Before you install the new version, make sure you have a current back up of all your data (i.e., .apl files).

Mark this back up as your 2006 back up and keep it separate so that you do not write over this information at any time in the future.

Next, have everyone out of the system (you may need restart the workstations)  to install and register your Version 14.

After installing Version 14 for the first time, you will need a new registration number.
At the log in screen, press the F2 key to take you to the registration page.
Make sure all of your company information is correct, and that the number of users your company has is shown beside ONLY the modules that you have purchased.

Press the F2 key again to print this page. Fax this page to our office at (760) 344-8952 Monday-Friday 8am-5pm Pacific time for a new registration number.

We will fax back a new registration number to you as soon as possible.

Make sure that your registration page matches our return fax exactly, including number of users and expiration dates, if any. Then press F10 to file. You will now be ready to work in your new version.

After logging in, you will see a message that asks if you want to update you files. Answer YES and indexing will take place.

If you use the payroll module, close out the year 2006 by going into Payroll Maintenance, Repost Employee Year to Date totals. Type the year 2007 and press the F10 key. This will close out the employee year to date totals for 2006 and allow you to begin the 2007 payroll with 0 balances.

W2s and other payroll reports can be run for 2006 even after this closing out process has been done.

You will NOT need to close again even if W2s are run at a later date. The W2 process does it again automatically for you.

If you need to print a DE7 or other year end report after updating to the 2007 tax tables, make sure you put the correct information in the bottom fields highlighted in yellow below.

Next, in the same payroll module, choose Edit Payroll Tax Tables.
At the tax table screen, type FED.TBL and press the enter key. This loads a new federal tax table into your database. You will see "For wages beginning January 1, 2007" on the top line.

Press the F10 key to save the 2007 changes brought into this module.
Then, if applicable, type your state ** .TBL, (i.e., CA.TBL) to load the new tax table for your state. You should see the "For wages beginning January 1, 2007" here also.

Not all states are included in the update. If your database has a table for a state that we don't include, you can edit that table by entering the state name, without the .TBL extension. This will display your existing table, and won't try to load a new one. You can scroll down to the necessary areas of tax limits or percentages and make your changes manually.

Make sure you press the F10 key to save these changes before leaving this screen.

If you have automatic deductions on the page 4 of your employee records, you will need to go into those employee records and look at your accumulated totals and deductions. No changes are made to these formulas and accumulations by the employee posting process. Make any adjustments necessary manually and press F10 to save changes.

When you are ready to close the year end, (you can close at any time, not necessarily at the end of the calendar year), MAKE A GOOD BACK UP FIRST, then go into the General Ledger module, GL maintenace, Close Year End. Choose your correct year end date, the Income Summary account number (can be retained earnings, partnership, etc. accts), the company and description can be left blank, then press F10.

If you do not know what Income Summary account to use, call your accountant for that information. We will not know what you use, everyones accounting is different. This will close the year totals. The system makes a journal entry automatically for this closing. If you go back into that year and make any changes, you will need to close again. If you are going to have to close again, it makes a neater accounting process if you find the first closing entry and delete it before you close the 2nd time. The system will make the necessary entries each time you close. Next we suggest that you run a trial balance for the same closing date and see that no income or expenses are included. You should only show assets, liabilities and capital. Remember to change your "Period Start" and "Period End" dates in the system defaults to 2007 dates to avoid getting the message, "you are out of date range".

We hope this helps in closing out your 2006 year and starting 2007 smoothly.
Now you are ready to enjoy your Version 14, 2007 update!