Year-End Compliance Releases for Sage ERP MAS 90/200

With three different product lines and half a dozen supported versions of the software, there is an array of different actions you may need to take to ensure your Sage ERP MAS 90 and MAS 200 software is up to date on the latest government changes at year end. In this post we review the actions required for all  versions. Year end is a busy time with many distractions and things to remember, please feel free to contact us if you need assistance. We are here to help.

Supported Versions

The current supported versions of Sage ERP MAS 90 and 200 on the ProvideX database are:

• Version 4.30.0.18
• Version 4.40.0.1
• Version 4.45.0.0
• Version 4.50

The current supported versions of Sage ERP MAS 200 SQL are:

• Version 4.45.0.0
• Version 4.5.0

Please make sure that you have installed the appropriate product updates and service packs for your version.

Soon To Retire

This is the last year that Sage will provide support for Sage ERP MAS 200 SQL Version 3.74 and Sage ERP MAS 90 or 200 Version 4.2. The Q1 2012 Tax Table Update (TTU) and Year-End Interim Release Download (IRD) are the last ones that will be provided. You will need to upgrade to a more current version of the software in order to receive future TTUs.

Accounts Payable 1099 Reporting

There were no governmental changes to 1099 reporting this year. If you performed 1099 reporting on your system last year, you should have all the programs you need to process 1099 reporting this year. As a reference, the following are the minimum versions you must be running for compliant 1099 filing:

• Version 3.74—you must have last year’s (2010) year-end IRD installed
• Version 4.20—you must have last year’s (2010) year-end IRD installed
• Version 4.30.0.18—you must have last year’s (2010) year-end IRD installed
• Version 4.40.0.1—you must have last year’s (2010) year-end IRD installed
• Version 4.45.0.0 (including SQL) and 4.50.0 are compliant as shipped

If you own the Electronic Reporting module, you can use it to file your 1099s electronically. Alternatively, if you are running Sage ERP MAS 90 or 200 Version 4.3 or higher, you can choose to use Sage ERP MAS 90 and 200 Federal and State eFiling and Reporting by selecting Form 1099 eFiling and Reporting from the Reports menu in the Accounts Payable module.

Payroll Form W-2 Reporting

All of the program changes required for government compliance were added to the software with Version 4.5, so if you have upgraded to this version, no IRD is needed to print W-2s.

Customers running earlier versions will need to download and install the 2011 IRD before printing W-2 forms.

Note: It is important to make sure that you previously installed the 2010 IRD before installing the 2011 IRD.

Below we list the minimum version you need to be on before installing the 2011 IRD:

• MAS 200 SQL Version 3.74—you must have last year’s (2010) year-end IRD installed
• MAS 90 and 200 Version 4.20—you must have last year’s (2010) year-end IRD installed
• MAS 90 and 200 Version 4.3—you must be on Version 4.30.0.18: and have last year’s (2010) year-end IRD installed
• MAS 90 and 200 Version 4.4—you must be on 4.40.0.1

Note: Product Update 8, scheduled for release in late December 2011, will include the IRD program changes. Customers running Version 4.40.0.1 can install either the IRD or Product Update 8 but are not required to install both.

Regardless of your version, you will need to download and install the TTU prior to processing Payroll for 2012.

Government Changes

The IRD includes changes to Payroll to support the Cost of Employer-Sponsored Health Coverage reporting. Although reporting this information is not mandatory for employers until filing reports for 2012, the ability to include Code DD on Form W-2 Box 12 is included in this IRD. It also supports Designated Roth Contributions under Governmental Section 457 with the addition of Code EE on Form W-2 Box 12.

IRD And TTU Downloads

The Q1 2012 Tax Table Update (TTU)and Interim Release Download (IRD) are expected to be available for download on December 20, 2011.

You can access the downloadable TTU and IRD from:

• Sage Online: Sage ERP MAS Support section at http://www.sagesoftwareonline.com/eservices/main/frmlogin.aspx
• The Log On link in the upper-right corner of http://www.sagemas.com

If necessary, the TTU also will be updated with any late-breaking changes throughout January 2012. Many state tax rate changes are announced at the last minute, so check back regularly for updates.

You must be on a current Sage Business Care plan to download the updates. Call us if you need to renew your plan.

Obtaining A Sage Online Login

If you do not have a current logon to Sage ERP MAS Support, click on the Register Now link after you open the following URL:www.sagesoftwareonline.com/eServices

You will need your Sage account number to register. Please note that to access the site you must have a current support agreement or subscription plan with Sage. If you encounter issues while trying to obtain a support logon, you can get assistance by sending an email to: Tools.na@sage.com

Installing The TTU And IRD

It is recommended that you install the TTU and IRD onto your server into the directory where Sage ERP MAS 90 or 200 is installed. For detailed installation instructions, please read the Installation and System Configuration Guide, or call us for assistance.

eFiling Updates

If you are using eFiling and Reporting Version 4.3 or 4.4, you will still need to apply the IRD before eFiling. On December 20, 2011, you will be able to access Federal and State eFiling and Reporting within the Payroll module to update your W-2 forms. Also using eFiling and Reporting, you will be able to update your 1099 forms for year end 2012 within the Accounts Payable module. Simply access eFiling and Reporting within Sage ERP MAS 90 and 200 after December 20, and the system will prompt you to apply the online automated update.

Throughout the year, quarterly updates for Federal and State eFiling and Reporting are generally available on the twentieth of the last month of each quarter unless that date falls on a weekend. If it falls on a weekend, it will be made available on the last business date before the twentieth.

New Features Of Sage eFiling and Reporting

To make it easier to use and understand the Sage eFiling and Reporting process, the Test Drive feature was added last year, which allows you to walk through the process of W-2 filing without making any permanent changes or edits. This year, the Test Drive feature is available for the 1099 process as well. The Sage eFiling and Reporting website has text message alerts and customizable calendar reminders. New Return Later Instructions are available at the end of the W-2 and 1099 process to assist you in reprinting, making corrections, or processing additional copies. W-2 forms now support new Box 12 Codes for:

• DD—Cost of employer-sponsored health coverage
• EE—Designated Roth contributions under a governmental section 457(b) plan.

On the W-3 form print program, there is a new drop-down field to identify the type of employer.

When using the eFiling option and printing W-2 forms and W-3 forms, you now can use plain paper and an inkjet or laser printer. The red preprinted form is no longer required. You can identify the approved form by looking for the numbers 0000/1048 under Year on the W-2 form and in the For Official Use Only box on the W-3 form. These forms are approved for use by the Social Security Administration and conform to the IRS Publication 1141 as required.

Changes Made To Electronic Reporting For Form W-2

W-2 Electronic Reporting has been modified according to the Social Security Administration’s (SSA) 2011. Specifications for Filing Forms W-2 Electronically (EFW2). Codes DD and EE for Box 12 have been added. Also added is a field to identify the kind of employer. This field can be populated by selecting from the drop-down box on the Additional Information panel in W-2 Electronic Reporting after installing the 2011 Year-End IRD.

Please note that the IRS will no longer support the Magnetic Media filing of W-2 or 1099 information. If you have used this method in the past, you will need to switch to the Electronic Reporting module or use the eFiling option.

Still Using Printed Forms?

The Sage Tax Forms Division provides approved 2011 IRS forms that are the only ones guaranteed to be 100 percent compatible with Sage ERP MAS 90 and 200.

You can order forms online from:https://sage.checks-and-forms.com or by phone by calling: 1-800-538-5514.

When ordering year-end forms please make sure to specify if you need eFiling forms or standard Sage ERP MAS forms.