Non-Payroll Processing

This topic covers year-end processing steps for the following modules:

General Ledger

Open Forward Balance Update

The Opening Forward Balance Update carries all asset, liability, and equity General Ledger balances forward from one year to the next. All changes are reflected in current balances. Income and expense accounts will be closed to the Retained Earnings account defined in the G/L Installation screen. This update may be run frequently as the company progresses into a new fiscal year. This step should be repeated if changes have been made to the previous year.

Important: When using this function, all balance records for the next year will be affected.

  • If the asset account's year-end balance is $0.00 and the status is Not used, the account code is not rolled forward to the New Year.

  • If the liability account's year-end balance is $0.00 and the status is Not used, the account code is not rolled forward to the New Year.

  • If the capital account's year-end balance is $0.00 and the status is Not used, the account code is not rolled forward to the New Year.

  • Regardless of an income account's status, the account code is closed to Retained Earnings.

Fiscal Calendar Maintenance

The Fiscal Calendar Maintenance screen displays all fiscal years presently set up in the current company. This screen is also used to set and maintain Journal Entry sequence numbers and ending dates for each fiscal period. Entries made here control certain defaults and virtually every transaction updated to the General Ledger.

Normally, no changes are required in this screen. However, at year end is a great time to check whether there need to be any additional years added to the fiscal calendar. If changes are made, the dates on historical transactions will not be changed.

To update the Fiscal Calendar

  1. On the Site Map, click General Ledger > Period End > Fiscal Calendar Maintenance.

  2. Click the New Year button. The Add New Fiscal Year window displays.

  3. Press Enter until all periods display, and then click OK.
    Note: Use the Add New Fiscal Year window to add years to your fiscal calendar. After entering the number of periods, press Enter. The dates and period labels for the next future year default, and you are able to edit the period labels. Next, the Auto-Create Additional Fiscal Years window displays, allowing you to create up to nine additional years based on the established settings.
  4. Display the new Fiscal Calendar. Review the new dates to verify the update.

  5. Click the check mark to save and exit the calendar.

Processing Dates Maintenance

At Year End maximum dates in all modules will need to move into the New Year.

In the Change Processing Dates screen, Edit Mode is engaged as soon as the screen is opened. Anyone else making entries in that company will need to wait until the screen is closed to process date based transactions.

  1. Go to System Installation > Processing Dates.

  2. Make any necessary changes.

  3. To save changes, click Save and/or the check mark in the upper right hand corner until the screen has returned to the Site Map.

Accounts Payable

Managing Vendors with 1099s

The IRS requires that if you make payments in excess of $600 to certain groups, you must prepare 1099-MISC/NEC forms and send copies of the forms to the IRS and vendor(s). Complete the following steps to ensure that your vendor and 1099 information are set up properly within Spectrum.

Set up the Vendor

  1. On the Site Map, click Accounts Payable > Vendors to set up a vendor.

  2. Click the Properties button and complete the Payment due, Discount due, Insurance, Status, and Invoice defaults sections.

  3. In the 1099-Misc section of the Properties window, select the 1099-Applicable checkbox and then complete the Alternative name field.
    Note: It is suggested that you complete the Alternative name field in case the vendor uses multiple names when submitting his/her 1099 information to the government.
  4. In the Amount indicator field, use the drop-down menu to select the 1099 form's payment indicator.

  5. Complete the Social Security # field or the Payer Tax ID number field.
    Important: Do not wait to until a later time or date to complete this step.
  6. Complete the remaining fields and then click OK until you return to the Site Map.

Year End Processing

  1. From the Site Map, go to Accounts Payable > Period End > 1099 MISC/NEC Form, or go to System Administration > Year End > Year End Processing, click the Accounts Payable button, click the 1099 MISC/NEC Maintenance button.

  2. Click the Build button to open the Build 1099-MISC/NEC Forms screen.

  3. In the Vendor field, enter the vendor code, press F4 to select a valid vendor code, or press Enter to accept the software default of ALL.

  4. In the From date field, enter the first payment date to be processed. Normally, this is 01/01/YY.

  5. In the Through date field, enter the final payment date to be processed. Normally, this is 12/31/YY.

  6. In the Minimum amount field, enter the minimum year-to-date payment amount for the vendor 1099s. Vendors with total payment amounts less than the amount entered in this field will not be updated to 1099 processing.

  7. Select Continue and then click Save until you return to the Site Map.

1099-MISC/NEC Maintenance

The 1099-MISC/NEC Form Maintenance screen displays a list of all the vendors currently receiving a 1099. You can also use this screen to update and print 1099-Misc forms for vendors.

  1. Click New to create add a new 1099-Misc recipient, or select a record and click Edit to make changes.

  2. This screen provides vendor status protection. Entry is prevented when the vendor status is Not Used. A warning displays when the status is Inactive.

Build 1099-MISC/NEC Forms

This update is used prior to printing 1099-MISC/NEC forms to collect necessary information from throughout the software. It must be run prior to the Vendor History Purge for 1099-Misc forms to be accurate.

To support tax law guidelines requiring companies to omit payments made by a "third party network" (for example, credit card processor) from this form, the Build 1099-MISC/NEC Forms exclude payments made from Cash Management credit card accounts and any payments made via Comdata. The Vendor 1099 report also excludes these payments.

Print 1099-MISC/NEC Forms

This screen is used to print 1099-MISC/NEC forms. 1099 information is generated either through 1099-MISC/NEC Form Update or through 1099-MISC/NEC Form Maintenance. The payer name, address and telephone number shown on the 1099-MISC/NEC form is printed based on information stored in the Company Installation screen.

Due to the format change on the 1099-NEC, it is recommened that you do not use Address 2 for your company's address.
  1. Go to Site Map > System Administration > Installation > Company.
  2. Review the Properties tab.
    Note: When an Address 2 exists, the other fields will be pushed down and may not appear properly in the envelope window.

Export 1099-MISC/NEC File

Use this screen to export 1099-MISC/NEC forms. Only 1099s that are filed electronically will display in this screen.

  1. All entries must be capitalized per Internal Revenue Service (IRS) specifications.

  2. The transmitter is the party preparing the 1099-MISC/NEC file. The contact name is the party the IRS will contact should there be a problem. These may be the same.

  3. If 'Entity tracking' is enabled in Enterprise Installation, this export will segregate forms by Entity. The Export file will contain the 'entity' name and address, when applicable, in place of the Company Installation information. Whereas the 'payer tax ID number' for the 'main company entity' is entered as the forms are built, the entity-specific 'payer tax ID numbers' are derived from the Entity setup.

    Note: While entering tax ID and address information, punctuation characters should not be included.

Viewpoint Partners with Nelco to Support 1099-MISC/NEC Filing

In order to make it easier for users to file 1099-MISC/NEC forms, Viewpoint is partnering with Nelco. The Spectrum interface includes an exported CSV file which can be uploaded to the Nelco site by the user via the new Nelco CSV button on this screen. Users can then choose from a menu of Nelco services, including electronic filing and delivery of forms.
Important: When filing 1099's electronically with Nelco, the state of Iowa requires an additional electronic filing number. To support this Business eFile Number (aka 'BEN'), a new field titled 'Electronic filing #' has been added to the Export 1099NEC/MISC File page.

Complete and review the screen selections, paying special attention to the tax year selection.

  1. Click the Nelco CSV button. The Export to Nelco CSV Format information window displays.

  2. Click the hyperlink to learn more about Nelco Solutions, or click Continue if you are already sure you wish to proceed with the export.

  3. A second information window displays letting you know if the export was successful and listing any exceptions (records containing errors) if they exist.

  4. Open the Nelco partner site. If this is your first time here, you'll need to click the Create Account link. Here you'll be prompted to enter your general info (name, address, email, etc.) about your company.

  5. Click the Import Data link and select the 'Federal Information Reporting' Form Type and select the File to Import.

  6. Upload your .CSV file to the Nelco site from your Downloads folder.

  7. Click the Import button.

  8. On the Forms In Progress screen, choose the filing services you wish to use: Federal E-filing, State Filing, Recipient Mail & Online Retrieval. These services can be selected as a bundle or individually.
  9. Make sure all the employees for your companies are selected on this screen and click the Next button to proceed.

  10. If you have selected the 'Recipient Mail & Online Retrieval' service, enter recipient email addresses.

  11. Review the recipients in your cart and click the Next button.

  12. On the Payment Details screen, enter credit card information.

  13. Click the Pay & Submit button to complete processing.

Equipment Control

Open Forward Balance Update

The Open Forward Balance Update screen resets the opening revenue and cost balances for a new fiscal year from the previous year for each piece of equipment. This is a necessary update when moving from one year to the next, and may be run numerous times.

This function is available at Equipment Control > Period End > Open Forward Balance Update or System Administration > Year End > Year End Processing.

  1. Click Equipment Control.

  2. Click Open Forward Balance.

  3. Enter the fiscal year most recently completed.

  4. Click Continue.

Fixed Assets

For Fixed Assets year end processing, often companies are required to report on assets that they acquire or dispose of that year, and report on YTD depreciation.

YTD Depreciation

YTD depreciation can be reported by going to Fixed Assets > Period End > Depreciation History Report, running the Depreciation History Report for the 01/01/YY through 12/31/YY dates (and then cancelling out of the optional Purge step which appears on another screen).

Disposal

To dispose of an asset without deleting and report on the disposal at year end, perform the following steps:

  1. Create a Department at Fixed Assets > Maintenance > Department for all assets that are disposed of in the current year.

  2. When an asset is retired, sold, disposed of, etc., set the asset to Inactive status at Fixed Assets > Maintenance > Fixed Assets Master, to stop depreciation calculation.

  3. Enter the date retired and sales price (if applicable) on the asset, and change the department on the asset to the department created in step 1.

  4. These changes are not recorded in the general ledger. If you have sold the asset, create a journal entry to reduce the asset, accumulated depreciation amount, and gain/loss on sale, and more.

  5. To report on asset disposal for the year, run a fixed asset listing (go to Fixed Assets > Maintenance > Fixed Assets Master, click the Listing button), using the department created in step 1.

Deletion

If you choose to delete an asset entirely from Fixed Assets, you can report on disposed assets with the Deletions Report, at Fixed Assets > Reports > Fixed Assets Deletions. Only deleted assets will display on the Deletions report.

Note: Once viewed, the Fixed Assets Deletions report prompts you to purge the data (it purges the retirement activity). So if you've never run these reports before, you will likely see several years of data.
  1. Go to Fixed Assets > Maintenance > Fixed Assets Master.

  2. Press Enter to see all your assets.

  3. Scroll down to the asset you have sold, and then click on the Delete button.

  4. You will be asked again if you wish to delete, click OK.

Addition

To report an asset addition to Spectrum, go to Fixed Assets > Reports > Fixed Assets Additions and click Preview. All assets that have ever been added to Spectrum, and not yet purged from this listing, will show in this report. When you run this report, please retain it as a permanent record of the company, as it cannot be recreated.

Note: Once viewed, the Fixed Assets Addition report prompts you to purge the data (it purges the addition activity only, not the asset or depreciation records). So if you've never run this report before, you will likely see several years of data.

History Consolidation

The Fixed Assets History Consolidation is an optional function and used only if you have purged General Ledger depreciation records in General Ledger for prior years.

This function is available at Fixed Assets > Period End > History Consolidation, or at System Administration > Year End > Year End Processing.
  1. Click Fixed Assets.
  2. Click History Consolidation.

Materials Management

Open Forward Balance Update

The Open Forward Balance Update function rolls the totals of the plant production file from one year to the next.

This function is available at Materials Management > Period End > Open Forward Balance Update or at System Administration > Year End > Year End Processing.

  1. Click Materials Management.

  2. Click Open Forward Balance.
  3. In the From fiscal year field, choose a year from the drop-down. The ending balance of that year will roll to the opening balance of the next year.

  4. Click Continue, and then click OK in the confirmation box.