 Year End Closing Tips

by

Everything You Need to Know But Were Not Told

This page is a playbook for quick answers to commonly asked questions about closing the year in Sage ERP MAS 90 and 200. Even where I’ve referred to a product as MAS 90 or MAS 200 — the information is equally applicable to both unless otherwise noted.

Hot MAS90 Links You MUST Bookmark

Sage Online MAS90 Knowledgebase for MAS90 and MAS200

Sage Tax Table Updates for MAS90 and MAS200

Sage Product Updates for MAS90 and MAS200

Important: Consult with your Sage Business Partner prior to installing any updates or patches. In some cases if you have customizations you may required an additional update to that customization or you may loose some or all of those added features.

 
MAS90 and MAS200 Year End 2011 FAQ – Payroll, Accounts Payable, W2, 1099
 

 

Prior to installing ANY upgrades, service updates or IRD (Interim Release Disk) we advise you to consult with your Sage Business Partner.

We are NOT in the business of providing tax advice. Any information regarding year end tax filing rules and requirements are general in nature. You are advised to consult with your tax professional prior to implementing any tax ideas. We make every effort to keep this information up to date however changing tax laws may make some portions of this

This is geared to be an overview and not training. This information is offered as-is and without warranty or guarantee as to completeness or accuracy.

Updates Since Our Seminar

Overview of this page

– Applicable to all versions of MAS 90 and MAS 200
– Sage Contact: Susan Johnson –  susan.johnson@sage.com
– Sage Online Community – brand new site – replaces SageTalk
– Sage Community is free and does not require dual registration

Are You Using These New Features?

  • Direct Deposit – available for both payroll AND accounts payable
  • Paperless Office (free – send invoices via fax or email, print registers to PDF, more)
  • eFiling (included in 4.3+ – per transaction fee to file electronically)
  • Sage MAS90 eFiling fee schedule and FAQ
  • IRS rules governing plain paper W2 forms

MAS90 Web Links To Remember

Tip: Before you’ll be able to log into most of the links below you’ll need to be active on Sage Basic Maintenance and logged into the Sage support site. If you do NOT have a login – you can create an account here. If you DO HAVE a login, first login here then come back to access the links below.

W2 OR 1099 ALIGNMENT ISSUES? TRY THESE STEPS FIRST:

  • For 1099’s – make sure you are using the correct form – if on a laser printer you MUST select LASER 1099 as the form type or you may never get them to line up properly. Unless you enjoy late night trips to Staples or Office Depot to hunt for extra forms, make a test run first to plain paper.
  • For both W2 and 1099, click the FORM button after loading the IRD and then click RESET. This resets your form to defaults. It will correct almost every issue known to mankind, make you beautiful and thin, and most of all let you print IRS submittable W2 and 1099 forms.
  • In order to print to W2 box 14, you must make a manual change. Search the Sage Knowledgebase for “Box 14” to discover the secret.

What’s an IRD?

An IRD is an Interim Release Disk. Typically released at year end time and it contains minor program fixes to address new W2 or 1099 forms (though it can change more than that depending upon year end tax changes).

These are separate from Service Updates because they address only the items needed to process your year end, therefore not forcing those with customizations to upgrade their entire system.

What are service packs and service updates?

Service Pack: Major fixes to version 4.1 of Sage MAS 90 and 200 (only applies to 4.1+)
Service Update: Everything that has been released since the Service Pack for 4.1+

What is a Sage Business Partner?

The consultant who helps you maintain your Sage MAS 90 or 200 accounting system. Can be readily identified by gray hair or lack thereof

2. Interacting with Sage Software Online

==>IMPORTANT NOTE: In order to obtain an online Sage account you MUST be on an an active maintenance plan

-Tax tables, Interim Releases (a.k.a. IRD) and Service Packs/Updates are ONLY online
-Tables, Interim Releases and Service Packs available for Versions 3.71+ only
-Sage does NOT send out update CDS or diskettes any longer
-If you need an online account – have your Sage Account Number (look on a packing slip), contact name and email address handy
-Register for Sage Account Here (only needed if you do NOT already have one)

http://www.sagesoftwareonline.com/eservices/Main/frmRegister.aspx

TIP: Before most of the Sage specific links will take you directly to the page, you need to first log in through the main Sage web site. This authenticates your computer. Once you’ve logged in, the direct links below should work like a charm.
The main Sage log in is here -> http://www.sagesoftwareonline.com

…after logging in to Sage, these links bring you directly to the goodies..
(a) Tax Tables (apply only after printing w2s) – http://support.sagesoftwareonline.com/mas/90ttu.cfm

(b) Interim Releases (when applicable apply before printing w2s and/or 1099’s) – you will not need an interim releases in years that nothing changes in the W2, 1099 or Electronic Filing.

http://support.sagesoftwareonline.com/mas/irdinstall.cfm

(c) ONLY if you aren’t using enhancements – Service Packs & Updates (apply before closing the year if advised to do so by Sage or your consultant) –

http://support.sagesoftwareonline.com/mas/query/main.cfm?module=1

TIP: If you have any enhancements to your Sage MAS 90 and MAS 200, or are unsure if you do, then do NOT load any of the SERVICE PACKS or SERVICE UPDATES without talking to your Sage Business Partner.

Generally Interim Release Disks are ok to load since they modify only one particular area of your software (usually form printing). If you have any doubts about this – talk with your Sage Business Partner.

TIP: If you’re not aligned with a Sage Business Partner, and not interested in spending another red cent on consulting, make a trip to the Sage Community forums.  You can interact for free with Sage Business Partners and other users. This is not as good as having a one-on-one discussion with a Business Partner who knows your setup — but it’s better than nothing.

-Demo: Sage Community  – http://community.sagemas.com

-Demo: Suggest an enhancement to Sage –

http://support.sagesoftwareonline.com/forms/enhance/css_enhancement_form.cfm

3. Best practices
-What do the seasoned veterans do at year end?

Make an internal backup copy of your company data
-Demo: v3.71 uses SVDATA command
-Demo: v4.xx uses Company Maintenance
(see https://s-consult.com/hiddenoptions.htm for instructions)

IMPORTANT IMPORTANT IMPORTANT
If you’re using Payroll and printing W2 forms – do not load the NEW tax tables until you have printed the W2’s.

If you ignore this advice you’ll find that the new FICA limits may interfere with the W2 printing because anyone who exceeds the maximum wage base is automatically assigned the FICA limit value that is in the tax table.

Order of closing Sage MAS 90 or 200

-Backup
-Bill of Materials
-Work Order
-Bar Code
-Purchase Order
-Sales Order
-Inventory Management
-MRP
-Timecard
-Magnetic Media
-Payroll
-Accounts Receivable
-Accounts Payable
-Job Cost
-General Ledger

What can be re-opened and what cannot

-Payroll always closes on calendar year and cannot be re-opened (backup companies)
-Load new tax tables AFTER printing W2
-If you are NOT on maintenance and cannot get the tax table update use IRS Publication 15, Annual Tax Table, to update your Federal Rates (search online for your State – most have their tax information posted in PDF files)
-IRS PUB 15 : http://www.irs.gov/pub/irs-pdf/p15.pdf
-Make an additional backup and store it safely -Use the SVDATA in 3.x or Company Maintenance in 4.x to internally backup Sage MAS 90 or 200
-Load any Interim Releases (typically for Payroll and Accounts Payable Forms)

4. MAS90 and MAS200 General Ledger

Things to Review Before You Close
-Review # of years to retain history – set it to maximum (99) – you can always make history go away later but can never can get it back once purged
-Review Source Journal Options – do you want them to reset on you at year end?
-Review “Copy Actual to Default Budget at Year End” – most people do NOT want to check this box or they will lose any budget data that they entered for the new year.

Standard Reports to Run (minimum)
-Trial Balance
-General Ledger Detail (condensed!!) for full year
-Financial Statements

How to reopen years
-Sage MAS 90 will post forward one (or more) years – but will not post BACK to a closed year (as a financial safety measure)
-To re-open years in GL – go to General Ledger – Setup – General Ledger options and set the year and period back.
-If on 3.71 – re-close the year
-If on 4.xx – you do not have to re-close, simply advance to the current period via setup menu

Balances Looking Wrong?
-v4.x: From within GL – Utilities – Recalculate Account Balances
-v3.x: From within GL – Setup – Fiscal Year Maintenance – click “recalculate” (supervisor rights needed)

5. MAS90 and MAS200 Payroll
Things to Review Before You Close

-If e-Filling with Sage – be sure to register and fax back all required information including PIN info
-There is no future period in payroll – the prior year MUST close before starting the new one
-Tax tables are system wide (shared)
-If doing Electronic Filing – get PIN # – http://www.ssa.gov/employer/reg.htm
-Make a backup company within Sage MAS 90
-Load any interim disks
-Remember: Print forms directly to printer- NOT from preview

Tax Tables

-Do not load the tables until you have printed W2’s
-Tables must be downloaded from Sage (demo) or use Pub 15
– http://www.irs.gov/pub/irs-pdf/p15.pdf annual tables (demo manual update)
-Magnetic Media renamed to Electronic Reporting for W2 and 1099 — is a requirement for 250+ employees (NOTE: State requirements vary – check with your CPA or tax professional for the rules applicable to your company)  – and it must be uploaded and you need a PIN – get one now – INTERIM DISK IS NEEDED for versions lower than 4.3 (see links above)
-One 1099 change for 1099-INT – layout changed only for this form – MUST have Interim release -If filing 1099’s electronically- say NO to “clear” prompt!

Why You Can’t Load The New Tax Tables Until W2’s Have Printed
-Sage MAS 90 payroll looks at the FICA maximum in your current tax table (remember tax tables are shared among ALL companies). If any employee has exceeded the FICA maximum, Sage MAS 90 defaults their W2 FICA earnings to be WHATEVER THE CURRENT MAXIMUM is in the tax tables (in this instance the new years maximum instead of the prior year).

Workaround if You Must Process Payroll For The New Year Before W2s Can Be Printed
-Look at the Tax Tables (Payroll – Setup – Tax Table Maintenance – FED)
-Make note of the old FICA maximum
-Install the new tax tables
-Process payroll as normal
-When ready to print W2 – go back into payroll tax tables (Payroll – Setup – Tax Table Maintenance – FED) and this time make note of the CURRENT YEAR FICA maximum.
-Change the current year FICA maximum BACK to the prior year maximum
-Print W2s
-Sage MAS 90 does NOT print a W3 – though the e-filing will print one
-Go back into Payroll – Setup – Tax Table Maintenance – FED and make the FICA Maximum be the proper amount for the current year

Standard Reports to Run (minimum – with Payroll more is always better)
-Print all quarterly reports – plus full year check history, deductions, earnings

5. MAS90 and MAS200 Accounts Payable

Things to Review Before You Close
-Accounts Payable Options: Number of days to retain paid invoices – set to maximum
-Accounts Payable Options: Number of months to retain check history – set to maximum
-1099 totals are maintained for one current and one future year
-If you have not closed regularly your totals will be invalid
-Load Interim release disks

Standard Reports to Run (minimum)
-Print standard monthly reports
-Print year end Trial Balance and Aging that agree to General Ledger Accounts Payable GL

-Remember – print 1099 forms directly to printer – NOT from preview
-Sage MAS 90 does not prepare a form 1096
-IMPORTANT: Select the 1099 LASER form if you are using a LASER printer — otherwise the 1099 won’t align
-After 1099’s print you MUST remember to CLEAR the totals – year end does NOT do this

6. MAS90 and MAS200 Accounts Receivable
Things to Review Before You Close
-Accounts Receivable Options: Days to retain paid invoices
-Accounts Receivable Options: Years to retain Customer History
-Accounts Receivable Options: Years to retain Salesperson History

Standard Reports to Run (minimum)
Print standard monthly reports
Print year end Trial Balance and Aged Invoice Report that agree to General Ledger Accounts Receivable GL

Self-study and training guides available – $ 50 each –
http://www.sagesoftwareuniversity.com/acs/eu/home.htm

Forms are standard and can be purchased at any office supply store

Questions or Comments Can Be Made Below

I will update this guide with any information that I am aware of that changes. Please let me know if you have any questions by using the comments below:

 

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