2. explore engage elevate November 20, 2014 Quality Technology Service Kansas Chapter Meeting Microsoft Dynamics GP User Group (GPUG®) Tweet today’s meeting: #GPchapter[STATE ABBREVIATION] (ex: #GPchapterNJ)

3. exploreengage elevate Casual event, feel free to contribute We are all volunteers, enjoy and step up Bathrooms are located #### Coffee Service is in the back Make sure to sign in so we have attendance Housekeeping Tweet today’s meeting: #GPchapter[STATE ABBREVIATION] (ex: #GPchapterNJ)

4. exploreengage elevate Agenda [ENTER YOUR MEETING AGENDA BELOW] 8:30Welcome & Introductions 9:00 GPUG News & Chapter Business 9:45Soaring Thru Your Year-End Close 10:30Networking Break 10:451099 Reporting Best Practices 11:30Roundtable Discussion Join us at The Peanut for Lunch & Networking!

5. exploreengage elevate Company Role in Company What inspired you to attend today’s meeting? Name Most desired topic for future meetings Welcome & Introductions

6. Quality Technology Service

7. exploreengage elevate Be a part of something really great. FACT: The most successful chapters have strong leadership teams installed. BENEFIT: Ignite Leadership Training available ONLY to chapter leaders. Develop your professional skills – public speaking, leadership, communication, organization, conflict resolution, and many more skills. IMPACT: Chapter Leaders have significant reach within the Dynamics GP Community. Leaders are respected for their hard work and devotion to helping individuals and organizations attending meetings. Roles: Chair, Co-Chair, VP of Membership, VP of Communication, VP of Programming Take Action: Contact your chapter leader and email GPUG Chapter Coordinator, Whitney Derks: whitney@gpug.com

8. exploreengage elevate Next Meeting? Date: February 26, 2015 Time: 8:30 - Noon Place: TBD Topics: Convergence and Member’s Choice Tweet today’s meeting: #GPchapter[STATE ABBREVIATION] (ex: #GPchapterNJ)

9. exploreengage elevate Join our Chapter Community today to receive updates and access to the content library with presentation materials.

10. exploreengage elevate The What Connect. Learn. Share. We’re a little over 4,800 Dynamics GP users who get together and chat all about GP virtually or at in person events, like this one. It’s a really big conversation you probably shouldn’t miss out on. You’ll probably learn something great, apply it to your organization, and be treated like a super hero. The When Call Bob Buresh, he’s a great guy as well as the GPUG Membership Manager. 877.324.8880 x1448 bob@gpug.com

12. explore engage elevate Soaring Thru Your Year-End Close Authored by Bob McAdam, Vice President of Finance Dynamic Communities, Inc.

13. exploreengage elevate Agenda Goals Review the common year-end process Provide help with specific issues Review Year-end Checklist Overview & Comments Step through applicable windows in GP

14. exploreengage elevate Year-End Checklist Finalize any/all applicable transactions Reconcile submodules to G/L Print necessary reports & file backup Make a backup when finished Begin closing process

15. exploreengage elevate Module Closing Order SOP & POP Inventory Receivables Payables Fixed Assets Payroll General Ledger

16. Did you make your backup yet???!!!!

17. exploreengage elevate Module Closing Order SOP & POP SOP & POP Inventory Receivables Payables Fixed Assets Payroll General Ledger

18. exploreengage elevate Closing Subledgers Properly SOP & POP modules No specific Y/E close process in either module SOP: Double-check for any applicable invoices/returns and post POP: Double-check for any applicable receivers/invoice matches and post POP: Received/Not Invoiced report ties out your ‘Accrued Purchases’ liability account Reports>Purchasing>Analysis>Rec’d/Not Invoiced

19. exploreengage elevate Module Closing Order SOP & POP Inventory Inventory Receivables Payables Fixed Assets Payroll General Ledger

20. Time for another backup…

21. exploreengage elevate Closing Subledgers Properly Inventory Control (IC) Wrap-up year-end physical count & related variance/adjustment transaction postings Run the IC year-end closing process Routines>Inventory>Year-end Close Notes: Inventory Batches – “Post to G/L” checkbox Reports>Inventory>Activity>Stock Status & Historical

22. exploreengage elevate Module Closing Order SOP & POP Inventory Receivables Receivables Payables Fixed Assets Payroll General Ledger

23. Time for another backup…

24. exploreengage elevate Closing Subledgers Properly Receivables Management (RM) Complete monthly processes, including posting all non-recurring RM batches, aging reports, etc. Review ‘Unapplied Documents’ report Reports>Sales>Analysis>Unapplied Documents Run the RM year-end closing process Routines>Sales>Year-end Close Discussion of ‘Customer Summary’ window

25. exploreengage elevate Module Closing Order SOP & POP Inventory Receivables Payables Payables Fixed Assets Payroll General Ledger

26. Time for another backup…

27. exploreengage elevate Closing Subledgers Properly Payables Management (PM) Complete monthly processes, like RM module Run 1099s for tagged Vendors (if needed) Routines>Purchasing>Print 1099 Edit 1099s: Cards>Purchasing>Summary>Period Run the PM year-end closing process Routines>Purchasing>Year-end Close Two closes required if not on calendar year One for 1099s; one for year-end process

28. exploreengage elevate Module Closing Order SOP & POP Inventory Receivables Payables Fixed Assets Fixed Assets Payroll General Ledger

29. Time for another backup…

30. exploreengage elevate Closing Subledgers Properly Fixed Assets Management (FAM) Close out Payables module before beginning Double-check that all transactions – additions, retirements, etc. – are posted Double-check that final depreciation routine and related G/L interface process are complete Run the FAM year-end closing process Routines (Financial Tile)>Fixed Assets>Year-end

31. exploreengage elevate Module Closing Order SOP & POP Inventory Receivables Payables Fixed Assets Payroll Payroll General Ledger

32. Time for another backup…

33. exploreengage elevate Closing Subledgers Properly United States Payroll (UPR) Year-end processing ALWAYS done @ 12/31 Confirm status of any new updates from Microsoft Process final payroll & period/qtr procedures Build the Year-end Wage file/table (UPR10101) Routines>Payroll>Year-end Closing Holds all info needed to produce W-2s & 1099-Rs Review & Edit W-2s & 1099-Rs (if needed) Routines>Payroll>Edit W-2s Routines>Payroll>Edit 1099-Rs

34. exploreengage elevate Closing Subledgers Properly United States Payroll (continued)… Print W-2s & 1099-Rs Routines>Payroll>Print W-2s Routines>Payroll>Print 1099-Rs Apply new Dynamics GP Tax Tables Available via ‘CustomerSource’ download Maintenance>US Payroll Updates>Check for Updates Typically, new tax tables installed after payroll close New calendar year payroll can now be processed

35. exploreengage elevate Module Closing Order SOP & POP Inventory Receivables Payables Fixed Assets Payroll General Ledger General Ledger

36. Time for another backup…

37. exploreengage elevate Finalizing the Y/E Close General Ledger (GL) ALWAYS the final module to be closed!!! Doesn’t need to be closed immediately Finalize adjustments; post ‘Single Use’ batches Print Detailed T/B & MR/FRx financials (optional) SKIP the ‘Period Consolidation’ process

38. exploreengage elevate Finalizing the Y/E Close General Ledger (continued)… Double-check ‘Posting to History’ setting Setup>Financial>General Ledger Allows posting to most-recent closed fiscal year only Also check ‘Maintain History’ & R/E acct. while here Run the G/L year-end closing process Routines>Financial>Year-end Closing Click ‘Close Year’ button only once ! Edit R/E account and/or next JE number (not common) Issue w/ financials if delayed past 1 st new acctg period

39. exploreengage elevate Finalizing the Y/E Close Ancillary items (iii) Before closing G/L, create a simple ‘Accounts’ SmartList and review “Posting Type” settings KB# 864913 provides ‘surgical’ fix steps Close the TEST database first if you prefer Fiscal Periods Setup Maintenance Setup (Administration Tile)>Company>Fiscal Periods Be sure all 2013 module boxes are closed Create a new calendar for 2014 module postings

40. exploreengage elevate If Closing in ‘GP 2013’…

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42. exploreengage elevate

43. exploreengage elevate Questions?

44. exploreengage elevate Networking Break See you back here in 15 minutes!

45. Authored by Mike McDowell, Mekorma Authored by Mike McDowell, Mekorma & Zubin Gidwani, Dynamic Budgets Regional Chapters

46. exploreengage elevate Agenda Understanding how GP records 1099 amounts Researching and validating 1099 data How to edit 1099 data TIN Matching 3 approaches to managing 1099s Printing / Filing Q & A

47. exploreengage elevate Understanding how GP records 1099 amounts 1099 amounts are stored in the vendor summary records AP determines transaction by transaction where amounts record Prior to GP 2010 need PSTL to update 1099 amounts GP 2010 - Update 1099 Information & amounts all or nothing GP 2013 – edit 1099 transactions by transaction

48. exploreengage elevate Vendor Cards From the Vendor Card you go into Options to view the Tax Type and 1099 Box

49. exploreengage elevate Routing 1099 amounts at Transaction Entry

50. exploreengage elevate 1099 Details As the transactions post the system updates the YTD 1099 Summary amount on the vendor record To view & Edit 1099 detail information: Cards -> Purchasing -> 1099 Detail To view 1099 detail: Inquiry -> Purchasing -> Vendor 1099 Details

51. exploreengage elevate Why would a 1099 Summary be wrong? The Vendor Summary buckets update with appended amounts from each transaction as the transaction posts. You can change a vendor’s “1099 Type” at will, as many times as you wish. Prior posted transactions do not change automatically, new posted transactions will accumulate in the new bucket…

52. exploreengage elevate Researching and validating 1099 data Recipients (start with SmartLists) Addresses Formal Name per IRS records TaxID Box Types 1099 vs. non-1099 qualified payments to 1099-vendors

53. exploreengage elevate If you don’t “Trust” your 1099 summaries, you can review transaction summaries with the following SQL Query Disclaimer: SQL Scripts can damage or destroy data. Use these scripts with caution on a test system first. Backup your database before using. Use the following script is at your own risk. We take no responsibility for any harm or data loss caused by these scripts nor do we warranty the validity of the results. The script is provided to assist your 1099 research activities, and must be independently validated against core system reports should you attempt to use these for final data extraction. Compare Transaction Summaries to 1099 Amounts

54. exploreengage elevate SELECT TOP (100) PERCENT CAST(DB_NAME() AS char(5)) AS CompanyDB, dbo.PM30200.VENDORID, SUM(dbo.PM30200.DOCAMNT) AS SumOfDOCAMNT, dbo.PM00200.VNDCHKNM, dbo.PM00200.ADDRESS1, dbo.PM00200.ADDRESS2, dbo.PM00200.CITY, dbo.PM00200.STATE, dbo.PM00200.ZIPCODE, dbo.PM00200.PHNUMBR1,dbo.PM00200.TXIDNMBR, dbo.PM00200.VENDSTTS, dbo.PM00200.TEN99TYPE, SUM(dbo.CM20200.TRXAMNT) AS SumofTrxAmt, dbo.CM20200.CHEKBKID, dbo.PM00200.USERDEF1 FROM dbo.CM20200 INNER JOIN dbo.PM30200 ON dbo.CM20200.CMTrxNum = dbo.PM30200.DOCNUMBR AND dbo.CM20200.CHEKBKID = dbo.PM30200.CHEKBKID INNER JOIN dbo.PM00200 ON dbo.PM30200.VENDORID = dbo.PM00200.VENDORID WHERE (dbo.PM30200.DOCDATE > CONVERT(DATETIME, '2009-12-31 00:00:00', 102)) AND (dbo.PM30200.DOCDATE < CONVERT(DATETIME, '2011-01-01 00:00:00', 102)) AND (dbo.PM30200.VOIDED = 0) AND (dbo.CM20200.VOIDED = 0) GROUP BY dbo.PM30200.VENDORID, dbo.PM00200.VNDCHKNM, dbo.PM00200.ADDRESS1, dbo.PM00200.ADDRESS2, dbo.PM00200.CITY, dbo.PM00200.STATE, dbo.PM00200.ZIPCODE, dbo.PM00200.PHNUMBR1, dbo.PM00200.TXIDNMBR, dbo.PM00200.VENDSTTS, dbo.PM00200.TEN99TYPE, dbo.CM20200.CHEKBKID, dbo.PM00200.USERDEF1 HAVING (dbo.PM00200.TEN99TYPE > 1) AND (SUM(dbo.PM30200.DOCAMNT) >= 600) ORDER BY dbo.PM30200.VENDORID (TEN99Type>1 will exclude “not 1099” vendors) Sample SQL Query for 1099 amounts based upon Payables Transactions Available on Share My Code (http//dyndir.com)

55. exploreengage elevate Editing 1099 Data in GP2010 or later Tools -> Utilities -> Purchasing -> Update 1099 information

56. exploreengage elevate Enhanced Edit 1099 functionality in GP 2013 GP 2010 edit 1099 status was an all or nothing action. You would reclassify the vendor and their transactions for the year or date range. Now in GP 2013 you will be able to review and edit individual transaction details, amounts, 1099 box, or 1099 type.

57. exploreengage elevate Enhanced Edit 1099 functionality in GP 2013

58. exploreengage elevate Best Practices: Tin Matching As Part of your Vendor Maintenance: Perform Tin Matching as part of the New vendor creation process “Offer” to withhold payment until correct information is submitted and validated Near final bulk TIN match in December Double Check record validity Validate EIN vs. SSN number format Review for appropriate box types (rent, medical) Reminder: Box 14 Gross Proceeds paid to an attorney is for legal settlements only. Legal Services are recorded under Box 7 non-employee compensation

59. exploreengage elevate Why Tin Match Requirement for Payer To Secure a TIN Initial solicitation - for all payees, you must make the initial solicitation when the payee opens an account or when the transaction occurs using Form W-9 to request the taxpayer identification number. The CP2100 or CP2100A Notice CP2100 and CP2100A notices are notices that inform a payer that he or she may be responsible for backup withholding. This may be due to missing or potentially incorrect taxpayer identification numbers identified during the processing of Form 1099 information returns. It is accompanied by a listing of missing, incorrect, and/or not currently issued payee TIN. Large volume filers (250 or more erroneous documents) receive the CP2100 notice, while all other filers receive the CP2100A notice. Payers face potential fines of $100 per each 1099 filing with a missing or invalid TIN "B" Notice If the IRS sends you a "B" notice indicating an incorrect payee TIN, you are required to backup withhold28% from a payee no later than 30 days after receipt. Backup withholding until the payee furnishes a TIN and certifies that it is correct.

60. exploreengage elevate IRS Tin Matching Various 3 rd parties will submit on your behalf (~$135 for up to 100,000 records) Free through IRS e-services Program Summary http://www.irs.gov/govt/tribes/article/0,,id=131207,00.html TIN Matching tutorial https://la2.www4.irs.gov/PeopleBooks/CRMPROD/Training/3pdev/3ptin/tinbulk1.htm Required IRS e-services Personal Registration Information Legal name (verified with IRS & SSA records) Social Security Number (verified with SSA records) Date of birth (verified with SSA records) Telephone number, E-mail address Adjusted Gross Income (AGI) from either your current year or prior year filed tax return (verified from IRS records) Home mailing address (verified from IRS records). If you have moved since you last transacted with the IRS, please update your information when registering.

61. exploreengage elevate TIN Matching The TIN Matching e-services allow “authorized payers” the opportunity to match 1099 payee information against IRS records prior to filing information returns. An authorized payer is one who has filed information returns with the IRS in at least one of the two past tax years. Interactive TIN Matching will accept up to 25 payee TIN/Name combinations on-screen Bulk TIN Matching will allow up to 100,000 payee TIN/Name combinations to be matched via a text file submission. Both programs will: Match the payee with W-9 name and TIN with IRS records; Decrease backup withholding and penalty notices; Reduce the error rate in TIN validation. The TIN Matching system is accessible 24 hours a day, 7 days a week.

62. exploreengage elevate TIN Matching Results Tin1 Name 1 Tin2 Name 2 Tin3 Name 3 Tin4 Name 4

63. exploreengage elevate 3 Methods for 1099 Reporting 1.Native Dynamics GP Printing & manual filing 2.Greenshades –GP integrated software with service bureau offering 3.1099Pro – stand-alone software with service bureau offering

64. exploreengage elevate Native Dynamics GP 1099 Process Allows you to print 1099s for recipients Does not generate the Federal summary report, it has to be manually created, it isn’t created in GP…. Must manage filing or efiling process on your own

65. exploreengage elevate Printing 1099 To Print: Tools-> Routines -> Purchasing -> Print 1099 Enter your Company information to be printed You can print all Vendors or enter a range Print option for printing an alignment only form

66. exploreengage elevate Adjusting the 1099 Form If the form alignment does not match your forms you will need to print to screen and edit in report writer. From the screen shot of the alignment form Click ‘Modify’ Once changes are made File->GP will return you to GP

67. exploreengage elevate Look for changes in forms with GP software updates For the 2010 year end, an updated 1099-INT form was released introducing a new box 10, and changing the positioning of boxes 8/9. Such changes are typical each year, so be sure to refer to Year End updates to ensure your program is up to date: Sample Links: GP2010 Year End Update https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye2010.htm?printpage=false&stext=2010 1099-INT GP10 Year End Update https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye10.htm?printpage=false&stext=2010 1099-INT GP9 Year End Update https://mbs.microsoft.com/customersource/downloads/taxupdates/usgpye9.htm?printpage=false&stext=2010 1099-INT

68. exploreengage elevate Year End Forms Printing Prints recipient copies of Federal W-2 and Federal 1099s directly to Blank Paper Perforated Paper and Envelopes available Print all forms, single form, or range of forms www.downloadmyform.com Search information on forms to print Secure administrator controls over all functionality Single source management of forms distribution, corrections and changes Full reporting functionality including: Employee requested changes Print history Electronic filing confirmations Totals by company, state, dept or many more

69. Administrator Control Screen

70. Forms Editing Edit Form Information in Visual Forms Viewer Error Checking and Auto-Summing Fields

71. exploreengage elevate Recipient Distribution Offer electronic reprints available directly from a recipients home/office computer Print, Edit, and Re-issue easily Perforated Paper and Envelopes available Mail Service Printing, stuffing, and mailing Includes postage for as low as $1.05 per form

72. exploreengage elevate Employee Access Screen

73. exploreengage elevate Dynamics GP enhancement requests Submit your feedback directly via the connect URL (left) or from the Communities Portal, Resources > Product Suggestions 1.Add Federal Summary Report to support 941 filings 2.Explore eFiling possibility 3.Other? https://connect.microsoft.com/

74. exploreengage elevate Questions?