October 2022

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Letter from the President

 

STRUCTURECloud 1.0 is a huge success!

 

We are continuing to focus all of our development resources on moving STRUCTURE to the web.

 

Meanwhile, we have been having tremendous success with the release of STRUCTURECloud 1.0.

 

What is STRUCTURECloud 1.0?

STRUCTURECloud 1.0 is exactly the same STRUCTURE that you have come to know and love. The biggest difference is in the delivery method. 

 

With STRUCTURECloud 1.0, your software is hosted on the Microsoft Azure cloud platform.  Once your data has been moved over to the cloud by the C/F Data Support team, your staff can access your STRUCTURE software and data from any device that has internet access, in any place, including your home, an airport, the beach, or even from an airplane!  You can also access STRUCTURE on any type of device, including an iPad or a smart phone. (Though I would not recommend entering payables from your iPhone!)

With STRUCTURECloud deployed, you needn’t worry about doing your own data backups, as we have that covered.  With the Microsoft Azure platform, we even take care of your anti-virus and data security.

What do STRUCTURECloud customers have to say?

At this point, we have about 15% of our customer base running STRUCTURE in the cloud.

I recently had the opportunity to speak with members of the STRUCTURECloud panel. This is a group of STRUCTURECloud customers who will be speaking at the 2022 User Group Conference on October 19. 

• Spoiler Alert - Emergency Power Outage!

 

One client mentioned to me that a car hit a utility pole outside of their office and they lost power.

 

He instructed his team to go home, as everyone lived within 10 minutes of the office.

They all logged back onto STRUCTURECloud, and his entire company was back up and running, even the mobile app users, within 30 minutes!

Since everything is set up and stored remotely in the cloud, remote and mobile users experienced no impact due to the power outage.

• Spoiler Alert! - IT Cost Savings!

 

Another panel member mentioned her estimate that by using STRUCTURECloud they have significantly reduced their IT costs, and are netting a savings of more than 30%!

•Spoiler Alert - Significant Speed Increases!

 

Another client was experiencing extreme latency with many of their office network workstations.  Neither their IT staff, nor our team, were able to significantly improve the performance. 

 

Once they migrated to STRUCTURECloud, they experienced a speed increase of almost 300%.

Come to the 2022 User Group Conference to learn more about STRUCTURECloud

There are so many benefits to moving to the cloud that they are too numerous to mention in this letter. 

 

Please make sure to attend our STRUCTURE 2022 User Group Conference on October 19 to find out first-hand what STRUCTURECloud can do for your business. 

 

If you can’t attend but still have interest in STRUCTURECloud, feel free to reach out to me directly, and I will be more than happy to answer all your questions and show you how STRUCTURECloud can save your business time and money.

 

Enjoy the fall,

 

Eric Goldstein

Eric Goldstein

President
C/F Data Systems

News From the Office

 

Four Points Sheraton

Wednesday & Thursday

October 19-20, 2022

Norwood, MA

 

We look forward to seeing you at the 2022 User Group Conference!

 

Visit www.cfusergroup.com to see the all the details and the full agenda.

 

 

Payroll & Accounts Payable - Year End Webinars

If you are new to processing payroll in STRUCTURE, or if you just need a refresher, we will be holding two sessions in December to go through the Year End payroll process, and one session on processing 1099s. Please mark your calendars and sign up now.

Webinar Schedule

Thursday, December 15th - 2:00pm EST

Sign up: Payroll Year End

Tuesday, December 20th - 2:00pm EST

Sign up: Payroll Year End

Monday, December 12th - 2:00pm EST

Sign up: PAYABLES – 1099’s

Using Screen Connect

Screen Connect is a tool C/F Data Support uses to see and access your computer so that we can help you with your system. It is also used for some instructional classes.

To join a session, you may either enter http://support.cfdata.net:8040/ into your web browser, or log into cfdatasupport.com and click 'Screen Connect' at the top of the screen. You may also access Screen Connect from within STRUCTURE, either by clicking on the Globe icon in the STRUCTURE toolbar and choosing 'Connect Support via Screen Connect', or by selecting 'Help' in a STRUCTURE program window and then selecting 'Connect Support via Screen Connect'.

When connecting from within STRUCTURE, you may receive an error message. If you do, click 'OK'.

In any case, you will then be asked to 'Join with a Code'. Your C/F Data Support rep will provide you with a code.

After the code is entered, you will be prompted to enter your name.

Your browser will then download the app. Click on the app in your browser to run it. You may be prompted with a consent box. If so, click 'Run'.

Once you join the session, you can then choose which monitor to share, and whether or not to allow the host to take control of your machine.

Some firewall software, particularly Sonic Wall, can cause your anti-virus software to block Screen Connect. If this is the case, your IT department can fix this by unblocking 'connectwise.exe' in your firewall.

If you are having trouble launching the downloaded app, you can click 'Try next option' in the Joining window. This will launch the Windows Installer. Click 'Open Screen Connect Client'. If you are still having trouble, click 'Try next option' again, and this will launch from the URL.

If you continue to have problems connecting via Screen Connect, your support rep can work with you to use another screen connection program such as Microsoft Teams or Go to Meeting.

Year End News

Enclosed in this issue are the “Preparing for W2s Summary”

   

Pick the appropriate summary for your company.

Use these to help you keep track of what steps you have completed.

If you think you may have special circumstances for your year end, call now!

Discuss your issues with someone in our Support department before it gets too busy.

   

Note: The Fiscal Year End Summary will be available in the January newsletter

as well as on our Support website (cfdatasupport.com).

Year End Special Programs

Several special programs are available for year end and tax season:

  • Print ‘4-Up’ W2s

  • File state W2s and/or 1099s electronically

  • Combine office and field payroll for quarterly reports

  • Create reports and a file to send to the Massachusetts Labor and Workforce Division via the DUA Quest site

  • New York Quarterly Wage Report

  • PA/NH/CA/CT Quarterly Wage Report

 

File your state W2s electronically:

If you need to file in one of the states listed below, let us know and we’ll send you a quote.

 

Electronic W2 States: AL, AZ, CA, CO, CT, DC, DE, GA, IA, IL, IN, KS, MA, MD, ME, NJ, OH, OK, OR, PA, RI, SC, UT, VA, VT, WI

 

Quarterly Payroll Filings: AL, CA, CT, MA, MD, NH, NJ, NV, NY, PA

If you do not see the states you need or have questions, please email Theresa (theresa@cfdatasystems.com).

W2 and 1099 Forms

You will receive a packet from C/F Data Systems Forms.

In this packet is the order sheet for the W2 and 1099 forms.

If you do not receive this packet, please call:

C/F Data Systems Forms at 978.851.0088

 

How many W2s and 1099s should we purchase?

You can run ETW for your W2s and run VTT for your 1099s.

Be sure to purchase extra forms to use for lineup purposes as well.

Important 1099 Information - 2022


IRS Information:
• 1099-NEC. Three vendors per page will print.
• 1099-NEC. Form changed and only has one line for address.
          • Deadline to file (paper or electronic): January 31, 2023


• 1099-MISC will stay at two vendors per page.
          • Deadlines to file:
                o February 1, 2023 - Furnish Copy B to recipient(s) if Box 8 and 10 are empty.
                o February 15, 2023 - Furnish Copy B to recipient(s) if reporting payments in box 8 or 10.
                o February 28, 2023 - Mail Copy A and 1096 to the IRS
                o March 31, 2023 – E-file to IRS.

 

STRUCTURE changes:
• STRUCTURE no longer supports printing 1099s on a dot matrix (continuous form feed) printer.
• Our development team is working on making changes to the 2022 form. The IRS made a change to both the 1099-NEC and MISC forms where they will no longer print the last 2 digits of the year, so you will need to enter it during the 1099 Process. The update will be available in time to process your 1099s.
• 1099-NEC is used for vendors/subcontractors to which you need to report payments of more than $600.00 for non-employee compensation made in 2022. Vendors must have an Account Type of 2 or 3 in VMT. You must also enter their social security number or FID number.
• 1099-MISC is used for vendors to which you need to report payments of more than $600.00 for rent, royalties, award & prizes, medical & health care payments, gross proceeds to an attorney, or excess golden parachute payments and non-qualified deferred compensation.
• If you have questions on which form to use, speak to your accountant or go to the irs.gov/instructions page.
• Address lines 1 and 2 have been combined to print as one line. You may need to edit. Only 30 characters will print.

 

Refer to the Year End section of cfdatasupport.com for detailed instructions.

Support Contact Information

Phone: 800.370.4357 | Fax: 781.337.9991 | Email: support@cfdatasystems.com

The phone lines are open from 8:30am to 5:00pm Monday through Friday (ET). Email support is available Monday through Friday 8:30am to 7:00pm.

Support may be unavailable Monday (9:00am-9:30am) and Thursday (8:45am-9:45am) for staff meetings.

 

Payroll Year End Timeline

 

October:

W2 Order Forms will be mailed to you in the next couple of weeks.

  • If you do not receive them, please call 978.851.0088 (C/F Data Forms).

Pay special attention to Year End Tips in this Newsletter, including this Timeline and “How Many W2’s and 1099’s Should I Order?”

 

By Mid November:

  • Run ETW to see how many W2s you will need and VTT for 1099s.

  • Order W2s and 1099s (Use the order form from C/F Data Systems Forms).

For detailed instructions visit the support website (cfdatasupport.com) to review the Year End Procedures.

Documents will be available for both payroll and 1099s in the Year End section.

All year end documents will be updated by December 1, 2022.

December:

  • Follow the “Preparing for W2s Summary Checklist” included in this newsletter.

  • Include insurance or vehicle allowance as part of your employees’ weekly check (Early December).

 

Before the last week of payroll for the year:

  • Print employee bonus checks.

 

Before the first week of payroll for the new year:

  • You must complete all required Year End Procedures on “Preparing for W2s Summary Checklist” included in this newsletter.

  • Run ENI - Inquiry - look up the “Earnings” for yourself. Everything should be ZERO.

 

January 2023 - First Week:

C/F Data will send out 2023 tax changes

  • Follow all instructions accompanying the tax changes

 

NOTE: Form 1095-C runs independently of W2s and may be started at any time during the Year End process.

 

Before January 31, 2023:

  • Print W2s and 1099s

Preparing for W2s Summary
If you DO NOT have a separate company for Office Payroll

 

This is a summarized list of steps to be followed to close the year.

Detailed instructions can be found on the Support website (cfdatasupport.com) under Year End.

Please read through all instructions. Keep track of each step after it is done.

During December, before the last week of Payroll for 2022:

  • ETW - Run to find out how many W2’s you will need to order

  • Include insurance & vehicle allowances, S Corp owner’s health insurance (if applicable) as part of employee’s weekly check

  • Issue bonus checks

NOTE: W2’s for 2022 must be created and EYU run BEFORE running Payroll checks in 2023.

 

Before the First Week of Payroll for 2023:

  • EWU - Run reports and update the last week of the year

  • EMU - Run reports and update the last month of the year

  • ECR - 401K Contribution Report and Update (if applicable)

  • EQU - Run reports and update the last quarter of the year (if applicable, run payroll specials first)

  • EWF - Create the W2 Master File

  • EWE - Print the W2 Edit Report - check bottom of report for asterisks indicating an error

  • If needed - EWT - make edits to the W2’s.  Items can be added to boxes 12 and 14 (401K automatically prints in Box 12). Be sure to print new EWE-W2 Edit Report when exiting EWT.

  • Compare the EWE (W-2 Edit) report to the total of the four quarterly 941 reports and the Quarterly Tax Figures (EQU/EQF) for state wages (instructions can be found on the support website)

 

Before the First Week of Payroll for 2023:

  • Run these optional but recommended year-end reports:

    • ESY, EYC, EYF, EYO (all under Year End & W2’s)

    • EPD (under Inquiries & Reports) - Can be run anytime

    • EXI (under Tax Check History) - Can be run anytime

    • ELR (set up a report with columns for Deductions and YTD deductions)

***NOTE: Put aside a backup from just prior to updating the year (EYU). ***

 

VERY IMPORTANT:

  • EYU - Update the Payroll year

  • ES4 - Set new 401K limit - both the Z and z (Roth) codes will be updated

 

January 2023:

2023 Tax changes will be ready by the second week of January. Watch for an upgrade notification.

 

Before January 31:

  • EW2 - Print W2’s

  • EWD - If you need to create your Federal W2’s to file electronically

  • EXF - Federal EFW2 Transfer if you file electronically

    • Only if you have special program to file state W2’s electronically – run EWS and EXS

NOTE: Form 1095C runs independently of W2’s and may be started at any time during the Year End Process

Preparing for W2s Summary
Combining Office & Regular Payroll Companies

This is a summarized list of steps to be followed to close the year

if you have a separate company for Office Payroll.

 

The instructions are for both your Office and Regular payroll companies.

Detailed instructions can be found on the Support website (cfdatasupport.com) under Year End.

 

Please read through all instructions. Keep track of each step after it is done.

During December, before the last week of Payroll for 2022:

  • ETW - Run to find out how many W2’s to order

 

In the Office payroll AND the Regular payroll company:

  • Include insurance and vehicle allowance (if applicable) as part of employee’s weekly check

  • Issue bonus checks

NOTE: W2’s for 2022 must be created and EYU run BEFORE running Payroll checks in 2023.

 

Before the First Week of Payroll for 2023 - In the Office payroll AND the Regular payroll company do the following:

  • EWU - Run reports and update the last week of the year

  • EMU - Run reports and update the last month of the year

  • ECR - 401K Contribution Report and Update (if applicable)

  • EQU - Run reports and update the last quarter of the year (if applicable, run payroll specials first)

 

Before the First Week of Payroll for 2023 - In the OFFICE Payroll Company ONLY:

  • EWF - Create the W-2 Master File

  • EWE - Print the W-2 Edit Report - check bottom of report for asterisks indicating an error

  • If needed- EWT- make edits to the W2’s.  Items can be added to boxes 12 and 14 (401K automatically prints in Box 12). Be sure to print new EWE-W2 Edit Report when exiting EWT.

  • Compare the EWE (W-2 Edit) report to the total of the 4 quarter’s 941 reports and the Quarterly Tax Figures (EQU/EQF) for state wages (instructions can be found on the support website)

 

Before the First Week of Payroll for 2023 - In the Office payroll company AND the Regular payroll company - Run these optional but recommended year-end reports:

  • ESY, EYC, EYF, EYO (all under Year End & W2’s)

  • EXI (under Tax Check History) Can be run at anytime.

  • EPD & EPH (under Inquiries & Reports) Can be run at anytime.

  • ELR (set up a report listing Deductions and YTD deductions)

***NOTE: Put aside a backup from just prior to updating the year (EYU).***

 

VERY IMPORTANT:

  • EYU - Update the Payroll year. (Both companies.)

  • ES4 - Set new 401K limit. (Both companies.) - both the Z and z (Roth) codes will be updated

 

Mid-January 2023:

2023 Tax changes will be available the second week of January. Watch for an upgrade notification.

 

Before January 31:

  • EW2 - Print W2’s

  • EWD - If you need to create your Federal W2’s to file electronically

  • EXF - Federal EFW2 Transfer if you file electronically

  • Only if you have special program to file state W2’s electronically – run EWS and EXS from office company

NOTE: Form 1095C runs independently of W2’s and may be started at any time during the Year End Process

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