Close payroll and archive

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

The payroll archive company is different than 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 cannot enter payroll data with check dates in the new calendar year until you close payroll for the previous year.

Before you close payroll

• 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.

Designate your archive, select employee removal options, and close the year

1. Open 5-3-8 Close Payroll Year.

2. Enter a name for the payroll company archive file. We suggest you include in the file name:

   • The year of the archive file.
   • The type of archive file you are making.

   • The name of the company.

   For example, 2013 Payroll [Your Company Name].

3. Select employee removal options.

4. Click Close Payroll.

Rebuild indexes and tables

Open 7-4 Rebuild Indexes, select Options > Rebuild All Tables, and then click Start.

Note: The program is now in the new payroll year.