Updating Tax Records to Avoid Multiple T4s
When a tax ID changes during the year, you can use the following process to update the tax records to avoid multiple T4s.
After you complete these tasks, your employees have only one tax record in the appropriate file and each program combines all amounts using the new tax ID.
Complete the following tasks to combine the tax records and avoid multiple T4s:
To repost the tax ID
To update the tax ID in the Taxation Summary History by Province table (F0713)
To update the tax ID in the Payroll Month PDBA Summary History table (F06146)
To update the tax ID in the Calendar Month DBA Summary History table (F06145)
To update the tax ID in the Tax Area Transaction Summary History table (F06148)
Before You Begin
JD Edwards strongly recommends that you back up all of your files, including:
Calendar Month DBA Summary History (F06145)
Payroll Month PDBA Summary History (F06146)
Tax Area Transaction Summary History (F06148)
Taxation Summary History by Province (F0713)
Tax Ledger File (F0716)
Verify the current tax ID in the Corporate Tax ID Revisions program (P069081). From the Taxes & Insurance menu (G7744), choose Corporate Tax IDs.
To Repost the Tax ID
You repost the tax ID if your company has applied for a corporate tax ID but has not yet received it. When you receive the new tax ID, you need to update the records that have the temporary tax ID with the new tax ID. You use the Repost of Tax ID to F0716 program (P07990) to update the corporate tax ID in the Tax Ledger File table (F0716).
In the data selection, enter the old tax ID and use whatever combination of fields you need in order to select only the records in which you want to update the tax ID. JD Edwards World recommends that you always put the old tax ID, which you are replacing, in the Tax ID field in the data selection.
In the processing options, enter the new tax ID value exactly as you want the system to enter it in the Tax ID field.
This repost programs does not produce a report. Review the records that you select to verify that the system updates the tax ID correctly.
JD Edwards World strongly recommends that you create a backup copy of the tables you are updating before running either of these programs.
Depending on the size of the history tables, processing time for the repost program can range from a few minutes to several hours. JD Edwards recommends that you run this program during off-peak hours. In addition, you should not run any other payroll functions while the system is processing this program.
Exercise great caution when running the Repost of Tax ID to F0716 program. This program changes detail information and impacts critical reports. Use the data selection to change only those records that require updating.
Navigation
From Data Integrity & Global Updates (G7731), choose Tax ID to Tax Ledger F0716
Processing Options
To Update the Tax ID in the Taxation Summary History by Province Table
Run the Taxation History F0713 integrity report to update the tax ID in the employee tax records. After you run the Taxation History F0713 integrity report, your employees have only one tax record in the Taxation Summary History by Province table (F0713). Enter the new tax ID in the Update and Consolidate F0713 Records processing option.
Create a new version of this integrity report and run it in update mode.
Navigation
From Data Integrity & Global Updates (G7731), choose Taxation History F0713
Data Selection
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Enter the company that you are working with in the Home Company field.
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Enter the 2-digit year (for example, 24 for 2024) in the Date - YR field.
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Enter the old tax ID number in the Tax ID field.
Processing Options
To Update the Tax ID in the Payroll Month PDBA Summary History Table
Run the Payroll Month PDBAs F06146 integrity report to update the tax ID in the employee tax records. After you run the Payroll Month PDBAs F06146 integrity report, your employees have only one tax record in the Payroll Month PDBA Summary History table (F06146). Enter the new tax ID in the NEW tax ID processing option.
Create a new version of this integrity report and run it in update mode.
Navigation
From Data Integrity & Global Updates (G7731), choose Payroll Month PDBAs F06146
Data Selection
-
Enter the company that you are working with in the Home Company field
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Enter the 2-digit year (for example, 24 for 2024) in the Date - YR field.
Processing Options
To Update the Tax ID in the Calendar Month DBA Summary History Table
Run the Calendar Month DBAs F06145 integrity report to update the tax ID in the employee tax records. After you run the Calendar Month DBAs F06145 integrity report, your employees have only one tax record in the Calendar Month DBA Summary History table (F06145). Enter the new tax ID in the NEW tax ID processing option.
Create a new version of this integrity report and run it in update mode.
Navigation
From Data Integrity & Global Updates (G7731), choose Calendar Month DBAs F06145
Data Selection
-
Enter the company that you are working with in the Home Company field
-
Enter the 2-digit year (for example, 24 for 2024) in the Date - YR field.
Processing Options
To Update the Tax ID in the Tax Area Transaction Summary History Table
Updating the tax ID in the Tax Area Transaction Summary History table (F06148) is a three-step process. After you complete these steps, your employees have only one tax record in the F06148 and the program combines all amounts using the new tax ID.
Delete all records from the F06148 file.
Run Tax ID to Tax Ledger F0716. Ensure you enter the new tax ID in the NEW tax ID processing option.
Run PDBAs to Tax Area Sum. F06148.
Navigation
From Data Integrity & Global Updates (G7731), choose Tax ID to Tax Ledger F0716 and PDBAs to Tax Area Sum. F06148