The Peachtree Insider | DECEMBER 2009

An Inside Look at Peachtree and Your Business

Previous Poll Results

Inside This Issue
When does your business plan to
Feature Article: Preparing for Payroll Year-End Page 2 upgrade to Windows® 7?
While kids may call this “the most wonderful time of the year,”
employers and payroll managers may disagree. This month, we offer 38% As we replace computers
some tips to help make your year-end a little easier.
28% Haven’t thought about it

13% Immediately
Tip of the Month: Peachtree Year-End Center Page 2
Reconciliation, financial statements, payroll, fixed assets. All of the 11% Within the next six months
pieces that need to be considered in your year-end process can be
7% Within the next year
overwhelming. Fortunately, there’s a resource to help you through it.
3%  We don’t use Windows machines

The Employer Corner – brought to you by HR411.com Page 3

The 8 Golden Rules of Employee Recordkeeping
Proper employee recordkeeping is important to both you and your
employees, but it need not become a part-time job. Here are 8 rules
for simplifying and securing your recordkeeping.

The One Thing Page 4

This month’s One Thing you can do now to improve your Web site is
a small tweak that can make a big difference.

How To: Pay For Purchases Not Yet Received Without Page 4
Affecting Inventory
You may be required to pay or partially pay for items before they are
received, but you don’t want to mark them as received into inventory. Subscribe
Here’s a solution to this common problem.

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in the discussion at http://community.peachtree.com
 The Peachtree Insider

feature article: Preparing for Payroll Year-End

If you have ever gone through a Payroll year-end, you are likely aware
of the many tasks that must be completed prior to processing the first tax
form of the season. Whether you are processing W2s, 940s or 1099s,
Peachtree can accomplish all of these tasks easily, provided you are fully
prepared. Here are a few things you can do in regard to your Peachtree
software to make sure that you are adequately prepared to handle payroll
year-end.
While it is not necessary to purchase the Peachtree Simple Payroll or
Peachtree Select Payroll Services, or Preferred Peachtree Business
Care to use Peachtree for payroll, it is a requirement if you plan on filing
the forms printed from within Peachtree. If you have already purchased
one of the 2010 Peachtree Payroll Solutions, it is important that you
also register and install the service prior to processing your first payroll
of 2010 or attempting to print your year-end tax forms. Registering your
payroll solution prior to starting the 2010 payroll year is a vital step in
ensuring you have access to the most current tax tables and forms for
the coming year. If you have not purchased the 2010 Peachtree Simple
Payroll or Peachtree Select Payroll service, you can order it online at
www.peachtreepayroll.com. If you have purchased the payroll service
but are unsure if you have fully registered it, refer to Peachtree Year-End
Center at www.peachtree.com/yearend/InstallRegisterTax to verify that
you are properly registered.
• The 1099 and 1096 forms are other year-end forms that cannot be
printed to plain paper. 1099s and 1096s are not part of the
Print-n-Sign functionality and must be printed to preprinted forms
that meet the required IRS specifications.
Ensuring you have the correct forms to use with your Peachtree software
is an important part of your year-end preparedness. Failing to procure the
proper forms can result in late penalties or time-consuming manual comple-
tion. To avoid any unnecessary year-end complications, verify that you
have purchased the correct forms. These forms can be ordered from many
retailers including Peachtree Checks and Forms.
Once you have installed and registered your Peachtree Payroll Solution
and have ordered the necessary forms, the next step to prepare for
processing W2s is to verify your employees’ personal information and
payroll data. Use the checklist below for guidance prior to processing
W2s in Peachtree:
• Verify Employee Social Security #’s
• Verify Employee Names and Addresses are fully completed
• Verify the Federal Wages are correct
• Verify the State Wages are correct

Peachtree Simple Payroll and Peachtree Select Payroll both provide the
ease of use and functionality of the Print-n-Sign Tax Forms feature, allowing
you to print the majority of your payroll forms to plain paper. This includes
the 940, 941, 941b, 943, 945, Employer W2, W3 and over 230 state forms.
There are, however, a couple of notable exceptions:
• The IRS requires that the employee copy of the W2 be printed on
perforated paper and that instructions be given to each employee
(IRS Publication 1141 Sec. 2.05 & 2.19). While there are many
variations the IRS accepts, the only forms compatible with the
Peachtree Print-n-Sign functionality are the perforated 4-per-page
W2s with employee instructions on the back (Answer 22057). If
ordering from Peachtree Checks and Forms, reference product code
LW2BLNK4 or LW2BK4DWS for forms with envelopes.
• Verify Medicare, SS Wages, SS Tips, and upper limits
• Verify SS Wages + SS Tips multiplied by 6.2% = SS withheld
• Verify Medicare wages multiplied by 1.45% = Medicare withheld
• Verify that all applicable columns are linked to the correct box (8-14)
on the W2s.
Once your employees’ personal information and payroll data is up to
date and verified, you can begin processing your W2s. If you require
additional assistance processing your year-end forms, please consult the
Peachtree Year-End Center for more information.
Comment on this article

Tip of the month: Peachtree Year-End Center

Whether you are processing W-2s, closing your year, or installing the latest release of Peachtree, we want to ensure that you have easy access to all of
the information and resources available. The Peachtree Year-End Center is packed with instructions and tips to help guide you through your year-end
activities while using Peachtree.

• Checklists take you step-by-step through important tasks

• Videos show you exactly what to do

• A list of frequently asked questions makes it easy to find answers you need

If you still have questions after visiting the Peachtree Year-End Center, visit the Peachtree Community and get answers from Peachtree partners and
other users. www.peachtree.com/yearend

Comment on this article

Page 2

The Employer Corner – brought to you by HR411.com The 8 Golden Rules of Employee Recordkeeping
Properly maintaining employee records can certainly be a challenge; after
all, there are a multitude of laws governing the process, from the Fair
Labor Standards Act (FLSA) to HIPAA and the ADA. But cutting corners
by incorrectly maintaining them—or not maintaining them at all—will only
cause more problems in the long run.
With your recordkeeping obligations in mind, we have compiled a list of
8 “golden rules” for maintaining employee records to help simplify your
recordkeeping process and protect your business:
1. Document all employment decisions. Documentation is designed
to protect and support company decisions. In the case of an
employee complaint or lawsuit, proper personnel records are critical
for supporting the employment decisions you made. From a transfer,
to a raise, to a disciplinary action, document it!
2. Know what to keep. Immigration laws require employers to obtain
and file I-9 forms. The Fair Labor Standards Act (FLSA) calls for
employers to keep employee payroll records. The Occupation Safety
and Health (OSH) Act requires employers to maintain logs of work-
related injuries and illnesses. With the multitude of laws governing
employer recordkeeping practices, it’s difficult to know what to keep
and what to toss. To be on the safe side, employers should keep
anything that is employment-related, including new-hire paperwork,
performance-related documents, payroll records, time off and leave
requests, employee grievances, and the like.
3. Know how long to keep them. Federal laws require employers
retain certain records for a specified period of time. Some forms must
be kept for as little as one year while others must be kept indefinitely.
The HR411® record retention chart (available on HR411.com) is a
valuable tool for understanding what to keep and for how long.
4. Keep employee files secure. Employee files must be kept secure
(under lock and key) at all times. In a perfect world, the individual
responsible for maintaining employee records would be the only
individual with access to the key. He or she should also be present
whenever a request is made to access an employee’s file (as may
be the case when a supervisor requests to see an employee’s
performance history). Acting as a “gatekeeper,” this individual should
ensure that supervisors view only employment-related information,
restricting access to employee medical information and other
non-employment related data that has the potential to be used for
discriminatory purposes.
5. Maintain multiple files. Not all employee records should be kept
together. An employee’s main file should not include any information
that may be construed as discriminatory, such as the employee’s
date of birth, marital status, medical history, citizenship, and the like.
If a supervisor has access to information that reveals an employee’s
personal data, the employee may claim discrimination based simply
upon such access, whether or not the supervisor sought and/
or used the information. Additionally, laws such as the Americans
with Disabilities Act (ADA) and the Health Insurance Portability and
Accountability Act (HIPAA) prohibit employers from keeping employee
medical information with employee personnel files.
The Peachtree Insider
6. Allow employees to access their own files. Many states have
laws that allow employees to access their own personnel files upon
request. Most require that employers permit employees to view their
files within a “reasonable period of time” following a written request.
In order to ensure compliance in this regard, check your state
requirements.
7. Properly dispose of records. When it comes time to dispose
of employment records, be sure you do so in a manner that is
deemed acceptable. Proper disposal includes burning, pulverizing or
shredding the files in a way that leaves no evidence that the files ever
existed. Throwing files in the trash is not acceptable.
8. Keep files on terminated employees. Even if an employee no
longer works for you, you may be called upon to defend a decision
you made during the time they were employed with your company.
If faced with a wrongful discharge suit, for instance, employers will
want to show the employee’s performance history as well as the
reason for termination. A good rule of thumb is to keep records of
terminated employees for at least three years. Other documents that
are important to retain include workers’ compensation and accident
reports, I-9s (if hired less than 3 years prior), and exit interview
surveys.
Are you confident in your recordkeeping practices? Now you can be!
HR411® offers a complete Recordkeeping Kit, including essentials
forms and documents, legal compliance information, and much more.
The Kit is available to Peachtree customers for only $19.95. That’s
80% off the regular retail price. Act now to take advantage of this
incredible savings!
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Peachtree Tweet of the Month
The most popular @PeachtreebySage Twitter post of the
past month:
Twitter’s new digs. Employees posted these pix. No need to
scroll down to the restroom; just file it under “too much info”
http://ow.ly/sXMy
10:45 AM Nov 17th from HootSuite
PeachtreeBySage
Peachtree by Sage
Follow us to get daily tips and news about Peachtree, small business
resources, and social media information.
Page 3
 The Peachtree Insider

How to: Pay For Purchases Not Yet Received

the one thing... Without Affecting Inventory

This month’s One Thing: Images. If you believe
“a picture is worth a thousand words” then each
image on your site speaks volumes. Are they the
right ones?
• Present a touch of humanity. Pictures of
people make your business seem more
approachable. Even a close-up (a hand at
a computer) adds a personal touch. Not by Shari Willman,
photogenic? Show your offices or your facility. Peachtree Product &
Marketing Manager
• Include captions. It may be obvious to you,
but tell your visitors exactly what they’re seeing.
And don’t forget the alt text. Both of these can help bring your
company closer to the top on search pages.
• Make sure they’re “brand” compatible. Are you in construction?
Most days you don’t show up in a suit and tie, so make sure the
people in your images are dressed accordingly.
Provided by Shirley Byard, Peachtree Certified Consultant
After you’ve created your purchase order, select Tasks > Bills > Pay Bills.
Select a vendor. On the right side of the screen, above the word Job and
below the header of the check, there is a “Prepayment” checkbox. Check
that box and create the check to your vendor.
You have not received inventory, so you should not be making any entry
to inventory at this time.
When you receive your inventory, you will select Tasks > Purchase/
Receive Inventory and receive the inventory into your stock. Under the
invoice number on this screen is a “Waiting on Bill” checkbox. If you
received the inventory and cannot confirm the price because you have
only a packing slip, check this box. This will place the inventory into your
stock without adjusting your GL payables account. When you receive the
vendor invoice, go back into “Enter Bill” or “Purchase Receive Inventory,”
uncheck the box, and save the transaction.

• Go low resolution. Ditch those high-rez files that you use for your
brochures. Low-rez images make your pages load much faster –
and slow load times are a big factor in site abandonment.

• Click to enlarge. This is really important if you’re selling things.

Visitors can’t touch and feel the items, so allowing them to click to a
larger image to view details is a must.

In a couple of these examples you’ll need help from your Web

developer, but now you know what to ask for.

Bonus: Keep it real. Update your images regularly to show the current
state. Yes, I changed mine to reflect my new hair style and “natural”
color! And it doesn’t have to be professional; I used a snapshot and
cropped out my friend’s new baby (s-h-h-h-h, don’t tell).
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One more step: look at your Accounts Payable Aging. You now see two
entries: the prepayment and the new invoice you created when you
entered your inventory. Select Tasks > Payments. Select the vendor and
select the Apply to Invoices tab. Check off both items to clear the entries.
For the check number at the top, you may enter something like “To clear
Invoice # or PO #” as a reference.

Comment on this article

Top Online Community Discussions

The most viewed discussions at the Peachtree

Online Community over the past month:

1. Peachtree 2010 for Mac OSX

2. Peachtree 2010 compatibility with Windows 7
3. “Printer not activated error code 30” message
4. “Peachtree is unable to connect to its database” message
5. Cannot open company

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