Frequently Asked Questions

How to complete a Samco Canadian Payroll update
Last updated 2 years ago

Install the software update from the DVD according to the instructions provided here: http://ticket.samco.com/kb/faq.php?id=397


Back up your data so you have a copy prior to starting the process!


  1. Once update is complete, confirm that you have installed the update by pressing the F4 key at any menu. The information window should show that the build number with a date.


    The date should be near the current date. If it’s not the update has not been successfully installed.

PAYROLL YEAR END

Year-end changes: Complete your Payroll year-end after the Last Check run for December (including calculation of the journal entry), and Prior to the First check run in January of the New Year.

NOTE:

-Check Date is in the Year that the check calculation belongs in.

-T4’s, T4A and “Releve” Forms DO NOT have to be printed prior to closing of December (year-end)

-The update can be installed anytime, you just cannot run the Payroll Menu Option to apply the New Year Payroll changes until your Year-End has been completed.

-No payroll checks dated for the following year should be run until the Year-End has been completed. Remember the system is only interested in the date of the check, not when it was printed.

-Calculate your final journal entry before starting the year end process.


For Customers on Windows:

A download for the Payroll Updates Install is available for our AEP FTP Clients.
(Call Samco, as it requires a password which Samco provides)

Use the FTP:// download according to the instructions provided below:

http://ticket.samco.com/kb/faq.php?id=397

Any questions call: 604-597-4211. Or email us at www.support@samco.com

Check out our website for Manuals, FAQ’s, Release Notes, and Support www.samco.com


Check-List

NOTE:

- Check Date is in the Year that the check calculation belongs in.

- T4’s, T4A and “Releve” Forms DO NOT have to be printed prior to closing of December (year-end)

- The update can be installed anytime, you just cannot run the Payroll Menu Option to apply the New Year Payroll changes until your Year-End has been completed.

- No payroll checks dated for the following year should be run until the Year-End has been completed. Remember the system is only interested in the date of the check, not when it was printed.


Terminated Employees – make sure their status has been updated, and accruals are zero.

Calculate Final Journal Entry – In Payroll Enter > Checks > Calculate Journal Entry - Using the last day of the year for the Pay Period and the Check Date. 12/31/**

Create Employee HistoryRun this BEFORE you do your Year End.
In Payroll > Second Screen (F2) > Year End > Create Employee History. Follow the Instructions. When complete you will have a new subdirectory containing the pertinent T4 information of the closing year.

DO NOT run the employee history file AFTER Year End, it will clear out the Historical Data.

To Access Employee History that was created. Go To > Payroll > Employee History and enter in the year for the T4’s. You will be prompted for the year. A menu will pop up. You have an option to print, however, that can be done later. If not printing, Tab out of screen.

Initialize Accumulators - Go to Payroll > F2 > Year End > Initialize Accumulators. Enter in any user-defined accumulator you wish to start over. System Accumulators cannot be initialized.

You are now ready to close the year.


Steps for Year End

– Go to Payroll > Second Screen (F2) > Set-Up > Year End > Year End Closing.

Run Update? – Yes - Create Employee History First – Before closing year end

When going forward with Year End, if you have not created the ‘Employee History’ a screen will come up and ask you to Run ‘Create Employee History’ Function. Do this before proceeding.

If you have already created the employee history a screen will come up saying “This program will destroy the current tax data. Use the create employee history function then zero the YTD Accumulators before running this program.”

It is OK to continue. It is clearing out old information. Hit [Y] to proceed.

Year End Closing is now completed.


Update for Payroll 2017 Tax Changes.


To Apply Update for 2017:

Go to Payroll > Second Screen (F2) > Apply Tax Changes for Jan 2017

At ‘Do you wish to run this update?’ Enter ‘Y’

Next prompt: Do you wish to continue? Enter ‘Y’

The date should display at the top of the right hand side of the screen.

The software has now updated.

Once done please go to the Payroll >Control File in Payroll >Set-Up and view the MC number for last tax update.

The MC Number should go up one number and should now show as Line # 7 -105 -

LIne # 8 Tax year should display the new tax year for your payroll (2017).





You are now ready to do your first payroll for 2017.

IF you do not see this number, please call or email www.support@samco.com and we will gladly assist you.

The MC number should match the edition number for the latest update on the following CRA webpage: http://www.cra-arc.gc.ca/tx/bsnss/tpcs/pyrll/t4127/frmls-eng.html

To Update Forms:
Once year end has been closed and New Year updates has been installed you can then go into > Set-up> Forms > Load and update the forms. You should now see the new forms for the T4 Year you just closed.


NOTE: It is only after this update is done that can you run your Payroll for the New Year.

T4’s can be done anytime and at a later date, as long as it is before the end of February.

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