Visual AccountMate/LAN Version 5
2008 Payroll Subscription – Program Installation Instructions
· Introduction
· Prior to Installing the 2008 Payroll Subscription Program
· Installing the 2008 Payroll Subscription Program
· Launching Payroll W-2/1099 Program
· The Alignment Tool
· Exiting Payroll W-2/1099 Program
Introduction
The 2008 Payroll Subscription includes a comprehensive update program that encompasses both the latest federal and state tax withholding tables and the latest Payroll W-2/1099 program. The withholding tax tables provided with the 2008 Payroll Subscription program are in compliance with the new federal and state mandated requirements and must be installed prior to processing payroll checks dated on and/or after January 01, 2008.
The following are menu options in the Payroll W-2/1099 program:
· W-2 Information Update
· Print W-2 Form
· Print 1099 Form
· Alignment Tool
Important: You must use the Payroll W-2/1099 program “PRW2LN5.EXE” to update W-2 information and print W-2 and 1099-MISC forms. These functions in VAM/LAN Version 5 program will not be updated by this installation and must NOT be used. Please refer to the “Launching Payroll W-2/1099 Program” section of this document for more information.
Do not proceed with the installation process until you have read the entire document and understand its contents.
Prior to Installing the 2008 Payroll Subscription Program
1. Complete all transactions in your Payroll module, including applying payment and printing payroll checks for 2007. (You should not apply payment for any payroll checks that will be dated on or after January 1, 2008 until after you have installed the 2008 Payroll Subscription program.)
2. On the Housekeeping menu, under the "General (1)" tab of PR Module Setup, confirm under Period-End Closing, that the "to" box under Date Range shows a date of December 31, 2007 (or later, if applicable).
3. If the date in the "to" box is earlier than December 31, 2007, perform period-end closing for each of your accounting periods until the date in the "to" box reaches December 31, 2007 (or later). If your fiscal year is the Calendar year (January to December), do not perform Period-End Closing for December until you are ready to close 2007 for all the modules including GL.
4. Complete all your tax deposits for the tax year 2007.
5. Run and complete "W-2/1099 Year-End Closing" on the Housekeeping menu.
IMPORTANT: Make a backup of your current VAM installation (VAM folder). DO NOT SKIP THIS STEP!!! If you should encounter problems during the update, you must restore the backup and start again.
Installing the 2008 Payroll Subscription Program
This section explains how to install the 2008 Payroll Subscription program files – vprtable.exe, W2/1099 report files (including PRW2LN5.EXE) and selected files for lower builds (prhsetu.* and prlan5.exe).
1. Access the AccountMate Payroll Subscription Download 2008 to obtain the installation program.
2. Click the Download button in the Download Option column. This Installation Instruction document will be displayed. Click the Download button at the top of the page. A “File Download” window will give you 2 options: “Open” or “Save”. Select “Save” to save the zip file on your computer. Be sure that you extract the file PRSUBLN5.EXE from the zip file into a folder other than the AccountMate folder.
3. Launch PRSUBLN5.EXE from the Windows Explorer to install the 2008 Payroll Subscription program.
4. In the setup window that appears, you will be welcomed by a recommendation that you exit all Windows programs before continuing the setup (see Figure 1-1.).
Figure 1-1. 2008 PR Subscription Program Installation: Start-up Window.
5. After verifying that all other Windows programs are closed, click the Next button on the setup window to proceed to the License Agreement.
6. Read the license agreement carefully before proceeding to click the Yes button to go to the Choose Destination Location window. (See Figure 1-2).
Figure 1-2. 2008 PR Subscription Program Installation: Choose Destination Location Window.
7. The Choose Destination Location window displays the default folder into which the 2008 Payroll Subscription will be installed. Click Browse in this window to select the path to your VAM/LAN 5 folder (Figure 1-3).
NOTE: The 2008 Payroll Subscription program MUST be installed into the folder where your current VAM/LAN 5 application is installed.
Figure 1-3. 2008 PR Subscription Program Installation: Choose Folder Window.
8. Click Next to install the files into the selected folder.
9. Click Finish to close the install program.
10.
You can set up a shortcut icon on your desktop for quick access to the
Payroll W2/1099 program. The executable file is PRW2LN5.EXE.
Important: You must install the 2008 Payroll Tax Subscription program on any workstations that hold the AccountMate program (executable) files.
This completes the 2008 Payroll Subscription program installation.
The 2008 Payroll Subscription program supports Build LN505 and above.
Please note: The 2008 Payroll Subscription program was developed to support only the builds noted. Use with any earlier version/build is not recommended, and at the user's risk.
Launching Payroll W-2/1099 Program
This section explains how to launch or run the Payroll W-2/1099 program.
1. Verify that no one is logged in to AccountMate and no other application is accessing your data.
2. You can access the Payroll W-2/1099 program by double-clicking the PRW2LN5.EXE in the root directory of AccountMate using the Windows Explorer or use the shortcut icon that you setup in your desktop.
3. The Payroll W-2/1099 program will provide you with the Login window and will require you to enter your User Name and Password. Enter the same User Name and Password you normally use to access the AccountMate program. The login information will be used to validate your access rights to the functions included in the Payroll W-2/1099 program.
4. The
program consists of three functions that conform with government-mandated
requirements:
·
W-2 Information Update
· Print W-2 Form
· Print 1099 Form
Important: You must use these functions to update W-2 information and print W-2 and 1099-MISC forms. These functions in the VAM/LAN Version 5 program must NOT be used.
The Alignment Tool
The Alignment Tool is included in the Payroll W-2/1099 program to help users adjust the top and left margins of the report to fit in a preprinted form.
This utility can be found under the Reports menu of the Payroll W-2/1099 program.
Exiting Payroll W-2/1099 Program
Exiting the Payroll W-2/1099 program will close all the data files, close the application, and release memory back to Windows for other applications.
You can exit from the Payroll W-2/1099 program by either selecting the Exit option on the File menu or by clicking the Close button on the top, right-hand side of the screen.
WARNING: Before exiting the Payroll W-2/1099 program, be sure you close all the functions before returning to the Main menu to close the Payroll W-2/1099 program. If you exit the Payroll W-2/1099 program before closing all the functions, you risk losing valuable data.