DP Tool Club 19

home *** CD-ROM | disk | FTP | other *** search

/ DP Tool Club 19 / CD_ASCQ_19_010295.iso / vrac / zipperw2.zip / W2.DOC < prev next >

Wrap

Text File | 1994-09-19 | 65KB | 1,922 lines

ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- ZIPPER W-2 USER'S MANUAL SOFTCRAFT 3612 122nd Place SE Everett, WA 98208 Voice: (206) 728-8427 Fax : (206) 337-1842 BBS : (206) 337-7868 (14,400 8/N/1) Compuserve: 71221,376 (Ed Protas) --------------------------------------------------------------------- Page 1 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- DEDICATION: To Fran McCarthy, Bevin Protas, and Rachael Protas. The love and support unselfishly given to a husband and father made this work possible. ZIPPER W-2 User's Manual, Version 1.0, September 1994 Edition Copyright 1994, SOFTCRAFT, Everett, WA. All Rights Reserved. User's Manual created by Ed Protas and Sandy D'Entremont WARRANTY AND DISCLAIMER Softcraft makes no warranty of any kind, expressed or implied and assumes no liability for the use or attempted use of this software product and accompanying documentation. In no event shall Softcraft be liable to any party for any incidental or consequential damages whatsoever in connection with or arising from use of the product or any related materials. ALL REGISTERED TRADEMARKS ARE OWNED BY THEIR RESPECTIVE COMPANIES --------------------------------------------------------------------- Page 2 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- TABLE OF CONTENTS I. INTRODUCTION What is ZIPPER W-2? Page 5 Hardware Requirements Page 5 Installation Page 7 Starting ZIPPER W-2 Page 8 Main Menu Page 9 II. COMPANY Company Information Page 10 State ID Numbers Page 10 Changing Company Information Page 11 III. W-2'S The W-2 Form Page 12 Entering Dollar Values Page 13 Entering W-2's Page 14 Editing W-2's Page 17 Selecting W-2's to Edit One Employee Page 17 Several Employees Page 18 All Employees Page 20 Printing W-2's Page 21 --------------------------------------------------------------------- Page 3 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- TABLE OF CONTENTS IV. W-3 Editing W-3 Page 23 Printing W-3 Page 25 V. PASSWORD Creating a Password Page 26 Changing a Password Page 26 Removing Passwords Page 27 The Tattle-tale Feature Page 27 VI. UTILITIES Checking Data Pointers Page 28 Broken Data Pointers Page 29 Compressing (Packing) Your Data Page 30 Making Back-ups Page 30 VI. INDEX Page 31 --------------------------------------------------------------------- Page 4 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- I. INTRODUCTION WHAT IS ZIPPER W-2? ZIPPER W-2 is a program with a single purpose the entry of annual payroll data and the printing of W-2 forms. The use of this program assumes that the user has the payroll data available in some format that can be manually entered into ZIPPER W-2. There is no import program available to automatically transfer user payroll data to ZIPPER W-2. ZIPPER W-2 is designed to use preprinted continuous (tractor feed) W-2 forms. This version does not support printing W-2's on laser jet printers. ZIPPER W-2 does not actually print the form, but simply prints the payroll data to the correct location on a preprinted form. HARDWARE REQUIREMENTS OPERATING SYSTEM: ZIPPER W-2 runs in the MS-DOS / PC-DOS environment. ZIPPER W-2 is not a "Windows" program. It will run quite nicely, however, in a DOS window. ZIPPER W-2 requires MS/PC DOS version 2.0 or later, and will run on the full family of IBM & Compatible PC's. This means a PC, or an XT, or an AT. HARD DISK: The installation of ZIPPER W-2 program and data files requires a hard disk drive. You should consider 1.5 megabytes of free disk space as a minimum amount available. CONVENTIONAL MEMORY (RAM): ZIPPER W-2 requires at least 525K of RAM when it loads. If you have less then this amount of memory available, ZIPPER W-2 may still load, but it's performance may be reduced. ZIPPER W-2 utilizes a 64K memory buffer for processing (sorting, etc). If the full 64K is not available ZIPPER W-2 will use your disk drive for this memory space. This will make the program noticeably slower, or it may not run at all. You should be able to run ZIPPER W-2 if your computer has 640K of conventional --------------------------------------------------------------------- Page 5 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- memory, and you do not have too many TRS's (memory resident programs) or device drivers loaded. To see if your system has enough conventional memory available, at the DOS prompt type "CHKDSK" (without the quotes), and press the [ENTER] key. Now look at the last two statement on the screen, the ones that indicate the total amount of conventional memory, and the amount of free (available) memory. It will say something like this: 720896 total bytes memory 608672 bytes free In order to use ZIPPER W-2 the last line should indicate at least: 537600 bytes free (525K conventional memory) If you do not have at least this amount of memory available, you may wish to consider the use of a "memory manager" product like QEMM by Quarterdeck Office Systems. This, and other similar products, allow the computer operating system to utilize and allocate other memory (extended and expanded) in order to "free-up" conventional memory (the kind ZIPPER W-2 needs). CONFIG.SYS: Your computer's operating system (DOS) uses a special system file called CONFIG.SYS. Every time your computer starts it looks for this file and does certain things, based on the statements it finds in that file. Of particular importance are the FILES and BUFFERS statements. The FILES and BUFFERS statements allocate some of your computer's memory resources. ZIPPER W-2 needs these resource allocated in a certain way, and your CONFIG.SYS file should be modified to provide the minimum settings indicated below. ------------------------------------------------------------------- FILES=25 BUFFERS=30 ------------------------------------------------------------------- --------------------------------------------------------------------- Page 6 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- This system configuration allows ZIPPER W-2 to make the most efficient use of your computer by creating a memory area for processing (buffer space), and allowing ZIPPER W-2 to have all necessary files open. After you make this modification, be sure to re-boot your computer before you start ZIPPER W-2. Changes to your CONFIG.SYS file do not take effect until you re-boot. See your DOS User's Manual for additional information regarding the CONFIG.SYS file. INSTALLATION (Does not apply to shareware versions) ZIPPER W-2 includes an installation utility program that will create a directory on your hard disk drive, copy the compressed program and data files to that directory, and then uncompress the files to make them usable. The installation program will optionally modify your CONFIG.SYS file to ensure the number of FILES and BUFFERS (see your DOS User's Manual) is set correctly. The installation utility asks you a few questions and does everything else for you. It's easy! 1. Place the ZIPPER W-2 diskette in whichever disk drive you are going to use. 2. Change to that disk drive by using DOS. 3. Type "INSTALL" (without the quotation marks), and press the [Enter] key. That's about it. The installation utility will ask you to identify the disk drive and directory where you want ZIPPER W-2 installed. It automatically suggests: C:\ZW2. If this configuration is OK, just press [ENTER] three times, Press "Y" (to indicate Yes - This Is Correct), and the installation program will do the rest. Otherwise, simply modify the suggested drive and/or directory. --------------------------------------------------------------------- Page 7 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- STARTING ZIPPER W-2 When the installation is complete, you will be located in the directory where ZIPPER W-2 has been installed. To start ZIPPER W- 2, simply type "ZW2" (without the quotation marks), and press [ENTER]. If the installation utility has modified your CONFIG.SYS file to set the correct number of FILES and BUFFERS, or you have otherwise modified your CONFIG.SYS file directly, you must reboot your computer for these changes to take effect. Please do so before you attempt to use ZIPPER W-2 for the first time. ZIPPER W- 2 will not run properly, or may not run at all, until this change has been made. When ZIPPER W-2 starts, the opening screen will display the SOFTCRAFT copyright notice, the date (according to your computer), and the version number. _____________________________________________________________________________ ╔═════════════════════════════════════════════════════════════════════════════╗ ║ *********************************** September 14, 1994 ║ ║ ************************************ ║ ║ ************ZIPPER W-2************** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ********** ║ ║ ************Copyright 1994******** ║ ║ *****************SOFTCRAFT******** ║ ║ *****************Everett, Wa***** Version 1.0 ║ ╚═════════════════════════════════════════════════════════════════════════════╝ Press any key to continue.... _____________________________________________________________________________ Figure 1 --------------------------------------------------------------------- Page 8 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- If a password has not be set, press any key to continue to the MAIN MENU. If a password has been set, ZIPPER will indicate this condition and then allow you three attempts to enter the correct password. If the correct password is not entered by the third attempt, the program will terminate. See PASSWORDS. MAIN MENU _____________________________________________________________________________ ╔═══════════════════ZIPPER W-2 - MAIN MENU═══[ F10 - Help ]═══════════════════╗ ║ (1) Company ║ ║ (2) W-2 ║ ║ (3) W-3 ║ ║ (4) Password ║ ║ (5) Utilities ║ ║ (6) Exit to DOS ║ ╚═════════════════════════════════════════════════════════════════════════════╝ _____________________________________________________________________________ Figure 2 Use the ARROW keys to move the block cursor up or down, or enter the number of the desired selection and press [ENTER]. On-line help is available from this menu by pressing the [F10] function key. Press [ESC] or any other key to return to the MAIN MENU. --------------------------------------------------------------------- Page 9 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- II. COMPANY COMPANY INFORMATION Selecting this option from the MAIN MENU allows you to enter "Payer", or Company, information. This information will appear on each W-2, and the W-3. This information needs to be entered only once. The data entry form appears below. _____________________________________________________________________________ ┌─Company Information────────────────────────────────────────[ESC] when DONE──┐ │ │ │ Company Name: │ │ Address : │ │ : │ │ City : State: Zip: │ │ Federal I.D.: │ └─────────────────────────────────────────────────────────────────────────────┘ ┌────────────────────────────────────────┬────────────────────────────────────┐ │ STATE I.D. NUMBER │ Enter a State I.D. Number for EACH │ ├────────────────────────────────────────┤ state where you have employees. If │ │ Alaska │ your company is located in a state │ │ Alabama │ where there is no withholding, AND │ │ Arkansas │ no employees had state withholding │ │ Arizona │ deductions, you are not obligated │ │ California │ to enter an I.D. number. │ │ Colorado │ │ └────────────────────────────────────────┴────────────────────────────────────┘ [Enter] or [F8] to move DOWN [F7] to move UP [ESC] when DONE _____________________________________________________________________________ Figure 3 STATE ID NUMBERS After you have entered data in the Federal I.D. field, the cursor will move to the lower half of the screen. You may press [F9] at any time to return to the upper half. The [F9] function key acts as a "toggle" between the upper and lower areas of this form. The lower half of the company form is where state taxpayer ID numbers get entered. Entries at this location would be appropriate for any payer who has withheld any state income tax (withholding). A 13 character alphanumeric field is provided. --------------------------------------------------------------------- Page 10 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- The actual W-2 form allows payer information for two states for each employee. If you enter a taxpayer ID number for each state that you have withheld state tax, this ID number will automatically be placed into the employee's W-2 when you enter the appropriate two letter state abbreviation. (See W-2's, Box 16, State.) You may enter taxpayer ID numbers for as many states as necessary, however only two states can be included on any individual W-2. The states are listed in alphabetical order. Press [Enter] or [F8] to move DOWN the list of states press [F7] to move UP. Press [ESC] to end the data entry session in this form. U.S. Territories, and other IRS / SSA filers can manually enter the "state" abbreviation and ID number into the individual W-2 forms. CHANGING COMPANY INFORMATION Data in the upper portion of the form may be changed at any time. The current information will be included when W-2's and W-3 get printed. The information in the lower portion actually becomes part of the W-2 and W-3 record when they are created. Any later changes to the Taxpayer ID numbers will not automatically "migrate" to existing W-2's. If later changes are made, each individual W-2 record will need to be manually updated. --------------------------------------------------------------------- Page 11 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- III. W-2's Processing W-2's involves the initial entry of W-2 data, editing this information, and printing this data onto preprinted W-2 forms. THE W-2 FORM With the exception of the lines that create the individual boxes, the on-screen W-2 form closely matches the layout of the actual paper form. The data entry form appears below. _____________________________________________________________________________ 1 Wages, tips 2 Federal Inc Tax Employer's Federal ID # 3 Soc Sec wages 4 Soc Sec Tax Employer name, address and ZIP code 5 Medicare wages 6 Medicare Tax 7 Soc Sec tips 8 Allocated tips Employee's Social Security # 9 Advance EIC 10 Dep Care Bene Employee's name & address 11 Nonqual Plan 12 Bene in Box 1 First : MI: 13 See Instrs. 14 Other Last : Address: City : State: Zip : 15 Stat Decd Pens Legl 942 Sub Def [ ] [ ] [ ] [ ] [ ] [ ] [ ] 16 Employer 17 State 18 State 19 Local 20 Local 21 Local State ID # Wages Inc Tax Name Wages Inc Tax _____________________________________________________________________________ Figure 4 --------------------------------------------------------------------- Page 12 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- ENTERING DOLLAR VALUES When entering dollar values, ZIPPER does not require you to enter the dollar sign ($), or commas (,). When entering whole dollar amounts (like $100.00), simply enter 100. ZIPPER will automatically format the entry. Below are a few examples of how you might enter dollar amounts, and how ZIPPER will format them for you. Remember -- Do Not Enter Dollar Signs or Commas ! _____________________________________________________________________________ Entry ZIPPER formats to ------------------------------------------------------------------ 1 $1.00 .1 $0.10 1.1 $1.10 100 $100.00 1234 $1,234.00 1234.56 $1,234.56 _____________________________________________________________________________ Figure 5 --------------------------------------------------------------------- Page 13 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- ENTERING W-2'S The on-screen data entry form is quite similar to preprinted paper form. Color has been used as much as possible to help differentiate the data and make the form more intuitive. _____________________________________________________________________________ 1 Wages, tips 2 Federal Inc Tax Employer's Federal ID # 3 Soc Sec wages 4 Soc Sec Tax Employer name, address and ZIP code 5 Medicare wages 6 Medicare Tax 7 Soc Sec tips 8 Allocated tips Employee's Social Security # 9 Advance EIC 10 Dep Care Bene Employee's name & address 11 Nonqual Plan 12 Bene in Box 1 First : MI: 13 See Instrs. 14 Other Last : Address: City : State: Zip : 15 Stat Decd Pens Legl 942 Sub Def [ ] [ ] [ ] [ ] [ ] [ ] [ ] 16 Employer 17 State 18 State 19 Local 20 Local 21 Local State ID # Wages Inc Tax Name Wages Inc Tax _____________________________________________________________________________ Figure 6 Please refer to IRS publications - Federal Employment Tax Forms for information relating to proper completion of the W-2. The following information is supplementary to the information contained in those publications. Box a - Control number: The control number is assigned by ZIPPER during initial processing (printing) of the W-2's. The control numbers are assigned in alphabetical order, and are used to provide proper sequencing in the event a partial reprinting is required due to printer malfunction. You do not have the ability to modify this data, and so it does not show on the screen. --------------------------------------------------------------------- Page 14 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- Box b - Employer's identification number: This information should have been previously entered under Company information. This data will appear and print on every W-2 form, but may not be modified in this form. Box c - Employer's name, address, and ZIP code: Same as above, Employer's identification number. Employee's name: Separate fields are provided for First (name), MI (middle initial) and Last (name). ZIPPER combines this information into one field on the actual W-2. Since the W-2 form allows only 33 characters, care should be taken not to exceed this limit. Employees with long names should be reviewed to insure that the name does not get truncated. If this happens, the First name or MI should be "shortened" to insure there is adequate room for the full last name. The last name is used to sort the W-2's. Box 11 - Nonqualified plans: This box provides two fields. The first field is a single character alphanumeric. Any value can be entered. If the field is not blank (you have entered something), ZIPPER will convert this value to a "G" (See IRS instructions). Box 13 - See Instrs. for Box 13: This box allows entry of up to three items. Each item contains a one character alphanumeric followed by the dollar amount. Any character may be entered into the alpha "code" field. ZIPPER immediately converts this to upper case. See Reference Guide For Box 13 Codes (IRS publications). Amounts entered that are preceded with codes D, E, F, G, or H are combined on the "subtotal" W-2's (if there are 41 employees, or more). Any other codes are ignored and will be printed on the individual W-2 forms just as they have been entered. Box 14 - Other: This box allows entry of up to three items. Each item contains a four character alphanumeric "code" followed by the --------------------------------------------------------------------- Page 15 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- dollar amount. ZIPPER converts the 4 character alphanumeric to upper case. Box 15 (check boxes): Any value may be entered into any of the boxes. Non-blank entries will be converted to "X". There is no access to the Subtotal box. It exists only to provide a normal appearance. Box 16 - State / Employer's state I.D. No.: Two fields are provided for this data. This allows you to enter state withholding for two states, for each employee. If you previously entered taxpayer id numbers (see Section II. Company - State ID Numbers), then the Employer's state I.D. number will automatically fill-in when you enter the corresponding two letter state abbreviation. This feature only works when initially entering this data. Subsequent changes in State ID Numbers in the Company data screen will not migrate back to the individual W-2 records. Be sure that the State ID Numbers have been entered correctly BEFORE entering data into individual records. After all fields have been entered, the Menu Bar appears at the top of the screen. _____________________________________________________________________________ ╔══════════════════════════════ZIPPER W-2 Entry═══════════════════════════════╗ ║ Add Edit again Discard Quit ║ ╚═════════════════════════════════════════════════════════════════════════════╝ _____________________________________________________________________________ Figure 7 Select Add to save the current record and continue to enter another record. Select Quit to save the current record and return to the Main Menu. Select Discard to delete the current record. Select Edit again to return to the form. If you press the [ESC] key with the Menu Bar present, the current record will not be saved (similar to Discard). --------------------------------------------------------------------- Page 16 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- EDITING W-2'S Selecting W-2's to Edit W-2 records may be edited at any time. You have the option of editing an individual W-2, several W-2's, or all W-2's. One Employee This option allows you to edit a single W-2 record. Simply enter the employees last name, or a portion of the name followed by the "wildcard" identifier ( * ). _____________________________________________________________________________ ╔═════════════════════════════════════════════════════════════════════════════╗ ║ Enter Employee's LAST NAME: [ john* ] ║ ╚═════════════════════════════════════════════════════════════════════════════╝ _____________________________________________________________________________ Figure 8 To edit the record for David Johnson, enter "Johnson". You could also enter "J*" or "John*". Entering "Johnson" would search through the W-2 records and stop at the first employee it found who's last name = Johnson. If you entered "J*", ZIPPER would search through the W-2 records and stop at the first employee it found who's last name began with the letter J. _____________________________________________________________________________ ╔═════════════════════════════════════════════════════════════════════════════╗ ║ ZIPPER shows the following match: David A Johnson ║ ╚═════════════════════════════════════════════════════════════════════════════╝ ╔═══════════════════Verify that this is the match you want════════════════════╗ ║ CORRECT NEXT PLEASE... QUIT SEARCH ║ ╚═════════════════════════════════════════════════════════════════════════════╝ _____________________________________________________________________________ Figure 9 At this point you would tell ZIPPER if this was the employee you wanted (select CORRECT, or press [ENTER]), if this is not the --------------------------------------------------------------------- Page 17 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- correct employee press "N" (for NEXT PLEASE) or press [TAB] or [RIGHT ARROW] key to move to NEXT PLEASE..., then press [ENTER]. You may QUIT SEARCH at any time. If there are no remaining matches ZIPPER will terminate the search. If ZIPPER does not find any matches to the search parameters you have set, it will advise you and then allow you to try again or quit. You can even enter an asterisk "*" by itself if you are unsure of the employee you want, and ZIPPER will let you scroll through every employee (W-2) record. In this case it would be faster to use the Several Employees option. Several Employees This option allows you to select employees using a "Point & Pick" method. All employees are listed in alphabetical order. _____________________________________________________________________________ ┌──────────────────────────────Select Employees───────────────────────────────┐ ├─────────────────────────────────────────────────────────────────────────────┤ │ [F8]-DOWN [F7]-UP [Any Key]-SELECT [Space Bar]-UNSELECT [ESC]-Done │ ├─┬───────────────────────────────────────────────────────────────────────────┤ │√│ Last Name Employee Soc Sec # │ ├─┼───────────────────────────────────────────────────────────────────────────┤ │ │ Johnson David A Johnson 555-11-1212 │ │√│ Knopff Roberta B Knopff 123-45-6789 │ │ │ Parker Stanley R Parker 889-12-5555 │ │√│ Roberts Amy Roberts 555-22-3333 │ │√│ Singleton Myla G Singleton 234-56-7890 │ │ │ Wilson Forest L Wilson 111-22-3456 │ │ │ │ │ │ │ │ │ │ └─┴───────────────────────────────────────────────────────────────────────────┘ Press [Any Key] to Select Employees Press [Space Bar] to Unselect _____________________________________________________________________________ Figure 10 The cursor will be to the left of the first employee. If you want to select/ edit this employee's W-2, simply press ANY LETTER key. A check mark will appear to the left of the name. The check mark indicates "selected to edit". To "unselect" an employee, press the [SPACE BAR] when the cursor is to the left of that employees --------------------------------------------------------------------- Page 18 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- name. The check mark will be removed. Press [F8] or [ENTER] to go down the list, or press [F7] to go back up the list. Press [ESC] when you have finished making your selections. Selected records appear in alphabetical order, with a menu bar at the top of the screen. Use the TAB key, the RIGHT ARROW and LEFT ARROW keys, or the letter that matches the first letter of the option (press "E", and the block cursor will move to the Edit option). Then press ENTER to activate the selected option. _____________________________________________________________________________ ╔═══════════════════════════════ZIPPER W-2 Edit═══════════════════════════════╗ ║ Next Previous Edit Delete Reset Quit ║ ╚═════════════════════════════════════════════════════════════════════════════╝ _____________________________________________________________________________ Figure 11 You may Edit this record or go to the Next record. You can use the [F7] and the [F8] keys to go to the Previous or Next records when the Menu Bar is present, or while you are in an individual record. Press [ESC] or select Quit to end the current editing session. Once you complete the current editing session, all previously selected records are automatically "unselected". Next: Takes you to the next record. If there are no more records the current record will remain on the screen. Optionally, press [F8] to move to the next record. Previous: Use the TAB or ARROW keys to move the block cursor, and press [ENTER]. If there are no more previous records, the current record will remain on the screen. Edit: Use the TAB or ARROW keys to move the block cursor, and press [ENTER]. The Menu Bar goes away, and you can move through the individual fields using [ENTER], [TAB], [SHIFT-TAB], [UP- ARROW], or [DOWN-ARROW]. Press [F7] or [F8] to move to the previous and/or next records. --------------------------------------------------------------------- Page 19 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- Delete: Use the TAB or ARROW keys to move the block cursor, and press [ENTER]. If you select this option you will be asked to confirm that you want to delete this record. Deleted records are gone! If you delete a record by mistake, you will need to reenter that record. Reset: Use the TAB or ARROW keys to move the block cursor, and press [ENTER]. This option provides the ability to restore the record to the values that existed prior to the current data changes in this record. ------------------------------------------------------------------- THE RESET OPTION IS LIMITED AND WORKS ONLY IN THE FOLLOWING MANNER. ------------------------------------------------------------------- The values can be reset only while you remain in the current record. If you press [F7] or [F8] to move to the previous or next record, you will no longer be able to use the Reset feature. If you make change in a record, and then decide that you do not want to keep those changes, press [ESC], select Reset, and press [ENTER]. The original values will be restored. Quit: Use the TAB or ARROW keys to move the block cursor, and press [ENTER]. Optional, press [ESC]. Any changes will be saved, and the current data editing session will be ended. All Employees This option places you at the first W-2 record, with all records, sorted in alphabetical order. Use the Menu Bar as indicated in the previous section, or use the [F7] and [F8] keys to move through the records. Press [ESC] when you wish to end the editing session. --------------------------------------------------------------------- Page 20 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- PRINTING W-2'S Printing W-2's also includes processing to create the W-3 record, and any SUBTOTAL W-2's (if there are 41 or more employees). When you begin the Print W-2 cycle, the first thing ZIPPER does is check how many W-2 records you have entered. You are advised of the number (so you can be sure you have enough forms), and asked if you want to continue. Selecting "Yes" begins processing the records. Depending on the number of W-2's and the processing speed of your computer, this will take only a few seconds to a few minutes. ------------------------------------------------------------------- 100 records on a 386/25 = 60 seconds. ------------------------------------------------------------------- When ZIPPER completes the processing you may print your W-2's. If you "escape" out of printing W-2's, you will have to reprocess the W-2's before they can be printed. In other words, you can't print W-2's without processing them first. ZIPPER prints only continuous form W-2's. These are tractor feed forms used by dot matrix printers. W-2 forms are available at retail outlets, and are available from Deluxe Business Systems. See the file ORDER.DOC that comes with this program. To print your W-2's, simply align the first W-2 in your printer, with the printer head located at the very top of the form. (No two printers are the same, so you may have to experiment with the initial alignment.) ------------------------------------------------------------------- HINT: PRINT YOUR "FIRST RUN" ON PLAIN PAPER TO CHECK PRINTER AND FORM ALIGNMENT. ------------------------------------------------------------------- --------------------------------------------------------------------- Page 21 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- ZIPPER lets you print an "alignment W-2". Print this first form and adjust your printer as necessary. You may print the alignment W-2 as many times as necessary before committing to print the full run. During initial processing of the W-2's, ZIPPER assigns Control Numbers to each W-2 record. The numbers are assigned sequentially to all records in alphabetical order. W-2's will therefore print in alphabetical order (last name, first name), and sequentially by Control Number. At the end of the print run, ZIPPER will ask if all W-2's printed correctly. If a misprint occurred, select "NO", and enter the Control Number of the first misprinted W-2. ------------------------------------------------------------------- IF ANY TYPE OF PRINTER / FORM PROBLEM OCCURS, YOU CAN REPRINT W-2'S FROM ANY POINT IN THE RUN. ------------------------------------------------------------------- --------------------------------------------------------------------- Page 22 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- IV. W-3 EDITING THE W-3 The W-3 record gets created by processing and printing the W-2's. This means that until you process / print the W-2's, there won't be a W-3 record to edit. Since the W-3 represents a summary of the W-2 records, ZIPPER creates the W-3 record for you. You may not modify these figures, but ZIPPER does provide access to a few fields on the W-3. ------------------------------------------------------------------- REMEMBER - IF YOU EDIT AND REPROCESS W-2's, PREVIOUSLY CREATED W-3's WILL BE DESTROYED. ------------------------------------------------------------------- Select W-3 from the MAIN MENU, then Edit. The on-screen form appears below. _____________________________________________________________________________ ╔═════════════════════════════════════════════════════════════════════════════╗ ║ Edit Reset Quit ║ ╚═════════════════════════════════════════════════════════════════════════════╝ a. Control Number 1 Wages, tips 2 Federal Inc Tax b. 941/941E Military 943 3 Soc Sec wages 4 Soc Sec tax Kind [ ] [ ] [ ] of CT-1 942 MC-govt 5 Medicare wages 6 Medicare tax Payer [ ] [ ] [ ] 7 Soc Sec tips 8 Allocated tips c. Total # of d. Estb # Statements 9 Advance EIC 10 Dep Care Bene 2 e. Fed ID 11 Nonqual Plan 12 Deferred Comp f. Employer 13 Adjusted total Soc Sec wages & tips g. 14 Adjusted total Medicare wages & tips h. Other EIN 15 Inc Tax withheld by 3rd party payer i. State -- State ID Number -- -- _____________________________________________________________________________ Figure 12 --------------------------------------------------------------------- Page 23 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- The following form / fields allow data entry. These fields may be edited as many times as you like. You can even print the W-3, reedit the W-3, and reprint it again. a. Control number: You may enter a 7 character alphanumeric value. The field may be left blank. b. Kind of Payer: When the W-3 record gets created, ZIPPER puts an "X" in the first field, 941/941E. If this is not correct, you can blank this field with the [F2] key, or the [SPACE BAR]. Enter an "X" in the appropriate field. d. Establishment number: You may enter a 4 character numeric value or leave the field blank. h. Other EIN used this year: You may enter any 15 character alphanumeric value or leave the field blank. i. Employer's state I.D. No.: You can enter up to two state id numbers on the W-3. If you have entered any Employer ID numbers when the company / payer information was entered, ZIPPER will find the first two entries (states with id numbers) and enter those here. These values may be edited, or new entries made in the blank fields. There are two fields per line. The first field is for the two letter state designation (CA, NY, VT, TX, etc), and the second field allows a 13 character alphanumeric entry. 13 Adjusted total social security wages and tips: Initially, this field will contain the same value as box 3, Social security wages. This value may be edited. 14 Adjusted total Medicare wages and tips: Initially, this field will contain the same value as box 5, Medicare wages and tips. This value may be edited. 15 Income tax withheld by third party payer: Initially, this field is blank. A new value may be entered, or the field may be left blank. --------------------------------------------------------------------- Page 24 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- Fields 1 through 11 on the W-3 represent totals of the same fields on the individual W-2's. Field 12, Deferred compensation, represents a total of the values entered on all W-2's, box 13, where the single letter alphanumeric code is a "D", "E", "F", "G" or "H" only. PRINTING THE W-3 To print the W-3, simply align the W-3 form in your printer, with the printer head located at the very top of the form. (No two printers are the same, so you may have to experiment with the initial alignment.) ------------------------------------------------------------------- HINT: PRINT YOUR FIRST W-3 ON PLAIN PAPER TO CHECK PRINTER AND FORM ALIGNMENT. ------------------------------------------------------------------- --------------------------------------------------------------------- Page 25 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- V. PASSWORDS The use of a password security system is optional. If you elect not to utilize a password system, then you will not be asked to enter a password when the program starts. If you use a password, make a record of the password in a safe place. ------------------------------------------------------------------- IF YOU FORGET OR LOSE YOUR PASSWORD, YOU WILL NOT BE ABLE TO ACCESS YOUR DATA. ------------------------------------------------------------------- CREATING A PASSWORD Select Password from the MAIN MENU. You will be informed that no password is in use, and then asked to enter a password. If you decide not to enter a password at this point, simply press [ENTER], and no password will be set. To enter a password, type in any letters and/or numbers you wish. You are limited to a maximum eight (8) characters, and a minimum of one (1). The password is "case sensitive". In other words, the passwords "goForIt" is not the same as "GOFORIT" or "Goforit" or "goforiT". Some examples might be: "zipadedo", "emerald", "myw2", "SecreT", or "1727NW60". Do not enter quotation marks unless you want them as part of the password. CHANGING A PASSWORD To change the current password, you will be required to first enter the current password. If the password is entered correctly, you will be asked for a new password. You may enter any valid password. --------------------------------------------------------------------- Page 26 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- REMOVING PASSWORD PROTECTION You will be required to enter the current password. If the password is entered correctly, you will be asked for a new password. Press [ENTER], and the password system will be removed. You will no longer be asked for your password when ZIPPER W-2 starts. THE TATTLE-TALE FEATURE If a password is in effect, ZIPPER W-2 issues a warning when the program starts that a password security system is in use. The user is given three chances to enter the correct password. If the password is not correctly entered by the third attempt, the date and time is recorded and the program terminates. The next authorized user (someone who correctly enters the password) will be informed that someone tried to access the program, and the date and time of that event is reported. ------------------------------------------------------------------- ZIPPER W-2 DOES NOT KEEP A PERMANENT RECORD OF THESE OCCURRENCES ONLY THE LAST ONE IS RETAINED. ------------------------------------------------------------------- --------------------------------------------------------------------- Page 27 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- VI. UTILITIES CHECK DATA POINTERS ------------------------------------------------------------------- UTILIZE THIS FEATURE PRIOR TO MAKING A BACK-UP OF YOUR DATA. ------------------------------------------------------------------- Your W-2 data is stored in a file on your hard disk drive. Each piece of data, or record, also contains a "pointer" to show where the next piece of data (record) is located. This system of storing data allows your computer to find all the data whenever it is needed. Sometimes, however, the data and /or the data pointers can be come "damaged" or corrupted. This means either the data will be bad, or the pointer will not "point" to the next record. Corrupted data and broken data pointers occur due to power fluctuations (like someone switching on the photocopier at just the wrong moment), power failures, a "hung" computer due to memory errors, or other similar events. You can be assured, that this will happen to you at some time. It is a fact of life with computers. The only way to avoid losing data is by making regular back-up copies of your data files. ZIPPER W-2 provides you with an easy to use method of checking the reliability of the data pointers before you save the data files. This provides an advantage over commercial backup procedures, in that other programs do not check the integrity of your data file prior to saving it. If you don't check the data pointers it is possible to save corrupted or unreliable data without ever knowing that a problem exists. Without being overly technical, what ZIPPER W-2 is doing, is checking the condition of the "data pointer chain". The data pointers provide a highway map of your data. Each location of data --------------------------------------------------------------------- Page 28 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- "points" to the next location, until the end of the data is encountered. If the data pointer chain is broken, it is possible to loose all the data located beyond the break. Using this feature, ZIPPER W-2 checks the data tables to verify the pointers are intact. The progress will be updated to the screen as the pointers are checked. This is a fairly quick procedure. The process will be halted only if a broken pointer is encountered. You may utilize this option as often as you like. BROKEN DATA POINTERS If a broken pointer is encountered, you have several options. Your choice will likely be a function of the amount of data you might lose, and how valuable the data is to you. Your options are: (1) Accept your losses, and re-enter all of the lost data. (2) Restore the data from a previous back-up. This assumes that you have made regular data backups, and the data you intend to restore is fairly recent and complete. (3) You can send your database by mail or modem to SOFTCRAFT and we try to restore your data. There is a normally a charge for this service. ------------------------------------------------------------------- DO NOT SEND ANY FILES TO SOFTCRAFT WITHOUT MAKING ARRANGEMENTS IN ADVANCE. ------------------------------------------------------------------- Regular back-ups will reduce the chances of significant data loss. The frequency of your back-ups should reflect the value you place on your data. The few extra minutes you take to check the data pointers and do a back-up will be time well spent. --------------------------------------------------------------------- Page 29 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- COMPRESS (PACK) DATABASE ------------------------------------------------------------------- DO NOT COMPRESS (PACK) YOUR DATABASE WITHOUT FIRST HAVING CHECKED THE DATA POINTERS, AND MAKING A BACK-UP COPY. PACKING A DATABASE THAT CONTAINS BROKEN DATA POINTERS WILL RESULT IN AN UNRECOVERABLE LOSS OF ALL DATA BEYOND THE BREAK IN THE POINTER CHAIN. ------------------------------------------------------------------- Packing the database reclaims the unused spaces in the data file. These unused spaces are created as a result of normal W-2 processing. Packing the database may be done at any time, but only after the data pointers have been checked, and verified to be OK. Packing the database will improve the performance of W-2 processing. MAKING BACK-UPS ZIPPER W-2 does not include any type of process or internal program to make the actual back-up copy of the data files. This can be done with the DOS "COPY" command, or using another program designed specifically to make back-ups. Whatever system you use, the files you want to save are: ------------------------------------------------------------------- ZWT1.RBF ZWT2.RBF ZWT3.RBF ------------------------------------------------------------------- --------------------------------------------------------------------- Page 30 ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994 --------------------------------------------------------------------- INDEX Add record 16 Next record [F8] Key 18 All Employees 20 One Employee 17 Back-up 28,29,30 ORDER.DOC 21 Buffers 6,7,8 Other EIN 24 Changing Taxpayer ID 11 Packing data 30 Check data pointers 28 Payer (company) 10,11,24,25 Compress 30 Passwords 9 CONFIG.SYS 6,7,8 Creating 26 Control Number 14,22,24 Changing 26 Conventional memory 5,6 Removing 27 Company (payer) 10,11,15, Point & Pick 18 16,24 Previous record [F7] Key 19 Data files 30 Printer alignment 21,22,25 Deferred compensation 25 Printing Deluxe Business Systems 21 W-2's 5,21 Directory 7,8 W-3 25 Discard record 16 Quit 16,18,19,20 Disclaimer 36 Reset record 20 Edit Selected to edit 18 One Employee 17 Selecting W-2's To Edit Several Employees 18 One Employee 17 All Employees 20 Several Employees 18 Edit again 16 All Employees 20 Editing the W-3 23 Social Security wages 24 Entering dollar values 13 SOFTCRAFT 8,29,36 Erase field [F2] Key 24 Subtotal W-2's 15,16,21 Establishment number 24 Tattle-tale 27 Files 6,7,8,30 Taxpayer ID Number 11 Free disk space 5 Toggle [F9] Key 10 Help [F10] Key 9 Totals 6,24,25 Installation 5,7,8 Tractor feed forms 21 Introduction 5 Utilities 28 Kind of Payer 24 Version Number 8 Main Menu 9,10,16 Warranty 36 23,26 Wildcard (*) 17 Medicare wages 24 ZWT2.RBF 30 --------------------------------------------------------------------- Page 31 Order / Registration Form - ZIPPER W-2, Version 1.0 NAME : _______________________________________________________________ COMPANY : _______________________________________________________________ ADDRESS : _______________________________________________________________ CITY : ________________________ STATE: ____ ZIPCODE: _______________ PHONE : ________________________ FAX: _________________________ Help us track our shareware distribution! - Where did you get your shareware copy of ZIPPER W-2? [ ] Disk Vendor [ ] BBS [ ] Online Service [ ] Friend / Associate Name of Vendor / BBS / Online Service: _________________________________ BASIC REGISTRATION: ( $29.00 ) $___________ Includes: - One year of technical support; - Printed User's Manual; - 8 free W-2 forms (See FORMS.DOC); - Unlimited access to the shareware on the SOFTCRAFT BBS MEDIA: [ ] 5-1/4" (1.2M) [ ] 3-1/2" ADDITIONAL FORMS (See FORMS.DOC) $___________ SHIPPING & HANDLING ( $5.00 ) $___________ Subtotal $___________ SALES TAX (Washington residents only - 8.2%) $___________ TOTAL $___________ Your registration of ZIPPER W-2 is greatly appreciated. User registration pays for the past and future development of this software. Shareware is user supported software. The Shareware concept allows you to "try before you buy", and buy only what you use. _______ ____|__ | (R) --| | |------------------- | ____|__ | Association of | | |_| Shareware |__| o | Professionals -----| | |--------------------- |___|___| MEMBER Remit to: SOFTCRAFT Voice: (206) 728-8427 3612 122nd Place SE FAX : (206) 337-1842 Everett, WA 98208-5647 BBS : (206) 337-7868 CIS : 71221,376