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Article ID:                  4230

Subject:                    Reset Payroll to get Archive Prompt for W2 Processing

Last Modified:         October 9, 2013


Applies to:                Pro Gold i2 2.xx, 3.xx


Purpose:  W2 Forms are printed in Pro Gold i2 for the employees that were paid through the Payroll module. W2 records for the prior year must first be archived in order for W2 Forms to be printed for the prior year. If the payroll is processed for the New Year without archiving the prior year records, then the New Year payroll must be undone so the archive can take place.   


Procedure:  The steps below explain how to reset the New Year payroll in order to archive prior year records.


         Step 1:  Void and delete the New Year payroll checks:


a.   For Pro Gold 3.0Main Menu =>  Banking and Escrow menu => Checks icon

            For Pro Gold 2.0:  Main Menu =>  Banking Tab => Checks icon


-          Locate/retrieve a payroll check that has been processed in the New Year.

-          Void each check by clicking the Void checkbox.

-          Click Yes to the void verification message appears

-          With the voided check showing on screen, click the Delete button to delete the check.

          Note: Make a note of the check payee and amount before deleting for reprocessing purposes

-          Continue the steps to void and delete all payroll checks that have been processed in the New Year

         Step 2:  Run first payroll of the new year (Archive prior year W2 records)::


b.   For Pro Gold 3.0Main Menu =>  Accounting menu => Employees menu => Create Payroll Entries icon

            For Pro Gold 2.0:  Main Menu => Payroll tab => Create Payroll Entries icon


-          When all of the New Year payroll checks have been voided and deleted, re-run the first New Year payroll

-          At Employees menu, click the Create Payroll Entries icon

-          A warning message, “WARNING! Pro Gold i2 has detected a new payroll year. Before you can process payroll for this year and print W2’s for last year you must first archive payroll data for the year 2008

-          Click Yes to the archive payroll data prompt


References:   Below is a link you can use to access Enhancement HelpNet Center resources, which includes the Knowledge Base Article (KBA) Library, Pro Gold i2 Documentation, and Training Webcasts:



          The Enhancement HelpNet links are located on the right side of the web page.


Related articles: N/A


Keywords: Reset Archive Prompt, W2 Form, Employee Payroll, Taxes, End of Year, 4230

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