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About auditing payroll

About closing a payroll year

Verifying the payroll archive

Archiving payroll

Important! Archiving payroll at the end of the calendar year is not the same as archiving the fiscal year in the general ledger.

The payroll archive company is different from the general ledger archive company. If you enter transactions between closing the fiscal year and closing payroll, back up and archive your accounting and payroll records separately to ensure that you have permanent records of all your data.

Note: You should not enter payroll data with check dates in the new calendar year until you close payroll for the previous year.

Before you archive payroll data

  • Review the Year End Guide to make sure you are familiar with all aspects of closing a payroll year.

  • Make sure that you are in your current company and not in your general ledger archive company.

  • Back up and verify two copies of your Sage 100 Contractor data.

    • Put one copy in a safe storage area.

    • Save at least one of your backup copies on a separate removable storage device.

      Note: You can use this backup copy to verify data integrity if you have to close again.

Important! Make sure no other users are logged into the company.

To archive payroll data

  1. Click Archive Company Data >Archive Oldest Payroll Year.

  2. On the Archive Oldest Payroll Year tab:

    1. From the Select the company to archive list box, select the company for which you want to archive payroll .

    2. In the text box, type a name for the payroll archive.

    3. If you want to remove records for employees who no longer work for the company, select their statuses as follows:

      • To remove records with 3-Quit status, select the Quit checkbox.
      • To remove records with 4-Laid Off status, select the Laid Off checkbox.
      • To remove records with 5-Terminated status, select the Terminated checkbox.
      • To remove records with 7-Deceased status, select the Deceased checkbox.

  3. Click [Create Archive] .

The program is now in the new payroll year.

Tip: The first payroll of a new year may include ACA hours attributable to the previous year. in the Sage 100 Contractor application, when you run the 5-4-3-21 ACA Hours Allocation report for an archive company, you can use the Combine Company for ACA Hours Allocation window Sage 100 Contractor to combine the report results with the hours entered in the active company. The ACA report then includes payroll records entered for the previous year in the active company's new year.