Understanding Year-End IDs

Just as payroll processing is based on a payroll ID, year-end processing is based on a year-end ID. You use a year-end ID to build the year-end workfiles for a group of employees. After the workfiles are built, you can use the year-end ID to review year-end information for the selected employees, print year-end forms, work with magnetic media, and archive year-end records.

When you create a year-end ID, you can specify whether records for an employee with the same tax ID who worked in more than one company should be summarized in a single record. If you select to summarize by tax ID, you need to set up the parent company for all tax IDs on the Corporate Tax ID Revisions form.

When the workfile build is complete, the system generates the Negative Amount Report (R77100A), which lists all records in the workfile that contain negative amounts. To get the Negative Amount Report, go to Work with Servers.

You can use the same year-end ID from one year to another, but you must change the year. To reuse a year-end ID, click Add on the Work With Canadian Year-End Workbench form, and then enter the existing year-end ID and the correct year.

Before you can print year-end reports, print year-end forms, or produce magnetic media, you must set up the programs that you use to produce these items for each year-end ID. You can set up the demo versions of each program or you can create your own versions of each program.

When you set up year-end reports, forms, and magnetic media, you specify the sequence in which you want the programs to run. If you submit more than one of these programs at the same time, the system processes them in the order that the sequence numbers specify.

Before you print year-end forms, you should review the information in the year-end tables to ensure that the system prints the correct information on the year-end forms.

You can review all year-end forms for a specific employee, or review all employees who are receiving a specific type of form. In either case, you can access detail on a single form for a single employee. You can also review all year-end forms that contain negative amounts.