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1. Portals is a new web based feature that facilitates your clients editing some of their employee information as well as pay information Once they create and verify pay information the accountant processes payroll and automatically posts the final pay information for the client to view and export to Excel Features Client Write Up 2011 has many features some have been added to the program this year General e Install Client Write Up as a complete program each year rather than an upgrade to last year s program Return to a prior year s program and run reports reproduce Forms W 2 and W 3 1099 and 1096 and all 94X tax returns All client setup and Chart of Accounts information can be brought into the new program from last year s software Bring over one client at a time or all at once e Automatically backup client data at designated times or at the click of a speed but ton e CWU supports Windows 7 Features Payroll Bookkeeping 2011 Client Write Up Add edit and save client notes Quickly apply a date and time stamp to the note Live Payroll Create and print payroll checks for employees and contractors After the Fact Payroll Enter payroll stub information for bookkeeping pur poses for employees and contractors Payroll Reports Produce and print Form 940 941 941SS and 944 Produce print and electronically file Form 943 and 944SS Produce and print State Unemployment Reports Produ
2. Select the bank from which these checks are drawn The Starting Check Number field populates based on the Next Check field in Setup gt MICR Bank Accounts Edit the Starting Check Number to include leading zeroes e g 002001 to meet bank field length requirements The bank information must be entered in Setup gt MICR Bank Accounts to use this function MICR Printer CWU automatically selects the printer specified as the default MICR Printer in Firm gt Firm Info Global Settings Use the MICR Printer list to temporarily override the default MICR printer selection Verify the selected printer has the proper ink for MICR printing Change the default MICR printer in the MICR Printer field in Firm gt Firm Info Global Settings Select All Output Desired Use this feature to print multiple copies of payroll checks Check Stock Prints the check and stub on check stock Plain Checks amp Stubs Prints a copy of the check and stub on plain paper 2011 Client Write Up Printing Contractor Pay Checks e Plain Stubs Only Prints a copy of the stub only no check on plain paper When Preview checks prior to printing is selected a separate file is N TES created for each output selected At least one output selection is required 5 To view payroll checks on your computer screen prior to printing select the Pre view checks prior to printing check box Once selected the option remains in effect until the check
3. Select this button to include the current date and time with a note Copy All Select this button to copy all notes to your computer s clipboard so they can be pasted into another program e g word processor e mail etc Archive Save the current notes into a separate file Always append Date Time on startup Select this option to have the date and time automatically included with your notes each time the Client Notes window opens Printing Mailing Labels NEW FOR 701l Print batch or single mailing labels using a strip label printer Batch print mailing labels for your clients employees contractors AP vendors AR customers or to your clients primary contact address You can also print single mail ing labels by typing an address not already entered in CWU This feature is to be used with label printers that print on rolls of labels NOTE The recommended label size is 3 1 2 x 1 1 8 Printing to sheets of labels produces one label per page 290 2011 Client Write Up Spreadsheet Imports Printing Single Mailing Labels Single mailing labels can be printed to individuals not already entered into CWU To print single mailing labels Go to Tools gt Print Mailing Labels Select the label printer from the Printer drop list Enter the number of copies of the label to be printed in the Copies field Type the label information in the Single Label area Click Print Single ae oN Printing Mailing La
4. To reprint checks complete the following steps 1 Go to Employees gt Reprint Checks 2 Select the type of check stock being used Blank MICR or Preprinted 3 MICR Options not available if Preprinted was selected under Type of Check Stock 104 2011 Client Write Up Reprinting Employee Pay Checks e MICR Banks Select the bank from which these checks are drawn The Starting Check Number field populates based on the Next Check field in Setup gt MICR Bank Accounts Edit the Starting Check Number to include leading zeroes e g 002001 to meet bank field length requirements The bank information must be entered in Setup gt MICR Bank Accounts to use this function e MICR Printer CWU automatically selects the printer specified as the default MICR Printer in Firm gt Firm Info Global Settings Use the MICR Printer list to temporarily override the default MICR printer selection Verify the selected printer has the proper ink for MICR printing Change the default MICR printer in the MICR Printer field in Firm gt Firm Info Global Settings 4 Select All Output Desired Use this feature to print multiple copies of payroll checks e Check Stock Prints the check and stub on check stock e Plain Checks amp Stubs Prints a copy of the check and stub on plain paper e Plain Stubs Only Prints a copy of the stub only no check on plain paper When Preview checks prior to printing is selected a
5. To update a saved invoice complete the following 1 2 Invoices A 7 Go to Receivables gt Enter Update Invoices Select the customer for the invoice you wish to edit using the drop list in the Cus tomer field When the Customer window displays double click the desired cus tomer Use the Invoice Number drop list to select the invoice to edit Details of the selected invoice display Edit the information as needed To edit a line item double click the item in the grid at the bottom of the window Make changes as needed and select Update Line Item To take a return select the Ret Trans Type field drop list and select to return items to Stocked Non Stocked or Service You must take a return for an entire invoice rather than line items from an invoice Enter the Return Date When the invoice is saved CWU makes a reversing entry in the journal Select Save To print the updated invoice see Printing an Invoice on page 242 Reset Click Reset to revert to the last saved invoice information Deleting Invoices and Line Items To delete a saved invoice complete the following 1 2 Go to Receivables gt Delete Invoices Line Items Select the customer for the invoice you wish to delete using the drop list in the Customer field When the Customer window displays double click the desired customer Use the Invoice Number drop list to select the invoice to delete Details of the selected invoice display
6. When creating a COA the level selected enables you to generate a detailed break down of accounts later Level 0 accounts are the only postable accounts Use only level 0 accounts when entering transactions In this example multiple checking accounts are included in a total of checking accounts for reporting purposes 1 Set up a Beginning Account for your grouping of checking accounts This is a level 1 Account Level 1 9 accounts are for reporting purposes only 2 Set up each of your checking accounts account number account name account type and level 0 This enables entry of transactions for each checking account 3 Set up an ending account that will show the total of all checking accounts Use level 1 You must always have a beginning and ending level 1 Use multiple levels within the 1 1 level to create a nesting of accounts In the next example the accounts associated with Cash include Petty Cash Checking Savings etc This example results in a section on the balance sheet that looks similar to this 155 Adding Accounts to a Chart of Accounts 2011 Client Write Up Cash 100 05 Total Checking 500 00 100 09 Total Savings 500 00 Total Cash 1000 00 Editing an Account To modify an existing account go to Bookkeeping gt Chart of Accounts Either select the account and click Edit or double click the account from the list Edit the desired fields and click Save Accounts All
7. e Transmitter does not check the FIRE system to determine file acceptability The results of your file transfer are posted to the FIRE system within two business days It is your responsibility to verify file acceptability and if the file contains errors get an online listing of the errors Date received and number of payee records are also displayed If the file is good but you do not want the file pro cessed you must contact IRS ECC MTB within 10 calendar days from the trans mission of your file e Incorrect file is not replaced timely If your file is bad correct the file and resub mit as a replacement e Transmitter compresses several files into one Compress only one file at a time For example if you have 10 uncompressed files to send compress each file sepa rately and send 10 separate compressed files e Transmitter sends a file and CHECK FILE STATUS indicates that the file is good but the transmitter wants to send a replacement or correction file to replace the original correction replacement file Once a file has been transmitted you can not send a replacement file unless Check File Status indicates the file is bad 1 2 business days after file was transmitted If you do not want the IRS to process the file you must first contact the IRS toll free 866 455 7438 to see if this is possi ble e Transmitter sends an original file that is good and then sends a correction file for the entire file even though there are only
8. 2011 Client Write Up E Benefits Type C Deductions Benefits Click on an item below to edit a deduction benefit Name Setting Up Employee Payroll Figure 4 5 Benefits Account W2 Box Name Press F2 for ist Amount Ceiling 12 Code a Check if Benefit is Subject to Check if item applies Federal FICA Medicare FUTA State Local SUTA W2Box01 W2Box10 W2Box14 Exit fa Bis 5 ey ur a 5 Je ja E Help Account Amount Dolars Cents Percent Ceiing NotTaxed Not Tax Taxed Taxed Fed FICA Med FUTA State 1 Ins Bene 758 0000 75 00 ad N 0 00 N N Y N N W Y N N 2 Click New The top entry fields are activated 3 Complete the following field information Name This is the name of the benefit as it appears on the pay stub and pay roll reports Account Press F2 to access the postable accounts list from the Chart of Accounts if the bookkeeping function is used Select the appropriate account number for the benefit If you are not using the bookkeeping function the account number information is not required For information on setting up a Chart of Accounts refer to Chart of Accounts COA Setup on page 45 Benefit Calculation Select whether the benefit should be calculated Based on Hours Worked times the value in the Amount field If Based on Hours Worked is selected you must also select either Dollars Cents or Per cent W
9. 3 Select the date to appear on the Interim Reports by either selecting the month or using the drop arrow next to the date field Selecting a month automatically sets the report date to the last day of the month selected N DTE All transactions in the Bookkeeping gt Enter Transactions screen post to the GL regardless of the reporting date selected 4 Click OK 5 Click Yes Client Write Up e Backs up the active client s files e Generates interim reports e Posts transactions to the General Ledger for the current accounting period 6 The Interim Reports display on your computer screen Use these reports to check for accuracy Reports can be printed by clicking the Printer icon 7 If the information on the Interim Reports is correct click Yes to continue with the post 166 2011 Client Write Up Year End Close The Post Transactions process must be run prior to running the IMPORTANT Year End Close Some reports require that transactions be posted prior to running the report Refer to each report s descrip tion for posting requirements Year End Close NOTE See End of Year Process on page 308 for an overview of this process The Year End Close process zeros out all income cost of goods sold and expense accounts and posts net income to the retained earnings account Run the Year End Close after the final period of the year has been posted Include all adjustments in the final period as CWU does not offer a 13
10. Click Delete to remove a check layout Click Save when design modifications are complete When a MICR payroll check is printed the information flows from the fields in MICR Bank Accounts see MICR Bank Accounts on page 47 Employees gt Employee Setup Personal Info tab see Adding an Employee on page 72 and Employees gt Live Payroll see Live Employee Payroll on page 86 or Contractors gt Live Contractor Payroll see Live Contractor Pay roll on page 130 Net Pay field Click Save when design modifications are complete 2011 Client Write Up MICR Calibration MICR Calibration Calibration is a two step process that ensures the MICR information is printed at the correct width and intensity If the bank rejects the MICR font printed a new font must be selected NOTE Please contact CWU Support for assistance To select a new MICR font complete the following steps 1 Go to Firm gt MICR Calibration Figure 2 8 MICR Calibration MICR Calibration DrakeCWHU installs a number of MICR fonts on your system The default font IDAutomationMICR is the most likely to produce results satisfying the ABA s MICR specifications However if your printer is out of alignment you may find that the bank is rejecting your checks white tabs with the MICR line redone will be adhered to the bottom of the cancelled checks In this case you should use the Calibration Tool to determine and select a more suitable fo
11. Customer This is the same report as the Customer Statement except that only statements for Statement customers with an outstanding balance owed prints If the customer has either a credit Balance balance or a zero balance the report is blank Select the Customer and the Start and Owed End Dates The statement includes the client information the customer name address and cus tomer ID the statement date and period ending date invoice numbers and dates whether the transaction is an invoice or a return the transaction type debit and credit entries and totals and a running balance To run the report go to Reports gt Accounts Receivable gt Customer Statement Balance Owed Past Due This is a past due aging report for all customers with an outstanding balance Select Report the date to print at the top of the report Information included is the Customer Code Customer Name and the amount past due for each client 1 30 days 31 60 days 91 120 days and over 120 days Individual client totals totals of all clients for each aging period and a grand total past due is also included To run the report go to Reports gt Accounts Receivable gt Past Due Report 273 Report Details Aged Receivables Report Sales Tax Record List Sales Tax Summary 2011 Client Write Up This report shows every invoice by customer and the amount current and overdue This includes the customer code customer name invoice number invo
12. I Override Calculated Data I Override Calculated Data Override Calculated Data Form 943 Form 9415S Form 9445S Use Tax Deposit Use Tax Deposit Information on 34155 Use Tax Deposit Information on 943 ae Information on 9445S Override Sch B Printing F Override Calculated Data Pacers Caida Das Override Calculated Data 57 Reporting Options 2011 Client Write Up 2 Select the settings to be activated for this client These options need to be set for each client s account e Use Tax Deposit Information on 94 X This selection automatically transfers calculations from the 94X Tax Deposits dialog boxes Employees gt Tax Deposit gt 94X to the 94X form selected IMPORTANT Do not select this option if Client Write Up was not used to gener ate all 94X tax deposits for the year e Override Sch B Printing Schedule B of the 941 and 941 SS tax returns displays when the Deposit Frequency is set to Semi Weekly Setup gt Client Information gt Business Information but prints only when the Total Taxes After Adjustments for the quarter is at least 2 500 Select this option to force Schedule B to print when the Total Taxes After Adjust ments amount is less than 2 500 e Override Calculated Data CWU displays 94X returns with both calcu lated and non calculated data fields Select this option to allow you to over write both types of data fields If this option is not selected you can overwrite only the non c
13. If any of the checks selected have a check date that falls on a weekend or holiday a warning displays stopping the process See Appendix F InterceptEFT Holi days on page 320 for InterceptEFT s Holiday Processing Calendar Click OK and a printable report displays the checks with the invalid dates To change the invalid check dates see the appropriate topic Editing a Live Contractor Check on page 133 or Editing an ATF Contractor Check on page 137 7 Click Transmit Pay records transmit to InterceptEFT using your computer s Internet connection When Auto Display Report of Transmitted Records is selected a printable report of the Direct Deposit records that transmitted displays automatically If you do not want this report to display clear the check box This same report is avail able by clicking Review Repts selecting Display Direct Deposit Transmit Reports TXT and selecting the report Reset Clears all entries in the Select Employees Contractors section of the screen Review Repts Displays the Review Reports screen where previously produced reports can be viewed and printed See Report Review on page 279 for instructions on running these reports Direct Deposit Reports Client Write Up offers many Direct Deposit reports that can be printed in either PDF Excel or Comma Separated Value CSV formats Direct Deposit report requests are uploaded to and report infor mation is downloaded fr
14. Section Header The second instance the ending instance marks the end of the section and tells the program to total the section The name of this account provides text for the section total Level 0 accounts are assigned to the section based on their account number Those with account numbers between the starting instance and ending instance accounts are tallied It is possible to nest levels For instance there can be a Level 2 subsection within a Level 1 section Up to 9 levels can be nested The following example shows how to set up nested sections 2011 Client Write Up COA Samples Adding Accounts to a Chart of Accounts 758 1 Insurance 758 1 2 Building Insurance 758 12 0 Building Ine 123 East Main 758 13 0 Building Ine 425 Elm Street 758 19 2 Total Building Insurance 750 2 2 Auto Insurance 758 22 0 Auto Ine 2002 Dodge Yan 1 758 23 0 Auto Ins 2003 Dodge Yan 2 758 29 2 Total Auto Insurance 758 9 1 Total Insurance This example results in a section on the balance sheet that looks like this Year To Date GROSS PROFIT 0 00 EXPENSES Insurance Building Insurance Level 2 Building Ins 123 East Main 135 00 Building Ins 425 Elm Street Jewo 189 00 Level 1 End Building Insurance 324 00 Auto Insurance Auto Ins 2002 Dodge Van 1 104 50 Auto Ins 2003 Dodge Van 2 ae 137 65 End Auto Insurance Level2 242 15 End Insurance 566 15 TOTAL EXPENSES 566 15 NET PROFIT LOSS 566 15
15. Starting and ending date ranges are required for many reports and are set using the cal v endar function To set the starting and ending dates for reports click the x next to the date displayed Dates default to the current date on the computer For instructions on setting calendar dates see Date Fields on page 12 Running Reports To run Client Write Up reports go to Reports and select a type of report The Reports window opens with a list of available reports specific to the report group Reports selected Figure 11 1 Reports r Reports Report Groups Select an Interim Report 1_ Interim Reports Interim Balance Sheet 2 Year to Date Interim Profit and Loss 3 Balance Sheets Trial Balance Worksheet Start of Year Exit 4 General Ledger Trial Balance Worksheet Prior Period 5 Profit and Loss Profit and Loss Activity Report 6 7 8 Transaction Listings Report Options Chart of Accounts Cash Flow Accounts Payable 10 Accounts Receivable Hel 11 Payroll R 12 State Wage Reports 13 Accountant Info Reports Report Setup TS Te eee eo oe or eee a es Double click a report on the right side of the screen or click once and click Go Once all report options have been selected the report runs From the Reports window select another report or change to another report group All reports display to your computer monitor in PDF format In IMPORTANT order to view reports on yo
16. This field fills based on the information entered in Payables gt Vendor Setup see 1099 Use the drop list to select a different line from the 1099 MISC for this transaction If no amounts are entered in any of the fields in the 1099 Detail for ATF Payment section or the 1099 Detail for Payment section when scheduling live payments the invoice will not be included on the vendor s 1099 MISC at the end of the year Description Optional Enter a description for the transaction Expense Account and Cash Account These fields automatically fill when a vendor code is selected To select a different account to be used for this transaction press F2 to display a list of zero level accounts from the Chart of Accounts Status Use the drop list to select if this transaction is Unpaid has been Partially Paid is Paid in Full if you are Waiting on a Bill if the bill is being Disputed or the bill has not been received Not Received Unpaid is the default Shipping Information Optional Select the shipper from the drop list then enter the tracking number and any shipping notes you desire Net Due Required Enter the full amount of the invoice due Itemize the Net Due amount by entering information into the fields below the Net Due field Figure 9 3 Invoice Data Entry Net Due g 3 Net Due 500 00 Discount 25 00 Rebate Credits Credits 525 00 25 00 Calc d Net 500 00 SC antl teeth anit
17. ve been printed To delete a live payroll check complete the following steps 1 From Employees gt Live Payroll select an employee 2 Select a check to delete from the Previous Checks Click to edit list The Pay Period Ending Date Check Date Check Number and net amount are dis played to aid in identifying the check to delete 3 Click Delete If a 941 or state wage report that has been processed is affected by this deletion manual adjustments must be made to the reports Deleting a check using this func tion removes the information from the payroll reports only and does not delete the information that has been posted to the transactions journal Adjusting entries to the journal must also be made Adjustments are also required if the deletion affects previously closed periods Editing a Live Employee Check 94 To edit a live payroll check complete the following steps as From Employees gt Live Payroll select an employee 2 Select a check to edit from the Previous Checks Click to edit list at the top right of the window The Pay Period Ending Date Check Date Check Number and net amount are displayed to aid in identifying the check to edit The bottom part of the screen fills with the saved amounts 3 Make the necessary edits and click Save All fields that can normally be edited in live payroll can be edited if the check has not been printed If the check has been printed only the NOTE Check Date a
18. 2011 Client Write Up NOTE Live Employee Payroll Sick Hours Enter the number of sick hours used during the pay period The amount is calculated based on the information entered in Employees gt Employee Setup Payroll Wages Rates tab the Pay Rate 1 field Vacation holiday and sick pay are combined under Earnings Tips Enter the amount of tips received by the employee that is not included in regular pay Tips are not included in the calculation of gross pay but auto matically have deductions taken from this amount The amount is calculated based on the information entered in Employees gt Employee Setup Payroll Options tab the Tipped Employee field Commissions Enter the amount to show on the pay stub as commissions The amount of commissions is added to the regular pay and withholdings cal culated accordingly 3rd Party Sick Pay Enter the amount of 3rd party sick pay the employee received during the pay period This field is only available when the Status field on the Employees gt Employee Setup Personal Info tab is set to Sick Pay Employees cannot receive regular pay and 3rd party sick pay at the same time No of Pieces For employees paid based on piece work Enter the number of pieces for which the employee will be paid The amount is calculated based on the information entered in Employees gt Employee Setup Payroll Wages Rates tab the Pay Per Piece field The amount of pay per piece is added
19. 243 Entering Service Charges and Penalties 2011 Client Write Up 4 Click Delete Invoice Click OK to confirm the deletion If the bookkeeping fea ture is being used CWU makes a reversing entry for the entire invoice in the jour nal To delete a line item from a saved invoice complete the following Goto Receivables gt Delete Invoices Line Items Select the customer for the invoice using the drop list in the Customer field When the Customer window displays double click the desired customer Use the Invoice Number drop list to select the invoice with the line item you wish to delete Details of the selected invoice display Double click the line item to be deleted in the grid at the bottom of the screen Details of the line item display above the grid Click Delete Line Item The Total Tax and Total fields update If the bookkeep ing feature is being used CWU makes a reversing entry for the deleted item in the journal Click Exit to save and exit or Print Invoice to print the invoice After printing the invoice click Exit to save and exit Entering Service Charges and Penalties 244 Service Charges Add and remove service charges and penalties to individual customer invoices NOTE Service Charge and Penalty transactions write automatically to the jour nal when the CWU bookkeeping is used To enter or remove service charges and penalties complete the following 1 2 3 Go to Receivables gt Enter
20. Employee Setup 82 Deductions Tab 2011 Client Write Up e Blind If Tax Table is set to IL or MS the Blind field is active If the employee or spouse is blind select the appropriate option in this field e Over 65 If Tax Table is set to IL or MS the Over 65 field is active If the employee or spouse is over the age of 65 select the appropriate option in this field e Wage Chart If Tax Table is set to NJ the Wage Chart field is active Select the appropriate wage chart letter for state withholding purposes e 9 of Federal If Tax Table is set to AZ the of Federal field is active If the employee is taxed based on a percentage of the federal tax choose the applicable tax rate from the list e Reduced WH If the Tax Table field is set to CT the Reduced WH field is active If the employee qualifies for reduced withholding enter the amount here e Est Deductions If the Tax Table field is set to CA or NJ the Est Deduc tions field is active If the employee qualifies for Estimated Deductions Reduction withholding enter the amount of the deductions here e No Dependents If the Tax Table field is set to AL LA or MS this field is active Enter the number of dependents the employee claims for state with holding purposes Enter payroll deductions for the employee on the Deductions tab Before assigning deductions to an employee first create the deductions through Employees gt Deductions amp
21. Enter amounts of 600 or more for all types of rents including real estate rentals machine rentals and pasture rentals 2 Royalties Enter gross royalty payments of 10 or more Include royalties paid by a publisher directly to an author or literary agent unless the agent is a corporation 3 Other Income Enter other income of 600 or more required to be reported on the 1099 MISC that is not reportable in one of the other boxes on the form 4 Federal W H Enter backup withholding An entry in this field affects the net pay the contractor receives 131 Live Contractor Payroll 2011 Client Write Up 5 Fishing Boat Proceeds Enter the share of all proceeds from the sale of a catch or the full market value of the distribution to each crew member of fish ing boats with fewer than 10 crew members 6 Med Health Care Payments Enter payments of 600 or more made in the course of doing business to each provider of medical or health care ser vices Include payments made by medical and health care insurers under health accident and sickness insurance programs 7 Nonemployee Comp Enter non employee compensation of 600 or more Include fees commissions prizes and awards for services performed as a non employee 8 Substitute Payments Enter total payments of at least 10 received by a broker for a customer in lieu of dividends or tax exempt interest as a result of a loan of a customer s securities 10 Crop Insurance
22. customers and no message displays The other statuses are W Warning H Hold I Inactive and N Notify When a customer is selected on the Enter Update Invoices screen this status along with the message that was associated with this status on the Receivables gt Receivables Options Cus tomer Status tab displays Ship Via optional Enter the preferred method of shipping to this cus tomer If entered this is the default method used on each invoice for this cus tomer Information on the right side of the Customer Info tab is for informa tional purposes only CWU automatically updates these fields as trans actions are entered Do not make any entries in these fields CWU automatically updates these fields as transactions are entered The ini tial YTD Amts reflect entries made on the Beginning Balances tab Debit Last Date The Debit Last Date is the date of the last debit trans action for this customer CWU updates this date each time a debit transaction is entered for this customer Debit Last Amt The Debit Last Amt is the amount of the last debit transaction for this customer CWU updates this date each time a debit trans action is entered for this customer Debit YTD Amt The Debit YTD Amt is the total of all debit transac tions entered for this customer during the current year This field automati cally fills with the amount entered in the Amount Owed field on the Beginning Balances tab CWU upda
23. ene tenn eee e eens 342 Appendix K Preparing to e file 1099s 0 araeru 343 Appendix L E Filing Quick Reference 0 2 eee nee eee ene 344 GOSS AN Virender n aN Rid enntieiaseannsieadas Eai vii vi 2011 Client Write Up Features 1 Introduction Drake s Client Write Up CWU provides the capability to prepare and print both live and after the fact payroll W 2 W 3 1099 MISC 1096 940 941 941SS 943 944 and 944SS forms Payroll information is transferred to the journal with the click of a button CWU also provides the ability to manage basic client financial records through the use of double entry bookkeeping A number of reports are provided including multi col umn profit and loss reports pre posted reports comparative or single column balance sheets and payroll reports Templates make the creation of a Chart of Accounts easy but CWU also allows you to create a custom Chart of Accounts either by editing an existing one or creating one from scratch You can also export information into Drake Software reducing data entry time required to prepare your client s tax return Use Client Write Up to enter vendor invoices print and reprint live vendor checks and enter after the fact vendor invoice information for bookkeeping purposes Use the Accounts Payable module or Check Writer to print vendor checks Use the Accounts Receivable module to record and track customer invoices ship ments payments and balances
24. on page 165 Interim Reports Interim reports display the information that was entered for the current month or period Use these reports to review the calculations and verify accuracy of the entries Interim Run this report prior to running the Post Transactions process Balance Sheet NOTE This report is also produced as part of the Post Transactions process The report displays the accounts with a current transaction There is a total for assets liabilities and capital This information is displayed for the previous balance transac tions and current balance Previous balance transactions and current balance are shown 255 Report Details Interim Profit And Loss 2011 Client Write Up To run the report go to Reports gt Interim gt Interim Balance Sheet The report is formatted to use the account names not account num bers The initial debit and credit amounts entered when the Chart of NOTE Accounts was first created is shown in the report as the previous bal ance for the first month The accounts are displayed if a transaction amount was entered year to date even if the current month transaction is 0 00 Run this report prior to running the Post Transactions process NOTE This report is also produced as part of the Post Transactions process The report displays the profit and loss for the current transactions listed in Bookkeeping gt Enter Transactions This includes the previous month year to date a
25. or PeachTree Files The QuickBooks or PeachTree File Conversion screen displays Figure 12 10 PeachTree File Conversion E QuickBooks or PeachTree File Conversion Setup Informaton Convert QuickBooks Convert PeachTree Client Code Drive Letter for Drake CWU A Z Available Conversions Select All Conversions E Please select oR Help to review instructions prior Convert Employees E Convert Chart of Accounts to beginning the conversion Convert Customers a Convert Vendors Client Information Business Type Sole Proprietor 1040 v Deposit Frequency Monthly iw Start of Year Date 12 18 2009 _ This date represents the first day of the client s annual accounting period 2 Select Convert PeachTree 3 Enter information in the following fields Client Code Enter a client code If the client code exists in Client Write Up you can only convert information that does not exist in CWU For instance if there is an employee in CWU for the client code entered the Con vert Employees option is not available If a client code is entered that does not already exist in CWU you will be prompted to enter information about the client A Client Code must be a unique code not currently used in CWU Client codes are up to eight alpha numeric characters 0 9 A Z and a z including underscores _ Select to convert employee customer Chart of Accounts or vendor informa tion or Select All Co
26. Benefits Deductions set up in Deductions amp Benefits are available to be assigned to employees on the Employees gt Employee Setup Deductions tab without amounts NEW FOR Assign only the deductions applicable to each employee Only the 701l deductions assigned to that employee appear on their payroll screen and check stub To assign a deduction to an employee 1 Double click a deduction in the Deductions List that is to be assigned to the employee The deduction number and name display in the Deduction Edit Line with an X in the Assignment Field See Figure 4 12 2011 Client Write Up 2 TIP Employee Setup Figure 4 12 Deductions Assignment er wy fee eye ere a ee P Name FAQ Amount Priority Ceiling 401K Employee Health Insurance Dental Insurance eT Shirt Cleaning Deduction Edit Line Assignment Field Deductions List Either press F3 to bring forward the default deduction amount for the selected deduction or manually enter a deduction Amount Priority optional and Ceil ing optional e Amount Enter the amount of the deduction for this employee Default set tings can be edited at this time If a deduction has been set up to Match a Benefit Number editing a deduction amount will have no effect since the deduction amount will match the benefit amount See Match to Benefit Num ber Enter a decimal amount less than 1 00 to indicate the deduction is a percen
27. Click Delete to remove the deposit information Click Reset and the data entry fields are cleared Editing the 94X Tax Deposit To edit the 94X tax deposit information after it has been saved 1 Go to Employees gt Tax Deposit gt 94X and select the 94X series deposit 2 Click a line at the bottom of the dialog box This fills the 94X Tax Deposit Calcu lation area so the information can be edited and saved This replaces the previous calculation IMPORTANT Make sure calculations do not cross over the quarter change Printing the 94X Tax Deposit Click Print to generate the 94X tax deposit for review The deposit report can then be printed or saved 94X Reporting Options The Print options available at the top of the report e Click the Save icon to save the deposit information e Click the Print icon to open the printer dialog box with standard printing options Print to PDF to store the report in the Drake Document Manager provided PDF995 and Drake Document Manager are installed These programs are included on the Drake Tax Software CD at no additional charge e Click the Email icon to e mail the deposit information The report is included as an attachment to an e mail message Your default e mail program is used Add the recipient To the Subject line and body information then click Send Producing 94X Series Tax Returns Refer to the table below to determine which 94X tax return to file Table 4 5 Which 94X T
28. If Percent is selected enter any decimal value less than 1 up to six decimal places Ceiling Enter the maximum deduction that can be taken When the employee reaches the ceiling amount for the year CWU discontinues this deduction for that employee W2 Box 12 Code During W2 processing this code indicates which letters to enter for the Box 12 code Below is a list of codes used in Box 12 Table 4 1 W2 Box 12 Codes Uncollected Social Security or RRTA tax on tips Uncollected Medicare tax on tips Taxable cost of group term life insurance over 50 000 oloo gt Elective deferrals to a 401 k cash or deferred arrangement including a SIMPLE 401 k arrangement E Elective deferrals to a 403 b salary reduction plan Elective deferrals to a 408 k 6 salary reduction SEP O Elective deferrals and employer contributions including nonelective deferrals to any governmental or nongovernmental 457 b deferred compensation plan Elective deferrals to a 501 c 18 D tax exempt organization plan Nontaxable sick pay not included in lines 1 3 or 5 20 excise tax on excess golden parachute payments Substantiated employee business expense reimbursements Si r aA e z Uncollected Social Security or RRTA tax on the taxable cost of group term life insurance over 50 000 for former employees N Uncollected Medicare tax on taxable cost of group term life insur ance
29. Portals 2011 Client Write Up The approved payments no longer appear on the Contractor Payments tab but now display on the Approved tab by the selected payment Ending Date Once payments have been approved they are available to be IMPORTANT downloaded synced and processed by the accounting firm See Portals Processing Contractor Payments on page 148 Once the accounting firm has downloaded the approved batch the information dis plays on the Loaded tab and is removed from the Approved tab 336 2011 Client Write Up Appendix H Home Screen Shortcuts Appendix H Home Screen Shortcuts The icons or speed buttons on the CWU Home screen are intended to save you time and mouse clicks in navigating to the most commonly used parts of Client Write Up The tables below show the speed button and the menu pathing equivalents General Shortcuts Speed Button Menu Equivalent a File gt New Client TE see Setting Up a New Client on page 31 New Client m File gt Open Client OE see Changing the Active Client on page 13 Open Client Reports menu aa see Report Types on page 254 Reports Setup gt Client Information lt see Contact Information on page 32 Setup Options Aa Tools gt File Maintenance gt Backup S e see Backup on page 285 Backup Tools gt Drake Document Manager A see Appendix D Drake Document Manager on page 315 DDM Help
30. To create an extension file for the 1099 complete the following steps 1 Go to E Filing gt 1099 1098 E Filing gt Create Extension File 192 2011 Client Write Up Filing a 1099 Extension Figure 8 7 Create 1099 Extension Extension of Time Request Transmitter Information Create File Control Code Save Screen Exit Payer Information TIN Company Address Name Company City ipi C Stat Recipient Request Indicator oompany state Company Zip 2 Enter the Control Code This is a five character alphanumeric Transmitter Con trol Code TCC assigned by the IRS ECC MTB A Transmitter Control Code must be obtained to file data with this program Submit Form 4419 to the IRS to obtain a TCC 3 Complete the Payer Information section e TIN Enter a nine digit Taxpayer Identification Number assigned to the taxpayer A number that is all zeros ones twos etc results in an invalid TIN e Name Enter the name of the payer whose TIN has been entered e Recipient Request Indicator Select this box if the extension request is to furnish statements to the recipients of the information return e Company Address Enter the address of the payer The street address should include number street apartment or suite number or PO box if mail is not delivered to a street address e Company City Enter the city town or post office of the payer e Company State Enter the two character state code e C
31. To view checks on your computer screen prior to printing select the Preview checks before printing check box Once selected the option remains in effect until the check box is cleared To print checks from the preview screen select the Printer icon amp 2011 Client Write Up Check Writer Previewed checks are considered printed by CWU If previewed IMPORTANT checks are not printed when displayed go to Payables gt Live Payments Reprint Checks and reprint the ven dor check 15 With all check information verified and the Balance column displaying 0 00 click Print Check The check prints or displays if the Preview checks before print ing option was selected and the invoice and transactions are generated The Print Check button is no longer available preventing you from printing the check twice The View Invoice button is activated NOTE Click New from the Check Writer window to clear check information that hasn t been printed or to enter new check information The View Invoice button does not activate for NonVendor checks To reprint a NonVendor check see Reprinting NonVendor Checks on page 221 Reprinting NonVendor Checks Previously printed nonvendor checks are placed on the Reprint NonVendor Checks screen and can be reprinted as many times as necessary Select Payables gt Live Payments gt Reprint NonVendor Checks for a list of all NonVendor checks that have previously been printed IMPORTANT P
32. application Form 8633 must be filed or amended to allow the electronic filing of the 94X forms See Form 8633 Application for EFIN on page 37 A five or 10 digit PIN and password are required to electronically file these forms To apply for an electronic filing PIN go to Setup gt Client Information gt EF Setup See PIN Applications for Electronic Fil ing on page 39 NOTE All transmissions of 94X series forms to and from the IRS flow through Drake Forms 941 940 944 amp 941SS To e file 94X tax returns there are three basic aspects 1 Preparation 2 e filing 3 Viewing the results Before Electronically Filing 94X Forms Before you electronically file 94X tax returns complete the following procedure 1 Run payroll live payroll with printed checks or ATF payroll See Live Employee Payroll on page 86 and ATF Employee Payroll on page 95 2 Create tax deposits Employees gt Tax Deposit gt 94X See Calculating 94X Series Tax Deposits on page 110 It is not required to enter tax deposit information in Employees gt Tax Deposit gt 94X in order to electronically file the semi annual or annual 94X tax deposit If you are entering tax deposit NOTE information make sure the Use Tax Deposit Information on 94X field is selected on Setup gt 94X Form Settings See 94X Form Settings on page 57 If this field is selected and information is not entered in Employees gt Tax D
33. check or credit card number e Payment required Enter the amount of the payment e Amount Owed informational only This is the total amount owed by the selected customer including all invoices penalties and service charges e Undistributed Payment informational only This is the amount of the payment that has not been applied to an invoice The full amount of a payment must be applied to the customer s account e Distributed Payments informational only This is the amount of the pay ment that has been applied to the invoices e Invoice Number required Select the invoice to apply the payment using the drop list When the Invoice Number window displays double click the desired invoice The selected invoice s Due Date original Invoice Amount and Invoice Balance display for informational purposes If transactions for the selected invoice have been saved they appear in the grid at the bottom of the screen 6 Complete the following fields in the Transactions section e Type required Select from the following transaction types Table 10 1 AR Transaction Types Transaction Type Description Credit 246 2011 Client Write Up Applying Receivables Payments Table 10 1 AR Transaction Types Transaction Type Description EP Early Payment Discount PA Payment PPA Partial Payment e Amount Applied required Enter the amount of the payment to apply to the selected invoi
34. future checks entered for that nonvendor and nonvendor checks that are reprinted For instance if a nonvendor check prints with incorrect or mispelled payee or demographic information edit the information on the NonVendor Changes window and reprint the check Consolidating NonVendor Information Use this feature to combine or consolidate duplicate NonVendors Duplicate NonVen dors are created by writing more than one Check Writer check to a single Non Vendor payee but inadvertently creating a new NonVendor record each time When duplicate NonVendor records are created checks appear in reports associated with different entities rather than a single NonVendor Additionally a 1099 MISC would be created for each of the duplicate NonVendors To consolidate NonVendor information 1 2 3 o Go to Payables gt NonVendor Changes Click on the Name column header to group by name Edit the Non Vendor information see Editing Non Vendor Information on page 222 so that the same Federal ID number is used for all payees that refer to the same Non Vendor Edit one of these NonVendor s information so that it contains the correct informa tion correct payee name address and phone number Select the Non Vendor displaying the correct information Click Consolidate Non Vendors with the same SSN or EIN other than the one selected are removed from the window and their transactions are combined with the selected NonVendor s tran
35. gt Vendor Setup Adjust FICA Withholding Checks employee withholding for the year and compares it to the amount of FICA that should have been withheld If there s a difference greater than 10 cents transactions are created to correct FICA amounts Employees gt Adjust W2 With holding After the Fact Contractor Payroll Enter data pertaining to a previously issued contractor s paycheck Contractors gt ATF Contractor Payroll After the Fact Employee Pay roll Enter payroll information when employee checks are not going to be printed Employees gt ATF Payroll Auto Backup Enable the auto backup feature Tools gt File Maintenance gt Auto Backup Backup Back up client files Tools gt File Maintenance gt Backup Balance Sheet Report Produces a statement listing the debit and credit balances of the current client Reports gt Balance Sheets Change Contractor Code Change a previously entered contractor code Contractors gt Change Conirac tor Code Change Employee Code Change a previously entered employee code Employees gt Change Employee Code Chart of Accounts Report 316 Lists the account number and name level and type The Chart of Accounts Trial Balance report lists the account number name and corre sponding debits and credits Reports gt Chart of Accounts 2011 Client Write Up Task Check Alignment Appendix E
36. live or ATF 2 Print the live payroll check See Printing Employee Pay Checks on page 101 and Printing Contractor Pay Checks on page 137 3 Go to Bookkeeping gt Enter Transactions and click the Payroll Journal but ton Figure 6 4 Payroll Journal Entry E General Journal Payroll Transaction Select a date range or leave the date fields blank to process all payroll Start Date End Date Per Check Entries Cumulative Entry Cancel Enter start end dates or leave blank to process all checks gt 5 Click Per Check Entries to create separate journal entries for each payroll trans action or Cumulative Entry to create one cumulative journal entry for each pay roll account IMPORTANT To display check numbers for individual payroll entries when per forming a bank reconciliation you must select Per Check Entries If a journal entry that was entered using the Payroll Journal function is deleted re enter the information directly into the journal CWU allows the transfer of check information only once Tip Journal entries can be sorted by clicking the field headers at the top of the journal entry list 161 Journal Options 2011 Client Write Up For example you find an error in hours on a payroll check Delete that check and print a corrected check Delete that transaction from the journal and add the new transac tion Journal Options Use journal options to tailor your interaction with CWU when maki
37. mi 2 Select a check to edit from the Previous Checks Click to edit list The Pay Live Payroll Period Ending Date Check Date and Check Number are displayed to aid in identifying the check to edit The bottom part of the screen fills with the saved amounts 3 Only the Pay Period Ending Date Check Date and Check Number can be edited 4 Make the necessary edits and click Save All fields that can normally be edited in live contractor payroll can be edited if the check has not been printed If the check has been printed NOTE only the Check Date and Pay Period Ending Date can be edited While in Edit mode click New to enter a new check for the selected contractor If a posted check is edited make adjustments to the journal to accommodate the edits To make adjusting entries see Manual Entry of Journal Transactions on page 158 ATF Contractor Payroll Use ATF Contractor Payroll for reporting purposes only Paychecks are not printed when using ATF payroll ATF contractor payroll entries flow to the 1099 MISC at the end of the year Checks entered in ATF contractor payroll are recognized by CWU as NOTE printed The Mark Printed field is selected by default when entering ATF payroll and is disabled so it cannot be changed To enter ATF contractor payroll complete the following steps romm 1 Go to Contractors gt ATF Contractor Payroll sfin 2 Select Contractor Select the contractor from the contractor list or enter th
38. payroll taxes withheld federal income tax and both employee and employer shares of Social Security and Medicare taxes for the quarter current quarter s adjustments to Social Security and Medicare taxes for frac tions of cents sick pay tips and group term life insurance and prior quarters adjust ments to payroll taxes attach Form 941c 2011 Client Write Up Form 941C Use Form 941C to provide background information and certifications supporting prior period adjustments to income Social Security and Medicare taxes reported on Forms 941 941 M 941 SS 943 944 944 SP 944 SS or 945 File it with the tax return on which the adjustment is being claimed Do not use Form 941C as a supporting statement for current period adjustments for example adjustment for uncollected employee share of Social Security and Medicare taxes on tips No sup porting statement is required for the fractions of cents group term life insurance and third party sick pay adjustments Form 941 SS Use this form to report the employer s quarterly federal Social Secu rity and Medicare taxes for workers in American Samoa Guam the Commonwealth of the Northern Mariana Islands and the U S Virgin Islands Form 943 Use this form to report federal income tax withheld and employer and employee Social Security and Medicare taxes on wages paid to farm workers Form 944 This form is designed so the small employers those whose annual lia bility for
39. week Regular Pay shows 500 40 x 10 10 x 10 and Overtime Pre mium shows 50 5 x 10 Again his total pay for the week is 550 Do not Print Pay Stub for Direct Deposit Check This option controls the default setting for the No Stub check box in Live Payroll When this option is selected check stubs do not print for Direct Deposit employees Auto Post Detailed Cumulative Payroll to Journal Select one of these options to have CWU automatically post employee payroll transactions to the journal The Detailed Payroll option creates separate journal entries for each pay roll transaction The Cumulative option creates one cumulative journal entry for each payroll account Payroll transactions auto post to the journal the next time the jour Journals nal screen Bookkeeping gt Enter Transactions or is IMPORTANT Pere If neither of the auto post options is selected manually post pay roll transactions to the journal by going to Bookkeeping gt Enter Transactions and click the Payroll Journal bution See Payroll Journal Entry on page 160 for more information on man ually posting payroll to the journal Accrual Options Automatic Sick Hours By default CWU tracks the number of sick hours earned and used per year and increments the Sick Hrs Available field for each employee in Employees gt Employee Setup gt Payroll Options If you do not want CWU to automatically track sick hours or you
40. 1 Oe etn pe When processing payroll for multiple pay rate employees you must enter the number of hours worked at each pay rate or job description Figure 4 7 Employee Multiple Pay Rates oe amea Meam tamta pet eamat Ot ee eet pma T erate 10 00 Pay Rate 1 Description Server V Use Pay Rate for OT Rate JV Additional Pay Rates Pay Rate 2 Pay Rate 3 Pay Rate 4 12 00 Pay Rate 2 Description S ous Chef Use Pay Rate 2 for OT Rate 15 00 Pay Rate 3 Description Maitre D Use Pay Rate 3 for OT Rate 0 00 Pay Rate 4 Description Use Pay Rate 4 for OT Rate e Additional Pay Rates Click this box to designate the employee is a multi ple pay rate employee This field must be selected in order to enter multiple pay rates Making this selection activates the Pay Rate Description Pay Rate 2 through 4 and Pay Rate 2 through 4 Description fields Pay Rate Description This field is activated only when Additional Pay Rates is selected Enter a brief description of the employee s regular pay to distinguish it from the other pay rates This description appears in Payroll and on the pay stub Pay Rate 2 through 4 Enter pay rates for each of the employee s sec ondary jobs Pay Rate 2 through 4 Description Enter a brief description of each of the employee s secondary jobs Use Pay Rate for OT Rate Select the pay rate to use rate 1 2 3 or 4 when the employee works overtime 201
41. 1098 Processing iic0 abe ale i eas a a ee ae ae ee a ee E EEA 146 Portals Processing Contractor Payments 0 eect ence ene e ees 148 Bookkeeping sissi aaO Oaai a 151 Adding Accounts to a Chart of Accounts 0 0 0 0 ccc een een e nee eee 151 Entering Journal Transactions 20 0 eect e eee EES 157 Journal Options coce bee deid ee cere bbe be bee Se ete Oe en Ge kd Aes E ad Ge cb eee ewes 162 Editing Stored Descriptions 6c ccna a aes wa ee ee Oe de ee ae dae ee E 163 Bank Reconciliation sis dda ead vet eed ea ee eee Sha E Madge Ke had dah eae eae ears 164 Posting Transactions 2 52064 mi ennai bad ia ea Ba dion Sao Aide 165 Year End Clos wxi d0 epa apa acta teed aah he hee Ww bbs E E Meked eed Miad Ge ahead tad oA 167 Special Considerations for Fiscal Year Clients 0 0 cece teens 168 On TIVE PUY FOM Sciis esnan eaaa aaa aaien 171 Update Prior Year On the Fly scene 0 keen ene ATATA A 171 We Omithe Ply testi sad dans ae lanveddctavet beabeweds iohued Peiedu dN bel ee E OA 172 1099s and 1098s On the Fly zis icons con id oadia secede date avn ee ba dS anal haha eee aod E E Awe 175 94X Series Tax Returns On the Fly 2 0 seekoei o ei e a E teenies 178 Electroni FTG siddiaiesceteraeticteredssaiisceaemnannaseceneaieiasisannivereeliunaniinddins 183 Forms 941 940 944 amp 9418S ect a a ae nee e eee ne eae 183 Uploading W 2s and W 38 ie eiiean i eee e eee enn e nee a ees 186 Uploading 1099s 1096s and
42. 233 MHz processor Windows Vista and 7 800 MHz processor 512 MB of RAM 512 MB of RAM VGA monitor capable of 800 600 resolu tion and 258 colors Super VGA monitor CD drive CD drive 200 MB of hard disk space 200 MB of hard disk space Internet Explorer 6 0 Internet Explorer 6 0 To take maximum advantage of the software s features you need e High speed Internet access Internet service is required for immediate updates e A TWAIN compliant scanner e An HP compatible printer laser printer preferred is strongly recommended Other printers are compatible with Drake Software Call CWU Support to verify compatibility of your printer e CWU offers MICR printing This requires a laser printer with a magnetic ink car tridge Installation Installation 2011 Client Write Up Installation procedures for Client Write Up are virtually identical to those used for Drake Tax Software Install to a stand alone PC or a network Stand Alone Installation To install Client Write Up for single computer use complete the following 1 2 o gt Close all programs Insert the Drake Software CD into the CD drive Use the latest release of the pro gram Autorun displays a screen with installation selections If the screen does not open automatically from the Start menu click Start gt Run In the Open field type d setupcwu exe substitute the correct drive letter of your CD drive
43. 27 MICR Check Set Up MICR Printer MICR Check 28 2011 Client Write Up CWU uses True Type fonts only Use the Defaults button to revert to the default settings for your NOTE checks Click Save after clicking Defaults This is also a good way to 8 return to the default settings if you have been trying to design your own checks and want to start again When satisfied with the design click Save Specify the You must tell CWU what printer to use for MICR checks See MICR Printer under the Firm Info Global Settings section Edit an Existing Design To specify the default MICR printer 1 Go to Firm gt Firm Info Global Settings 2 Click the button to the right of the MICR Printer text box 3 4 Click Save Select your MICR check printer from the drop list and click OK To edit an existing MICR check design 1 2 2 o Go to Firm gt MICR Check Global Designer Double click one of the entries in the designs list below the Design Name header to access an existing design or enter the design code and press Enter Sort the order of the designs list by clicking the column header Design Code or Design Name A representation of the check is displayed In addition the fields describing check and stub placement are active Modify the design see Create a New MICR Check Design on page 26 Use the Reset button to revert to the previously saved version of an existing design
44. 330 01 Employer 401 k FICA Employee 330 02 Cash Account 100 02 Medicare Employee 330 02 Expense 713 Expense Account Numbers FICA Employer 787 Medicare Employer 788 There must be a cash account and an expense account assigned from NOTE the Chart of Accounts Without both accounts listed the journal will be out of balance The account information entered is used to generate entries into the payroll journal from payroll entries Press F2 to select postable accounts from the Chart of Accounts or type the account number directly into the field If the appropriate account does not exist press F2 in the account field and select New from the list of available accounts to create an account To create a new account see Create an Account On the Fly on page 156 Cash Account This account is credited when a transaction is entered This field must have an account number before the first payroll check is entered The account number is required in order to post payroll transactions to the journal Expense Account This account is debited when a transaction is entered This field must have an account number before the first payroll check is entered and is required in order to post payroll transactions to the journal e Officer s Salary When an employee s Status Employees gt Employee Setup gt Personal Info gt Status is Officer Salary CWU uses the designated cash and expense accounts to post payro
45. 401K Select either Gross Wages or Net Wages to indicate the employer s maximum 401K contribution percentage entered in Up to___ is a percentage of the employee s earnings before taxes and deductions are taken gross wages or after they are taken net wages Employee Federal 401 k Deduction Limit This amount is determined by the IRS and was accurate when the program shipped This figure must be manually updated if it is changed by the government Employee Federal 401 k Catch Up Limit This is the amount of additional elective deferral contributions allowed by the government and was accurate when the program shipped Manually update this figure if the government changes the catch up limit This section can be skipped if the bookkeeping feature is not being used IMPORTANT The client Chart of Accounts must be created prior to entering account numbers See Chart of Accounts COA Setup on page 45 61 Setting Up Employee Payroll 2011 Client Write Up 62 Figure 4 2 Employee Account amp Payroll Information G L Account Numbers E Account amp Payroll Information Payroll Options State Rates Limits Local Rates General Ledger Account Numbers Press F2 for list Officer s Salary Liability Account Numbers Cash Account 0 Federal W H 330 03 Expense 0 State W H 330 04 7H Employee Payroll Local W H 330 04 Cash Account 100 02 FICA Employer 330 01 Expense ma O O i O Medicare Employer
46. 409A on a nonqualified deferred compensation plan AA Designated Roth contributions to a section 401 k plan DD Designated Roth contributions under a section 403 b salary reduction agreement Cost of employer sponsored health coverage 2011 Client Write Up NOTE NOTE Setting Up Employee Payroll Table 4 3 W 2 Box 12 Codes EE Designated Roth contributions under a governmental 457 b plan Select the taxing option that applies Not taxed not applied to Gross or Net Pay The benefit is not taxed Not taxed not applied to Gross applied to Net Pay The benefit is not taxed but the amount is added to Net Pay Taxed applied to Gross and Net Pay The benefit is taxed based on the check box selections Federal FICA Medicare FUTA State Local and SUTA and the amount is added to Gross and Net pay Taxed not applied to Gross or Net Pay The benefit is taxed but the ben efit amount is not added to either the Gross or Net pay Benefits marked as Not taxed not applied to Gross or Net Pay or Taxed not applied to Gross or Net Pay do not transfer to the Jour nal Federal FICA Medicare FUTA federal unemployment tax State Local and SUTA state unemployment tax Select the appropriate box if the ben efit amount is taxable When the information is saved selected boxes show a Y in the field and boxes not selected show an N in the field A Y means the benefit is subject to the spe
47. 777777 Signature Name John Smith Application Date 01707 2011 Business Taxpayer C ERO C Reporting Agent anapanda kantan n aind e Name Control for E File This must match the name issued to the client by the IRS or the application will be rejected This name appears on all the cli ent s mailing labels from the IRS If you are unsure what to put in the Name Control for E File field call the IRS EIN verification line at 800 829 4933 e Transmitter EFIN This defaults to the firm s EFIN e Signature Name This is the name of the signer of the tax return e Application Date Enter the date of the application for the PIN 2 Select the Business Taxpayer option button 3 Click Save The Create PIN File button is activated 4 Click Create PIN File Next transmit the PIN application to Drake 1 Go to E Filing gt 94X E Filing gt Select Transmit PIN Applications 2011 Client Write Up PIN Applications for Electronic Filing Figure 3 8 Transmit PIN Application Mo M 940 P 944 9415S M PIN SelectQuarter ALL Quarters v Client Code Form QTR YR Date Time Stamp Status 222 PIN 4 2008 11 26 2008 14 33 TAN Progress of Forms being uploaded 2 Select the appropriate quarter from the Select Quarter drop list Transmit Cancel Select All 3 Click the box in the Client Code column of the application you wish to transmit 4 Click Transmit An ackn
48. Business Information tab set the Start of Year Date to something other than January 1 The following scenario is used to explain using a fiscal year client in CWU e The client s fiscal accounting year is from August 1 2011 to July 31 2012 Use the appropriate dates for your client s fiscal year e You process AP AR and payroll for this client and are keeping their books a Chart of Accounts is set up in CWU for this client In CWU2011 1 Enter transactions for August 1 2011 thru December 31 2011 2 On January 1 2012 or as soon after January 1 as you can post payroll to the journal go to Bookkeeping gt Enter Transactions and click the Payroll Jour nal button aa Next post transactions to the GL Go to Bookkeeping gt Post Transactions DO NOT CLOSE THE YEAR IN CWU2011 AT THIS TIME 5 DO NOT WORK IN THIS CLIENT IN CWU2011 AGAIN In CWU2012 1 After installing CWU2012 bring the client forward from CWU2011 to CWU2012 In CWU2012 go to Tools gt Update Prior Year Clients 2 Make that client the active client File gt Open Client and open their Chart of Accounts go to Bookkeeping gt Chart of Accounts You must answer YES to the question Do you want to update the bookkeep ing for this client This completes the process of bringing account balance information and payroll transaction information forward into CWU2012 for this client 3 Continue using CWU2012 for this client s account
49. Check Alimenta croes scores repre a a EA EEE E tenet eens 225 ACCOUNTS Receivable isisississnsscscsccsccsssssssssnnasssensssissnisusiensaesceesensesssenastenes 227 Entering Receivables Options 0 0 eect eee nee e eee nee 227 Entering Sales Tax Records cc00 che aaen eh kariere ta ee de We Mn el a 230 GL Account Setup for Receivables 0 0 eee ete e nee nee ene 232 Invoice Item S tp sei dice rneus penaa id eae oe ado eda a dada aww ad gad ew aces dale 233 Customer SCtUP is sacac tae taedawiida sea Meade ea dads set Boa eet Aas a abn Wek ha 234 Entering New Invoices esi oil ie ie da ee eee al oa idl oe ewe ad eee 239 Printing an Invoices 3 4 adaw dts ada dba ioe aa Sete tie a ehousetaea tual niques cian 242 Batch Printing Invoices sas cas ee eee owas eae se Lena ede a dea eae a kee 242 Updating Invoices sev ocanacckiee ied do aad ae ee hd Pe eed ole baa eset 243 Deleting Invoices and Line Items 1 0 0 0 ene ene e eens 243 Entering Service Charges and Penalties 0 0 2 cece eee teen ene 244 Applying Receivables Payments 1 0 0 0 ccc cect eee e bene n eens 245 Posting Receivables Transactions Manually 0 cece eee eect cece ee 250 eLo a ee a EEE os ene ence See eee ee en eee ee eer 251 Running Reports er espo ctavkaa tien hd deeded eanehiande wi joiaaeedvdaw didi aia bs aac 251 Report Options sii boa seas bia meia hea eta ee ee ee ee Sa eb wa dad ne ee eee 252 Display Settings iio dtnadaaede 2 Sacn ede ea
50. Click Save once all of the contractor s information has been verified CWU does not recognize a check generated in Live Contractor IMPORTANT Payroll as existing until it is printed Once the check has been printed it is recognized in the calculation of Payroll Filings State Wage Reports and Payroll Reports For details about printing contractor paychecks see Printing Contractor Pay Checks on page 137 132 2011 Client Write Up Live Contractor Payroll Additional Live Contractor Payroll Options Mark Printed The Mark Printed field is an optional field that when selected allows CWU to rec ognize this particular check as having been printed The check will therefore not appear on the Print New Checks dialog box This field changes to the No Stub option for direct deposit contractors No Stub The No Stub option is available only for direct deposit contractors and when selected indicates that no check stub should be printed When this option is selected no print record displays in Contractors gt Print New Checks This field changes to the Mark Printed option for contractors not set up for direct deposit Test Check for Direct Deposit Select this option to create a test check Direct Deposit file for the selected contractor that can be transmitted to InterceptEFT Inter ceptEFT does not require that you transmit a test check When this option is selected all amounts on the check change to zeros A test transmis
51. Click Schedule Live Pmts The Schedule Payments dialog box in opened 5 Double click an invoice you wish to pay If a prior payment has been scheduled for this invoice the Authorized but not yet Printed section displays the sched uled date and amount of the payment In the example below the Balance is 150 with a 50 payment sched NOTE uled payment detail highlighted and the difference or outstanding bal ance is 100 Figure 9 8 Invoice with Scheduled Payments Schedule Payments Vendor Checks cannot be printed until scheduled for payment ae Code Due Date Balance 11 28 2010 Authorized but not yet Printed Sched Date Check Amt 11 28 2010 50 00 SSS 1099 Detail for Payment 100 00 Medical amp Health Care E Excess golden parachute ee Royalties Nonemployee Comp E Gross proceeds attomey E Other Income OoOO O Substitute payments pee Section 4094 deferrals z Fishing boat proceeds i Crop insurance proceeds PF Section 4094 income I 207 Recording ATF Payments 2011 Client Write Up 6 To schedule another payment on this invoice click New and enter the payment amount in the Amount field To schedule the invoice for future payment edit the date using the Sched Date drop list 7 Enter a note into the Memo field optional The memo is printed on the bottom left of the check 8 Enter or edit the amount s from the invoice into the 1099 Detail for Payment section as they should be included on the v
52. Date Run this report prior to running the Post Transactions process The report displays gross profit and expense amounts and percentage of change over the date range Total expenses and net profit or loss is also shown To run the report go to Reports gt P amp L gt P amp L By Date 1 Column Run this report prior to running the Post Transactions process Divisional P amp L By Date 267 Report Details 2011 Client Write Up The report displays gross profit and expense amounts and percentage of change over the date range for a specified division Total expenses and net profit or loss is also shown Refer to the section in this manual under Headers and Footnotes on NOTE page 54 to assign division information Divisions must be set up before generating transaction data in order to be reflected in division reports To run the report go to Reports gt P amp L gt 1 Column Divisional P amp L By Date Transaction Listing Reports Transaction Listing reports are based on transactions for periods that have been entered in Bookkeeping gt Enter Transactions Journal Run this report prior to running the Post Transactions process Code Transaction The report generates a list of current transactions based on the journal selected This Listing includes the transaction number transaction date division description reference used for the transaction account number debit and credit entries and debit and credit tot
53. Delete To delete an item double click the item under Item Description to display the item information Then click Delete Click OK to confirm the deletion Customer Setup Select Receivables gt Customer Setup to enter information about Accounts Receiv able customers Accounts Receivable customer information must be entered for a cus 234 2011 Client Write Up Customer Setup tomer before any invoice information can be entered for that customer When the Customer Setup dialog box is open customers are listed alphabetically Adding a Customer To add a customer complete the following steps 1 Go to Receivables gt Customer Setup C23 eS 2 Enter a code in the Customer Code field Customer codes are alphanumeric and Customers can be up to 20 characters long IMPORTANT Use only letters and numbers when assigning customer codes Do not use spaces or any special characters 3 Click New The Customer Information fields are enabled 4 Enter the following information about each customer on the Customer Info tab Figure 10 4 Accounts Receivable Customer Info tab ae 12r n ee i ia te pae ARAN Aii S a E pm fa R T Customer Info Balance Forward Beginning Balances Shipping Address User Defined Info r Customer Information Customer Name Franken Stine Debit FT n Last Date 11 04 2009 v Address 1 94994 Scary Way 3 69 Address 2 Cell 45 ESOL Cit YTD Amt 11 409 02 il Hogan Credit State G
54. Enter B in the From field and Bo in the To field and Benny S Bill P and Bo are dis played e Live or ATF Show only live invoices or only ATF invoices Having both selected shows all live and ATF invoices Both are selected by default e Unpaid Partial Pmt Paid Waiting on Bill Disputed Not Recv d Since all invoices display by default all check boxes are selected by default Deselect the check boxes for invoices you do not wish to display e Balance Owed Credit Balance Invoice Count The amounts displayed are based on the result of the completed search Click the column headers in the display at the bottom of the View amp Pay Invoices dialog box to sort the search results Use Limit View to these Invoices and Limit View to these Vendors together for maximum filtering capabilities NOTES The search criteria are cumulative and imply and not or For exam ple selecting a Due by date of 2 28 2011 a Balance Exceeds amount of 500 clicking Live and Unpaid shows all live invoices with an unpaid balance of 500 01 or more that are due between now and 2 28 2011 Editing Invoices To edit saved invoices 1 Go to Payables gt View amp Pay Invoices a 2 2 Locate the invoice to edit by searching for the invoice using the search method SchedulefRecord described in Searching for Invoices on page 202 Payments 204 2011 Client Write Up 3 Scheduling Live Payments Double click
55. Federal and State withholding deducted from all contractor s pay is posted to the designated accounts Detailed G L account numbers are used when the Auto Post Detailed Payroll to Journal option is selected on the Payroll Options tab or when the Per Check Entries option is selected during manual transfer of contractor payroll information to the journal see Payroll Journal Entry on page 160 If you are not using the bookkeeping feature in CWU omit this step The client Chart of Accounts must be created prior to entering account numbers See Chart of Accounts COA Setup on page 45 The account information entered is used to generate entries into the payroll journal from payroll entries Since Client Write Up is a double entry system there must be a cash account and an expense account from the Chart of Accounts Without both accounts listed the journal will be out of balance when the Post Transactions process is performed Press F2 to select postable accounts from the Chart of Accounts or type the account number directly into the field If the appropriate account does not exist press F2 in 2011 Client Write Up Contractor Setup the account field and select New from the list of available accounts to create an account To create a new account see Create an Account On the Fly on page 156 If no accounts are assigned under either the Cumulative G L Account Numbers tab or the Detailed G L Account Numbers M P RT
56. File Xfer link 3 Click Browse in the Upload File box 4 Locate the file to upload and either double click on it or click Open NOTE Only files with a ZIP extension can be uploaded to Drake s servers 5 Click Upload File To download files from Drake s servers 1 Log in to Portals 2 From the list of employers click the File Xfer link 3 Use the drop list in the Download File box to select the file to download 4 Click Download File E Mailing a Portals Employer To e mail a Portals employer from Portals log in to Portals and from the list of Admin and Firm employers click on the desired employer s e mail address This address comes from the Email field on the Contact Information tab under Setup gt Client Information in Client Write Up Viewing the Payroll Download Log Admi The payroll download log is helpful in reconciling Drake s charges for using Portals min f From the list of employers click View Use Report 328 2011 Client Write Up Appendix G Portals Figure 14 4 Payroll Download Log Payroll Record Download Log 10000001 Do Not Touch 0 0 1217 2 0 12345 Byrd Construction 0 1 20081117 The Centre Center 0 0 20081125 Xenobugs R Uss 0 0 777 0 0 A100 27 0 BIGGS Ficticious Fun inc 1 0 Czash l 0 0 done 0 0 DRAKE_CO Drake 3 12 sn gigtetin T tthn athena Se ee T Updating the CWU Help System The Client Write Up Help system is updated throughout the year Update the CWU
57. Fly on page 171 for more information Step 1 Creating W 2s On the Fly To enter W 2 information on the fly complete the following steps 172 1 2 Go to On the Fly Forms gt W2s On the Fly Double click an employee name to update prior year information or for new employees enter a code in the Employee Code field and click New Employee codes are alphanumeric and can be up to 20 characters long 2011 Client Write Up W 2 On the Fly 3 Complete the W2s On the Fly form For more detail on completing this form go to www irs gov Do not use dashes or slashes when entering phone numbers ZIP NOTE codes or ID numbers These fields are formatted after information is entered 4 Once all information has been entered and verified click either Save To save the W 2 information Delete To delete a previously entered on the fly W 2 double click the on the fly W 2 to delete from the Name and Employee Code list Click Delete Reset To clear the information entered without saving Process W2s To display the End of Year W 2 On the Fly window Void To mark the W 2 as voided when printed or e filed Corrected Select this box when editing a previously issued on the fly W 2 Also use this selection to correct an on the fly W 2 that has been transmitted Step 2 Processing W 2s On the Fly Process W2s On the Fly to print W 2s and W 3s created on the fly and to transmit that information
58. HIRE Act eligibil List ity Sort the report by Employee Name or Employee Code To run the report go to Reports gt Payroll gt Detailed Employee List NOTE The report can be run for all employees or for an individual employee Employee The report displays basic information about each employee for the current client Use List this report for employee verification This includes employee code SSN EIN name division phone number and address You can sort the report by Employee Name or Employee Code To run the report go to Reports gt Payroll gt Employee List Payroll The report is based on the date checks were written This includes the employee code Journal employee name employee SSN check number check date pay rate regular earnings Employees regular pay pay per piece gross pay FICA Medicare federal state tips benefits and deductions net pay and transaction number Sort the report by Employee Name Employee Code or Division then select a report type Payroll Journal or Payroll Journal for an Individual The report prints subtotals by either employee or division depending on which sort option was selected To run the report go to Reports gt Payroll gt Payroll Journal Employees Checks are listed individually for each employee with totals for the date NOTE range selected and year to date A total for all employees for the date range and year to date is also displayed Payroll The report displays al
59. Hol Sick line This fills the field at the bottom of the Earnings box With the amount highlighted enter the correct amount Press ENTER for this information and the payroll amounts to be updated An asterisk next to a field indicates an override amount This affects NOTE only the current check Future checks for this employee use the default amounts Benefits The benefits previously assigned to the selected employee on Employees gt Employee Setup the Benefits tab display in the Earnings list The amounts are based on the information entered on that same tab To edit the amounts double click the line to be edited This fills the field at the bottom of the Earnings box With the amount highlighted enter the correct amount Press ENTER for the benefit and payroll amounts to be updated Only benefits assigned to an employee display in this dialog box and NOTE print on the pay stub If all 10 benefit lines are used use the scroll bar to the right of Earnings to see all benefits Gross Pay and Earnings e Non Gross Earnings Cannot be edited directly To change the amount edit the appropriate line in the Earnings box e Gross Earnings Cannot be edited directly To change the amount displayed in this field edit the appropriate line in the Earnings box Benefits that are not set to Apply to Gross are not included in this amount e Additional Gross Pay An amount added to this field is added to the gross pay produced f
60. L1015HB L1514HB Alt Stub Format L89417HB L1331HB Alt Stub Format L1513HB Alt Stub Format L1037HB Alt Stub Format L1015HB Alt Stub Format L80929HB Alt Stub Format L89417HB Alt Stub Format NOTE Alt Stub Format stock can only be used for payroll checks Tip Go to www DrakeSupplies com to purchase check stock 3 Select the applicable preprinted payroll check stub options Figure 3 13 Preprinted Payroll Check Stub Options a Pe a Te a i Ln PrePrinted Check Stub Options P Print Check Number on Check Stub Print Check Numbers on Checks Print SSN on Check Stub J Print SSN Mask with Last Four on Check Stub I Print Employee Contractor Number in Lieu of SSN Tl Include Company Name and Address on Check Stub Include Trade Name and Address on Check Stub Suppress Employee Contractor Address on Check Suppress Vacation Sick Holiday Time on Check Stub I Print Employee s Pay Rates on Alt Check Stub Print Pay Period Date Range on Check Stub I Print Vacation amp Sick Hours Balance on Stub I Print Company Name amp Address on Check Print Trade Name amp Address on Check e Print Check Number on Check Stub e Print Check Numbers on Checks e Print SSN on Check Stub 50 2011 Client Write Up Check Setup Print SSN Mask with Last Four on Check Stub The Social Security Number prints on the check stub in the format XXX XX 1234 only the last four digits of the SS
61. Labels This box is available only for balance sheet and profit and loss reports Select this box to reset the report labels to the default as they appear on the right side of the dialog box Selecting Use Default Labels does not affect the other selections When financial reports Balance Sheet and Profit and Loss reports are selected from the Select Report drop list the lower part of the dialog box fills with the default field labels and the current field labels for the report selected If no edits have been made to the selected report s labels the Labels used and Default Labels columns are the same Make the desired edits to the field labels under the Labels used on reports col umn Select the Apply to all Balance Sheet Reports or Apply to all Profit and Loss Reports box to have those reports use your edited field labels Click Save Click Exit when editing is complete Click Reset to restore all check boxes and field labels for the selected report to the default Display Settings Click Report Setup to customize the appearance of reports The Display Settings dialog box allows client specific color logo font and watermark customization of reports 252 2011 Client Write Up Understanding Reports Report Settings e To change the color of the header footer and text on printed reports click the color box select the desired color and click OK Printing in color requires a printer capable of color printing e To re
62. Ledger Monthly General Ledger ALT Format Single Account Monthly General Ledger Single Account Monthly General Ledger ALT Format General Ledger By Date 262 NOTE NOTE 2011 Client Write Up Run the Post Transactions process before running this report The report displays individual account starting and ending balances and transactions entered for the month selected This includes the account number account name beginning debit and credit balances transaction number date journal reference description debits and credits account name ending balance and debit and credit To run the report go to Reports gt General Ledger gt Monthly General Ledger Run the Post Transactions process before running this report The report displays individual account starting and ending balances and transactions entered for the month selected This includes the account number account name beginning balance transaction number transaction date transaction journal refer ence description transaction amount account name ending balance and debits and credits To run the report go to Reports gt General Ledger gt Monthly General Ledger ALT Format Run the Post Transactions process before running this report After you select a reporting account and month the report displays information regarding a specific account and month This includes the account number account name beginning debit and credit
63. List Class List Job Type List Item List M M Payment Method List Shipping Method List Customer Message List Budgets To Do Notes Sales Rep List Price Level List Sales Tax Code List 8 Save EXPORT IIF in d CWU2011 QB CONVERSION FILES substitute the correct drive letter for the drive where Client Write Up is installed if not d IMPORTANT The export file from QuickBooks must be named EXPORT IIF If the filename is changed CWU will not be able to successfully per form the import You can convert only one QuickBooks client at a time to Client Write Up Complete the entire conversion process for a client before returning to QuickBooks and creating another client export file PART II Complete the following steps in Client Write Up 1 Go to File gt Import QuickBooks or PeachTree Files The QuickBooks or PeachTree File Conversion screen displays 297 Additional Tools 298 2011 Client Write Up Figure 12 9 QuickBooks File Conversion E QuickBooks or PeachTree File Conversion Setup Informaton Convert QuickBooks Convert PeachTree C Client Code Available Conversions Select All Conversions B Please select OR Help to review instructions prior Convert Employees a Convert Chart of Accounts to beginning the conversion Convert Customers Convert Vendors Client Information Business Type Sole Proprietor 1040 Deposit Frequency Monthly Ad Start of
64. NOTE date the edits While in Edit mode click New to enter a new check for the selected contractor Printing Contractor Pay Checks Go to Contractors gt Print New Checks for a list of new payroll checks available to be printed A new check is one that hasn t previously been printed A payroll check can be printed as a new check only once IMPORTANT Place the check stock in the printer before starting this process To print checks complete the following steps rouma 1 Go to Contractors gt Print New Checks Checks 137 Printing Contractor Pay Checks 2011 Client Write Up 138 N Figure 5 3 Print Contractor Payroll Checks E Print Contractor Payroll Checks Check Date 10 29 2010 Starting Check Number 7565 PaperCheck Direct Deposit Both Type of Check Stock C Blank MICR ID Number Bank Name Preprinted Wachovia Select All Output Desired M Check Stock IV Plain Checks amp Stubs IV Plain Stubs Only PrePrinted Test Refresh Select All IV Preview checks prior to printing Type of Payment Reprint Screen Exit SSN EIN i ing Net Pay Mize Ida 333 55 2222 10 29 2010 1250 00 Check Setup EITHER Help Note Be sure you have installed the appropriate check stock in your printer Select the type of check stock being used either Blank MICR or Preprinted MICR Options not available if Preprinted was selected under Type of Check Stock MICR Banks
65. Passwords 18 Setup 94X Form Settings 57 Chart of Accounts 45 Checks 49 Client 31 Client Setup 31 Deductions and Benefits 65 Display Settings 56 Electronic Filing 37 Employees 72 Global Setup 15 Headers and Footnotes 54 MICR Bank Accounts 47 MICR Calibration 29 MICR Check Setup 25 New Client 31 Payroll 59 Report Options 55 Reporting Options 53 Vendor Checks 195 Vendors 196 W 2 W 3 34 Setup Wizard 8 Sick Vacation Hours 78 Spreadsheet Imports 291 Importing to CWU 292 State Local Tax Status Tab 80 Support Contacting Support 4 Support Hours 5 System Date Format 9 Windows 2000 9 Windows 7 9 Windows Vista 9 Windows XP 9 System Requirements 5 2011 Client Write Up T Tax Deposits Filing 94X Forms 110 Form 941 114 Form 941 SS 114 Form 943 115 Form 944 SS 115 Producing 94X Tax Returns 112 Tools Adobe Reader Download 289 Backup 285 Calculator 289 Client Notes 290 Delete Client 287 Drake Dialer 282 Exporting from CWU 294 File Maintenance 283 Installing Program Updates 281 Printing Blank Forms 288 Printing Mailing Labels 290 Rebuild Client List 288 Restore 286 Restore Excel Templates 288 Spreadsheet Imports 291 Update Prior Year Clients 282 Viewing Release Notes 282 Where to File Tax Returns 290 Transferring Files to Drake Support 328 Transmit 1099 View Results 192 Transmitting Employee Direct Deposit 107 U Update Prior Year Clients 282 Uploading W 2s and W 3s 186 V Vendor
66. Payer Info Optional Enter the payer s address phone number etc Design Required Click the button to the right of the Design text box The Pick a MICR Check Design window opens Double click to select a design or click to select the design and click OK To display an existing check design from the Pick a MICR Check Design window select a design from the list and click View This opens the MICR Check Designer dialog box Examine each of the designs or add a new one Click Exit to go back and select another MICR check design Bank Name Required Select the bank from which this check will be drawn Bank Info 1 and Bank Info 2 Optional Enter information pertaining to the bank address phone etc Bank Account Required Enter the account number against which the checks are drawn This is a MICR encoded field Include all formatting spaces dashes special characters etc Bank Routing Required Enter the routing number for this bank account This is a MICR encoded field If you don t know the routing number find it on the bottom of a pre printed check the nine digit number to the left of the account number Fractional Routing Required This is the fractional information assigned to this bank account Identify the fractional routing on a previously printed check for this account it is usually in small print and consists of two parts divided by a slash Hence the term fractional It som
67. Proceeds Enter crop insurance proceeds of 600 or more paid to farmers by insurance companies 13 Excess Golden Parachute Payments Enter any excess golden para chute payments An excess parachute payment is the amount of the excess parachute payment over the base amount 14 Gross Proceeds Paid to an Attorney Enter gross proceeds paid to an attorney for legal services 15a Section 409A Deferrals Enter the total amount deferred during the year of at least 600 for the non employee under all nonqualified plans The deferrals during the year include earnings on the current year and prior year deferrals 15b Section 409A Income Enter all amounts of current year and prior year deferrals that are includible as income under section 409A because the nonqualified deferred compensation plan fails to satisfy the requirements of section 409A Include the earnings on the deferrals State Income Enter the state income amount 16 State W H Enter the amount of state income tax withheld An entry in this field affects the net pay the contractor receives Direct Deposit Applied to Savings This field is active when a contractor is splitting the Direct Deposit of their pay between two accounts The field displays the amount entered in Contractors gt Contractor Setup Direct Deposit tab the Enter Amount to Apply to Savings field Edit the amount in this field as desired The edited amount affects the current check only
68. Rates Limits Local Rates State Locality Type Add Rate OH Ohic Muricipal Tax Rate x Update Rate Delete Rate State Locality Type Locality Code Locality Name Locality Rate Locality Percent OH Municipal Tax Rat State Locality Code Locality Perc Municipal Tax R 142 Aberdeen 0 0100000 1 Municipal Tax R 198 Ada 0 0115000 1 15 Municipal Tax R 436 Addyston 0 0100000 1 Municipal Tax R 1000 Akron 0 0200000 2 Municipal Tax R 1000 Akron 0 0225000 2 25 Municipal Tax R 1210 Alger 0 0100000 Municipal Tax R 1420 Aliance 0 0175000 Municipal Tax R 1588 Alvordton 0 0100000 Municipal Tax R 1672 Amberley 0 0200000 Municipal Tax R 1798 Amherst 0 0150000 Municipal Tax R 2050 Andover 0 0150000 Municipal Tax R 2092 Anna 0 0175000 Municipal Tax R 2120 Ansonia 0 0100000 Municipal Tax R 2204 Antwerp 0 0100000 e State Select the client s state of record for the client s Employer Identification Number EIN from the drop list The bottom portion of the dialog box fills with the locality tax information appropriate to the state selected e Locality Type View the locality tax information by selecting the locality tax type from the drop list Locality taxes are county taxes and any other local tax needing withheld and are only available with these states AL CO DE IN KY MD MI MO NY OH OR and PA Edit Locality Tax If a locality tax changes edit the tax info
69. Reports 260 The General Ledger reports are a complete set of all accounts used by a business to create the record of all debits and credits that are made to each account The General Ledger is numbered and arranged in the same order and categories as the Chart of Accounts 2011 Client Write Up Report Details General Run this report prior to running the Post Transactions process Ledger The report is generated based on the transactions entered prior to and for the current month Only accounts with transactions are displayed This includes the account num ber account name beginning debit and credit balances transaction number date journal reference description debit and credit account name ending balance and debit and credit To run the report go to Reports gt General Ledger gt General Ledger Accounts that are not affected by the current month transactions show NOTE the beginning and ending balance as the same figure Accounts that are affected by the current month transactions show the beginning bal ance the transaction and the ending balance for the account General Run this report prior to running the Post Transactions process Ledger ALT Format The report displays the same information as the General Ledger report but in a differ ent format This includes the account number account name beginning balance transaction number transaction date transaction journal transaction description transaction a
70. Social Security Medicare and withheld federal income taxes is 1 000 or less will file and pay these taxes only once a year instead of every quarter Use Form 944 to report payroll taxes withheld federal income tax and both employee and employer shares of Social Security and Medicare taxes for the year current year s adjustments to Social Security and Medicare taxes for fractions of cents sick pay tips and group term life insurance and prior years adjustments to payroll taxes attach Form 941c File this form if the IRS has notified you to file Form 944 to report wages you have paid tips your employees have received both the employer s and the employee s share of Social Security and Medicare taxes and Advance earned income tax credit EIC payments You must file a Form 944 for each year even if you have no taxes to report unless the IRS notifies you that your filing requirement has been changed to Form 941 or you filed a final return Form 944 SS This form is designed so the small employers those whose annual liability for Social Security and Medicare taxes is 1 000 or less in American Samoa Guam the Commonwealth of the Northern Mariana Islands and the U S Virgin Islands will have to file and pay these taxes only once a year instead of every quarter File this form if the IRS has notified you to file Form 944 SS to report wages you have paid tips your employees have received and both the employer s and the employee s shar
71. To view payroll checks on your computer screen prior to printing select the Pre view checks prior to printing check box Once selected the option remains in effect until the check box is cleared To print checks from the preview screen select the Printer icon amp Previewed checks are considered printed by CWU If previewed IMPORTANT checks are not printed when displayed either click the Reprint Screen button or go to Employees gt Reprint Checks and print the check 6 Enter a check date This is the current computer date To change the date that prints on the check highlight the date and enter the correct date using the format MMDDYYYY Enter only numbers no slashes dashes or periods in this date field or an erroneous date error is generated Once the date is set it prints on all checks printed during this session Always verify this information before print ing The Check Date determines the quarter to which the payroll is WARN NG posted for both federal and state payroll filing reports It is important to enter the correct Check Date Entering the wrong date results in incorrect information being placed on the 94X tax deposit 7 Enter the starting check number This is the check number that prints on the first check printed during the current print session If using pre printed check stock verify that the number in the Starting Check Number field matches the number on the first check placed in the printe
72. Use the Tax Form drop list to select the form for this action Use the Tax Line drop list to select the line on the tax form Use the Tax Form Instance field to specify which instance of the form specified in the Tax Form field should receive the exported account information Click Save Follow this procedure for each account number exported Complete the following steps to export the client data 1 Go to File gt Export to Drake Tax 295 Additional Tools 2011 Client Write Up Figure 12 7 Export to Drake E Export to Drake Tax Drake Tax Location E OK Drake Tax Year Exit Help 2 Type the drive letter where Drake Tax Software is installed and the tax year Do not use colons or slashes when entering the drive letter 3 Click OK The export moves data from that account number in CWU to the form and line you have specified No worksheets or schedules are generated in the tax return so these may need to be created to support the information exported When multiple accounts in the Chart of Accounts are exported to the same form and line in the tax return only totals are indi cated on the return and overflow sheets are not generated WARNING Export to Drake prior to performing the Year End Close The infor mation required for the export is not available after closing the year Do not run the Year End Close from Bookkeeping gt Year End Close the year prior to exporting When you close the ye
73. accept direct deposit check dates that fall on weekends 88 or holidays See Appendix F InterceptEFT Holidays on page 320 for the Holiday Processing Calendar Check Number This field is not used when preparing live payroll and is therefore unavailable The starting check number is entered when checks are printed Regular Hours This field is active when the employee is not a multiple pay rate employee and reflects information entered in the Employees gt Employee Setup Payroll Wages Rates tab the Pay Fre quency field Use this field to override the default number of hours worked Enter the correct number of hours and the regular pay earnings and deduc tions adjust automatically To remove the default hours go to the Payroll Wages Rates tab in Employees gt Employee Setup and select Zero from the Pay Frequency list Regular Hours changes to Total Hours when the employee is a multiple pay rate employee Hours Worked The amount in this field is calculated by adding Regular Hours plus Overtime Hours or Regular Hours minus Sick Hours The amount in this field is used to calculate the employee s deduction or benefit if specified to be used in the calculation when the deduction or benefit was set up Edit the amount in this field as needed See Deduction Calculation and Benefit Calculation Total Hours This is a calculated field that is displayed only when the employee is a multiple pay rate employee Total Hours
74. ack dane lath abide Ble EA earn We a Alon deh wR eed o a da Se 30 Portals Setup cice aes techs aaa Soba ee diia ela ths ekg DA head dete aa dead deta Hee dae 30 Client 0 3 in eee ee 31 setting Up a New Genti seses sitiat E 6 Sea ee Seeds Ha eae eh hale eho 31 PIN Applications for Electronic Filing 0 00 eect n en eens 39 Editing Client Information sce daw ee Qe a hs a edie alae 45 Chart of Accounts COA Setup 0 0 etn e nen ATE S 45 MICR Bank Accounts 0 cae e e teen eee e E E E a a 47 Cheek Setpa s aa aa edie ra Glad a TEE E waa jek in A hak ea cb ds A E ads ae 49 Reporting Options ees csc te eb eae See ed CO ea oa eG coe EES cbs Mee cee ewe a a 53 Employee P yro lls isssceccrressstedeecetttsssiemnceenrcccscnsveteceseencasetecdessauenenannssneadacass 59 setting Up Employee Payroll cs t 2a0064 ienesa bout adn dow abe ede OE a eo ka ee oe ee 59 Employee Setup 2 s acs adelan aing cased ate ahaa Ca dondave Guide Gare EE Saas ee Reais 72 Change Employee Codes s r circs 0 0 cc cect ence nent nee E a e a 86 Payroll Processing secs daw ae Mhaw aed Oa eee Haw aces aeaea eee EEEa Eee EER wes eee A Baca c 86 Live Employee Payroll 0 0 nee nee b enn e ene e eens 86 ATE Employee Payroll coec cinnajn ie a iech aie tse late Ga seen BER e eu ele E wh E E a eo lve Gora Ne S 95 Printing Employee Pay Checks 0 0 0 e nen enn eens 101 Reprinting Employee Pay Checks 0 ccc etn n eee n eens 104 Check Alig
75. all 94X series tax deposits are used on the tax return Click Report Options to access the Form 94X Option Screen See 94X Form Set tings on page 57 for more information Once the information is verified click Save to view the final form Once the final tax return is saved it can be transmitted to the IRS by going to E Filing gt 94X E Filing gt Select Transmit 94X Forms and selecting the 94X tax return to transmit Only the 94X tax returns that are approved for electronic filing are listed See Forms 941 940 944 amp 941SS on page 183 for instructions on transmitting 94X tax returns to the IRS When Client Write Up is set up to electronically file 94X series tax returns saving the return generates the electronic file and a printable copy for your records If CWU is not set up to electronically file 94X series tax returns only the printable copy is gener ated From the printer dialog box you can choose to print multiple copies of the tax return To customize the calculation of the 94X form see 94X Form Settings on page 57 and Calculating 94X Series Tax Deposits on page 110 To e file 94X series tax returns after completing the steps above go to E Filing gt 94X E Filing gt Select Transmit 94X Forms See Forms 941 940 944 amp 941SS on page 183 Form 941 Quarter 1 2 3 or 4 To generate the Schedule B portion of the 941 select the deposit frequency as Semi Weekly in Setup gt Client Info
76. amount Press ENTER for this information and the payroll amounts to be updated The Overtime Premium calculates based on the selection made under Employees gt Account amp Payroll Information See Store all over time pay separate from regular pay The Overtime Premium for a multiple pay rate employee uses the pay rate selected in Employees gt Employee Setup Payroll Wages Rates tab Vac Hol Sick The amount in this field is based on information entered in Employees gt Employee Setup the Payroll Wages Rates tab Edit the Vac Hol Sick amount by either changing the number of vacation holiday or sick hours on the left of the dialog box or by double clicking the Vac Hol Sick line This fills the field at the bottom of the Earnings box With the amount highlighted enter the correct amount Press ENTER for this information to appear on the proper line An asterisk next to a field indicates an override amount that affects only the current check Future checks for this employee will use the default amounts The benefits previously assigned to the selected employee on Employees gt Employee Setup the Benefits tab display in the Earnings list The amounts are based on the information entered on that same tab To edit the amounts double click the line to be edited This fills the field at the bottom of the Earnings box With the amount highlighted enter the correct amount Press ENTER for the benefit and payroll amounts to be
77. and payroll amounts to be updated If a deduction has been matched with a benefit you cannot edit the NOTE deduction amount Editing the matched benefit amount automatically changes the deduction amount to mirror the benefit amount See Match to Benefit Number for more information Total Deductions and Net Pay Total Deductions Cannot be edited directly This is a calculated field based on the entries made in Deductions Make changes to this field by changing the appropriate deductions lines Additional Net Pay Enter any amounts added to an employee s paycheck not subject to withholdings This amount is associated with the expense account entered in Employees gt Employee Setup Payroll Options tab the Expense Account field if the bookkeeping function is used Net Pay Cannot be edited directly This is a calculated field based on the information from Earnings and Deductions sections Make changes by changing the appropriate earnings and deductions fields Direct Deposit Applied to Savings This field is active when a Direct Deposit employee is splitting their pay between two accounts The field displays the amount entered in Employees gt Employee Setup Direct Deposit tab the Enter Amount to Apply to Savings field Edit the amount in this field as desired The edited amount affects the current check only Additional Live Employee Payroll Options Mark Printed The Mark Printed field is an optional
78. and single quote User ID es Save A Change Pswd Confirm Password Delete ID Exit User Type Administrator x Help List User IDs Press Button to Display a list of current User IDs An Administrator ID and password must be set up before any other User Type is set up Once the Administrator is set up all users must login to access CWU The Administrator ID cannot be deleted 2 Enter the User ID and user Password User IDs must be between 3 and 20 char acters long and are not case sensitive Passwords must be between 8 and 20 char acters long and are case sensitive Reenter the password to confirm it 3 Use the drop list to select the User Type See Table 2 1 for information on secu rity levels 4 Click Save 5 Continue entering and saving User IDs and Passwords as needed Click List User IDs to list all users IDs by user type The Administrator can change a user s password Passwords cannot be recovered If a password is forgotten or lost the Administrator can go to the Security Setup window to change the user s password To change the user s password 1 Go to Firm gt Security Setup 19 Direct Deposit 2011 Client Write Up N Enter the user s ID in the User ID field Enter and confirm the new user password 9 4 Click Save See Changing a User s Password on page 20 for instructions on how a user can change his or her own password Deleting a The Administrator can dele
79. are three parts to this process Post all journal entries to the general ledger prior to exporting information from PeachTree IMPORTANT If you will be converting the Chart of Accounts it is strongly rec ommended that you print a Balance Sheet report in PeachTree prior to beginning this process PART I Complete the following steps in PeachTree 1 Select the company to be imported into CWU 2 Go to File gt Select Import Export 3 Select to export one of the following e Accounts Receivable Customer List e Accounts Payable Vendor List e Payroll Employee List e General Ledger Chart of Accounts List These lists can be exported one at a time You may create all four NOTE export files for a single client before converting them to CWU or create and convert one file at a time 4 Click Export 5 Select the Options tab 299 Additional Tools 300 2011 Client Write Up 6 To specify the location to create the export file select the arrow LJ in the Import Export File section Save the export files in d CWU2011 PT CONVER SION FILES substitute the correct drive letter for the drive where Client Write Up is installed if not d Use the default CSV file name N Click Open Under Export Options select Include Headings 9 Click OK NOTE To create the next export file begin with step 3 PART II Complete the following steps in Client Write Up 1 Go to File gt Import QuickBooks
80. attempts to initiate a connection via a dial up modem If a connection can not be made the user is notified to connect to the Internet prior to transmitting While the returns are transmitting a progress bar appears at the bottom of the E Filing dialog box If a connection is not established the software places the files 184 2011 Client Write Up Forms 941 940 944 amp 941SS back on this dialog box indicating the connection must be established and the transmission attempted again NOTE Forms 940 and 943 are annual reports available all year but filed only once at the end of the year or 4th quarter View Results of 94X Transmission To view transmission results go to E Filing gt 94X E Filing gt View Results Status information for all tax returns 941 940 944 and 941SS and PIN applications with the date and time transmitted displayed Figure 8 2 View Results E filing M 941 f 940 f 344 9415S PIN Select Quarter ALL Quarters X V Drake Status ClientCode Form QTR YR Date Time Stamp Status To narrow the search select e A specific quarter or All Quarters to view e A status of All Accepted or Rejected from the Status field When Accepted is selected only the returns that have been accepted are displayed When Rejected is selected only the rejected returns are displayed e Click Drake Status to get the results of transmissions to Drake e Click IRS Status
81. balances transaction number transaction date trans action journal reference description and transaction debit and credit Each transaction is listed and includes the account name ending bal ance and ending debit and credit To run the report go to Reports gt General Ledger gt Single Account Monthly General Ledger Run the Post Transactions process before running this report After you select a reporting account and month the report displays information regarding a specific account and month This includes the account number account name beginning balance transaction number transaction date transaction journal reference description and transaction To run the report go to Reports gt General Ledger gt Single Account Monthly General Ledger ALT Format Each transaction is listed and includes the account name ending bal ance and ending debit and credit Run this report prior to running the Post Transactions process The report displays all transactions for individual accounts with account ending bal ances for the designated period This includes the account number account name 2011 Client Write Up General Ledger By Date ALT Format Single Account General Ledger By Date Single Account General Ledger By Date ALT Format Report Details transaction date transaction journal reference number transaction description debit and credit amounts and ending account balances To run
82. bank setup infor mation MICR Printer Click MICR Printer to jump to the Setup Firm Information dia log box so the MICR printer can be assigned See the section on selecting a MICR printer under Firm Info Global Settings on page 15 Exiting from the Setup Firm Information dialog box returns you to MICR Bank Setup Check Setup Check setup for all check types preprinted and MICR payroll and payables is under Setup gt Check and Stub Options Preprinted Payroll Check Setup NOTE See Pre Printed Checks on page 305 for an overview of this process Complete the following options if you are printing payroll checks using preprinted check stock 1 Go to Setup gt Check and Stub Options gt PrePrinted Payroll 2 Select the applicable preprinted check format on the right side of the screen When a check format is selected the program sets check items to print Company information must be preprinted in the upper left corner and the routing account numbers pre printed on the bottom of the check Go to either Employees gt Check Alignment or Contractors gt Check Alignment to adjust settings if printing is misaligned 49 Check Setup 2011 Client Write Up Client Write Up supports the following preprinted Nelco brand check stock for payroll checks Table 3 2 Supported Preprinted NELCO Checks for Payroll Top Check Formats Middle Check Formats Bottom Check Formats L1514HB L1037HB L1331HB L1513HB L80929HB
83. be deleted whether or not they ve been printed To delete an ATF contractor payroll check complete the following steps 1 From Contractors gt ATF Contractor Payroll select a contractor 2 Select a check to delete from the Previous Checks Click to edit list The Pay Period Ending Date Check Date and Check Number are displayed to aid in identifying the check to delete 3 Click Delete 2011 Client Write Up Printing Contractor Pay Checks Deleting a check using this function removes the information from the payroll reports only and does not delete the information that has been posted to the transactions jour nal Adjusting entries to the journal must also be made Adjustments are also required if the deletion affects previously closed periods Editing an ATF Contractor Check To edit an ATF contractor s payroll check complete the following steps 1 From Contractors gt ATF Contractor Payroll select a contractor 2 Select a check to edit from the Previous Checks Click to edit list The Pay Period Ending Date Check Date and Check Number are displayed to aid in identifying the check to edit The bottom part of the screen fills with the saved amounts 3 Only the Pay Period Ending Date Check Date and Check Number can be edited 4 Make the necessary edits and click Save Any adjustments to 941s already processed need to be made again If a posted check is edited make adjustments to the journal to accommo
84. box is cleared To print checks from the preview screen select the Printer icon amp Previewed checks are considered printed by CWU If previewed IMPORTANT checks are not printed when displayed either click the Reprint Screen button or go to Contractors gt Reprint Checks and print the check 6 Enter a check date This is the current computer date To change the date that prints on the check highlight the date and enter the correct date using the format MMDDYYYY Enter only numbers no slashes dashes or periods in this date field or an erroneous date error is generated Once the date is set it prints on all checks printed during this session Always verify this information before printing The Check Date determines the quarter to which the payroll is WARN NG posted for both federal and state payroll filing reports It is important to enter the correct Check Date Entering the wrong date results in incorrect information being placed on the 94X tax deposit 7 Enter the starting check number This is the check number that prints on the first check printed during the current print session If using pre printed check stock verify that the number in the Starting Check Number field matches the number on the first check placed in the printer Always verify this information before printing 8 Type of Payment Select to display paper pay checks unprinted direct deposit pay stubs or both in the unprinted check wind
85. column To run the report go to Reports gt Interim gt Profit and Loss Activity Report Year to Date Reports The Year to Date reports are based on the transactions that have been posted year to date Only transactions that have been posted by the Post Transactions process are included in these reports YTD General Run the Post Transactions process before running this report Ledger The report generates a year to date general ledger This includes the transaction num ber date journal reference description debit and credit To run the report go to Reports gt Year to Date gt YTD General Ledger NOTE Transactions are listed under the appropriate account number and total each account 257 Report Details YTD General Ledger ALT Format YTD Journal Code Transaction Listing YTD Trans action Listing Single Account YTD General Ledger 258 2011 Client Write Up Run the Post Transactions process before running this report The report is an alternate format for the year to date general ledger report This includes the transaction number date journal reference description beginning bal ance transaction and ending balance Transactions are grouped by account number To run the report go to Reports gt Year to Date gt YTD General Ledger ALT Format The beginning balance displayed is the amount entered in the Chart of NOTE Accounts beginning debits and credits The account ending ba
86. complete the following steps 1 2 Fill out one Form 8655 page 44 for each client for whom the reporting agent will file Have each client sign a Form 8655 and mail or fax the forms to the IRS Enter your PIN into Client Write Up page 45 The reporting agent should receive a mailed notification of acceptance from the IRS and in a separate mail ing a five digit signature PIN in about two weeks Reporting agents sign all the electronic returns they file with a single PIN Print and Upload W 2s and W 3s Complete the following process to print W 2s and W 3s to create the upload file and to upload it to the Social Security Administration There is a different process for cre ating and processing a W 2 on the fly See W 2 On the Fly on page 172 1 N DARY Process W 2s page 116 Edit W 2s page 117 This generally won t be necessary unless manual adjust ment to payroll amounts were made Print W 2s and W 3s page 118 Create the W 2 W 3 upload file page 186 Review the upload file for possible submission rejection issues page 189 Transmit the W 2 and W 3 information to the Social Security Administration page 189 Print and Upload 1099s and 1096s Complete the following process to print 1099s and 1096s to create the upload file and to upload it to the IRS There is a different process for creating and processing Forms 1099 on the fly See 1099s and 1098s On the Fly on page 17
87. created in CWU Divisions are used in employee and contractor setups journal entries and general reporting 3 Click Save No information is saved until the Save button is selected To revert to the last save click Reset Report Options Customize the field labels that appear on many of Client Write Up s reports using Report Options To customize the labels and complete the following steps 1 Go to Setup gt Report Options Figure 3 18 Report Options E Report Options Select Report Group BALANCE SHEET REPORTS X I Remove Report Name From Footer I Print Address in Header I Center Report Footnotes I Remove Footnotes from non Financial Statements 2 Single Column Balance Sheet X J Print Date Time Stamp on Report Labels used on reports ASSETS TOTAL ASSETS LIABILITIES TOTAL LIABILITIES CURRENT ASSETS TOTAL CURRENT ASSETS FIXEDASSETS t lt s TOTAL FIXED ASSETS OTHER ASSETS TOTAL OTHER ASSETS CURRENT LIABILITIES TOTAL CURRENT LIABILITIES LONG TERM LIABILITIES TOTAL LONG TERM LIABILITIES CAPITAL TOTAL CAPITAL TOTAL LIABILITIES AND CAPITAL Save Reset Exit I Change For the period ended to As of J Use Default Labels Default Labels Help ASSETS TOTAL ASSETS LIABILITIES TOTALLIABILITIES CURRENT ASSETS S TOTAL CURRENT ASSETS FIXEDASSETS S TOTAL FIXED ASSETS ss OTHER ASSET
88. day free trial of Portals to give you the opportunity to try before you buy To sign up for the free trial complete the following Admin 1 Log on to Drake s Support website using your EFIN and Drake password at http www Support DrakeSoftware com 2 Select the Client Write Up tab on the left side of the Support page or hover your mouse over the Client Write Up tab and select CWU Portals Select the CWU Portals link The CWU Portals page displays 4 Click the Start Free Trial of CWU Portals link located just above the Ques tions aa 321 Appendix G Portals 2011 Client Write Up 5 Make note of the Portals Serial Number and User ID under Account and Pay ment Information This information is provided to begin your 30 day trial The Portals Serial Number must be entered in to CWU See Activating Portals below for instructions on entering this number The User ID is used to log in to the Portal See Logging in to the Portal on page 324 At the end of the 30 day trial period a pop up window will display letting NOTE you know the evaluation period has expired Instructions display explaining how to continue use of Portals Activating Portals Admin Function Before accessing any of the Portals functions in CWU you must first activate Portals To activate Portals 1 2 Go to Firm gt Firm Info Global Settings In the Portals Key Serial Number field enter the Portals serial number rece
89. displays either the full overtime pay or just the overtime pre mium depending upon the selection in the Employees gt Account amp Payroll Information gt Payroll Options tab NOTE If Store all overtime pay separate from regular pay is selected all overtime pay displays under OT Pay on the Hours Report If Store all overtime pay separate from regular pay is not selected only the OT premium displays under OT Pay on the Hours Report To run the report go to Reports gt Payroll gt Hours Report Employees FUTA The report displays the employer s annual federal unemployment FUTA tax return Journal report The information is generated from data entered on the Firm gt Firm Info Global Settings Employees gt Account amp Payroll Information Employees gt Employee Setup This includes the federal wage base employee name employee code employee SSN check number check date wages subject to taxes taxable wages and FUTA tax This information is also broken down by quarter The 277 Report Details SUTA Journal 401K Report Consoli dated Check Register Tax Liability Report by Pay Period End Date Withholdings by Check Date 2011 Client Write Up quarterly summary includes the quarter number number of transactions for the quar ter subject wages taxable wages and FUTA tax There is a grand total for the number of transactions wages subject to taxes taxable wages and FUTA tax You can sort t
90. division information Divisions must be set up before generating any payroll or transaction data in order to be reflected in division reports Run the Post Transactions process before running this report The report displays a breakdown of transactions by account names using amount and percentage and YTD and percentage Gross profit and net profit or loss displays the amount and percentage and year to date and percentage To run the report go to Reports gt P amp L gt 2 Column Monthly vs YTD P amp L Run the Post Transactions process before running this report The report displays a breakdown of transactions by account names using amount and percentage and YTD and percentage Gross profit and net profit or loss displays the amount and percentage and year to date and percentage To run the report go to Reports gt P amp L gt 2 Column Monthly vs YTD P amp L Prints to Excel Run the Post Transactions process before running this report Based on income and expense transactions entered the report displays a breakdown by account name with the year to date information for amount and percentage This includes the gross profit amount and percentage total expenses and percentage and net profit or loss amount and percentage To run the report go to Reports gt P amp L gt 1 Column P amp L Year to Date Run the Post Transactions process before running this report Based on income and expense transactions entered
91. drop list Select the vendor associated with this transaction Employees When the Employees option button is selected employees entered in Employees gt Employee Setup display from the drop list Select the employee associated with this transaction Contractors When the Contractors option button is selected contrac tors entered in Contractors gt Contractor Setup display from the drop list Select the contractor associated with this transaction AR Customers When the AR Customers option button is selected accounts receivable customers entered in Receivables gt Customer Setup display from the drop list Select the cus tomer associated with this transaction Division Optional Select the division associated with this transaction The drop list displays the list of divisions created in Setup gt Headers amp Footnotes 4 Verify the information and click Save Balance Debit Credit or Zero This shows the current balance Debits Credits for journal entries This balance must be 0 00 in order to post transactions Post monthly to facilitate reconciliation 159 Entering Journal Transactions 2011 Client Write Up When a journal transaction is saved the information for the transaction is moved to the lower portion of the dialog box To facilitate recording of the offsetting entry the Date Description Reference number and Division remain and the full amount of the offsetting debit or credi
92. employee receives for working overtime The default value is time and a half entered as 1 5 Holiday Factor Enter the percentage of the hourly wage the employee receives for working on a holiday The default value of the holiday pay rate is double time entered as 2 0 Pay Per Piece If the employee is paid by production levels piece work enter the wage the employee receives for each piece produced Date of Pay Raise Enter the date the employee s pay raise became effec tive This date is used to determine the correct amount of pay when a pay check is generated prior to that date using the old amount or after that date using the increased amount Date Sick Pay Started Enter the date the employee began receiving third party sick pay 75 Employee Setup 76 Multiple Pay Rate Employees 2011 Client Write Up e 9 Sick Pay Paid by Employee Enter the percentage of sick pay paid by the employee Use this feature for employees with multiple job descriptions or multiple pay rates within the company A common scenario for multiple pay rate employees is the restaurant business Some employees are paid at one rate when they are working as a Hostess another rate when they are a Server and yet another rate when they are working as a Prep Chef Use the Pay Rate 1 field for the employee s primary job and the Pay Rate 2 through 4 fields for any secondary jobs NOTE wore Pay Rate
93. firm code could begin each name ABCjdoe or the last 4 digits of the firm s telephone could end each name jdoe1234 Editing From the list of Employers select the Manage Portal Users link Employer 2 Click the Edit User tab User Infor mation Select the Employer User option button Select the employer from the Employer Code drop list Select the user to edit using the Portal User ID drop list DNR SS Edit the firm user s Email Address First and Last Name If the employer user has forgotten their Portals password select the check box under their Portal User ID 7 Click Update This User If an employer user forgets their Portals password the administrator NOTE can reset the password to the default password The next time the user logs in to Portals they ll use the default password and will be prompted to create a new password Deleting 1 From the list of Employers select the Manage Portal Users link Employer 2 Click the Edit User tab Users 3 Select the Employer User option button 327 Appendix G Portals 2011 Client Write Up 4 Select the employer from the Employer Code drop list 5 Select the user to delete using the Portal User ID drop list 6 Click Delete This User Transferring Files to Drake Support To upload backup files to Drake s servers when Support requests this information for Admin problem resolution Function 1 Log in to Portals 2 From the list of employers click the
94. from regular pay I Do not Print Pay Stub for Direct Deposit Check JV Auto Post Detailed Payroll To Journal I Auto Post Cumulative Payroll to Journal Accrual Options Automatic Sick Hours Vv Automatic Vacation Hours jw 40 00 80 00 Annual Sick Hours Annual Vacation Employer 401 k Match Options The Employer will Contribute 100 of the Employee Contribution Upto f5 of Employee JV Gross Wages Or I Net Wages 16 500 00 Employee Federal 401 k Deduction Limit Employee Federal 401k Catch Up Limit 22 000 00 59 Setting Up Employee Payroll 2011 Client Write Up 60 Payroll Options Suppress display of Terminated Employees When this option is selected ter minated employees are not included in the display on the Employees gt Employee Setup Employees gt Live Payroll and Employees gt ATF Payroll screens Store all overtime pay separate from regular pay Select this option to have all overtime pay reflected as overtime The default method for figuring overtime is to take the number of overtime hours and add that to Regular Pay then add half the overtime rate to the Overtime Premium Example when this option is selected Bob is paid 10 per hour Last week he worked 50 hours Regular Pay shows 400 40 x 10 and Overtime Premium shows 150 10 x 10 x 1 5 His total pay for the week is 550 Example when this option is not selected Bob worked the same 50 hours last
95. gt Contents Help T File gt Exit Exit Employee Payroll Shortcuts Speed Button Menu Equivalent Employees gt Employee Setup 4 see Employee Setup on page 72 Employees 337 Appendix H Home Screen Shortcuts 338 2011 Client Write Up Speed Button Menu Equivalent Employees gt Live Payroll f a see Live Employee Payroll on page 86 Live Payroll Employees gt ATF Payroll 1A see ATF Employee Payroll on page 95 ATF Payroll e eon Employees gt Print New Checks al see Printing Employee Pay Checks on page 101 Checks Employees gt Deductions amp Benefits t see Deductions and Benefits Setup on page 65 Deductions amp Benefits Direct Deposit Employees gt Direct Deposit Transmit Employees see Transmitting Employee Direct Deposits on page 107 Contractor Payroll Shortcuts Speed Button Menu Equivalent a ab Contractors gt Contractor Setup see Adding a Contractor on page 125 Contractors _ Contractors gt Live Contractor Payroll FN see Live Contractor Payroll on page 130 Live Payroll rz ammes Contractors gt ATF Contractor Payroll pas see ATF Contractor Payroll on page 134 ATF Payroll S Contractors gt Print New Checks alt see Printing Contractor Pay Checks on page 137 Checks Direct Deposit Contractors gt Direct Deposit Transmit Contractors see Transmitting Contra
96. gt Reprint Checks Check Setup Displays the Setup gt Check and Stub Options screen When check stub setup is complete CWU returns to the Reprint Payroll Checks screen Check Alignment 106 The check alignment feature is used to change the alignment of information printed on pre printed payroll checks The information in the white fields can be adjusted to match pre printed checks Complete the following to adjust the pre printed payroll check alignment 1 Go to either Employees gt Check Alignment or Contractors gt Check Alignment 2011 Client Write Up Transmitting Employee Direct Deposits Figure 4 17 Check Alignment E Paycheck Print Adjustment Business Name Check Date Street Address City State ZIP Amount Written Amount Employee Name NOTE Preprinted check alignment made on the Employees gt Check Align ment window also affect contractor payments check alignment 2 Click the left mouse button on the field to be adjusted 3 Hold the mouse button down while dragging the field to the desired position on the check 4 Release the mouse button to place the field in the new position on the check 5 Click Save to save the changes Click Reset to restore all the fields on the check to their default location Due to multiple options of operating systems printers and check formats minor adjustments may be required to make checks print properly Copy a check and print a test check to make sure t
97. icon amp 10 Click Print If you are using pre printed check stock the Windows printer dialog box opens and provides the opportunity to change the printer used during this print session When using MICR blank check stock the Windows printer dialog box does not open Change the MICR printer on the Print Checks dialog box The MICR Test button sends a test check to the selected MICR printer Use this option to test check alignment The Refresh button clears the previously selected checks to print The Void button marks the check as voided and generates offsetting transactions in the transaction journal to reverse the original transaction Editing NonVendor Information The nonvendor information that is automatically saved when a nonvendor Check Writer check is printed can be edited using the nonvendor changes feature To edit previously saved nonvendor information 1 Go to Payables gt NonVendor Changes 222 2011 Client Write Up 9 Viewing 1099 Information Select the NonVendor to edit by clicking on the desired nonvendor The bottom of the window fills with the saved nonvendor name contact information and Federal ID number Edit the information as needed Click Save The NonVendor Changes window cannot be used to enter new nonv endor information only to edit the nonvendor information that is saved when a Check Writer check is printed NOTES Information saved on the NonVendor Changes window affects both
98. if not d and click OK The installation must be done to the root drive for example C Choose to install Client Write Up When the Client Write Up installation program begins click Continue Follow the instructions to complete installation Install Client Write Up directly to the C drive root drive A Client Write Up icon appears on your desktop once the installation is complete The Backup path and Data path are Drake recommended set IMPORTANT tings Please do not change these without first consulting Drake Support Network Installation Drake supports the software on networks that are properly configured NOTE Drake cannot provide technical support for the network itself Please consult an IT professional for network setup and support To install Client Write Up for network use complete the following 1 2 Close all programs Install Client Write Up to the C drive of the server The installation to the server follows the same basic steps as the stand alone installation The program can be installed either directly on the server or to the server from a workstation Be sure to select the correct server drive Insert the Drake Software CD into the CD drive Use the latest release of the pro gram NOTE If you are installing to a network click Print from the opening installa 4 tion dialog box to print these instructions Autorun displays a screen with installation selections If the screen doesn t open a
99. is required IMPORTANT to have Accounts Payable transactions post to the transaction journal e Select to post accounts payable transactions to either the General Journal GJ or the Cash Disbursements CD journal 36 2011 Client Write Up Setting Up a New Client EF Setup If you ll be electronically filing 94X series tax returns complete the EF Setup tab of Client Setup Setup gt Client Information gt EF Setup Figure 3 5 EF Setup Tab E Client Setup Drake_Co Contact Information Business Information W2 wW3 1099 1098 Setup Payables Setup EF Setup EF Options If you plan to E File the 940 941 94155 or the 944 select the Name Control for Drak E File 94 check box E File IV E File 94x Transmitter EFIN 777777 If you are a Business Taxpayer or an ERO then enter the 10 Signature Name John Smith digit PIN The 10 digit PIN is issued by the IRS Business Taxpayer or ERO Application Date 01 07 2011 Ten 10 digit Signature PIN 1234567890 Business Taxpayer ERO If you are a Reporting Agent you will fill out an 8655 form for Reporting Agent each client and mail them to the IRS The IRS will mail one 5 digit PIN to the Reporting Agent for the clients submitted Create PIN File for 10 Digit PINs only Reporting Agent Serer as Reporting Agent PIN J Form 8633 An Electronic Filing Identification Number EFIN is needed to electronically file tax Application returns and other ta
100. is required to access Portals If your Inter IMPORTANT net uses a dial up connection you must first connect to the Inter net then return to CWU and complete the following steps To log in to the portal complete these steps 1 Go to Firm gt Access Portals Your Internet browser window opens a new web page displaying the Portals Login screen The firm s administrator must log in to the Portal the first time in order to set up the firm s users and employer users See Managing Portals Users on page 326 for information on creating firm and employer user NOTE s See Portals Login on page 331 for information on employer s access to the Portal 324 2011 Client Write Up 2 Appendix G Portals Figure 14 2 Portals Login Screen Login to Client Write Up Portal User ID Password Login Enter the User ID and Password This is the firm s Administrator or Admin login If this is your first time signing in to Portals use cwdefault as the pass word Click Login You will be prompted to change your password the first time you log in to Portals Passwords must be between 8 and 20 characters and must be a com bination of letters and numbers For security reasons passwords expire every three months If the admin user forgets their Portals password the administrator should call Client Write Up Support to have their password reset to the NOTE default password The next time the admin us
101. is required to transmit W 2 and W 3 information to the Social Security Administration 1 Go to E Filing gt W2 E Filing EFW2 gt Transmit File The Web address for the Business Services Online Social Security site is displayed Figure 8 4 Transmit W 2 Transmit Federal EFW2 W2 files have been tested the files using AccuWage 2010 P W2 files have not been tested using AccuWage 2010 Electronic W 2 Transmission Screen http www socialsecurity gov bso bsowelcome htm 2 If the upload file has been tested using the AccuWage software select W2 files have been tested using AccuWage 2011 If the upload file has not been tested with AccuWage and you wish to download and install the AccuWage program select W2 files have not been tested using AccuWage 2011 The web address displayed changes to the AccuWage down load page 3 Select Open Web Site and your Internet browser opens to the Social Security Administration s web site All W 2s for the client need to be processed before this file is transmitted A totals sheet is assigned with the batch that is transmitted This is used in place of the W 3 189 Uploading 1099s 1096s and 1098s 2011 Client Write Up Uploading 1099s 1096s and 1098s See Appendix K Preparing to e file 1099s on page 343 for details on getting a Transmitter Control Code and registering to use the IRS s NOTES FIRE website See Print and Upload 1099s and 1096s on page 307 for an o
102. is the total of the employee s multiple pay rate hours See Multiple Pay Rate Employees on page 76 for information on setting up multiple pay rate employees Salary The salary is calculated when Salary is selected from the Status list on the Employees gt Employee Setup the Personal Info tab Override the employee s salary on the Live Payroll dialog box Enter the corrected amount and the regular pay earnings and deductions adjust automatically To remove a default go to Employees gt Employee Setup the Payroll Wages Rates tab and select Zero from the Pay Frequency list Then on the same dialog box enter 0 00 as the Annual Salary Overtime Hours Indicate the number of overtime hours worked The per centage used to calculate the overtime rate is based on the information entered in Employees gt Employee Setup Payroll Wages Rates tab the Overtime Rate field The calculation adds the amount of the time in Regular Pay under Earnings The half is entered in Overtime Premium under Earnings Vacation Hours Enter the number of vacation hours used during the pay period The amount is calculated based on the information entered for Pay Rate 1 in Employees gt Employee Setup the Payroll Wages Rates tab Holiday Hours Enter the number of holiday hours used during the pay period The amount is calculated based on the information entered in Holiday Rate on the Payroll Wages Rates tab of Employees gt Employee Setup
103. or for supplies used in the buyer s business A full time life insurance agent whose principal business activity is sell ing life insurance and or annuity contracts for one life insurance company An agent driver or commission driver engaged in distributing meat vegetables bakery goods beverages other than milk or laundry or dry cleaning services A home worker performing work on material or goods furnished by the employer The selection made in the Status field determines the availability of the employment information in the payroll function and the state wage report Selecting Hourly Salary or Statutory makes the employee information available in the payroll function Terminated Employee who has resigned or was let go by the com pany Making this selection activates the Date Term field Suspended Employee is not employed by the company at this time A suspended employee cannot be deleted until the end of the calendar year Making this selection activates the Date Term field If an employee is marked as Suspended or Terminated the employee does not appear in the Payroll list and his information does not flow to the state wage report Run the state wage report prior to setting an employee s status to Terminated or Suspended so the last payroll infor mation can be captured If the state wage report isn t run before setting an employee s status to Terminated or Suspended change the employee s status back generat
104. penalties and easily apply a single payment to multiple invoices Many receivables reports are available including past due and aged receivables reports Before entering invoice information complete the following set up information 1 Enter receivables options page 227 2 Enter state county and city specific sales tax information page 230 3 Define the accounts that will be debited and credited for the various types of trans actions This step is not required if not using the bookkeeping feature page 232 4 Invoice item set up page 233 5 Customer set up page 234 Entering Receivables Options There are many options available when setting up Accounts Receivable You can set up the auto invoice numbering feature service charge amounts short and long dun ning messages payment terms and customer status classification messages AR Options To enter accounts receivable options complete the following steps 1 Go to Receivables gt Receivables Options gt AR Options xe 2 Complete the following fields CENA e Use Chart of Accounts Select this field if the CWU bookkeeping feature is being used A Chart of Accounts must be set up to use this feature See Chart of Accounts COA Setup on page 45 for information on creating a Chart of Accounts The Auto Post to Transaction Register field is activated when the Use Chart of Accounts field is selected e Auto Post to Transaction Register When this f
105. receive assistance with Client Write Up You can call e mail or fax the Client Write Up Support team Contacting Support Telephone Support Client Write Up has its own Support phone number Call 828 349 5547 to speak to a dedicated CWU Support representative For Support hours of operation refer to Support Hours on page 5 E mail Support Client_WU DrakeSoftware com When you e mail Support please include Your name Your EFIN A description of your problem in as much detail as possible Attach your client file if necessary Fax Support Contact CWU Support by fax Dial 828 349 5718 When you send a fax to our CWU Support team please include Attention Client Write Up Support Your name 2011 Client Write Up e Your EFIN System Requirements e Telephone number accessible to the CWU computer and the best time for Support to call you back e Your fax number e Description of the problem Support Hours December 1st April 20th Monday Friday 8a m to 10p m Saturday 8a m to 6p m April 21 November 30 Monday Friday 8a m to 9p m Saturday 9a m to 5p m System Requirements Review all system requirements before installing Client Write Up Table 1 1 details the minimum requirements for installing and running CWU Drake Software strongly recommends that you upgrade older systems to these minimum requirements Table 1 1 System Requirements Windows 2000 and XP
106. series tax returns Self Employed Select this option if the preparer is self employed and doesn t work for a firm Firm Name If the preparer works for a firm enter the name of the firm If the preparer is self employed enter the preparer s name Address City State Zip Code Enter the full address of the preparer Zip Code Enter the preparers Zip Code and the City and State autofill Preparer SSN PTIN Enter the preparer s SSN or PTIN Preparer Tax Identification Number Apply for a PTIN using Form W 7P Do not include dashes The number is formatted when the screen is saved EIN If the preparer works for a firm enter the firm s EIN Do not include dashes The number is formatted when the screen is saved 23 MICR Check Set Up 2011 Client Write Up e Phone Enter the preparer s phone number Do not include dashes The number is formatted when the screen is saved 4 Enter the following in the Third Party Designee section e Allow Third Party Designee Does not Allow Third Party Designee Select to allow or not allow use of a third party designee By selecting Allow you authorize the IRS to talk to the designee about the return The Designee Name Phone and PIN fields become active when the Allow option is selected e Designee Name Enter the name of the third party designee e Designee Phone Enter the phone number of the third party designee Do not include dashes The number is for
107. the Regular Pay amount by either changing the number of Regular Hours on the left of the dialog box or by double clicking the Regular Pay line This fills the field at the bottom of the Earnings box With the amount highlighted enter the correct amount Press ENTER for this information and payroll amounts to be updated Overtime Premium The amount in this field is based on the information entered in Employees gt Employee Setup Payroll Wages Rates tab Edit the Overtime Premium amount by either changing the number of Overtime Hours on the left of the dialog box or by double clicking the Overtime Pre mium line This fills the field at the bottom of the Earnings box With the 2011 Client Write Up Live Employee Payroll amount highlighted enter the correct amount Press ENTER for this informa tion and the payroll amounts to be updated The Overtime Premium calculates based on the selection made under Employees gt Account amp Payroll Information See Store all over NOTES time pay separate from regular pay The Overtime Premium for a multiple pay rate employee uses the pay rate selected in Employees gt Employee Setup Payroll Wages Rates tab e Vac Hol Sick The amount in this field is based on information entered in Employees gt Employee Setup Payroll Wages Rates tab Edit the Vac Hol Sick amount by either changing the number of vacation holiday or sick hours on the left of the dialog box or by double clicking the Vac
108. the Enter the New Contractor Code field Contractor codes can be up to 20 characters and are alphanumeric 4 Re enter the new contractor code 5 Click Save Processing Contractor Payroll Refer to Process Payroll Live and ATF on page 305 for an overview of the payroll process Live Contractor Payroll Use Live Contractor Payroll to print contractor paychecks Payroll entries flow to the 1099 MISC at the end of the year To enter live contractor payroll complete the following steps a 1 Go to Contractors gt Live Contractor Payroll z 2 Select Contractor Select the contractor from the contractor list or enter the Live Payroll contractor code in the field at the top left of the screen All existing contractors are listed alphabetically by name If necessary sort the contractor list by Code Name or SSN EIN ITIN OTH by clicking the column header Once the contrac tor has been selected the other fields activate 130 2011 Client Write Up wee etree a Live Contractor Payroll Figure 5 2 Live Contractor Payroll nee Oe ony EEIE PO peng tae OT eo Ot ge pent pe gets satan wantin IPN Cpt yim e wet x New Check Pay Period Ending 94 11 2011 Check Date a Check Number Net Pay 1 150 00 1 Rents 0 00 0 00 0 00 1 150 00 3 Other Income 5 Fishing boat proceeds 7 Nonemployee Comp 13 Excess golden parachute payments 0 00 0 00 15a Secti
109. the Post Transactions process Transaction Listing The report displays transactions for the selected month in the order entered into Bookkeeping gt Enter Transactions This includes the transaction number transac tion date journal division description reference used for the transaction account number and debit and credit To run the report go to Reports gt Transaction Listings gt Monthly Transaction Listing Transaction Run this report prior to running the Post Transactions process Listing By Date The report displays transactions for the selected date range in the order entered This includes the transaction number transaction date journal division description refer ence used for the transaction account number debits credits and debit and credit totals To run the report go to Reports gt Transaction Listings gt Transaction Listing By Date Monthly Run this report prior to running the Post Transactions process Transaction Listing The report displays transactions for the selected month sorted by the transaction date Sorted By This includes the transaction number transaction date journal division description Date reference used for the transaction account number debits credits and debit and credit totals To run the report go to Reports gt Transaction Listings gt Monthly Transaction Listing Sorted By Date Transaction Run this report prior to running the Post Transactions process
110. the alignment of information printed on pre printed paybles checks Payables gt Check Alignment Payroll account numbers rates and limitations Assign specific account numbers from the Chart of Accounts to payroll processing features Gen eral payroll settings rates and limits must be entered here Employees gt Account amp Payroll Information and Contractors gt Account amp Payroll Information Payroll Filing Report Payroll Filings reports generate the 943 944 944SS 940 941SS and the 941C also the 941 and 941SS quarterly reports Employees gt 94X Forms Payroll Report Generate a variety of payroll reports pertaining to employees and contractors Reports gt Payroll PIN Application Complete information to apply for a PIN from the IRS so 94X tax deposit forms can be e filed Setup gt Client Information gt EF Setup PIN Set Up Complete the PIN setup process after receiving a PIN from the IRS Setup gt Client Information gt EF Setup Post Transactions to the Gen eral Ledger Posts the current transactions to the Chart of Accounts Bookkeeping gt Post Transac tions Print Employee Payroll Checks 318 Print new employee pay checks Employees gt Print New Checks 2011 Client Write Up Task Print Contractor Payroll Checks Appendix E Client Write Up Menus Table 14 1 Menus Description Print new contractor pay checks L
111. the desired payment by performing a search as described in Searching for ATF Payments ATF Payments on page 214 Double click the desired payment The payment detail displays on the bottom of the ATF Payments dialog box The details of a voided ATF payment shown with a T in the Void column are shown but since no changes can be made to the record the fields are inactive 4 Make any necessary changes The Check No field is activated when Check is the Payment Type 5 Edit the 1099 Detail section as needed 6 Click Save When an ATF payment is edited the original transaction is automati NOTE cally reversed and the new corrected transaction is recorded in the transaction journal Voiding ATF Payments With ATF payments displayed according to the search criteria previously entered see Searching for ATF Payments on page 214 ATF payments can be voided To void an ATF payment ro 1 Go to Payables gt ATF Payments gt View ATF Payments 2 Locate the desired payment by performing a search as described in Searching for ATF Payments ATF Payments on page 214 Double click the payment you wish to void Only ATF payments with an F in the Void column can be voided The payment detail is displayed on the bottom of the ATF Payments dialog box 4 Click Void 215 Check Writer 2011 Client Write Up Deleting ATF Payments ATF Payments To delete an ATF payment 1 Goto Payables gt ATF Payments
112. the report go to Reports gt General Ledger gt General Ledger By Date Run this report prior to running the Post Transactions process The report displays all transactions for individual accounts with account beginning and ending balances for the designated period This includes the account number account name beginning balance transaction date transaction journal reference number transaction description transaction amounts and ending account balances To run the report go to Reports gt General Ledger gt General Ledger By Date ALT Format Run this report prior to running the Post Transactions process The report displays all transactions for a selected account within the specified date range This includes the account name and number transaction date transaction jour nal reference number description transaction amounts debit or credit and ending account balance To run the report go to Reports gt General Ledger gt Single Account General Ledger By Date Run this report prior to running the Post Transactions process This report is an alternate format of the Single Account General Ledger By Date report The report includes the beginning and ending balance the account name and number transaction date transaction journal reference number description and transaction amounts To run the report go to Reports gt General Ledger gt Single Account General Ledger By Date ALT Format Profit amp Loss
113. the report displays a breakdown by account name with the year to date information for amount and percentage This includes the gross profit amount and percentage total expenses and percentage and net profit or loss amount and percentage To run the report go to Reports gt P amp L gt 1 Column P amp L Year to Date Prints to Excel Run the Post Transactions process before running this report 2011 Client Write Up 2 Column P amp L Year to Date Prints to Excel Budget vs Actual Budget vs Actual Prints to Excel Prorated Budget vs Actual Prorated Budget vs Actual Prints to Excel Report Details The report is based on income and expense transactions that have been entered and the Post Transactions process performed This includes the gross profit total expenses and net profit or loss current amount and percentage and prior month gross profit total expenses and net profit or loss amount and percentage To run the report go to Reports gt P amp L gt 2 Column P amp L Year to Date Run the Post Transactions process before running this report The report is based on income and expense transactions that have been entered and the Post Transactions process performed This includes the gross profit total expenses and net profit or loss current amount and percentage and prior month gross profit total expenses and net profit or loss amount and percentage To run the report
114. this option to test check alignment Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen Refresh Clears the previously selected checks to print Select All Selects all checks displayed to print Reprint Screen Displays the dialog box where all checks previously printed are available to be reprinted For more information about reprinting checks see Reprint ing Contractor Pay Checks on page 140 A contractor pay check can be printed only once from Print New NOTE Checks To reprint a check due to loss or damage go to Contractors gt Reprint Checks Check Setup Displays the Setup gt Check and Stub Options screen When check stub setup is complete CWU returns to the Print Payroll Checks screen Reprinting Contractor Pay Checks Payroll checks may be reprinted as many times as needed Select Contractors gt Reprint Checks for a list of all payroll checks that have previously been printed or click Reprint Screen on the Print Checks dialog box Place the check stock in the printer before starting this process M p RT ANT Reprinting a check overwrites the journal entry of the previously printed check The payroll reports shows only one check written CWU does not keep track of the check stock for you Once reprinted the initial check s is not documented in the program To reprint checks complete the following steps 1 Go to Contractors gt Repri
115. this report prior to running the Post Transactions process Worksheet Prior The report displays the account number level and name the ending balance for each Period account from the previous period since the previous post amount posted to each account and the ending balance The totals on the last page of the report reflect the total of the columns and do not necessarily represent a balanced calculation from right to left The Adjustments and Ending headings are included to identify where correcting transactions may need to be made Print the report and write the adjustment amounts and ending balances on the report Make correcting transactions at Bookkeeping gt Enter Transactions To run the report go to Reports gt Interim gt Trial Balance Worksheet Prior Period Profit And Run this report prior to running the Post Transactions process Loss Activity Report NOTE This report is also produced as part of the Post Transactions process The report shows the current profit and loss activity This includes accounts that were accessed in the current journal listed by account name Gross profit and total expenses are calculated to produce the final net profit or loss for the current transactions The information is listed under headers of Current Transactions Year to Date and Percent Accounts that had a previous balance but were not used for the current month show 0 00 in the transaction
116. to the Social Security Administration After creating verifying and saving W 2s created on the fly 1 From the CWU Home window go to On the Fly Forms gt W2s On the Fly 2 Click the Process W2s button on the Create W2s on the Fly dialog box See W 2 Processing on page 116 for instructions on processing W 2s created on the fly N DTE W 2s created on the fly do not appear in the Process W2s dialog box and are only processed from Process W2s On the Fly 3 Process W 2s either individually or for all employees at once e Click Process All to process all W 2s at once e To process a W 2 for one employee select the employee from the employee list and click Process Single An X in the W2 column next to the employee s name and code indicates the employee s W 2 has been processed success fully Once W 2s created on the fly are processed they can be transmitted NOTE with the W 3 to the Social Security Administration like any other W 2 See Uploading W 2s and W 3s on page 186 173 W 2 On the Fly 2011 Client Write Up Editing an On the Fly W 2 W 3 To edit a W 2 created on the fly complete the following steps 1 From the CWU Home window go to On the Fly Forms gt W2s On the Fly 2 Click the Process W2s button on the W2s on the Fly dialog box 3 Select an employee from the list It is not necessary to select an employee to view or edit the W 3 4 Select the View Edit W2s or the View Edit W3
117. to the regular pay and withholdings calculated accordingly 4 Verify the employee s earnings and deductions Edit if necessary For details see Earnings on page 90 and Deductions on page 92 5 Click Save once all the employee s information has been verified CWU does not recognize a check generated in Live Payroll as IMPORTANT existing until it is printed Once the check has been printed it is recognized in the calculation of Payroll Filings State Wage Reports and Payroll Reports For details about printing employee paychecks see Printing Employee Pay Checks on page 101 89 Live Employee Payroll Earnings 90 NOTE 2011 Client Write Up Figure 4 14 Earnings Oa N E ep nena a ome 3 5 Eamings Amount i 1 Regular Pay 1 733 30 i 2 Overtime Premium 0 00 7 3 VYac Hol Sick 0 00 F 4 Gas Allotment 100 00 i 4 y a S je 1 Non Gross Earnings l 0 00 4 Gross Earnings 1 833 30 Additional Gross Pay i 0 00 Gross Pay 1 833 30 To edit amounts in the Earnings column double click the amount and enter the new amount in the line above Non Gross Earnings Any changes made to the default earning amounts when entering live pay roll are considered one time only adjustments Adjusted amounts are indicated with an asterisk Regular Pay The amount in this field is based on the information entered in Employees gt Employee Setup the Payroll Wages Rates tab Edit
118. updated NOTE Only benefits assigned to an employee show in this dialog box and print on the pay stub If all 10 benefit lines are used use the scroll bar to the right of Earnings to see all benefits Gross Pay and Earnings 98 e Non Gross Earnings Cannot be edited directly To change the amount in this field edit the appropriate line in the Earnings box e Gross Earnings Cannot be edited directly To change the amount edit the appropriate line in the Earnings box Benefits that are not set to Apply to Gross are not included in this amount e Additional Gross Pay An amount added to this field is added to the gross pay produced by the information in the Earnings box The standard calculations for withholdings are applied to this amount The amount in this field is associated with the expense account entered in Employees gt Employee Setup 2011 Client Write Up ATF Employee Payroll Payroll Options tab the Expense Account field if the bookkeeping function is used e Gross Pay Cannot be edited directly This is a calculated field generated by adding Gross Earnings and Additional Gross Pay Deductions To edit amounts in the Deductions column double click the amount and enter the new amount in the line above Total Deductions Any NOTE changes made to the default deduction amounts when entering live payroll are considered one time only adjustments Adjusted amounts are indicated with an asterisk e
119. 042 S 1098 1099 5498 8027 or W 2G An Information Return is a tax document used to report certain types of payments made by financial institutions and others who make payments as a part of their trade or business as required by Internal Revenue Code regulations From IRS Publication 1220 Sec 8 pages 186 189 Connecting to the FIRE system e Go to http fire irs gov to connect to the FIRE system e Filers should turn off their popup blocking software before transmitting their files e Before connecting have your Transmitter Control Code TCC and EIN available e Your browser must support SSL 128 bit encryption e Your browser must be set to receive cookies Cookies are used to preserve your User ID status First time connection to the FIRE system If you have logged on previously skip to Subsequent connections to the FIRE sys tem 1 Click Create New Account 2 Fill out the registration form and click Submit 3 Enter your User ID most users log on with their first and last name 4 Enter and verify your Password the password is user assigned and must be eight alphanumeric characters containing at least one uppercase one lowercase and one numeric character FIRE may require you to change the password once a year 5 Click Create 6 If you receive the message Account Created click OK 7 Enter and verify your 10 digit self assigned PIN Personal Identification Num ber 8 Click Subm
120. 1 Client Write Up Employee Setup Payroll Select the appropriate payroll options for this employee on the Payroll Options tab Options Tab Figure 4 8 Payroll Options I Tipped Employee C cc Seasonal Employee Agricultural Employee T Employee Exempt From Fed WithHolding Employee Exempt From State Withholding l Exempt from SUTA l Exempt from FUTA I Use Employee s State for Box 15 on the W2 401k Status Active x aat E e Tipped Employee Select this field if the employee receives tips Select whether the employee received tips directly or indirectly Direct tipped employees are any tipped employees who receive tips directly from customers including employees who turn all tips over to a tip pool All taxes and withholdings are deducted from the gross pay and the payroll check includes tips in the net pay Indirect tipped employees are tipped employees who do not ordinarily receive tips directly from customers such as busboys service bartenders and cooks The employee holds the tips and reports the tip amount to the employer The tips are included in the gross pay to determine taxes but are not included in the net pay e Seasonal Employee Select the box to create the correct information on Forms 941 941SS W 2 and W 3 and several state reports e Agricultural Employee Select the box to create the correct information on Forms 943 W 2 and W 3 e Employee Exempt From Fed Withholding Payroll
121. 1098s 2 2 0 aranana 190 Piling 1099 EXtension cece ca Diese id wn Rites ea e ale aia alee Pie bie algae ey wee nee Bear 192 Accounts Payable scssi iaaa iaaa aaaea aai 195 Vendor Check Setups 2 206 os eors norana vacua Ea aa aie date a a E ee 195 Vendor Bookkeeping Settip osc n0 see weeu suede awa eee ede aedeagal eee 196 Vendor Setup cs ciroen anrora ra died end Headed ate bed oetadiad a E N a dee 196 Entering INVOICES 4 00 dawweue id wae ad eae Ge ew ed eda eda eee ee wade oa eet 198 Searching for MVOICES tice haa cde Red dade nda T E E hasdad baGleaa ada Gide chaades 202 Editing Invoices cgo ccro ciecia eiiie try Dede Sed Shoe Sag ee HSS CL eed Goa Hee eee Hae 204 2011 Client Write Up Scheduling Live Payments se 2 24 204 s de othe Sea Ae ee ae cee a EER Ce alee hale 205 Recording ATF Payment 2 6 c204 bee ea bebe dias di bite ea ote E E E hee ete 208 Printing Vendor Checks apese ede ene eee eh ee ek Ende ee ears beh ga eee 209 Reprinting Vendor Checks 0 0 ccc ent ne enn eben eens 212 Voiding Vendor Checks 6 2d gi ced en gaan bod dae hie ieee nea eae 213 Editing ATF Payments 5 2 2 05 4 ciauhsdd eieaa aladihd eekagea E odd E A aes Aye 214 Check Witter iicsocdt ia uwwds do aan cee eee ode do dane tdawa lida ean dd E E 216 Viewing 1099 Information isacccsicaes caddie ada seen hasdan ebighea Hhieuda ed ateaetanees 223 Generating 1099 Data ie cc ide el dal ede Malad oa E EE Whedon ned wwe 225 Payables
122. 2 Process 1099 MISC forms either individually or all at once e Click Process All to process all 1099 MISC forms at once This overwrites any changes made to existing 1099 MISC forms If changes were made to one or more 1099 MISC use Process Single e To process a single 1099 MISC select the contractor from the contractor list and click Process Single An X in the 1099 column next to the contractor s name and code indicates the contractor s 1099 has been processed success fully NOTE There is an option to suppress 1099s with compensation less than 600 Editing 1099s To edit a 1099 complete the following Go to Contractors gt Process 1099 Misc Select a contractor vendor or non vendor from the list Click View Edit Make necessary changes in the appropriate fields Click Save then Exit i a 147 Portals Processing Contractor Payments 2011 Client Write Up Printing 1099s and 1096s Tip Refer to 1099s and 1098s On the Fly on page 175 if you wish to print 1099s without using any of CWU s payroll functions live or ATF The 1099s are formatted to print 2 Up This means information for two contractors prints on the same page one above the other If printing for a single contractor there is a blank form where the second contractor s information would normally print 1 Go to Contractors gt Process 1099 Misc 2 Select an option from the View Print section e View Edit 1099s allows you to edit the
123. 4 10 State Withholding Options nee a Joma a ae r fits State Withholding Options Wage Calculation Method Fixed Percent Method Rounded Use Gross Pay for Local Tax Use Adjusted Pay for Local Tax ee ee ee re ne Ea api D Wage Calculation Method This option uses annualized payroll to calcu late the State withholding as described in the publications for each state Fixed Percent Method This method uses a fixed percentage which you select to determine the state tax regardless of income When the percentage 2011 Client Write Up Employee Setup method is selected the State Locality Information section changes to prompt for the actual withholding percent used e Rounded State withholding amounts of 50 cents and more will be rounded up to the next dollar Amounts less than 50 cents will be rounded down to give a whole dollar amount e Use Gross Pay for Local Tax Select this option if the locality tax is based on the gross amount of the employee s pay check e Use Adjusted Pay for Local Tax Select this option if the locality tax is based on the net amount of the employee s pay check State Locality Information Figure 4 11 State Locality Information BP SE ee E aS ey ee ae ae pm ee r State Locality Information J TaxTable 0H X Locality Type Tax Rate Locality 1 Toledo Municipal Tax Rate 0 0225000 Locality 2 x d Locality 3 Sa
124. 41 941 SS 943 944 and 944 SS It is recommended that the 94X tax deposit information is entered and NOTE verified However this step is not required in order to generate a 94X tax return To calculate and print a 94X series tax deposit complete the following steps 1 Go to Employees gt Tax Deposit gt 94X and select the 94X series deposit 110 2011 Client Write Up Calculating 94X Series Tax Deposits Figure 4 18 941 Tax Deposit E 941 Tax Deposits 941 Tax Deposit Calculation Federal Wages 4 566 67 Deposit Type 941 Federal WH 326 29 Beginning Check Date MRDA Taxable SS Wages 4566 67 124 566 27 a e A os 30 2010 aeae 000 x 124 0 00 Payment Date 04 15 2010 Taxable Medicare wages tips 4566 67 029 132 43 Total SS and Medicare Taxes 698 70 Total Taxes before adjustments 1 024 99 Click on one of the deposits below to edit print Current Otr fractions of cents 0 00 Use Beginning Period Date Current Qtr sick pay 0 00 C Use Ending Period Date Current Qtr adj for tips and group life ins oo C Use Payment Date Total Adjustments 0 00 Total Taxes after Adjustments 1 024 99 Advance EIC oo Total Taxes After Adjustment for EIC 1049 Total 941 Deposit 102499 COBRA premium assistance payments o Total of Deposits COBRA 1024 939 B secs Due 00 E EE T a ne nnatatann sine PE anaga yeni 2 Enter the beginning and ending date for the tax deposit information e Beginning Ch
125. 5 1 2 3 Process 1099s page 146 Edit 1099s page 147 This generally won t be necessary unless manual adjust ment to payroll amounts were made Print 1099s and 1096s page 148 To transmit the 1099 and 1096 to the IRS 1 2 Create the 1099 1096 upload file page 190 Transmit the 1099 and 1096 information to the IRS s FIRE website page 192 Create and Process W 2s and W 3s on the Fly Le Open or create the appropriate business client employing this employee You must change to the correct active client prior to creating W 2s WARNING on the fly Creating W 2s on the fly under the wrong client will result in an incorrect W 3 for that client 307 Process 1099s 1096s and 1098s on the Fly 2011 Client Write Up To create a new client go to File gt New Client and complete the Contact Information page 32 and W 2 W 3 Setup page 34 tabs If the W 2 and W 3s are going to be electronically filed for this client complete E Filing gt W2 E Filing gt Create File page 186 Select only Save Screen at this time and not the Create File option 2 Create the W 2 on the fly Step 1 Creating W 2s On the Fly on page 172 3 Process and print the on the fly W 2 and W 3 Step 2 Processing W 2s On the Fly on page 173 To e file the W 2 and W 3 1 Create the W 2 W 3 upload file page 186 2 Review the upload file for possible submission rejection issues page 189 3 Tra
126. 8 ATF Payments Accounts Receivable Shortcuts Speed Button Menu Equivalent Receivables gt Customer Setup y A see Customer Setup on page 234 Customers Receivables gt Enter Update Invoices see Entering New Invoices on page 239 Invoices Receivables gt Enter Service Charges Penalties see Entering Service Charges and Penalties on page 244 Service Charges a Receivables gt Sales Tax Records o see Entering Sales Tax Records on page 230 a Sales Tax Receivables gt Invoice Item Setup i see Invoice Item Setup on page 233 Invoice Line Items Receivables gt Receivables Options see Entering Receivables Options on page 227 AN Options Coa Receivables gt Apply Payments Sf see Applying Receivables Payments on page 245 Apply Payments 340 2011 Client Write Up Appendix I Reporting Agent s List Appendix I Reporting Agent s List A Reporting Agent s List is required to accompany Forms 8655 and is a list of cli ents included in a batch being submitted for e filing approval Use the format of this sample list to create your own Reporting Agent s List REPORTING AGENT S LIST DATE OF LIST Reporting Agent s Name Reporting Agent s Street Address Reporting Agent s City State ZIP Reporting Agent s Employer Identification Number List Type Additions or Deletions Name of Reporting Agent s Contact Person Phone Number of Rep
127. 99s 1096s on the Fly 308 94X PIN Applications 306 End of Year 308 MICR Check Setup 305 PIN Applications for 94X Tax Returns 306 Pre Printed Check Setup 305 Print and Upload 1099s and 1096s 307 Print and Upload W 2s and W 3s 307 Process Payroll 305 W 2s W 3s on the Fly 307 Consolidating NonVendor Information 223 Contractor Payroll 123 Additional ATF Contractor Payroll Options 136 Additional Check Print Options 140 Additional Live Contractor Payroll Options 133 ATF Contractor Payroll 134 Editing a Live Check 133 Editing an ATF Contractor Check 137 Live Contractor Payroll 130 Printing Contractor Pay Checks 137 Reprinting Contractor Pay Checks 140 Transmitting Contractor Direct Deposits 143 Contractor Payroll Set Up 123 Account amp Payroll Information 123 Adding a Contractor 125 Contractor Password 123 Contractor Setup 125 Cumulative G L Account Numbers 123 Detailed G L Account Numbers 124 2011 Client Write Up Direct Deposit 129 Divisions 127 Edit a Contractor 129 Creating W 2s on the Fly 172 CWU Manual and Help Updates 10 D Date Fields 12 13 Deductions and Benefits Adding a Benefit 68 Adding a Deduction 65 Editing a Deduction or Benefit 71 Deductions Tab 82 Delete Client 287 Deleting ATF Payments 216 Deleting Employer Users 327 Deleting Firm Users 327 Direct Deposit 20 Direct Deposit Reports 108 144 Establishing Your Account with InterceptEFT 21 Report Details 109 145 Setup 21 Transmitting C
128. A Zip 30074 Ship Address Vv Last Date 12 14 2009 Phone 499 555 9994 Extension 44992 Last Amt 10 00 Phone 2 002 499 4555 Extension 499494 YTD Amt 0 00 BAE Count Sti Payments ontact ount Stine Lest Date 01 01 2010 Sal i i R alesperson Lord Stine Account Type Regular v E 50 00 Discount Percent 00000 Terms 3 10 10 net 10 x YTD Amt 325 00 Credit Limit 30 000 00 Sales Tax Code 003 Georgia X Service Charges Price Code Price A Tax Exempt Number Last Date 12 11 2009 x Service Charge 7 me Last Amt 565 00 Dunning Notices eee 3 50 00 YTD Amt 10 00 Status W This is Waming Status line 1 X Ship Via UPS Balance 11 094 02 e Customer Name Address Phone and Extension required Enter the Customer Name and their contact information The address is their billing address e Zip required Enter the customer s zip code This field is formatted after information is typed The City and State fields autofill with information from the zip code database e Ship Address optional Select this check box to show both the billing and shipping address on the invoice automatically When not selected the Billing Address is used in the Ship To address area on an invoice If selected enter the shipping information on the Shipping Address tab e Contact optional Enter the name of the customer s contact person 235 Customer Setup 236 2011 Client Write Up Salesperson opt
129. ANT tab they must be set up for each contractor individually See Per sonal Info Tab on page 126 to setup contractor specific cumula tive G L accounts and the Detailed GL Accounts Tab on page 128 to setup contractor specific detailed G L accounts Detailed General Ledger Account Numbers e Cash Account This account is credited when a transaction is entered This field must have an account number before the first payroll check is entered The account number is required in order to post payroll transactions to the journal e Liability Account Numbers The amount of Federal and State withholding deducted from each contractor s pay is posted to the designated accounts Expense Accounts These accounts are debited when a transaction is entered This field must have an account number before the first contractor payroll check is entered and is required in order to post payroll transactions to the journal Contractor Setup Select Contractors gt Contractor Setup to enter information about contracted labor or contracted employees Contractor information must be entered before any payroll information is produced for the contracted employee When the Contract Labor dia log box is displayed contractors are listed alphabetically by last name Adding a Contractor To add a contractor complete the following steps a 1 Go to Contractors gt Contractor Setup 2 Click New Enter a code in the Contractor Code field Contrac
130. ATF Payments ATF Payments E ATF Payments Search Criteria Payment Date Range or Month VendorCode p I Date Range 03 x Invoice ID Payment Amount Month 1 12 Pmt ID Vendor Code lp Inv No Void 10 verizon Check 03 19 2009 25 x F Snapshot Stats Amount Count Pmts 25 00 1 Voids 0 00 0 2 The center of the ATF Payments screen displays the invoices selected based on the search criteria provided in the top of the screen All invoices are listed by default Enter the desired search criteria e Vendor Code Enter the vendor code of the desired vendor or press F2 to select from the vendor list e Invoice ID This is the unique number CWU assigns to each accounts pay able transaction entered e Payment Amount Enter the exact amount of the ATF payment e Date Range Display all ATF payments recorded within a date range Select Date Range and use the drop lists to enter Start and End dates 214 2011 Client Write Up Editing ATF Payments e Month 1 12 Enter the month of the current year of ATF payments to dis play Enter 1 for January 2 for February 3 for March etc NOTE The Date Range and Month search criteria cannot be used together within a single search 3 Once the desired combination of search criteria is selected click Search Viewing and Editing ATF Payments To view or edit ATF payment detail i 1 Go to Payables gt ATF Payments gt View ATF Payments 2 Locate
131. ATF employee payroll entry or 2 for an ATF contractor payroll entry and click OK Enter the ATF payroll information Click Save then Exit Payroll Journal Entry Use Payroll Journal Entry to transfer the payroll information to the journal without having to manually enter each transaction All setup fields associated with payroll deductions benefits cash IMPORTANT expense accounts withholdings etc need the correct account 160 numbers assigned before the first check is written 2011 Client Write Up Entering Journal Transactions If you neglected to enter the cash and expense account numbers when setting up pay roll and have entered payroll information you can go back to the payroll setup enter the account numbers then return to Bookkeeping gt Enter Transactions and process the payroll information to the journal For employees accounts specified on the Employees gt Account amp Payroll Information G L Account Numbers tab are used For contractors accounts from either the Contractors gt Account amp Payroll Information Cumulative G L Account Numbers tab or the Contractors gt Account amp Payroll Information Detailed G L Account Numbers tab are used Once payroll transactions have been processed to the journal without NOTE account numbers the transactions cannot be edited to add account numbers Once all necessary setup information is correctly entered 1 Create the payroll check employees and contractors
132. Bookkeeping Setup 196 Vendor Check Setup 195 Vendor Setup 196 Viewing 1099 Information 223 Viewing Release Notes 282 Voiding ATF Payments 215 Voiding Vendor Checks 213 W W 2 On the Fly Preparation 172 W 2 Processing Adjusting W 2 Withholding 116 Checking W 2 Withholding 116 Editing W 2s 117 Printing W 2s and W 3s 118 Processing W 2s 117 W 2 W 3 PIN Application FAQs 310 W 2c W 3c Processing Creating W 2c 119 Printing W 2c and W 3c 119 Y Year End Close 167 Index XIX Index 2011 Client Write Up XX
133. Client Write Up Menus Table 14 1 Menus Description Change the alignment of information printed on pre printed payroll checks Location Employees gt Check Alignment and Contractors gt Check Alignment Check FICA Withholding Checks employee withholding for the year and compares it to the amount of FICA that should have been withheld Employees gt Check W2 With holding Close General Ledger Zeros out all income and expense accounts and posts net income to the retained earnings account Bookkeeping gt Year End Close Create 1099 Extension file Create 94X Tax Deposit Create Edit Chart of Accounts Create the 1099 MISC extension request file Enter the deposit information This information can be transferred to the 94X if required Create a client s chart of accounts for bookkeep ing purposes or edit account numbers names level and budget Also define what form and line account information is exported to in Drake Tax software E Filing gt 1099 1098 E Filing gt Create Extension File Employees gt Tax Deposit gt 94X Bookkeeping gt Chart of Accounts Create Print 1099 on the Fly Create a 1099 MISC by entering information directly onto a 1099 MISC form without setting up the contractor On the Fly Forms gt 1099s 1098 and W2G on the Fly gt 1099 Misc on the Fly Create Print 1099 1096 Create the 1099 MISC and 1096 transmission file Also print the 1099 MI
134. Create a MICR check design page 25 Enter the type of Nelco blank check stock you are using into the software see Table 2 2 Set up the MICR bank account page 47 Select printing options for payroll check stubs page 51 and page 53 Process Payroll Live and ATF The live payroll process is much the same as that of After the Fact or ATF payroll whether for employees or contractors ATF means that the employee or contractor has been paid so you are entering the payroll information into CWU for bookkeeping purposes and do not print checks Complete the following steps to produce and process payroll 1 Enter payroll information e Live employee payroll page 86 e ATF employee payroll page 95 e Live contractor payroll page 130 e ATF contractor payroll page 134 305 PIN Applications for e Filing 94X Returns 2011 Client Write Up 2 Print checks for live employee page 101 and contractor payroll page 137 3 Process payroll for employees and contractors live and ATF to the journal See Payroll Journal Entry on page 160 See page 112 to produce 94X payroll filing reports and page 183 for instructions on electronically filing this information PIN Applications for e Filing 94X Returns In order to electronically file tax return forms 940 941 944 and 941SS you must have a personal identification number or PIN as required by the IRS This is a differ ent PIN from the one you use to el
135. Direct Deposit tab the Enter Amount to Apply to Savings field Edit the amount in this field as desired The edited amount affects the current check only Additional ATF Employee Payroll Options 100 Mark Printed The Mark Printed field is permanently selected for non direct deposit employees and cannot be edited ATF checks do not appear as checks to be printed on the Print New Checks dialog box This field changes to the No Stub option for direct deposit employees No Stub The No Stub option is available only for direct deposit employees and when selected indicates that no check stub should be printed When this option is selected no print record displays in Employees gt Print New Checks This field changes to the Mark Printed option for employees not set up for direct deposit Test Check for Direct Deposit Select this option to create a test check Direct Deposit file for the selected employee that can be transmitted to InterceptEFT Inter ceptEFT does not require that you transmit a test check When this option is selected all amounts on the check change to zeros A test transmission file is created when the test check is saved Create a separate test transmission file for each employee See Transmitting Employee Direct Deposits on page 107 for information on transmitting to InterceptEFT NOTE No information moves to the journal for a test check when the book keeping feature is being used Reset The R
136. FT CFS Company Fee Schedule InterceptEFT s fee schedule agreement for Direct Deposit services COR Corrections The receiving banks did allow the transaction to go through but sent this report so you will change the information in your software i e name account num ber routing number etc for future transactions Refer to the last column of the report to determine what information needs to be changed RET Returns A transaction was rejected by the receiving bank and was sent back to InterceptEFT The Returns report displays the reason it was returned so it can be cor rected and prevent any future delays in processing XCC Xcelerated Corrections Non posted Xcelerated Corrections The Xcelerated Corrections is a screening system that compares your transactions by routing and account number against a database of previous NOC transactions The transac tion is stopped before the file is submitted to the Fed eral Reserve for processing This report will only be available for the day in which they are received Prior days are included in the Corrections report 145 1099 1096 1098 Processing 2011 Client Write Up Table 5 1 Direct Deposit Report Details Report Name XCR Xcelerated returns Details Non posted Xcelerated returns for the day they were received only Xcelerated Returns is a screening sys tem that compares your transactions by routing and account number against a datab
137. Federal WH Federal withholding is calculated based on information entered in Firm gt Firm Info Global Settings and the Federal Withholding Informa tion section of the Federal Tax Status tab in Employees gt Employee Setup e Social Security Social Security withholding is calculated based on information entered in Firm gt Firm Info Global Settings e Medicare Medicare withholding is calculated based on information entered in Firm gt Firm Info Global Settings e State WH State withholding is calculated based on information entered on the State Local Tax Status tab in Employees gt Employee Setup Federal withholding state withholding Medicare and Social Security NOTE can be affected by the information in Employees gt Deductions amp Benefits and Employees gt Employee Setup the Deductions tab e City County WH Local withholding is calculated based on information entered on the State Local Tax Status tab in Employees gt Employee Setup Additional Deductions The deductions previously assigned to the selected employee on the Employees gt Employee Setup the Deductions tab display in the Deductions list The amounts are based on the information entered on that same tab Only deductions assigned to an employee show in this dialog box and NOTE print on the pay stub If all 12 deduction lines are used use the scroll bar to the right of the Deductions box to see all deductions To edit deduction amoun
138. For example 30 displays invoices due in the next 30 days Month 1 12 Enter the month of the current year of invoices to display Enter 1 for January 2 for February 3 for March etc If the month entered is greater than the current month invoices from the month of the previous year are dis played This is a convenient way to see activity for the past 12 months For example if it is September and you enter a 3 in the Month field invoices from March of the same year are displayed If in September you enter a 12 in the Month field invoices from December of the previous year are displayed NOTE An entry in Days Past Due or Month disables the Due by search crite ra Limit View to these Vendors Select this box to use the vendor code to search for invoices This uses a range From and To to search for invoices Figure 9 6 Limit View to these Vendors cee acta meetin ls i ym pe 2 E p A s A V Limit View to these Vendors From B To Bo PENN minenn T AWN palin i dn Agpnrtton 203 Editing Invoices 2011 Client Write Up Press F2 in these fields to make a selection from the popup vendor list or enter the beginning of the vendor search criteria in the From field and the end of the vendor search criteria in the To field Example Vendor Code Benny S Bill P Bo BoM Bob J Carl N Enter B in the From field and C in the To field and all vendors with codes beginning with a B are displayed
139. For example if the client s fiscal year begins April 1 the start of year date is 04 01 2011 Fiscal or calendar years are allowed 4 Click Save The conversion process begins PART III Verify the information and complete the setup in CWU 1 Go to Setup gt Client Information Verify the information and complete the cli ent setup See Client Setup on page 31 for more detail 2011 Client Write Up Additional Tools 2 Go to Bookkeeping gt Chart of Accounts and verify that each account its account type and account balance is correct See Editing an Account on page 156 for detail on editing account information NOTE The Chart of Accounts must have a zero balance before it can be saved 3 Go to Employees gt Employee Setup Verify the information and complete the setup of each employee See Setting Up Employee Payroll on page 59 for more detail 4 Go to Payables gt Vendor Setup if using CWU s Accounts Payable feature Ver ify the information and complete the setup of each vendor See Accounts Pay able on page 195 for more detail 5 Go to Receivables gt Customer Setup if using CWU s Accounts Receivable fea ture Verify the information and complete the setup of each customer See Cus tomer Setup on page 234 for more detail Importing from PeachTree Import client employee vendor customer and Chart of Accounts information including account balances from PeachTree software There
140. Listing By Date Sorted The report displays transactions for the selected month sorted by the transaction date By Date This includes the transaction number transaction date journal division description reference used for the transaction account number debits credits and debit and credit totals To run the report go to Reports gt Transaction Listings gt Transaction Listing By Date Sorted By Date Archived This report recreates the Bank Reconciliation report from previously completed bank Bank Recon reconciliations This includes the transaction date reference number description ciliations debit or credit amount cleared transaction totals adjusted bank balance closing book balance and unreconciled balance To run the report go to Reports gt Transaction Listings gt Archived Bank Reconciliations 269 Report Details 2011 Client Write Up Chart of Accounts Reports Chart of Accounts Listing Trial Balance Current Trial Balance By Date Chart of Accounts Prints to Excel Chart of Accounts Listing No Beginning Balances 270 NOTE NOTE Run the Post Transactions process before running this report The report is of the Chart of Accounts and displays and prints the Chart of Accounts This includes the account number level account name account type and starting bal ance To run the report go to Reports gt Chart of Accounts gt Chart of Accounts Listing Current acc
141. N printing Print Employee Contractor Number in Lieu of SSN Select this option to have the employee or contractor number printed on the check stub instead of their Social Security Number Include Company Name and Address on Check Stub Include Trade Name and Address on Check Stub Suppress Employee Contractor Address on Check Stub Suppress Vacation Sick Holiday Time on Check Stub Print Employee s Pay Rates on Alt Check Stub Print Pay Period Date Range on Check Stub Print Vacation amp Sick Hours Balance on Stub Include Company Name and Address on Check Include Trade Name and Address on Check 4 Click Save MICR Payroll Check Setup NOTE See MICR Checks on page 305 for an overview of this process Complete the following options if you are printing payroll checks using blank MICR check stock 1 Go to Setup gt Check and Stub Options gt MICR Payroll Figure 3 14 MICR Payroll Check Stub Options meal cage ot FOI get aaa tf D ATOLL Piatt LAL my em ete MICA Check Stub Options at wal F Alt Check Stub for Middle Checks Comprehensive P Alt Check Stub for Middle Checks Locality Taxes Print Check Number on Check Stub Print SSN on Check Stub Print SSN Mask with Last Four on Check Stub Print Employee Contractor Number in Lieu of SSN Include Company Name and Address on Check Stub Include Trade Name and Address on Check Stub Suppress Employee Contractor Address on Check Suppress Vacation Sick H
142. ORTANT on weekends or holidays See Appendix F InterceptEFT Holi days on page 320 for the Holiday Processing Calendar e Check Number optional The check number should correspond to the number on the check that was issued to the employee This field is not avail able for direct deposit employees e Regular Hours The information in this field is displayed only when the employee is not a multiple pay rate employee and it reflects the information entered in the Employees gt Employee Setup Payroll Wages Rates tab the Pay Frequency field Use this field to override the default number of hours worked Enter the correct number of hours and the regular pay earnings and deductions adjust automatically To remove the default hours go to the Payroll Wages Rates tab in Employees gt Employee Setup and select Zero from the Pay Frequency list Regular Hours changes to Total Hours when the employee is a multiple pay rate employee e Hours Worked The amount in this field is calculated by adding Regular Hours plus Overtime Hours or Regular Hours minus Sick Hours The amount in this field is used to calculate the employee s deduction or benefit if specified to be used in the calculation when the deduction or benefit was set up Edit the amount in this field as needed See Deduction Calculation and Benefit Calculation e Total Hours This is a calculated field that is active only when the employee is a multiple pay rate employe
143. OTE are to be included in the report The number of divisions includes the division initially selected For example select Division 3 and the num ber of divisions to include is 4 The report will include divisions 3 4 5 and 6 To run the report go to Reports gt P amp L gt Multicolumn Divisional P amp L Prints to Excel Run the Post Transactions process before running this report After selecting a month and number of months to include the report displays calcula tions for those months based on entries made prior to the last Post Transactions pro cess Calculations are listed by the account name with totals for gross and net profit or loss To run the report go to Reports gt P amp L gt Multicolumn Monthly P amp L The month selected is the first month of the report The number of months chosen indicates how many consecutive months are included NOTE in the report The number of months includes the month initially selected For example select the month of May and the number of months is four The report includes the months of May June July and August 2011 Client Write Up Report Details Multi Run the Post Transactions process before running this report Column Monthly P amp L After selecting a month and number of months to include the report displays calcula Prints to tions for those months based on entries made prior to the last Post Transactions pro Excel cess Calculations are listed by the
144. P amp L Reports 1 Column Divisional P amp L NOTE Profit and loss reports are based on income and expense entries Run the Post Transactions process before running this report The report displays the gross and net profit amounts and percentages based on the transactions that have been identified in payroll and journal entries with the division number To run the report go to Reports gt P amp L gt 1 Column Divisional P amp L Refer to the section in this manual under Headers and Footnotes on page 54 to assign division information Divisions must be set up before generating any payroll or transaction data in order to be reflected in division reports 263 Report Details 1 Column Divisional P amp L Prints to Excel 2 Column Monthly vs YTD P amp L 2 Column Monthly vs YTD P amp L Prints to Excel 1 Column P amp L Year to Date 1 Column P amp L Year to Date Prints to Excel 2 Column P amp L Year to Date 264 NOTE 2011 Client Write Up Run the Post Transactions process before running this report The report displays the gross and net profit amounts and percentages based on the transactions that have been identified in payroll and or journal entries with the divi sion number To run the report go to Reports gt P amp L gt 1 Column Divisional P amp L Prints to Excel Refer to the section in this manual under Headers and Footnotes on page 54 to assign
145. PORTANT Close all other instances of Client Write Up before updating prior year clients Only the current year Client Write Up program should be running To update on the fly Client Write Up clients from last year s Client Write Up pro gram complete the following steps 1 Go to On the Fly Forms gt Update Prior Year On the Fly Figure 7 1 Update Prior Year On the Fly Clients W Update Prior Year On The Fly Information Select Data Path Client Wte Up has been detected in the following locations ue Please pick the location you want to update from If the following list does not include your prior year data file location Help select the Browse button to select the location It is strongly recommended you backup your 2009 clients prior Exit moving the information to the 2010 program ea Select Forms FACWU20094 Ki HACWU20094 m 1098 F 1099Div I 10984nt Data Path I 1099Misc S I 1099PATR P 1099A Select the Clients you want On The Fly information updated to 2010 T1083 F wee Client Code Name A Select All P Ditires Tom Terrific WALKER Walkers Drug Store UnSelect All Olwatly Waly West O water Clean Water Mi lt gt Update Progress 171 W 2 On the Fly 4 5 2011 Client Write Up Select the location of the client files to convert to the 2011 program by clicking the location If the proper location is not displayed click the browse icon Bl and navigate to the correct location
146. Payments af 2 Enter the payment date using the Transaction Date drop list Apply Payments 3 Select the customer to apply the payment from the drop list in the Customer field When the Customer window displays double click the desired customer The customer s address contact information available credit and amount owed dis play 4 Select the Payment Credit option button 245 Applying Receivables Payments 2011 Client Write Up Figure 10 7 Accounts Receivable Entering Payments E Accounts Receivable Enter Payments Transaction Date fE 05 2010 v Available Credit 13 667 53 Customer Franken Stine zi Address 94994 Scary Way Cell 45 Redan GA 30074 Contact Count Stine Phone Operation Payment Credit Adjustments Bad Debt Write Off C Reverse Entries View Transactions Delete Entries C Payments Reference Check 1957 Payment 150 00 Amount Owed 16 322 47 Undistributed Payment 150 00 Distributed Payments Invoices Invoice Number Due Date Invoice Amount Invoice Balance 1027 iad 03 07 2010 1 34273 442 73 Transactions Type Amount Applied Date Time Stamp PPA x 150 00 Payment 03 05 2010 1 4 40 22 Transaction Type Amount Applied Note Transaction Date Time PPA 900 00 Partial Pymt 03 05 2010 1 4 40 22 5 Complete the following fields in the Payments section e Reference optional Enter up to a 20 characters to provide additional information for this transaction e g
147. R Check Options te ate Print Trade Name on Stub J Print Company Name on Stub I Suppress Bank Name amp Account on Stub J Print Vendor Address on Check Print Trade Name on Check Stub Print Company Name on Check Stub Suppress Bank Name amp Account on Stub Print Vendor Address on Check Stub 3 Click Save Reporting Options Use reporting options to tailor the appearance of reports Customize report headers and footnotes font sizes and colors watermark and logo settings field labels and 94X form options 53 Reporting Options 2011 Client Write Up Headers and Footnotes 54 The header and footnote information for reports can be created and edited 1 Go to Setup gt Headers amp Footnotes Figure 3 17 Headers and Footnotes Headers Footnotes and Divisions Accountant s Header Line 1 Accountant s Header Line 2 Footnote 1 Footnote 3 Footnote 2 Profit and Loss Report Title Balance Sheet Report Title Division 1 Administration Division 2 Sales Division 3 Overhead Division 4 Division 5 Division 6 Division 7 Division 8 Division 10 Division 9 Division 11 Division 12 2 To set or edit the title for an option click the field name to edit and enter the desired text The following field types may be edited Accountant s Header Info To add an accou
148. Reporting Agent PIN lentes agin m Pes _ al 2 Verify the Business Taxpayer option button is selected on the right side of the window 3 Select the E File 94x box on the left side of the window This activates the bottom portion of the dialog box 4 Enter the PIN the business taxpayer received from the IRS into the Ten 10 digit Signature PIN text box 5 Click Save and Exit Electronic Return Originators or EROs are individuals who have passed annual suit ability checks by the Internal Revenue Service and have subsequently been accepted into the electronic filing program An ERO does not have signature authority and should not be issued a 10 digit PIN to sign an OnLine Employment Tax Return for the taxpayer The Business taxpayer must sign their own return via the approved software and should not disclose the PIN to anyone PINs are confidential An EFIN is required to e file tax returns If you already have an EFIN you still must update your Form 8633 line 4 to be able to e file 94X series tax returns Call 866 255 0654 option 1 3 to IMPORTANT update your Form 8633 Perform the following procedure for each customer for which the ERO will be e filing 94X series tax returns An ERO can use CWU to transmit an application for their customer to receive a 94X e filing PIN The customer Business Taxpayer will receive their 10 digit PIN in the mail from the IRS For the ERO to transmit their customer s 94
149. S TOTAL OTHER ASSETS CURRENT LIABILITIES TOTAL CURRENT LIABILITIES LONG TERM LIABILITIES TOTAL LONG TERM LIABILITIES CAPITAL TOTAL CAPITAL TOTAL LIABILITIES AND CAPITAL 2 Select a report type from the Select Report Group drop list then select the report to customize from the Select Report drop list 3 Select the desired check boxes to customize the report e Remove Report Name From Footer The name of the report will not print in the report footer e Center Report Footnotes The footer prints centered on the report e Remove Footnotes from non Financial Statements No footer prints on any report except balance sheet and profit and loss reports For these reports 55 Reporting Options 2011 Client Write Up either the default footer or the footer text entered in Setup gt Headers and Footnotes is printed e Print Address in Header The client s address as entered on Setup gt Client Information prints in the report header e Print Date Time Stamp on Report The date and time the report ran prints on the report e Change For the period ended to As of This option is available only for balance sheet and profit and loss reports The words As of replace For the period ended on the report e Use Default Labels This option is available only for balance sheet and profit and loss reports Select this option to reset the report labels to the default as th
150. SC and 1096 Contractors gt Process 1099 Misc Create Print W 2 on the Fly Create a W 2 by entering information directly onto a W 2 form without setting up the employee On the Fly Forms gt W2s on the Fly Create Print W 2 W 3 Create edit and print W 2s and W 3s Employees gt Process W2s Delete Client Files Permanently delete a client s files Tools gt File Maintenance gt Delete Client Edit Appearance of Reports Customize the appearance of reports color font logo and watermark Setup gt Display Settings Edit Report Header and Footer The header and footnote information for reports can be modified Setup gt Headers amp Footnotes E File 94X Forms Electronically file the 94X forms E Filing gt 94X E Filing gt Select Transmit 94X Forms gt 94X E File PIN Application Transmit the PIN application required to e file the 94X forms E Filing gt 94X E Filing gt Select Transmit PIN Applications E File Transmission Status View transmission status information for all tax deposits and PIN applications E Filing gt 94X E Filing gt View Results E mail CWU Tech Support Send e mail directly to technical support Include your name EFIN and a description of the prob lem in detail Help gt Email CWU Tech Support 317 Appendix E Client Write Up Menus Task Enter Journal Transactions Table 14 1 Menus Descr
151. Service Charges Penalties Enter the Transaction Date Select the customer for the invoice using the drop list in the Customer field When the Customer window displays double click the desired customer The customer s address and contact information display Select the invoice from the Invoice Number drop list Details of the selected invoice display In the Invoices section complete the following field information e Transaction Type Select the type of transaction from the Transaction Type drop list You can select to add a penalty add a service charge or add a service charge and a penalty to the invoice You can also select to remove or reverse a penalty remove a service charge or remove both a service charge and a penalty from an invoice Penalty and service charge amounts are added to the amount of the outstanding balance of the selected invoice or removed if a reversing Transaction Type is selected e Service Charge The amount of the Service Charge comes from the Cus tomer Setup screen Service Charge field Edit the amount of the Service Charge as needed for this invoice 2011 Client Write Up Applying Receivables Payments e Penalty Enter a penalty amount for this invoice This field is available for all transaction types except Service Charge and Reverse Service Charge e Note Enter a note for informational purposes 6 Click Save to move the entry to the grid section Deleting Service Charges and Pena
152. TE Assign a status to a customer by going to Receivables gt Customer Setup Store unique information about customers using user defined fields Enter a heading that describes the type of information to be stored in the field e g Credit card number birthday etc The input fields for these headings appear on the User Defined Info tab in Customer Setup Once User Defined Heading labels have been entered click Save Entering Sales Tax Records Enter state county and city specific sales tax information Create a sales tax record for each state in which you do business If you do business in various counties within a State a unique sales tax record is required for each county This also is true for unique city tax rates Example You do business in the cities of Highlands and Franklin both in Macon County North Carolina You should create two sales tax records both showing North Carolina and the appropriate state sales Tax Rate and Macon County with the appro priate county Tax Rate The City Names will show the two different cities and the city Tax Rate should be entered even if the rate is the same for both cities When the sales tax information is entered run the Sales Tax Sum mary report to calculate the amount of sales tax owed each entity in NOTE which you do business Go to Reports gt Accounts Receivable gt Sales Tax Summary to run this report 230 2011 Client Write Up Entering Sales Tax Records To ente
153. The client files entered on the fly in the selected location are displayed at the bottom of the dialog box Select individual client files by clicking the box in the Client Code column or click Select All to convert all clients in this location On the right side of the window select the forms to bring into the current program or select All to bring all forms for the selected clients forward Click Update W 2 On the Fly This feature enables you to create process and print W 2s and W 3s for clients who keep their own books Once processed use CWU to upload these forms to the Social Security Administration W 2 On the Fly Preparation Before entering W 2 information on the fly you must change to the appropriate cli ent Open or create the appropriate business client employing this employee by either Sg Going to the Client Write Up Home window click OPen Client and change to the appropriate client or Creating a new client by going to File gt New Client and complete the Contact Information see Contact Information on page 32 and W 2 W 3 1099 1098 Setup see W 2 W 3 1099 MISC Setup on page 34 tabs Creating W 2s on the fly under the wrong client results in an incorrect W 3 for that client IMPORTANT If the client was entered into last year s Client Write Up program as an On the Fly client you can bring that client s information into the current year CWU program See Update Prior Year On the
154. User s Manual gt Client Write Up 2011 Drake 2011 Client Write Up Copyright The 2011 Drake Client Write Up Manual Drake Client Write Up Drake Tax Software and any other related materials are copyrighted material All rights are reserved by Drake Enterprises LTD including all ownership rights This document associated software and related material are the property of Drake Enterprises LTD Drake Enterprises LTD hereby authorizes you to download display print and reproduce the material in this document in an unaltered form only for your personal non commercial use or for non commercial use within your organization Copyright trademark and other proprietary notices may not be removed 2011 Drake Enterprises LTD All rights reserved While every attempt has been made to produce an accurate and complete manual there is no warranty expressed or implied to that effect Drake Enterprises LTD assumes no liability for damages or claims resulting from the use of the information contained herein TRADEMARKS The Drake Software Logo Drake Tax and Client Write Up are registered trademarks of Drake Enterprises LTD Other product names mentioned in this manual may be trademarks of registered trademarks of their respective companies 2011 Client Write Up 2011 Client Write Up Table of Contents Lodge ts Uo itos a ee il nee ee eae ee eee ee eee EE 1 MCAtures a ce attiotdsavdaws dae danei s Pda ede te
155. Vendors with Activity Omit Voids Live Vendor Check Register Omit Voids 272 2011 Client Write Up To run the report go to Reports gt Accounts Payable gt Cash Requirements Report The report displays the check register for Non Vendor checks printed based on a start ing and ending date range Only NonVendors with activity within these dates are included The report includes each NonVendor s name address each check date check number and check amount the total number of checks printed and total check amount for each NonVendor and the number of voids To run the report go to Reports gt Accounts Payable gt List NonVendors with Activity The report displays the check register for vendor checks printed based on a starting and ending date range This includes the check number check date the payee check amount and if the check was voided A total count for valid checks written voids and the total amount for valid checks written is included To run the report go to Reports gt Accounts Payable gt Live Vendor Check Register The report displays the payment register live and ATF for vendor payments based on a Starting and ending date range This includes the check number and payment type live or ATF payment date the payee check amount invoice ID and invoice number Also included is a count of the number of live payments and ATF payments broken down by type of payment cash check credit card electroni
156. X PIN complete these steps 2011 Client Write Up PIN Applications for Electronic Filing 1 Go to Setup gt Client Information gt EF Setup Complete the fields on the right side of the screen Figure 3 10 94X PIN Application ERO s Customer Pisin tan tell Diva tani E a tia oy os ni Name Control for Drak E File Transmitter EFIN 777777 Signature Name John Smith Application Date 01 07 2011 v C Business Taxpayer ERD C Reporting Agent atin Name Control for E File This must match the name issued to the client by the IRS or the application will be rejected This name appears on all the cli ent s mailing labels from the IRS If you are unsure what to put in the Name Control for E File field call the IRS EIN verification line at 800 829 4933 Transmitter EFIN This defaults to the firm s EFIN Signature Name This is the name of the signer of the tax return Application Date Enter the date of the application for the PIN 2 Select the ERO option button 3 Click Save The Create PIN File button is activated 4 Click Create PIN File Next transmit the PIN application to Drake 1 Go to E Filing gt 94X E Filing gt Select Transmit PIN Applications See Transmit PIN Application 2 Select the appropriate quarter from the Select Quarter drop list aa Click the box in the Client Code column of the application you wish to transmit 4 Click Transmit An ackn
157. Year Date 01 29 2010 v This date represents the first day of the client s annual accounting period 2 Select Convert QuickBooks 3 Enter information in the following fields Client Code Enter a client code If the client code exists in Client Write Up you can only convert information that does not exist in CWU For instance if there is an employee in CWU for the client code entered the Con vert Employees option is not available If a client code is entered that does not already exist in CWU you will be prompted to enter information about the client A Client Code must be a unique code not currently used in CWU Client codes are up to eight alpha numeric characters 0 9 A Z and a z including underscores _ Select to convert employee customer Chart of Accounts or vendor informa tion or Select All Conversions to import all four Information can only be converted once Selections previously converted are unavailable for conver sion Bus Type From the drop list select the same business type that was used in QuickBooks sole proprietor 1040 partnership 1065 corporation 1120 or an S corporation 1120S Deposit Frequency Used to determine whether a Schedule B is required to be filed with Form 941 Select Semi Weekly to produce a Schedule B with Form 941 Select Monthly to fill in Line 17 of both Form 941 and 941SS Start of Year Date Set this date to the first day of the client s business year
158. a few changes The correction file con taining the proper coding should contain only the records needing correction not the entire file e File is formatted as EBCDIC All files submitted electronically must be in stan dard ASCII code e Transmitter has one TCC number but is filing for multiple companies When sending the file electronically enter the EIN of the company assigned to the TCC When you upload the file it contains the EINs for the other companies that you are filing for This is the information that is passed forward 313 Appendix C IRS FIRE Website 2011 Client Write Up e If the transmitter sent the wrong file call the IRS as soon as possible toll free at 866 455 7438 The IRS may be able to stop the file before it has been processed Please do not send a replacement for a file that is marked as a good file 314 2011 Client Write Up Appendix D Drake Document Manager Appendix D Drake Document Manager DDM Use the Drake Document Manager to create an organizational file structure for storing electronic documents such as CWU client files and PDF copies of tax returns The Document Manager or DDM is organized as a three level system Think of it as a virtual filing cabinet with drawers and folders in the drawers Level 1 is the cabinet Level 2 is the drawer Level 3 is the folder Folders may also have subfolders The actual documents reside in the folders and subfolders To access the Drake Docu
159. a ha oan P aE Fields on the left beneath Net Due Purchase Price Late Fee Insurance Other Tax and Ship Charge are charges Fields on the right beneath Net Due Discount and Rebate are credits Enter the actual amount charged or credited not percentages The Vendor Code and Net Due fields are required when entering IMPORTANT an invoice All other fields are optional and primarily for your infor mation Cale d Net Calculated Net equals charges minus credits Use this field to verify the amount entered in Net Due is correct on the bill and entered cor rectly in Client Write Up 2011 Client Write Up Entering Invoices e Print Preview Invoice on Save Select this option to have CWU produce an invoice when Save is selected Once the invoice displays you can print email or save the invoice ATF Quick Gen Payment This section is activated when the ATF box is selected designating the invoice as an ATF transaction ATF payments can be recorded either in the ATF Quick Gen Pay ment section or by going to Payables gt View amp Pay Invoices and clicking Record ATF Pmts See Recording ATF Payments on page 208 Complete the following fields to record an ATF payment here e Pmt Amt Enter the amount of the ATF payment If there is an outstanding bal ance after the ATF payment is recorded the invoice shows as partially paid and additional ATF payments can be made by going to Payables gt View amp Pay I
160. account name with totals for gross and net profit or loss To run the report go to Reports gt P amp L gt Multicolumn Monthly P amp L Prints to Excel The month selected is the first month of the report The number of months chosen indicates how many consecutive months are included NOTE in the report The number of months includes the month initially selected For example select the month of May and the number of months is four The report includes the months of May June July and August Monthly Run the Post Transactions process before running this report Prior Year Comparison The report compares gross and net profit and loss for a selected month of this year and last year This includes the account name account amount and percentage The report also shows total income and total gross profit or loss To run the report go to Reports gt P amp L gt Monthly Prior Year Comparison NOTE The current year is listed first Monthly Run the Post Transactions process before running this report Prior Year Comparison The report compares gross and net profit and loss for a selected month of this year and Prints to last year This includes the account name account amount and percentage The report Excel also shows total income and total gross profit or loss To run the report go to Reports gt P amp L gt Monthly Prior Year Comparison Prints to Excel NOTE The current year is listed first P amp L By
161. actor Payroll Options 136 Mark Printed The Mark Printed field is permanently selected for non direct deposit contractors and cannot be edited ATF checks do not appear as checks to be printed on the Print New Checks dialog box This field changes to the No Stub option for direct deposit contractors No Stub The No Stub option is available only for direct deposit contractors and when selected indicates that no check stub should be printed When this option is selected no print record displays in Contractors gt Print New Checks This field changes to the Mark Printed option for contractors not set up for direct deposit Test Check for Direct Deposit Select this option to create a test check Direct Deposit file for the selected contractor that can be transmitted to InterceptEFT Inter ceptEFT does not require that you transmit a test check When this option is selected all amounts on the check change to zeros A test transmission file is created when the test check is saved Create a separate test transmission file for each contractor See Transmitting Contractor Direct Deposits on page 143 for information on transmitting to InterceptEFT NOTE No information moves to the journal for a test check when the book keeping feature is being used Reset The Reset button clears the payroll information from the dialog box Delete The Delete button removes the payroll check from the payroll reports All checks can
162. ad manual addendum pages 1 Go to http www Support DrakeSoftware com 2 Click the Training Tools link on the left side of the page 3 Click the Manuals link 4 Scroll down to the Client Write Up Manuals section and click the Instructions link This PDF file lists the details of each manual addendum page update Once the file opens you can Save or Print the file 2011 Client Write Up Navigation Click the specific addendum page number to view the updated page Once the file displays you can Save or Print the page and insert it into your printed manual Purchase a printed copy of the Client Write Up manual by going to http www Support DrakeSoftware com click on Client Write Up on the left side of the page Then select the link at the top right of the page that says Click here to order a copy of the CWU 2011 Manual NOTE Navigation We suggest you download the entire manual to your computer s desk top Having an electronic copy of the manual on your computer pro vides you the ability to quickly search for your desired topic Since the manual is updated frequently you should download the entire manual to your desktop at least once a month CWU is a Windows based program and has standard drop list menu navigation The following tips will aid in navigating the program Press ESC to exit any window or dialog box NOTE Pressing Esc to exit a screen does not save the information on that screen You must click the S
163. adjusted to match pre printed checks Complete the following to adjust the pre printed payroll check alignment 1 Go to either Contractors gt Check Alignment or Employees gt Check Alignment 2011 Client Write Up Transmitting Contractor Direct Deposits Figure 5 4 Check Alignment E Paycheck Print Adjustment Business Name Check Date Street Address City State ZIP Amount Written Amount Employee Name NOTE Preprinted check alignment made on the Contractors gt Check Align ment window also affect employee paycheck alignment 2 Click the left mouse button on the field to be adjusted 3 Hold the mouse button down while dragging the field to the desired position on the check 4 Release the mouse button to place the field in the new position on the check 5 Click Save to save the changes Click Reset to restore all the fields on the check to their default location Due to multiple options of operating systems printers and check formats minor adjustments may be required to make checks print properly Copy a check and print a test check to make sure the information matches and is positioned properly This pre vents wasting check stock Transmitting Contractor Direct Deposits Once live payroll has been entered for direct deposit contractors and their pay stubs have been printed transmit the pay information to InterceptEFT An Internet connection is required to transmit Direct Deposit infor IMPORTANT mat
164. ague Jim Beetle Masfly NC Rural Phone Company Orville s Egg Service lt Vendor Code Company Name First Name Last Name Address1 Vendor Code applecounty etonic fedex hartismeats hsprague jbeetle maxfly neruralphone orvilleegg Orville s Egg Service J Orville as oo Hicks fi 14 West Main Street 444 55 2222 656 32 8521 Save Delete Reset Exit Help ID Number 27 2433366 EIN v Default Accounts for Vendor Checks Position in field and press F2 for list Cash Acct 100 02 Address2 Expense Acct 656 1099 Options Default Other Income Do NOT generate a 1099 City Raleigh State Ne Zip Postal Code jaz Country USA ET 9 368 2444 Phone 3 Complete the following fields NOTE Company Name Vendor s company name First Name and Last Name Name associated with the vendor If no Company Name is entered CWU uses the First Name and Last Name fields to create a Company Name For instance if the First Name is Fred and the Last Name is Harrison CWU uses FredHar rison as the Company Name Address Country Phone Optional fields Enter the appropriate vendor information Include formatting when entering the Phone field Zip Postal Code Enter the vendor s zip code This field is formatted after information is typed The City and State fields autofill with information from the zip code database Include for
165. alculated fields 3 Click Save to save the settings and exit or click Exit to exit without saving your settings 58 2011 Client Write Up Setting Up Employee Payroll Employee Payroll Client Write Up makes the distinction between Employees and Contractors Employees receive a W 2 at the end of the year and contractors receive a 1099 MISC Setting Up Employee Payroll To set up employee payroll complete the following steps 1 Assign account numbers to payroll processing features and enter federal state and local tax rate information See Account and Payroll Information 2 Set default deductions and benefits offered to any employee See Deductions and Benefits Setup on page 65 3 Enter information about the client s W 2 employees See Employee Setup on page 72 Account and Payroll Information To assign specific account numbers from the Chart of Accounts to payroll processing features go to Employees gt Account amp Payroll Information General payroll set tings rates and limits are also entered here Payroll None of the settings on the Payroll Options tab are required to process payroll Options Figure 4 1 Account amp Payroll Information Payroll Options E Account amp Payroll Information Payroll Options G L Account Numbers State Rates Limits Local Rates r Module Setup Payroll Options I Suppress display of Terminated Employees IV Store all overtime pay separate
166. als To run the report go to Reports gt Transaction Listings gt Journal Code Transaction Listing Sort order is either Normal Sort or Sort by Reference Number Nor NOTE mal Sort order displays transactions in the order they were entered Sort by Reference Number lists transactions by order of reference number assigned to the transactions Transaction Run this report prior to running the Post Transactions process Listing The report displays transactions in the order they were entered for the current month This includes the transaction number transaction date transaction journal division transaction description reference used for the transaction account number debit and credit amounts and debit and credit totals To run the report go to Reports gt Transaction Listings gt Transaction Listing Transaction Run this report prior to running the Post Transactions process Listing Wide Format The report displays transactions in the order they were entered for the current month This includes the transaction number transaction date transaction journal division codes for employees vendors and contractors transaction description reference used for the transaction account number debit and credit amounts and debit and credit totals To run the report go to Reports gt Transaction Listings gt Transaction Listing Wide Format 268 2011 Client Write Up Report Details Monthly Run this report prior to running
167. an check box and enter the plan number Setup gt Client Information gt Business Information EPDW Employee s contribution to a private disability insurance plan When a deduction is set up using the EPDW withholding code you should also select the Employer has Private Dis ability Plan check box and enter the plan number Setup gt Client Information gt Business Information PERS Employee s contribution to a public employees retirement system MDSP Maryland State Pickup Amount This is a mandatory employee retirement deduction for all employees in Maryland that participate in the retirement system This deduction is not subject to federal tax but is subject to Maryland state and local tax If this withholding applies also select the W2 Box 14 box 67 Setting Up Employee Payroll 2011 Client Write Up 68 Adding a Benefit Deductions amp Benefits e Federal FICA Medicare State Local Select the appropriate box if the deduction amount is taxable When the information is saved selected boxes show a Y in the field and boxes not selected show an N in the field A Y means the deduction is subject to the specified type of withholding An N means the deduction is not subject to the specified type of withholding e FUTA SUTA and Garnish Select these boxes if the deduction is exempt from FUTA federal unemployment tax SUTA state unemployment tax or wage garnishment e W2 Box 10 Select this box to
168. and Extended Price 3 Select Add Line Item then Save On the Shipping Address tab enter the customer s shipping information Name Billing Address Phone and Contact The Ship Address option on the Customer Info tab must be selected for this information to show on an invoice Entries on the User Defined Info tab are for informational purposes only User Defined Fields The headings for these fields come from the User Defined Headings section of the Customer Status tab under Receivables gt Receivables Options Enter the information appropriate to the field heading E Mail and Web Address Enter the customer s e mail and website addresses if appropriate Click Save once all entries have been made Editing a Customer To edit an existing customer go to Receivables gt Customer Setup and double click a name from the list of customers The data fields for that customer activate Edit the desired fields and click Save 238 2011 Client Write Up Entering New Invoices Entering New Invoices Invoices To enter invoice information complete the following steps 1 Goto Receivables gt Enter Update Invoices The Enter Update Invoices dialog box is displayed 2 Select the customer for the invoice using the drop list in the Customer field When the Customer window displays double click the desired customer Nearly all fields on the Enter Update Invoices dialog box autofill with information pre viously set up for t
169. ar end zeroes are exported to Drake for those account numbers higher than the Retained Earnings account Importing from QuickBooks 296 Import client employee vendor customer and Chart of Accounts information including account balances from Intuit s QuickBooks software There are three parts to this process IMPORTANT All transactions from the QuickBooks transaction register must be posted to the Chart of Accounts prior to exporting information from QuickBooks If you will be converting the Chart of Accounts it is strongly rec ommended that you print a Trial Balance report in QuickBooks prior to beginning this process PART I Complete the following steps in QuickBooks 1 Select the company to be imported into CWU 2 Go to Edit gt Preferences gt Accounting gt Company Preferences and verify that Use gt Account gt Numbers is selected In the Chart of Accounts verify the accounts exist 3 Make sure all transactions in the General Journal are posted to the Chart of Accounts 2011 Client Write Up 4 Close the Chart of Accounts Additional Tools 5 Go to File gt Utilities gt Accounting gt Export gt Lists to IIF Files 6 On the Export window select all check boxes Figure 12 8 QuickBooks Export Selection Window 7 Click OK Select the lists that you would like to export Chart of Accounts Customer List Yendor List Employee List Other Names List Customer Type List vendor Type
170. ase of previously returned transactions The transaction is then taken out of the file before submitting it to the Federal Reserve FAR File Acknowledgement Summary Summary of files that have been received by Inter ceptEFT The report confirms the files they received by batch and total dollar amount MBS Monthly Billing Summary Billing summary of your monthly charges Each client will have a lump sum for processing during the month MBD Monthly Billing Detail Detailed billing statement of your monthly charges Each client will have an individual breakdown of trans actions processed during the month The Review Repts button displays the Review Reports screen where previously pro duced reports can be viewed and printed See Report Review on page 279 for instructions on running these reports IMPORTANT 1099 1096 1098 Processing NOTE of this process To transfer payroll information to the journal see Payroll Journal Entry on page 160 See Print and Upload 1099s and 1096s on page 307 for an overview Client Write Up produces Form 1099 MISC for contractors based on earnings throughout the year The contractor must be set up and have at least one check printed and dated during 2011 or an ATF check recorded with a check date of 2011 Only pay ments made with a check date in 2011 are included in the contractor s 2011 1099 Forms 1099 MISC must be processed before they can be print
171. assign the deduction to box 10 on the W 2 e W2 Box 14 Select this box to assign the deduction to box 14 on the W 2 If the proper box is not selected then the information does not flow to the W 2 correctly e Match to Benefit Number Enter the number of a benefit and the deduc tion amount will match the benefit amount If a deduction amount is entered that amount is ignored when matching a benefit amount The deduction amount will always equal the benefit amount even if the default benefit amount is edited on the Employees gt Employee Setup gt Deductions tab or during payroll processing To use this option the benefit to be matched must be setup and saved first see Adding a Benefit on page 68 Use the reference number of NOTE the saved benefit far left column on the bottom half of the Employees gt Deductions amp Benefits gt Benefits window Enter that reference number in the Match to Benefit Number field 4 Click Save The deductions list shows the added deduction Assign employee deductions and deduction amounts to each employee NOTE by going to Employees gt Employee Setup select the employee and click on the Deductions tab When adding or editing a benefit enter a fixed dollar amount a percentage or noth ing The benefits list allows up to 20 entries To add a benefit complete the following steps 1 Goto Employees gt Deductions amp Benefits and click the Benefits button in the Type section
172. at the top left filter reports by display format including text Rich Text Format RTF file Microsoft Word Microsoft Works PDF format DDOC file format Excel Direct Deposit reports in PDF Excel and Comma Sep arated Value CSV formats Direct Deposit transmission reports in text TXT format and 94X series tax returns Display Release Notes shows specific infor mation about each update of the Client Write Up program that has been down loaded and installed 3 Click a column to sort the list in ascending or descending order by report name or date time stamp 4 Select the box beside the report you wish to review then click OK 5 Select the program you wish to use to view the report from the Open With win dow and click OK Delete Delete saved reports by selecting the report and click Delete 280 2011 Client Write Up Installing Program Updates 1 2 Tools This section reviews the following e The various tools and file maintenance utilities available on the Tools menu e Details on additional utilities and tools in Client Write Up Installing Program Updates Use this function to update the Client Write Up program files on your computer An Internet connection is required for this option IMPORTANT If you are on a network everyone on the network must be out of the program to install an update Complete the following steps to download and install updates 1 Go to Tools gt Install Program Updates CWU use
173. at www irs gov for IRS guidelines regarding the appro priate deposit frequency e Bus Type Select one from the drop list sole proprietor partnership corpora tion or an S corporation e Start of Year Date Set this date to the first day of the client s business year For example if the client s fiscal year begins April 1 the start of year date is 04 01 2011 Fiscal or calendar years are allowed e Company No Longer in Business Select this option if the client went out of business during 2011 When this option is selected the Last Business Date field is activated where the client s last date in business in 2011 should be entered e Live ATF Portals Payroll If this client is a portals payroll client specify whether they are a Live or After the Fact ATF portals payroll client The default selection is Live Portals Payroll NOTE Disregard the Live Portals Payroll and ATF Portals Payroll settings if this client is not a portals payroll client e Employer has Private Family Leave Insurance Plan Select this option if the client offers employees a private family leave insurance plan When this option is selected the Private Family Leave Insurance Plan Number field is activated 33 Setting Up a New Client 2011 Client Write Up and the employer s plan number should be entered Private Family Leave Insur ance should also be set up as a deduction see Adding a Deduction on page 65 with a With
174. ation displays If the appropriate NonVendor is not listed on any of the saved lists enter the NonVendor s information directly into the Pay to and Address fields You should press F3 F4 or F5 in the Pay to field to select the NonVen NOTE dor each time you enter a NonVendor check Enter a new NonVendor s information only if the NonVendor is not displayed in one of these lists 219 Check Writer 220 2011 Client Write Up N Enter a Memo to print on the check This field is optional 8 The top part of the Bookkeeping Transactions section is for entry of transaction information The grid at the bottom displays the list of transactions that are gener ated in the general ledger when the check prints Press F2 in the Account fields to select Cash and Expense accounts for this check You can also type the account number into the field 9 Enter the description to display in the general ledger for this transaction in the G L Description field 10 Click Add Replace to copy the Cash and Expense Accounts and Amounts and the G L Description to the grid section The Balance column updates to show the amount of the total check that has not been allocated to the Cash and Expense accounts 11 To edit the Amount or Description for a transaction in the grid double click the entry in the grid The transaction information displays in the top part of the Book keeping Transactions section Make necessary edits and click Add Replace C
175. atus at the bottom of the screen returns to Idle the process is complete If the sync is successful the Portals Return Code shows Successful in the Sync Status part of the screen For each Portals client you must e Identify all Portals clients as either Live or ATF payroll clients NOTE Identifying Portals Clients on page 322 and Run the sync process Syncing CWU and Portals Records on page 322 323 Appendix G Portals 2011 Client Write Up After the initial manual sync of a Portals client CWU automatically syncs whenever a Portals employer is made the active client To disable the auto sync feature select Disable Auto Sync NOTE The auto sync feature should be disabled if you are using a dial up Internet connection Each sync updates data based on the time stamp of when the data was changed For example An employer changes an employee s status and before a sync is performed someone at the firm changes that same employee s status to something else When the sync is completed the employer s value is recorded IMPORTANT first due to the earlier time stamp and then it is overwritten with the firm s changes due to the later time stamp of the two Since the information is time sensitive it is important to have the correct date and time on your computer It is also important to perform a sync on a timely basis Logging in to the Portal Admin and Firm An Internet connection
176. ault multiple pay rates are incorrect Figure 4 13 Multiple Pay Rate Rates and Hours eer wv ee ee PET ae Ea tT n__n are ea en pa Rates and Hours Do not include Overtime in the Hours fields Server Sous Chef Maitre D Rate One 10 00 Rate Two 1200 RateThee 15 00 Rate Four 0 00 Hours 0 00 Hours 0 00 Hours 0 00 Hours 0 00 EPR e S COST a EEPE e O atime PE r e N e Hours Enter the hours worked at each multiple pay rate The total of all multiple pay rate hours is displayed in the Total Hours field e State Code This is determined by the state selected in Tax Table in Employees gt Employee Setup the State Local Tax Status tab NOTE Fields are formatted when displayed and any changes are formatted after leaving the field e Pay Period Ending This is the current computer date To change the date enter the appropriate date using the MMDDYYYY format e Check Date This field is not used when preparing live payroll for employ ees that receive printed paychecks and is therefore unavailable For those employees the check date is entered when checks are printed The Check Date field is required when entering live payroll for direct deposit employees Enter the date of the check in MMDDYYYY format 87 Live Employee Payroll 2011 Client Write Up Direct Deposit transmissions on Friday Saturday or Sunday are processed by InterceptEFT the following Monday InterceptEFT MPORTANT does not
177. ave button to save your data Press ENTER or TAB to move to the next field Press ALT to activate the menu bar then type the letter that corresponds with the underlined letter in the menu bar To choose a command from the drop list type the letter that corresponds with its underlined letter For example Press Alt gt f gt nto select File gt New Client Use the mouse to select menu items and commands Click the right mouse button for additional selections such as cut copy and paste Access many of the functions in Client Write Up with a single mouse click by clicking an icon on the Home window See Appendix H Home Screen Short cuts on page 337 for a description of these shortcuts Documentation Standards Use the following key in reading this manual Window dialog box names tab names and field names Window dialog box names tab names and field names appear bold Account amp Payroll Information dialog box Payroll Info tab Firm Name field Dialog box buttons Dialog box buttons appear bold Save Keyboard keys to type Appear in bold Press Y for Yes Command paths Appear bold and separated by an angle bracket gt Setup gt Display Settings 11 Navigation 2011 Client Write Up e Click means to press the left mouse button Double click means to press the left mouse button twice in rapid succession Right click means to press the right mouse button Hot Keys H
178. ax Return to Use E Filable Form 941 is the employer s quarterly federal tax return 112 2011 Client Write Up Form 941 SS Producing 94X Series Tax Returns Table 4 5 Which 94X Tax Return to Use Form Use Form 941 SS is the employer s quarterly federal tax return for American Samoa Guam the Common wealth of the Northern Mariana Islands and the U S Virgin Islands E Filable Yes 940 Form 940 is the employer s annual federal unem ployment FUTA tax return Yes 943 Form 943 is the employer s annual federal tax return for agricultural employees and should be used if wages were paid to a farm worker and were subject to Social Security and Medicare taxes or federal income tax withholding No 944 Form 944 is the employer s annual tax return designed for smaller employers whose annual liabil ity for Social Security Medicare and withheld fed eral income taxes is 1 000 or less This form is only for clients notified by the IRS to use Form 944 in place of the 941 quarterly report You must use this form if you were contacted If you choose to dispute the use of this form and continue filing the 941 quar terly report contact the IRS first at 800 829 0115 Yes 944 SS Form 944 SS is the employer s annual tax return for American Samoa Guam the Commonwealth of the Northern Mariana Islands and the U S Virgin Islands and is designed for smaller employers
179. ays an employee for two or more related cor porations at the same time Credit To enter an amount on the right side of an account Generally these types of accounts are increased with a credit Gains Income Revenues Liabilities and Stockholders Owner s Equity Debit To enter an amount on the left side of an account Generally these types of accounts are increased with a debit Dividends draws Expenses Assets and Losses Deduction An expense incurred by a taxpayer that is subtracted from gross income and results in a lower overall taxable income Double Entry System of Bookkeeping Every business transaction is recorded into at least two accounts For each debit there is an offsetting credit Earned Income Credit EIC See EIC EFIN Electronic Filing Identification Number Required to electronically file tax returns and other tax related documents an EFIN is acquired by submitting Form 8633 and a fingerprint card to the IRS EIC A refundable credit for workers who meet certain requirements and file a tax return Persons with or without a qualifying child may claim the EIC To qualify for the credit income must be earned EIN Employer Identification Number This is required to file the various employ ment tax returns You may obtain an EIN by completing Form SS 4 Application for Employer Identification Number and mail or fax it to the IRS for processing Electronic Filing Identification N
180. bels from CWU Lists Print all or selected labels from a clients list of employees contractors vendors or customers or print labels to your clients All of these lists can be sorted based on sev eral criteria To print mailing labels from an existing list in CWU 1 Goto Tools gt Print Mailing Labels 2 Select the label printer from the Printer drop list 3 Enter the number of copies of the label to be printed in the Copies field 4 Select the group AR Customers Clients Contractors Employees or Vendors from the Label Type field Select the Sort By criteria or 6 Select and print labels by either e Click Print All to print all labels listed in the grid It is not necessary to select all when printing all labels listed in the grid e Select individual labels to print by clicking beside the Code field in the X col umn and click Print Selected e Select all but a few labels to print from a list by clicking Select All then clear ing the X column for those that you do not want to print Click Print Selected Spreadsheet Imports Use this feature to import client information into CWU Excel templates are used so that the data coming into CWU is in the appropriate order and format Data can be typed directly into the appropriate template or pasted into the template after being exported from another accounting software program The following information can be imported into CWU e Chart of Accounts including ac
181. ble for viewing and printing are approved for filing purposes Complete the following steps to view and or print blank forms 1 Goto Tools gt Print Blank Forms The View Print Blank Forms window opens 288 2011 Client Write Up Calculator Calculator Figure 12 6 Print Blank Forms E View Print Blank Forms Select a Year below Then select a Form group The available EA forms will be displayed View or Print a form by clicking on it then clicking the Go to Form button Or you may double click on it in the window below Exit Current Selected Form Form 8655 Help Year 2011 2010 941 55 Schedule B 2010 94155 Voucher 943 Form Groups 943 Voucher C Federal W2 s w 3 ee Ses 5 943x Page 3 C Federal 1099M s 1096 944x Page 1 944x Page 2 Federal 94X series be hes 944 Voucher C State Wage Forms Form 8633 2 Enter the form year 3 Click to select a form group either Federal W2s W3 Federal 1099Ms 1096 Federal 94X series or State Wage Forms All forms used in CWU related to the selected form group display in a list box 4 Double click a form or click to select the form and click Go To Form The form is displayed in the report viewer where it can be viewed or printed Use the calculator function to assist with calculations prior to making entries in CWU To access the calculator from the CWU Home window go to Tools gt Calculator The calculator operates similarly to your desktop calcula
182. box is selected a check appears in the box To select all clients click Select All 4 Click Backup A prompt appears when the backup process is complete Click OK 5 Click Exit to exit Backup File Selection Backups are created with at time date stamp added to the name This prevents over writing a previous backup and helps you identify the correct backup to restore NOTE Client Write Up uses Zip file compression to reduce the amount of disk space required for backup files Backup Path To prevent unintentionally cluttering key folders on your hard drive a few restrictions Restrictions apply when selecting a backup path The backup path cannot be a drive s root topmost folder You must specify a subfolder An example of an acceptable path is C CWU2011 Archives An example of an unacceptable path is C IMPORTANT You cannot specify CWU s root or CWU s clients folder An example of an unacceptable path is C CWU2011 If you don t specify a valid backup path the program defaults to CWU2011 Clients Backups Restore Before client files can be restored a backup path must be selected in Firm gt Firm Info Global Settings The same version of CWU that was used to back up the client file MPORTANT must be used to restore the file To restore files that have been backed up complete the following steps 1 Go to Tools gt File Maintenance gt Restore The Restore File Selection dialog box open
183. bsite you will get a login ID and password You will also need to establish which of the SSA s services you will be using 1 InCWU2011 go to E Filing gt W2 E Filing EFW2 gt Transmit File 2 Select the W2 files have been tested using AccuWage 2011 option 3 Click Open Web Site The Social Security Administration s Business Services Online website http www socialsecurity gov bso bsowelcome htm displays 4 Click Register Enter your registration information Once you ve entered your information you will be prompted to select the services you will be using 5 From the Main Menu on the left side of the screen go to Manage Services gt Select Request New Services 7 Select SSA Services Suite for Employers An E Filing Quick Reference sheet is provided for your convenience NOTE Use this form to write down the various User IDs passwords etc asso ciated with e filing See Appendix L E Filing Quick Reference to access this form Download and install the AccuWage2011 software The Social Security Administration provides the AccuWage program so that you may check your W 2 upload files for errors that could cause a reject AccuWage is a free download Installing and using the AccuWage is not required but strongly recom NOTES mended AccuWage must be installed on the same drive where CWU is installed In CWU2011 go to E Filing gt W2 E Filing EFW2 gt Transmit File Select the W2 files have no
184. bursements CR Cash Receipts PAY Payroll BUD Budget Client Write Up keeps ten years of Chart of Accounts history starting with 2008 data or the year you started using CWU whichever is later NOTE This means that when a correcting entry is made to the journal for a prior year all balances are updated automatically from that point for ward Reports reflect the updated balances 3 Complete all necessary fields for the transaction e Date Required The date of the transaction defaults to today s date Change the date of the transaction using the MMDDYYYY or the MM DD YYYY format You can also use the plus and minus keys on your key board s numeric keypad to move the date forward and backward The date entered is used until it is changed or until the Enter Transactions dialog box is exited After exiting Enter Transactions the date returns to today s date when the dialog box is next opened e Account Required Enter the account number the account name or use the drop list to select the appropriate account for this transaction The drop list displays only 0 level accounts Enter only zero level accounts The account type displays above the account selected Select New from the list to create an 2011 Client Write Up NOTE Entering Journal Transactions account on the fly See Create an Account On the Fly on page 156 The transaction posts to the account selected When
185. c transfer and other Each of these payment types are totaled with a grand total count and grand total amount listed To run the report go to Reports gt Accounts Payable gt Vendor Payments Register The report displays the check register for NonVendor checks printed based on a start ing and ending date range Only NonVendors with activity within these dates are included Checks that have been voided are not included in this report The report includes each NonVendor s name address each check date check number and check amount the total number of checks printed and total check amount for each NonVen dor Select to include all NonVendors with activity or report on a single NonVendor s activity To run the report go to Reports gt Accounts Payable gt List NonVendors with Activity Omit Voids The report displays the check register for vendor checks printed based on a starting and ending date range Checks that have been voided are not included in this report This includes the check number check date the payee check amount total number of valid checks written voids and the total amount for valid checks written To run the report go to Reports gt Accounts Payable gt Live Vendor Check Register Omit Voids 2011 Client Write Up Report Details Accounts Receivable Reports These reports are not dependent on posting transactions so they may be run either before or after running the Post Transactions process Cu
186. care Govt Emp Click to select the desired W 2 printing options 34 Print Employer Name on W 2 Print Employer Trade Name on W 2 Print Both Employer Name and Trade Name on W 2 Standard W2s This is the default selection When this option is selected W 2 forms print two per page one above the other When this selection is made all copies of the W 2 and the W 3 can be printed on plain paper when using a laser printer Print to the preprinted red line forms if you prefer or don t have a laser printer W2s Using 2D Barcode Select this option to have a 2D barcode printed at the top of the W 2 copy A and the W 3 2011 Client Write Up Setting Up a New Client At this time neither the IRS nor the SSA mandates the use of barcoded forms NOTES Print the W 2 copy A and the W 3 using the Forms and Data option when using the 2D barcode option Refer to Printing W 2s and W 3s on page 118 Use 4 Up W2s Four W 2 forms print per page two at the top and two at the bottom of the form All are for the same employee Use Nelco form BW24UP Use 4 Dn W2s Four W 2 forms print per page one above the other All are for the same employee Use Nelco form BW24DWN NOTE If no W 2 format selection is made Form W 2 prints the standard 2 up two per page one above the other format W 3 Setup Information Kind of Payer Select the form 94X for the employer 941 Military 941 943 944 CT 1 Household E
187. cate with InterceptEFT 22 2011 Client Write Up 94X Preparer Setup 94X Preparer Setup Complete the 94X Preparers Setup screen and the Paid Preparers Use Only section of 94X series tax returns automatically fills This information is available for use by all clients and is not client specific To enter 94X preparer information complete the following 1 Go to Firm gt 94X Preparer Setup Figure 2 4 94X Preparer s Setup EE 94X Preparers Setup Preparer ID ECOLE Preparer Name Bob Cole Allow Third Party Designee Self Employed iv Does not Allow Third Party Designee Firm Name or yours if self employed Preparer Code Save Reset Delete Exit Help Preparer Information Third Party Designee Bob Cole CPA Designee Name Mary Cole Address 123 East Elm Street Designee Phone 828 555 1234 City Franklin Designee PIN 54321 State NC ZipCode 28734 Preparer SSN PTIN 555 44 3333 EIN 12 3456783 O 828 555 1234 2 Enter a preparer code into the Preparer ID field and press ENTER or click New Preparer codes are alphanumeric and can be up to 20 characters long Once a valid preparer code is entered the information fields are enabled Once the preparer information has been saved the Preparer ID cannot be changed 3 Complete the following field information Preparer Name Enter the name of the preparer that will be completing the 94X
188. ce e Note optional Enter a transaction description This description posts to the journal when the transaction is saved e Date Time Stamp informational only CWU autofills this field with the date and time when the transaction is saved 7 Click Save If the full amount of the payment has been distributed CWU clears the screen leaving the customer s contact and amount owed information dis played CWU is ready for the next payment to be entered for this customer If the payment has not been fully distributed the Undistributed Payment and Distributed Payments fields update reflecting the saved transaction Continue distributing the payment by selecting the appropriate Invoice Number Transac tion Type Amount Applied and Note until the payment is fully distributed The screen clears leaving the customer s contact and amount owed information Viewing Transactions The View Transactions option provides detail of individual customer invoices No transactions can be entered when using the View Transactions option To view trans action detail complete the following Cree 1 Go to Receivables gt Apply Payments A 2 Select the customer from the Customer field Apply Payments 3 Select the View Transactions option button 4 Select the invoice from the list When the Invoice Number window displays double click the desired invoice 5 Click Exit when finished viewing transaction detail Making an Adjustment Adjusti
189. ce This field is updated if the Rollover Hrs box was selected with the amount of Vacation Hours Available into next year s Cli ent Write Up program Vac Hrs Per Year Enter the number of vacation hours available in a year e Hrs Required If vacation hours accrue on a per hours worked basis enter the number of hours the employee must work to earn one vacation hour 78 2011 Client Write Up Employee Setup e Vac Hrs Available Enter the current number of vacation hours available This balance is calculated based on the formula Beginning Balance Earned Vacation Hours Vacation Hours Used e Vac Hrs Used Enter the current number of vacation hours used for the year This balance is updated each time payroll live or ATF is run Employee checks or pay stubs must be printed in order for the Sick Hrs Available and Vac Hrs Available fields to be updated IMPORTANT automatically To automatically update these fields for ATF pay checks go to Employees gt Reprint Checks and print checks using the Preview checks prior to printing option Employee Officer Expense Cash Accounts This section can be skipped if the bookkeeping feature is not being used NOTES The client Chart of Accounts must be created prior to entering account numbers See Chart of Accounts COA Setup on page 45 Different Employee Salary and Officer s Salary Cash and Expense NEW FOR accounts can be assigned for each employee If no accou
190. ce and print W 2 W 3 Process print and electronically file via EFW2 1099 MISC and 1096 Process print and electronically file Most State Wage and Tax Reports Adding new ones as requested and approved by the state Track employer s contribution to FICA 401K and Medicare Enter state and locality specific taxes Pay multiple pay rate employees Track sick and vacation hours earned used and remaining Portals for employee Payroll a web based service helping you save time and money Your client performs some of the clerical functions that can take a great deal of your time Batch process payroll after your client verifies hours worked information Split Direct Deposit of payroll checks for employees and payments to contractors between up to two accounts Create a customizable Chart of Accounts COA Save up to ten years of Chart of Accounts history Make prior year adjustments easily with all balances affected by the adjustment updated automatically Journal transactions Generate offsetting transactions automatically when entering transactions into the journal Monthly Yearly breakdown of basic financial reports Rename accounts Enter Start of Year beginning balances and month to month balances for each account Run a start of year balance sheet to reflect the year to date and run monthly reports for months entered Create accounts postable and up to nine sub levels nested Add edit or delete transaction de
191. ceptEFT does not process any Direct Deposit transactions that fall on the following holidays Holiday Processing Calendar Holiday 2011 2012 2013 2014 New Year s Day Sat Jan 1 Fri Jan 2 Tues Jan 1 Wed Jan 1 Martin Luther King Jr Day Mon Jan 17 Mon Jan 16 Mon Jan 21 Mon Jan 20 President s Day Mon Feb 21 Mon Feb 20 Mon Feb 18 Mon Feb 17 Memorial Day Mon May 30 Mon May 28 Mon May 27 Mon May 26 Independence Day Mon July 4 Wed July 4 Thur July 4 Fri July 4 Labor Day Mon Sept 5 Mon Sept 3 Mon Sept 2 Mon Sept 1 Columbus Day Mon Oct 10 Mon Oct 8 Mon Oct 14 Mon Oct 13 Veteran s Day Fri Nov 11 Mon Nov 12 Mon Nov 11 Tues Nov 11 Thanksgiving Day Thur Nov 24 Thur Nov 22 Thur Nov 28 Thur Nov 27 Christmas Day Mon Dec 26 Tues Dec 25 Wed Dec 25 Thur Dec 25 For holidays falling on Saturday Federal Reserve Banks and branches will be open the preceding Friday For holidays falling on Sunday all Federal Reserve offices will be closed the fol lowing Monday 2011 Client Write Up Appendix G Portals Appendix G Portals Client Write Up Portals is a web based service designed to have employers perform some of the more time consuming and labor intensive parts of payroll processing By having the employer perform these redundant and time consuming tasks the firm has more time for the more analytical and profitable tasks on behalf of the employ
192. ces sdalasdse daasee ed sae asath awake daek eta aed ete ds kates 305 MICR Checks so isio ae oan Bes Cees Leas SAA CON EE Awe eA a Eee eas Chad eee ek ee ee 305 Process Payroll Live and ATE pae Dii tisie ienen cece eee cence een e nee ees 305 PIN Applications for e Filing 94X Returns 0 0 cece eee e ee nee 306 Print and Upload W 2s and W 3s 0 cent n ene eee e nent neae 307 Print and Upload 1099s and 1096s 0 e eee eens 307 Create and Process W 2s and W 3s on the Fly 0 0 0 0 cece teen eens 307 Process 1099s 1096s and 1098s on the Fly 0 0 teens 308 Bnd Of Year Process 0 i c6 cae ai ade eae SG dara Oe ad E atau ee EEE E A ede dee 308 PO NR vo titeectterdtcscncassicaanvaananiansansanatesdasenndatedicaisaanzannaiaaesssassasiesensaneasecicd 309 Appendix A E Filing 1099 MISC FAQ 0 cece ee ene n ene e need 309 Appendix B W 2 W 3 PIN Application FAQ 1 0 ene teen eee 310 Appendix C IRS FIRE Website socere eet EDERE nee eens 311 Appendix D Drake Document Manager 0 0 nent eens 315 Appendix E Client Write Up Menus 0 0 cece ene een e eens 316 Appendix F InterceptEFT Holidays 0 0 0 cece nent eens 320 Appendix G Portals ican sek be gee ids Gaede ed eee Bale dae we doled hae bade 321 Appendix H Home Screen Shortcuts 0 0 eee ccc nee eee ene 337 Appendix I Reporting Agent s List 0 0 een e nee nee 341 Appendix J Preparing to e file W 2s 0
193. ch To remove a file that has been attached to an e mail prior to sending the e mail select the file from the Attachments list and click Remove Attachment Once all desired files have been attached to the e mail click OK You are returned to the e mail message that was being composed and the attached files are listed in the Attachments list on the top 303 Additional Tools 2011 Client Write Up Replying To reply to a message click the message then click Reply or with the message open Forwarding click Reply The original message is included in the reply message and Deleting Messages To forward a message click the message then click Forward or with the message open click Forward To delete a message click the message and click Delete or with the message open click Delete Deleted messages go to the Trash folder Managing The Local Address Book can be filled with e mail addresses of your choice To add an the Address address go to Help gt Email CWU Tech Support then either go to Book File gt Edit Address Book or select the Address Book speed button Click the Add icon at the top left corner of the dialog box Enter first name last name and e mail address Click Save To finish click Done An address book from outside of CWU can be imported into your Local Address Book Click Import browse to the address book file and click Open You may need to export information from another e mail program prior NOTE to importi
194. cified type of withholding An N means the benefit is not subject to the specified type of withholding W2 Box 1 Select this box to add the amount of the benefit to the total fed eral wages in box 1 on the W 2 The benefit amount will not be added to the total federal wages if Taxed applied to Gross and Net Pay is selected W2 Box 10 Select this box if the benefit is a dependent care benefit and the amount should appear in box 10 of the W 2 If this box is not selected the item does not appear in box 10 of the W 2 W2 Box 14 Select this box to assign the benefit to box 14 on the W 2 If the proper box is not selected then the information does not flow to the W 2 correctly 4 Click Save The benefits list shows the added benefit NOTE Assign employee benefits and benefit amounts to each employee by going to Employees gt Employee Setup select the employee and click on the Benefits tab Editing a Deduction or Benefit To edit a deduction or benefit go to Employees gt Deductions amp Benefits select either the Deductions or Benefits option in the upper left of the window and click the 71 Employee Setup Employee Setup 2011 Client Write Up appropriate entry in the list The top entry fields are activated Edit the information and click Save The list updates to show the changes Select Employees gt Employee Setup to enter information for the client s W 2 employees Employee information must be entere
195. ck 24 MICR Check Setup Vendor Checks 195 MICR Check Stock 24 MICR Payroll Check Setup 51 2011 Client Write Up N Navigation 11 Changing the Active Client 13 Date Fields 12 Documentation Standards 11 Hot Keys 12 New Client Business Information 33 Contact Information 32 Payables Setup 36 W 2 W 3 Setup 34 NonVendor Changes 222 NonVendor Consolidation 223 O On the Fly Forms 1099 Preparation 175 1099s Editing 177 1099s and 1096s Printing 178 1099s and 1098s 175 1099s and 1098s Creating 176 1099s and 1098s Processing 177 94X Series Tax Return Preparation 179 94X Tax Returns 178 W 2s Creating 172 W 2s Preparation 172 W 2s Processing 173 W 2s and W 3s Editing 174 W 2s and W 3s Printing 174 P Payables Check Alignment 225 Payroll ATF Contractor Payroll 134 ATF Employee Payroll 95 ATF Journal Entry 160 Direct Deposit 20 Editing a Live Contractor Check 133 Editing a Live Employee Check 94 Editing an ATF Contractor Check 137 Editing an ATF Employee Check 101 Live Contractor Payroll 130 Live Employee Payroll 86 Payroll Journal Entry 160 Printing Employee Pay Checks 101 Reprinting Payroll Checks 104 Payroll Filings 1099 1096 Misc Processing 146 94X Series Tax Deposits 110 Producing 94X Series Tax Returns 112 W 2 Processing 116 Payroll Journal Entry 160 Index Payroll Options 59 Payroll Options Tab 77 Payroll Wages Rates Tab 74 PeachTree Import 299 Personal Info Tab 73 PIN Application Busines
196. ck Delete then click OK to confirm Reset Click Reset to revert to the last saved transaction type and debit credit account combination Invoice Item Setup Before invoices can be entered at least one invoice item must be set up in CWU To set up invoice items complete the following 1 Go to Receivables gt Invoice Item Setup 2 Enter a code in the Item Number field Item numbers are alphanumeric and can X be up to 20 characters long Invoice Line Items IMPORTANT Use only letters and numbers when assigning item numbers Do not use spaces or any special characters 3 Click New 4 Enter the following information about each item in the Item Setup section of the Item Information tab e Item Description Enter an item description of up to 40 characters This description appears on the Enter Update Invoices screen and on the invoice when an extended description is not used 233 Customer Setup 2011 Client Write Up e Ext Description check box Select when more than a 40 character description is needed When selected the Extended Desc must contain the description for the item e Extended Desc Enter a description not to exceed 200 characters Cannot be used unless the Ext Description check box is selected e Service Product Select whether this item is a service or a product e Taxable Non Taxable Select whether this item is taxable or non taxable e Current Cost Enter the company s cost for
197. ck Register The report displays the total withholding amounts for a date range based on the pay period ending date rather than check dates These include the total employee portion of Federal Medicare Social Security State and Local withholding The employers total of Medicare and Social Security withholding is also included Totals for each of these categories are listed along with the grand total tax liability To run the report go to Reports gt Payroll gt Tax Liability Report by Pay Period End Date The report displays the deduction amounts or the benefit amounts for a date range based on the check date Sort the report by employee name employee code or date The report includes the employee name check date the deduction or benefit name amount withheld for the each deduction or benefit subtotals and totals for each deduc tion and benefit To run the report go to Reports gt Payroll gt Withholdings by Check Date State Tax amp Wage Reports 278 These reports are the state wage reports Select the processing payroll state Reports are generated for the current year only Select a quarter for the report 2011 Client Write Up Report Details These reports are not dependent on posting transactions so they may be run either before or after running the Post Transactions process The information for these reports is generated by data entered in Setup gt Client Information Firm gt Firm Info Global Settings Emp
198. cks screen PrePrinted Test Sends a test check to the printer you select Use this option to test check alignment Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen Refresh Clears the previously selected checks to print Select All Selects all checks displayed to print Reprint Screen Displays the dialog box where all checks previously printed are available to be reprinted For more information about reprinting checks see Reprint ing Employee Pay Checks on page 104 An employee pay check can be printed only once from Print New NOTE Checks To reprint a check due to loss or damage go to Employees gt Reprint Checks Check Setup Displays the Setup gt Check and Stub Options screen When check stub setup is complete CWU returns to the Print Payroll Checks screen Reprinting Employee Pay Checks Employee payroll checks may be reprinted as many times as needed Select Employees gt Reprint Checks for a list of all payroll checks that have previously been printed or click Reprint Screen on the Print New Checks dialog box Place the check stock in the printer before starting this process MPORTANT Reprinting a check overwrites the journal entry of the previously printed check The payroll reports show only one check written CWU does not keep track of the check stock for you Once reprinted the initial check s is not documented in the program
199. count balances e Employee information e Contractor information e Accounts Payable Vendor information 291 Spreadsheet Imports 2011 Client Write Up Accounts Receivable Customer information Journal Transactions IMPORTANT Microsoft Excel 2007 or Open Office must be installed on your computer in order to use this feature Importing to CWU Step 1 Copy the Templates Step 2 Entering Data into the Template Importing information into the CWU program is a three step process Step 1 Copy the blank spreadsheet templates to a work area Step 2 Enter or copy data into the template Step 3 Import to CWU Copy the blank Excel speadsheet templates to a work area You can use an existing folder or make a new folder during this step 1 2 3 4 5 6 Go to Tools gt Spreadsheet Templates Click Browse Select a destination folder for the blank templates by browsing to an existing folder and clicking OK or click Make New Folder and name the new folder Click Copy All Click OK Click Exit Data to be imported into CWU must be entered into the appropriate template and the appropriate columns within the template MPORTANT Entering data into the wrong template or the inappropriate column will result in an unsuccessful import to CWU To enter data into a template 1 2 3 Open Microsoft Excel 2007 or Open Office Browse to the location where the blank templates were copied in step 1 Open
200. counts or one of each If both Checking and Savings are selected the Enter Amount to Apply to Savings field activates Enter Amount to Apply to Savings Enter the dollar amount to deposit into the second Direct Deposit account when the deposit is being split between two accounts This amount can be edited for each pay check Bank Routing Number Enter the routing number for the employee s bank account Find this number on the bottom of the contractor s personal checks to the left of the account number The routing number displays asterisks Reenter the routing number in the Retype Bank Routing Number field Checking Account Number Enter the employee s checking account num ber for the direct deposit If the deposit is to be split between two savings accounts enter the first savings account information here The account num ber displays asterisks Reenter the account number in the Retype Checking Account Number field Savings Account Number Enter the employee s savings account number for the direct deposit If the deposit is to be split between two checking accounts enter the second checking account information here The account number displays asterisks Reenter the account number in the Retype Savings Account Number field To edit an existing employee go to Employees gt Employee Setup and double click a name from the list of employees or enter the employee s ID number in Employee Code field and press ENTER The da
201. cs 1099 On the Fly Preparation 175 1099 1096 MISC Processing Editing 1099s 147 Generating 1099 Data 225 Printing 1099s and 1096s 148 1099 1096 Misc Processing 146 1099s and 1098s On the Fly 175 94X Form Settings 57 94X Preparer Setup 23 94X Series Tax Deposits and Tax Returns 94X Series Form Settings 57 94X Series Tax Returns 112 94X Series Tax Returns On the Fly Preparation 179 94X Tax Deposits Calculating 94X Tax Deposits 110 Editing the 94X Tax Deposit 112 Printing the 94X Tax Deposit 112 A Account and Payroll Information Add Locality Tax 64 Edit Locality Tax 64 G L Account Numbers 61 Local Rates 64 Payroll Options 59 State Rates and Limits 63 Accounts Payable ATF Payments 208 Check Writer 216 Deleting a Scheduled Payment 208 Deleting ATF Payments 216 Editing ATF Payments 214 Editing Invoices 204 Entering Invoices 198 Making Partial Live Payments 206 Making Payments in Full 205 Making Subsequent Live Payments 207 Printing Vendor Checks 209 Recording ATF Payments in Full 208 Recording Partial ATF Payments 209 Reprinting Vendor Checks 212 Scheduling Live Payments 205 Searching for ATF Payments 214 Searching for Invoices 202 Viewing 1099 Information 223 Voiding ATF Payments 215 Index Voiding Vendor Checks 213 Accounts Payable Setup Payables Setup Tab 36 Vendor Bookkeeping 196 Vendor Check Setup 195 Vendor Setup 196 Accounts Receivable Applying Receivables Payments 245 Deleting a Payment 249 Deleting Invoices a
202. ction is required To view payroll checks on your computer screen prior to printing select the Pre view checks prior to printing check box Once selected the option remains in effect until the option is cleared To print checks from the preview screen select the Printer icon amp NOTE The original check date is used when reprinting payroll checks 6 Enter the starting check number This is the check number that prints on the first check printed during the current print session If using pre printed check stock verify that the number in the Starting Check Number field matches the number on the first check placed in the printer Always verify this information before printing Type of Payment Select to display paper pay checks direct deposit pay stubs or both in the window at the bottom of the Reprint Checks dialog box Be careful not to print direct deposit pay stub information on check stock Live contractor checks that have been printed display with boxes next to the con tractor name Select a box to indicate those checks to be reprinted Arrange the 141 Check Alignment 2011 Client Write Up checks to print in order of contractor name pay period ending or net pay by click ing the desired column header Checks can be printed individually or in groups 9 Select Print If you are using pre printed check stock or printing direct deposit pay stubs the Windows printer dialog box opens and provides the
203. ctor Direct Deposits on page 143 2011 Client Write Up Appendix H Home Screen Shortcuts Bookkeeping Shortcuts Speed Buiton Menu Equivalent sae Accounts Bookkeeping gt Chart of Accounts see Chart of Accounts COA Setup on page 45 Bookkeeping gt Enter Transactions see Entering Journal Transactions on page 157 Pt N Joumals Bookkeeping gt Bank Reconciliation see Bank Reconciliation on page 164 Reconcile 2 Post Bookkeeping gt Post Transactions see Posting Transactions on page 165 Accounts Payable Shortcuts Speed Button Menu Equivalent b Payables gt Vendor Setup see Vendor Setup on page 196 Vendors Payables gt Enter New Invoices see Entering Invoices on page 198 Invoices Payables gt View amp Pay Invoices see Scheduling Live Payments on page 205 Schedule Record Payments 7 Payables gt Check Writer f see Check Writer on page 216 Check Writer Payables gt Check Alignment see Payables Check Alignment on page 225 Check Alignment 339 Appendix H Home Screen Shortcuts 2011 Client Write Up Speed Button Menu Equivalent x Payables gt Live Payments gt Print Checks wit see Printing Vendor Checks on page 209 Live Payments E Payables gt View amp Pay Invoices gt Record ATF Pmts cpa see Recording ATF Payments on page 20
204. culate the Federal withholding as described in IRS Pub 15 and is the default method for figuring the federal tax Fixed Percent Method This method uses a fixed percentage which you select to determine the federal tax regardless of income When the percent age method is selected the Federal Withholding Information section changes to prompt for the actual withholding percent used Rounded Federal withholding amounts of 50 cents and more are rounded up to the next dollar Amounts less than 50 cents are rounded down to give a whole dollar amount Nonresident Alien Employee Select this option and the employee is taxed at the higher nonresident alien rate Federal Withholding Information Filing Status Exemptions and Add W H These fields are available when the Wage Calculation Method is selected Enter information from the employee s Form W 4 Exempt from SS W H Select this option if the employee is exempt from paying Social Security withholding Exempt from Medicare W H Select this option if the employee is exempt from paying Medicare withholding WH Percent This field is available when the Fixed Percent Method is selected Enter the percentage to be used to calculate the employee s federal withholdings in decimal format For instance 15 indicates 15 Enter information about an employee s state and local withholding on the State Local Tax Status Tax Status tab State Withholding Options Figure
205. d Check Number can be edited 4 Make the necessary edits and click Save Any adjustments to 941s already processed need to be made again If a posted check is edited make adjustments to the journal to accommo NOTES date the edits While in Edit mode click New to enter a new check for the selected employee Printing Employee Pay Checks Go to Employees gt Print New Checks for a list of new payroll checks available to be printed A new check is one that hasn t previously been printed A payroll check can be printed as a new check only once IMPORTANT Place the check stock in the printer before starting this process To print checks complete the following steps cee 1 Go to Employees gt Print New Checks om Checks 101 Printing Employee Pay Checks 102 N 2011 Client Write Up Figure 4 16 Print Employee Payroll Checks E Print Employee Payroll Checks Check Date 10 28 2010 Starting Check Number 7563 PaperCheck Direct Deposit Both Name SSN EIN Pay Period Ending Net Pay Type of Check Stock C Blank MICR ID Number Bank Name Preprinted Wachovia Select All Output Desired I Plain Stubs Only PrePrinted Test Refresh Select All P Preview checks prior to printing Type of Payment Reprint Screen Exit Fitz Benny 444 00 1234 10 25 2011 323 59 Check Setup EERE Help Note Be sure you have installed the appropriate check stock in your prin
206. d Electronic Filing Electronic reporting specifications for Form W 2 set by the Social Security Administration Net Pay Gross wages or gross salaries minus withholdings for payroll taxes and other items such as insurance union dues United Way etc Also referred to as take home pay Post The transferring of entries from the journals to be summarized in the general ledger Postable Account Level 0 accounts Journal entries can only be made to postable accounts Other level accounts are summary accounts Reporting Agent An accounting service franchiser bank or other person who complies with IRS Revenue Procedures 96 17 and is authorized to electronically sign and file a Form 940 941 on behalf of a taxpayer This authorization is granted through submission of Form 8655 either by the client or the reporting agent There must be a Form 8655 signed by the client for each of the reporting agent s clients Reporting agents sign all of the electronic returns they file with a single PIN signature xi xii 2011 Client Write Up Retained Earnings An equity account that reports the net income of a business from its inception until the balance sheet date minus the dividends declared from its inception to the date of the balance sheet The earnings have been retained for use in the business SSN Social Security Number Taxpayer Identification Number TIN An identification number used by the Internal Reve
207. d before any payroll information is produced for each employee When the Employee Information Update dialog box is open employees are listed alphabetically by last name Adding an Employee 72 To add an employee complete the following steps 2 Click New Enter a code in the Empl Code field Employee codes are alphanu a 1 Go to Employees gt Employee Setup R meric and can be up to 20 characters long Employees IMPORTANT Use only letters and numbers when assigning employee codes Do not use spaces or any special characters Use any scheme you wish to assign employee codes however we recommend that you use an employee code that is meaningful For instance instead of using the employee s SSN you could use JonesPaul By using a meaningful code lines on reports that refer to this employee are easily identifiable Once a valid employee code is entered the information fields are enabled To change an employee code see Change Employee Codes on page 86 IMPORTANT Access is granted to eight tabs when an Employee Code is cre ated Complete each tab for each employee 3 Complete information on the following tabs Personal Info Tab Payroll Wages Rates Tab Payroll Options Tab Federal Tax Status Tab State Local Tax Status Tab Deductions Tab Benefits Tab Direct Deposit Tab 4 Click Save after verifying the information on all tabs 2011 Client Write Up Employee Setup Personal Complete the Pe
208. ded to payroll for FUTA purposes Regular Rate Rate Two Rate Three Rate Four The amounts in these fields are determined by the information entered in Employees gt Employee Setup Payroll Wages Rates tab the Pay Rate 1 4 fields and are active only if the employee is a multiple pay rate employee Changes to pay rate in ATF Payroll affect Vacation Holiday Sick and Overtime Pay for this paycheck only Edit these fields only if the default multiple pay rates are incorrect Hours Enter the hours worked at each multiple pay rate The total of all multiple pay rate hours is displayed in Total Hours State Code This is determined by the state selected in the Tax Table field in Employees gt Employee Setup the State Local Tax Status tab Fields are formatted when displayed and any changes are formatted after leaving the field Pay Period Ending This is the current computer date To change the date enter the date using the MMDDYYYY format Check Date required The check date should correspond to the date on the check issued to the employee and determines the quarter to post the pay check when generating Form 941 This field uses the current computer date 95 ATF Employee Payroll 2011 Client Write Up by default To change the date use the MMDDYYYY date format For direct deposit employees enter the date the client s account is to be debited InterceptEFT does not accept direct deposit check dates that fall IMP
209. desktop Help system by Admin and Firm 1 2 3 4 From the list of employers click Update CWU Help Click Save The Save As window displays Navigate to the drive and folder of the CWU program The folder is CWUyyyy where yyyy is the year 2011 of the CWU program Do not change the default file name displayed Click Save Working with Employers Admin and Firm To begin working with a Portals employer from the list of employers click on the desired Employer Code A list of the employer s employees displays With the exception of the Employers link this is the web page that employer users see after logging in to the Portal Admin firm and employer users use the same web pages once IMPORTANT the list of employees displays These pages look and operate the same way regardless of the type of user that is logged in to Por tals 329 Appendix G Portals 2011 Client Write Up 330 2011 Client Write Up Appendix G Portals Working with Portals The following section applies to the admin firm and employer users Print this sec All tion and supply it to the employer as their manual for Portals Users Admin firm and employer users use the same web pages once IMPORTANT the list of employees displays These pages look and operate the same way regardless of the type of user that is logged in to Por tals Portals To access the Portal employers must first access the Internet and point their Inte
210. dicator sec tion Inthe Payer Information section enter the Transfer Agent Indicator informa tion if appropriate When the Transfer Agent Indicator option is selected the Transfer Agent Name and Address fields are activated and require entry e Transfer Agent Name Address Enter the name and address of the trans fer or paying agent e Last year of filing the 1099 Select the box if this is the last year this payer will file returns electronically magnetically or on paper e Combined Federal State Program Select this box when you receive approval If your state participates in the federal state 1099 program but accepts modified instead of standard 1099s Client Write Up electronically files the federal 1099 only and not the state 1099 Do not transmit a test file NOTE and do not check the Combined Federal State Program box If your state does not participate in the federal state 1099 program you do not need to transmit a test file Do not check the Combined Federal State Program box 5 Complete the Payer Account Number section e Indicates Sales of 5000 or more for all 1099s being reported Select this box to indicate sales of 5 000 or more of consumer products to a person on a buy sell deposit commission or any other commission basis for resale anywhere other than a permanent retail establishment 191 Filing a 1099 Extension 2011 Client Write Up e Payer Account Number for Payee Enter any numbe
211. e This is a calculated field of the customer s current balance 5 All of the information on the Balance Forward tab is calculated by CWU and becomes active if the Account Type selected for this customer is Balance For ward Do not make any entries on this tab Current The total of all invoices for the current month Aging Periods 1 30 31 60 61 90 91 120 Over 120 Days These fields reflect the balance forward amounts outstanding for the given number of days past the due date of the customer s invoices Balance Forward The total of the past due invoice amounts 1 thru 120 days Balance Current The amount owed but not due On the Beginning Balances tab any outstanding balance owed by the customer can be entered Use this method when the tracking of customer debt is done by account total only Do not use when tracking debt at the invoice level Beginning Balance Date Set this date to the date associated with the Amount Owed Amount Owed Enter the amount owed by this customer After saving this information the Debit YTD Amt on the Customer Info tab is adjusted by this total If using this method a Beginning Balance invoice must be entered 1 Go to Receivables gt Enter Update Invoices and select this IMPORTANT customer 9 2 Select BB as the Transaction Type This brings forward the appropriate information for the Invoice Date and the line item Product ID Quantity Ordered Unit Price
212. e Chart of Accounts COA Setup on page 45 123 Setting Up Contractor Payroll 2011 Client Write Up Detailed G L 124 Account Numbers NOTE The account information entered is used to generate entries into the payroll journal from payroll entries There must be a cash account and an expense account from the Chart of Accounts Without both accounts listed the journal will be out of balance Press F2 to select postable accounts from the Chart of Accounts or type the account number directly into the field If the appropriate account does not exist press F2 in the account field and select New from the list of available accounts to create an account To create a new account see Create an Account On the Fly on page 156 If no accounts are assigned under either the Cumulative G L Account Numbers tab or the Detailed G L Account Numbers MPORTANT tab they must be set up for each contractor individually See Per sonal Info Tab on page 126 to setup contractor specific cumula tive G L accounts and the Detailed GL Accounts Tab on page 128 to setup contractor specific detailed G L accounts Cumulative General Ledger Account Numbers e Cash Account This account is credited when a transaction is entered e Expense Account This account is debited when a transaction is entered This is the cumulative total of all expenses from the 1099 Miscellaneous Cumulative Liability Account Numbers The amount of
213. e ATF Payroll contractor code in the field at the top left of the screen All existing contractors are listed alphabetically by name If necessary sort the contractor list by Code Name or SSN EIN ITIN OTH by clicking the column header Once the contrac tor has been selected the other fields activate NOTE Fields are formatted when displayed and any changes are formatted after leaving the field 3 Complete the following fields e Pay Period Ending This is the current computer date by default Change the date using the MMDDYYYY format e Check Date The check date should correspond to the date on the check issued to the contractor The check date determines the quarter to post the check when generating Form 941 This is the current computer date by 134 2011 Client Write Up ATF Contractor Payroll default Change the date using the MMDDYYYY date format For direct deposit contractors enter the date the client s account is to be debited InterceptEFT does not accept direct deposit check dates that fall IMPORTANT on weekends or holidays See Appendix F InterceptEFT Holi days on page 320 for the Holiday Processing Calendar e Check Number The check number should correspond to the number on the check that was issued to the contractor This field is not available for direct deposit contractors e Net Pay Cannot be edited This is a calculated field Make changes by adjusting the other fields in the dialog b
214. e Total Hours is the total of the employee s multiple pay rate hours Refer to Additional Pay Rates under Employee Setup on page 72 for information on setting up multiple pay rate employees e Salary The salary is calculated when Salary is selected from the Status list on the Employees gt Employee Setup the Personal Info tab Override the employee s salary in the Salary field of the ATF Payroll window and the regular pay earnings and deductions adjust automatically To remove a default go to Employees gt Employee Setup the Payroll Wages Rates tab and select Zero from the Pay Frequency list Then on the same dialog box enter 0 00 as the Annual Salary e Overtime Hours Indicate the number of overtime hours worked The per centage used to calculate the overtime rate is based on the information entered in Employees gt Employee Setup Payroll Wages Rates tab the Overtime Rate field e Vacation Hours Enter the number of vacation hours used during the pay period The amount is calculated based on the information entered in the Pay Rate 1 field in Employees gt Employee Setup the Payroll Wages Rates tab e Holiday Hours Enter the number of holiday hours used during the pay period The amount is calculated based on the information entered as Holiday Rate on the Payroll Wages Rates tab of Employees gt Employee Setup 96 2011 Client Write Up Earnings NOTE ATF Employee Payroll Sick Hours En
215. e contractor list and click Process Single An X in the 1099 column next to the contractor s name and code indicates the contractor s 1099 has been pro cessed successfully There is an option to suppress 1099s with compensation less than 600 NOTES Once 1099s created on the fly are processed they can be transmitted with the 1096 to the Social Security Administration like any other 1099 See Uploading 1099s 1096s and 1098s on page 190 Editing 1099s On the Fly To edit a 1099 created on the fly complete the following 1 oS oN From the CWU Home window go to On the Fly Forms gt 1099s 1098 and W2G on the Fly and select the appropriate form Click the Process 1099 button Select a contractor from the list Select the View Edit 1099s option button Click View Edit Make necessary changes in the appropriate fields 177 94X Series Tax Returns On the Fly 2011 Client Write Up N Click Save Click Exit when editing is complete The End of Year 1099 On the Fly window displays and the X in the 1099 column next to the contractor s name and code is removed for the edited 1099 On the Fly 1099s that have been edited and saved must be repro IMPORTANT cessed See Step 2 Processing 1099s and 1098s On the Fly on page 177 Printing 1099s and 1096s The 1099s are formatted to print 2 Up This means information for two contractors prints on the same page one above the other If prin
216. e Data Entry window Make edits as needed to invoice information Select Print Preview Invoice on Save to print an invoice for this check Click Save The Check Writer window redisplays To reprint a vendor check see Reprinting Vendor Checks on page 212 Printing NonVendor Checks f Check Writer To print Non Vendor checks using the Check Writer complete the following steps 1 2 A Go to Payables gt Check Writer Select Non Vendor as the Type of Payee The Invoice section is not available for NonVendor checks Select MICR or Preprinted check stock If MICR is selected select the appro priate MICR bank and verify the check number is correct in the Check No field If Preprinted is selected enter the check number and verify that the number entered matches the number on the first check placed in the printer Enter the date to print on the check Enter the check amount If using the Payables Bookkeeping Option for this client see Payables Setup on page 36 the Bookkeeping Transactions section of the screen is activated and the Cash and Expense Amount fields default to the check amount Edit the Cash and Expense Amount in step 11 below In the Pay to field press F3 to display a list of employees F4 for contractors or F5 to display a list of saved NonVendors NonVendors are saved when Print Check is selected from the Check Writer Double click the person to pay from the displayed list The address inform
217. e Post Transactions process before running this report The report displays the balances for asset liability and capital accounts for transac tions posted to the general ledger at the start of the year and on the date selected The difference is also displayed To run the report go to Reports gt Balance Sheets gt Start of Year Comparison Run the Post Transactions process before running this report The report displays the balances for asset liability and capital accounts for transac tions posted to the general ledger at the start of the year and on the date selected The difference is also displayed To run the report go to Reports gt Balance Sheets gt Start of Year Comparison Excel Run the Post Transactions process before running this report The report displays the balances for asset liability and capital accounts for the month selected if the month has been posted To run the report go to Reports gt Balance Sheets gt Monthly Run the Post Transactions process before running this report The report displays the balances for asset liability and capital accounts for the month selected if the month has been posted To run the report go to Reports gt Balance Sheets gt Monthly Excel Run this report prior to running the Post Transactions process This report displays balances for Asset and Capital accounts To run the report go to Reports gt Balance Sheets gt Date Range General Ledger
218. e Review Repts button displays the Review Reports screen where previously produced reports can be viewed and printed See Report Review on page 279 for instructions on running these reports Direct Deposit Reports Client Write Up offers many Direct Deposit reports that can be printed in either PDF Excel or Comma Separated Value CSV formats Direct Deposit report requests are uploaded to and report infor mation is downloaded from InterceptEFT Therefore an Internet IMPORTANT connection is required to run Direct Deposit reports If you use a dial up connection to access the Internet you must first connect to the Internet before clicking Request Rept To run Direct Deposit reports complete the following 1 Goto Employees gt Direct Deposit Transmit Employees gt Reports 108 2011 Client Write Up Transmitting Employee Direct Deposits 2 Select the format for the report in the Available Print Formats field 3 Enter the beginning and ending date range for the report To set the beginning and Direct Deposit Report Details ending dates for reports click the next to the date displayed Dates default to the current date on the computer For instructions on setting calendar dates see Date Fields on page 12 Select the report to run and click Request Rept Table 4 4 Direct Deposit Report Details Report Name CAR Active Company Report Details Company s last date of activity and their TIN ver
219. e account is a nested account then use the list to assign the level 1 9 See Understanding Account Levels on page 154 for further explanation of account levels Current Balance debit and credit entries This is required to properly set up the Chart of Accounts Level 0 accounts are the only accounts for which a Current Balance can be entered Enter an amount either in the Debit balance or the Credit balance fields not both The Debit and Credit fields can be edited during the creation of the COA These fields are updated automatically when a Post Transactions process is performed Current Balance fields become inactive and can not be edited once a transaction is entered into the journal for this account or a Post Trans actions process is performed Yearly Budget Enter the amount budgeted for the account This informa tion is available for financial management Cash Flow Classification Designate in which section of a cash flow state ment the account should appear Operating Investing or Financing Only accounts with one of these designations appear in a Cash Flow report Tax Form Designate the tax form on which this field should appear This information assists in exporting information to the client s tax return in Drake Software If a tax return for the client does not exist in Drake information from Setup gt Client Information is used to create the tax return in Drake If a tax return for this client exis
220. e end of the year rather than as part of the end of month process Run many reports without posting transactions What s New for 2011 Enhancements to Client Write Up for 2011 include Three levels of security is available for users as determined by the Administrator An option to automatically post payroll transactions to the journal has been added Portals for contractor payments has been added Batch print mailing labels to clients employees contractors vendors customers and one time labels using a strip label printer Support Support 2011 Client Write Up Import employee contractor vendor customer Chart of Accounts and journal transaction information from other accounting programs using the provided Excel templates Export employee contractor accounts payable vendor accounts receivable cus tomer Chart of Accounts and journal transaction information from Client Write Up to a Microsoft Excel spreadsheet 94 6 Bring in last year s on the fly information providing faster and easier W 2s W 3s 1099s and 1096s Client Write Up is growing In order to provide enhancements to meet your needs we are already working on our 2012 release For a sneak preview open CWU2011 and go to File gt Try Our Alternate Main Menu It is compatible with CWU2011 and all data is shared between the two So work in it and experi ence what we re getting excited about There are several options available for you to
221. e hours gross pay medicare social security state federal and local tax with holding tips sick pay overtime pay holiday and vacation pay total of benefits and deductions commissions and number of pieces Sort the report by Employee Name Employee Code Date or Division then select a report type Full Payroll Listing Unpaid Payroll Listing or Payroll Listing for an Individual To run the report go to Reports gt Payroll gt Payroll Report Employees Expanded Tax Liability The report displays the tax liability for the employee and the employer with the excep Report by tion of the employer s federal and state liability Included for the employee is the fed Check Date eral state Medicare and Social Security plus totals Included for the employer is Medicare and Social Security plus totals The employer s HIRE Act reduction is also included To run the report go to Reports gt Payroll gt Tax Liability Report by Check Date FUTA is reported on Reports gt Payroll gt FUTA Journal All state NOTE information for the employer is on Report gt State Wage Reports appropriate state and quarter 276 2011 Client Write Up Report Details Withholdings The report is based on information in Employees gt Deductions amp Benefits and Employees gt Employee Setup Deductions and Benefits tabs This includes the employee name date and name of deductions or benefits depending on report selec tion Each benefit o
222. e left side of the screen Complete and submit the application Create a User ID and Password Create a 10 digit Personal Identification Number PIN An E Filing Quick Reference sheet is provided for your convenience NOTE Use this form to write down the various User IDs passwords etc asso ciated with e filing See Appendix L E Filing Quick Reference to access this form 343 Appendix L E Filing Quick Reference Appendix L E Filing Quick Reference 344 EFIN Drake Password Drake Account W 2 Information SSA website User ID SSA website Password 1099 Information TCC IRS FIRE website User ID IRS FIRE website Password 94X Information Your business s taxpayer PIN Your Reporting Agent PIN Alternate way to check 94X IRS Acks 1 From CWU go to Help gt Drake Support Web Site 2 Go to My Account gt EF Database 3 Click Tools 4 Click Run 94x Report 2011 Client Write Up To download this form from the Drake Support website click on the following link E Filing Quick Reference Sheet 2011 Client Write Up 1 5 Glossary Account A detailed record of a particular asset liability owners equity revenue or expense Account Type Designates an account in the chart of accounts as an asset account a liability account expense account capital account income account etc AccuWage This is free software from the Social Security Administration SSA The soft
223. e mail address and click OK The Local Address Book is filled with e mail addresses that have been added through the Address Book function See Managing the Address Book on page 304 for more information To insert an address in your message select an e mail address and click OK Close the completed message before sending and you are prompted to NOTE save it in the Drafts folder The e mail is saved To send the saved e mail click the Drafts box from the main screen To attach a file to an e mail message click New Reply or Forward then click the Add button below the Subject line There are three options available to attach files to a message 1 Backup and Attach Select a client from the Clients list and click Backup amp Attach CWU makes a current backup of the selected client s files and places the backup file in the list of Attachments on the right 2 Attach Backup This option assumes the client s file you wish to attach to the e mail has been backed up Select a client from the Clients list All backups for the selected client display in the Backup Files list box CWU displays the files backed up to the default backup location as set under Firm Firm Info Global Settings Select the desired backup file to attach and click Attach Backup The backup file is added to the Attachments list on the right 3 You may attach non client files by clicking the Browse button and navigating to the file you wish to atta
224. e of Regular Hours for hourly employees in Live Payroll and ATF Payroll It also deter mines how the employee s annual salary is divided and displayed in the Sal ary field when processing payroll For instance if Weekly is selected the annual salary is divided by 52 in Payroll if BiWeekly is selected the annual salary is divided by 26 Select Zero to remove the default hours when pro cessing live payroll Annual Salary Enter the annual salary amount The amount for the payroll check will be calculated based on the selection made in the Pay Class field Entries in Annual Salary take precedence over entries in Pay Rate 1 Suppress Regular Hours for Non Hourly Employees This option is available for non hourly employees only When this option is selected 0 00 displays in the Regular Hours field on the Live and ATF Payroll screens and the regular hours do not print on the employee s check stub Suppress Regular Hours on Check Stub When this option is selected regular hours do not print on the employee s check stub Pay Rate 1 If the employee is paid on an hourly basis enter the hourly wage Entries in Annual Salary take precedence over entries in Pay Rate 1 Enter information in either the Annual Salary or the Pay Rate 1 IMPORTANT field Payroll does not calculate correctly when there is informa tion entered in both of these fields for an employee Overtime Factor Enter the percentage of the hourly wage the
225. e of Social Security and Medicare taxes You must file a Form 944 SS for each year even if you have no taxes to report unless the IRS notifies you that your filing requirement has been changed to Form 941 SS or you filed a final return FUTA Federal Unemployment Tax Together with state unemployment systems FUTA tax provides payments of unemployment compensation to workers who have lost their jobs Most employers pay both federal and state unemployment taxes Only the employer pays FUTA tax GAAP Generally Accepted Accounting Principles These are general rules and concepts that govern the field of accounting and form the groundwork on which more detailed complicated and legalistic accounting rules are based GAAP enables us to assume that there is consistency from year to year in the methods used to prepare a company s financial statements And although variations may exist we can make rea sonably confident conclusions when comparing one company to another 2011 Client Write Up General Ledger The part of the accounting system containing the balance sheet and income statement accounts used for recording transactions Generally Accepted Accounting Principles See GAAP Gross The total amount of income or expense before deductions or adjustments For example gross pay is the amount before withholding deductions or gross pur chases before discounts ITIN An Individual Taxpayer Identification Number ITIN is a ta
226. e selection made from the list KIN SSN ITIN or OTH OTH is information approved by the IRS for use instead of an EIN SSN or ITIN Hire Date Optional Enter the date the contractor was hired Division Optional Divisions names must first be entered in the Setup gt Headers amp Footnotes Name Code 1099 EF Enter the first four characters of the surname if they can be determined otherwise leave this field blank The name code is used to identify the payee however the 1099 will not be rejected if left blank Use First and Last Name and Address Select this option to have the first name last name and address printed on reports checks and check stubs and the 1099 MISC Use Company Name and Address Select this option to have the company name and address printed on reports checks and check stubs and the 1099 MISC Cumulative GL Account Numbers NOTES NEW FOR 20 This section can be skipped if the bookkeeping feature is not being used The client Chart of Accounts must be created prior to entering account numbers See Chart of Accounts COA Setup on page 45 Different cash liability and expense accounts can be assigned for each contractor If no accounts are assigned for a contractor on the contrac tor s Personal Info or Detailed GL Accounts tabs the accounts assigned either on the Contractors gt Account amp Payroll Information Cumulative G L Account Numbers or Detailed G L Acc
227. e the folders and subfolder in the Drake Document Manager Refer to Appendix D Drake Document Manager on page 315 for more information regarding the Drake Document Manager NOTE All information except Client Code can be entered or edited at a later date but must be completed before electronic filing 2011 Client Write Up Setting Up a New Client Business Information Complete the Business Information tab of Client Setup Setup gt Client Information gt Business Information Figure 3 2 New Client Business Information Client Setup ARNOLDS o lft Contact Information Business Information w2 w3 1099 1098 Setup Payables Setup EF Setup Save Business Information Exit Deposit Frequency Monthy Help Bus Type Corporation 1120 bt Start of Year Date 97 91 2011 This date represents the first day of the client s annual accounting period Company No Longer in Business J Last Business Date 49 26 2011 Live Portals Payroll Iv ATF Portals Payroll Employer has Private Family Leave Insurance Plan D Private Family Leave Insurance Plan Number Employer has Private Disability Plan E Private Disability Plan Number e Deposit Frequency Used to determine whether a Schedule B is required to be filed with Form 941 Select Semi Weekly to produce a Schedule B with Form 941 Select Monthly to fill in Line 17 of both Form 941 and 941 SS Refer to the instructions for Form 941
228. e the state wage report then return the employee to the correct status Terminated and Suspended employees can be deleted at the end of the calendar year once all reports payroll filings and W 2s W 3s have been generated and mailed or electronically filed Exception If a business fiscal year covers any period other than Jan 1 Dec 31 the employee cannot be deleted until the end of the fiscal year Date Term This field is activated when either Suspended or Terminated is selected in the Status field Use the drop list to activate the calendar and select the date Check if Employee is under 18 Select this box if the employee is under 18 years of age Enter information about an employee s pay scale on the Payroll Wages Rates tab Pay Class Required Select the employee s pay class 2011 Client Write Up Employee Setup Hourly Employee is paid at an hourly rate Salary Employee is paid based on an annual salary Officer Salary Employee is an officer of the company and is paid based on an annual salary Commission Employee is paid a commission with no hourly wage or annual salary Sick Pay Employee is receiving third party sick pay When this status is selected the Date Sick Pay Started and Sick Pay Paid by Employee fields are activated Pay Frequency Select the appropriate option based on how often this employee is paid This information determines the default valu
229. eS Sous oe Send da SS ae dee hand ahs eee 1 What s New for 2011 o c 60 0000 4ouwe deed que etiad eat e des SG ade ee a E a Gee awe tides 3 SUPPO Aisa reds deecwsd iain eaa ARE ER acted anal weed Gudea easels Be Meas ears ea phate dad EEAO we 4 System Requirements tei ei ladda aed awe ede ha dale dae bet node eee aes 5 Installation sca ccc bgcacaa wba ante take meee se eed hp Aaa eh Oa RaW eed KA a E Hee ee ehaw ges 6 Activate Client Write Up cus 00s canoe sea ad oe eg eb eee kee oe eae ea ag 8 Setup Wizard siosioina 4 He gs eh ceed Ae ed neh ds oleh EE We dad Ml aaa A whee Dhak 8 system Date Format c cac6 ecaa ee hes adie A ed eG wae ae sae a aa eG eee Ce eae ase 9 CWU Manual and Help Updates 0 ence e nee eens 10 Navigation scassi cisa esa adeha vad daa wade cena Rode ceded Hee dew eae dus eee 11 Global S tUp eee Peer 15 Firm Info Global Settings 0 00 ice cea ee eee de eel dee de ee a ce ee ee eee od 15 Security Set Ups cease ta arion phetiad nies vga etekyet dgasy pata es weew ted eases ted aoe E 17 Dir ct Deposit ict boe Goad bead bindir tesa iiaa E ia Seabee ed ed ead Rie E eee aes 20 94X Preparer S p eicae ea n seh dare dace bare Fu ia T ea RR eared a ea gees qe 23 MICR Check Set Ups cc coun rincore cea gee ee Cab eee eee a CRG nes SEER SG E eee ges 24 MICR Calibration sesucen pe when eee te EAT E IEEE E E eee eh ee 29 Preprinted Check Alignment 0 c ccc eee cnet n teenies 29 Forms Ali Qnment seser die each
230. eck Date Enter the beginning date needed for the deposit calculation e Ending Check Date Enter the ending date needed for the deposit calcula tion 3 Enter the payment date for the deposit in the Payment Date field It is important to enter the correct Beginning Check Date End IMPORTANT ing Check Date and Payment Date on the 94X tax deposits Entering the wrong dates results in incorrect information on the 94X 4 Click Calculate This fills the fields on the 94X Tax Deposit Calculation portion of the dialog box The calculations are based on the payroll information created and printed if live payroll was used within the date range entered on the left side If on the Setup gt 94X Form Settings dialog box the Use Tax Deposit Informa tion on 94X field is selected this calculation is used in the calculation of the 94X tax return Make any adjustments needed Be careful when adjusting calculations that effect prior quarter M P U RTANT transactions 5 Click Save when the information is correct The calculations fill the bottom por tion of the box Click the desired line in the grid at the bottom of the screen to fill the fields in the top of the screen 111 Producing 94X Series Tax Returns 2011 Client Write Up 6 For the 941 and 941 SS tax deposits select the quarter of the tax deposit by click ing the appropriate quarter button on the right side e g 941 Ist Qtr 941 2nd Qtr 941 3rd Qtr or 941 4th Qtr
231. ecks specify your MICR printer Click the button to the right of the MICR Printer text box Select your MICR check printer from the drop list and click OK Refer to MICR Check Set Up on page 24 for additional setup information for printing MICR checks 2 Click Save IMPORTANT Always click Save before exiting a dialog box or window or you Security Set Up NEW FOR 20l Setting login security is not required but recommended will lose your changes Restrict access to various parts of Client Write Up using three Adminis trator assigned security groups Users must correctly enter the user ID and password combination assigned by the Administrator to access the CWU program 17 Security Set Up 2011 Client Write Up There are three levels of access available Administrator Office Manager and Data Entry Employee Each of these levels have specific access to parts of the CWU pro gram Table 2 1 Security Access Based on Security Level Security Level Access Available Administrator Full Access Office Manager Full access except Firm gt Security Setup Data Entry Employee Access to all areas except e Home window New Client icon e Home window Setup Options icon Home window Deductions amp Benefits icon e File gt New Client e File gt Setup Wizard e Firm menu e Employees gt Account amp Payroll Information e Employees gt Deductions amp Benefits e Contractors gt Account am
232. ectronically filing a tax return The PIN application process varies according to the type of filer You must obtain an EFIN Electronic Filing Identification Number prior NOTE to applying for a PIN If you have an EFIN use it and do not apply for another one See page 37 for information on applying for an EFIN Business Taxpayer s PIN Application To apply for a business taxpayer s PIN complete the following steps 1 Complete a 94X PIN application page 39 2 Transmit the PIN application to Drake page 40 3 Enter your 10 digit PIN it should arrive in the mail from the IRS within 10 days into Client Write Up page 41 ERO IMPORTANT Perform the following procedure for each client for which the ERO will be transmitting 94X tax returns To apply for an ERO PIN complete the following steps 1 Complete a 94X PIN application page 42 2 Transmit the PIN application to Drake page 43 3 Have the client enter their 10 digit PIN it should arrive in the mail from the IRS within 10 days into Client Write Up page 44 Reporting Agent s PIN Application A reporting agent is authorized to electronically sign and file 94X forms on behalf of a taxpayer through submission of Form 8655 either by the client or the reporting agent There must be a Form 8655 signed by the client for each of the reporting agent s cli ents 306 2011 Client Write Up Print and Upload W 2s and W 3s To apply for a reporting agent PIN
233. ed or uploaded to the IRS After processing the 1099 MISC go to E Filing gt 1099 1098 E Filing gt Create File to generate the upload file See Creating the 1099 1096 1098 Upload File on page 190 NOTE Prior to processing 1099s all live contractor checks must be printed and ATF contractor checks created in the correct year Forms 1099 MISC can also be processed printed and uploaded for vendors and non vendors See Generating 1099 Data on page 225 146 2011 Client Write Up 1099 1096 1098 Processing In order to generate Forms 1099 MISC for vendors and non ven MPORTANT dors you must generate the 1099 data file before processing their 1099s See Generating 1099 Data on page 225 for information on generating the 1099 data file To process 1099 MISC forms complete the following 1 Goto Contractors gt Process 1099 Misc The check boxes at the top right of the window are set automatically based on whether the vendor nonvendor 1099 data file has been gen erated and if there is contractor payment information available for a 1099 If both types of data are available the Process 1099 s for Both NOTE option is selected If only contractor payment information is available the Process 1099 s for Contractors option is selected If the vendor nonvendor 1099 data file has been generated and there is no contrac tor payment information available the Process 1099 s for AP Ven dors option is selected
234. ed to accompany Forms 8655 and is a list of clients included in a batch being submitted for e filing approval See Appendix I Reporting Agent s List on page 341 for a sample of this document Fax IRS preferred or mail the signed Form 8655s and the Reporting Agent s List to the IRS IRS Fax 801 620 4142 Internal Revenue Service Accounts Management Service Center MS 6748 RAF Team 1973 North Rulon White Blvd Ogden UT 84404 In approximately two weeks reporting agents receive a mailed notification of accep tance from the IRS and in a separate mailing a five digit signature PIN To complete electronic filing setup 1 2 3 4 5 Go to Setup gt Client Information gt EF Setup Select the E File 94x box on the left side of the window This activates the bottom portion of the dialog box Select the Reporting Agent option button Enter the five digit PIN you received from the IRS into the Reporting Agent PIN text box Click Save and Exit Follow this procedure for each client the reporting agent is electronically filing a 94X series tax return Editing Client Information To edit an existing client go to Setup gt Client Information Edit the desired fields and click Save See Setting Up a New Client on page 31 for a description of the cli ent information fields Chart of Accounts COA Setup NOTE A Chart of Accounts must be created to use the bookkeeping function but is not r
235. ed to the Cash and Expense accounts To edit the Amount or Description for a transaction in the grid double click the entry in the grid The transaction information displays in the top part of the Book keeping Transactions section Edit as needed and click Add Replace Click Yes to overwrite the existing entry The entries in the grid are updated To split a check among multiple accounts double click the entry in the grid The transaction information displays in the top part of the Book keeping Transactions section Enter an amount in the Account col N DTE umn that is less than the full amount of the check and click Add Replace Click Yes to overwrite the existing entry Place the cursor in the Account field that shows an unallocated amount Press F2 and select an account or enter an account number if known Click Add Replace To remove an Account that is listed in the grid the entry must be deleted Select the entry and click Delete The entry is removed from the grid and the Balance column updates Reenter the Account and Amount information and click Add Replace The grid shows the new entry and the Balance column reflects the change The Balance column should display 0 00 in order to print a check If the Cash and Expense accounts do not show zero when the check is printed go to Bookkeeping Enter Transactions to IMPORTANT enter transactions necessary to balance the debits and credits Account and amount information must ap
236. een completed under Global Setup 3 Enter information about the client s contracted labor See Contractor Setup on page 125 Account amp Payroll Information Payroll Options Cumulative G L Account Numbers To assign specific account numbers from the Chart of Accounts to payroll processing features for contractors and to set up the auto post feature go to Contractors gt Account amp Payroll Information e Do not Print Pay Stub for Direct Deposit Check This option controls the default setting for the No Stub check box in Live Contractor Payroll When this option is selected check stubs do not print for Direct Deposit contractors e Auto Post Cumulative Detailed Payroll to Journal Select one of these options to have CWU automatically post contractor payroll transactions to the journal The Detailed Payroll option creates separate journal entries for each pay roll transaction The Cumulative option creates one cumulative journal entry for each payroll account Cumulative G L account numbers are used when the Auto Post Cumulative Payroll to Journal option is selected on the Payroll Options tab or when the Cumulative Entry option is selected during manual transfer of contractor payroll information to the journal see Payroll Journal Entry on page 160 If you are not using the bookkeeping feature in CWU omit this step NOTE The client Chart of Accounts must be created prior to entering account numbers Se
237. efits set up in Deductions amp Benefits are available to be assigned to employees on the Employees gt Employee Setup Benefits tab without amounts NEW FOR Assign only the benefits applicable to each employee Only the benefits Alli assigned to that employee appear on their payroll screen and check stub To assign a benefit to an employee 1 TIP Double click a benefit in the Benefits List that is to be assigned to the employee The benefit number and name display in the Benefit Edit Line with an X in the Assignment Field Either press F3 to bring forward the default benefit amount for the selected bene fit or manually enter a benefit Amount and Ceiling optional e Amount Enter the amount of the deduction for this employee Default set tings may be edited at this time Enter a decimal amount less than 1 00 to indicate the benefit is a per centage of gross pay To create benefits based on set dollar amounts enter amounts of 1 00 or greater e Ceiling Enter the maximum amount of this benefit that can be taken by this employee When the employee reaches the ceiling amount for the year CWU discontinues giving this benefit to the employee Click OK The benefit displays in the Deductions List along with the Amount and Ceiling values The X in the Assignment Field for a benefit in the Benefits List indicates the benefit has been assigned to the employee Removing a Benefit from an Employee I
238. el The File Download window displays where you can either Open the file in Excel Excel must be installed on your computer or Save the file If you select Save the Save As window displays giving you the option to rename the file and specify the location to save the file To enter contractor payment information complete the following 1 oN From the list of contractors click the New Payments button to create a group or batch of payments Enter the Payments Ending Date Click Create Payment Batch Click Edit to the left of the Contractor Code The payment information fields are highlighted Edit the pay information as needed Tab from field to field Once a contractor s pay record has been edited click Update Once the batch is created you may edit contractor pay information for this pay period 1 2 3 From the Contractor Payments in Progress page pay information displayed click Edit to the left of the Contractor Code The pay information is highlighted Edit the pay information as needed Tab from field to field Once a contractor s pay record has been edited click Update Before the payment batch can be processed for a payment Ending Date it must be selected and approved Select the appropriate Ending Date Once all contractor s pay records have been updated click Approve Payments Since pay records cannot be changed once they are approved you must confirm the approval Click OK 335 Appendix G
239. endor s 1099 MISC at the end of the year If no amounts are entered in any of the fields in this section the invoice will not be included on the vendor s 1099 MISC 9 Click Save Continue scheduling payments on this invoice by clicking New and entering the pay ment amount payment date and a memo optional Deleting a Scheduled Payment To delete a scheduled payment prior to printing the check complete the following steps 1 Go to Payables gt View amp Pay Invoices 2 Locate the invoice to delete by performing a search Schedule Record 3 Click the box beside the invoices with the payment you wish to delete 4 Click Schedule Live Pmts The Schedule Payments dialog box in opened 5 Double click the invoice Scheduled payments are shown in the Authorized but not yet Printed section 9 Click the payment you wish to delete Click Delete Click OK to confirm N Recording ATF Payments Payments on an ATF invoice can be recorded when the invoice is entered see ATF Quick Gen Payment on page 201 and from Payables gt View amp Pay Invoices Recording ATF Payments in Full To record an ATF invoice paid in full complete the following steps 1 Go to either Payables gt View amp Pay Invoices or 2 Find the invoice for which to record an ATF payment To narrow your search click the ATF box before clicking Search ATF invoices show a T in the ATF col umn 3 Click the boxes to select the inv
240. ent Code cannot be changed Client codes cannot be reused for another client Password Create a password to access the client s information There is no password by default and a password is not required Passwords are case sensitive Since you select your own password Drake cannot retrieve a lost or forgotten password Choose a password you will not forget Enter a password Re enter the password when prompted Name Trade Name Address Phone Fax Enter all contact information for the client Zip Enter the zip and the City and State autofill Contact Person Enter the client s primary contact person for tax payroll and accounting information Contact Title Enter the contact person s title Email Enter the contact person s e mail address EIN Enter the client s federal Employer Identification Number EIN If the client is a sole proprietor use the SSN field instead of the EIN field State ID Enter the client s state identification number Unemployment ID Enter the client s state unemployment identification num ber SSN If the client is a sole proprietor enter the owner s Social Security number This would be used in place of an EIN State Tax Entity Code Enter the client s state tax entity code if applicable Seasonal Employer This information is used on both Form 941 and Form 941 SS Add Client to Drake Document Manager Select this option to automatically creat
241. ent Write Up Entering Journal Transactions 1 Place the cursor in any account field in CWU and press F2 You can also create accounts on the fly in account fields with a drop list by selecting New from the drop list e g Bookkeeping gt Enter Transactions Nested accounts levels 1 9 can be added only from NOTE Bookkeeping gt Chart of Accounts Accounts added from anywhere else in CWU are level 0 postable accounts 2 Double click New Figure 6 2 Create an Account On the Fly Journal Date Ven Emp Cont Account GJ v 01 15 2009 X Active Date C System Date Jounal Petty Cash Current Asset Checking Account Current Asset Savings Account Current Asset Accounts Receivable Current Asset Inventory Current Asset Land Fixed Asset Buildings Fixed Asset Furniture amp Fixtures Fixed Asset Equipment Fixed Asset Autos amp Trucks Fixed Asset Less Accumulated Depreciation Fixed Asset Goodwill Other Asset Deposits Other Asset Other Assets Other Asset Accounts Payable Current Liability Accrued Expenses Current Liability FICA Employer s Part Current Liability Withheld FICA Current Liability 3 Enter the new account number and name If you are adding an account that is sim ilar to one that already exists use an account number in the same numerical range For instance the expense accounts are in the 700 range so you may want to use account 791 for a new cell phone account Select the account type from
242. eposit gt 94X tax liability amounts on the report generated in step 3 will be blank 183 Forms 941 940 944 amp 941SS 2011 Client Write Up 3 Go to Employees gt 94X Forms and select the desired 94X form See Produc ing 94X Series Tax Returns on page 112 Once the file is generated click Save This generates the electronic transmission file and places an entry on E Filing gt 94X E Filing gt Select Transmit 94X Forms NOTE Please review EF Setup on page 37 before attempting to electroni cally file 94X forms the first time Electronically Filing 94X Forms To electronically file 94X forms complete the following steps 1 Go to E Filing gt 94X E Filing gt Select Transmit 94X Forms and select the appropriate form to file The E Filing dialog box is opened with that form selected Figure 8 1 Transmit 94X Forms E filing Iv 941 M 940 344 9415S PIN SelectQuarter ALL Quarters Transmit Client Code Form QTR l YR Date Time Stamp Status O 222 341 1 2003 10 23 2008 10 00 TRN Cancel Select All Progress of Forms being uploaded 2 Select the specific quarter or all quarters from the Select Quarter drop list 3 Check the box beside the file to select one or more files to transmit under Client Code Click Select All if you wish to transmit all files 4 Click Transmit The system checks for an open Internet connection If an Internet connection is not detected the system
243. equired if CWU is being used only for payroll The Chart of Accounts or COA is an organized list of the names and numbers of the accounts in the general ledger By entering and categorizing all financial information you ll know the current state of the business You can export this information to the Drake Software tax program making tax preparation much easier You can use a pre formatted COA customize a COA or import a COA used in another client account 45 Chart of Accounts COA Setup 2011 Client Write Up 46 You can create a master account with a customized COA with all the accounts you need import it then adjust for the current client as needed NOTE Client Write Up keeps ten years of Chart of Accounts history starting with 2008 data or the year you started using CWU whichever is later This means that when a correcting entry is made to the journal for a prior year all balances are updated automatically from that point for ward Reports reflect the updated balances If a Chart of Accounts is not created when a new client is first created it can be done at any time To create a Chart of Accounts for a client complete the following steps 1 Go to Bookkeeping gt Chart of Accounts Figure 3 11 Chart of Accounts Setup E Chart of Accounts Setup You are about to setup the Chart of Accounts for a new client Your options are to select from a list of templates import from an existing client or customize
244. er Client Write Up Portals allows those using CWU the firm to extend payroll ser vices to more of their clients the employer Employers can maintain their own payroll specific demographic and pay information To expedite and standardize the payroll process employers create and verify pay information and monitor it during each payroll cycle Once the payroll information is processed the firm prints the checks if needed runs payroll reports makes the 94X tax deposit and files the 94X tax return on behalf of the employer Internet access is required for the firm and the employer to use IMPORTANT emet Portals Users There are three types of Portals users e Admin This is the CWU user responsible for the overall administration of the Portal including activating the Portal and maintaining Firm and Employer user IDs and passwords The Admin user can perform all Portals functions e Firm This is an employee of the accounting firm and has full Portals capabili ties with the exception of managing portals users and activating the Portal e Employer This is a client of the accounting firm preferably the employee that handles payroll This user has the same functionality as the Firm user but is restricted to viewing employee contractor and payroll details of their company Throughout the Portals appendix the appropriate user for each function is indicated in the margin Getting Started Drake provides a 30
245. er s annual tax return designed for smaller employers whose annual liability for Social Security Medicare and withheld federal income taxes is 1 000 or less This form is only for clients notified by the IRS to use Form 944 in place of the 941 quarterly report You must use this form if you were contacted If you choose to dispute the use of this form and continue filing the 941 quarterly report contact the IRS first at 800 829 0115 944 SS Form 944 SS is the employer s annual tax return for Ameri can Samoa Guam the Commonwealth of the Northern Mari ana Islands and the U S Virgin Islands and is designed for smaller employers whose annual liability for Social Security Medicare and withheld federal income taxes is 1 000 or less This form is only for clients notified by the IRS to use this form in place of the 941 SS quarterly report You must use this form if you were contacted If you choose to dispute the use of this form and continue filing the 941 SS quarterly report contact the IRS first at 800 829 0115 944 X Form 944 X is used to correct errors on a Form 944 that was previously filed Use a separate form 944 X for each year you are correcting This form cannot be e filed 94X Series Tax Returns On the Fly Preparation Before entering 94X series tax return information on the fly you must change to the appropriate client Open or create the appropriate employer by either 179 94X Series Tax Ret
246. er logs in to the Portal they ll use the default password and be prompted to create a new pass word After logging in to Portals firm users and the admin user sees a list of employers that have been manually synced If no employers are listed after logging in to the Portals website verify the Account Number Firm gt Firm Info Global Settings Acct No field is entered correctly and perform the sync again see Syncing CWU and Portals Records on page 322 After logging in to Portals employer users are taken directly to the list of employ ees in their company Portals has a 20 minute time out feature After 15 minutes of inactivity NOTE a time out warning displays After another 5 minutes of inactivity a total of 20 minutes of inactivity Portals automatically logs you out Log back in before continuing Verifying Employees Admin and Firm After logging in to the Portals website verify that all employees were uploaded suc cessfully 1 2 Click an Employer Code to select an employers A list of the employer s non terminated employees displays Compare the total number of employees in CWU with that of Portals To verify all employees are accounted for clear the Do not show terminated employees check box 325 Appendix G Portals 2011 Client Write Up Managing Portals Users Create and maintain logins for staff at your accounting firm firm users and for cli ents employer u
247. es both using the same invoice number By using the same invoice number the transactions are tied together Enter one transaction as an ATF invoice for the 1 000 check you wrote for the down payment Enter the second as a live invoice for the 24 000 balance 201 Searching for Invoices 2011 Client Write Up Next schedule the 1 000 monthly payments using Schedule Live Pmts See Scheduling Live Payments on page 205 Searching for Invoices Most of the accounts payable screens in Client Write Up show all saved transactions by default Learning to use CWU s searching capabilities is essential to see just the invoices you need rather than scrolling through potentially thousands of transactions The steps for performing a search are consistent throughout accounts payable with minor variations on certain screens To search for saved invoices go to Payables gt View amp Pay Invoices a The bottom half of the View amp Pay Invoices screen displays the invoices selected Sehedule Record based on the search criteria provided in the top of the screen All invoices are dis Payments played by default Figure 9 4 View amp Pay Invoices View amp Pay Invoices Search Criteria JV Limit View to these Invoices P Limit View to these Vendors Search Due by 12 19 2008 x ns Select All Balance Exceeds ER Days Past Due Month 1 12 Schedule Live Pmts Record ATF Pmts IV Live V Unpaid V Partial Prot V Paid V ATF W Wa
248. eset button clears the payroll information from the dialog box Delete The Delete button removes the payroll check from payroll reports To delete an ATF payroll check complete the following steps 1 From Employees gt ATF Payroll select an employee 2011 Client Write Up Printing Employee Pay Checks 2 Select a check to delete from the Previous Checks Click to edit list The Pay Period Ending Date Check Date Check Number and net amount are dis played to aid in identifying the check to delete 3 Click Delete If a 941 or state wage report that has been processed is affected by this deletion manual adjustments must be made to the reports Deleting a check using this func tion removes the information from the payroll reports only and does not delete the information that has been posted to the transactions journal Adjusting entries to the journal must also be made Adjustments are also required if the deletion affects previously closed periods Editing an ATF Employee Check To edit an ATF employee payroll check complete the following steps ce 1 From Employees gt ATF Payroll select an employee sfl 2 Select a check to edit from the Previous Checks Click to edit list The Pay ATF Payroll Period Ending Date Check Date Check Number and net amount are dis played to aid in identifying the check to edit The bottom part of the screen fills with the saved amounts 3 Only the Pay Period Ending Date Check Date an
249. essing the W 2 go to E Filing gt W2 E Filing EFW2 gt Create File to generate the upload file See Creating the W 2 W 3 Upload File on page 186 To process W 2s complete the following steps 1 Go to Employees gt Process W2s Figure 4 19 Process W 2s E End of Year W2 Year 2010 View Print Code Name SSN i C View Edit W2s Process All FHANDY Handy Fred 562 62 5544 C View Edit w3 Process Single JMORGAN Morgan Jason 444 898 6666 a a STERRY Teny Sarah 222 55 7777 Print All W2s Print Single W2 Print w3 Types SSA Copp A Other Copies All C Copy 1 C Cop Forms C Cop C cow C Copy C Data Only Help Forms and Data 2 Process W 2s either individually or for all employees at once e Click Process All to process all W 2s at once This overwrites any edits made to existing W 2s If changes were made to one or more W 2 use Process Sin gle e To process a W 2 for one employee select the employee from the employee list and click Process Single An X in the W2 column next to the employee s name and code indicates the employee s W 2 has been processed success fully Editing a W 2 To edit a W 2 complete the following steps 1 Go to Employees gt Process W2s 2 Select an employee from the list 3 Click View Edit The W 2 opens 4 Make necessary changes directly in the appropriate fields 117 W 2 Processing 2011 Client Write Up 5 Click Save the
250. etimes spans more than one line If you cannot find it your bank can supply your fractional routing number Next Check Required field Enter the number of the next check to print for this bank account Digits Some banks require the check number printed on the MICR line to be a specific number of digits If your bank has this requirement enter the number of digits required for the check number Zeros will pad the beginning of the check number to give the required number of digits 2011 Client Write Up Check Setup Security e Check Min Amt Enter the minimum dollar amount allowed on a check A 0 in this field means zero is the minimum amount Negative numbers are not allowed in this field e Check Max Amt Enter the maximum dollar amount allowed on a check A 0 in this field means there are no restrictions e Void After Days Enter the number of days until a check becomes stale Once the number of days entered has passed the check is considered void A 0 in this field means there are no restrictions The Void After Days information does not print on the check e Signatures Lines Select to print one two or no signature lines MICR Line Format Select to print the MICR line in the wide business check format the narrow personal check format or the Pacific Oaks Federal Credit Union format 3 When bank information is complete click Save Reset Click Reset to revert to the last saved version of the MICR
251. eting Accounts 156 Editing Accounts 151 156 Reset the COA 156 Setup Balances 153 Check Alignment 106 142 Check Setup MICR Accounts Payable Check Setup 53 MICR Checks 305 MICR Payroll Check Setup 51 Preprinted Accounts Payable Check Setup 52 Pre Printed Checks 305 Preprinted Payroll Check Setup 49 Check Stock MICR Check Stock 24 Check Stub Options MICR Accounts Payable Checks 53 MICR Payroll Checks 51 Preprinted Accounts Payable Checks 52 Preprinted Payroll Checks 50 Check Writer 216 Consolidating NonVendor Information 223 Editing NonVendor Information 222 Printing NonVendor Checks 219 Printing Vendor Checks 216 Reprinting NonVendor Checks 221 Checks MICR Calibration 29 MICR Check Design 26 MICR Check Setup 24 25 MICR Check Stock 24 2011 Client Write Up Payables Check Alignment 225 Payroll Check Alignment 106 142 Preprinted Check Alignment 29 Printing Contractor Pay Checks 137 Printing Employee Pay Checks 101 Printing Vendor Checks 209 Reprinting Contractor Pay Checks 140 Reprinting Employee Pay Checks 104 Reprinting NonVendor Checks 221 Reprinting Vendor Checks 212 Vendor Check Setup 195 Voiding Vendor Checks 213 Client Notes 290 Client Setup 94X Form Settings 57 Accounts Payable Setup 36 Chart of Accounts 45 Display Settings 56 Editing Client Information 45 Headers and Footnotes 54 MICR Bank Accounts 47 Report Options 55 Setting Up a New Client 31 Client Write Up Menus 316 Client Write Up Processes 10
252. ey appear on the right side of the dialog box Selecting Use Default Labels does not affect the other options selected 4 When financial reports Balance Sheet and Profit and Loss reports are selected from the Select Report list the lower part of the dialog box displays the default field labels and the current field labels for the report selected If no edits have been made to the selected report s labels the Labels used and Default Labels columns are the same Make the desired edits to the field labels under the Labels used on reports col umn 5 Click Save Click Exit when editing is complete Reset Restores all options and field labels for the selected report to the default Display Settings The Display Settings dialog box allows client specific color logo font and water mark customization of reports To customize the appearance of the reports go to Setup gt Display Settings Figure 3 19 Display Settings E Display Settings Report Settings Font Sizes Header Color E Accountants Header Line pate Text Color ea Footer 12 _ ie i Default Footer Color Ey Page Numbers fi2 Exit Watermark Settings Watermark Angle 0 Degrees v Watermark Text Hep Watermark Font X Logo Logo Path Logo Location Logo Sizes Right Aligned Logo 1 X 1 Bitmap Logo x 56 2011 Client Write Up Reporting Options Report Settings To change the color of the header footer and text that pr
253. f an employee does not want to have a benefit included in his or her pay 1 N Double click the benefit in the Benefits List that should not be included in the employee s pay The benefit information displays in the Benefit Edit Line with an X in the Assignment Field Delete the X from the Assignment Field on the Edit Line Click OK 2011 Client Write Up Direct Deposit Tab Edit an Employee a Employees Employee Setup Enter direct deposit information for the employee on the Direct Deposit tab InterceptEFT is Drake s agent for direct deposit You must call them 1 866 431 9926 and establish your account prior to using IMPORTANT the Direct Deposit feature Drake has established a special fee schedule with InterceptEFT for its clients It s important that you identify yourself as a Drake client whenever you communicate with InterceptEFT Direct Deposit Payroll Checks Select the check box if payroll checks are to be deposited directly into the employee s bank account The Account Type and Bank Routing Number fields activate Account Type Specify whether to deposit the pay into a Checking or Sav ings account or both Directly deposit payroll checks in up to two accounts for each employee If splitting a paycheck between two accounts both accounts must be at the same bank Checks can be split between any combina tion of checking and savings accounts including two checking or two savings ac
254. fferent Tax Code as needed for the invoice The State County and City sales tax rates associated with the selected Tax Code display Edit individual State County or City tax rates as needed by entering a decimal value less than one 0 05 equals a 5 sales tax rate 10 The Line Items section of the Invoice screen has different fields for Product Invoices and Service Professional Invoices See the appropriate field information below based on the Invoice Type Product Invoice 240 Add one or more line items to an invoice by completing the following fields Figure 10 5 Line Items for Product Invoice a a ee ee Oe ee ae a ee se pn Soe RTE E lt N gt mam 7 a esas can 2 ite ee p paatti eet POY yo ee Pen 5 Line Items Product Price Quantity Unit Discount Extended ltem ID Code Ordered Price Rate Price Tax 201 x PRICE amp x 1 00 20 00 00000 20 00 0 00 Product ID Price Code Qty Ordered Unit Price Discount Percent Extended Price Item Tax 201 PRICE A 1 00 20 00 00000 20 00 0 00 Shipping Charge 0 00 Total Tax 0 00 Total 20 00 e Product ID Using the drop list in the Product ID field select an item to include on this invoice When the Product ID window displays double click the desired product Specifics regarding the selected product s pricing displays e Price Code The Price Code set in Customer Setup for the selected customer displays The Quantity Ordered and Unit Price associated with this p
255. field that when selected allows CWU to recognize this particular check as having been printed The check will therefore not appear on the Print New Checks dialog box This field changes to the No Stub option for direct deposit employees No Stub The No Stub option is available only for direct deposit employees and when selected indicates that no check stub should be printed When this option is selected no print record displays in Employees gt Print New Checks This field changes to the Mark Printed option for employees not set up for direct deposit 93 Live Employee Payroll 2011 Client Write Up Test Check for Direct Deposit Select this option to create a test check Direct Deposit file for the selected employee that can be transmitted to InterceptEFT Inter ceptEFT does not require that you transmit a test check When this option is selected all amounts on the check change to zeros A test transmission file is created when the test check is saved Create a separate test transmission file for each employee See Transmitting Employee Direct Deposits on page 107 for information on transmitting to InterceptEFT NOTE No information moves to the journal for a test check when the book keeping feature is being used Reset The Reset button clears the payroll information from the dialog box Delete The Delete button removes the payroll check from the payroll reports All checks can be deleted whether or not they
256. for this employee is calculated as exempt from federal withholding e Employee Exempt From State Withholding Payroll for this employee is calculated as exempt from state withholding e Exempt from SUTA Select this option if the pay amount should not to be added to payroll for state unemployment purposes e Exempt from FUTA Select this option if the pay amount should not to be added to payroll for federal unemployment purposes e Use Employee s State for Box 15 on the W2 Select to use the employee s state in box 15 of their W 2 instead of the employer s state e 401k Status Select whether the employee s 401k account is active sus pended or inactive 77 Employee Setup 2011 Client Write Up Sick Vacation Hours Figure 4 9 Sick and Vacation Hours ot T Se SLT AA MTO pe pa an naty ie m I ERN pte n espa i reve f toe A ve me ee ee a N fours 4 V Sick Calculations V Rollover Hrs Vacation Calculations V Rollover Hrs j Beginning Balance 500 Beginning Balance fi200 Sick Hrs Per Year 40 00 Vac Hrs Per Year so00 O i Hrs Required 320 Hrs Required a50 4 Sick Hrs Available 50 Vac Hrs Available h20 p Sick Hrs Used loo o Vac Hrs Used loo o 4 a Yer oy T tann game aaah unina en geil a ony e Sick Calculations Select this box to track sick hours available and used This box must be selected and the sick hours Employees gt Account amp Payroll Information gt Payroll Option
257. fore entering transactions but it is not required at this time Access this window later from Firm gt Firm Info Global Settings Figure 2 1 Firm Info Global Settings E Setup Firm Information Firm Name Contact Address 1 Address 2 City State ZIP Phone Fax EIN EFIN Acct No David s Bookkeepin e David j 23E Palmer St D Franklin NC 23734 tee faes 828 524 8020 44 5556666 777777 031597 Drake Pwd res Data Path Portals Key Serial Number Email Address David hatmail com FICA Rate 133 940 Rate 008 FICA Wage Base foso 940 Wage Base Foo Employee Share of Soc Sec 042 Employer Share of Soc Sec 062 Employee Share of Medicare 0145 Employer Share of Medicare 9745 Minimum Wage 7 2 Backup Path fxcwu201 1 Clients Backups Bl EWU2011 Clients al MICR Printer 6 15 Firm Info Global Settings NOTE 2011 Client Write Up There is one Firm Info Global Settings for all clients and reflects the information that the IRS associates with your EIN To enter the global firm information complete the following 1 Goto Firm gt Firm Info Global Settings 16 Firm Name Required Enter the firm name of your bookkeeping or accounting company Contact This is the person that can communicate with the IRS in reference to the clients accounts The contact is required in order to file electronically Address Enter t
258. formation back to the Portal so Employers have access to the final pay information NOTE For a full explanation of using Portals see Appendix G Portals on page 321 148 2011 Client Write Up Portals Processing Contractor Payments To process Portals contractor payments complete the following 1 2 6 Go to Contractors gt Portals Payroll The top part of this screen indicates there is a payment file to process Figure 5 5 Process Portals Contractor Payroll Portals Contractor Payroll The oldest files will be processed first Files to Process 1 Process Notes Process Checks I Reprocess if check exists Process the portal file Check Process Print Checks Print Il check T POO eo Print Checks If this payment file replaces one that has already been processed select the Reprocess if check exists box CWU will use the most recent payment record if a duplicate record is found Click Check Process Click Yes to verify the Payroll Period Ending Dates being processed If more than five dates are being processed you will receive a message stating Process ing multiple dates Click Yes to confirm that you wish to process payments for all contractors A popup window displays the number of checks processed Use this count to con firm that all records approved were processed Click OK Payment information uploads to Portals automatically NOTE Adjustments to individual pay records made
259. fter selecting a month the report displays the closing balances of accounts with activity for the selected month and the prior month The difference is also displayed To run the report go to Reports gt Balance Sheets gt Prior Month Comparison Run the Post Transactions process before running this report The report displays the closing balances of accounts with activity for the selected month and the prior month The difference is also displayed To run the report go to Reports gt Balance Sheets gt Prior Month Comparison Excel Run the Post Transactions process before running this report The report displays the balances for assets liabilities and capital accounts for transac tions posted to the general ledger since the start of the year thru the date selected To run the report go to Reports gt Balance Sheets gt Year to Date All Posted Transactions 259 Report Details Year to Date All Posted Transac tions Excel Start Of Year Comparison Start Of Year Comparison Excel Monthly Monthly Excel Date Range 2011 Client Write Up Run the Post Transactions process before running this report The report displays the balances for asset liability and capital accounts for transac tions posted to the general ledger since the start of the year thru the date selected To run the report go to Reports gt Balance Sheets gt Year to Date All Posted Transactions Excel Run th
260. g 5 10 Net 30 e Discount Pct optional For all codes enter the percentage of discount to be applied to an invoice when the invoice is paid in full within the number of days specified in the Discount Days field e Discount Days optional For all codes enter the number of days after the invoice date that a customer will receive the early payment discount specified in the Discount Pct field e Due Days required For all codes enter the number of days after the invoice date that an invoice must be paid in full before it is considered delin quent This value must be equal to or larger than the number in the Discount Days field 3 Click Save 229 Entering Sales Tax Records 2011 Client Write Up Customer Status A Options User Defined Headings Designate a customer status and corresponding message to appear in the Status field on the Receivables gt Enter Update Invoices screen when a customer is selected from the Customer drop list When a customer has a status of Active no message dis plays This message does not print on customer statements or invoices To associate messages with customer statuses 1 Go to Receivables gt Receivables Options gt Customer Status 2 Online 1 select a status of Warning Hold Inactive or Notify from the Status drop list 3 Enter a message max 100 characters in the Status Message field for line 1 4 Repeat steps 2 and 3 for lines 2 thru 7 5 Click Save N O
261. g Employee Payroll Once a Portals employee payroll batch is downloaded Synced it can be processed When Portals pay checks are processed CWU 1 Calculates the checks including all withholding information 2 Creates pay records 3 Lists live paychecks on the Print New Checks screen and 4 Automatically syncs the pay information back to the Portal so Employers have access to the final pay information NOTE For a full explanation of using Portals see Appendix G Portals on page 321 To process Portals employee payroll complete the following 1 Goto Employees gt Portals Payroll Figure 4 20 Process Portals Employee Payroll Ei Portals Employee Payroll The oldest files will be processed first Files to Process 1 Process Notes Process Checks Reprocess if check exists Process the portal file Check Process Print Checks Print Il check Te Ronee Print Checks The top part of this screen indicates there is a payroll file to process 2 If this payroll file replaces one that has already been processed select the Repro cess if check exists box CWU will use the most recent payroll record if a dupli cate record is found 120 2011 Client Write Up 9 6 Portals Processing Employee Payroll Click Check Process Click Yes to verify the Payroll Period Ending Dates being processed If more than five dates are being processed you will receive a message stating Process ing multiple date
262. g a Deduction Do not enter standard federal and state withholdings here When adding or editing a deduction enter a fixed dollar amount a percentage or nothing The deductions list allows up to 20 entries To add a deduction complete the following steps cy yepe all Deductions amp Benefits 1 Go to Employees gt Deductions amp Benefits and select the Deductions option in the Type section upper left of the window Figure 4 4 Deductions E Deductions Type Deductions Click on an item below to edit a deduction benefit Heg C Benefits Account W2 Box Withholding Name Press F2 for list Amount Ceiling 12 Code Code Check if item applies Exempt from FUTA SUTA Gamish W2Box10 W2Box14 Check if Deduction is to be taken out after taxes are calculated Federal FICA Medicare State Local Match to Benefit Number Exit er Gy JE Ei st oaks Jz r ja Name Account Ex FUTA Ex SUTA Ex Gamish W2Boxll A 1 Uniform Cleaning 2 Ins Deductio 763 0000 5 00 Y N 0 00 aid 340 0000 97 00 Y N 0 00 N N N N N N N N N Amount Dollars Cents Percent Ceiling Fed FICA Y 2 Click New The top entry fields are activated 3 Complete the following field information Name This is the name of the deduction as it should appear on the pay stub and payroll reports Account Press F2 to access the pos
263. git Reporting Agent Agent on behalf of the client PIN for all clients PIN Applications for Electronic Filing NOTE See PIN Applications for e Filing 94X Returns on page 306 for an overview of PIN application processes In order to electronically file 940 941 944 and 941 SS tax returns tax preparers are required to have a PIN This serves as an electronic signature for the tax return The PIN application process varies according to the type of filer Business Taxpayer PIN Application Use a Business Taxpayer PIN to e file your own 94X or the ERO s customers 94X returns The IRS requires business taxpayers to use 10 digit personal identification numbers PIN when they electronically file Forms 940 941 944 and 941 SS An EFIN is required to e file tax returns If you already have an IMPORTANT EFIN you still must update your Form 8633 line 4 to be able to e file 94X series tax returns Call 866 255 0654 option 1 3 to update your Form 8633 To apply for a business taxpayer 10 digit PIN complete and transmit the application 39 PIN Applications for Electronic Filing 2011 Client Write Up 40 To complete the 94X PIN application complete these steps 1 Go to Setup gt Client Information gt EF Setup Complete the fields on the right side of the screen Figure 3 7 94X PIN Application Pl A seit Sm fe Pap iets eiiie at at we Name Control for Drak E Fil Tie Transmitter EFIN
264. go to Reports gt P amp L gt 2 Column P amp L Year to Date Prints to Excel Run the Post Transactions process before running this report The report is a comparison of the actual profit and loss and the yearly budget This includes the account names with gross profit broken down into actual budget and dif ference and net profit or loss broken down into actual budget and difference To run the report go to Reports gt P amp L gt Budget vs Actual Run the Post Transactions process before running this report The report is a comparison of the actual profit and loss and the yearly budget This includes the account names with gross profit broken down into actual budget and dif ference and net profit or loss broken down into actual budget and difference To run the report go to Reports gt P amp L gt Budget vs Actual Prints to Excel Run the Post Transactions process before running this report The report is a comparison of the actual amounts and the prorated budget as entered in the Chart of Accounts The prorated budget is the budgeted amount for the period that has been posted year to date To run the report go to Reports gt P amp L gt Prorated Budget vs Actual Run the Post Transactions process before running this report The report is a comparison of the actual amounts and the prorated budget as entered in the Chart of Accounts The prorated budget is the budgeted amount for the period that
265. gt Vendor Setup and double click a vendor code or enter the vendor code in the Vendor Code field and press ENTER The data fields for that vendor are activated Edit the desired fields and click Save Delete Click to remove a vendor from CWU Vendors with saved invoices cannot be deleted Reset Click to revert to the vendor information last saved Entering Invoices To enter invoice information complete the following steps 198 Invoices 1 Go to Payables gt Enter New Invoices The Invoice Data Entry dialog box is displayed 2011 Client Write Up Entering Invoices Figure 9 2 Invoice Data Entry Invoice Data Entry Invoice ID Net Due 125 00 ATF R Invoice Date 11 28 2010 v Due Date 11 28 2010 x Purchase Price 110 00 Discount 25 00 Late Fee Rebate Invoice No PO Insurance Restore Vendor Code orvilleegg Other Delete 1099 Other Income hd Tak Exit Description Ship Charge Help Expense Acct 656 Cash Acct 100 02 Subtotals 125 00 Status Unpaid zj Calc d Net 100 00 Print Preview ae Invoice on Shipping Save Shipper None Tracking No Ship Notes NOTE The Invoice Data Entry dialog box can also be accessed by clicking 2 New Invoice on the Payables gt View amp Pay Invoices window Click New to enter a new invoice The next Invoice ID is assigned to this transac tion This number identifies
266. gt View ATF Payments 2 Locate the desired payment by performing a search as described in Searching for ATF Payments on page 214 3 Double click the payment you wish to delete Previously voided payments those with a T in the Void column cannot be deleted The payment detail is opened on the bottom of the ATF Payments dialog box 4 Click Delete Reset To view all ATF payments after a payment s detail has been displayed click Reset Check Writer Use Check Writer to quickly print Vendor and NonVendor checks on the fly without having to schedule the payment A vendor is set up in CWU as a vendor A NonVendor can be set up in CWU as an employee a contractor or not at all There are different options available for printing Vendor and NonVendor checks Printing Vendor Checks 216 f Check Writer To write a check to a Vendor using the Check Writer complete the following steps 1 Go to Payables gt Check Writer 2011 Client Write Up Check Writer Figure 9 12 Check Writer Check Writer Type of Payee New Invoice Vendor Invoice No Po New NonVendor Description Print Check MICR or Preprinted Checks C MICR ID_ Bank Name 1099 Default Preprinted poietic Exit Check No Date 11 28 2010_ A Dakar AND QO Canis Preview checks before printing Help Pay to Address 1 Address 2 City State Zip Memo Account Description Debi
267. hange make the necessary changes State Wage Base Used to determine taxable wages for unemployment SUTA tax due and state quarterly taxes due State Unemployment Rate Used to determine state quarterly tax due Assessment Due Rate Used to determine assessment taxes due for unemploy ment SUTA Form 940 and state quarterly tax and wage reports Training Contribution Rate Enter the percentage rate to flow to your state This is a tax charged by some states based on state guidelines relating to training enhancement contributions Some state forms have the specific calculation infor mation programmed into their forms Surcharge Rate If the state charges an unemployment surcharge enter the rate A 5 tax rate should be entered as 0 05 Only South Dakota and Iowa charge an unemployment surcharge State Disability Rate Enter the rate of the state disability deduction An 8 tax rate should be entered as 0 08 Only CA HI NJ NY RI and Puerto Rico have state disability withholding that is required to be paid by the employee State Disability Wage Base Enter the maximum amount of wages subject to this tax State Max SDI Amount Enter the maximum amount that can be withheld from the employee in one year 63 Setting Up Employee Payroll 2011 Client Write Up Local Rates Figure 4 3 Account amp Payroll Information Local Rates Account amp Payroll Information Payroll Options G L Account Numbers State
268. has been posted year to date To run the report go to Reports gt P amp L gt Prorated Budget vs Actual Prints to Excel 265 Report Details Multi Column Divisional P amp L Multi Column Divisional P amp L Prints to Excel Multi Column Monthly P amp L 266 2011 Client Write Up Run the Post Transactions process before running this report The report is a multi divisional profit and loss report Select the Division and Number of Divisions to include in the report Included is the gross profit and net profit or loss of the selected divisions The division selected appears as the first division on the report The number of divisions chosen indicates how many consecutive divisions NOTE are to be included in the report The number of divisions includes the division initially selected For example select Division 3 and the num ber of divisions to include is 4 The report will include divisions 3 4 5 and 6 To run the report go to Reports gt P amp L gt Multicolumn Divisional P amp L Run the Post Transactions process before running this report The report is a multi divisional profit and loss report Select the Division and Number of Divisions to include in the report Included is the gross profit and net profit or loss of the selected divisions The division selected appears as the first division on the report The number of divisions chosen indicates how many consecutive divisions N
269. he report by Employee Name or Employee Code then by report type Full FUTA Jour nal Listing or FUTA Journal Summary Listing To run the report go to Reports gt Payroll gt FUTA Journal The report displays the employer s annual state unemployment SUTA tax return report Sort the report by employee name or employee code and select to display a full FUTA journal listing or a FUTA journal summary listing The report includes a break down by quarter of the number of transactions the subject and taxable wages SUTA tax and check number and check date To run the report go to Reports gt Payroll gt SUTA Journal The report displays the amount of the employee s 401K contribution and the employer s matching contribution Sort the report by employee name employee code date or division The report includes the employee name pay period date check num ber employee 401K amount employer 401K match and totals for each employee To run the report go to Reports gt Payroll gt 401K Report The report displays individual printed check information for a date range for vendors employees and contractors Totals for each of these groups are displayed and a grand total of all three groups is displayed The report includes the check number check date payee and check amount The employee status hourly salaried commission officer salary etc is also displayed To run the report go to Reports gt Payroll gt Consolidated Che
270. he Invoice Date defaults to today s date and is used in the calculation of aging information Edit the Invoice Date as needed 6 Invoice Type required Select either Product Invoice Service Invoice or Professional Invoice 7 Terms required You may select a different term for this invoice than was previously set up for this customer 8 Balance Credit Limit The customer s current account balance and credit limit These fields cannot be edited they are for informational purposes only 239 Entering New Invoices 2011 Client Write Up 9 Complete the following fields e Shipping Information Sold To Edit any of the customer billing informa tion as needed for this invoice If the information previously set up is appro priate for this invoice no edits are required e Shipping Information Ship To Edit the customer shipping information as needed for this invoice If the information previously set up is appropriate for this invoice not edits are required e Order Taken By Optional Enter the name of the person that took this order e Ship Date Enter the date the order is scheduled to ship to the customer The current date is the default shipping date e Ship Via Optional The method of ship pulls from the Ship Via field in the customer s setup Receivables gt Customer Setup gt Customer Info Change the shipping method as needed for this invoice e Sales Tax Tax Code Select a di
271. he Starting Check Number to match your next check If more than one check is selected to be reprinted the check numbers automatically advance for each check If using pre printed check stock verify that the number in the Start ing Check Number field matches the number on the first check placed in the printer Always verify this information before printing The list at the bottom of the screen displays vendor checks previously printed Select checks to reprint by clicking the box next to the desired checks or clicking Select All to reprint all checks If using pre printed checks jump to step 9 below 7 If printing MICR checks select the MICR bank account to use for these checks The Starting Check Number field fills with the check number from the Next Check field on Setup gt MICR Bank Accounts If printing MICR checks the MICR Printers field shows the printer set up in Firm Firm Info Global Settings Use the drop list to select a different printer Optional To view payables checks on your computer screen prior to printing select the Preview checks before printing check box Once selected the option remains in effect until the check box is cleared To print checks from the preview screen select the Printer icon amp 10 Click Print If you are using pre printed check stock the Windows printer dialog box opens and provides the opportunity to change the printer used during this print session When using MICR blank check
272. he Transaction Date Apply Payments 3 Select the customer for the invoice using the drop list in the Customer field When the Customer window displays double click the desired customer The customer s address and contact information display 4 Select the Delete Entries option button 249 Posting Receivables Transactions Manually 2011 Client Write Up 5 Select the invoice from the Invoice Number drop list Payment details for the selected invoice display in the Invoices section grid gt In the Invoices section grid double click the line item to delete N Click Delete A confirmation screen displays 8 Click OK WARNING When a line item is deleted there is no record other than the jour nal entry of the deletion Use this option with caution Posting Receivables Transactions Manually If the CWU bookkeeping feature is being used but the option to Auto Post to the Transaction Register is not selected you will need to post Accounts Receivable transactions to the journal manually NOTE To turn on automatic posting to the transaction register see AR Options on page 227 To post Accounts Receivable transactions to the journal 1 Go to Receivables gt Manual Post AR Transactions 2 Click Post Transactions 3 Click OK 250 2011 Client Write Up Running Reports 1 1 Reports Client Write Up offers many report options with multiple formats Review the reports and choose the ones that meet your needs
273. he day in which they are received Prior days are included in the Corrections report 109 Calculating 94X Series Tax Deposits 2011 Client Write Up Table 4 4 Direct Deposit Report Details Report Name Details XCR Xcelerated returns Non posted Xcelerated returns for the day they were received only Xcelerated Returns is a screening system that compares your transactions by routing and account number against a database of previously returned trans actions The transaction is then taken out of the file before submitting it to the Federal Reserve FAR File Acknowledge Summary of files that have been received by Intercept ment Summary EFT The report confirms the files they received by batch and total dollar amount MBS Monthly Billing Billing summary of your monthly charges Each client will Summary have a lump sum for processing during the month MBD Monthly Billing Detailed billing statement of your monthly charges Each Detail client will have an individual breakdown of transactions processed during the month The Review Repts button displays the Review Reports screen where previously pro duced reports can be viewed and printed See Report Review on page 279 for instructions on running these reports To transfer payroll information to the journal see Payroll Journal IMPORTANT Entry on page 160 Calculating 94X Series Tax Deposits Client Write Up calculates tax deposits for Forms 940 9
274. he firm s address Zip Enter the Zip and the City and State autofill TCC Enter the five character alphanumeric Transmitter Control Code TCC assigned by the IRS ECC MTB A TCC must be obtained to e file data with this program Submit Form 4419 to the IRS to obtain a TCC See Appendix K Preparing to e file 1099s on page 343 for details on getting a Transmitter Control Code and registering to use the IRS s FIRE website Phone and Fax Enter the firm s primary phone number and fax number KIN Required Enter the firm s Employer Identification Number EIN A Social Security Number may be entered in the EIN field 1099s and W 2s can be e filed using a Social Security Number however if trans mitting W 2s with a Social Security Number in the EIN field the firm must be a sole proprietorship with no employees EFIN Required Enter the firm s Electronic Filing Identification Number EFIN Acct No Required for e filing Enter your Drake account number that is found on the software s packing slip This number is required to e file 94X series tax returns Drake PWD Enter your Drake Password that is found on the software s packing slip The EIN EFIN Account Number and Drake password must be entered in order to file Forms 940 941 944 941SS electronically Portals Key Serial Number See Appendix G Portals on page 321 for information on how to get a Portals Key and the use of P
275. he following types of reports are available from the Reports menu Table 11 1 Report Types Report Description Path Interim Interim reports display information that was entered for the cur rent month or period Use these reports to review the calcula tions and verify accuracy of the entries Once the month or period has been posted corrections to that journal cannot be made Review all interim information before running the post transactions process Even if the Journals dialog box Bookkeeping gt Enter Transactions shows a 0 00 bal ance there could still be data entry errors that cause reports to be incorrect Use the interim reports to locate data entry errors Reports gt Interim Year to Date Balance Sheets Reports on the general ledger and journal transactions since the last post The journal transaction report can be displayed based on a single journal code or by the entirety of the journal The balance sheet report produces a statement listing the debit and credit balances of the current client From the Reports dialog box select which type of balance sheet to create These reports can be printed in the normal CWU report format or to an Excel worksheet Reports gt Year to Date Reports gt Balance Sheets General Ledger The general ledger report produces a statement that displays the balances of all accounts Reports gt General Ledger Profit amp Loss Transaction List ing
276. he information matches and is positioned properly This pre vents wasting check stock Transmitting Employee Direct Deposits Once live payroll has been entered for direct deposit employees and their pay stubs have been printed transmit the pay information to InterceptEFT An Internet connection is required to transmit Direct Deposit infor mation to InterceptEFT If you use a dial up connection to access IMPORTANT the Internet you must first connect to the Internet before transmit ting Direct Deposit information See Direct Deposit on page 20 for details on setting up to use Direct Deposit To transmit direct deposit pay information complete the following 1 Go to Employees gt Direct Deposit Transmit Employees l j 2 Enter the date range of paychecks to be transmitted in the Beginning Date and Direct Deposit Ending Date fields These fields default to today s date 107 Transmitting Employee Direct Deposits 2011 Client Write Up 3 Click Accept Dates Direct Deposit pay records with a Check Date within that date range display Previously transmitted pay records are indicated with a T in the Transmitted column 4 If two accounts have been established with InterceptEFT select which account should be used for this transmission either the Primary UserID and Password default or the Secondary UserID and Password 5 Select the box next to the employee names to indicate the pay records to transmit to Inte
277. he one selected If an employee is paid Weekly Regular Hours 1 equals 40 hours If an employee is paid BiWeekly Regular Hours 1 equals 80 hours If the Pay Class is Salary or Officer Salary the salary amount equals the Annual Salary divided by the Pay Frequency Re run this process for each different Pay Frequency After the batch NOTE is created all the records using the same Pay Period End Date dis Editing Employee Pay Approving Employee Time Cards play even if the Pay Frequencys are different Once the batch is created you may edit employee pay information for this pay period 1 From the Payroll in Progress page time cards displayed click Edit to the left of the Employee Code The timecard information is highlighted 2 Edit the pay information as needed Tab from field to field 3 Once an employee s pay record has been edited click Update Before the payroll batch can be processed for a Payroll Period End date it must be selected and approved Select the appropriate Pay Period End date Once all employee s pay records have been updated click Approve Time Cards Since pay roll records cannot be changed once they are approved you must confirm the approval Click OK The approved timecards no longer appear on the Time Card tab but now display on the Approved tab by the selected Payroll Period End date Once timecards have been approved they are available to be IMPORTANT downloaded synced and p
278. he selected customer Editing the prefilled fields on the Invoices dialog box effects this IMPORTANT invoice only To make permanent edits to this information refer to the appropriate Accounts Receivable set up screens 3 Invoice Number required The next Invoice Number displays if the option to auto increment this number was selected during set up Receivables gt Receivables Options gt AR Options If you did not make this selection enter an invoice number Do not enter a previously used invoice num ber 4 Select either a Transaction Type or a Return Transaction Type A Transaction Type is used to identify the majority of items sold on this invoice e Use BB Beginning Balance See step 4 on the previous page e Use SA Sale Stocked when items are from current inventory e Use SN Sale Non Stocked when items are not from current inventory e Use SS Sale Service when the items are one or more services performed B Return Transaction Type to return the entire contents of a previously entered invoice e Use RBB Reverse Beg Balance See step 4 on the previous page e Use RE Return Stocked when items are from current inventory e Use RN Return Non Stocked when items are not from current inventory e Use RS Return Service when the items are one or more services per formed NOTE When a Return Transaction Type is selected the Return Date must be entered 5 Invoice Date required T
279. headers 2011 Client Write Up Posting Transactions To begin reconciling the account select the box to the left of transactions that appear on the bank statement If necessary click Journal Entry to add transactions Use manual journal entries to enter bank initiated items such as interest and penalties or to make any other corrections For instance a check appears on the bank statement but is not dis played on the Bank Reconciliation screen See Entering Journal Transactions on page 157 for details on making manual journal entries Remember that all man ual entries to the journal must have an offsetting entry To be included in this rec onciliation the transaction date must be not later than the Cutoff Date 10 Once the reconciliation process is complete click Finish A reconciliation report opens that can be saved or printed You must Finish reconciling an account before you begin a new reconciliation of that same account Reconciled Transaction A transaction that has cleared the bank Indicate a cleared transaction by selecting the box to the left of the transaction UnReconciled Transaction A transaction that has not cleared the bank Do not select the box to the left of transactions that have not cleared the bank Adjusted Bank Balance equals the Starting Balance plus the Reconciled Transactions debits credits Closing Book Balance is the same as the Ending Balance Accumulated Unreconciled Balance eq
280. hed a special fee schedule with InterceptEFT for its clients It s important that you identify yourself as a Drake client whenever you communicate with InterceptEFT e Direct Deposit Payroll Checks Select the check box if payroll checks are to be deposited directly into the contractor s bank account The Account Type and Bank Routing Number fields activate Account Type Directly deposit payroll checks in up to two accounts for each contractor If splitting a paycheck between two accounts both accounts must be at the same bank Checks can be split between any com bination of checking and savings accounts including two checking or two savings accounts or one of each If both Checking and Savings are selected the Enter Amount to Apply to Savings field activates Enter Amount to Apply to Savings Enter the dollar amount to deposit into the second Direct Deposit account when the deposit is being split between two accounts This amount can be edited for each pay check Bank Routing Number Enter the routing number for the contractor s bank account Find this number on the bottom of the contractor s personal checks to the left of the account number The routing number displays asterisks Reenter the routing number in the Retype Bank Routing Num ber field Checking Account Number Enter the contractor s checking account number for the direct deposit If the deposit is to be split between two sav ings accounts enter
281. hen Based on Hours Worked is selected the benefit is calculated by multiplying the number in the Hours Worked field on the Live Payroll or ATF Payroll screen times the Amount If Based on Hours Worked is not selected the benefit is calculated by multiplying gross pay by the Amount Amount This number corresponds either to a dollar amount or a decimal percentage that is assigned to the deduction If neither Dollars Cents or Per cent is selected an amount of 1 or greater designates a dollar amount A dec imal value less than 1 for example 25 designates a percent This amount can be edited on an individual basis by going to Employees gt Employee Setup and selecting the Benefits tab If Dollars Cents is selected enter any amount and CWU will format the num ber as dollars and cents Enter a value one cent or greater If Percent is selected enter any decimal value less than 1 up to six decimal places Ceiling Enter the maximum amount of this benefit that can be taken When the employee reaches the ceiling amount for the year CWU discontinues giv ing this benefit to that employee 69 Setting Up Employee Payroll 70 2011 Client Write Up e W2 Box 12 Code During W2 processing this code indicates which letters to enter for the Box 12 code Below is a list of codes used in Box 12 Table 4 3 W 2 Box 12 Codes Uncollected Social Security or RRTA tax on tips Uncollected Medicare tax on tips Taxable cost of gr
282. holding Allowance Certificate 1 9 Employment Eligibility Verification SS 8 Determination of Worker Status W 9 Request for Taxpayer Identification Number and Certification 6847 Consent for IRS to Release Tax Information 4419 Application for Filing Information Returns Electronically To edit employee and contractor information complete the following 1 From the list of employees or contractors click the Employee Contractor Code of the employee or contractor to edit The Employee Contractor edit window displays the employee s or contractor s demographic and payroll information Figure 14 7 Edit Portals Employee Information Employees of Su Casa Drake Employees W 4 Loo out David Millis Employee Code STERRY Terry Sarah_ w First Name Sarah Middle Name Last Name Terry Address 1 7788 Driller Drive Address 2 City Franklin State NC M 2ip 28734 Phone 8285559877 Pay Rate 130 00 PayRate2 12 00 PayRate3 15 00 Pay Rate 4 0 00 Annual Salary 0 00 Employee Status Active Pay Class Hourly x Pay Frequency 52 Weekly he Tip Status Federal Status Sinale FederaiExemptons 1 ay Save Reset Exit 2 All fields may be edited except the Employee or Contractor Code 3 When finished editing click Save Click Reset to close this window without sav ing CWU is updated to reflect these changes the next time a sync is run for this employer To enter timecard
283. holding Code of FLIW Employer has Private Disability Plan Select this option if the client offers employees a private disability insurance plan When this option is selected the Private Disability Plan Number field is activated and the employer s plan num ber should be entered Private Disability Plan should also be set up as a deduc tion see Adding a Deduction on page 65 with a Withholding Code of EPDW W 2 W 3 1099 MISC Setup Complete the W2 W3 1099 1098 Setup tab of Client Setup Setup gt Client Information gt W2 W3 1099 1098 Setup Figure 3 3 New Client W 2 W 3 1099 and 1098 Setup E Client Setup Shotz b a E Contact Information Business Information W2 W3 1099 1038 Setup Payables Setup EF Setup Save W 2 Setup Information 1099 Setup Information Exit JV Print Employer Name on W 2 State for 1089 NC Help D Print Employer Trade Name on w 2 Final 1096 Return L Print Both Employer Name and Trade Name on W 2 Mask ID on 1099 1098 Vv M Standard W2s Contact Selection W2s using 2D Barcode 4 A Use Client Contact Information for paper T Use 4 Up W2s Must use Nelco Form BwW24UP W3 s and E Filing W2 W3 s Tl Use 4 Dn W2s Must use NELCO Form BW24D WN W 3 Kind of Payer W 3 Kind of Employer 941 T Third Party Sick Pay ine a C Military 941 C 501c non govt C 943 C State local non 501c C 944 C State Local 501c C CT 1 C Federal govt C Hshld emp NELCO Compatible Products Medi
284. ice date due date amount current amount overdue total amount current total amount overdue number of days overdue by individual invoice The number of invoices past due are counted and totaled by aging periods Totals of all invoices past due by aging period are included To run the report go to Reports gt Accounts Receivable gt Aged Receivables Report The report displays detailed information about each sales tax record entered This includes the sales tax code and name the tax rate if the tax is sales tax or freight tax exempt and the maximum taxable amount for each Sort the report by sales tax code or sales tax name To run the report go to Reports gt Accounts Receivable gt Sales Tax Record List This report displays detailed information about the amount of sales tax charged cus tomers sorted by either sales tax name or sales tax code This report is useful in deter mining the amount of sales tax to pay each state county and city The detail on the report includes the state county and city name the amount of sales tax collected for each entity taxable and non taxable sales taxable and non taxable shipping charges and total sales Select to run a sales tax summary listing for all tax codes or a single tax code To run the report go to Reports gt Accounts Receivable gt Sales Tax Summary Payroll Reports Check Register Contractor Check Register Employee Contractor List 274 Payroll re
285. ide information about each email e S tatus The status is dependent upon which folder the message list is presenting In Out Drafts or Trash e A ttachment Code Indicates if an attachment was sent with the message e Who Indicates to whom the email was sent e Date Time Indicates the date and time the message was sent e Subject Enter a brief description regarding the content of the email 2011 Client Write Up Composing a New Message E Mail Attachments Additional Tools To compose a new message click New Enter an address in the To field a subject in the Subject line and a message in the text box at the bottom Messages cannot be sent without a subject To send the message click Send If an alternate reply to address has not been established in Setup gt Options a caution message appears when Send is selected NOTE giving you the option of changing your alternate reply to address We recommend you establish one at this time Click Yes to make this change When composing e mail messages you have several address book options Click To in the New Message window to access these options Select either Drake Software Support Address Book or Local Address Book from the Address Book drop list The Drake Software Support Address Book displays general e mail addresses at Drake such as for CWU support accounting spanish support and client services To insert an address in your message click a General
286. ide of the window select to create an upload file for a regular 1099 MISC or for 1099s and 1098s created On the Fly 1099 A 1099 B 1099 C 190 2011 Client Write Up Uploading 1099s 1096s and 1098s 1099 DIV 1099 INT 1099 MISC 1099 PATR 1099 R 1099 S 1098 MORT or W2 G Select the appropriate File Indicator of file to create Original File Select this option if the information entered is the original data Replacement File Select this option if the file is to replace a file that the IRS has informed you in writing cannot be processed or the IRS s FIRE system indi cated a file status of Bad Electronic File Name Use for an electronic file with a file status of Rejected Enter the Original or Correction electronic file name assigned by the IRS electronic FIRE Filing Information Returns Electronically system Test File If you plan to use the option to file the Combined Federal amp State 1099 MISC first select the test file option This transmits the test file required by the IRS after you receive the TCC NOTE Use the Test File option between November and February only Once the test file is received and approved the IRS mails an acceptance letter Once the IRS receives the form you can transmit the 1099 MISC After a test file is approved by the IRS return to E Filing gt 1099 1098 E Filing gt Create File before transmitting an actual 1099 Click Original File in the File In
287. ield is selected transac tions post to the transaction register or journal automatically when the trans action is saved If this option is not selected move transactions to the journal manually by going to Receivables gt Manual Post AR Transactions e Check Credit Limit With this option selected and an invoice is saved CWU checks a customer s outstanding balance plus the amount of the invoice just saved against the credit limit set for the client Receivables gt Customer Setup gt Customer Info the Credit Limit field A popup message displays if the credit limit is exceeded 227 Entering Receivables Options 2011 Client Write Up Auto Invoice Numbering Select this option to have CWU auto increment the invoice number when a new invoice is entered This option is recom mended since invoices must be entered using a unique number Starting Invoice Number Specify the starting invoice number to use when Auto Invoice Numbering is selected This number must be between 1 and 999999 Ending Invoice Number Specify the highest invoice number to use when Auto Invoice Numbering is selected This number must be between 1 and 999999 Invoice Reset Number This is the number that the invoice number auto matically resets to once the Ending Invoice Number is reached This number must be between 1 and 999999 Dunning Messages optional Select to use Standard 40 characters max or Extended 375 characters max du
288. ield length requirements The bank information must be entered in Setup gt MICR Bank Accounts to use this function e MICR Printer CWU automatically selects the printer specified as the default MICR Printer in Firm gt Firm Info Global Settings Use the MICR Printer list to temporarily override the default MICR printer selection Verify the selected printer has the proper ink for MICR printing Change the default MICR printer in the MICR Printer field in Firm gt Firm Info Global Settings 210 2011 Client Write Up Printing Vendor Checks Enter a Check Date This is the current computer date To change the date that prints on the check either use the drop arrow or highlight the date and enter the correct date using the format MMDDYYYY Enter only numbers no slashes dashes or periods in this date field or an erroneous date error is generated Once the date is set it prints on all checks printed during this session Always ver ify this information before printing Edit the Starting Check Number to match your next check If more than one check is selected to be printed the check numbers automatically advance for each check If using pre printed check stock verify that the number in the Starting Check Number field matches the number on the first check placed in the printer Always verify this information before printing The list at the bottom of the screen displays checks scheduled for payment on the date shown
289. ification PBR Batches Submitted Summary Batches InterceptEFT has submitted to the Federal Reserve for processing BRY Statement and Pro jections Statement of accounts and a projection of disbursements to and from your account by InterceptEFT CAP Company Applica tions Breakdown of the accounts credited and debited CCR Company Con tracts Report Status of contracts on file with InterceptEFT CFS Company Fee Schedule InterceptEFT s fee schedule agreement for Direct Deposit services COR Corrections RET Returns The receiving banks did allow the transaction to go through but sent this report so you will change the infor mation in your software i e name account number routing number etc for future transactions Refer to the last column of the report to determine what information needs to be changed A transaction was rejected by the receiving bank and was sent back to InterceptEFT The Returns report dis plays the reason it was returned so it can be corrected and prevent any future delays in processing XCC Xcelerated Correc tions Non posted Xcelerated Corrections The Xcelerated Corrections is a screening system that compares your transactions by routing and account number against a database of previous NOC transactions The transaction is stopped before the file is submitted to the Federal Reserve for processing This report will only be available for t
290. ign Create one or more check designs MICR check designs are available for use by all clients and are not cli ent specific Every design is available to every client and every MICR bank account Figure 2 5 MICR Check Global Designer 7 Design Code 1 Design Name Eist National NELCO Check Forms m Check Placement p Measured from Top of Page EN First National Top can 3 50 i Payroll C Center Perf 2 7 00 jn F Bottom Bottom 11 00 jn A thn PLO AAR Aas Create a New 1 Design Code Enter any positive whole number between 1 and 9999 This num MICR Check ber should be unique for each design Click New Design 5 Design Name Enter a name for your design 3 NELCO Check Forms Select a form from the drop list of supported blank check stock When one of these forms is selected from the list the check place ment and measurements for printing are automatically set If needed the Check Placement Perf 1 Perf 2 and Bottom settings can be adjusted to match your check stock Nelco check stock is not required to use CWU for printing MICR NOTE checks If you use a different brand of MICR checks edit the Check Placement and Measured from Top of Page settings to match your check stock 4 Check Placement Blank check stock comes in 8 5 X 11 inch sheets and is per forated with the check portion at the top bottom or center of the page Deter mine your check placement and se
291. igner but can be viewed by printing the MICR Test 7 The Cash and Expense fields default to the accounts associated with the vendor in Payables gt Vendor Setup To charge this invoice to another account press F2 to display the zero level accounts from the Chart of Accounts and select the appro priate account This change only effects this invoice 8 Enter the amount s from the invoice into the 1099 Detail for Payment section as they should be included on the vendor s 1099 MISC at the end of the year If no amounts are entered in this section the invoice will not be included on the ven dor s 1099 MISC 9 Click Save Making Partial Payments To schedule a partial payment of live invoices complete the following steps 1 Go to Payables gt View amp Pay Invoices 2 Before scheduling a payment you must first locate the invoices you wish to pay SchedulefRecord Perform a search as described in Searching for Invoices on page 202 To narrow Payments your search include clicking Live as part of your search criteria Live invoices show an F in the ATF column 3 Click the box beside the live invoices you wish to pay Click Select All to pay all invoices gt Click Schedule Live Pmts The Schedule Payments dialog box is opened 5 Double click an invoice to pay The Amount field default is the full amount of the outstanding balance displayed in the Diff column and the Sched Date default is to schedule the payme
292. ignment 30 G Generating 1099 Data 225 Global Setup 94X Preparer Setup 23 Firm Info Global Settings 15 MICR Check Setup 24 Security Setup 17 H Headers and Footnotes 54 Home Screen Shortcuts 337 Hot Keys 12 ICR 103 139 Importing from PeachTree 299 Importing from QuickBooks 296 2011 Client Write Up Importing to CWU 292 Step 1 Copy the Templates 292 Step 2 Entering Data into the Template 292 Step 3 Import 293 Installation Network Installation 6 Stand Alone Installation 6 Installing Program Updates 281 Drake Dialer 282 Viewing Release Notes 282 InterceptEFT Direct Deposit Holidays 320 Invoice Item Setup 233 IRS FIRE Website 311 IRS Web Site 304 J Journal Options Auto Increment Reference Number 162 Disable AP Employees Contractors and AR Selec tions 162 Disable Division Selection 162 Disable Payroll Journal and ATF Payroll 163 Insert Debit Credit Decimal Automatically 162 Prefill Adjusting Entry Amounts Automatically 162 Journal Transactions 157 L Live Contractor Payroll 130 Live Employee Payroll 86 Logging in to the Portal 324 Managing Portals Users 326 Adding Employer Users 327 Adding Firm Users 326 Deleting Employer Users 327 Deleting Firm Users 327 Editing Employer User Information 327 Editing Firm User Information 326 Manual and Help Updates 10 MICR Accounts Payable Check Setup 53 MICR Bank Accounts 47 MICR Check Printing MICR Calibration 29 MICR Check Design 25 26 MICR Check Sto
293. in CWU are not seen in Portals To print live payment checks click Print Checks This is a shortcut to the Contractors gt Print New Checks screen Transmit Direct Deposit information as needed See Transmitting Contractor Direct Deposits on page 143 Move payroll information to the journal See Payroll Journal Entry on page 160 149 Portals Processing Contractor Payments 2011 Client Write Up 150 2011 Client Write Up Adding Accounts to a Chart of Accounts Bookkeeping Client Write Up s bookkeeping program provides an accurate up to date snapshot of the financial condition of the client s business This is accomplished by automating payroll and accounts payable posting to the general ledger Numerous financial reports are available and this financial information can be exported directly into the Drake Tax software reducing the chance for data entry errors NOTE See Chart of Accounts COA Setup on page 45 for information on how to set up a Chart of Accounts in CWU Adding Accounts to a Chart of Accounts To add a new account to the Chart of Accounts complete the following irae 1 Go to Bookkeeping gt Chart of Accounts 2 Click Add The Add Edit Delete Account dialog box opens Enter account infor mation Accounts i Figure 6 1 Add Account Add Edit Delete Account Account Number Save Name Cancel Type Level Postable Account Delete Account Group Level Debit C
294. in the Check Date field These dates were assigned at Payables gt View amp Pay Invoices gt Schedule Live Pmts To display a different list of checks scheduled for print edit the Check Date field using the drop list This is the date printed on the check Select checks to print by clicking the box next to the desired checks or clicking Select All to print all checks If using pre printed checks jump to step 9 below 7 If printing MICR checks select the MICR bank account to use for these checks The Starting Check Number field fills with the check number from the Next Check field on Setup gt MICR Bank Accounts If printing MICR checks the MICR Printers field shows the printer set up in Firm gt Firm Info Global Settings Use the drop list to select a different printer Optional To view payables checks on your computer screen prior to printing select the Preview checks before printing check box Once selected the option remains in effect until the check box is cleared To print checks from the preview screen select the Printer icon amp 10 Click Print If you are using pre printed check stock the Windows printer dialog box opens and provides the opportunity to change the printer used during this print session When using MICR blank check stock the Windows printer dialog box does not open Change the MICR printer on the Print Checks dialog box Once a check has been printed it is removed from the Print Vendor Chec
295. information complete the following 1 From the list of employees click the Create New Payroll button to create a group or batch of timecards 2 Ifthe employer is set up as a Live Portals Payroll client only the Pay Period Ending Date and Pay Frequency fields display If the employer is set up as an ATF Portals Payroll client the Checks Printed Date field also displays 333 Appendix G Portals 2011 Client Write Up e Pay Period Ending Date Enter the ending date of the pay period e Pay Frequency Select to calculate pay for employees that are paid Weekly BiWeekly Monthly etc If there are employees with the same Pay Period Ending Date that are paid at different pay frequencies create the batch for one group of employees e g Weekly then return to the Employees screen click Create New Payroll set the Pay Period Ending Date and select the next group of employees e g BiWeekly to include in the batch e Checks Printed Date field displays if this is an ATF Portals Payroll client Enter the date the employer will or did pay their employees This is typi cally the date printed on the paychecks When the employer creates their own paychecks this date must be included for the accounting firm to correctly report filing data to the government 3 Click Create Payroll Batch This batch includes one timecard for every Active Suspended and Statutory employee whose Pay Frequency matches t
296. information including the Chart of Accounts into the next year s Client Write Up See Update Prior Year Clients on page 282 for more information 2011 Client Write Up Appendix A E Filing 1099 MISC FAQ 1 4 Appendix The following appendices cover the topics e Appendix A E Filing 1099 MISC FAQ e Appendix B W 2 W 3 PIN Application FAQ e Appendix C IRS FIRE Website e Appendix D Drake Document Manager e Appendix E Client Write Up Menus e Appendix F InterceptEFT Holidays e Appendix G Portals e Appendix H Home Screen Shortcuts e Appendix I Reporting Agent s List e Appendix J Preparing to e file W 2s e Appendix K Preparing to e file 1099s e Appendix L E Filing Quick Reference Appendix A E Filing 1099 MISC FAQ Q Do I need anything other than CWU to upload 1099 MISC files A Yes Fill out Form 4419 and mail it to the IRS at least 30 days before the due date of the return Q What do I receive from the IRS once I m approved to electronically file the 1099 Misc A The IRS sends you a TCC Transmitter Control Code If you don t receive a reply within 30 days call the IRS s Martinsburg Computing Center toll free at 866 455 7438 between 8 30 am and 4 30 pm ET Q Can I transmit a 1099 MISC while I am waiting for the TCC A No You can t transmit until after you have received the TCC from the IRS Q Can I submit Form 4419 without a signature A No The IRS does not issue
297. information in the Chart of Accounts can be changed until a transac NOTE tion has been posted to that account Once a transaction has been posted to an account only the Account Number Name Budget Tax Form Tax Line and Tax Form Instance fields can be edited Deleting an Account An account in the COA can be deleted only if there has been no monetary transaction for the account To delete an existing account 1 Go to Bookkeeping gt Chart of Accounts 2 Either select the account and click Edit or double click the account from the list 3 Click Delete A message box is displayed confirming the account should be deleted 4 Click Yes from the confirmation window to permanently delete the account Click No to return to the Chart of Accounts Setup dialog box without deleting the account MPORTANT Accounts that have current activity cannot be deleted Reset the Chart of Accounts Use the Reset button when setting up the Chart of Accounts and you wish to restart the COA setup from scratch All account information is removed This option is avail able only before entering transactions and performing a Post Transactions Create an Account On the Fly Accounts can be added to the Chart of Accounts from any field in CWU that is calling for an account number e g Employees gt Account amp Payroll Information gt G L Account Numbers To create an account on the fly complete the following steps 156 2011 Cli
298. information on the 1099 and 1096 Use this feature with caution Click View Edit to access the Edit 1099 dialog box Click Save to save your edits e Print All 1099s prints the 1099 MISC for every contractor listed with an X under the 1099 header to the left e Print Single 1099 prints the 1099 MISC for a selected contractor e Print 1096 prints the 1096 It can be printed only on red and white forms 3 Select the type of 1099 MISC copies to print from the Types section 4 Select to print Forms and Data using plain paper or Data Only on a pre printed form The 1099 MISC IRS Copy A and 1096 must be printed on the red and white forms data only All other copies can be printed on plain paper Tip using a laser printer choose Form and Data or on preprinted forms choose Data Only If Data Only is selected the Adjust Form button is activated allowing adjustment of printing alignment Refer to Forms Alignment on page 30 for more information 5 Click Print Order the red and white forms from an office supply company or the IRS Call 800 TAX FORMS See Uploading 1099s 1096s and 1098s on page 190 to upload the 1099 1096 information Portals Processing Contractor Payments Once a Portals contractor payment batch is downloaded Synced it can be processed When Portals pay checks are processed CWU 1 Creates pay records 2 Lists live paychecks on the Print New Checks screen and 3 Automatically syncs the pay in
299. ing underlined is either a link to other information or a way to rearrange the information by column e Check boxes act as filters including or excluding what information is shown e Page numbers appear below lists Click underlined page numbers to see other pages in the list e To access on screen Help click the question mark e A red asterisk to the right of a textbox indicates required information that needs to be entered e To enter dates click the calendar to select a date or enter a date using either the MM DD YYYY format 08 03 2010 or the MMDDYYYY format 08032010 To return to the list of Portals employers click the Employers link not available to employer users Click Payroll in Progress to display the last tab completed in the payroll process Figure 14 6 Portals Employees List Employees of Drake Drake Emp oyers Conzacors Uposc CWU Repors Reports Blenk Foems Payrol in Progress Log out Firm User 2 Drake is a client of Train Em How LLC Do not show terminated employees 39 Employees Employee Code Last Name First Name Middle Name Pay Frequency mployee Status 28 Brown Linda Rice Weekly Active 50 Butler Cheryl Middle Name Weekly Active 51 Cooksey Holly Holly Cooksey None Active 46 Crawford Kim Weekly Active 23 Day Cindy Weekly Active 33 Dezarn Joshua Weekly Active 35 Edwards Samantha Weekly Active 36 Fuller Natasha Weekly Active 49 Hatke Anne Weekly Active 47 Holycross Ke
300. ing work 2011 Client Write Up Special Considerations for Fiscal Year Clients 4 At the end of their fiscal year July 31 2012 close the client s fiscal year in CWU2012 e Post payroll to the journal go to Bookkeeping gt Enter Transactions and click the Payroll Journal button e Post all transactions to the GL Bookkeeping gt Post Transactions e Close the year go to Bookkeeping gt Year End Close Enter 2011 as the year to close 5 Continue entering transactions in CWU2012 for fiscal year 2012 2013 169 Special Considerations for Fiscal Year Clients 2011 Client Write Up 170 2011 Client Write Up Update Prior Year On the Fly On the Fly Forms Create save process print and electronically file Forms W 2 1099 MISC DIV INT R PATR S A B and C 1098 MORT and 94X series tax returns on the fly eliminating the complete employee and contractor setup Update Prior Year On the Fly Use this feature to bring forward all client setup employee and contractor informa tion that was entered on the fly in last year s Client Write Up program The client must exist in the current program before bringing the on the fly information forward If the client does not exist in the current Client Write Up program go to Tools gt Update Prior Year Clients to bring the client forward into this year s program See Update Prior Year Clients for information on bringing the client forward IM
301. ings and deductions Edit if necessary For details see Earnings on page 97 and Deductions on page 99 5 Click Save once all the employee s information has been verified NOTE To edit amounts in the Earnings column double click the amount and enter the new amount in the line above Non Gross Earnings Any changes made to the default earning amounts when entering live pay roll are considered one time only adjustments Adjusted amounts are indicated with an asterisk Regular Pay The amount in this field is based on the information entered in Employees gt Employee Setup the Payroll Wages Rates tab Hourly employees default to a 40 hour work week Edit Regular Pay by either changing the number of Regular Hours on the left of the dialog box or by double clicking the Regular Pay line This fills the field at the bottom of the Earnings box With the amount highlighted enter the correct amount Press ENTER for this information to appear on the proper line Overtime Premium The amount in this field is based on information entered in Employees gt Employee Setup the Payroll Wages Rates tab Edit Overtime Premium by either changing the number of Overtime Hours on 97 ATF Employee Payroll Benefits NOTES NOTE 2011 Client Write Up the left of the dialog box or by double clicking the Overtime Premium line This fills the field at the bottom of the Earnings box With the amount high lighted enter the correct
302. installation the client data path and the backup data path defaults are to the following locations on both the server and workstations Data Path CWU2011 clients Backup Path CWU201 1 clients backups Please do not change these paths If you change the Backup or WARNING Data path it changes for all computers and could prevent opening a Client file You can verify these paths by opening Client Write Up and going to Firm gt Firm Info Global Settings If you have any questions about setting up CWU on a network please call our support staff at 828 349 5547 Activate Client Write Up 2011 Client Write Up Rather than using the CD to install Client Write Up you can download and install the latest version of the software from Drake s Support web site NOTES To download the software log in to Drake s Support website at http www Support DrakeSoftware com Once you ve logged in from the Resources Overview page click the Download Center link Click on the Client Write Up 2011 link You ll have the option of saving the download to your computer and installing later or installing right from the Download Center Activate Client Write Up Client Write Up must be activated for you to have full access to the software If CWU is not activated you may operate the software in Demo mode In Demo mode you have full use of the program for 90 days with the exception of printing and e filing Forms W 2 and 1099 To activa
303. inting Employee Pay Checks 101 Reprinting Employee Pay Checks 104 Total Deductions and Net Pay 93 Transmitting Employee Direct Deposits 107 Employee Payroll Setup Account and Payroll Information 59 Deductions and Benefits 65 Employees 72 G L Account Numbers 61 Payroll Options 59 Setting Up Employee Payroll 59 Employee Setup Adding an Employee 72 Benefits 84 Benefits Tab 84 Deductions 82 Deductions Tab 82 Direct Deposit 85 Direct Deposit Tab 85 Divisions 73 Edit an Employee 85 Federal Tax Status 79 Federal Tax Status Tab 79 Federal Withholding Options 79 Payroll Options 77 Payroll Options Tab 77 Payroll Wages amp Rates 74 XV Index Payroll Wages Rates Tab 74 Personal Info Tab 73 Sick amp Vacation Hours 78 State amp Local Tax Status 80 State amp Locality Information 81 State Filing Status amp Exemptions 81 State Fixed Percent WH 81 State General Selections 81 State Withholding 80 State Local Tax Status Tab 80 Entering Invoices 198 Entering Receivables Options 227 Excel Templates Restoring 288 Export to Drake Tax Software 295 Exporting from CWU 294 F Federal Tax Status Tab 79 Federal Withholding Information 80 File Maintenance Auto Backup 284 Backup 285 Delete Client 287 Restore 286 Restore Excel Templates 288 Filing a 1099 Extension 192 Filing Tax Returns 290 FIRE website 311 Firm Firm Info Global Settings 15 Fiscal Year Clients 168 Form 8633 Application for EFIN 37 Forms Al
304. ints on reports click the color box select the desired color and click OK Printing in color requires a printer capable of color printing Font Sizes Use the drop lists to adjust the font size of the accountants header line footer and page numbers WaterMark Settings e Use the drop list to select the angle and font used for the watermark e Enter the wording to be used for the watermark in the Watermark Text box Logo e Logo Location Choose the location for your logo on reports from the drop list Selections include Right Justified Center Justified and Left Justified e Logo Path Making a selection in the Logo Location field activates Logo Path Either enter the path to the logo or click the S button and browse to the location of the logo The logo file must be a bitmap file file extension of bmp e Logo Sizes Choose the logo size to print on reports from the drop list After verifying all information click Save 94X Form Settings For the 94X forms generated by Client Write Up Forms 940 941 944 943 941 SS and 944SS you can specify how the information is treated Complete the following steps to set up these options 1 Go to Setup gt 94X Form Settings Figure 3 20 94X Form Settings Form 94X Option Screen Use Tax Deposit 3 Use Tax Deposit Information on 941 Use Tax Deposit Information on 940 Information on 944 Override Sch B Printing Form 940 Form 941 Form 944
305. ion about nonvendors that have had a Check Writer check written to them displays Click a column header to sort the information Click a nonvendor in the NonVendors section one time to display payment and check information for that nonvendor in the Payments section of the window Double click a nonvendor to display the Editing NonVendor Information window Edit the 1099 information by e Editing the amount directly in the 1099 Detail for Payment section e Clicking the Reset 1099 button to revert to the 1099 information last saved e Clicking Clear 1099 to remove the 1099 amount from the 1099 Detail for Payment section Click Save Click Exit when all editing is complete Generating 1099 Data In order to generate a 1099 MISC for vendors and nonvendors and include their pay amounts in the company s 1096 the 1099 data must first be generated To generate the 1099 data file for vendors and nonvendors 1 2 Go to Payables gt 1099 Info Click the Gen 1099 Data button The 1099 data file must be generated before processing 1099s for vendors and nonvendors see 1099 1096 1098 Processing IMPORTANT on page 146 If 1099s are processed before the 1099 data file for vendors and nonvendors is generated no 1099 is generated for vendors or nonvendors Payables Check Alignment The check alignment feature is used to change the alignment of information printed on pre printed checks The information in the white fields can be ad
306. ion to InterceptEFT If you use a dial up connection to access the Internet you must first connect to the Internet before transmit ting Direct Deposit information To transmit direct deposit pay information complete the following 1 Go to Contractors gt Direct Deposit Transmit Contractors l i j 2 Enter the date range of paychecks to be transmitted in the Beginning Date and Direct Deposit Ending Date fields These fields default to today s date 143 Transmitting Contractor Direct Deposits 2011 Client Write Up 3 Click Accept Dates Direct Deposit pay records with a Check Date within that date range display Previously transmitted pay records are indicated with a T in the Transmitted column 4 If two accounts have been established with InterceptEFT select which account should be used for this transmission either the Primary UserID and Password default or the Secondary UserID and Password 5 Select the box next to the contractor names to indicate the pay records to transmit to InterceptEFT Arrange the pay records in order by ID Name Check Date Amount or Transmitted by clicking the column header Pay records can be trans mitted individually or in groups 6 Click Verify Dates InterceptEFT does not accept check dates that fall on week ends or holidays If none of the checks selected have invalid check dates the Transmit button becomes active and you may proceed to transmit pay records to InterceptEFT
307. ion to edit from the Stored Descriptions list by either selecting the description and clicking Edit or by double clicking the description 3 Edit the description as needed from the Selected Entry field 4 Click Save Click Save Changes to permanently save changes made in Edit NOTE Stored Descriptions Click Exit Without Saving if you do not wish to save your changes Remove Transaction Descriptions To delete a description select an entry in the Stored Descriptions list and click Remove Click Save Changes to permanently remove the description Add Transaction Descriptions Descriptions can be added to the list of stored descriptions by either saving journal transactions with descriptions associated with them or by manually adding descrip tions To manually add a description 1 Go to Bookkeeping gt Edit Stored Descriptions 2 Type the new description in the Add Entry field 3 Click Add 4 Click Save Changes to permanently add the description 163 Bank Reconciliation 2011 Client Write Up Bank Reconciliation rh Reconcile 164 This option checks accounts against the bank balances for those accounts 1 Go to Bookkeeping gt Bank Reconciliation The Bank Reconciliation dialog box opens Figure 6 5 Bank Reconciliation Bank Reconciliation Reconcile Transactions Transaction Selection Criteria Bank Statement Cash Account Cutoff Date Starting Balance Ending Balance z G 3 Select All Re
308. ional Enter the name or code of the salesperson servic ing the customer Discount Percent optional Enter the Discount Percent a decimal value less than 1 00 to designate the percentage of discount to be applied to this customer s invoices This discount can be used instead of or in addition to quantity discounts 25 25 discount Credit Limit optional The Credit Limit is the maximum dollar amount of outstanding receivables the customer is allowed at one time If Check Credit Limit check box was selected on the Receivables gt Receivables Options AR Options tab a warning displays when entering the invoice stat ing the customer has exceeded this limit Price Code required Select a default Price Code for this customer Over ride this when entering invoice information Pricing levels are set for each invoice item by going to Receivables gt Invoice Item Setup the Item Infor mation tab While you are selecting to use an overall pricing level for all pur chases made by this customer line item pricing is available when entering invoice information Account Type required Select the Account Type as it applies to cus tomer credit Regular amp Temporary types do not track aging balances Both imply the customer is not operating on credit does not have a credit account The intent of Regular is to indicate regularly active customers without credit and Temporary indicates those customers wh
309. ions here for the PIN agent indicator code EIN information and preparer employment and tax jurisdiction codes A file can also be resubmitted here Indi vidual field help is available by resting your pointer on the data field Figure 8 3 Create W 2 E File Federal EFW2 Submission General Information Save Screen User Identification Number Perferred Method of Problem Notification I 1 E Mail Intemet Create Fie _ User ID 12345 2 U S Postal Service Exit Resubmit Preparer Code C A Accounting Firm File is being resubmitted C L Self Prepared Resubmit Wage File C S Service Bureau Regular w2 s Identifier C P Parent Company We2 s On The Fly O Other Employer Record Information Agent Indicator Code 12678 Agent Approved by IRS Emypropes onion EIN 2 Common Paymaster Agent for EIN Sai C 33504 Agent 4Dther I Terminating Business File Name and Path The file name is W2REPORT_222 TXT The file is located C WU2010 Clients 222 E file W2s 186 2011 Client Write Up Uploading W 2s and W 3s 2 On the right side of the screen select whether to e file Regular W 2s or W 2s On the Fly This setting remains once the screen is saved but can be changed as needed 3 Complete the General Information section User ID Enter the 8 character user ID assigned to the employee who is attesting to the accuracy of the file This user ID is assigned by the Social Security Administrati
310. iption Enter transactions directly to the General Led ger Can also bring the payroll information to the journal add an ATF payroll entry to the journal On the Fly and edit account names in the Chart of Accounts 2011 Client Write Up Location Bookkeeping gt Enter Transac tions Export to Drake Exports information from Client Write Up to the client s tax return in Drake File gt Export to Drake Tax General Ledger Report Displays the balances of all accounts Reports gt General Ledger Install Updates Download and install program update files Tools gt Install Program Updates Interim Report Report displays information that was entered for the current month or period Reports gt Interim Live Contractor Payroll Enter payroll data before printing a contractor paycheck Contractors gt Live Contractor Payroll Live Employee Payroll Enter payroll data before printing an employee paycheck Employees gt Live Payroll MICR Calibration Calibration is a two step process that ensures the MICR information is printed on the check at the correct width and intensity Firm gt MICR Calibration Monthly Post Report Produce a monthly posted balance sheet profit and loss general ledger and transaction listing Reports gt Monthly Post New Client Add a new client to Client Write Up File gt New Client Payables Check Alignment Change
311. it 9 If you receive the message Your PIN has been successfully created click OK 10 Read the bulletins and click Start the FIRE application Subsequent connections to the FIRE system 1 Click Log On 2 Enter your User ID Most users log on with their first and last name 3 Enter your Password The password is user assigned and is case sensitive 311 Appendix C IRS FIRE Website 2011 Client Write Up Uploading your file to the FIRE system complete these steps from Menu Options 1 Click Send Information Returns Enter your TCC Enter your EIN Click Submit The system displays the company name address city state ZIP code phone number contact and e mail address This information is used to contact or send correspondence if necessary regarding this transmission Update as appropriate and click Accept 6 Click one of the following e Original File RYN e Correction File e Test File e Replacement File if you select this option select one of the following a New FIRE Replacement file was originally transmitted on this system Click the file to be replaced b Magnetic Media Replacement Enter the alphabetic character from Form 9267 Media Tracking Slip that was sent with the request for replacement file Click Submit 7 Enter your 10 digit PIN 8 Click Submit 9 Click Browse to locate the file and open it 10 Click Upload When the upload is complete the name of the file upl
312. iting on Bill Disputed Not Recv d Edit Invoice L New Invoice __ Inv iD Invoice No__ Vendor Code BTB 12 31 2008 11000 00 Partially paid Exit 234444555 verizon 01 14 2008 0 00 Paid in full 322555741 duke 01 18 2008 0 00 Paid in full Help 52431 duke 02 17 2009 0 00 Paid in full 196523 btb 02 02 2009 0 00 Paid in full 8585234 verizon 02 06 2003 0 00 Paid in full Snapshot Stats Balance Owed 11000 00 Credit Balance 0 00 Invoice Count 6 Once the desired combination of search criteria is selected click Search to display those invoices NOTE When using multiple search criteria all parts of the criteria must be true in order for a record match to take place e Limit View to these Invoices Select this box to activate the fields and search for specific invoices 202 2011 Client Write Up Searching for Invoices Figure 9 5 Limit View to these Invoices View amp Pay Invoices Search Criteria JV Limit View to these Invoices Due by 0172872011 gt Balance Exceeds lt 9 Days Past Due Month 1 12 SS a pn ns Due by Use this list to search for invoices due by a certain date Balance Exceeds Display invoices with an outstanding balance greater than the amount you enter To include invoices with an outstanding balance of 75 enter 74 99 Days Past Due Enter the number of days past due Enter a negative number to display invoices with a future due date
313. ived from the Drake Support website The Drake account number Acct No and password Drake Pwd NOTE must be entered correctly in order to successfully access the Portals 3 website None of the Portals functions within CWU are available until the Portals Key is entered correctly Click Save Identifying Portals Clients Admin and Firm For any client using Portals Client Write Up CWU must indicate to Portals how that client s payroll is processed To identify Portals clients as either live or After the Fact ATF payroll clients 1 2 4 Make the Portals client the active client by going to File gt Open Client Select a client and click OK Go to Setup gt Client Information gt Business Information Select either Live Portals Payroll default or ATF Portals Payroll Selecting ATF Portals Payroll indicates to Portals to collect the Check Date from the employer before creating a payroll batch Click Save Syncing CWU and Portals Records Admin and Firm CWU copies some of its payroll data to Portals which resides on web servers at Drake Software Anyone using Portals sees this copy As often as changes occur to the CWU data or to the Portals copy CWU and Portals must be kept synchronized so no one is seeing old information Because CWU is the hub of all payroll activity those using CWU must accept or invoke this synchronization or sync 322 2011 Client Write Up A
314. justed to match pre printed checks Complete the following to adjust the pre printed check alignment 225 Payables Check Alignment 2011 Client Write Up 1 Go to Payables gt Check Alignment Figure 9 14 Payables Check Alignment Check Alignment W Vendor Checks Print Adjustment L1514HB NELCO Top Check Business Name Check Number Street Address City State ZIP Check Date Written Amount Payee Name App Left App Top 2 Click the left mouse button on the field to be adjusted 3 Hold the mouse button down while dragging the field to the desired position on the check 4 Release the mouse button to place the field in the new position on the check The approximate coordinates from the left and top of the check display in the bottom left corner of the screen 5 Click Save to save the changes Click Reset to restore all the fields on the check to their default location Due to multiple options of operating systems printers and check formats minor adjustments may be required to make checks print properly Copy a check and print a test check to make sure the information matches and is positioned properly This pre vents wasting check stock 226 2011 Client Write Up Entering Receivables Options 1 0 Accounts Receivable Use Client Write Up s Accounts Receivable module to invoice customers and gener ate monthly statements Define individual customer credit limits payment terms dis counts and
315. ks screen and can be reprinted by clicking Reprint Screen Additional Check Print Options The MICR Test button sends a test check to the selected MICR printer Use this option to test check alignment Printing test checks does not mark the check as printed and can still be printed from the Print Vendor Checks screen The Refresh button clears the previously selected checks to print The Select All button selects all checks displayed to print 211 Reprinting Vendor Checks 2011 Client Write Up The Reprint Screen button brings up the dialog box where all vendor checks previ ously printed are available to be reprinted For more information about reprinting checks see the Reprinting Vendor Checks on page 212 NOTE Once checks have been printed they can be reprinted by going to Payables gt Live Payments gt Reprint Checks Delete To delete a check print record prior to printing a check select a check and click Delete Reprinting Vendor Checks Previously printed vendor checks are placed on the Reprint Vendor Checks screen and can be reprinted as many times as necessary Select Payables gt Live Payments gt Reprint Checks for a list of all vendor checks that have previously been printed or click Reprint Screen on the Print Vendor Checks dialog box IMPORTANT Place the check stock in the printer before starting this process To reprint vendor checks complete the following steps 1 Go to Payables gt Live Pay
316. l RO A i Bina Fe FE FOR I a aaa Pi as Se hf we er al hee td Ce er me Payment Detail Accounts Press F2 for List Amount 150 00 Pmt Type Check m Cash 100 02 Check No 2504 Pmt Date 0271 3 2009 v Expense 723 i Memo Patial Payment Edit the payment Amount Pmt Type cash check credit card electronic or other Pmt Date Cash and Expense accounts and the Memo If Check is selected as the Pmt Type the Check No field is activated Enter the check num ber that was used to make the payment Reset Click to clear the information entered without saving Edit the amount s from the invoice into the 1099 Detail for Payment section as they should be included on the vendor s 1099 MISC at the end of the year If no amounts are entered in any of the fields in this section the invoice will not be included on the vendor s 1099 MISC Click Save Detail Click Record Pmts Payments are recorded for all invoices selected Printing Vendor Checks Once live payments have been scheduled they can be printed at any time by going to Payables gt Live Payments gt Print Checks Refer to Vendor Check Setup on page 195 before attempting to print checks Vendor checks print using either pre 209 Printing Vendor Checks 2011 Client Write Up printed check stock or MICR technology Refer to MICR Check Set Up on page 24 for a full explanation If printing MICR checks print a test check before starting to prin
317. l income benefits deductions and withholding information for Journal either an individual or all employees based on a starting and ending date range This Employees includes the employee code employee name employee SSN check number check Expanded date net pay medicare FICA state federal and local tax withholding tips sick pay overtime pay holiday and vacation pay total of benefits and deductions commissions and number of pieces Sort the report by Employee Name Employee Code or Divi sion then select a report type Payroll Journal or Payroll Journal for an Individ ual To run the report go to Reports gt Payroll gt Payroll Journal Employees Expanded Payroll The report is based on the date the check was written This includes the check number Journal check date gross pay federal withholding state withholding net pay transaction Contractors number contractor code contractor name and SSN EIN Sort the report by Contrac 275 Report Details 2011 Client Write Up tor Name Contractor Code or Division then select a report type Payroll Journal or Payroll Journal for an Individual To run the report go to Reports gt Payroll gt Payroll Journal Contractors Checks are listed individually for each contractor with totals for the date NOTE range selected and year to date A total for all contractors for the date range and year to date is also displayed Payroll The report is based on the pay
318. lace the check stock in the printer before starting this process To reprint NonVendor checks complete the following steps 1 2 3 Go to Payables gt Live Payments gt Reprint NonVendor Checks Select the type of check stock being used Blank MICR or Preprinted MICR Options not available if Preprinted was selected under Type of Check Stock MICR Banks Select the bank from which these checks are drawn The Starting Check Number field populates based on the Next Check field in Setup gt MICR Bank Accounts Edit the Starting Check Number to include leading zeroes e g 002001 to meet bank field length requirements The bank information must be entered in Setup gt MICR Bank Accounts to use this function MICR Printer CWU automatically selects the printer specified as the default MICR Printer in Firm gt Firm Info Global Settings Use the MICR Printer list to temporarily override the default MICR printer selection Verify the selected printer has the proper ink for MICR printing Change the default MICR printer in the MICR Printer field in Firm gt Firm Info Global Settings 221 Check Writer 2011 Client Write Up 4 Enter a Check Date This is the current computer date To change the date that prints on the check either use the drop arrow or highlight the date and enter the correct date using the format MMDDYYYY Enter only numbers no slashes dashes or periods in this date field or an erroneo
319. lance displayed is the balance of the transactions posted through the Post Transactions process Run the Post Transactions process before running this report The report is based on the journal selected from the Select a Journal Code list box The journal choices are GJ General Journal CD Cash Disbursements CR Cash Receipts PAY Payroll and BUD Budget Included is the transaction num ber date division description reference account number debit and credit To run the report go to Reports gt Year to Date gt YTD Journal Code Transaction Listing NOTE There are no totals on this report Run the Post Transactions process before running this report The report lists all transactions that have been entered in the journal and posted through the Post Transactions process This includes the transaction number date journal division description reference account number debit and credit To run the report go to Reports gt Year to Date gt YTD Transaction Listing NOTE The information is listed in order of transaction number Run the Post Transactions process before running this report The report displays the transaction listing that has been entered in the journal and posted through the Post Transactions process This includes the transaction number date journal reference description debit and credit 2011 Client Write Up Single Account YTD General Ledger ALT Format Repor
320. land Colorado Mississippi South Carolina Georgia Montana Virginia Illinois North Carolina Vermont Indiana Ohio Wisconsin Kansas Oregon West Virginia State W 2 upload files are created in the d CWU2011 Clients client code st_W2Report folder where d is the drive where CWU is installed client code is the code used to identify the client when the client was created st is the two letter state abbreviation Example CWU is installed on drive C the client code is Arnolds which is located in Wisconsin The state W 2 upload file is created in the C CWU2011 Clients Arnolds WI_W2Report folder The state W 2 upload file name begins with W2REPORT 2011 Client Write Up Uploading W 2s and W 3s Reviewing the W 2 Upload File Go to E Filing gt W2 E Filing EFW2 gt Review File The Social Security Adminis tration s AccuWage program is launched It is used to identify most of the common format errors in wage submissions Use this program to reduce submission rejections Even if no errors are identified by AccuWage a submission could still be rejected due to other errors To install the AccuWage 2011 software go to the Internet and point N DTE your browser to http www ssa gov employer accuwage Under the Download Options section near the bottom of the web page click the AccuWage Software 2011 Tax Year link to begin installation Transmitting the W 2 Upload File NOTE An Internet connection
321. lect the appropriate option button 5 Measured from Top of Page Measure the following from the top of the check stock e Perf 1 Measure from the top of the page to the first perforation and enter that measurement into the Perf 1 field e Perf 2 Measure from the top of the page to the second perforation and enter that measurement into the Perf 2 field e Bottom Enter the measurement of the length of the page from top to bot tom and enter that into the Bottom field 26 2011 Client Write Up MICR Check Set Up Figure 2 6 MICR Check Designer fie im Check No Payer Info Date 01401 2006 Written Amount Amount 9 999 99 Pay to the Order of Payee Name Address1 Address2 Void After 180 Days City State Zip Void After 180 Days Bank Name Bank Info 1 Bank Info 2 Authorized Signature MPPIGOBN WPPILSe Aa Peao oe Paso cso oe pe 6 The MICR Check Designer also shows a mock up of a check including default fields with their locations and sizes Move or resize the check s fields so that they print properly Select a field by clicking it The field name turns red and resizing handles eight small black squares appear along the border Rest your pointer over the resizing handles and the cursor changes to a double headed arrow this indicates the resizing mode Click hold down the button and drag the handle to resize the field To move a field rest your pointer anywhere
322. lick Yes to overwrite the existing entry The entries in the grid are updated To split a check among multiple accounts double click the entry in the grid The transaction information displays in the top part of the Book keeping Transactions section Enter an amount in the Account col NOTE umn that is less than the full amount of the check and click Add Replace Click Yes to overwrite the existing entry Place the cursor in the Account field that shows an unallocated amount Press F2 and select an account or enter an account number if known Click Add Replace 12 To edit the account for a transaction listed in the grid the transaction must be deleted Select the entry and click Delete The transaction is removed from the grid and the Balance column updates Reenter the transaction information and click Add Replace The grid shows the new entry and the Balance column reflects the change The Balance column should display 0 00 in order to print a check If the Cash and Expense accounts do not show zero when the check is printed go to Bookkeeping Enter Transactions to IMPORTANT enter transactions necessary to balance the debits and credits Account and amount information must appear in the grid at the bottom of the Check Writer window in order to generate a journal entry for this check 13 Enter the amount s from the check into the 1099 Detail section as they should be included on the NonVendor s 1099 MISC at the end of the year 14
323. ll amounts 2011 Client Write Up State Rates and Limits Setting Up Employee Payroll e Employee Salary Employee payroll amounts are posted to the designated accounts when payroll is processed Different Officer s Salary and Employee Salary Cash and Expense accounts can be assigned for each employee by going to Employees gt NOTE Employee Setup gt Payroll Options see Payroll Options Tab on page 77 If no accounts are assigned for an employee in the employee s setup section the accounts assigned on the G L Account Numbers tab are used when transactions are posted to the journal e Employer 401 k The employer s contribution to a 401 k plan is posted to the designated accounts e FICA Employer Expense Account Press F2 to select an account num ber from the Chart of Accounts for tracking the employer s expense paid to FICA e Medicare Employer Expense Account Press F2 to select an account number from the Chart of Accounts used to track the employer s expense paid toward Medicare Default account numbers for Liability accounts are filled based on the Chart of Accounts No adjustment should be necessary to the default liability account numbers State payroll rates and limits are determined by each state s Department of Revenue Set the state information needed to generate payroll in this section If using CWU for bookkeeping only this information is not necessary As rates and limits c
324. lli Weekly Active 42 Jean Donna A Weekly Active 43 Kerst Cortney D Weekly Active 63 Lanke Lauria M Weekly Active 34567 Last Name Name Weekly Active 1234 last name first name middle name Weekly Active 12 2 From the employees and contractors lists you can 1 2 Click a column header to sort the data in ascending or descending order Include or exclude terminated employees in the displayed list Select or clear the Do not show terminated employees check box The default is to exclude termi nated employees from the list Not available from Contractors list Click More Detail or Less Detail to display additional or fewer columns of information 332 2011 Client Write Up Editing Employee and Contractor Information Entering Employee Payroll Infor mation Appendix G Portals 4 Click Export Labels to generate an Excel file that lists employees or contractors Name combines First Middle and Last Name fields Address lines 1 and 2 City State and Zip The File Download window displays where you can either Open the file in Excel Excel must be installed on your computer or Save the file If you select Save the Save As window displays giving you the option to rename the file and specify the location to save the file 5 Click Blank Forms to access various forms that can be printed or completed on the screen and saved Not available from Contractors list The forms available are W 4 Employee s With
325. llowing steps 1 Goto Tools gt File Maintenance gt Delete Client The Delete a Client window is opened 2 Click to select a client from the list 3 Click Delete 287 Rebuild Client List 2011 Client Write Up 4 When the Confirm Folder Delete window appears click Yes The deleted file is moved to the recycle bin The active client the client currently open is not displayed in the list NOTE To delete the currently open client you must change to another client Click Change from the Home window and select a different client then proceed with the delete process Restore Excel Templates CWU provides a duplicate set of Excel import template files in case the working cop ies of the templates are overwritten or become corrupted To restore the Excel template files 1 Goto Tools gt File Maintenance gt Restore Excel Templates 2 Click Restore Templates The template files are copied from a backup folder to a working folder 3 Click OK 4 Click Exit Rebuild Client List Run Rebuild Client List any time clients are missing from the Select a Client dialog box This may occur when you add or delete clients To rebuild the client list complete the following steps 1 Go to Tools gt Rebuild Client List 2 When the Reindex Successful message appears click OK Printing Blank Forms Blank forms can be viewed and printed in CWU Some forms are supplied for infor mational purposes only Not all forms availa
326. loyees gt Account amp Payroll Information and Employees gt Employee Setup To run the report go to Reports gt State Tax amp Wage Information in the white data entry fields can be edited Once the information is veri fied click Save to view the final report CWU does not electronically file state wage reports If additional state information is needed please contact CWU Support at 828 349 5547 Accountant Info Reports These reports are not dependent on posting transactions so they may be run either before or after running the Post Transactions process Select Mask SSN to have Social Security Numbers appear in Accounts NOTE Payable Payroll and Accountant Info Reports as XXX XX 1234 This option remains selected until the check box is cleared Client Detail This report summarizes each client s contact and business information The informa List tion comes from Setup gt Client Information gt Contact Information and Setup gt Client Information gt Business Information You can sort the report by Cli ent Name or Client Code then by report type Client Info Detail List or Detail Info List for a selected client To run the report go to Reports gt Accountant Info gt Client Detail List Client List This report lists each client s name client code business type and EIN The informa tion comes from Setup gt Client Information gt Contact Information and Setup gt Client Information gt Business Informati
327. loyees and contractors will receive their pay by direct deposit Refer to the Direct Deposit tab information under Employee Setup on page 72 and under Contractor Setup on page 125 for direct deposit set up instructions 4 Enter live payroll information that includes direct deposit employees and or con tractors Print check stubs if you desire See Live Employee Payroll on page 86 and Live Contractor Payroll on page 130 for more information 5 Transmit the pay information to InterceptEFT See Transmitting Employee Direct Deposits on page 107 and Transmitting Contractor Direct Deposits on page 143 Establishing Your Account with InterceptEFT Drake has partnered with InterceptEFT to provide Direct Deposit services Contact InterceptEFT at 1 866 431 9926 to establish your direct deposit account Drake has negotiated discount pricing with InterceptEFT for this service When speaking to InterceptEFT you must identify yourself as a Drake client in order to take advantage of this special pricing Direct Deposit Setup Once you ve sent your request for an account to InterceptEFT they will send a packet of information to you regarding your account All of the information required to com plete the Firm gt Direct Deposit Authentication screen is included in that packet To complete the Direct Deposit setup complete the following steps 1 Goto Firm gt Direct Deposit Authentication 21 Direct Deposi
328. lties Delete service charges and penalties line items from individual customer invoices If a line item has previously been reversed then an entry is not automatically made to the journal when the same line item is deleted However if the line item has not previously been IMPORTANT reversed a journal entry is made automatically when the line is deleted provided the Use Chart of Accounts option has been selected under Receivables gt Receivables Options gt AR Options To delete a service charge or penalty from an invoice complete the following 1 Go to Receivables gt Enter Service Charges Penalties 2 Enter the Transaction Date eeri 3 Select the customer for the invoice using the drop list in the Customer field When the Customer window displays double click the desired customer The customer s address and contact information display 4 Select the invoice from the Invoice Number drop list Details of the selected invoice display 5 In the Invoices section grid double click the line item to delete gt Click Delete A confirmation screen displays 7 Click OK WARNING When a line item is deleted there is no record other than the jour nal entry of the deletion Use this option with caution Applying Receivables Payments Apply Accounts Receivable payments to a single outstanding invoice or multiple invoices To apply payments and credits complete the following co eee 1 Go to Receivables gt Apply
329. m the Choose Type field Click Browse and locate the file to import file saved in step 2 Click Go When the import is complete the bottom left section of the Convert Speadsheet File window displays the results of the import Click Exit NOTE It is recommended that you verify the imported data Exporting from CWU 294 NEW FOR Export employee contractor accounts payable vendor accounts 70l receivable customer Chart of Accounts and journal transaction infor mation from Client Write Up to a Microsoft Excel spreadsheet To export data from CWU 1 2 3 Make the appropriate client the active client see Changing the Active Client on page 13 Go to Tools gt Export CWU to Excel Select the type of data to export from the Choose Type field The fields available for exporting are listed in the Select Fields section of the window and the Spread sheet File Name field displays the default export file name NOTE Do not change the filename using the Spreadsheet File Name field 4 5 Select the fields to export by clicking the field name under the Select Fields sec tion of the window or click Select All to export all available fields of the selected data type Fields selected for export display an X beside the field name Click Go An Excel spreadsheet displays the field information Save the export spreadsheet using Excel Do not use spaces in the filename Once the export spreadsheet is created
330. mat locate the version of Windows you are using and follow the instructions listed Windows 2000 Windows XP IRON NO Windows Vista eee eS N Windows 7 A eS eS oS eS Click Start then Settings then Control Panel Double click Regional Options Select the Date tab Set the date to the MM dd yyyy format In the Date separator field select to use a forward slash from the drop list Click OK Click Start and then click Control Panel Double click Regional and Language Options From the Regional Options tab click the Customize button On the Customize Regional Options dialog box select the Date tab In the Short date format field either type MM dd yyyy or select this format using the drop list In the Date separator field select to use a forward slash from the drop list Click OK Open the Control Panel Click Clock Language and Region Click Regional and Language Options Click the Customize this format button Select the Date tab In the Short date format field select the MM dd yyyy format using the drop list Click OK Open the Control Panel All Items view Click Clock Language and Region Click Region and Language Select the Formats tab In the Short date field select the MM dd yyyy format using the drop list CWU Manual and Help Updates 2011 Client Write Up 6 Click OK CWU Manual and Help Updates 10 Because your Client Write Up software is co
331. matted when the screen is saved e Designee PIN Enter a 5 digit self selected numeric PIN for the Third Party Designee 5 Click Save MICR Check Set Up Magnetic Ink Character Recognition MICR was developed in 1956 for the banking industry and gives banks a secure and faster method of processing checks It uses spe cial characters and magnetic ink or toner on blank check stock to print the numbers and characters found on the bottom of checks usually the check number routing number and account number A laser printer that accepts MICR toner is required to print these checks A document printed with MICR ink is read by passing it through a machine that first magnetizes the ink on the MICR line and then reads the magnetic signals Each character gives off a magnetic signal unique and identifiable to that character MICR Check Stock Use the following guidelines when purchasing MICR check stock for printing payroll checks e 8 5 x 11 sheet size e ach sheet divided into three sections one check with two stubs e The check section can be at the top center or bottom of the sheet It is recom mended the check be in the bottom section The checks would thus have a clean bottom edge no perforations to slide through the reader e The check should be 3 5 inches high The two stubs do not have to be of equal size but should each be between 3 5 and 4 0 inches high Table 2 2 displays the NELCO brand MICR check stock item numbe
332. matting when entering the ZIP field ID Number Optional This is the number associated with the company or the owner Enter the EIN SSN ITIN or Other The number is formatted based on the selection made The OTH selection is any information approved by the IRS instead of using an EIN SSN or ITIN Cash Account Required if using the bookkeeping feature Press F2 to select the default cash account to be associated with the selected vendor This account can be changed for each of the vendor s transactions 197 Entering Invoices Editing a Vendor 2011 Client Write Up Expense Account Required if using the bookkeeping feature Press F2 to select the default expense account to be associated with the selected vendor This account can be changed for each of the vendor s transactions There must be a cash account and an expense account from the Chart of Accounts specified Without both accounts listed the journal will be out of balance when the Post Transactions process is performed 1099 Optional Using the drop list select the line from the 1099 MISC to use as the default payment type for the vendor A different line can be selected on each payment made to the vendor Do NOT generate a 1099 Select this option and a 1099 MISC will not be generated for this vendor Click Save once the information has been verified An unlimited number of ven dors can be set up To edit an existing vendor go to Payables
333. ment Manager go to Tools gt Drake Document Manager Documentation for DDM can be found in the 2010 Drake Software Manual on the Drake Tax Software CD Insert the CD select Manuals Practice Returns and IRS Pubs and in the Manuals folder select 2010 Drake Software Manual You can also go to the Drake Support website http www Support DrakeSoftware com and under Training Tools select Manuals 315 Appendix E Client Write Up Menus Appendix E Client Write Up Menus Task Accountant Info Report Table 14 1 Menus Description Summarizes each client s contact and business information 2011 Client Write Up Location Reports gt Accountant Info Activate CWU New users of CWU must activate the program prior to its use by entering the code received with the purchase of the software File gt Activate CWU Add Edit Clients Add a new client or edit an existing client Setup gt Client Information Add Edit Contractors Add a new contractor or edit an existing contrac tor Contractors gt Contractor Setup Add Edit Employee Deduc tions and Benefits Add Edit Employees Create or modify default deductions and benefits offered to employees beyond the standard deductions Add a new employee or edit an existing employee Employees gt Deductions amp Ben efits Employees gt Employee Setup Add Edit Vendors Add a new vendor or edit an existing vendor Payables
334. ments gt Reprint Checks 2 Select the type of check stock being used Blank MICR or Preprinted 3 MICR Options not available if Preprinted was selected under Type of Check Stock e MICR Banks Select the bank from which these checks are drawn The Starting Check Number field populates based on the Next Check field in Setup gt MICR Bank Accounts Edit the Starting Check Number to include leading zeroes e g 002001 to meet bank field length requirements The bank information must be entered in Setup gt MICR Bank Accounts to use this function e MICR Printer CWU automatically selects the printer specified as the default MICR Printer in Firm gt Firm Info Global Settings Use the MICR Printer list to temporarily override the default MICR printer selection Verify the selected printer has the proper ink for MICR printing Change the default MICR printer in the MICR Printer field in Firm gt Firm Info Global Settings 4 Enter a Check Date This is the current computer date To change the date that prints on the check either use the drop arrow or highlight the date and enter the correct date using the format MMDDYYYY Enter only numbers no slashes dashes or periods in this date field or an erroneous date error is generated Once the date is set it prints on all checks printed during this session Always ver ify this information before printing 212 2011 Client Write Up Voiding Vendor Checks Edit t
335. mount and account ending balance To run the report go to Reports gt General Ledger gt General Ledger ALT Format Single Run this report prior to running the Post Transactions process Account General After selecting an account the report displays transactions entered for that account for Ledger the current month prior to the Post Transactions process Accounts that are affected by the current month s transactions display the account number account name beginning debit and credit balances transaction number transaction date trans action journal transaction description transaction amount and account ending bal ance To run the report go to Reports gt General Ledger gt Single Account General Ledger NOTE Accounts that are not affected by the current month transactions show the beginning and ending balance as the same figure Single Run this report prior to running the Post Transactions process Account General The report displays the same information as the Single Account General Ledger Ledger _ report but in a different format This includes the account number account name ALT Format beginning balance transaction number transaction date transaction journal transac tion description transaction amount account name ending balance and ending bal ance amount To run the report go to Reports gt General Ledger gt Single Account General Ledger ALT Format 261 Report Details Monthly General
336. move the report name from the footer center report footnotes or remove footnotes from non financial statements select the appropriate check box Font Sizes Use the drop list to adjust the font size of the accountants header line footer and page numbers WaterMark Settings e Use the drop list to select the angle and font used for the watermark e Enter the wording to be used for the watermark in the Watermark Text field Logo e Logo Location Choose the location for your logo on reports from the drop list Selections include right aligned centered and left aligned Making a selection in this field activates the Logo Path and Logo Sizes fields e Logo Path Either enter the path to the logo or click Browse to navigate to the logo The logo file must be a bitmap file file extension of bmp e Logo Sizes Choose the logo size to print on reports from the drop list After verifying all information click Save Understanding Reports Consider the following when viewing report output e An S indicates a subtotal Account Levels in the Chart of Accounts must be set in order for subtotals to appear on reports e A single line indicates the total of an account type e A double line indicates the total of multiple account types For example Total Assets or Total Liabilities e A number within parenthesis indicates a negative number 253 Report Types Report Types 2011 Client Write Up T
337. mpanies e 13 Excess Golden Parachute Payments Enter any excess golden para chute payments An excess parachute payment is the amount of the excess parachute payment over the base amount e 14 Gross Proceeds Paid to an Attorney Enter gross proceeds paid to an attorney for legal services e 15a Section 409A Deferrals Enter the total amount deferred during the year of at least 600 for the non employee under all nonqualified plans The deferrals during the year include earnings on the current year and prior year deferrals e 15b Section 409A Income Enter all amounts of current year and prior year deferrals that are includible as income under section 409A because the 135 ATF Contractor Payroll 2011 Client Write Up nonqualified deferred compensation plan fails to satisfy the requirements of section 409A Include the earnings on the deferrals e State Income Enter the state income amount e 16 State W H Enter the amount of state income tax withheld e Direct Deposit Applied to Savings This field is active when a contractor is splitting the Direct Deposit of their pay between two accounts The field displays the amount entered in Contractors gt Contractor Setup Direct Deposit tab the Enter Amount to Apply to Savings field Edit the amount in this field as desired The edited amount affects the current check only 4 Click Save once all of the contractor s information has been verified Additional ATF Contr
338. mpany Name and Address Cumulative GL Account Numbers Press F2 for list 0 Expense Account 9 Cash Account Cumulative Liability Account Numbers Federal W H 0 State W H 0 333 55 2222 SSN v Div 3 Preparer 7 Access is granted to three tabs when a Contractor Code is cre ated Complete each tab for each contractor Complete the following information about each contractor on the Personal Info tab e Company Name Enter the company name associated with the EIN SSN ITIN e First Name and Last Name Enter the name of the individual as it should appear on the check e Address 1 and Address 2 Enter this information as it needs to appear on the check e Zip Do not use dashes or slashes when entering the ZIP Code This field is formatted after information is typed Enter the Zip and the City and State autofill 2011 Client Write Up Contractor Setup Suppress 1099 Select this option if you do not want to produce a 1099 for this contractor Add Doing Business As name to the 1099 Misc Select this option to have the contractor s Doing Business As name printed on the 1099 Misc Next enter the Doing Business As name as it should appear on the 1099 Misc Phone Optional Do not use dashes or slashes This field is format ted after information is typed ID Number Required Enter the EIN SSN ITIN or Other The number is formatted based on th
339. mployer Medicare Government Employer or Third Party Sick Pay State for 1099 Prints on Form 1099 MISC in the state section The field accepts a two character state abbreviation for example NC for North Carolina An error message is displayed if the code entered is invalid This information is sent to the State field for the contractor payroll Final 1096 Return Select this option if the client will not be required to file Forms 1098 1099 or W 2G in the future either on paper or electronically Mask ID on 1099 1098 Select this option to have the SSN and TIN masked on all copies of the 1099 and 1098 except copy A The IRS requires the full ID num ber to display on copy A The masked ID number prints with an X in the first 5 positions e g XXX XX 1234 Use Client Contact Information for paper W3 s and E Filing W2 W3 s Select this option to use the client s contact information from Setup gt Client Information gt Contact Information rather than the Firm s con tact information on the paper W 3 and the e filed W2 and W3 W 3 Kind of Employer Select the option that best describes the employer None Apply Select this option if none of the check boxes below apply to the employer 501c non govt Select this option if the employer is a non governmental tax exempt section 501 c organization State local non 501c Select this option if the employer is a state or local government or in
340. ms for Service and Professional Invoices ae ET T a a Line Items nisin Product ID Price Quantity Description Discount Amount 201 oo 100 House Cleaning roo 20 00 Product ID Price Quantity Description Discount Amount 201 20 00 1 00 00000 20 00 House Cleaning Total Tax 0 00 20 00 Customer Message x What a nice house you have Total r E TNT T a ected S T e Product ID Using the drop list in the Product ID field select an item to include on this invoice When the Product ID window displays double click the desired product Specifics regarding the selected product s pricing displays e Price Use the field drop list to select a different Price for the service selected e Quantity Edit the quantity as needed e Description The Description fills based on the information entered in Receiv ables gt Invoice Item Setup Edit the Description as needed The edited descrip tion prints on the current invoice only e Discount This is the customer s Discount Percent entered during customer setup Receivables gt Customer Setup gt Customer Info This discount is calcu lated after all other discounts quantity etc are taken Edit the discount percent 241 Printing an Invoice 2011 Client Write Up age for this item by entering a decimal value less than one 0 05 equals a 5 discount e Amount This is a calculated field Do not edit this field The Amou
341. n Exit Edit the W 3 after all W 2s have been edited and reprocessed IMPORTANT Once the W 3 has been edited do not reprocess W 2s Repro cessing W 2s removes saved edits to the W 3 To revert to the original W 2 information click Reset The saved information remains as the calculation amount to print as long as the W 2 process is not run again The edited information is used to generate the W 3 Printing W 2s and W 3s TIP Refer to W 2 On the Fly on page 172 if you wish to print W 2s without using any of CWU s payroll functions live or ATF W 2s print 2 Up by default one above the other This means information for two employees prints on the same page If printing a single W 2 there will be a blank form where the second employee s information would normally print CWU can also print W 2s in either a 4 Up or 4 Down format See W 2 W 3 1099 MISC Setup on page 34 to make these selections 1 Go to Employees gt Process W2s 2 Select a print option from the View Print section Print All W2s prints the W 2 for every employee listed with an X under the W 2 header to the left Print Single W2 prints the W 2 for a single selected employee Print W3 prints the W 3 using either the Forms and Data or Data Only options 3 Select the type of W 2 copies to print from the Types section NOTE SSA Copy A This option prints a copy of the W 2 for the Social Security Administration For co
342. n drop list Preparers display in the list once they ve been entered in Firm gt 94X Preparer Setup see 904X Preparer Setup on page 23 Select the desired 94X tax return and click Go or double click the desired form 2011 Client Write Up 94X Series Tax Returns On the Fly Figure 7 2 Form 941 On the Fly Reset Save Cancel Exit Scale fox x Copies f 941 for 2011 Form Employer s QUARTERLY Federal Tax Return 1024 970111 Rev January 2011 Depatman ot te Tress c MEATA DAIS Soret OMB No 1545 0029 Report for this Quarter of 2011 Check one Ey 12 3456789 Ci Employer identification numb 1 January February March Name not your trade hr Trade name if any Ci 2 April May June 111 Myers Lake Road Address l 3 July August September Number Street Suite or room number Mount Airy NC 27030 4 October November December City State ZIP Code Prior year forms are available at www irs gow forma4t Part 1 Answer these questions for this quarter 1 Number of employees who received wages tips or other compensation for the pay period o including Mar 12 Quarter 1 June 12 Quarter 2 Sept 12 Quarter 3 or Dec 12 Quarter 4 1 2 Wages tips and other compensation 2 10 030 79 3 Income tax withheld from wages tips and other compensation 3 991 09 4 Ifno wages tips and other compensation are subject to social secu
343. n order to take advantage of this feature you must enter bal IMPORTANT ances for each account and each month of this fiscal year through NOTE the last full month For instance if you are starting to use CWU in July enter monthly balances for January through June When this information is entered correctly prior period and year to date reporting is available Start of Year Enter start of year balances from balance sheet accounts only Double click under Debit to enter a debit balance and under Credit to enter a credit balance Income statement accounts are always zero at the start of the year and therefore do not require entries If starting to use CWU in Jan uary an entry should be made for the Current Balance but not for the Start of Year January thru December Enter the monthly account balance from January thru the last full month in the existing accounting system For example you start using Client Write Up in February and the current bal ance of the checking account is 40 000 Assuming you started the year with 50 000 in the checking account you would set the Start of Year balance to 50 000 and the January balance to 10 000 to show that you spent 10 000 in January and now have a current balance of 40 000 This should match the Debit balance amount of 40 000 you ve entered in the Current Balance field Setup Balances fields become inactive and can not be edited once a transaction is entered into the journal
344. n the EFW2 Employer Agent EIN Enter the EIN for tax payments that were submitted to the IRS for Forms 941 943 944 CT 1 or Schedule H If Other was not selected as the Agent Indicator Code enter your agent EIN Agent for EIN Enter the employer s EIN for which you are an agent 187 Uploading W 2s and W 3s State W 2s 188 2011 Client Write Up e Terminating Business Making this selection indicates that this is the last year that W 2s are filed under this EIN 5 Review all entries click Save Screen then Create File The upload file name and location displays This information is needed to transmit the file to the Social Security Administration If a message displays stating that no W 2s have been processed for the year go to Employees gt Process W2s See Processing W 2s on page 117 for more infor mation 6 Once the transmission file has been created proceed to Review File to identify possible errors in the file Then go to Transmit File to upload the information to the Social Security Administration When the W 2 upload file is created some state W 2s are created automatically in the background The state W 2 that is created is determined by the state entered on the Setup gt Client Information gt Contact Information window CWU creates state W 2s for following states Table 8 2 CWU W 2 Upload States Alabama Maine Pennsylvania Arkansas Minnesota Rhode Is
345. n the Fly on page 171 for more information Step 1 Creating 1099s and 1098s On the Fly 176 To enter 1099 and 1098 information on the fly complete the following steps 1 Goto On the Fly Forms gt 1099s 1098 and W2G on the Fly and select the appropriate form 2 Double click a contractor name to update prior year information or for new con tractors enter a code in the Contractor Code field and click New Contractor codes are alphanumeric and can be up to 20 characters long 3 Complete the screen For more detail on completing the form go to www irs gov and search for the form Refer to IRS Pub 1220 for any information not included in the IRS form instructions The term Name Code in Client Write Up is equivalent to what the IRS refers to as the Name Control NOTES Do not use dashes or slashes when entering phone numbers ZIP codes or ID numbers These fields are formatted after information is entered 4 Once all information has been entered and verified click either Save To save the form information Delete To delete a previously entered on the fly version of the form double click the on the fly form to delete from the list at the top left of the window Click Delete Reset To clear the information entered without saving Void To mark the form as voided when printed or e filed Corrected Select this box when editing a previously issued on the fly form Also u
346. nctum sR at a aa A inng 7 i ae nth mata Aaa tap ae m kakean e Tax Table Select the employee s state for tax withholding purposes If state withholding is not applicable no selection is necessary or you may choose None Selecting a state here puts the same state in the State Code field when processing live and ATF payroll e Locality 1 3 Select the locality where the employee lives The contents of the drop lists is determined by the entries in Employees gt Account amp Payroll Information the Local Rates tab If there is no entry in the list for the employee s locality there is likely no locality tax for that location See Add Locality Tax on page 64 if a locality needs to be added to the drop list Filing Status Exemptions Filing Status Exemptions and Add l W H These fields are available when the Wage Calculation Method option is selected Enter information from the employee s state W 4 State Fixed Percent WH WH Percent This field is available when the Fixed Percent Method is selected Enter the percentage to be used to calculate the employee s state withholdings in deci mal format For instance 15 indicates 15 General Selections After selecting the employee s state from the Tax Table list under the State Locality Information fill in additional data as required by the selected state If the state does not require additional withholding information no additional data fields are displayed 81
347. nd Line Items 243 Deleting Service Charges and Penalties 245 Entering New Invoices 239 Entering Service Charges and Penalties 244 Making a Reversing Entry 248 Making an Adjustment 247 Posting Receivables Transactions Manually 250 Printing an Invoice 242 Updating Invoices 243 Viewing Transactions 247 Writing Off Bad Debt 248 Accounts Receivable Setup Adding a Customer 235 AR Options 227 Customer Set Up 234 Customer Status 230 Editing a Customer 238 Entering Sales Tax Records 230 Extended Dunning Messages 228 GL Account Setup 232 Invoice Item Setup 233 Payment Terms 229 Receivables Options 227 User Defined Headings 230 Activate Client Write Up 8 Adding Employer Users 327 Adding Firm Users 326 Adobe Reader Download 289 Applying Receivables Payments 245 ATF Accounts Payable Payments 208 Contractor Payroll 134 Employee Payroll 95 Payroll Journal Entry 160 Auto Backup 284 Backup 285 xiii Index Bank Reconciliation 164 Benefits Tab 84 Bookkeeping ATF Payroll Journal Entry 160 Bank Reconciliation 164 Edit Stored Descriptions 163 Editing Deleting a Journal Entry 160 Enter Transactions 158 Journal Options 162 Payroll Journal Entry 160 Posting Transactions 165 Year End Close 167 C Calculating 94X Tax Deposits Printing the 94X Tax Deposit 112 Calculator 289 Change the Active Client 13 Changing a User s Password 20 Chart of Accounts COA Account Levels 154 Adding Accounts 151 Create an Account On the Fly 156 Del
348. nd Pay Period Ending Date can be edited While in Edit mode click New to enter a new check for the selected employee 2011 Client Write Up ATF Employee Payroll Any adjustments to 941s already processed need to be made again If a posted check is edited make adjustments to the journal to accommodate the edits ATF Employee Payroll _ am an ATF Payroll Use ATF Payroll for reporting purposes only Paychecks are not printed when using ATF payroll NOTE Checks entered in ATF payroll are recognized by CWU as printed The Mark Printed field is selected by default when entering ATF payroll and is disabled so it cannot be changed This allows you to run payroll reports including 941s and state wage reports for entries made in ATF payroll To enter ATF employee payroll complete the following steps 1 Goto Employees gt ATF Payroll 2 Select Employee Select the employee from the employee list or enter the employee code in the field at the top left of the screen All existing employees are listed alphabetically by last name If necessary sort the employee list by Code Name or SSN by clicking the column header Once the employee has been selected the other fields activate and information fields are automatically filled with data previously entered in Employees gt Employee Setup 3 Verify edit or complete the following fields Pay Check Exempt from FUTA Select this option if the pay amount should not be ad
349. nd Wage Report Produces the wage report to be filed with each state s department of revenue Reports gt State Tax amp Wage Transaction Listing Report Reports transactions sorted by journal code or in the order of actual transaction Reports gt Transaction Listings Transmit 1099 Connects to the IRS s FIRE website to upload 1099 and 1096 information and view results E Filing gt 1099 Misc E Filing gt Transmit File View Results Transmit 1099 Extension Request Connects to the IRS s FIRE website to upload the 1099 MISC extension request and view results E Filing gt 1099 Misc E Filing gt Transmit Extension File View Results Update Client from prior year Update the previous year s client data Tools gt Update Prior Year Cli ents Upload W 2 W 3 Information to the SSA Connects the the Social Security s website to upload W 2 and W 3 information E Filing gt W2 E Filing EFW2 gt Transmit File Vendor Setup Set up vendor information for printing of vendor checks Payables gt Vendor Setup Year to Date Report Reports on the general ledger and journal trans actions since the last post Reports gt Year to Date 319 Appendix F InterceptEFT Holidays 2011 Client Write Up Appendix F InterceptEFT Holidays 320 Direct Deposit transmissions on Friday Saturday or Sunday are processed by Inter ceptEFT the following Monday Inter
350. nd and name the file something other than the default template name If you overwrite the template with your data file you should restore the templates see Restore Excel Templates on page 288 NOTE The data file must be saved using either the xls or the xlsx file type Step 3 The last step is to import the data into CWU and verify the results Import If you are going to be using the bookkeeping feature import the Chart of Accounts before importing vendors or journal transac tions The journal file in CWU must not have any transactions in it in order to import journal transactions Journal transactions that IMPORTANT appear in the Journals screen Bookkeeping gt Journal Trans actions must either be deleted or posted see Posting Transac tions on page 165 prior to importing journal transactions You may import all data types multiple times However the import will not be successful if there are duplicates To avoid this issue always start with a new template See Step 1 Copy the Tem plates on page 292 293 Exporting from CWU 2011 Client Write Up To import the data saved in step 2 1 of oh gt Make the client that the import data is for the active client see Changing the Active Client on page 13 If the client doesn t exist in CWU create the client see Setting Up a New Client on page 31 Go to Tools gt Spreadsheet Imports Select the type of data to import fro
351. nd percentages and year to date and percentages To run the report go to Reports gt Interim gt Interim Profit and Loss NOTE The accounts used for the current journal are listed by account name Account Number is not used for this report Trial Balance Run this report prior to running the Post Transactions process Worksheet Start of Year 256 NOTE This report is also produced as part of the Post Transactions process The report displays all account balances since the beginning of the year and includes the account number level and name the start of year balance for each account amount posted to each account and the current balance The totals on the last page of the report reflect the total of the columns and do not necessarily represent a balanced calculation from right to left The Adjustments and Ending headings are included to identify where correcting transactions may need to be made Print the report and write the adjustment amounts and ending balances on the report Make correcting transactions at Bookkeeping gt Enter Transactions To run the report go to Reports gt Interim gt Trial Balance Worksheet Start of Year Negative amounts are indicated with negative sign to the left of the NOTE amount The initial debit and credit amounts entered when the Chart of Accounts was created shows in the report as Start of Year 2011 Client Write Up Report Details Trial Balance Run
352. ndor for the current client This Listing includes the vendor code company name contact name SSN EIN phone number address and the cash and expense accounts You can sort the report by Vendor Com pany Name or Vendor Code To run the report go to Reports gt Accounts Payable gt Vendor Listing Open Invoice The report displays information about invoices entered in Client Write Up that are not Report paid in full They could be partially paid or not paid at all This includes the vendor code vendor name invoice number and date the invoice amount due date discount amount status Unpaid or Partially Paid payments made and the net invoice amount The net invoice amount is the actual amount owed invoice amount less any discounts and rebates plus late fees insurance taxes shipping charges and any other charges This report is sorted by invoice number To run the report go to Reports gt Accounts Payable gt Open Invoice Report Cash The report displays the due date amount due on that date and a running total of the Require net amount due This includes the due date vendor code vendor name invoice num ments _ ber invoice date and amount the discount net due total of invoices for each date and Report the running total of all outstanding invoices This reports is sorted by invoice due date 271 Report Details List NonVendors with Activity Live Vendor Check Register Vendor Payments Register List Non
353. ng entries can be made to correct an incorrectly entered payment credit or just about anything else regarding an invoice To make an adjusting entry complete the following com 1 Go to Receivables gt Apply Payments CA 2 Enter the date of the adjustment using the Transaction Date drop list Apply Payments 247 Applying Receivables Payments 2011 Client Write Up gt D 8 9 Select the customer from the Customer field When the Customer window dis plays double click the desired customer The customer s address contact infor mation available credit and amount owed display Select the Adjustments Bad Debt Write Off option button Select the invoice to enter the write off amount When the Invoice Number win dow displays double click the desired invoice The selected invoice s Due Date original Invoice Amount and Invoice Balance display From the Type field double click the AD Adjustment Transaction Type Enter the amount of the adjustment in the Amount Applied field Enter a negative amount e g 5 95 to reduce the amount owed and a positive number e g 12 50 to increase the amount owed Enter a transaction description in the Note field A note is optional Click Save Writing Off Bad Debt There may be times when all or a portion of an outstanding invoice may need to be written off 7 Apply Payments To make a write off entry complete the following 1 2 3 A Go to Receivable
354. ng manual entries to the journal To access journal options Bookkeeping gt Enter Transactions and click the Journal Options button Click Save when all Journal Options selections have been made Insert Debit Credit Decimal Automatically This option automatically inserts a decimal two digits from the right creating cents entered in the debit and credit fields For instance enter 15025 and when you tab out of the field the entry becomes 150 25 Enter 100 and the entry becomes 1 00 To enable this option go to Bookkeeping gt Enter Transactions and click the Jour nal Options button Select Insert Debit Credit Decimal Automatically Prefill Adjusting Entry Amounts Automatically CWU automatically fills the Date Description Reference Division and the debit or credit amount for offsetting manual journal entries To disable this option go to Bookkeeping gt Enter Transactions and click the Jour nal Options button Verify Prefill Adjusting Entry Amounts Automatically is not selected Auto Increment Reference Number To automatically increment the Reference number of manual journal entries go to Bookkeeping gt Enter Transactions and click the Journal Options button Select Auto Increment Reference Number This option must be selected prior to entering transactions Disable AP Employees Contractors and AR Selections To hide the AP Vendors Employees Contractors AR Customers options go to Bookkeeping gt Enter Transaction
355. ng steps are required to set up MICR check printing These steps are the same used for setting up MICR payroll checks If NOTE these steps were performed previously it is not necessary to repeat them to print vendor checks Select or create a MICR check design MICR check designs are global and a sin gle design can be used by multiple clients See MICR Check Set Up on page 24 Enter MICR bank account information specific to the client See MICR Bank Accounts on page 47 Designate the printer used for MICR check printing Go to Firm gt Firm Info Global Settings and select the appropriate printer from the MICR Printer field To select MICR check stub options for vendor checks go to Setup gt Check and Stub Options gt MICR Payables Refer to MICR Accounts Payable Check Setup on page 53 for details The following steps are required to set up vendor check printing using pre printed check stock 1 2 9 Go to Setup gt Check and Stub Options gt PrePrinted Payables see Pre printed Accounts Payable Check Setup on page 52 Select the pre printed check stock to be used on the right side of the screen Select the appropriate check and stub options on the left side of the screen Click Save 195 Vendor Bookkeeping Setup 2011 Client Write Up Vendor Bookkeeping Setup To post vendor transactions to the journal and have them included in the Post Trans actions process complete the following step
356. ng this information into CWU CWU imports CSV comma separated value files only To edit an entry in the Local Address Book select the entry click the Edit icon make the necessary edits and click Save To delete an entry in the Local Address Book select the entry and click the Delete icon Click Yes to confirm the deletion Moving 1 Highlight the message you want to move Messages 2 Select Message gt Move to Folder 3 Select a folder from the available list IRS Website 304 To access the IRS website go to Help gt IRS Web Site Click Open Web Site If you are using a dial up connection to access the Internet launch your Internet con nection before using this option 2011 Client Write Up Pre Printed Checks 1 3 Quick Reference Some processes in Client Write Up require numerous steps Use the following as a guide to complete these tasks Pre Printed Checks To print payroll checks using pre printed check stock complete the following steps 1 2 3 MICR Checks Purchase check stock Supported stock is listed on page 50 Enter the type of check stock you are using into the software page 49 Select the printing options yov ll use for payroll checks and check stubs page 50 To print payroll or vendor checks using blank check stock complete the following steps 1 2 3 4 o 6 Purchase blank check stock Supported stock is listed on page 24 Select a printer for MICR checks
357. nment osese cee rir eiii ae BEREE bO Ne ee eee ecw dew eeaa bee ce egdna wa 106 Transmitting Employee Direct Deposits 0 0 0 0 e nee e eee 107 iii Table of Contents 2011 Client Write Up Calculating 94X Series Tax Deposits 0 0 nunun aranana 110 Producing 94X Series Tax Returns 0 2 0 eee nent e en ee eee 112 W 2 Processim 83165 tee eriek e dads tne a Pelee alee ahi anda 2 a EA A Gad o i h A oan Wha a 116 W 2c W 3c Processing ss nice esiri ees cee Reeds Hea cee Shae So eae dees eta dee A ee 119 Portals Processing Employee Payroll 0 0 0 00 c ccc eee e ene n en ee ees 120 Contractor a 2 eae ene en ee PP ee Sen See REE one n ED PP Ere 123 Setting Up Contractor Payroll cso 0 cece ene a E eee 123 Contractor Setup vice cee eae haa see ee Saba Shae pba Bede Gua ee Eek a lea 125 Change Contractor CodeS ses moii iei wani ee soe ele nN E hog edna eed doe aged doe a dod S EE E EAE 130 Processing Contractor Payroll 0 0 een nent nen eee n eens 130 Live Contractor Payroll srie bciccs ok eee ack Gane Rie each GA inline dilly Oa ee eds wk ed 130 ATF Contractor Payroll 2 0 cece ene ene nen e en ee eee 134 Printing Contractor Pay Checks 2 0 0 cee nent ene een e eee 137 Reprinting Contractor Pay Checks 0 0 eee etn e ence eens 140 Check AlSnment 4 6 0 6 tute ee hte Sowa tenes sae we ee E E daw udu te a ad aw andes dale 142 Transmitting Contractor Direct Deposits 0 0 cece eee nee 143 1099 1096
358. nning messages Set up different payment of debt messages to appear on the monthly statement for each aging period past due 1 30 days 31 60 days 61 90 days 91 120 days and over 120 days To use select either Extended or Standard Standard mes sages have a maximum of 40 characters each If extended messages are selected the Dunning Messages tab activates See Extended Dunning Mes sages on page 228 Service Charge optional A service charge may be assessed on all invoices invoices for a specific customer type or no service charge assessed on any invoices Setting up a Service Charge 1 Select an Account Type None Regular Balance Forward Temporary or All from the drop list that the service charge should apply to Each customer is assigned an Account Type on the Receivables gt Customer Setup screen 2 Code 1 thru Code 4 Enter a fixed dollar amount to be added to each invoice for the Account Type selected Each customer is assigned a Service Charge level Code 1 thru Code 4 on the Receivables gt Customer Setup screen Extended Dunning Messages Fields on the Dunning Messages tab become active when the Extended Dunning Messages field on the AR Options tab under Receivables gt Receivables Options is selected Enter an extended dunning message up to 375 characters in length for each aging period Use this format when greater detail is needed for dunning messages Extended dunning messages appear on m
359. nsmit the W 2 and W 3 information to the Social Security Administration page 189 Process 1099s 1096s and 1098s on the Fly 1 Open or create the appropriate business client employing this employee You must change to the correct active client prior to creating Forms WARNING 1099 or 1098 on the fly Creating 1099s or 1098s on the fly under the wrong client will result in an incorrect 1096 for that client To create a new client go to File gt New Client and complete the Contact Information and select the state for 1099 on the W2 W3 1099 1098 Setup tab If Forms 1099 and 1096 or 1098 are going to be electronically filed for this cli ent complete the E Filing gt 1099 Misc E Filing gt Create File screen see Creat ing the 1099 1096 1098 Upload File on page 190 Select only Save Screen at this time and not the Create File option 2 Create the 1099 or 1098 on the fly Step 1 Creating 1099s and 1098s On the Fly on page 176 3 Process and print the on the fly 1099 1098 and 1096 Step 2 Processing 1099s and 1098s On the Fly on page 177 To e file the 1099 1098 and 1096 Transmit the 1099 1098 and 1096 information to the IRS s FIRE website page 192 End of Year Process 308 1 Run the Post Transactions process page 165 2 Export to Drake Tax software optional page 295 3 Run the Year End Close page 167 Once the End of Year process is completed you can move the client s
360. nt Important Use the default font IDAutomationMICR unless you have reason to believe that it is not working for you For the most accurate results load your MICR Printer with the blank MICR check stock before hitting the Print Calibration Tool button Calibration Procedure Step 1 Print the Calibration Tool Print Calibration Tool Step 2 Follow the instructions on the printout select the best font below and click Save ID utomationMICR X 2 Click Print Calibration Tool This prints to the MICR printer selected in Firm gt Firm Info Global Settings Follow the instructions in the calibration tool to determine the correct MICR font for your system 3 Once you determine the correct MICR font for your system select it from the Step 2 list 4 Click Save Preprinted Check Alignment To adjust the printing alignment of data on pre printed checks complete the following procedure 1 Go to Firm gt Check Stub Printing Adjustments 29 Forms Alignment 2 3 4 2011 Client Write Up Select a Pre Printed check type top or bottom check stub The check type selected is displayed in the Current Form field and the current settings for this form are displayed in the Horizontal and Vertical sections Make adjustments to the Horizontal and Vertical fields Adjustments made to print positions are in inch measurements For example 1 2 inch would be entered as 5 Click to select Up Down Left
361. nt Checks 2 Select the type of check stock being used Blank MICR or Preprinted 140 2011 Client Write Up Reprinting Contractor Pay Checks MICR Options not available if Preprinted was selected under Type of Check Stock e MICR Banks Select the bank from which these checks are drawn The Starting Check Number field populates based on the Next Check field in Setup gt MICR Bank Accounts Edit the Starting Check Number to include leading zeroes e g 002001 to meet bank field length requirements The bank information must be entered in Setup gt MICR Bank Accounts to use this function e MICR Printer CWU automatically selects the printer specified as the default MICR Printer in Firm gt Firm Info Global Settings Use the MICR Printer list to temporarily override the default MICR printer selection Verify the selected printer has the proper ink for MICR printing Change the default MICR printer in the MICR Printer field in Firm gt Firm Info Global Settings Select All Output Desired Use this feature to print multiple copies of payroll checks e Check Stock Prints the check and stub on check stock e Plain Checks amp Stubs Prints a copy of the check and stub on plain paper e Plain Stubs Only Prints a copy of the stub only no check on plain paper When Preview checks prior to printing is selected a separate file is NOTES created for each output selected At least one output sele
362. nt Discount Payment Return Stocked Sale Stocked Service Charge Shipping Charge Sales Tax 232 2011 Client Write Up Invoice Item Setup 2 Select a Transaction Type Either double click a Transaction Type from the list or click the down arrow next to the Transaction Type field The Transaction Type windows displays Transaction Type codes and Descriptions Double click the desired Transaction Type 3 Click the down arrow next to the Debit Account field to select a debit account A list of postable accounts from the Chart of Accounts displays Double click the desired debit account If the desired account is not listed double click New to cre ate a new postable account on the fly 4 Click the down arrow next to the Credit Account field to select a credit account A list of postable accounts from the Chart of Accounts displays Double click the desired credit account If the desired account is not listed double click New to create a new postable account on the fly Include penalties and service charges if these are to be applied NOTE For more information on creating accounts on the fly see Create an Account On the Fly on page 156 5 Click Save The grid is updated with the new account information Delete To delete a previously saved transaction type and debit credit account com bination double click the line in the grid to be deleted The information for that line displays in the top part of the window Cli
363. nt equals the Quantity x Price Discount e Customer Message optional Enter a message to appear at the bottom of the customer s invoice 11 Click Add Line Item The item information is added to the grid and is included in the Total Tax and Total fields Once an item has been added to the grid you must Save the invoice in NOTE order to exit the screen See Deleting Invoices and Line Items for information on deleting a saved invoice 12 The Total Tax and Total fields are calculated fields and should not be edited Total Tax is the total of the Item Tax column Total is the sum of all charges for this invoice 13 Once all items for this invoice have been added select Save See Printing an Invoice for information on printing a single invoice or Batch Print ing Invoices on page 242 to print a range of invoices Printing an Invoice Once an invoice has been saved you can choose to print a single invoice or batch print a range of invoices See Batch Printing Invoices on page 242 for information on printing more than one invoice at a time To print a single invoice complete the following NOTE If an invoice was just saved proceed to step 2 below as Go to Receivables gt Enter Update Invoices 2 Select the customer for the invoice you wish to print using the drop list in the Cus tomer field When the Customer window displays double click the desired cus tomer Invoices 3 Select
364. nt today 6 To make a partial payment edit the Amount field To schedule the invoice for future payment edit the date using the Sched Date drop list 7 Enter a note into the Memo field optional This prints on the bottom left corner of the check 8 The Cash and Expense defaults are the accounts assigned to the vendor in Payables gt Vendor Setup To charge this invoice to another account press F2 to display the zero level accounts from the Chart of Accounts and select the appro priate account This change effects only this invoice 206 2011 Client Write Up Scheduling Live Payments 9 Enter the amount s from the invoice into the 1099 Detail for Payment section as they should be included on the vendor s 1099 MISC at the end of the year If no amounts are entered in any of the fields in this section the invoice will not be included on the vendor s 1099 MISC 10 Click Save Making Subsequent Payments If a partial payment has been made on an invoice and you wish to make another pay ment complete the following steps 1 Goto Payables gt View amp Pay Invoices 2 Before scheduling a payment you must first locate the invoices you wish to pay Scheditefftecord Perform a search as described in Searching for Invoices on page 202 To narrow Payments your search include Live as part of your search criteria Live invoices show an F in the ATF column 3 Click the box beside the live invoices you wish to pay 4
365. ntant header to the top of financial reports enter the appropriate text in the Accountant Header1 and or Accountant Header 2 title fields The accountant header prints directly under the company header information If the reports are set up to use a logo instead of the company header the accountant headers do not print Footnotes To add footnotes to the bottom of the financial reports enter the desired text for each footer Footnote 1 3 Using all three footnotes is not required Profit and Loss Report Title To add header information to the profit and loss reports enter the appropriate text in the Profit and Loss Report Title field The profit and loss header prints directly under the company header information If the reports are set up to use a logo instead of the company header the profit and loss header does not print Balance Sheet Report Title To add header information to the balance sheet reports enter the appropriate text in the Balance Sheet Report Title field The balance sheet header prints directly under the company header information If the reports are set up to use a logo instead of the company header the balance sheet header does not print 2011 Client Write Up Reporting Options e Divisions To add divisions to a company s reports enter the appropriate division titles in the Division 1 12 title fields Divisions are used to divide company assets and expenses into sections Up to 12 divisions can be
366. nter the tax rate as a decimal A tax rate of 6 should be entered as 0 06 e Maximum Taxable If there is a maximum amount that is subject to this county s or city s sales tax enter that amount 231 GL Account Setup for Receivables 2011 Client Write Up While the Name and Tax Rate for a State or County does not IMPORTANT have to entered for the City tax information to be used it is recom mended that all preceding entities be given names even if the rates or maximums remain zero 5 Save each record before entering the next Delete To delete a previously saved sales tax record double click the State Name or Tax Code of the record to delete The information for that sales tax record displays in the Sales Tax Information section Click Delete then click OK to confirm Reset Click Reset to revert to the last saved sales tax information for this sales tax record GL Account Setup for Receivables NOTE If you are not using the Client Write Up bookkeeping feature proceed to Invoice Item Setup Each transaction type must be assigned a debit and a credit account in order to keep the Chart of Accounts in balance To assign debit and credit accounts to transaction types complete the following 1 Goto Receivables gt GL Account Dist File Figure 10 3 GL Account Setup E Accounts Receivable GL Account Setup GL Accounts Transaction Type Debit Account Credit Account Bad Debt Write off Early Payme
367. ntinuously being enhanced the pages in your software manual and the program Help file will occasionally need to be updated The Client Write Up Help system is updated every time there is a change to the way the program operates or there is an update to the program s features You should update the Client Write Up Help file at least once a month To download the latest Help file Go to http www Support DrakeSoftware com From the Resources Overview page click the Download Center link Click the Client Write Up 2011 Release Date January 3 2011 link Scroll to the bottom of the page Click the 2011 Client Write Up Help File link Click Run Click Run again on the Security Warning window ON FP oS ON Specify the drive where Client Write Up is installed and click OK Installation should only take a few seconds 9 When the All items were successfully extracted message displays click OK To download the latest version of the manual 1 Goto http www Support DrakeSoftware com Click the Training Tools link on the left side of the page Click the Manuals link Scroll down to the Client Write Up Manuals section and click the 2011 Client Write Up Manual link Once the file opens you can Save or Print the manual to If you have a printed copy of the Client Write Up manual you will periodically need to print and replace or add pages as they are updated These are referred to as Addendum Pages To downlo
368. nts are assigned for an employee on the employee s Payroll Options tab the Ali accounts assigned on the Employees gt Account amp Payroll Informa tion G L Account Numbers tab are used when transactions are posted to the journal The account information entered is used to generate entries into the payroll journal from employee payroll entries Press F2 to select postable accounts from the Chart of Accounts or type the account number directly into the field If the appropriate account does not exist press F2 in the account field and select New from the list of available accounts to create an account To create a new account see Create an Account On the Fly on page 156 Employee Officer Cash Account This account is credited when a transaction is entered Employee Officer Expense Account This account is debited when a transaction is entered Only use the Officer cash and expense accounts for employees with a NOTE Pay Class of Officer Salary Use the Employee cash and expense accounts for all other pay classes Set the Pay Class on the Payroll Wages Rates tab Federal Tax Enter information about an employee s federal withholding on the Federal Tax Status Status Tab tab Federal Withholding Options 79 Employee Setup State Local Tab 80 2011 Client Write Up Wage Calculation Method This option uses annualized payroll to access the Tables for Percentage Method of Withholding table 7 to cal
369. nue Service It can be a SSN Social Security Number EIN Employer Identification Number ITIN Individual Identification Number ATIN taxpayer identification number for pending U S adoptions or PTIN Preparer Taxpayer Identi fication Number TIN See Taxpayer Identification Number Transfer Agent The agent authorized by a corporation to maintain the official record of each registered shareholder s name address number of shares purchased or sold and their balances Trial Balance A listing of the accounts in the general ledger with the account bal ances listed in the appropriate debit or credit column as of a specified date A trial bal ance is usually prepared at the end of an accounting period and is used to determine if additional adjustments are required to any of the balances The total of the amounts in the debit column must equal the total of the amounts in the credit column W 2 Employers must file Form W 2 for wages paid to each employee from whom income Social Security or Medicare tax was withheld or income tax would have been withheld if the employee had claimed no more than one withholding allowance or had not claimed exception from withholding on Form W 4 W 3 Anyone required to file Form W 2 must file Form W 3 to transmit Copy A of Forms W 2 Withholding W H The term associated with payroll deductions from an employ ees gross wages or gross salary 2011 Client Write Up Index Numeri
370. nversions to import all four Information can only be 2011 Client Write Up 4 Additional Tools converted once Selections previously converted are unavailable for conver sion e Bus Type From the drop list select the same business type that was used in QuickBooks sole proprietor 1040 partnership 1065 corporation 1120 or an S corporation 1120S e Deposit Frequency Used to determine whether a Schedule B is required to be filed with Form 941 Select Semi Weekly to produce a Schedule B with Form 941 Select Monthly to fill in Line 17 of both Form 941 and 941SS e Start of Year Date Set this date to the first day of the client s business year For example if the client s fiscal year begins April 1 the start of year date is 04 01 2011 Fiscal or calendar years are allowed Click Save The conversion process begins PART III Verify the information and complete the setup in CWU 1 2 Go to Setup gt Client Information Verify the information and complete the cli ent setup See Client Setup on page 31 for more detail Go to Bookkeeping gt Chart of Accounts and verify that each account its account type and account balance is correct See Editing an Account on page 156 for detail on editing account information NOTE The Chart of Accounts must have a zero balance before it can be E mail 3 saved Go to Employees gt Employee Setup Verify the information and complete the setu
371. nvoices and clicking Record ATF Pmts e Pmt Date Enter the date the ATF payment was made using the drop list e Pmt Type Select the method used to make the ATF payment Credit Card is the default method of payment for ATF payments The Check No field is acti vated if the payment type is Check ATF 1099 Detail for ATF Payment This section is activated when the ATF box is selected designating the invoice as an ATF transaction CWU puts the amount entered in the Pmt Amt field in the ATF Quick Gen Payment section into the field displayed in the 1099 field Enter or edit the amount s from the invoice as they should be included on the vendor s 1099 MISC at the end of the year If no amounts are entered in this section the invoice will not be included on the vendor s 1099 MISC 5 Click Save once all invoice information has been entered Once it is saved to enter another invoice just start entering the next invoice information New Click to clear the screen and enter a new invoice Restore Click to clear the information entered without saving Delete Click to delete a saved invoice NOTE Invoices that have been paid or partially paid cannot be deleted 6 Click Exit once all invoices have been saved For example you write a check putting 1 000 down on a 25 000 computer sys tem and arrange to make monthly payments of 1 000 over the next two years Enter this purchase into Client Write Up using two invoic
372. ny LLC Sol Sol le Proprietor e Proprietor CO DRAKE_CO Drake amp Company C Corporation O FFLOORS Jim Hardwood Sol O MRH Mayberry Resort Hotel So Di newtest Sol OOouive Olive Dils Sol O Testi Drake Enterprises Sol CO WRIGHT Bea Done Wright Tax Service Sol Backup Location press Change Path to change e cwu2011 clients backups le Proprietor le Proprietor le Proprietor e Proprietor e Proprietor le Proprietor Clients Found 10 Bain Clients Selected 0 DeSelect All BackUp Change Path Exit Help 2 A backup path must be specified See Backup Path Restrictions on page 286 The current backup path is displayed in the bottom left of the Backup File Selec tion dialog box If necessary complete one of the following steps e If the path reads NO PATH SET a path must be selected To enter a default backup path go to Firm gt Firm Info Global Settings and enter a Backup Path e To override the default path and enter a temporary path click Change Path to open the Temporary Back Up Location window Select a drive from the Drive drop list Then select a directory or subfolder CWU will not back up to a drive letter See Backup Path Restrictions for more detail The selected 285 File Maintenance 2011 Client Write Up backup location is displayed in the Temporary Back Up Location field Click OK 3 Click the boxes to select clients for backup from the Client Code column Once a
373. o Backup is selected CWU backs up the current client information to the default backup folder see Backup Path under Firm Info Global Settings To activate the auto backup feature complete the following 1 Go to Tools gt File Maintenance gt Auto Backup The Auto Backup dialog box opens Figure 12 3 Auto Backup Auto Backup CWU can simplify your backup procedures by automatically backing up client data to your default Backup folder Automatically Back Up a Client s Files at Start of Client Session Recommended End of Client Session Default Backup Folder cwu2011 clients backups 2 Select either Start of Client Session or End of Client Session If neither of these are selected no backups take place automatically e Start of Client Session When this option is selected the active client s information is backed up when CWU is launched and when changing the active client the newly active client s information is backed up Files backed up using this option have an S start of session added to the end of the file name e g Drake_Co_2011 01 15_14 21_S ZIP End of Client Session When this option is selected the active client infor mation is backed up when you exit CWU and when changing the active cli ent the client you are leaving is backed up Files backed up using this option have an E end of session added to the end of the file name e g Drake_Co_2011 01 15_14 21_E ZIP Bo
374. o Beginning Balances Current account balances are not included in this report 2011 Client Write Up Report Details Cash Flow Reports Cash Flow Run this report prior to running the Post Transactions process By Date Only accounts designated in the Chart of Accounts with a Cash Flow NOTE Classification of Operating Investing or Financing appear in the Cash Flow report Accounts with a Cash Flow Classification of N A no classification do not appear on the Cash Flow report This report uses the Indirect method It starts with Net Income for the selected period and makes adjustments for all accrual based accounting transactions such as Accounts Payable and Accounts Receivable to report a company s cash flow on a cash basis This report displays Cash Flow From and Net Cash Provided by Operating Investing and Financing activities The Net Increase or Decrease in cash is also displayed along with the cash at the beginning and end of the period To run the report go to Reports gt Cash Flow gt Cash Flow By Date Accounts Payable Reports These reports are not dependent on posting transactions so they may be run either before or after running the Post Transactions process Select Mask SSN to have Social Security Numbers appear in Accounts NOTE Payable Payroll and Accountant Info Reports as XXX XX 1234 This option remains selected until the check box is cleared Vendor The report displays basic information about each ve
375. o do not regularly place orders Balance Forward If selected the aging balances on the Balance For ward tab are activated to track the credit and aging balances for the cus tomer Terms required Select the payment terms for this customer Options in the list are set up on the Receivables gt Receivables Options gt Payment Terms screen Sales Tax Code optional Select the appropriate sales tax code for this customer Sales Tax Codes were set up on the Receivables gt Sales Tax Records screen Tax Exempt Number optional The Tax Exempt Number field becomes active when 000 Sales Tax Exempt is selected from the Sales Tax Code field Enter the customer s sales tax exempt number This number prints on invoices and monthly statements Service Charge optional If using a service charge select the service charge Code and amount from the drop list Service charge codes and amounts are set up on the Receivables gt Receivables Options AR Options tab Dunning Notices optional Select this check box to have dunning mes sages included on this customer s monthly statements Dunning messages are set up on the Receivables gt Receivables Options AR Options tab and the Dunning Messages tab Status required Set the Status to be displayed when entering an invoice for this customer Valid statuses are A Active This is the status for regular 2011 Client Write Up NOTE Customer Setup
376. oaded and total bytes received is displayed If you have more files to upload for that TCC click File Another If you have no more files to upload click Main Menu It is your responsibility to check the acceptability of your file Check NOTE back into the system in 1 2 business days using the Check File Status option Checking the file status 1 At the main menu click Check File Status e Enter your TCC e Enter your EIN e Click Search 2 If Results indicate e Good Not Released and you agree with the Count of Payees you are fin ished with this file The file will automatically be released after 10 calendar days unless you contact the IRS within this time frame 312 2011 Client Write Up Non format Errors Appendix C IRS FIRE Website e Good Released File has been released to our mainline processing e Bad Correct the errors and timely resubmit the file as a replacement e Not yet processed File has been received but the IRS does not have results available yet Please check back in a few days 3 Click the desired file for a detailed report of your transmission 4 When you are finished click on Main Menu e Click Log Out e Close your Web browser Common Problems and Questions Associated with Electronic Filing O1 Refer to Part A Sec 16 for common format errors associated with electronic magnetic files 02 The following are the major errors associated with electronic filing
377. obtain fingerprint cards to submit with Form 8633 by either e Calling Drake Software at 828 524 8020 e Calling the IRS at 866 255 0654 Fingerprint cards must be federal fingerprint cards Fingerprints IMPORTANT must be taken by a trained specialist Individuals can not take their own fingerprints Mail Form 8633 along with the fingerprint card to Standard Mail Overnight Mail Internal Revenue Service Internal Revenue Service Andover Campus Andover Campus Attn EFU Acceptance Attn EFU Acceptance Testing Stop 983 Testing Stop 983 P O Box 4099 310 Lowell Street Woburn MA 01888 4099 Andover MA 05501 0001 If you already have an 8633 on file with the IRS but are not activated for the 94X series of returns call the IRS Service Center at 866 255 0654 to activate the 94X capabilities 38 2011 Client Write Up PIN Applications for Electronic Filing Types of There are three types of electronic filers Individual or Business Taxpayers Electronic Filers Return Originators EROs and Reporting Agents The following chart details these types Table 3 1 Types of 94X e Filers Who is Description PIN Responsible for the Return Business Files for own company 10 digit Business Taxpayer Taypayer Also an ERO s client ERO Transmits the return for their Each customer Business Taxpayer customer business taxpayer must have their own 10 digit PIN Reporting Electronically signs and files Uses same 5 di
378. ocation Contractors gt Print New Checks Profit and Loss Report Reports of the company s profits and losses Reports gt P amp L Rebuild Client List Re index client databases Tools gt Rebuild Client List Reconcile Account Balances Check account balances against the bank bal ances Bookkeeping gt Bank Reconcili ation Reprint Employee Payroll Checks Reprint a previously printed employee pay check Employees gt Reprint Checks Reprint Contractor Payroll Checks Reprint a previously printed contractor pay check Contractors gt Reprint Checks Restore Restore Client Write Up client files Tools gt File Maintenance gt Restore Review W 2 before Uploading to the SSA Loads the Social Security Administration s Accu Wage program which identifies most of the com mon format errors in wage submissions E Filing gt W2 E Filing EFW2 gt Review File Select Client Change to view a different client s information File gt Select Client Set up 1099 E Filing Capabil ity Set up the necessary information required to electronically file Forms 1099 E Filing gt 1099 Misc E Filing gt Create File Set up W 2 E Filing Capabil ity Set the electronic filing options for the PIN agent indicator code EIN information and preparer employment and tax jurisdiction codes E Filing gt W2 E Filing EFW2 gt Create File State Tax a
379. oices to record payments To record payments for all ATF invoices click Select All Records with a zero balance cannot be selected 4 Click Record ATF Pmts The Record ATF Payments dialog box is opened Select the invoices that the full payment should be recorded o 6 Click Record Pmts The invoice is marked as paid with a zero balance and the View amp Pay Invoices window is opened 208 2011 Client Write Up Printing Vendor Checks Recording Partial ATF Payments To record a partial payment on an ATF invoice complete the following steps 1 Schedule Record Payments gt 8 9 Go to Payables gt View amp Pay Invoices Find the invoices for which to record the ATF payment To narrow your search click the ATF box before clicking Search ATF invoices show a T in the ATF col umn Click the check box to select the invoices to record payments Records with a zero balance cannot be selected Click Record ATF Pmts The Record ATF Payments dialog box is opened Double click the invoice to record the partial payment The Payment Detail and 1099 Detail for Payment sections autofill The Payment Detail section defaults to paying the full amount of the outstanding balance by credit card using today s date as the payment date The 1099 Detail for Payment section automatically shows the full amount of the outstanding balance on the vendor s default 1099 MISC line Figure 9 9 Record Partial ATF Payment fa
380. oliday Time on Check Stub Print Employee s Pay Rates on Check Stub Print Pay Period Date Range on Check Stub Print Vacation amp Sick Hours Balance on Stub Eou m ee es 51 Check Setup 2011 Client Write Up 2 Select the applicable MICR payroll check stub options Alt Check Stub for Middle Checks Comprehensive This check stub format has more information on it than the standard check stub Alt Check Stub for Middle Checks Locality Taxes This check stub for mat is the same as the Comprehensive format but with locality tax with holdings specified Print Check Number on Check Stub Print SSN on Check Stub Print SSN Mask with Last Four on Check Stub The Social Security Number prints on the check stub in the format XXX XX 1234 only the last four digits of the SSN printing Print Employee Contractor Number in Lieu of SSN Select this option to have the employee or contractor number printed on the check stub instead of their Social Security Number Include Company Name and Address on Check Stub Include Trade Name and Address on Check Stub Suppress Employee Contractor Address on Check Suppress Vacation Sick Holiday Time on Check Stub Print Employee s Pay Rates on Alt Check Stub Print Pay Period Date Range on Check Stub Print Vacation amp Sick Hours Balance on Stub 3 Click Save Preprinted Accounts Payable Check Setup 52 Complete the following options if you are printing accounts
381. om InterceptEFT Therefore an Internet IMPORTANT connection is required to run Direct Deposit reports If you use a dial up connection to access the Internet you must first connect to the Internet before clicking Request Rept To run Direct Deposit reports complete the following 144 2011 Client Write Up Direct Deposit Report Details Transmitting Contractor Direct Deposits Go to Contractors gt Direct Deposit Transmit Contractors gt Reports Select the format for the report in the Available Print Formats field Enter the beginning and ending date range for the report To set the beginning and v ending dates for reports click the next to the date displayed Dates default to the current date on the computer For instructions on setting calendar dates see Date Fields on page 12 Select the report to run and click Request Rept Table 5 1 Direct Deposit Report Details Report Name CAR Active Company Report Details Company s last date of activity and their TIN verifica tion PBR Batches Submitted Sum mary Batches InterceptEFT has submitted to the Federal Reserve for processing BRY Statement and Projections Statement of accounts and a projection of disburse ments to and from your account by InterceptEFT CAP Company Applications Breakdown of the accounts credited and debited CCR Company Contracts Report Status of contracts on file with InterceptE
382. ompany Zip Enter the nine digit ZIP code assigned by the U S Postal Service If only the first five digits are known then use the five digit ZIP code 4 Click Save Screen Create File and Exit Refer to Transmit Extension File View Results for instructions on transmitting the extension request information to the IRS Transmit Extension File View Results Go to E Filing gt 1099 1098 E filing gt Transmit Extension File View Results to open the Electronic 1099 Misc Transmission dialog box Click Open Web Site Refer to Appendix C IRS FIRE Website on page 311 for tips on connecting to the IRS s FIRE website 193 Filing a 1099 Extension 2011 Client Write Up 194 2011 Client Write Up Vendor Check Setup 9 Accounts Payable Use Client Write Up to enter vendor invoices print and reprint live vendor checks and enter after the fact ATF vendor invoice information for bookkeeping purposes Once vendor checks and vendors have been set up entering and printing vendor checks is a three step process 1 Entering invoice information page 196 2 Scheduling the invoice for payment page 205 3 Printing the check page 209 N DTE Skip steps 1 and 2 above and go straight to printing checks by using the Check Writer See Check Writer on page 216 for more information Vendor Check Setup Print vendor checks in Client Write Up using either pre printed check stock or MICR checks The followi
383. on 4094 deferrals 2 Royalties 4 Federal W H 6 Med Health care payments 8 Substitute payments 10 Crop insurance proceeds 14 Gross Proceeds paid to an attorney 15b Section 4094 income 0 00 0 00 0 00 0 00 0 00 0 00 Exit Help I Mark Printed NOTE 3 Complete the following fields IMPORTANT State income 0 00 16 State W H Test Check I for Direct Deposit Fields are formatted when displayed and any changes are formatted after leaving the field Pay Period Ending required This is the current computer date Change the date using the MMDDYYYY format Check Date This field is not used when preparing live payroll for contrac tors set up to receive printed paychecks and is therefore unavailable The check date for live payroll checks is entered when checks are printed This field is required when entering payroll for contractors that receive their pay by Direct Deposit Enter the date of the deposit in MMDDYYYY format InterceptEFT does not accept Direct Deposit check dates that fall on weekends or holidays See Appendix F InterceptEFT Holi days on page 320 for the Holiday Processing Calendar Check Number This field is not used when preparing live contractor pay roll The starting check number is entered when checks are printed Net Pay Cannot be edited This is a calculated field Make changes by adjusting the other fields in the dialog box 1 Rents
384. on You can sort the report by Cli ent Name or Client Code To run the report go to Reports gt Accountant Info gt Client List Report Review This option displays the reports that have been generated by Client Write Up and enables you to reprint a previously produced report To review a previously produced CWU report complete the following steps 1 Go to Reports gt Report Review 279 Report Details 2011 Client Write Up Figure 11 2 Report Review Review Reports Display Text Files Select the drop down list to dispaly available report selections OK Cancel interim Balance Sheet_02 2009 03 17 15 43 03 17 2009 15 43 interim Balance Sheet_02 2009 03 17 15 59 03 17 2009 15 59 interim Balance Sheet_02 2009 03 17 16 02 03 17 2009 16 02 Interim Profit amp Loss_02 2009 03 17 15 43 03 17 2008 15 43 Interim Profit amp Loss_02 2009 03 17 15 59 03 17 2009 15 59 Ll Interim Profit amp Loss_02 2009 03 17 16 02 03 17 2009 16 02 Select All Delete C Profit_ amp _Loss_Activity_ Report 2009 03 17 15 43 03 17 2009 15 43 O Profit_ amp _Loss_Activity_ Report 2009 03 17 15 59 03 17 2009 15 59 C Profit_ amp _Loss_Activity_Report 2009 03 17 16 02 03 17 2009 16 02 O TrialBalance_Work_Sheet 2009 03 17 15 43 03 17 2009 15 43 O TrialBalance_Work_Sheet 2009 03 17 15 59 03 17 2009 15 59 O Trial Balance_wWork_Sheet 2009 03 17 16 02 03 17 2009 16 02 2 From the drop list
385. on when the employee registers to use the SSA s Busi ness Services Online To register go to http www ssa gov bso bsowel come htm File is being resubmitted Select this check box if the W 2 file is being resubmitted Resubmit Wage File Identifier Enter the wage file identifier displayed on the notice received from the SSA Preferred Method of Problem Notification Select the appropriate option E Mail Internet or U S Postal Service The e mail address will flow from Firm gt Firm Info Global Settings Preparer Code Select the appropriate code for this client transmission file Table 8 1 W 2 Preparer Codes A Accounting Firm Self Prepared Service Bureau L S P Parent Company o Other 4 Complete the Employer Record Information section Agent Indicator Code Select the appropriate agent indicator code 2678 Agent Approved by IRS Select this option if you use an IRS approved section 2678 agent file returns and make deposits or payments of employment or other withholding taxes Access the Form 2678 from www IRS gov Common Paymaster A corporation that pays an employee for two or more related corporations at the same time is a common paymaster 3504 Agent Select this option if using an employer designated section 3504 agent For information on this agent type go to www IRS gov Other Use if none of the others applies The field is left blank i
386. onthly statements The message that appears on the statement is based on the number of days an invoice is past due Click Save when all extended dunning messages have been entered 228 2011 Client Write Up Entering Receivables Options Payment Terms Up to five payment terms and discounts for early payment can be set up in Client Write Up Once these terms have been set up you can identify the terms that apply to each customer in Customer Setup Go to Receivables gt Customer Setup select the customer and on the Customer Info tab select the desired terms from the Terms drop list field Terms specific to the customer appear on their invoices To set up terms complete the following 1 Go to Receivables gt Receivables Options gt Payment Terms Figure 10 1 Payment Terms A Options co AIST pew the pent ote A s Aneka patina p am ntaa aAa e aaa AA mn Payment Terms Terms Code 1 Terms Code 4 Description Net10 Description 1 15Net30 Discount Pet 0 Discount Pct 0 01 Discount Days 00 Discount Days i 5 Due Days 10 Due Days 30 Terms Code 2 Terms Code 5 Description Net30 Description 5 20Net30 Discount Pet D Discount Pet 0 005 Discount Days oo Discount Days 20 Due Days 30 Due Days 30 Terms Code 3 Description 2 10Net30 Discount Pct 0 02 fo Discount Days 0 Due Days 30 2 Complete the following fields e Description required For Terms codes 1 5 enter a description for the term e
387. ontractor Payroll Information 143 Direct Deposit Tab 85 Display Settings 56 Division 159 Divisions 55 Documentation Standards 11 Drake Dialer 282 Drake Document Manager 315 E Editing 94X Tax Deposits 112 Editing ATF Payments 214 Editing Employer User Information 327 Editing Firm User Information 326 Editing Invoices 204 Editing Stored Descriptions 163 E Filing 1099 MISC FAQ 309 Electronic Filing 1099 Extension 192 1099s Preparing to e file 343 94X Forms 183 Transmit 1099 Extension 193 Transmit 1099 View Results 192 Uploading W 2s and W 3s 186 View Results of 94X Transmission 185 W 2s Preparing to e file 342 W 2s and W 3s 186 Electronic Filing Setup Index Business Taxpayer s PIN Application 306 Business Taxpayers PIN Application 39 ERO PIN Application 42 Form 8633 Application for EFIN 37 Individual Taxpayers PIN Application 306 Reporting Agent PIN Application 44 E Mail 301 Checking E Mail 302 Composing a New Message 303 E Mail Attachments 303 E Mail Setup 301 Managing the Address Book 304 Moving Messages 304 Replying Forwarding and Deleting Messages 304 E Mailing a Portals Employer 328 Employee Payroll Additional ATF Employee Payroll Options 100 Additional Check Print Options 104 Additional Deductions 93 Additional Live Employee Payroll Options 93 ATF Employee Payroll 95 Benefits 91 Deductions 92 Earnings 90 Editing a Live Check 94 Editing an ATF Check 101 Gross Pay and Earnings 91 Pr
388. operty 1099 B Proceeds From Broker and Barter Exchange Transactions 1099 C Cancellation of Debt 1099 DIV 1099 INT Dividends and Distributions Interest Income 1099 MISC Miscellaneous Income 1099 PATR Taxable Distributions Received From Cooperatives 1099 R Distributions from Pensions Annuities Retirement or Profit Sharing Plans IRAs Insurance Contracts etc 1099 S Proceeds from Real Estate Transactions 1098 MORT Mortgage Interest Statement W 2G Certain Gambling Winnings 1099 On the Fly Preparation Before entering 1099 information on the fly you must change to the appropriate cli ent Open or create the appropriate business client that is issuing the 1099 by either 175 1099s and 1098s On the Fly 2011 Client Write Up 2 ws m7 e Going to the Client Write Up Home window click OPen Client and change to the appropriate client or e Creating a new client by going to File gt New Client and complete the Contact Information see Contact Information on page 32 and W 2 W 3 1099 1098 Setup tabs see W 2 W 3 1099 MISC Setup on page 34 Creating 1099s on the fly under the wrong client results in an incorrect 1096 for that client IMPORTANT If the client was entered into last year s Client Write Up program as an on the fly client you can bring that client s information into the current year CWU program See Update Prior Year O
389. opportunity to change the printer used during this print session When using MICR blank check stock the Windows printer dialog box does not open Change the MICR printer from the MICR Printer field Additional Check Print Options MICR Test Sends a test check to the selected MICR printer Use this option to test check alignment Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen PrePrinted Test Sends a test check to the printer you select Use this option to test check alignment Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen Refresh Clears the previously selected checks to print Select All Selects all checks displayed to print Print Screen Displays the dialog box where unprinted checks are available to be printed For more information about printing checks see Printing Contractor Pay Checks on page 137 A payroll check can be printed only once from Print New Checks To NOTE reprint a check due to loss or damage go to Contractors gt Reprint Checks Check Setup Displays the Setup gt Check and Stub Options screen When check stub setup is complete CWU returns to the Reprint Payroll Checks screen Check Alignment 142 The check alignment feature is used to change the alignment of information printed on pre printed payroll checks The information in the white fields can be
390. option button Edit the W 3 after all W 2s have been edited and reprocessed IMPORTANT Once the W 3 has been edited do not reprocess W 2s Repro cessing W 2s removes saved edits to the W 3 Click View Edit Make necessary changes directly in the appropriate fields Click Save Click Exit when editing is complete The End of Year W2 On the Fly window displays and the X in the W2 column next to the employee s name and code is removed for the edited W 2s ot Sol IMPORTANT On the Fly W 2s that have been edited and saved must be repro cessed See Step 2 Processing W 2s On the Fly on page 173 Printing On the Fly W 2s and W 3s W 2s print 2 Up by default one above the other This means information for two employees prints on the same page If printing a single W 2 there will be a blank form where the second employee s information would normally print CWU can also print W 2s in either a 4 Up or 4 Down format See W 2 W 3 1099 MISC Setup on page 34 to make these selections 1 From the CWU Home window go to On the Fly Forms gt W2s On the Fly 2 Click the Process W2s button on the W2s on the Fly dialog box 3 Select a print option from the View Print section e Print All W2s prints the W 2 for every employee listed with an X under the W 2 header to the left e Print Single W2 prints the W 2 for a single selected employee e Print W3 prints the W 3 using either the Forms and Data or Data Only op
391. or s information click Vendor Setup to access the vendor setup screen Once the additions or corrections are saved and the vendor setup screen is exited the Vendor List redisplays and a vendor can be selected The address section of the check fills with information from the vendor s setup Payables gt Vendor Setup and is not available to be edited in the Check Writer 217 Check Writer 218 10 11 12 13 14 15 2011 Client Write Up If using the Payables Bookkeeping Option for this client the Cash and Expense Accounts in the Bookkeeping Transactions section of the screen display the accounts entered in the vendor s setup Edit the Cash and Expense Accounts in step 13 below Enter a Memo to print on the check This field is optional The top part of the Bookkeeping Transactions section is for entry of transaction information The grid at the bottom displays the list of transactions that are gener ated in the general ledger when the check prints Press F2 in the Account fields or type the account number directly into the field to change the default Cash or Expense account used for this check Enter the description to display in the general ledger for this transaction in the G L Description field Click Add Replace to copy the Cash and Expense accounts and Amounts and the G L Description to the grid section The Balance column updates to show the amount of the total check that has not been allocat
392. or Right Click Save to save the check alignment To revert to the original setting click Reset Click Exit NOTE These adjustments are for pre printed check stubs only and do not affect the printing of MICR checks Forms Alignment Portals Setup 30 To adjust the printing alignment of data on pre printed forms complete the following procedure 1 2 3 4 Go to Firm gt Form Printing Adjustments Select a form to adjust standard W2 4 Up W2 4 Down W2 W3 W2c W3c Forms 1099 1098 W2G or 1096 The form selected is displayed in the Current Form field and the current settings for this form are displayed in the Horizontal and Vertical sections Make adjustments to the Horizontal and Vertical fields Adjustments made to print positions are in inch measurements For example 1 2 inch would be entered as 5 Click to select Up Down Left or Right Click Save to save the form adjustment To revert to the original setting click Reset Click Exit These adjustments are for pre printed forms using the Data Only NOTE option and do not effect the printing of pre printed forms printed using the Forms and Data option Client Write Up Portals is a web based service designed to have employers perform some of the more time consuming and labor intensive parts of payroll processing For an overview of Portals see Appendix G Portals on page 321 2011 Client Write Up Client Setup Set
393. or printing direct deposit pay stubs the Windows printer dialog box opens and provides the opportunity to change the printer used during this print session When using MICR blank check stock the Windows printer dialog box does not open Change the MICR printer from the MICR Printer field Once checks have been printed they can be reprinted by either clicking the Reprint Screen button or going to Employees gt Reprint Checks NOTE See Preprinted Check Alignment on page 29 for help in resolving pre printed check stock printing alignment issues Additional Check Print Options MICR Test Sends a test check to the selected MICR printer Use this option to test check alignment Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen PrePrinted Test Sends a test check to the printer you select Use this option to test check alignment Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen Refresh Clears the previously selected checks to print Select All Selects all checks displayed to print Print Screen Displays the dialog box where unprinted checks are available to be printed For more information about printing checks see Printing Employee Pay Checks on page 101 A payroll check can be printed only once from Print New Checks To NOTE reprint a check due to loss or damage go to Employees
394. or the Post Transactions pro cess is performed 153 Adding Accounts to a Chart of Accounts 2011 Client Write Up 3 Click Save after the information for each account has been entered CWU can be used as either a double entry or single entry bookkeeping system or both The balance must be 0 00 before saving the Chart of NOTE Accounts An account can be added on the fly at anytime See Create an Account On the Fly on page 156 The Current Balance of the Chart of Accounts is displayed at the lower right of the Chart of Accounts Setup dialog box When the COA is in balance this displays 0 00 Tip Complete the Chart of Accounts before entering transactions in Bookkeeping gt Enter Transactions Understanding Account Levels 154 Nesting Levels Levels in the Chart of Accounts define both postable accounts and those that are created for reporting purposes only Journal entries can be made only to postable or Level 0 accounts Only level 0 accounts are displayed when F2 is pressed from account fields throughout CWU Levels 1 through 9 define how financial statements are subdivided into logical sec tions They are used only for defining report sections No transactions can be posted to these accounts This allows a high degree of customization of financial statements and reporting Levels are designed to be used in matched pairs The first instance the starting instance provides the
395. orm 8655 either by the client or the reporting agent There must be a Form 8655 signed by the client for each of the reporting agent s clients Reporting agents sign all the electronic returns they file with a single PIN signature The reporting agent must have an EFIN before submitting Form 8655 If you already have an EFIN you still must update your Form 8633 line 4 to be able to e file 94X series tax returns Call 866 255 0654 option 1 3 to update your Form 8633 If a Reporting Agent gives tax advice they must also have a PTIN IMPORTANT Preparer Tax Identification Number If they do not offer tax advice a PTIN is not required Refer to the IRS website for more information about PTIN requirements If you apply to be a Reporting Agent you can complete and signa Form 8655 include your company on the Reporting Agent s List and use your 5 digit Reporting Agent s PIN to e file 94X series tax returns for your own company To complete the 8655 1 2 Download Form 8655 from the IRS website http www irs gov pub irs pdf 8655 pdf or from the main menu of Client Write Up go to Tools gt Print Blank Forms select the Federal 94X series and double click Form 8655 Click the print icon Print and fill out one Form 8655 for each client for whom the reporting agent will file Have each client sign a Form 8655 2011 Client Write Up Editing Client Information 3 Create a Reporting Agent s List This is requir
396. ormation Returns with the IRS Once you are approved a five character alphanu meric Transmitter Control Code TCC is assigned If you already have a TCC for magnetic media filing you need not reapply Form 1096 This form is used to transmit paper Form 1099 MISC to the IRS Do not use Form 1096 to transmit electronically or magnetically Form 1099 MISC File this form for each person to whom the employer has paid during the year at least 10 in royalties or broker payments in lieu of dividends or tax exempt interest at least 600 in rents services including parts and materials prizes and awards other income payments medical and health care payments crop insur ance proceeds cash payments for fish or other aquatic life the employer purchases from anyone engaged in the trade or business of catching fish or generally the cash paid from a notional principal contract to an individual partnership or estate any fishing boat proceeds or gross proceeds to an attorney In addition use this form to report direct sales of at least 5 000 of consumer products to a buyer for resale any where other than a permanent retail establishment You must also file this form for each person from whom the employer has withheld any federal income tax under the backup withholding rules regardless of the amount of the payment Form 940 Use this form to report annual Federal Unemployment Tax Act FUTA tax Form 941 Use this form to report
397. ortals Email Address Required for e filing This is used throughout the pro gram for forms requiring the firm s e mail information Tax Rates Wage Base Social Security Medicare and Minimum Wage These fields are determined by the IRS and were accurate when the pro gram shipped These figures must be manually updated if they are changed by 2011 Client Write Up Security Set Up the government For example if the government changes the minimum wage go to File gt Firm Info Global Settings enter the new minimum wage rate and click Save Backup Path This is the location where copies of client data are backed up The default backup path is CWU2011 Clients Backups To specify a dif ferent location enter the path or click the R button to the right of the text box and browse to a new location This is also the backup location used before every Post Transactions process Data Path This designates the storage location for the client files The default and recommended data path is CWU2011 Clients Do not change the location of the data path without the super WARN NG vision of CWU Support Call CWU Support at 828 349 5547 for assistance MICR Printer Assign the default printer used to print MICR checks or at the time MICR checks are printed MICR check printing requires a high qual ity laser printer using MICR toner If using blank not pre printed MICR check stock to print payroll or vendor ch
398. orting Agent s Contact Person Employer Client Account Identification Name Control Taxpayer Name Number optional Number IRS Supplied and Address 10035 12 D0000XX Taxpayer One 1 First St Firsttown NY 10001 32 D000XXX Taxpayer Two 2 Second St Secondtown NY 20002 12345 52 000XXXX Taxpayer Three 3 Third St Employer Identification Numbers must be listed in ascending numerical order NOTE The items listed under Client Account Number Employer Identification Number Name Control and Taxpayer Name and Address are fictitious examples The actual information for the taxpayer s Forms 8655 being submitted with the Reporting Agent s List should be entered Only one copy of the Reporting Agent s List should be submitted along with the Forms 8655 to Internal Revenue Service Accounts Management Service Center MS 6748 RAF Team 1973 N Rulon White Blvd Ogden UT 84404 or fax Forms 8655 and paper Reporting Agent Lists to the RAF Team at 801 620 4142 from IRS Publication 1474 341 Appendix J Preparing to e file W 2s 2011 Client Write Up Appendix J Preparing to e file W 2s 342 Before uploading W 2 and W 3 information to the Social Security Administration you must 1 Register to use the Social Security Administration s Business Services Online website and 2 Download and install the AccuWage 2011 software Registering with the Social Security Administration When you register to use the the SSA s we
399. oss proceeds paid to attorney Medical and health care pmts Section 4094 deferrals Section 4094 income Nonemployee compensation 2 Select to view Vendors payment information A list of all vendor Codes and ven dor Names set up in CWU is listed in the Vendors section of the window Click a column header to sort the information 3 Select a vendor to display all invoices saved for that vendor in the Invoices sec tion 4 Click an invoice one time to display payment information for that invoice in the Payments section of the window Double click an invoice to display the invoice 5 Click a payment to display the amount of the payment in the 1099 Detail for Payment section that has been allocated to be included on the vendor s 1099 MISC Edit the 1099 information by e Editing the amount directly in the 1099 Detail for Payment section e Clicking the Reset 1099 button to revert to the 1099 information last saved e Clicking the 1099 Default button to have the full amount of the payment allo cated to the vendor s default 1099 field as assigned during Vendor setup 224 2011 Client Write Up 6 7 Generating 1099 Data e Clicking Clear 1099 to remove the 1099 amount from the 1099 Detail for Payment section Click Save Click Exit when all editing is complete Editing NonVendor Payment Information 1 2 4 5 Go to Payables gt 1099 Info Select to view NonVendors payment information Informat
400. ot keys are buttons or keyboard shortcuts used to speed data entry The following list details some of the most commonly used shortcuts F2 Displays one of the following depending on the window and field e A list of postable account numbers and names from the Chart of Accounts e A list of vendor codes and names F3 Displays all employee codes and names F4 Displays a list of contractor codes and names Date Fields Date fields are entered either directly using the MMDDYYYY format pressing the plus or minus keys to increase or decrease the month day or year or by using the drop list calendar function To enter a date using the drop list calendar function complete the following steps 1 Click the date selection drop list Figure 1 2 select the year and month then click the specific date Once the day has been selected the date field is filled using the MM DD YYYY format Figure 1 2 Date Selection Drop List Date Selection Drop List 3 15 2004 Figure 1 3 Calendar Function Increase or 2 27 2007 Decrease Year KE EETA 2007 i Sun Mon Tue Wed Thu Fri 28 29 30 3 1 2 4 5 6 E 38 g 10 TE 12 13 Aa 15 16 1 18 19 20 21 22 23 24 25 26 28 1 2 3 1 amp iG oe Date Drop List 12 2011 Client Write Up Navigation 2 Click the year and use the up and down arrows A to increase or decrease the year Figure 1 3 3 Click the month Figure 1 4 to display
401. otals of the credit and debit sides of an account or the difference between the totals of the credit and debit sides of an account Balance Sheet A summary of all the accounts of a business it provides a snapshot of the business at a given point in time A balance sheet is usually prepared at the end of each financial year The term implies that the combined balance of assets equals the liabilities and equity Beginning Balance The amount on hand at the start of an accounting period vii viii 2011 Client Write Up Benefits Employer provided non cash taxable compensation or fringe benefits Cash Account The general ledger account that reports currency coins undepos ited checks and the checking accounts of a company Chart of Accounts A listing of the accounts available in the accounting system in which to record entries The Chart of Accounts consists of balance sheet accounts assets liabilities stockholders equity and income statement accounts revenues expenses gains losses It can be expanded and tailored to reflect the specific opera tions of a company Close Refers to procedures at the end of an accounting period Since an income statement reports the net income for a single accounting period and shows the expenses and revenues only for that period closing clears current period balances but maintains year to date COA See Chart of Accounts Common Paymaster An entity that p
402. ount Num bers tabs are used when transactions are posted to the journal The account information entered is used to generate entries into the payroll journal from contractor payroll entries Press F2 to select postable accounts from the Chart of Accounts or type the account number directly into the field If the appropriate account does not exist press F2 in the account field and select New from the list of available accounts to create an account To create a new account see Create an Account On the Fly on page 156 127 Contractor Setup Detailed GL 128 Accounts Tab 2011 Client Write Up Cumulative GL Account Numbers e Cash Account This account is credited when a transaction is entered for the specified contractor e Expense Account This account is debited when a transaction is entered This is the cumulative total of all expenses from the specified contractor s 1099 Mis cellaneous Cumulative Liability Account Numbers The amount of Federal and State withholding deducted from the specified contractor s pay is posted to the designated accounts This section can be skipped if the bookkeeping feature is not being NOTES use The client Chart of Accounts must be created prior to entering account numbers See Chart of Accounts COA Setup on page 45 Different cash liability and expense accounts can be assigned for each NEW FOR contractor If no accounts are assigned for a contractor on
403. ount balances are not included in this report Run the Post Transactions process before running this report The report displays the current Chart of Accounts trial balance This includes the account number account name and debit and credit amounts To run the report go to Reports gt Chart of Accounts gt Trial Balance Current Run this report prior to running the Post Transactions process The report displays the current balance of each level zero account in the Chart of Accounts based on the As of date entered This includes the account number account name and debit and credit balances To run the report go to Reports gt Chart of Accounts gt Trial Balance By Date Run the Post Transactions process before running this report The report displays the current balance and monthly balances of all accounts in the Chart of Accounts This includes the account number and name account type and level budget current balance and start of year balance monthly balances January December and divisional balances To run the report go to Reports gt Chart of Accounts Prints to Excel Run the Post Transactions process before running this report The report is of the Chart of Accounts and displays and prints the Chart of Accounts This includes the account number level account name and account type These is also a column for notes To run the report go to Reports gt Chart of Accounts gt Chart of Accounts Listing N
404. ounts you wish to duplicate in CWU This is the most time and labor intensive method We recommend you 2011 Client Write Up MICR Bank Accounts create a client file to use as a master You can then import this file as often as you need to create new client files Use GAAP Generally Accepted Account ing Principles guidelines when creating a customized Chart of Accounts 3 Click Next 4 If Templates was selected as the method in step 2 select the template to be used 1040 1065 1120 1120S or 990 If Copy Existing Client Chart of Accounts was selected in step 2 select the CWU client to import If Customize was selected the Chart of Accounts displays with just the columns and rows ready for account creation Select the account to be designated as the Retained Earnings Account using the drop list at the bottom of the Chart of Accounts Setup dialog box Only accounts with an Account Type of Capital may be designated as the Retained Earnings Account Do not change this information once data has been entered in Bookkeeping gt Enter Transactions NOTE To make adjustments to accounts including beginning balances see Editing an Account on page 156 MICR Bank Accounts Client Write Up uses MICR bank account information when printing a MICR check Set up as many accounts as is needed for each client To add a MICR bank account complete the following procedure 1 Go to Setup gt MICR Bank Accounts Fig
405. oup term life insurance over 50 000 olojo gt Elective deferrals to a 401 k cash or deferred arrangement including a SIMPLE 401 k arrangement m Elective deferrals to a 403 b salary reduction plan Elective deferrals to a 408 k 6 salary reduction SEP O Elective deferrals and employer contributions including nonelec tive deferrals to any governmental or nongovernmental 457 b deferred compensation plan Elective deferrals to a 501 c 18 D tax exempt organization plan Nontaxable sick pay not included in lines 1 3 or 5 20 excise tax on excess golden parachute payments Substantiated employee business expense reimbursements Si r ij aA e z Uncollected Social Security or RRTA tax on the taxable cost of group term life insurance over 50 000 for former employees Uncollected Medicare tax on taxable cost of group term life insur ance over 50 000 for former employees Excludable moving expense reimbursements paid directly to the employee Nontaxable combat pay Employer contributions to an Archer medical savings account MSA Employee salary reduction contributions under a 408 p SIMPLE Adoption benefits Income from the exercise of nonstatutory stock option s lt Aa o Employer contributions to an employee s Health Savings Account HSA Deferrals under a 409A nonqualified deferred compensation plan Income under
406. over 50 000 for former employees P Excludable moving expense reimbursements paid directly to the employee Q Nontaxable combat pay Employer contributions to an Archer medical savings account MSA 2011 Client Write Up Setting Up Employee Payroll Table 4 1 W2 Box 12 Codes S Employee salary reduction contributions under a 408 p SIMPLE T Adoption benefits V Income from the exercise of nonstatutory stock option s WwW Employer contributions to an employee s Health Savings Account HSA Y Deferrals under a 409A nonqualified deferred compensation plan Z Income under 409A on a nonqualified deferred compensation plan AA Designated Roth contributions to a 401 k plan BB Designated Roth contributions under a 403 b salary reduction agreement DD Cost of employer sponsored health coverage EE Designated Roth contributions under a governmental 457 b plan e Withholding Code These codes dictate where data appears on the W 2 Table 4 2 W 2 Withholding Codes NA No withholding code applies CP Cafeteria Plan W2 Box 14 FS Family Services GW Garnishment of Wages DI Disability Insurance 401K Identifies the deduction as the employee s 401K contribution FLIW Employee s contribution to a family leave insurance plan When a deduction is set up using the FLIW withholding code you should also select the Employer has Private Family Leave Insurance Pl
407. over the field The cursor is displayed as a four headed arrow Using this cursor click hold and drag the field to the desired position on the check The routing and account numbers are not accessible in the check designer There are strict rules for the format and placement of these fields CWU prints the infor mation in the appropriate place when a check is printed The information that goes in these fields the account number and routing number is entered in Setup gt MICR Bank Accounts Figure 2 7 Font Tool Font Tool Current Font Settings Name Arial Narrow vj Size 8 7 Apply Arial 12 Bold J jai J Underline GetFont V Bod J Italic 7 Underline Be ee oe Ait e e a D Or Tr E TT 7 Use the Font Tool section at the bottom of the MICR Check Designer to set the font font style and font size of each field on the check The current settings for the check appear on the right side under Current Font Settings To change a field s font style select the field The selected field s font attributes are displayed on the left side of the Font Tool Use the Name and Size drop lists and the Bold Italic and Underline check boxes to set the selected field s individual appear ance To make one field s style look like another field first select the field with the style to be copied Click GetFont Select the field to be changed Click Apply Repeat the process by selecting another field and click Apply
408. ow Be careful not to print direct deposit pay stub information on check stock 9 Live contractor payroll checks and direct deposit pay stubs to print are displayed with a box next to the contractor name Select the box next to the contractor names to indicate those checks or stubs to print Arrange the checks to print in order of contractor name SSN EIN pay period ending or net pay amount by clicking the desired column header Checks can be printed individually or in groups 10 Click Print If you are using MICR blank check stock the Windows printer dia log box does not open Change the MICR printer on the Print Checks dialog box If you are not using MICR blank check stock the Windows printer dialog box 139 Reprinting Contractor Pay Checks 2011 Client Write Up opens and provides the opportunity to change the printer used during this print session Once checks have been printed they can be reprinted by either clicking the Reprint Screen button or going to Contractors gt Reprint Checks NOTE See Preprinted Check Alignment on page 29 for help in resolving pre printed check stock printing alignment issues Additional Check Print Options MICR Test Sends a test check to the selected MICR printer Use this option to test check alignment Printing test checks does not mark the check as printed and can still be printed from the Print Checks screen PrePrinted Test Sends a test check to the printer you select Use
409. owledgement ACK is received from Drake To view ACKs 1 Go to E Filing gt 94X E Filing gt View Results 2 Select the PIN box at the top of the window 3 Select the Drake Status check box 4 Choose the applications to review from the Status section Select All Accepted or Rejected o Click View Status The Drake statuses are displayed If an application is listed as Rejected double click on the line and view the rejection information Correct any errors and retransmit the PIN application Once the application is accepted the business taxpayer will receive a 10 digit PIN in the mail from the IRS within 10 days Use this PIN when transmitting the 94X To complete electronic filing setup 1 Go to Setup gt Client Information gt EF Setup 41 PIN Applications for Electronic Filing 2011 Client Write Up ERO 42 Figure 3 9 94X PIN Setup wre ee P AeL TT Teme meam o mi a iii id EE X penegi x EF Options v If you plan to E File the 940 941 94155 or the 944 select the E File 94x check box M E File 94x If you are a Business Taxpayer enter the 10 digit PIN The 10 digit PIN is issued by the IRS to the Business Taxpayer Business Taxpayer Ten 10 digit Signature PIN 9876543210 If you are a Reporting Agent you will fill out an 8655 form for each client and mail them to the IRS The IRS will mail one 5 digit PIN to the Reporting Agent for the clients submitted Reporting Agent
410. owledgement ACK is received from Drake To view ACKs 1 Go to E Filing gt 94X E Filing gt View Results 2 Select the PIN check box 3 Click Drake Status or IRS Status 4 Choose the applications to review from the Status section Select All Accepted or Rejected a Click View Status The statuses are displayed If an application is listed as Rejected double click on the line and view the rejection information Correct any errors and retransmit the PIN application 43 PIN Applications for Electronic Filing 2011 Client Write Up Once the application is accepted the client will receive their 10 digit PIN in the mail within 10 days To complete the electronic filing setup 1 2 3 4 Go to Setup gt Client Information gt EF Setup Verify the ERO option button is selected on the right side of the window Select the E File 94x box on the left side of the window This activates the bottom portion of the dialog box The ERO s customer must enter the PIN they received from the IRS into the Ten 10 digit Signature PIN text box in CWU NOTE The IRS considers PINs to be confidential 5 Click Save and Exit Reporting Agent PIN Application A reporting agent is an accounting service franchiser bank or person who complies with IRS Revenue Procedures 96 17 and is authorized to electronically sign and file a Form 940 941 on behalf of a taxpayer This authorization is begun with the submis sion of F
411. ox e 1 Rents Enter amounts of 600 or more for all types of rents including real estate rentals machine rentals and pasture rentals e 2 Royalties Enter gross royalty payments of 10 or more Include royalties paid by a publisher directly to an author or literary agent unless the agent is a corporation e 3 Other Income Enter other income of 600 or more required to be reported on the 1099 MISC that is not reportable in one of the other boxes on the form e 4 Federal W H Enter backup withholding e 5 Fishing Boat Proceeds Enter the share of all proceeds from the sale of a catch or the full market value of the distribution to each crew member of fish ing boats with fewer than 10 crew members e 6 Med Health Care Payments Enter payments of 600 or more made in the course of doing business to each provider of medical or health care ser vices Include payments made by medical and health care insurers under health accident and sickness insurance programs e 7 Nonemployee Comp Enter non employee compensation of 600 or more Include fees commissions prizes and awards for services performed as a non employee 8 Substitute Payments Enter total payments of at least 10 received by a broker for a customer in lieu of dividends or tax exempt interest as a result of a loan of a customer s securities e 10 Crop Insurance Proceeds Enter crop insurance proceeds of 600 or more paid to farmers by insurance co
412. p Payroll Information e Bookkeeping gt Enter Transactions Delete button e Payables gt Enter New Invoices Delete button e Payables gt Check Writer e Receivables gt GL Account Dist File e Receivables gt Delete Invoices Line Items Delete Invoice button e Tools gt File Maintenance gt Delete Client e Setup gt Client Information e Setup gt MICR Bank Accounts e Setup gt Check and Stub Options e Setup gt Headers amp Footnotes e Setup gt Report Options e Setup gt 94X Form Settings Setting Up User IDs and Passwords The Administrator can set up an unlimited number of each User Type Administrator Office Manager and Data Entry Employee Administrators assign all user IDs and passwords IMPORTANT Once security is set up it cannot be removed 18 2011 Client Write Up Changing a Password Security Set Up To set up user IDs and passwords 1 Go to Firm gt Security Setup Figure 2 2 User ID and Password Setup window E Security Setup IMPORTANT Welcome Administrator to Client Write Up Security Setup To begin securing access to Client Write Up please create your User ID and enter a Password ONCE SET THIS PRIMARY LOGIN CANNOT BE DELETED User ID s must be between 3 and 20 characters in length with a Password between 8 and 20 characters in length Passwords can contain both upper case amp lower case letters numbers and all special characters except for quote space
413. p of each employee See Setting Up Employee Payroll on page 59 for more detail Go to Payables gt Vendor Setup if using CWU s Accounts Payable feature Ver ify the information and complete the setup of each vendor See Accounts Pay able on page 195 for more detail Go to Receivables gt Customer Setup if using CWU s Accounts Receivable fea ture Verify the information and complete the setup of each customer See Cus tomer Setup on page 234 for more detail NOTE Internet access and your own e mail account are required to use this E Mail Setup feature Use the Client Write Up e mail program to send client files directly to CWU Support when they request this information for problem resolution Access the CWU e mail program by going to Help gt Email CWU Tech Support Use the Setup menu to select your method for sending and receiving e mail Two methods are available the default method which is compatible with most Internet 301 Additional Tools Checking E Mail 302 2011 Client Write Up Service Providers and the alternate method which is chosen if the default method does not work The e mail program uses your 1040 com e mail address which is your EFIN 1040 com for example 777777 1040 com This address is used for both your sender and reply address You should use an alternate reply to address By default both CWU and the Drake Tax program use your 1040 com email WARNING account a
414. payable checks using pre printed check stock 1 Go to Setup gt Check and Stub Options gt PrePrinted Accounts Payable 2 Select the applicable preprinted check format on the right side of the screen Go to Setup gt Check Alignment to adjust settings if printing is misaligned Client Write Up supports the following preprinted Nelco brand check stock for accounts payable checks Table 3 3 Preprinted NELCO AP Check Stock Top Check Middle Check Bottom Check Formats Formats Formats L1514HB L1037HB L1331HB L1513HB L80929HB L1015HB L89417HB 3 Select the applicable preprinted accounts payable check stub options 2011 Client Write Up Reporting Options Figure 3 15 Preprinted Accounts Payable Check Stub Options ber atten nol aE olin Pine IE TE eet Pyar ee EE pe Preprinted Check Options Print Trade Name on Check Stub J Print Company Name on Check Stub J Print Check Number on Check JV Print vendor Address on Check Print Trade Name on Check Stub Print Company Name on Check Stub Print Check Number on Check Print Vendor Address on Check 4 Click Save MICR Accounts Payable Check Setup Complete the following options if you are printing accounts payable checks using blank MICR check stock 1 Go to Setup gt Check and Stub Options gt MICR Payables 2 Select the applicable MICR accounts payable check stub options Figure 3 16 MICR Accounts Payable Check Stub Options ne eS EL MIC
415. pear in the grid at the bottom of the Check Writer window in order to generate a journal entry for this check Enter the amount s from the check into the 1099 Detail section as they should be included on the vendor s 1099 MISC at the end of the year Click the 1099 Default button to have the full amount of the check go to the vendor s default 1099 MISC line See 1099 under Adding a Vendor on page 196 To view checks on your computer screen prior to printing select the Preview checks before printing check box Once selected the option remains in effect 2011 Client Write Up Check Writer until the check box is cleared To print checks from the preview screen select the Printer icon amp Previewed checks are considered printed by CWU If previewed IMPORTANT checks are not printed when displayed go to Payables gt Live Payments gt Reprint Checks and reprint the vendor check 16 With all check information verified and the Balance column displaying 0 00 click Print Check The check prints or displays if the Preview checks before print ing option was selected and the invoice and transactions are generated The Print Check button is no longer available preventing you from printing the check twice The View Invoice button is activated Click New from the Check Writer window to either clear check information that hasn t been printed or to enter new check information 17 Click View Invoice to access the Invoic
416. period ending date and displays the individual contrac Report tor totals and the total of all contractors This includes the name date check number Contractors gross pay federal withholding state withholding and net pay Sort the report by the Contractor Name or Contractor Code Date or Division then select a report type Full Payroll Listing Unpaid Payroll Listing or Payroll Listing for an Individual To run the report go to Reports gt Payroll gt Payroll Report Contractors Payroll The report is based on the pay period ending date entered on the check and displays Report the total of all checks This includes the name pay period ending date check number Employees regular hours overtime hours tips pay rate regular earnings regular pay pay per piece gross pay Social Security Medicare federal withholding state withholding deductions benefits and net pay Sort the report by the Employee Name Employee Code Date or Division then choose a report type Full Payroll Listing Unpaid Payroll Listing or Payroll Listing for an Individual To run the report go to Reports gt Payroll gt Payroll Report Employees Payroll The report displays all income benefits deductions and withholding information for Report either an individual or all employees based on a starting and ending date range This Employees includes the employee name check number check date net pay regular hours and Expanded overtim
417. port Options each option results in a separate report Unselect ll Load Trans F Bank Reconciliation Reset x Date Reference Description Debit Credit Print Journal Entry Exit Help Einish Cleared Transaction Debit Credit Totals Starting Bank Balance Reconciled Debits Credits Adjusted Bank Balance Same as Ending Bank Balance Closing Book Balance Unreconciled Debits Credits Accum Unreconciled Balance Ending Bank Balance Adjusted Bank Balance Cale d Unreconciled Balance 2 Inthe Cash Account field select an account from the drop list Only postable Current Asset accounts from the Chart of Accounts are listed 3 Inthe Cutoff Date field enter the last date to be included in the bank reconcilia tion using the MMDDYYYY format 4 Enter the Starting Balance The Starting Balance is the previous month s End ing Balance 5 Enter the Ending Balance shown on the bank statement Whenever possible enter the Ending Balance as shown on the IMPORTANT bank statement This will help ensure a correct bank reconcilia tion 6 Select to display a traditional Bank Reconciliation report showing only the cleared transactions or a Comparative Bank Reconciliation report showing both cleared and non cleared transactions 7 Click Load Trans All unreconciled transactions for the selected account through the Cutoff Date display Sort the transactions listed by clicking on the column
418. ports generate a variety of reports regarding employees and contractors These reports are not dependent on posting transactions so they may be run either before or after running the Post Transactions process Select Mask SSN to have Social Security Numbers appear in Accounts NOTE Payable Payroll and Accountant Info Reports as XXX XX 1234 This option remains selected until the check box is cleared The report displays a check register for contractors This includes the check number check date payee check amount and the total of all checks in the date range selected To run the report go to Reports gt Payroll gt Check Register Contractor The report displays a check register for employees This includes the check number check date payee check amount and the total of all checks in the date range selected To run the report go to Reports gt Payroll gt Check Register Employee The report displays basic information about each contractor for the current client Use this report for contractor verification This includes the contractor code SSN EIN name division phone number and address Sort the report by contractor name or con tractor code 2011 Client Write Up Report Details To run the report go to Reports gt Payroll gt Contractor List Detailed The report displays detailed information about each employee for the current client Employee This includes payroll tax detail payroll earnings information and
419. ppendix G Portals Employee and contractor payroll specific information must be synchronized manually the first time After that whenever a Portals employer is made the active client CWU syncs automatically CWU clients become Portals employers when a manual sync is performed with that employer being the active client IMPORTANT An Internet connection is required to perform a sync If you use a dial up connection to the Internet you must first connect to the Internet then return to CWU and complete the following steps to perform the sync To manually sync records complete the following 1 Make the client you want to sync to Portals the active client see Changing the Active Client on page 13 2 Go to Firm gt Sync CWU and Portals Records Figure 14 1 Sync Portals Records E Sync Portals Employer Employee Contractor amp Payroll Records w Active Client SYNC Drake Company DRAKE_CO I Disable auto sync Client will not use Portals Exit Sync with Portals Help M Sync Portals Records with CWU Syne Status Test Server gt New Syne 11 02 2010 at 14 20 25 Local All changes have been ported between CWU and the Portals Portals Return Code Successfull Finished Syncing Payroll Payroll Return Code No Records to export to CWU When finished press the Exit Button to close this window Status Idle a Make sure Sync Portals Records with CWU is selected 4 Click SYNC When the St
420. py A print Data Only on the SSA red form or print Form and Data on plain paper this is approved by the IRS Other Copies This option is used to print W 2s for the employer employee and state DOR Select to print Forms and Data on blank paper or Data Only on approved forms All W 2s and W 3s can be printed on plain paper using a laser printer and either the Forms and Data or Data Only options It is not required to print the W 2 Copy A or the W 3 on the red line form If Data Only is selected the Adjust Form button is activated allowing adjustment of printing alignment Refer to Forms Alignment on page 27 for more information 4 Click Print to print W 2s or W 3s 5 Click Exit when W 2 processing is complete 118 2011 Client Write Up W 2c W 3c Processing W 2c W 3c Processing Form W 2c is used to correct errors on Form W 2 Corrections reported on Form W 2c may require you to file Form 941c Supporting Statement to Correct Information Do not use Form W 2c to report back pay or to correct Form W 2G Certain Gambling Winnings Form W 3c is required to be filed with Form W 2c Creating a W 2c To edit a W 2c complete the following ROND Go to Employees gt Process W2c W3c Select an employee from the list Click View Edit The W 2c in opened Make necessary changes directly in the appropriate fields Click Save then Exit To revert to the original W 2 information click Reset Printing W 2c and W 3c Fo
421. r Always verify this information before printing 8 Type of Payment Select the Type of Payment Choose to display paper pay checks unprinted direct deposit pay stubs or both in the unprinted check window Be careful not to print direct deposit pay stub information on check stock 9 Live payroll checks and direct deposit pay stubs that are available to print are dis played with a box next to the employee name Select the box next to the employee names to indicate those checks or stubs to print Click the desired column header to arrange the checks to print in order of employee name SSN EIN pay period ending or net pay amount Checks can be printed individually or in groups 10 Click Print If you are using MICR blank check stock the Windows printer dia log box does not open Change the MICR printer on the Print Checks dialog box If you are not using MICR blank check stock the Windows printer dialog box 103 Reprinting Employee Pay Checks 2011 Client Write Up opens and provides the opportunity to change the printer used during this print session N OTE Once checks have been printed they can be reprinted by either clicking the Reprint Screen button or going to Employees gt Reprint Checks Additional Check Print Options MICR Test Sends a test check to the selected MICR printer Use this option to test check alignment Printing test checks does not mark the check as printed and can still be printed from the Print Che
422. r assigned by the payer to the payee that can be used by the IRS to distinguish between infor mation returns 6 Click Save Screen then Create File The upload file name and location displays This information is needed to transmit the file to the IRS s FIRE Filing Informa tion Returns Electronically website If a message displays stating that no 1099s have been processed for the year go to Contractors gt Process 1099 Misc See 1099 1096 1098 Processing on page 146 for more information 7 Click Exit Once the upload file has been created proceed to Transmit File View Results to access the IRS s FIRE Filing Information Returns Electronically website and upload the information Transmit 1099 View Results Go to E Filing gt 1099 1098 E Filing gt Transmit File View Results The IRS s Internet Web link for electronically filing the 1099 MISC is displayed ttps fire irs gov Figure 8 6 Transmit 1099 Transmit 1099 Electronic 1099 Transmission Screen Open Web Site http fire irs gov Exit Click Open Web Site and your Internet browser opens to the 1099 MISC electronic filing site An Internet connection is required for this function Tip Refer to Appendix C IRS FIRE Website on page 311 for tips on connecting to the IRS s FIRE website Filing a 1099 Extension The 1099 extension file must be created before it can be filed either paper or e file Create 1099 Extension File
423. r deduction shows a total for each employee and a total for all employees Sort the report by Employee Name Employee Code or Date then select a report type Benefits or Deductions To run the report go to Reports gt Payroll gt Withholdings NOTE The report does not include federal state Medicare or Social Security withholding amounts Withholdings The report is based on information in Employees gt Deductions amp Benefits and Wide Employees gt Employee Setup Deductions and Benefits tabs This includes the Format employee name date and name of deductions or benefits depending on report selec tion Each benefit or deduction shows a total for each employee and a total for all employees Sort the report by Employee Name Employee Code or Date then choose a report type Benefits or Deductions To run the report go to Reports gt Payroll gt Withholdings Wide Format NOTE The report does not include federal state Medicare or Social Security withholding amounts Hours The report is based on the hours worked information from live payroll and ATF pay Report roll This includes the employee name employee code date regular hours regular Employees pay overtime hours overtime pay vacation hours holiday hours sick hours vacation holiday sick pay and gross pay Sort the report by Employee Name Employee Code or Date then by report type Payroll Hours or Payroll Hours Listing for an Indi vidual OT Pay
424. r sales tax records complete the following 1 Go to Receivables gt Sales Tax Records 2 Enter a Sales Tax Code and click New Sales tax codes are alphanumeric and can be up to 20 characters long Once these codes are saved these can be used in Cus tomer Setup to assign a default for each customer and when Entering Updat ing Invoices Figure 10 2 Sales Tax Information aT eel a a a ee re Sales Tax Information Sales Tax Exempt a Tax Code Active Iv Freight Tax Exempt nH Tax Code Inactive a State Name Gera s s S OOO Tax Rate 2300 County Name Futon Tax Rate 04500 Maximum Taxable 2000 00 City Name Snellville Tax Rate 07500 Maximum Taxable 4000 00 3 Select the check boxes that are appropriate for the sales tax code being entered e Sales Tax Exempt The selected entity does not charge sales tax The sales tax information is removed from the record e Shipping Tax Exempt The selected entity does not charge sales tax on shipping charges e Tax Code Active Inactive Select Tax Code Active when it should be used Select Tax Code Inactive when it should not be used Inactive codes do not appear as a choice when entering or updating invoices 4 Enter information for the recording of sales tax When entering multiple records for a state or county repeat the appropriate higher level information Name Enter a name for the sales tax e Tax Rate E
425. rceptEFT Arrange the pay records in order by ID Name Check Date Amount or Transmitted by clicking the column header Pay records can be trans mitted individually or in groups 6 Click Verify Dates InterceptEFT does not accept check dates that fall on week ends or holidays If none of the checks selected have invalid check dates the Transmit button becomes active and you may proceed to transmit pay records to InterceptEFT If any of the checks selected have a check date that falls on a weekend or holiday a warning displays stopping the process See Appendix F InterceptEFT Holi days on page 320 for InterceptEFT s Holiday Processing Calendar Click OK and a printable report displays the checks with the invalid dates To change the invalid check dates see the appropriate topic Editing a Live Employee Check on page 94 or Editing an ATF Employee Check on page 101 7 Click Transmit Pay records transmit to InterceptEFT using your computer s Internet connection When Auto Display Report of Transmitted Records is selected a printable report of the Direct Deposit records that transmitted displays automatically If you do not want this report to display clear the check box This same report is avail able by clicking Review Repts selecting Display Direct Deposit Transmit Reports TXT and selecting the report The Reset button clears all entries in the Select Employees Contractors section of the screen Th
426. redit Current Balance Yearly Budget Cash Flow Classification Operating C Investing Financing N A Tax Return Information used when exporting to Drake Tax Software Tax Form ji Tax Line Tax Form Instance Setup Balances Double click a row to set a balance petit rect Start of Year November December 151 Adding Accounts to a Chart of Accounts 2011 Client Write Up 152 Account Number The account number determines how the transaction is assigned Press F2 from any Account Number field in CWU and a list of the postable level 0 accounts is displayed Name The reports generated by CWU use this name Type Choose the correct account type from the drop list This choice affects the calculation of transactions entered in the journal to generate finan cial reports Always follow the GAAP Level Accounts are either postable level 0 or account group level also known as nested Postable accounts are used when entering transac tions Nested accounts are used for reporting purposes only WARNING Use caution when changing the account level Improper changes can cause inaccurate results in the Chart of Accounts Level Postable Account Select this option for level 0 accounts Only level 0 account information can be exported to the client s tax return in Drake Software Level Account Group Level Select this option if th
427. rity or Medicare tax O Check and go to line Ge mog For 2011 the employee social security 5a Taxable social security wages 19 230 79 x 104 ee Sameera 5b Taxable social security tips 800 00 x 104 security tax rate is 6 2 and the Medi is 1 45 5c Taxable Medicare wages amp tips 10 030 73 x 029 290 89 cane elie 5d Add Column 2 line 5a Column 2 line 5b and Column 2 line 5c 5a _ 1334 09 et ns a attain tg O a saran a ON OI ttn E pan At TTT OE Et 4 The blue and white entry form opens If a quarterly report was selected the boxes identifying the report quarter are not selected but are correctly selected when the report is saved Fill out the form completely and click Save 5 The printer dialogue box displays giving the opportunity to print multiple copies of the form NOTE When Client Write Up is set up to e file 94X forms saving the com pleted 94X form generates the upload file To e file 94X tax returns created on the fly see Electronically Filing 94X Forms on page 184 181 94X Series Tax Returns On the Fly 2011 Client Write Up 182 2011 Client Write Up Forms 941 940 944 amp 941SS 8 Electronic Filing Forms 940 941 941SS 944 W 2 W 3 1099 1096 and 1098 can be filed electroni cally using Client Write Up NOTE The procedure for electronically filing forms created on the fly is same as for forms not created on the fly An Electronic Filer Identification Number EFIN
428. rmation Business Information tab When the Sched ule B opens the boxes identifying the report quarter are not selected but are correctly selected when the report is saved Form 941 SS Quarter 1 2 3 or 4 114 To generate the Schedule B part of the 941 SS select the deposit frequency as Semi Weekly in Setup gt Client Information Business Information tab When the Sched ule B opens the boxes identifying the report quarter are not selected but are correctly selected when the report is saved Schedule B of the 941 and 941 SS tax returns displays when the Deposit Frequency is set to Semi Weekly but prints only when the N OTE Total Taxes After Adjustments for the quarter is at least 2 500 Go to Setup gt 94X Form Settings and select Override Sch B Printing to force the Schedule B to print when the Total Taxes After Adjustments amount is less than 2 500 2011 Client Write Up Producing 94X Series Tax Returns Form 943 This form cannot be e filed Form 944 SS This form cannot be e filed Form 941 X Form 941 X is used to correct errors on a Form 941 or 941 SS that was previously filed You may use Form 941 X even though you filed the original return on magnetic media or electronically Do not send the 941 X in with a 941 or 941 SS This form cannot be e filed Form 944 X This form will be available in a future release Form 944 X is used to correct errors on a Form 944 or 944 SS that was previously filed Do not
429. rmation by selecting the appropriate line in the table then updating either the Locality Percent field or the Locality Rate field with the new rate Editing one of these fields automatically updates the other field A 2 tax rate should be entered into the Locality Percent field as 0 02 Click Update Rate Add Locality Tax To add a locality tax select the Locality Type from the drop list then complete the Locality Name and either the Locality Percent field or the Locality Rate field Edit ing one of these fields automatically updates the other field A 2 tax rate should be entered into the Locality Percent field as 0 02 If the tax is for Michigan Indiana or Ohio enter the Locality Code also Click Add Rate Delete Locality To delete an entry in the locality tax table select it by clicking the line in the table then click Delete Rate 2011 Client Write Up Setting Up Employee Payroll Deductions and Benefits Setup Go to Employees gt Deductions amp Benefits to create or modify default deductions and benefits offered to any employee beyond the standard deductions These deduc tions and benefits are used in setting up employees and in processing live and ATF payroll The amounts entered in Employees gt Deductions amp Benefits Deductions and Benefits tabs become the default amounts on the Deductions and Benefits tabs of Employees gt Employee Setup where they can then be customized for each employee NOTE Addin
430. rms 1 Go to Employees gt Process W2c W3c 2 Select a print option from the View Print section Create Edit W2cs displays the completed W 2c Print All W2Cs prints the W 2c for every employee listed with an X under the W 2 header to the left Print Single W2c prints the W 2c for a single selected employee Create Edit W3c displays the completed W 3c Print W3c prints the W 3c SSA Copy A using either the Forms and Data or Data Only options 3 Select the type of W 2c copies to print from the Types section NOTE SSA Copy A Prints a copy of the W 2c for the Social Security Adminis tration For copy A print Data Only on the SSA red form or print the Form and Data on plain paper this is approved by IRS Other Copies All The Other Copies option is used to print W 2Cs for the employer employee and state DOR Print Form and Data or Data Only All Forms W 2c and W 3c can be printed on plain paper using a laser printer and the Forms and Data option It is not required to print the W 2c Copy A or the W 3c on the red line form Refer to Forms Alignment on page 30 for information on adjusting form alignment when printing data only on the red line form 4 Click Print to print W 2Cs then W 3Cs 5 Click Exit when W 2c processing is complete 119 Portals Processing Employee Payroll 2011 Client Write Up NOTE W 2c and W 3c forms cannot be electronically filed and must be paper filed Portals Processin
431. rnet Login web browser to https cwu 1040 com login aspx It is recommended that employers set up a bookmark in their Internet browser to access this URL The Portals Login Screen displays Figure 14 5 Portals Login Screen Login to Client Write Up Portal User ID _ g Password To log into the Portal 1 Enter the User ID and Password provided by the firm s administrator 2 Click Login You will be prompted to change your password the first time you log in to Portals Passwords must be between 8 and 20 characters and must be a com bination of letters and numbers For security reasons passwords expire every 90 days and must be changed at that time If firm or employer users forget their Portals password they should con NOTE tact the firm s administrator to have their password reset The next time the employer user logs in to the Portal they ll be prompted to create a new password After logging in to the Portal employer users are taken directly to the list of employees in their company Portals has a 20 minute time out feature After 15 minutes of inactivity NOTE a time out warning displays After another 5 minutes of inactivity a total of 20 minutes of inactivity Portals automatically logs you out Log back in before continuing 331 Appendix G Portals 2011 Client Write Up Navigating Portals Managing the Employees List 3 The following tips will aid in navigating Portals Anyth
432. rocessed by the accounting firm See 334 Portals Processing Employee Payroll on page 120 Once the accounting firm has downloaded the approved batch the information dis plays on the Loaded tab and is removed from the Approved tab Once the accounting firm has processed the payroll the information displays on the Processed tab and is removed from the Loaded tab 2011 Client Write Up Appendix G Portals Viewing Once the accounting firm has processed payroll in Client Write Up paycheck infor Processed mation is synced back to the Portal and the information appears on the Processed tab Payroll Entering Contractor Payment Information Editing Contractor Payments Approving Contractor Payments The information on the Processed tab may be particularly helpful to the employer that prints their own pay checks By having just one source N OTE for calculating payroll there is much less opportunity for the withholding information to be inconsistent between the actual paychecks and the information the accountant includes on payroll tax returns Information on the Processed tab can be exported to Excel To export the processed information complete the following 1 2 Access the Processed tab From the list of employees click the Payroll Records button then the Processed tab Select the Pay Period Ending Date of the payroll you wish to export from the Select Ending Date drop list Click To Exc
433. roducing 94X Series Tax Returns Form 941 X 115 Form 943 X 115 Form 944 X 115 Program Updates 281 Q QuickBooks Import 296 R Rebuild Client List 288 Receivables Customer Set Up 234 Recording Partial ATF Payments 209 Report Details 255 Report Options 55 252 Report Types Accounts Payable 254 Accounts Receivable 254 Balance Sheets 254 Cash Flow 254 Chart of Accounts 254 General Ledger 254 Interim 254 Payroll 254 Profit amp Loss 254 State Tax amp Wage 255 Transaction Listings 254 Year to Date 254 Reports Accounts Payable Reports 271 Accounts Receivable Reports 273 Balance Sheet Reports 259 Chart of Accounts Reports 270 Display Settings 252 General Ledger Reports 260 Interim Reports 255 Payroll Reports 274 Profit amp Loss P amp L Reports 263 Report Details 255 Report Options 252 Report Review 279 Running Reports 251 State Tax amp Wage Reports 278 The Report Window 253 Transaction Listing Reports 268 Understanding Reports 253 Year To Date Reports 257 Restore 286 xviii 2011 Client Write Up Restore Excel Templates 288 Running Reports 251 S Scheduling Live Payments Deleting a Scheduled Payment 208 Making Partial Payments 206 Making Payments in Full 205 Making Subsequent Payments 207 Searching for ATF Payments 214 Searching for Invoices 202 Security Setup 17 Changing a Password 19 Deleting a User ID 20 Setting Up User IDs and Passwords 18 Setting Up Employee Payroll 59 Setting Up User IDs and
434. roduct s Price Code also displays Select a different Price Code from the drop list to select a different single price or quantity discount 2011 Client Write Up Entering New Invoices e Quantity Ordered Edit the quantity of the item ordered as needed This is an override of the quantity associated with the selected Price Code The selected Price Code is used to calculate the Unit Price and the Extended Price e Unit Price Edit the Unit Price to override the single item price associated with the Price Code selected e Discount Rate This is the customer s Discount Percent entered during cus tomer setup Receivables gt Customer Setup gt Customer Info This discount is calculated after all other discounts quantity etc are taken Edit the discount per centage for this item by entering a decimal value less than one 0 05 equals a 5 discount e Extended Price This is a calculated field Do not edit this field The Extended Price equals the Quantity Ordered x Unit Price Discount Per cent e Item Tax This is a calculated field Do not edit this field The equals the Extended Price x State Sales Tax rate Extended Price x County Sales Tax rate Extended Price x City Sales Tax rate e Shipping Charge If applicable enter the Shipping Charge amount for this invoice Service Professional Invoice Add one or more line items to an invoice by completing the following fields Figure 10 6 Line Ite
435. rom the information in Earnings The standard calculations for with holdings are applied to this amount The amount in this field is associated with the expense account entered in Employees gt Employee Setup Payroll Options tab the Expense Account field if the bookkeeping function is used 91 Live Employee Payroll 2011 Client Write Up e Gross Pay Cannot be edited directly This is a calculated field generated by adding Gross Earnings and Additional Gross Pay Deductions Figure 4 15 Deductions oo E gage tI tet oe teen il Deductions d 1 Federal WH 34 98 3 2 Social Security 16 80 4 3 Medicare 5 80 4 State WH 15 00 2 5 City County WH 1 0 00 d B City County WH 2 0 00 a City County WH 3 0 00 ki 8 401K Employee 16 00 A 9 Health Insurance 35 00 gt 10 Dental Insurance 21 00 Total Deductions 445 58 Additional Net Pay o0 Net Pay 254 42 Direct Deposit Applied to Savings 50 00 To edit amounts in the Deductions column double click the amount and enter the new amount in the line above Total Deductions Any NOTE changes made to the default deduction amounts when entering live payroll are considered one time only adjustments Adjusted amounts are indicated with an asterisk e Federal WH Federal withholding is based on the information entered in Firm gt Firm Info Global Settings and the Federal Withholding Information section of the Federal Tax Status tab in Employee
436. rs currently sup ported by Client Write Up for printing payroll checks Table 2 2 NELCO MICR Check Stock 5110_ 80520 80757 L80501_14 80005 80536 80758 L80502_14 24 2011 Client Write Up MICR Check Set Up Table 2 2 NELCO MICR Check Stock 80013 80537 80759 L80503_14 80135 80539 80760 L80503M_14 80136 80544 80761 L80510_14 80137 80546 80762 L8860_13 80138 80550 80763 L8868_13 80139 80552 80764 L8870_13 80140 80610 80765 LSR301_14 80148 80675 80766 LSR501_14 80150 80676 80767 LSR501M_14 80231 80677 80768 LSR601_14 80233 80678 80769 LSR601M_14 80234 80679 80770 LSRBLK_14 80235 80680 80771 LSRBLKM_14 80257 80683 80773 LSRMID_14 80258 80751 80774 WAVEBOT_ 80461 80753 80776 WAVEMID_ 80468 80754 80778 WAVETOP_ 80469 80755 80780 80479 80756 8958 The underscores included in the item numbers above indicate there is a choice of color For example WAVETOP_ includes WAVETOPB Blue WAVETOPBG Burgundy WAVETOPGN Green WAVETOPGY Gray WAVETOPT Taupe or Tan NOTE Go to www DrakeSupplies com to purchase check stock MICR Check Design Complete the following steps to set up MICR check printing using blank check stock These steps are necessary only once 25 MICR Check Set Up 2011 Client Write Up Go to Firm gt MICR Check Global Designer to create a new MICR check design or customize the appearance of an existing MICR check des
437. rsonal Info tab Info Tab Figure 4 6 Employee Personal Info Ce ee ee Pa re eee Personal Info Payroll Wages Rates Payroll Options Federal Tax Status State Local Tax Status Deductions Benefits Direct Deposit Empl Code Phone 828 555 9877 FirstName Barah ID 22 55 7777 ssn gt MideName BirthDay 071571984 v Last Name Tery Suffix Hire Date 0172272007 z Addess1 7788 Driler Drive Division Div 1 Administration x Address 2 Status Active City Fein Date Tem Suspended 1333200 lt State Ne J Check if Employee is under 18 Zip 28734 First Name Middle Name Last Name Suffix Address and Phone The First Name and Last Name are required The address information is required in order to generate the W 2 at the end of the year You can add this informa tion later Enter the First Name Middle Name Last Name Suffix and Address as they should appear on the employee s paycheck and IMPORTANT W 2 When entering information into the Zip Phone and SSN fields do not use dashes or slashes These fields are for matted after information is entered Zip Enter the employee s zip code This field is formatted after informa tion is typed The City and State fields autofill with information from the zip code database ID Required Enter the EIN SSN ITIN or Other The number is format ted based on the selection made from the drop lis
438. s Click Yes to confirm that you wish to process payroll for all employees A popup window displays the number of checks processed Use this count to confirm that all records approved were processed Click OK Paycheck information uploads to Portals automatically NOTE Adjustments to individual payroll records made in CWU are not seen in Portals To print live payroll checks click Print Checks This is a shortcut to the Employees gt Print New Checks screen Transmit Direct Deposit information as needed See Transmitting Employee Direct Deposits on page 107 Move payroll information to the journal See Payroll Journal Entry on page 160 121 Portals Processing Employee Payroll 2011 Client Write Up 122 2011 Client Write Up Setting Up Contractor Payroll 5 Contractor Payroll Client Write Up makes the distinction between Employees and Contractors Employees receive a W 2 at the end of the year and contractors receive a 1099 MISC A few set up steps are needed before contractor payroll information can be entered Some of these steps are optional Setting Up Contractor Payroll To set up contractor payroll complete the following steps 1 Assign account numbers to payroll processing features Optional If the book keeping feature is not being used do not complete this step 2 Enter the Direct Deposit authentication information See Direct Deposit Setup on page 21 This step may have b
439. s 1 Setup a Chart of Accounts See Chart of Accounts COA Setup on page 45 2 Go to Setup gt Client Information select the Payables Setup tab and select Generate Bookkeeping Transactions as 3 Select to post accounts payable transactions to either the General Journal GJ or the Cash Disbursements CD journal Once these steps are completed vendor transactions automatically post to the transac tion journal Vendor Setup Before vendor invoices can be entered into Client Write Up the vendor must be set up Adding a Vendor Vendor information must be entered before printing vendor checks To add a vendor complete the following steps k 1 Go to Payables gt Vendor Setup 2 Click New Enter a code in the Vendor Code field Vendor codes are alphanu meric and can be up to 20 characters long Once a valid vendor code is entered Vendors n the information fields become active and the code cannot be deleted Use vendor codes that are meaningful For instance instead of using the vendor s ID number you could use ABC Office Supply By using a meaningful code transaction information for this vendor is easily identifiable All characters can be used in the Vendor Code including spaces 196 2011 Client Write Up E Vendors Vendor Setup Figure 9 1 Vendor Setup Click a Vendor in the list to edit or click NEW to create a new Vendor Apple County Etonic FedEx Harris Meat Co Howard Spr
440. s The P amp L reports produce reports of the company s profits and losses The reports can be customized by division month period or time and formatted in multi or single column These reports can be printed in the normal CWU report format or to an Excel worksheet The transactions listings statement can be created based on journal code or actual order that transactions took place Reports gt P amp L Reports gt Transaction Listings Chart of Accounts Chart of Accounts The Chart of Accounts reports list the Account Number Level Account Name and Account Type The Chart of Accounts Trial Balance lists the Account Number Account Name and corresponding debits and credits Reports gt Chart of Accounts Cash Flow The Cash Flow report shows a company s cash flow on a cash basis Reports gt Cash Flow Accounts Pay able Accounts Payable reports show vendors outstanding bal ances and due dates and amounts for outstanding invoices Reports gt Accounts Pay able Accounts Receiv able Accounts Receivable reports show customers invoices cus tomer statements aging reports and sales tax records Reports gt Accounts Receivable Payroll Payroll reports generate a variety of reports pertaining to employees and contractors Once checks are printed select Reports gt Payroll Scroll through the list and choose a report to view Reports gt Payroll 2011 Clien
441. s Accrual Options set up in order to have CWU track sick hours available e Rollover Hrs Select this check box if sick hours not used this year are available for use next year The Sick Hours Available rolls over as the Begin ning Balance into next year s Client Write Up program e Beginning Balance Enter the current sick hours available including the rollover balance This field is updated if the Rollover Hrs box is selected with the amount of Sick Hours Available into next year s Client Write Up program Sick Hrs Per Year Enter the number of sick hours available in a year e Hrs Required If sick hours accrue on a per hours worked basis enter the number of hours the employee must work to earn one sick hour e Sick Hrs Available Enter the current number of sick hours available This balance calculated based on the formula Beginning Balance Earned Sick Hours Sick Hours Used Sick Hrs Used Enter the current number of sick hours used for the year This balance is updated each time payroll live or ATF is run e Vacation Calculations Select this box to track vacation hours available and used e Rollover Hrs Select this box if vacation hours not used this year are avail able for use next year The Vacation Hours Available rolls over as the Begin ning Balance into next year s Client Write Up program e Beginning Balance Enter the current vacation hours available including the rollover balan
442. s gt Apply Payments Enter the date of the write off using the Transaction Date drop list Select the customer from the Customer field When the Customer window dis plays double click the desired customer The customer s address contact infor mation available credit and amount they owe display Select the Adjustments Bad Debt Write Off option button Select the invoice to enter the write off amount When the Invoice Number win dow displays double click the desired invoice The selected invoice s Due Date original Invoice Amount and Invoice Balance display From the Type field double click the BD Bad Debt Write off Transaction Type Enter the amount to be written off as a positive number e g 12 50 in the Amount Applied field Enter a transaction description in the Note field A note is optional Click Save The amount of the write off is deducted from the Invoice Balance and the customer s Amount Owed Making a Reversing Entry 248 Another option for making a correcting entry is to reverse a previously saved entry You can reverse adjustments write offs credits early payment discounts and a full or partial payment To make a reversing entry complete the following 2011 Client Write Up Applying Receivables Payments eres 1 Go to Receivables gt Apply Payments 4 Apply Payments N Enter the date of the reversing entry using the Transaction Date drop list 9 Select the customer from the Cu
443. s gt Employee Setup e Social Security Social Security withholding is based on the information entered in Firm gt Firm Info Global Settings e Medicare Medicare withholding is based on the information entered in Firm gt Firm Info Global Settings e State WH State withholding is based on the information entered on the State Local Tax Status tab in Employees gt Employee Setup Federal withholding state withholding Medicare and Social Security NOTE can be affected by the information in Employees gt Deductions amp Benefits and Employees gt Employee Setup the Deductions tab e City County WH Local withholding is based on the information entered on the State Local Tax Status tab in Employees gt Employee Setup 92 2011 Client Write Up Live Employee Payroll Additional Deductions The deductions previously assigned to the selected employee on the Employees gt Employee Setup the Deductions tab display in the Deductions list The amounts are based on the information entered on that same tab Only deductions assigned to an employee show in this dialog box and NOTE print on the pay stub If all 12 deduction lines are used use the scroll bar to the right of the Deductions box to see all deductions To edit deduction amounts double click the line to be edited This fills the field at the bottom of the Deductions box With the amount highlighted enter the correct amount Press ENTER for the deduction
444. s Taxpayer 39 EROs 42 Individual Taxpayers 306 Reporting Agents 44 W 2 W 3 PIN Application FAQs 310 Portals Activating Portals 322 Approving Time Cards 334 Editing Employee Information 333 Editing Employee Pay 334 E Mailing a Portals Employer 328 Entering Payroll Information 333 335 Getting Started 321 Identifying Portals Clients 322 Logging in to the Portal 324 Managing Portals Users 326 Managing the Employees List 332 Navigating Portals 332 Portals Login 331 Portals Users 321 Processing Contractor Payroll 148 Processing Employee Payroll 120 Transferring Files to Drake Support 328 Verifying Employees 325 Viewing Processed Payroll 335 Viewing the Payroll Download Log 328 Working with Employers 329 Working with Portals 331 Portals Setup 30 Portals Users 321 Posting Receivables Transactions Manually 250 Posting Transactions 165 Preprinted Accounts Payable Check Setup 52 Preprinted Payroll Check Setup 49 Print and Upload W 2s and W 3s 307 Printing Blank Forms 288 Printing Checks Check Alignment 106 142 Contractor Pay Checks 137 Employee Pay Checks 101 MICR Check Setup 24 Payables Check Alignment 225 Reprint Payroll Checks 211 213 222 Vendor Checks 209 212 Voiding Vendor Checks 213 Printing Mailing Labels 290 Printing Mailing Labels from CWU Lists 291 Printing Mailing Labels from CWU Lists 291 xvii Index Process Payroll Live and ATF 305 Processing 1099s On the Fly 177 Processing W 2s on the Fly 173 Producing 112 P
445. s and click the Journal Options button Select Disable AP Employees Contractors and AR Selections The tab order for entering journal transactions is adjusted passing over these selections Disable Division Selection To hide the Division selection field go to Bookkeeping gt Enter Transactions and click the Journal Options button Select Disable Division Selection The tab order for entering journal transactions is adjusted passing over this selection 162 2011 Client Write Up Editing Stored Descriptions When both the Disable AP Employees Contractors and AR Selec NOTE tions and the Disable Division Selection options are selected press Tab or Enter from the Reference field to go to the Save button Disable Payroll Journal and ATF Payroll To hide the Payroll Journal and ATF Payroll buttons go to Bookkeeping gt Enter Transactions and click the Journal Options button Select Disable Payroll Journal and ATF Payroll Use this option if payroll services are not being provided to the client or one of the Auto Post options has been selected on the Employees gt Account amp Payroll Information Payroll Options tab Editing Stored Descriptions To edit a transaction description 1 Go to Bookkeeping gt Edit Stored Descriptions Click Sort Ascending or Sort Descending to re sort the list You can NOTE manually sort the description list by dragging an item up or down into the desired position in the list 2 Select the descript
446. s have been made on the invoice Partially Paid means that a payment has been made but there is an outstanding balance and Paid in Full indicates the invoice has a zero balance and no payment is required Making Payments in Full ao gt Schedule Record Payments To schedule a live invoice to be paid in full complete the following steps 1 2 Go to Payables gt View amp Pay Invoices Before scheduling a payment you must first locate the invoice you wish to pay by performing a search as described in Searching for Invoices on page 202 To nar row your search include the Live box as part of your search criteria Live invoices show an F in the ATF column 205 Scheduling Live Payments 2011 Client Write Up 3 Click the box beside the live invoices you wish to pay Click Select All to pay all invoices gt Click Schedule Live Pmts The Schedule Payments dialog box is opened 5 Double click an invoice to pay The Amount field default is the full amount of the outstanding balance displayed in the Diff column and the Sched Date default is to schedule the payment today To schedule the invoice for future payment edit the date using the Sched Date drop list 6 Enter a note in the Memo field optional The Memo field prints on the bottom left of vendor checks provided information is entered in the Memo field when the live check is scheduled for payment This field is not available in the MICR Check Des
447. s the reply to address If no alternate reply to address is specified in CWU messages must be downloaded and viewed using the email program in the Drake Tax software To use an alternate reply to address 1 From the menu bar within the e mail program select Setup gt Options 2 Select Use Alternative Reply To Address 3 Enter an Alternate Address This address replaces your 1040 com address appearing as the sender and reply address on e mail messages you send 4 Click Save To check your CWU e mail first go to Help gt Email CWU Tech Support then select File gt Check Mail click the Send Receive speed button or press CTRL M You can also check the status of your mailbox by clicking File gt Check Mailbox Sta tus or pressing CTRL S Downloaded messages appear in your Inbox To open a message in a new window double click it Your mailbox also includes a Sent Items box a Drafts box and a Trash box To open a box click it in the left pane e Sent Items Once a message is sent it is moved to the Sent Items folder e Drafts If you close a message before sending it you are prompted to save a draft of the message in your folder to be completed later To accept click Yes To discard the message click No e Trash Deleted messages are sent to the Trash folder To permanently delete a message select it and click Delete Messages deleted from Trash cannot be recovered The following columns display and prov
448. s with all clients in the current backup location listed 286 File Maintenance 2011 Client Write Up Figure 12 5 Restore Client Files Restore File Selection Select the Client that you would like to restore Then after you have selected the File click the Restore button DRAKE amp COMPANY Restore Change Path Exit Help Backup Location Press Change Path to change C cwu2011 clients backups DRAKE_CO_2011 01 05_09 49 21P To restore from a different location click Change Path to open the Locate Files to Restore window Select the drive from the Drive list The selected restore location is displayed in the field at the bottom of the dialog box Click Save This creates a restore path for this restoration only 2 Select a client from the list at the top of the window The files that have been backed up for the selected client display in the bottom portion of the window 3 Select a file to restore NOTE CWU uses atime and date stamp when client files are backed up Let s use the file DRAKE_CO_ 2011 01 05 09 49 zip as our example Reading this file name left to right information for client code DRAKE_CO was backed up The backup was performed on 01 05 2011 at 9 49 am and the file is zipped to reduce the file size 4 Click Restore Delete Client Client files can be deleted in Client Write Up Always back up a file before deleting To delete client files complete the fo
449. s you to create save and print 94X series tax returns on the fly eliminating employee and contractor setup and entry of payroll information Once cre ated and saved use CWU to e file these forms to the IRS See page 184 for upload instructions 178 2011 Client Write Up Use Client Write Up to produce the following 94X series tax returns on the fly Form 940 94X Series Tax Returns On the Fly Table 7 2 94X Series Tax Returns On the Fly Title Form 940 is the employer s annual federal unemployment FUTA tax return 941 Form 941 is the employer s quarterly federal tax return 941 SS Form 941 SS is the employer s quarterly federal tax return for American Samoa Guam the Commonwealth of the Northern Mariana Islands and the U S Virgin Islands 941 X Form 941 X is used to correct errors on a Form 941 that was previously filed Use one form 941 X for each quarter you are correcting This form cannot be e filed 943 Form 943 is the employer s annual federal tax return for agri cultural employees and should be used if wages were paid to a farm worker and were subject to Social Security and Medi care taxes or federal income tax withholding Note This form cannot be e filed using CWU 943 X Form 948 X is used to correct errors on a Form 943 that was previously filed Use a separate form 941 X for each year you are correcting This form cannot be e filed 944 Form 944 is the employ
450. s your Internet connection to connect to Drake Figure 12 1 Update Manager E CWU 2011 Update Manager Download amp Install Program Updates View Release Notes Use this screen to obtain and install updates to your software This computer must be connected to the internet in order to receive updates Help Install Dialer Exit 2 Click Check for Available Updates CWU connects to Drake to determine update needs on your computer 3 If updates are found the number of updates available displays Click Get Updates Updates are downloaded and installed into your CWU program If no updates were found click Exit 281 Update Prior Year Clients 2011 Client Write Up Viewing Release Notes Each time CWU program updates are downloaded and installed specific information about each update is also downloaded Complete the following steps to view the release notes Go to Tools gt Install Program Updates Click View Release Notes Select the box next to the release notes you wish to view Click OK Select the program you wish to use to view the release notes Click OK DARON NOTE You can also view release notes by going to Reports gt Report Review and selecting Display Release Notes from the drop list Drake Dialer The Drake Dialer is a dial up connection to Drake Software that can be used to down load Client Write Up software updates To install the Drake Dialer go to Tools gt Install Program Upda
451. sactions Viewing 1099 Information Use the View 1099 Info window to view and edit 1099 information for each payment made to vendors and nonvendors It is also a convenient place to view payment details of vendor invoices 223 Viewing 1099 Information Editing Vendor Payment Information 2011 Client Write Up To view and edit vendor invoice payment and 1099 information complete the follow ing 1 Go to Payables gt 1099 Info Figure 9 13 View 1099 Info window View 1099 Info Select Vendors NonVendors Save Vendors Invoices TEET lt Code Name ID ATF Invoice No Due Date Net Due Description diets fonziesec Aaaa Security 2 F 04 30 2012 12000 00 Rent Clear 1099 at amp t T amp T pee mrchard Cunningham Hardware fedex FedEx Reset 1099 garygolf Gary s Golf Supply sent L amp S Enterprises Gen 1099 Data rnilatanatle Milwaukee Countu a 4 Exit Payments fe Void ID Scheduled Pmt Date Reprint Amount Pmt Type Memo an PF 3 05 02 2011 05 31 2011 F 8 06 01 2011 06 01 2011 F 9 07 01 2011 07 01 2011 F 10 08 01 2011 08 01 2011 F 11 09 01 2011 1099 Detail for Payment Fishing boat proceeds Rents 1000 00 Substitute pmts in lieu of dividends or interest Royalties Crop insurance proceeds Other Income Excess golden parachute payments ee ea 1000 00 Check June Rent 1000 00 Check July Rent 1000 00 Check August Rent 1000 00 Check September Rent Gr
452. save the exported information to any file name desired using either a XLS or XLSX extension Additional Tools 2011 Client Write Up Additional Tools Export to Drake Tax on page 295 Importing from QuickBooks on page 296 Importing from PeachTree on page 299 E mail on page 301 IRS Website on page 304 Export to Drake Tax This feature exports information from Client Write Up to the client s tax return in Drake Software If a tax return for the client does not exist in Drake information from Setup gt Client Information in CWU is used to create the tax return in Drake If a tax return for this client exists in Drake the EIN SSN is used as the identifier for the client file and CWU exports to the existing tax return IMPORTANT If a tax return was prepared in Drake for the client last year the client s information must be brought forward from the previous year before exporting CWU data to Drake In Drake go to Last Year Data gt Update 2008 to 2009 Enter the client s EIN or SSN click Add Client then follow the instruc tions Complete the following steps to select the client data to export 1 AW 6 Go to Setup gt Client Information Business Information tab and verify that the business type has been selected from the Bus Type field Go to Bookkeeping gt Chart of Accounts Double click a level 0 account num ber to export Only Level 0 accounts are used for this option
453. scriptions entered and saved during journal entry 2011 Client Write Up What s New for 2011 Accounts Payable Set up an unlimited number of vendors Enter invoices for future payment or as after the fact for bookkeeping purposes Use extensive invoice sorting and query capabilities Print and reprint vendor checks with automatic entry in the journal Print Vendor checks without having to schedule payments using Check Writer Generate an invoice for the vendor s check Print NonVendor checks to payees not set up as Vendors using Check Writer Write transactions to the journal automatically for vendor and non vendor checks Accounts Receivable Reports Set up invoicing parameters service charge indicators payment terms account aging and status information Set up sales tax information by state Add customer demographics statuses shipping information and balances Identify items for sale and set prices Link transactions to items and debit and credit accounts Add change print and delete customer invoices Receive and apply payments to one or multiple invoices Print many financial reports to Microsoft Excel Compare gross and net profit and loss for a selected month of this year and last year Generate print and transmit W 2 W 3 1099 MISC 1099 INT 1099 DIV 1099 R 1098 MORT W 2G 1099 PATR 1099 S 1099 A 1099 B 1099 C 1096 and 94X series tax return information on the fly Close your books only at th
454. se this selection to correct an on the fly form that has been transmitted 2011 Client Write Up 1099s and 1098s On the Fly Step 2 Processing 1099s and 1098s On the Fly Process 1099s and 1098s on the fly to print 1099s 1098s W 2Gs and 1096s created on the fly and to transmit that information to the IRS After creating verifying and saving these forms created on the fly 1 2 NOTES From the CWU Home window go to On the Fly Forms gt 1099s 1098 and W2G on the Fly and select the appropriate form Click the Process 1099 button This button is labeled Process 1098 on the 1098 Mortgage Interest On the Fly window and Process W2G on the W2G On the Fly window See 1099 1096 1098 Processing on page 146 for instructions on processing 1099s created on the fly 1099s created on the fly do not appear on the Process 1099 Misc dialog box and can be processed only from the End of Year On the Fly window Once 1099s created on the fly are processed they can be transmitted with the 1096 to the IRS like any other 1099 See Uploading 1099s 1096s and 1098s on page 190 Process 1099 forms either individually or for all contractors at once e Click Process All to process all 1099 MISC forms at once This overwrites any changes made to existing 1099 MISC forms If changes were made to one or more 1099 MISC use Process Single e To process a 1099 MISC for one contractor select the contractor from th
455. sed adawtadedas seen A ds eae 252 Understanding Reports 0 0 cece nent eee arrear 253 IRGPOLE TYPOS ienee e an caracs Wate wings whe es hoe Sabon hoe w RT hoe ase mole ASEET A rate eye tees E 254 Report Details occa eea sda ee Gs besa Coad eed ee eb ee DRS ede hee eet 255 e a E T 281 Installing Program Updates 0 0 ce sae hae oe de ee a EEE REA E EE E EEE 281 Update Prior Year Clhi nts eses seca was cian rip dee ade bea bbs Peeau eed waa dd waawlies a a 282 Pile Maintenance 0 bau vals dea cadet sao dad sect ie E slate hee lade ge cite edgar 4 283 Rebuild Cli nt Listisa ccd etasdeastad sea Gdac dada Gis eta seta sade Aes a 288 Printing Blank Forms cess owe eee i dae ahead ie tala eae 288 Calculator s si eoio etie EEE E EEE E bas thes Lede Lane Le ee bee eae ee eae ete ET EEA 289 Adobe Reader Download 0 0 cect tenn ene e nent ene 289 Where to File Tax Returns meierier GA eed kt de BEG ae bode ee dae de eh ee 290 Client Notes cea svi ea coh nas neia be miaa hd i ea A aaa oe Bee oe 290 Printing Mailing Labels cesesnicere cg itt anal eae Ae hale ee ae ee ene eee 290 Spreadsheet Imports uc ces hee ee eee ee ede oe ee Se She ek oe ee eee 291 Exporting trom CWU es suewsds lnownles cdowe or dew she baw see daa edn a ade aad doe 294 Additonal Tools s c cicsuiiaanda arden se chow E E A ta bee Aso Kedes dae hanes 295 Table of Contents 2011 Client Write Up Quick oo Co Bee Pe ne eee Pere 305 Pre Printed Checks acii asadae
456. send the 944 X in with a 944 or 944 SS This form cannot be e filed Form 943 X This form will be available in a future release Form 943 X is used to correct errors on a Form 943 that was previously filed Do not send the 943 X in with a 943 This form cannot be e filed 115 W 2 Processing 2011 Client Write Up W 2 Processing NOTE See Print and Upload W 2s and W 3s on page 307 for an overview of this process Client Write Up produces W 2s for employees based on earnings throughout the year Only the current end of year data is provided NOTE Prior to processing W 2s all live employee pay checks must be printed and ATF employee pay checks created in the correct year Processing W 2s is a three step process 1 Check W 2 withholding see Checking W 2 Withholding on page 116 2 Adjust W 2 withholding see Adjusting W 2 Withholding on page 116 3 Produce and print Forms W 2 see Processing W 2s on page 117 To electronically file W 2s and W 3s after completing the steps above see Uploading W 2s and W 3s on page 186 Checking W 2 Withholding This process checks employee withholding for the year and compares it to the amount of FICA that should have been withheld If the difference is more than 0 10 a report is generated listing the differences Running this feature should be necessary only if an error in the amount of FICA withheld is discovered after processing the W 2 To check W 2
457. separate file is NOTES created for each output selected At least one output selection is required To view payroll checks on your computer screen prior to printing select the Pre view checks prior to printing check box Once selected the option remains in effect until the option is cleared To print checks from the preview screen select the Printer icon amp NOTE The original check date is used when reprinting payroll checks 6 Enter the starting check number This is the check number that prints on the first check printed during the current print session If using pre printed check stock verify that the number in the Starting Check Number field matches the number on the first check placed in the printer Always verify this information before printing Type of Payment Select to display paper pay checks direct deposit pay stubs or both in the window at the bottom of the Reprint Checks dialog box Be careful not to print direct deposit pay stub information on check stock Live employee payroll checks that have been printed for employees are displayed with boxes next to the employee names Select a box to indicate those checks to be reprinted Arrange the checks to print in order of employee name pay period ending or net pay by clicking the desired column header Checks can be printed individually or in groups 105 Check Alignment 2011 Client Write Up 9 Select Print If you are using pre printed check stock
458. sers from the Manage Portal Users screen The Manage Portal unction Users link is only visible by the administrative user Since only the firm s administrator can add or edit firm and employer NOTE user information make sure the administrator ID is logged into Portals when managing user information Figure 14 3 Manage Portal Users Edit User Add User Employer User Firm User Employer Code DRAKE CO Drake x Portal UserlD joedrake C Reset password to cwdefault Email Address joe drake gmail com First Name Joe Last Name prake Update This User PREGALENESI Adding Firm 1 From the list of Employers select the Manage Portal Users link Users 9 Click the Add User tab 3 Select the Firm User option button 4 Complete the Portal User ID Email Address First and Last Name fields For security reasons the Portal Password can only be reset to a default value 5 Click Save New User Each user ID must be unique to Portals so it may have to be changed several times to find one that does not already exist Consider an alter NOTE nate but consistent way of assigning user IDs For example a three let ter firm code could begin each name ABCjdoe or the last 4 digits of the firm s telephone could end each name jdoe1234 Editing Firm User Infor mation From the list of Employers select the Manage Portal Users link Click the Edit User tab Select the Firm User option but
459. sion file is created when the test check is saved Create a separate test transmission file for each contractor See Transmitting Contractor Direct Deposits on page 143 for information on transmitting to InterceptEFT NOTE No information moves to the journal for a test check when the book keeping feature is being used Reset The Reset button clears the payroll information from the dialog box Delete The Delete button removes the payroll check from the payroll reports All checks can be deleted whether or not they ve been printed To delete a live contractor payroll check complete the following steps 1 From Contractors gt Live Contractor Payroll select a contractor 2 Select a check to delete from the Previous Checks Click to edit list The Pay Period Ending Date Check Date and Check Number are displayed to aid in identifying the check to delete 3 Click Delete Deleting a check using this function removes the information from the payroll reports only and does not delete the information that has been posted to the transactions jour nal Adjusting entries to the journal must also be made To make adjusting entries see Manual Entry of Journal Transactions on page 158 Editing a Live Contractor Check To edit a Live Contractor s payroll check complete the following steps 133 ATF Contractor Payroll 2011 Client Write Up as romm From Contractors gt Live Contractor Payroll select a contractor
460. ss Live Employee Payroll Use Live Payroll when employee paychecks will be printed NOTE See Process Payroll Live and ATF on page 305 for an overview of payroll processes To enter live payroll complete the following steps 86 2011 Client Write Up Live Employee Payroll 1 Goto Employees gt Live Payroll 2 Select Employee Double click the employee from the employee list or enter the employee code in the field at the top left of the screen All existing employees are listed alphabetically by last name If necessary sort the employee list by Code Name or SSN by clicking the column header Once the employee has been selected the other fields activate and information fields are automatically filled with data previously entered in Employees gt Employee Setup 3 Verify edit or complete the following fields e Pay Check Exempt from FUTA Select this option if the pay amount should not be added to payroll for FUTA purposes e Rate One Rate Two Rate Three Rate Four The amounts in these fields are determined by the information entered in the Employees gt Employee Setup Payroll Wages Rates tab the Pay Rate 1 4 fields and are active only if the employee is a multiple pay rate employee Refer to Multiple Pay Rate Employees on page 76 Changes to the Rate One thru Four fields in Live Payroll affect vacation holiday sick and over time pay for this paycheck only Edit these fields only if the def
461. stock the Windows printer dialog box does not open Change the MICR printer on the Print Checks dialog box NOTE The MICR Test button sends a test check to the selected MICR printer Use this option to test check alignment Voiding Vendor Checks Vendor checks that were previously printed can be voided Voiding a vendor check reverses the transaction from the journal automatically If CWU can t find the original transaction to reverse a message appears indicating that a manual reversal of the transaction in the journal is required See Entering Journal Transactions on page 157 for instructions on making manual entries to the journal To void a check complete the following steps 1 2 9 Go to Payables gt Live Payments gt Reprint Checks Locate the check to void by changing to date in the Check Date field to the date the check was printed Click the box beside the check to be voided Click Void Voided checks display a T in the Void column The invoice status and balance are updated 213 Editing ATF Payments 2011 Client Write Up Editing ATF Payments The following section covers viewing editing voiding and deleting ATF payments Before performing any of these functions search for the payment Searching for ATF Payments To locate the desired payments complete the following steps re 1 Go to Payables gt ATF Payments gt View ATF Payments The ATF Payments dialog box opens Figure 9 11 View
462. stomer The report displays detailed information about each customer or for an individual cus List tomer of the current client This includes their status billing and shipping addresses discount rate credit limit debit and credit year to date amounts and their current bal ance Sort the report by Customer Name or Customer Code To run the report go to Reports gt Accounts Receivable gt Customer List Invoices Use this report to batch print invoices Select to display either Product Invoices or Service Professional Invoices Next select a range of consecutive invoices by click ing on the first invoice to print and while holding the SHIFT key down click on the last invoice to print To print non consecutive invoices click on the first invoice then while holding the CONTROL key down select the other invoices to print Select the date to appear on the invoices To run the report go to Reports gt Accounts Receivable gt Invoices Customer Use this report to print a customer s monthly statement Select the Customer and the Statement Start and End Dates The statement includes the client information the customer name address and cus tomer ID the statement date and period ending date invoice numbers and dates whether the transaction is an invoice or a return the transaction type debit and credit entries and totals and a running balance To run the report go to Reports gt Accounts Receivable gt Customer Statement
463. stomer field When the Customer window dis plays double click the desired customer 4 Select the Reverse Entries option button 5 Select the invoice to enter the reversing entry amount When the Invoice Number window displays double click the desired invoice The selected invoice s transac tion detail displays in the grid at the bottom of the screen 6 From the Type field select from the following transaction types Table 10 2 AR Transaction Types Transaction Type Description RAD Reverse Adjustment RBD Reverse Bad Debt Write off RCR Reverse Credit REP Reverse Early Payment Discount RPAY Reverse Payment RPPA Reverse Partial Payment 7 Enter the amount of the reversing entry as a postive number e g 12 50 in the Amount Applied field 8 Enter a transaction description in the Note field A note is optional 9 Click Save Deleting a Payment Delete payments from individual customer invoices If a line item has previously been reversed then an entry is not automatically made to the journal when the same line item is deleted However if the line item has not previously been IMPORTANT reversed a journal entry is made automatically when the line is deleted provided the Use Chart of Accounts option has been selected under Receivables gt Receivables Options gt AR Options To delete a payment from an invoice complete the following errno 1 Go to Receivables gt Apply Payments A 2 Enter t
464. strumentality that is not a tax exempt section 501 c organi zation State Local 501c Select this option if the employer is a dual status state or local government or instrumentality that is also a tax exempt section 501 c organization 35 Setting Up a New Client 2011 Client Write Up Federal govt Select this option if the employer is a Federal government entity or instrumentality Click the NELCO Compatible Products link to order Drake compatible N DTE forms envelopes and tax office supplies from Nelco Solutions a Drake business partner Payables Setup If the bookkeeping feature is being used and you ll be using Accounts Payable or the Check Writer complete the Payables Setup tab of Client Setup Setup gt Client Information gt Payables Setup Figure 3 4 New Client Payables Setup E Client Setup 222 Contact Information Business Information W2 W3 1099 MISC Setup Payables Setup EF Setup Bookkeeping Options IV Generate Bookkeeping Transactions as GJ General Journal C CD Cash Disbursements Select the applicable bookkeeping options for Accounts Payable transactions e Generate Bookkeeping Transactions When this option is selected Accounts Payable transactions automatically post to the transaction journal and the Chart of Accounts when the Post Transactions process is performed This option requires a Chart of Accounts The Generate Bookkeeping Transactions selection
465. t Credit 1099 Detail Rents Med Health care pmts Excess gold parachute Royalties Nonemployee Comp Gross proceeds attorney Section 4094 deferrals Other Income Substitute payments Fishing boat proceeds Crop insurance Section 4094 income Select Vendor as the Type of Payee The Invoice box is activated Enter the Invoice information This information is optional to print a check but required to print an invoice This section is not available for NonVendor checks Select MICR or Preprinted check stock If MICR is selected select the appro priate MICR bank and verify the check number is correct in the Check No field If Preprinted is selected enter the check number and verify that the number entered matches the number on the first check placed in the printer Enter the date to print on the check Enter the check amount If using the Payables Bookkeeping Option for this client see Payables Setup on page 36 the Bookkeeping Transactions section of the screen is activated and the Cash and Expense Amount fields default to the check amount Edit the Cash and Expense Amount in step 12 below Press F2 in the Pay to field to display a list of vendors Select the appropriate ven dor to pay from the displayed list If the vendor code is known enter the code in the Pay to field rather than pressing F2 and selecting from the list When the Vendor List displays if any additions or corrections are needed for the vend
466. t The OTH selection is any information approved by the IRS instead of using an EIN SSN or ITIN BirthDay Enter the employee s birth date This date is used to figure eligi bility of catch up amounts for 401k contributions Hire Date Enter the date the employee was hired See Date Fields on page 12 Division Optional Set up Divisions in Setup gt Headers amp Footnotes See Headers and Footnotes on page 54 Status Required Select the status of the employee Statutory Some workers are deemed to be employees by statute An employer should indicate on the worker s Form W 2 that the worker is classified as a statutory employee Statutory employees report their wages income and allowable expenses on Schedule C or Schedule C EZ Form 1040 Statutory employees are not liable for self employment tax because their employers must treat them as employees for Social Security tax purposes 73 Employee Setup Payroll Wages Rates 74 Tab NOTE NOTE 2011 Client Write Up For an exempt organization the most common statutory employees are its officers In addition while not as prevalent in an exempt organization the following workers are also statutory employees A full time traveling or city salesperson who solicits orders from whole salers restaurants or similar establishments on behalf of a principal The merchandise sold must be for resale such as food sold to a restaurant
467. t live checks Go to Payables gt Live Payments gt Print Checks IMPORTANT select a check to print and a MICR bank and click MICR Test The check is not removed from the list of live checks to be printed If the test check prints properly you are ready to print live checks To print vendor checks complete the following steps z 1 Go to Payables gt Live Payments gt Print Checks Figure 9 10 Print Vendor Checks Print Vendor Checks Type of Check Stock Blank MICR ID BankName 101 Bank of America Preprinted 201 First National Bank Check Info Refresh Check Date B 16 2009 _ Select All Starting Check Number 5016 Reprint Screen PmttD Invid Invoice No Vendor Sched Date Delete 12 31 2008 03 23 2008 Partially p 1000 00 12 31 2008 02 23 2008 Partially p 1000 00 09 04 2009 09 04 2009 Unpaid 995 00 Exit Help dd AAAA Preview checks before printing Selected to Print Amount 0 00 Count Note Be sure you have loaded the appropriate check stock in your printer 2 Select the type of check stock being used either Blank MICR or Preprinted 3 MICR Options not available if Preprinted was selected under Type of Check Stock e MICR Banks Select the bank from which these checks are drawn The Starting Check Number field populates based on the Next Check field in Setup gt MICR Bank Accounts Edit the Starting Check Number to include leading zeroes e g 002001 to meet bank f
468. t 2011 Client Write Up Figure 2 3 Direct Deposit Authentication E Direct Deposit Authentication Set Up ai il ue o Save eres te Primary Userld Password PIN p UserlD Retype UserlD Password Retype Password Secondary Userld Password PIN UserlD Retype UserlD Password Retype Password 2 Carefully enter the letters and numbers to match the Authentication Card received from InterceptEFT e To enter the letters and numbers double click a row in the five row grid e Use the drop lists to select letters and numbers e Save each row entered before proceeding to the next row InterceptEFT sends new Authentication cards periodically Enter the new letters and numbers each time you receive a new card 3 Enter the PIN UserID and Password of the Primary InterceptEFT account The fields display asterisks Reenter the primary UserID and Password 4 Ifa second account has been established with InterceptEFT enter the PIN UserID and Password of the Secondary account The fields display asterisks Reenter the secondary UserID and Password 5 Click Save InterceptEFT is Drake s agent for Direct Deposit You must call them 1 866 431 9926 and establish your account prior to using IMPORTANT the Direct Deposit feature Drake has established a special fee schedule with InterceptEFT for its clients It s important that you identify yourself as a Drake client whenever you communi
469. t Details To run the report go to Reports gt Year to Date gt Single Account YTD General Ledger The beginning balance for this year from the Chart of Accounts is dis played Transactions are listed in order by transaction number and NOTE account ending balance Only transactions that were entered in the Bookkeeping gt Enter Transactions and posted by the Bookkeeping gt Post Transactions process are displayed in this report Run the Post Transactions process before running this report The report is an alternate format for the single account year to date general ledger report This includes the account number transaction date journal reference number description beginning and ending balance and the transaction amount To run the report go to Reports gt Year to Date gt Single Account YTD General Ledger ALT Format The beginning balance for this year from the Chart of Accounts is dis played Transactions are listed in order by transaction number and NOTE account ending balance Only transactions that were entered in the Bookkeeping gt Enter Transactions and posted by the Bookkeeping gt Post Transactions process are displayed in this report Balance Sheet Reports Prior Month Comparison Prior Month Comparison Excel Year to Date All Posted Transac tions Balance sheet reports provide a variety of formats for the balance sheets Run the Post Transactions process before running this report A
470. t Write Up Report Details Table 11 1 Report Types Report Description Path State Wage The State Tax amp Wage reports produce the wage report to be Reports gt State Tax amp filed with each state s department of revenue The information Wage on the State Tax amp Wage reports are generated from informa tion on employee and contractor payroll entries Each employee s payroll state is determined by the state information that was set up for the employee in Employees gt Employee Setup The State Wage Report can also be generated CWU generates only one state per cli ent Select Reports gt State Tax amp Wage and choose the state year and quarter Accountant Info The Accountant Info report summarizes each client s contact Reports gt Accountant and business information Info Report Details Review the following details for each report to determine which reports suit your spe cific office needs Some reports mostly financials require that the Post Transac tions process be run prior to running the report Each report description states if this process is required Reports stating Run this report prior to running the Post Trans IMPORTANT actions process are not required to be run as part of the Post Transactions process The data for these reports is no longer available once the Post Transactions process is run For information on running the Post Transactions process see Posting Transactions
471. t been tested using AccuWage 2011 option Click Yes Click Open Web Site The AccuWage Information and Software web page dis plays http www ssa gov employer accuwage index html Click Download AccuWage 2011 Tax Year on the left side of the screen Click Run lle a o 2011 Client Write Up Appendix K Preparing to e file 1099s Appendix K Preparing to e file 1099s Before uploading 1099 and 1096 information to the IRS you must 1 Get a Transmitter Control Code TCC and 2 Register on the IRS s FIRE web site Getting a Transmitter Control Code 1 2 Go to http www irs gov pub irs pdf f4419 pdf Complete Form 4419 Select only the first box below line 7 unless the others are absolutely NOTE necessary If you select more than the first box the IRS will call you to a verify your selection This will cause your application to be delayed Fax the completed form to 877 477 0572 Check on the status of the 4419 application and receive the 5 character TCC over the phone call toll free 866 455 7438 option 3 You will also receive a letter from the IRS with your TCC In CWU2011 go to Firm gt Firm Info Global Settings and enter the TCC Click Save NOTE Only one Transmitter Control Code is required to e file all of your cli ents 1099s Register to use the IRS s FIRE Website Pon gt Go to https fire irs gov firev 11 default aspx Click Create New Account on th
472. t entry remain in the upper portion of the dialog box To keep the journal in balance enter the offsetting Account number and the Description if desired verify the amount and click Save If you do not want the Date Description Reference Division and the offsetting debit or credit amount filled automatically go to Bookkeeping gt Enter Transactions click the Journal Options but ton and verify Prefill Adjusting Entry Amounts Automatically is not NOTES selected To automatically increment the Reference number go to Bookkeeping gt Enter Transactions click the Journal Options but ton select Auto Increment Reference Number This option must be selected prior to entering transactions Editing Deleting a Journal Entry To edit or delete a journal entry complete the following 1 A 2 Journals 3 4 Go to Bookkeeping gt Enter Transactions Double click a journal transaction listed on the bottom half of the dialog box The information for that transaction fills the fields in the upper portion of the dialog box Make the changes as needed Click Save Click Delete to remove the line entry The balancing transaction must also be manually deleted ATF Payroll Journal Entry To add an ATF payroll entry to the journal on the fly complete the following 1 2 3 4 Go to Bookkeeping gt Enter Transactions and click the ATF Payroll button When the Select ATF Payroll window is opened enter 1 for an
473. ta fields for that employee activate Edit the desired fields and click Save 85 Change Employee Codes 2011 Client Write Up Change Employee Codes IMPORTANT Changing employee codes must be done before producing W 2s To change an employee code complete the following 1 Go to Employees gt Change Employee Code It is recommended that you back up your client files prior to changing NOTE employee codes To backup from the Change Employee Contractor Code window click Backup Files 2 Use the Select the Old Employee Code drop list to select the employee code to change 3 Enter the new employee code into the Enter the New Employee Code field Employee codes can be up to 20 characters and are alphanumeric 4 Re enter the new employee code 5 Click Save Portals Users If an Employee Code needs to be changed It is IMPORTANT important that the Employer not make any changes to employee information until the Employee Code has been changed and Por tals has been synched Payroll Processing Make adjustments to state company and individual information by going to the fol lowing options under the Employees menu e Account amp Payroll Information e Deductions amp Benefits e Employee Setup Changes to the federal wage information are made in Firm gt Firm Info Global Settings This information can be edited as needed Refer to Process Payroll Live and ATF on page 305 for an overview of the payroll proce
474. table accounts list from the Chart of Accounts if the bookkeeping function is being used Select the appropriate account number for the deduction If you are not using the bookkeeping func tion the account number information is not required For more information on accounts see Chart of Accounts COA Setup on page 45 Deduction Calculation Select whether the deduction should be calculated Based on Hours Worked times the value in the Amount field If Based on Hours Worked is selected you must also select either Dollars Cents or Per cent When Based on Hours Worked is selected the deduction is calculated by multiplying the number in the Hours Worked field on the Live Payroll or 65 Setting Up Employee Payroll 66 2011 Client Write Up ATF Payroll screen times the Amount If Based on Hours Worked is not selected the deduction is calculated by multiplying gross pay by the Amount Amount This number corresponds either to a dollar amount or a decimal percentage that is assigned to the deduction If neither Dollars Cents or Per cent is selected an amount of 1 or greater designates a dollar amount A dec imal value less than 1 for example 25 designates a percent This amount can be edited on an individual basis by going to Employees gt Employee Setup and selecting the Deductions tab If Dollars Cents is selected enter any amount and CWU will format the num ber as dollars and cents Enter a value one cent or greater
475. tage of gross pay To create deductions based on set dollar amounts enter amounts of 1 00 or greater e Priority Set the order that deductions are to be subtracted This informa tion is valuable in cases of short pay weeks This way you know which deductions are the most important when it is not in the best interest of the employee to use all deductions e Ceiling Enter the maximum deduction that can be taken by this employee When the employee reaches the ceiling amount for the year CWU discontin ues this deduction for the employee Click OK The deduction displays in the Deductions List along with the Amount Priority and Ceiling values The X in the Assignment Field for a deduction in the Deductions List indicates the deduction has been assigned to the employee Removing a Deduction from an Employee If an employee does not want to have a deduction taken from his or her pay 1 N Double click the deduction in the Deductions List that should not be deducted from the employee s pay The deduction information displays in the Deduction Edit Line with an X in the Assignment Field Delete the X from the Assignment Field on the Edit Line Click OK 83 Employee Setup Benefits Tab 84 2011 Client Write Up Enter payroll benefits for the employee on the Benefits tab Before entering benefits for payroll purposes first create the benefits through Employees gt Deductions amp Benefits Ben
476. te CWU complete the following 1 Go to File gt Activate CWU 2 Click Activate Software 3 Enter the software serial number 4 Click OK Setup Wizard Designed to guide you through the software setup screens the Setup Wizard appears each time the program is opened until all required setup items are completed A green check mark indicates that a setup item is complete Figure 1 1 Setup Wizard CWU2011 Setup Wizard Welcome to the Client Write Up Setup Wizard Setup Wizard will guide you through entering basic information The first section is required for basic setup The other sections deal with Payroll Payables Receivables and other recommendations MV Do not show Setup Wizard at program startup REQUIRED M Sallie Enter your firm s Information and change global settings Req EIN EFIN Drake Pwd Acct No amp Email Address M A Enter information about your Active Client P Setup Password Security for Administators Office Security Setup Managers and Data Entry Employees ea ere A ae N me E aie ae ashen You are not required to use the Setup Wizard To keep the Wizard from opening at program startup select Do not show Setup Wizard at program startup Click File gt Setup Wizard to return to the Setup Wizard at any time Click Exit to close 2011 Client Write Up System Date Format System Date Format CWU requires that your computer use the MMDDYYYY date format To set your computer to use this for
477. te a user ID and eliminate that user s access to CWU User ID Deleting all user IDs eliminates all security from CWU If a password NOTE only user is set up then access is granted to CWU only by using that password To delete a User ID 1 Goto Firm gt Security Setup 2 Enter the user s ID of the user to be deleted 3 Click Delete ID Changing a User s Password All users can change their password For a user to change their password Go to Firm gt Change Password Enter the User ID Enter the current user password Enter and confirm the new password Click OK ape NS Direct Deposit There are three options for producing payroll Payroll checks can be printed using either preprinted or blank MICR check stock and you can enter payroll information after the fact ATF You can also use Direct Deposit for some or all employee and contractor pay checks Two accounts can be established with InterceptEFT for greater flexibility of payroll disbursement Specify which account to use for each Direct Deposit transmission IMPORTANT An Internet connection is required to use the Direct Deposit fea ture To use the Direct Deposit feature complete the following steps 1 Establish your account with InterceptEFT See Establishing Your Account with InterceptEFT on page 21 2 Complete the Direct Deposit setup See Direct Deposit Setup on page 21 20 2011 Client Write Up Direct Deposit 3 Identify which emp
478. ted in the following locations Please pick the location you want to update from If the following list does not include your prior year data file location select the Browse button to select the location It is strongly recommended you backup your 2010 clients prior moving the information to the 2011 program FACWU2010 HACWU20105 MA CWU201 05 Data Path al Select all of the Clients you want updated to 2011 Select All 0111111 Earth Movers 01234 Joe s Bean Factory UnSelect All 01357 Jim Broker 0O 222 Su Casa Realty Company LLC OIBcoLe Bob Cole vi lt t4 Update Progress 2 Select the location of the client files to convert to the 2011 program by clicking the location If the proper location isn t displayed click the browse icon Bl and navigate to the correct location 3 The client files in the selected location are displayed at the bottom of the dialog box Select the individual client files by clicking the box or click Select All to covert all clients in this location 4 Click Update File Maintenance The file maintenance features include backing up restoring and deleting client files To access Client Write Up file maintenance features go to Tools gt File Maintenance 283 File Maintenance 2011 Client Write Up Auto Backup Set up CWU to automatically backup client files at designated times or use the a Backup speed button on the CWU tool bar for manual backups When Aut
479. ter Select the type of check stock being used either Blank MICR or Preprinted MICR Options not available if Preprinted was selected under Type of Check Stock MICR Banks Select the bank from which these checks are drawn The Starting Check Number field populates based on the Next Check field in Setup gt MICR Bank Accounts Edit the Starting Check Number to include leading zeroes e g 002001 to meet bank field length requirements The bank information must be entered in Setup gt MICR Bank Accounts to use this function MICR Printer CWU automatically selects the printer specified as the default MICR Printer in Firm gt Firm Info Global Settings Use the MICR Printer list to temporarily override the default MICR printer selection Verify the selected printer has the proper ink for MICR printing Change the default MICR printer in the MICR Printer field in Firm gt Firm Info Global Settings Select All Output Desired Use this feature to print multiple copies of payroll checks Check Stock Prints the check and stub on check stock Plain Checks amp Stubs Prints a copy of the check and stub on plain paper 2011 Client Write Up Printing Employee Pay Checks e Plain Stubs Only Prints a copy of the stub only no check on plain paper When Preview checks prior to printing is selected a separate file is N TES created for each output selected At least one output selection is required 5
480. ter the number of sick hours used during the pay period The amount is calculated based on the information entered in Employees gt Employee Setup Payroll Wages Rates tab the Pay Rate 1 field Vacation holiday and sick pay are combined under Earnings Tips Enter the amount of tips received by the employee that is not included in regular pay Tips are not included in the calculation of gross pay but have deductions taken automatically from this amount The amount is calculated based on the information entered in Employees gt Employee Setup Payroll Options tab Tipped Employee field Commissions Enter the amount to show on the pay stub as commissions The amount of commissions is added to the regular pay and withholdings cal culated accordingly 3rd Party Sick Pay Enter the amount of 3rd party sick pay the employee received during the pay period This field is only available when the Status field on the Employees gt Employee Setup Personal Info tab is set to Sick Pay Employees cannot receive regular pay and 3rd party sick pay at the same time No of Pieces For employees paid based on piece work Enter the number of pieces for which the employee was paid The amount calculated is based on the information entered in Employees gt Employee Setup Payroll Wages Rates tab Pay Per Piece The amount of pay per piece is added to the regular pay and withholdings calculated accordingly 4 Verify the employee s earn
481. tes Click the Install Dialer button at the bottom of the window A new dial up connection is installed to the computer When CWU attempts to download program updates it first looks for a regular Internet connection If no connection is found the Drake Dialer is invoked A modem with a phone line attached is required in order to use the Drake Dialer This connection is a long distance call Update Prior Year Clients Bring forward all client setup information from the Client Write Up 2009 program Wait until the Year End Close process has been performed for the prior year so the COA information can be updated If Update Prior Year Clients is run before closing out CWU 2010 the client s COA is copied into CWU 2011 with no balances CWU 2011 continues to check if the Year End Close GL process has been run in CWU 2010 If it has you will be prompted to update your bookkeeping whenever you access the CWU 2011 Chart of Accounts WARNING Once you have run Update Prior Year Clients do not continue to enter payroll into CWU 2010 282 2011 Client Write Up File Maintenance To update Client Write Up clients from a prior year complete the following steps WARNING Close all other instances of Client Write Up before updating prior year clients Only CWU 2011 should be running 1 Go to Tools gt Update Prior Year Clients Figure 12 2 Update Prior Year Clients W Update Prior Year Data Select Data Path Client Write Up has been detec
482. tes this amount as transactions are entered Credit Last Date The Credit Last Date is the date of the last credit transaction for this customer CWU updates this date each time a credit trans action is entered for this customer Credit Last Amt The Credit Last Amt is the amount of the last credit transaction for this customer CWU updates this date each time a credit trans action is entered for this customer Credit YTD Amt The Credit YTD Amt is the total of all credit trans actions entered for this customer during the current year Make an entry in this field only if you are setting up the customer after the start of the year In this case CWU updates this amount as transactions are entered Payments Last Date The Payments Last Date is the date the last pay ment was received from this customer Payments Last Amt The Payments Last Amt is the amount of the last payment received from this customer Payments YTD Amt Enter the total dollar amount of all payments received from this customer during the current year Service Charges Last Date Enter the last date a service charge was applied to this customer Service Charges Last Amt Enter the amount of the last service charge applied to this customer Service Charges YTD Amt Enter the total dollar amount of service charges applied to this customer during the current year 237 Customer Setup 2011 Client Write Up Balanc
483. th adjustment period You must perform the Post Transactions process Bookkeeping gt Post Transactions print all Forms W 2 W 3 1099 and 1096 and export to the Drake Tax software program prior to per forming the Year End Close The information required for the export is NOTES not available after closing the year See Export to Drake Tax on page 295 The Year End Close must be performed in order to bring the Chart of Accounts into the following year s Client Write Up program To post the year end close to the GL 1 Go to Bookkeeping gt Year End Close Figure 6 8 Year End Close E Year End Close All accounts above 601 will be zeroed out Net Income will be posted to account 590 Enter the Year yYYY that you are closing 2011 2 Enter the year to close 3 Click OK 167 Special Considerations for Fiscal Year Clients 2011 Client Write Up Client Write Up e Backs up the current year files e Prepares the files for the new year NOTE All accounts above the designated retained earnings account are zeroed out and the net income posts to the retained earnings account Special Considerations for Fiscal Year Clients 168 Using CWU for a client that is on a fiscal accounting year is very similar to the way you use CWU for a client on a calendar year except when it comes to closing out the year To identify a client as a fiscal year client in CWU go to Setup gt Client Information and on the
484. th the Start of Client Session and End of Client Session options may be selected This results in a backup of the active client taking NOTE place when launching CWU and when exiting CWU Also when chang ing the active client the client you are changing from and the client you are changing to are backed up 3 Click Save 284 2011 Client Write Up Backup File Maintenance Create frequent backups of client files to a secure location for archival purposes The backup process makes a copy of client data and stores it in the specified backup loca tion Make backups of client data at least once a week Be sure to backup to a separate storage location such as a thumb or flash drive or some other media that can either be carried away MPORTANT from your office location or is permanently located away from your office such as online data backup provider This ensures you can recover data should your office be damaged by fire flood or some other disaster To backup one or more clients complete the following G 1 Go to Tools gt File Maintenance gt Backup The Backup File Selection dialog box opens Backup Figure 12 4 Backup Client Files Backup File Selection Select the Clients below that you would like to backup After selecting the Clients click on Backup to begin the Backup Hit Change Path to Change the Backup location Client Code Client Name Bus Type Su Casa Realty Compa
485. the TCC without a valid signature Q Are there other forms that I need that are associated with electronically filing the 1099 MISC A Yes Forms 8809 8508 and 6847 Form 8809 This is the application to transmit an extension for the 1099 MISC fil ing This form must be filed by the due date of the 1099 MISC 309 Appendix B W 2 W 3 PIN Application FAQ 2011 Client Write Up Form 8508 This requests a waiver from filing informational returns electronically It must be filed at least 45 days prior to the due date of the returns for which you are requesting a waiver If you do not file and do not have an approved waiver on record a penalty of 50 per return can be levied Appendix B W 2 W 3 PIN Application FAQ 310 Q Is a PIN required before submitting an electronic Form W 2 or W 3 A The Social Security Administration has recently changed the PIN requirement PINs have been replaced with simply setting up a login ID and Password to their Busi ness Services Online website Go to E Filing gt W2 E Filing EF W2 gt Transmit File and click Open Web Site From the Business Services Online web page scroll down and click Register Follow the directions to complete the registration 2011 Client Write Up Appendix C IRS FIRE Website Appendix C IRS FIRE Website The FIRE Filing Information Returns Electronically system is set up for financial institutions and others to file Information Return Forms 1
486. the Type drop list required Enter the Current Balance information required Enter the Yearly Budget for the account optional Use the drop list to select the Tax Form and Tax Line information optional Enter the Start of Year and month to date information optional Click Save ONDA Entering Journal Transactions There are two methods of bringing transactions into the general ledger manual entry of transactions directly into the general ledger and automatically bringing payroll information to the general ledger Before any transactions can be entered a Chart of Accounts must be set up See Chart of Accounts COA Setup on page 45 157 Entering Journal Transactions 2011 Client Write Up Manual Entry of Journal Transactions 158 General ledger transactions are entered in the journal CWU uses the double entry sys tem of bookkeeping To enter journal transactions 1 Go to Bookkeeping gt Enter Transactions Figure 6 3 Enter Transactions Journal Date Account Type Expense Debit Credit Description Reference as 02 06 200 725 Auto Mileage Expense yi 75 00 Gas Reimbursement 1565 AP Vendors Division Employees STERRY w 2 Sale gt C Contractors 2 Sale x AR Customers ee I SS Raa A I OE RT aS AO AAS A AIO MB 2 Select the journal to use for this transaction from the Journal drop list Table 6 1 Journals GJ General Journal CD Cash Dis
487. the appropriate template e To import the client s Chart of Accounts open the CWU ChartofAccounts template e To import employee information open the CWU Employees template e To import contractor information open the CWU Contractors template e To import accounts payable vendors open the CWU AP Vendors template e To import accounts receivable customers open the CWU AR Customers template 292 2011 Client Write Up Spreadsheet Imports e To import journal transaction information open the CWU JournalTrans template 4 Either type or paste the import data into the template The preferred method is to type the data directly into the template When typing directly into the template error checking is used to verify the appropriate type of data is being entered in each field numeric alphanumeric date etc When pasting data into the template this error checking does not take place When pasting data into the template note that some of the fields WARNING use drop lists The data that is pasted into a drop list field must match exactly one of the drop list options If it does not match then that record and all records listed below that one in the template will not be imported It is not recommended to import more than 200 records at a time If more records need to be imported for a data type it is recom mended that the import be split 5 Once all data for a data type has been entered into the template use the Save As comma
488. the contrac tor s Personal Info or Detailed GL Accounts tab the accounts Ali assigned either on the Contractors gt Account amp Payroll Information Cumulative G L Account Numbers or Detailed G L Account Num bers tabs are used when transactions are posted to the journal The account information entered is used to generate entries into the payroll journal from contractor payroll entries Press F2 to select postable accounts from the Chart of Accounts or type the account number directly into the field If the appropriate account does not exist press F2 in the account field and select New from the list of available accounts to create an account To create a new account see Create an Account On the Fly on page 156 Detailed General Ledger Account Numbers e Cash Account This account is credited when a transaction is entered for the specified contractor e Liability Account Numbers The amount of Federal and State withholding deducted from the specified contractor s pay is posted to the designated accounts e Expense Accounts These accounts are debited when a transaction is entered 2011 Client Write Up Contractor Setup Direct Enter Direct Deposit information for the contractor on the Direct Deposit tab Deposit Tab InterceptEFT is Drake s agent for direct deposit You must call them 1 800 378 3328 and establish your account prior to using IMPORTANT the Direct Deposit feature Drake has establis
489. the first savings account information here The account number displays asterisks Reenter the account number in the Retype CheckingAccount Number field Savings Account Number Enter the contractor s savings account number for the direct deposit If the deposit is to be split between two checking accounts enter the second checking account information here The account number displays asterisks Reenter the account number in the Retype Savings Account Number field 5 Click Save once the information has been verified An unlimited number of con tractors can be set up Edit a Contractor To edit an existing contractor go to Contractors gt Contractor Setup and double click a name from the list of contractors or enter the contractor s ID number in the Contractor Code field and press ENTER The data fields for that contractor activate Edit the desired fields and click Save 129 Change Contractor Codes 2011 Client Write Up Change Contractor Codes Changing contractor codes must be done before producing IMPORTANT Stes To change a contractor code complete the following 1 Go to Contractors gt Change Contractor Code It is recommended that you back up your client files prior to changing NOTE contractor codes To backup from the Change Employee Contractor Code window click Backup Files 2 Use the Select the Old Contractor Code drop list to select the contractor code to change 3 Enter the new contractor code into
490. the invoice and cannot be edited CWU uses this ID for its own internal purposes This number also appears in the journal along with the invoice detail Invoices can be entered for payment by live check or as an after the fact ATF transaction ATF invoices have been paid and are entered in CWU for reporting purposes only To create a live invoice leave the ATF field unselected To create an ATF invoice select the ATF field When this field is selected the 1099 Detail for ATF Pay ment and ATF Quick Gen Payment sections of the dialog box are activated Complete the active fields e Invoice Date Optional Use the drop list to enter the date of the invoice e Due Date Optional Use the drop list to enter the date the invoice is due e Invoice No Optional Enter the number on the vendor s invoice or any other identifier e PO Optional If this invoice is to be paid using a purchase order enter the PO number e Vendor Code Required Enter the vendor code or press F2 to display the vendor list Double click the desired vendor The Expense Account and Cash Account fields fill based on the information entered in Payables gt Vendor Setup To edit an existing vendor s information or add a new vendor on the fly click the View button on the Vendor List window See Vendor Setup on page 196 for information on editing and adding vendors 199 Entering Invoices 200 2011 Client Write Up 1099
491. the invoice to edit or select the invoice and click Edit Invoice Edit all fields except the ATF Quick Gen Payment section for ATF invoices To edit payment information for ATF invoices go to Payables gt ATF Payments gt View ATF Payments Use the search criteria to locate the invoice to edit Once the invoice has been found double click the invoice edit the Payment Detail information and click Save Scheduling Live Payments Vendor checks must be scheduled for payment before they can be printed Pay invoices by making partial payments or with a single payment Figure 9 7 Invoice Status o 19 247 orvilleegg 09 02 2010 F 0 00 Paid in full oO 20 hsprague 07 31 2011 F 11000 00 Partially paid oO 21 12555 neruralphone 06 09 2010 T 0 00 Paid in full oO 22 5236 neruralphone 08 18 2010 F 0 00 Paid in full m 23 walkerdrugs 08 18 2010 F 0 00 Paid in full m 24 fedex 11 24 2010 F 1150 00 Unpaid oO 25 orvilleegg 11 28 2010 T 500 00 Unpaid oO 26 orvilleegg 11 28 2010 F 150 00 Unpaid oO 27 1425 jbeetle 11 28 2010 F 0 00 Paid in full The bottom of the View amp Pay Invoices window shows AON the invoice due date if the invoice is entered as ATF T ATF F Live or not ATF the unpaid balance the invoice status Unpaid Partially Paid Paid in Full Waiting on Bill Dis puted and Not Received This status can be set or adjusted when adding or edit ing an invoice A status of Unpaid indicates that no payment
492. the invoice to print from the Invoice Number drop list Details of the selected invoice display 4 Select Print Invoice The invoice displays on the screen 5 Select the printer icon amp Batch Printing Invoices Accounts Receivable invoices may be printed one at a time see Printing an Invoice on page 242 or in a batch more than one at a time To print Accounts Receivable invoices in a batch complete the following 242 2011 Client Write Up 4 5 Updating Invoices To run the report go to Reports gt Accounts Receivable Double click Invoices on the right side of the window A list of available invoices to print displays Select one or more invoices to print To select a range of consecutive invoices click the first invoice to print and while holding the SHIFT key down click the last invoice to print To print non consecutive invoices click the first invoice then while holding the CONTROL key down select the other invoices to print To print a single invoice select the invoice Select the date to appear on the invoices The invoices display on your monitor To print the invoices either go to File gt Print or select the printer icon amp Updating Invoices Update invoices to change any of the information on a saved invoice and to handle invoice returns For information on deleting a line item from an invoice or deleting an invoice see Deleting Invoices and Line Items on page 243
493. the list of months Select the month from the list You can also use the left and right arrows 4 to move backward or forward a month at a time Figure 1 4 Month Selection 4 iun Mon Tue We 456 T Te a 14 18 19 20 21 25 26 ip 2 cr amp F 2 Today 12 August September October November 4 Once the month and year are selected click the day on the calendar for the spe cific date The selected date fills the field Changing the Active Client a To view a different client s information from the Client Write Up Home window go et to File gt Open Client Next select the client and click OK Open Client 13 Navigation 2011 Client Write Up 14 2011 Client Write Up Global Setup Global setup options are used throughout CWU for all clients These include Entering information about your firm Firm name and contact information EIN EFIN Drake password etc Setting up security authorization passwords Entering Direct Deposit authentication information if the Direct Deposit feature will be used Setting up 94X series tax return preparer information Designating the default MICR printer Firm Info Global Settings Designing MICR check layouts that can be used by all clients Check stub and form printing adjustments Firm Info Global Settings The first time you launch Client Write Up the program opens the Setup Firm Infor mation window Enter the information on this window be
494. this item 5 Set up and choose three different types of Pricing e Amount The dollar amount charged for a single sellable item e Percent The percentage of markup for a single sellable item over and above the Current Cost amount e Quantity The dollar amount charged for multiple items bulk pricing Prices A Ecan interchangeably reflect amount and percent prices however a single price A E cannot both be Amount and Percent pricing For exam ple Price A can either be Amount or Percent pricing not both and if Price A is Amount pricing Price B can be Percent pricing Prices F P can only be used for Quantity pricing A For Prices A E select either Amount or Percent Price A defaults to Percent pricing at 00 percent if unused Amount The actual amount charged per item Percent The percentage 0 0 99999 of the Current Cost to add to the Current Cost that will be charged per item Enter as a decimal must be less than one If Current Cost is 0 00 and Percent pricing is used the item price displays 0 00 on the invoice B For Prices F P on the Quantity Pricing tab enter the Quantity and Price Quantity The actual quantity per each in bulk Price The actual dollar amount charged for the corresponding bulk quantity 6 Click Save Reset The Reset button clears the item information from the dialog box and reverts to the information previously saved
495. ting for a single contractor there is a blank form where the second contractor s information would normally print 1 2 A TIP 6 7 From the CWU Home window go to On the Fly Forms gt 1099s 1098 and W2G on the Fly and select the appropriate form Click the Process 1099 button Select an option from the View Print section e Print All 1099s prints the 1099 MISC for every contractor listed with an X under the 1099 header to the left e Print Single 1099 prints the 1099 MISC for a selected contractor e Print 1096 prints the 1096 It can be printed only on red and white forms Select the type of 1099 copies to print from the Types section Select to print Forms and Data using plain paper or Data Only on a pre printed form The 1099 IRS Copy A and 1096 must be printed on the red and white forms data only All other copies can be printed on plain paper using a laser printer choose Form and Data or on preprinted forms choose Data Only If Data Only is selected the Adjust Form button is acti vated allowing adjustment of printing alignment Refer to Forms Align ment on page 30 for more information Click Print Click Exit when processing and printing are complete Order the red and white forms from an office supply company or the IRS Call 800 TAX FORMS See Uploading 1099s 1096s and 1098s on page 190 to upload the 1099 1096 information 94X Series Tax Returns On the Fly This feature enable
496. ting up a new client requires entering Client information company and contact information type deposit frequency 94X series PIN application information MICR bank accounts Checks and check stub printing options Reporting options Setting Up a New Client of business and tax The client s Chart of Accounts not required if CWU is used only for payroll W 2 and 1099 electronic filing setup information Setting Up a New Client To create a new client go to File gt New Client and enter the client s information TE Click Save when complete New Client Figure 3 1 New Client E Client Setup Contact Information Business Information W2Av3 1099 1098 Setup Payables Setup EF Setup Contact Information Client Code 0 Phone 1 Password Phone 2 Name a Fax Trade Name TIN Address 1 State 1D Address 2 Unemployment ID Ciy SN State Z o St eTaEntiyCod OO Contact Person Seasonal Employer Contact Title ts Add Client to Drake Document Manager Email SS a eee 31 Setting Up a New Client 2011 Client Write Up Contact Information 32 Setup Options Complete the Contact Information tab of Client Setup Setup gt Client Information gt Contact Information Client Code Enter up to eight alpha numeric characters 0 9 A Z and a z including underscores _ Once the client information has been saved the Cli
497. tions 4 Select the type of W 2 copies to print from the Types section e SSA Copy A This option prints a copy of the W 2 for the Social Security Administration For copy A print Data Only on the SSA red form or print Form and Data on plain paper this is approved by the IRS 174 2011 Client Write Up 1099s and 1098s On the Fly e Other Copies This option is used to print W 2s for the employer employee and state DOR Select to print Forms and Data on blank paper or Data Only on approved forms All W 2s and W 3s can be printed on plain paper using a laser printer and either the Forms and Data or Data Only options It is not required NOTE to print the W 2 Copy A or the W 3 on the red line form If Data Only is selected the Adjust Form button is activated allowing adjustment of printing alignment Refer to Forms Alignment on page 27 for more information 5 Click Print to print W 2s or W 3s 6 Click Exit when W 2 processing is complete 1099s and 1098s On the Fly This feature enables you to create process and print 1099s 1098s and 1096s for cli ents that keep their own books Once processed use CWU to print these forms or upload them forms to the IRS Use Client Write Up to produce the following forms on the fly Table 7 1 1099s 1098s and W 2Gs On the Fly Form 1096 Title Annual Summary and Transmittal of U S Information Returns 1099 A Acquisition or Abandonment of Secured Pr
498. to get the results of transmissions to the IRS Click a column header to sort the transmission list IRS Status View Status Cancel Select All Status All Accepted C Rejected To look at a specific acknowledgement double click a specific line or click the line and select View Status When you view a REJ acknowledgement the system shows the rejections report with an explanation of the rejection 185 Uploading W 2s and W 3s 2011 Client Write Up Uploading W 2s and W 3s See Appendix J Preparing to e file W 2s on page 342 for details on registering to use the Social Security Administration s website and NOTES downloading and installing the AccuWage error checking software See Print and Upload W 2s and W 3s on page 307 for an overview of this process Uploading W 2s and W 3s to the Social Security Administration is a three step pro cess 1 Create the upload file 2 Review the upload file 3 Transmit the file Prior to creating the W 2 W 3 upload file W 2s must first be processed NOTE Complete W 2 Processing Employees gt Process W2s See W 2 Processing on page 116 Creating the W 2 W 3 Upload File Use Create File to generate the file containing W 2 and W 3 information that is trans mitted to the Social Security Administration To create the transmission file complete the following steps 1 Go to E Filing gt W2 E Filing EFW2 gt Create File Set the electronic filing opt
499. ton Edit the firm user s Email Address First and Last Name 1 2 3 4 Select the user to edit using the Portal User ID drop list 5 6 Click Update This User 326 2011 Client Write Up Appendix G Portals If a firm user forgets their Portals password the administrator can reset the password to the default password To reset the password select N DTE the firm user then select the check box under their Portal User ID Click Update This User The next time the firm user logs in to the portal they ll use the default password and be prompted to create a new pass word Deleting From the list of Employers select the Manage Portal Users link Firm Users Click the Edit User tab Select the Firm User option button Select the user to delete using the Portal User ID drop list Click Delete This User oe Adding Employer Users From the list of Employers select the Manage Portal Users link Click the Add User tab Select the Employer User option button Select the employer from the Employer Code drop list Complete the Portal User ID Email Address First and Last Name fields For security reasons the Portal Password can only be reset to a default value Click Save New User A i a D Each user ID must be unique to Portals so it may have to be changed several times to find one that does not already exist Consider an alter NOTE nate but consistent way of assigning user IDs For example a three let ter
500. tor Use either your key board s numeric keypad to enter numbers or click the calculator s numbers and func tions Show as many as three decimal places You can also show a printable tape of your calculations by clicking View All Calculations Adobe Reader Download When Client Write Up reports run a PDF file is created This file type requires either the Adobe Reader program sometimes called Acrobat Reader or some other program that can read PDF files in order to view the report Download the Adobe Reader program by going to Tools gt Adobe Reader Download This is a free down load NOTE This feature requires an Internet connection 289 Where to File Tax Returns 2011 Client Write Up Where to File Tax Returns When this option is selected the IRS gov website opens and displays their Where to File Tax Returns Addresses Listed by Return Type webpage This information is helpful when mailing tax returns and is the most up to date address information To access this information from the CWU Home window go to Tools gt Where to File Tax Returns NOTE This feature requires an Internet connection Client Notes Use Client Notes to enter and save notes about each of your clients To enter client notes 1 Go to Tools gt Client Notes 2 Enter client notes as you would in a word processor 3 Click Save Clear Deletes the notes The deletion is not permanent until Save is selected Append Date
501. tor codes are mth alphanumeric and can be up to 20 characters long IMPORTANT Use only letters and numbers when assigning contractor codes Do not use spaces or any special characters Use any scheme you wish to assign contractor codes however it is best to use a contractor code that is meaningful For instance instead of using the contractor s SSN or EIN you could use SmithPlumbing By using a meaningful code lines on reports that refer to this contractor are easily identifiable 125 Contractor Setup 126 2011 Client Write Up To change a contractor code see Change Contractor Codes on page 130 IMPORTANT 3 Complete information on the following tabs e Personal Info Tab e Detailed GL Accounts Tab e Direct Deposit Tab 4 Click Save after verifying the information on all tabs Personal Info Tab Figure 5 1 Contractor Setup E Contract Labor LLOOPHOLE Mizelda Contractor Code Personal Info Detailed GL Accounts Direct Deposit Contractor Code Company Name First Name Last Name Address 1 Address 2 City State Zip I Suppress 1099 5445 Riverbend Road Franklin NC 28734 I Add Doing Business As name to the 1099 Misc Click a contractor in the list to edit or click New to create a new contractor Phone 828 555 1421 ID Number Hire Date 01 01 2010 _ Division Name Code 1099 MIZE EF Use First and Last Name and Address Use Co
502. ts double click the line to be edited This fills the field at the bottom of the Deductions box With the amount highlighted enter the correct amount Press ENTER for the deduction and payroll amounts to be updated If a deduction has been matched with a benefit you cannot edit the NOTE deduction amount Editing the matched benefit amount automatically changes the deduction amount to mirror the benefit amount See Match to Benefit Number for more information 99 ATF Employee Payroll 2011 Client Write Up Total Deductions and Net Pay e Total Deductions Cannot be edited directly This is a calculated field based on the entries made in Deductions Make changes to this field by changing the appropriate deductions lines e Additional Net Pay Enter any amounts added to an employee s paycheck not subject to withholdings This amount is associated with the expense account entered in Employees gt Employee Setup Payroll Options tab the Expense Account field if the bookkeeping function is used e Net Pay Cannot be edited directly This is a calculated field based on the information from the Earnings and Deductions sections Make changes to this field by changing the appropriate earnings and deductions fields e Direct Deposit Applied to Savings This field is active when a Direct Deposit employee is splitting their pay between two accounts The field displays the amount entered in Employees gt Employee Setup
503. ts in Drake the EIN SSN is used as the identi fier for the client file and the file is exported to the existing tax return For more information about exporting to Drake see Export to Drake Tax on page 295 Tax Line Specify the line in the Tax Form list appropriate for this account Selecting an export form activates the Tax Line drop list 2011 Client Write Up Adding Accounts to a Chart of Accounts Tax Form Instance Specify which instance of the tax form specified in the Tax Form field the account information should be exported For instance if the tax return has two Schedule Cs specify to export to Schedule C 1 or re Setup Balances optional Entering monthly account balances when first starting to use Client Write Up and its bookkeeping features is a great way to ensure accurate reporting for all accounts By entering Start of Year and monthly closing balances for each account a start of year balance sheet will reflect the year to date data You can also run monthly reports for months entered Enter either a debit balance or a credit balance for each account The Start of Year and January thru December fields are automatically updated when transactions are entered and the Post Transactions process is performed Use Setup Balances only if you are starting to use Client Write Up in the middle of the year and want to bring forward individual monthly account balances from your existing accounting system I
504. uals the UnReconciled Transactions debits credits Calculated Unreconciled Balance equals the Ending Balance minus the Adjusted Bank Balance Starting Balance plus the Reconciled Transactions If the Accumulated Unreconciled Balance does not equal the Calcu lated Unreconciled Balance something is either missing or incorrectly entered Look for a missing or incorrect Starting Balance or Ending Balance Also look for bank transactions fees interest etc that have NOTES not been entered into CWU Once a bank reconciliation using a given Account and Cutoff Date has been finished that same Account and Cutoff Date combination can not be reconciled again Posting Transactions The posting process posts the current transactions to the Chart of Accounts Before running this process be sure that Transactions are in balance All transactions have valid account numbers 165 Posting Transactions 2011 Client Write Up To post transactions to the GL 1 Go to Bookkeeping gt Post Transactions E Figure 6 6 Post Transactions Post E Post Transactions Are you ready to continue with posting your transactions Post 1 Backup the Active Client s files 2 Generate the Interim Reports Help 3 Post transactions to the General Ledger When you click the Post button Client Write Up will Cancel 2 Click Post The Select Reporting Date dialog box displays Figure 6 7 Select Reporting Date Select Reporting Date
505. umber See EFIN Electronic Return Originator See ERO Employer Identification Number See EIN 2011 Client Write Up Ending Balance The amount in an account at the end of an accounting period as a result of operations during the period ERO Individuals who have passed the suitability checks by the Internal Revenue Service and have subsequently been accepted into the electronic filing program EROs are required to use their clients 10 digit Personal Identification Numbers PIN when electronically filing the Form 940 series for the client This PIN serves as an electronic signature for the return Exemption A subtraction from income in computing taxable income Also the number used when calculating income tax withholding Expense Account An expense represents an event in which an asset is used or a liability is incurred Expenses decrease the owner s equity Examples of expense accounts are wage expense supply expense rent expense and advertising expense FICA Federal Insurance Contribution Act FICA indicates the payroll taxes for both Social Security and Medicare FIRE System FIRE refers to the Filing Information Returns Electronically sys tem at http fire irs gov The following information returns can be filed electronically Forms 1042 S 1098 1099 5498 8027 W 2G and QWF Questionable Forms W 4 To participate in the FIRE system submit Form 4419 to request authorization to file Inf
506. ur screen you must have Acrobat Reader installed 251 Report Options 2011 Client Write Up Report Options Customize field labels that appear on many of Client Write Up s reports using Report Options To customize the labels click the Report Options button and complete the following steps 1 4 Select a report to customize from the Select Report drop list Select only the lines in the list that begin with a number The other lines display the report category and cannot be customized Select the desired check boxes to customize the report e Remove Report Name From Footer The name of the report does not print in the report footer e Center Report Footnotes The footnote is printed centered on the report e Remove Footnotes from non Financial Statements No footnote is printed on any report except balance sheet and profit and loss reports For these reports either the default footnote is printed or the footnote text entered in Setup gt Headers and Footnotes is printed e Print Address in Header The client s address as entered on Setup gt Client Information is printed in the report header e Print Date Time Stamp on Report The date and time the report was run is printed on the report e Change For the period ended to As of This box is available only for balance sheet and profit and loss reports The words As of replace For the period ended on the report e Use Default
507. ure 3 12 MICR Bank Account MICR Bank Setup Bank Code Bank Code Save Bank of America Delete Reset Payer Name Payer Info Design Su Casa Realty Company LLC 411 House Street a MICR Printer Franklin NC 28734 Exit Bank Name Bank Info 1 Bank Info 2 Bank of America 444 Main Street Help Franklin NC 28734 Bank Account C601 951 7 Fractional 74 3123 2373 Next Check Digits Bank Routing 237333123 Fauna 27027 0 Security MICR Line Style Check Check Void After Signature Lines Business Wide x Min Amt 0 Max Amt 0 Days 180 Coeice2 2 Complete the following field information e Bank Code Required Select a number maximum of eight digits and enter it in the text box This number should be unique for each bank and not 47 MICR Bank Accounts 48 NOTE 2011 Client Write Up used anywhere else in CWU including client codes employee codes contrac tor codes or vendor codes Click New If you print checks on more than one bank account enter a unique bank code and bank information for each bank account within each client The bank code must be unique within each client Payer Name Required Enter the name of the employer who issues checks Data entry fields with vertical scroll bars Payer Name Payer Info Bank Name Bank Info 1 Bank Info 2 and Fractional Routing are multi line fields Press Enter to add another line of information within a field Press Tab to advance to the next field
508. urns On the Fly 2011 Client Write Up Preparing to e file 94X Series Tax Returns 2 ws m7 Going to the Client Write Up Home window click OPen Client and change to the appropriate client or Creating a new client by going to File gt New Client and complete the Contact Information see Contact Information on page 32 Business Infor mation see Business Information on page 33 and W 2 W 3 1099 1098 Setup see W 2 W 3 1099 MISC Setup on page 34 tabs If the client was entered into last year s Client Write Up program as an NOTE on the fly client you can bring that client s information into the current year CWU program See Update Prior Year On the Fly on page 171 for more information If the 94X series tax return created on the fly is going to be e filed the client must be set up in CWU for e filing before creating the 94X series tax return Either the cli ent must have his or her own 10 digit PIN from the IRS see Business Taxpayer PIN Application on page 39 or if the 94X is to be e filed by a Reporting Agent the cli ent must be added to the Reporting Agent s approved list See Reporting Agent PIN Application on page 44 Creating 94X Series Tax Returns On the Fly 180 To enter 94X series tax information on the fly complete the following steps 1 2 Go to On the Fly Forms gt 94X Forms On the Fly Select the preparer of the return from the Preparer Selectio
509. us date error is generated Once the date is set it prints on all checks printed during this session Always ver ify this information before printing 5 Edit the Starting Check Number to match your next check If more than one check is selected to be reprinted the check numbers automatically advance for each check If using pre printed check stock verify that the number in the Start ing Check Number field matches the number on the first check placed in the printer Always verify this information before printing 6 The list at the bottom of the screen displays nonvendor checks previously printed Select checks to reprint by clicking the box next to the desired checks or clicking Select All to reprint all checks Sort the checks listed by clicking on the column header If using pre printed checks jump to step 9 below 7 If printing MICR checks select the MICR bank account to use for these checks The Starting Check Number field fills with the check number from the Next Check field on Setup gt MICR Bank Accounts 8 If printing MICR checks the MICR Printers field shows the printer set up in Firm gt Firm Info Global Settings Use the drop list to select a different printer 9 Optional To view checks on your computer screen prior to printing select the Preview checks before printing check box Once selected the option remains in effect until the check box is cleared To print checks from the preview screen select the Printer
510. utomatically from the Start menu click Start gt Run In the Open field type 2011 Client Write Up D Installation d setupcwu exe substitute the correct drive letter of your CD drive if not d and click OK The installation must be performed to the root drive C Choose to install Client Write Up When the Client Write Up installation program begins click Continue Follow the instructions to complete installation Install Client Write Up directly to the C drive root drive A Client Write Up icon appears on your desktop once the installation is complete Map the workstations to the C drive of the server where Client WARNING Write Up was installed Use the same network drive letter for each workstation Please consult an IT professional to help map these drives Next from each workstation run NWClient 1 2 2 Go to Start gt Run In the Open field type f substitute your network drive letter for f and press Enter Double click the CWU2011 folder Double click NWClient Click OK on the Shortcut Installed Successfully window The Client Write Up icon is placed on the desktop This icon opens CWU from the server Repeat all five steps above on each computer workstation that will be running CWU Verify that a Drake CWU shortcut exists on the desktop of each workstation The caption should say Drake 2011 CWU f Drive where f is the drive letter mapped in step 2 above After
511. verview of this process Uploading 1099s 1096s and 1098s to the IRS is a two step process 1 Creating the upload file 2 Transmitting the file Prior to creating the 1099 1096 1098 upload file 1099s must first be NOTE processed Complete 1099 Processing Contractors gt Process 1099 Misc See 1099 1096 1098 Processing on page 146 Creating the 1099 1096 1098 Upload File Use the Create File function to generate the file containing the 1099 1096 1098 information that is uploaded to the IRS To create the upload file complete the follow ing steps 1 Go to E Filing gt 1099 1098 E Filing gt Create File to enter information neces sary to create the upload file Figure 8 5 Create 1099 Upload File Federal 1099 Submission File Indicator Save Screen Original File Replacement File Electronic File Name f Payer Information Transfer Agent Indicator fy Transfer Agent Name Regular 1099MISC Transfer Agent Address City State Zip On The Fly Last year of filing the 1099 m Combined Federal State Program C 1099A C 10998 Payer Account Number C 1099C Indicates Sales of 5000 or more for all 1099 s being reported C 1099 01V Payer Account Number for Payee C 4099 INT C 1099MISC C 1099 PATR C 1099 R Your Efile 1099 file is located in Efile _1099s5 C 1099 5 C 1098 MORT C W2G All 1099s must be processed prior to creating the 1099 electronic IMPORTANT 40 2 On the right s
512. want to track sick hours earned manually clear the check box The Sick Calculations check box on the employee s Employees gt Employee Setup gt Payroll Options screen must also be selected for CWU to track sick hours automatically 2011 Client Write Up G L Account Numbers Setting Up Employee Payroll Automatic Vacation Hours By default CWU tracks the number of vacation hours earned and used per year and increments the Vac Hrs Available field for each employee in Employees gt Employee Setup gt Payroll Options If you do not want CWU to automatically track vacation hours or you want to track vaca tion hours earned manually clear the check box The Vacation Calculations check box on the employee s Employees gt Employee Setup gt Payroll Options screen must also be selected for CWU to track vacation hours automatically Annual Sick Hours Enter the number of sick hours that may be earned in a year Annual Vacation Enter the number of vacation hours that may be earned in a year Employer 401 K Match Options The Employer will Contribute ___ of the Employee Contribution Enter the percentage of each employee s 401K contribution the employer is matching If the employer is matching dollar for dollar enter 100 If the employer is not matching the employees contributions enter either 0 or leave the field blank Up to___ Enter the maximum percentage the employer will contribute to the employees
513. ware checks W 2 Wage and Tax Statement and W 2c Corrected Wage and Tax Statement reports for errors before you send them to the SSA To use the soft ware download and install the software on your PC To download the software go to http www ssa gov employer accuwage ACK IRS acknowledges each transmission of electronic return data There are two types of ACK files the Transmission ACK File and the Validation ACK File Trans mission ACK File is generated if there is a problem in the basic formatting of the entire file Validation ACK File is generated when there is a problem within the return Acknowledgement See ACK Additional Net Pay Amounts added to an employee s paycheck not subject to withholdings Advance Earned Income Credit AEIC An employee who expects to be eligible for the earned income credit EIC and expects to have a qualifying child is entitled to receive EIC payments with his or her pay during the year To get these payments the employee must provide to you a properly completed Form W 5 Earned Income Credit Advance Payment Certificate using either the paper form or an approved electronic format You are required to make advance EIC payments to employees who give you a completed and signed Form W 5 After the Fact Payroll Payroll information is entered for reporting purposes only and no checks are printed ATF Payroll See After the Fact Payroll Balance Either equality between the t
514. whose annual liability for Social Security Medicare and withheld federal income taxes is 1 000 or less This form is only for clients notified by the IRS to use this form in place of the 941 SS quarterly report You must use this form if you were contacted If you choose to dispute the use of this form and continue filing the 941 SS quarterly report contact the IRS first at 800 829 0115 Yes 941 Form 941 is the employer s quarterly federal tax return Yes Payroll tax returns are current tax year calculations of the client s tax liabilities based on payroll generated in Client Write Up Use the 2010 Client Write Up program to generate 2010 94X series tax returns and the 2011 program to generate 2011 94X series tax returns To produce a 94X tax return 1 Go to Employees gt 94X Forms Select the preparer of the return from the Preparer Selection drop list Preparers display in the list once they ve been entered in Firm gt 94X Preparer Setup see 04X Preparer Setup on page 23 3 Select the desired 94X tax return and click Go or double click the desired form 113 Producing 94X Series Tax Returns 2011 Client Write Up 4 The white data entry fields on 94X series tax returns can be edited Verify the information and edit as needed 5 Click Save and the print dialogue box is displayed If the Use Tax Deposit Information on 94X option on Setup gt 94X Form Settings was selected the totals from
515. withholding go to Employees gt Check W2 Withholding Enter the four digit year and click OK A report generates with the SSN SS tax SS actual SS difference Medicare tax Medicare actual and Medicare difference Adjusting W 2 Withholding This process checks employee withholding for the year and compares it to the amount of FICA that should have been withheld If a difference of more than 0 10 is found transactions are created to correct FICA amounts Adjusting amounts are added to or subtracted from your federal withholding to keep the transactions in balance This type of transaction affects W 2s when the W 2 process is run but not the general led ger Running this feature should be necessary only if an error in the amount of FICA withheld is discovered after processing W 2s To adjust W 2 withholding go to Employees gt Adjust W2 Withholding Enter the four digit year and click OK A report generates with the SSN SS tax SS actual SS difference Medicare tax Medicare actual and Medicare difference 116 2011 Client Write Up W 2 Processing Processing W 2s Client Write Up produces W 2s for employees based on earnings throughout a year The employee must be set up and at least one payroll check printed and dated before the last day of the calendar year Only the current end of year data is provided Process W2s to print W 2s and W 3s and to transmit that information NOTE to the Social Security Administration After proc
516. x processing number issued by the Internal Revenue Service The IRS issues ITINs to individuals who are required to have a U S taxpayer identification number but who do not have and are not eligible to obtain a Social Security number SSN from the Social Secu rity Administration SSA ITINs are issued regardless of immigration status because both resident and nonresident aliens may have U S tax return and payment responsi bilities under the Internal Revenue Code Journal Where transactions are recorded and appear in order by date Journal Entry The entry made in a journal containing the date the account name amount to be debited the account name and amount to be credited Each journal entry must have the dollars of debits equal to the dollars of credits Live Payroll Payroll information is entered and employee paychecks are printed MICR Magnetic Ink Character Recognition A character recognition system devel oped for the banking industry that gives banks a secure and faster method of process ing checks It uses special characters and magnetic ink or toner on blank check stock to print the numbers and characters found on the bottom of checks A document printed with MICR ink is read by passing through a machine that will first magnetize the ink on the MICR line and then read the magnetic signals Each character gives off a magnetic signal unique and identifiable to that character MMREF Magnetic Media Reporting an
517. x related documents for EFIN If you already have an EFIN you still must update your Form IMPORTANT 8633 line 4 to be able to e file 94X series tax returns Call 866 255 0654 option 1 3 to update your Form 8633 Tip Drake recommends applying for all individual and business return types by selecting all options on line 4 of the Form 8633 Complete and submit Form 8633 to the IRS along with a set of fingerprint cards To obtain Form 8633 choose one of the following options e Goto Tools gt Print Blank Forms select Federal 94X series and double click Form 8633 37 Setting Up a New Client 2011 Client Write Up Figure 3 6 Form 8633 E View Print Blank Forms Select a Year below Then select a Form group The available Gone een forms will be displayed View or Print a form by clicking on it then clicking the Go to Form button Or you may double click on it in the window below Exit Current Selected Form Form 8633 Help Year 12010 941 Schedule B 941 Schedule C 2007 2008 Edition 941 Schedule C Page 2 2007 2008 Edition Form Groups 941 Schedule D C Federal W2 s w3 Eat ae Deae 941 55 Page 2 Federal 1099M s 1096 941 55 Schedule B Federal 94 series 94155 Voucher 944 Voucher C State Wage Forms Form 8655 e Click the Print icon e Go to the IRS website http www irs gov pub irs pdf f8633 pdf Follow the line by line instructions to complete the form To
518. you click Save CWU verifies that the account entered is a valid account If it is not valid you are given the opportunity to either add the account on the fly see Create an Account On the Fly on page 156 or enter a different account number to be used for this transaction Debit If this transaction is a debit enter the amount Credit If this transaction is a credit enter the amount WARNING You must enter an amount in either the Debit or Credit fields Do not enter an amount in both fields for one transaction Description Optional Enter the description needed for this transaction If you have previously entered descriptions CWU attempts to fill the field with one of these descriptions as each character is typed When the desired entry is displayed press ENTER or TAB or use the mouse to advance to the next data entry field Reference Optional Enter information associated with this transaction such as check number invoice number etc AP Vendors Employees Contractors AR Customers Optional To associate this transaction with a particular AP vendor employee contractor or AR customer select the option button beside the appropriate category Use the drop list to the right of these categories to select the appropriate AP vendor employee contractor or AR customer code AP Vendors When the AP Vendors option button is selected vendors entered in Payables gt Vendor Setup display from the
519. your own Chart of Accounts If you do not plan on doing bookkeeping do not setup the Chart of Accounts for this client C C Copy existing Client Chart of Accounts C Customize C No thanks I ll set up my Chart of Accounts later Cancel Next 2 Select the method to create the Chart of Accounts There are three options when creating a COA Templates Templates are provided for the basic business types 1040 sole proprietor 1120 C corporation 1120S S corporation 1065 partnership and 990 tax exempt Each of the templates is set to the basic types of accounts for these businesses The accounts are assigned numbers and have no beginning balances Choose this option select the business type and click Next The Chart of Accounts for the selected business type is displayed Copy Existing Client Chart of Accounts Use the Chart of Accounts from a client that already exists The copy method can save you time if you have multiple clients using the same Chart of Accounts Only the account numbers and descriptions are imported not the account balances When you select the copy option a list of all clients with a Chart of Accounts in Client Write Up displays Select the client whose COA you wish to copy and click Next The copied Chart of Accounts displays with all accounts having a zero bal ance Customize Create your own Chart of Accounts from scratch Use this method if the client has an existing Chart of Acc

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