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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)
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ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994
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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
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ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994
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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
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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
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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
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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
-------------------------------------------------------------------
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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.
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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
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ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994
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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.
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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.
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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.
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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
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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
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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.
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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
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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).
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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
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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
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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.
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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.
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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.
-------------------------------------------------------------------
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ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994
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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.
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IF ANY TYPE OF PRINTER / FORM PROBLEM OCCURS,
YOU CAN REPRINT W-2'S FROM ANY POINT IN THE RUN.
-------------------------------------------------------------------
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ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994
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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
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ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994
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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.
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ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994
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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.
-------------------------------------------------------------------
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ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994
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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.
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ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994
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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.
-------------------------------------------------------------------
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ZIPPER W-2 User's Manual (c) SOFTCRAFT 1994
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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
---------------------------------------------------------------------
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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.
---------------------------------------------------------------------
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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
-------------------------------------------------------------------
---------------------------------------------------------------------
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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
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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