The T4 printing/processing program prints employee T4 information onto Revenue Canada T4 forms. You may print to plain paper for review with the option of printing detail or summary information. You may also create electronic data files for "efiling". This option requires some additional set up. If you wish to use efiling speak to your Ideal consultant.
T4 Printing/Processing is accessed from:
Payroll Year End Processing menu.
PROCEDURE
Select T4 Printing/Processing from the Payroll Year End Processing menu. The following prompts display.
** T4 PAYROLL YEAR: 2006
The program displays the current payroll year. The payroll year corresponds to the calendar year of January 01 through December 31. If the displayed year is wrong, then the payroll year end purge program has not been run for the previous year. You must perform the payroll year end purge prior to T4 processing.
** PRINT T4 SUMMARY TOTALS ONLY ? (Y/N):
"Y" to print summary totals only.
The summary totals are the company totals for all employees and are useful as payroll records for your company. You also have the option of printing summary totals after printing T4's, so it is not necessary to run the program twice to print the summary and the T4's.
** 1=PLAIN PAPER, 2=T4 SUMMARY FORM: 1
[Enter] to accept the default value "1".
"1" to print to plain paper.
"2" to print to T4 summary forms.
** 1=USE REGULAR T4 FILE, 2=USE ELECTRONIC T4 TRANSFER FILE:
"1" to print from the T4 file.
"2" to print from the electronic transfer file.
The formats of these two data files are different, but the information is exactly the same.
"N" to print details and totals.
** USE LATEST EMPLOYEE NAME AND ADDRESS INFORMATION ? (Y/N):
"Y" to pick up any changes since T4's were last printed.
This is the usual selection.
"N" to ignore changes made since T4's were last printed.
** 1=PRINT T4'S, 2=CREATE ELECTRONIC TRANSFER FILE:
"1" to print T4's.
This option prints data in format to fit T4 forms, either laser or dot matrix as specified by the following prompt.
"2" to create an electronic transfer file for efiling.
** ARE YOU PRINTING T4'S ON A LASER PRINTER ? (Y/N): Y
[Enter] to accept the default "Y".
"Y" to print T4's on a laser printer.
T4 format is different between laser and dot matrix printers. It is important to select this option if you are using laser forms.
"N" to print to a dot matrix printer.
** NUMBER OF COPIES PER EMPLOYEE (1-4): 1
Enter the number of copies (1-4) for each T4.
[Enter] to print 1.
For processing you will require 4 T4's for each employee, but for testing you can print 1.
** SORT BY DIVISION OR EMPLOYEE ? (D/E):
"D" to sort by division.
** START AT DIVISION CODE (ENTER FOR FIRST):
Enter the division code to start with.
[F3] to return to the previous field.
[F5] to display division list for selection.
** END AT DIVISION CODE (ENTER FOR LAST):
Enter the division code to end with.
[F3] to return to the previous field.
[F5] to display division list for selection.
"E" to sort by employee.
** START AT EMPLOYEE CODE (ENTER FOR FIRST):
Enter the employee code to start with.
[F3] to return to the previous field.
[F5] to display employee list for selection.
** END AT EMPLOYEE CODE (ENTER FOR LAST):
Enter the employee code to end with.
[F3] to return to the previous field.
[F5] to display employee list for selection.
** ENTER=CONTINUE (F4 TO EXIT):
[Enter] to print the T4's.
You are taken to the print selection menu.
[F3] to return to previous field.
[F4] to exit to menu.
PRINTER SELECTION & CONFIGURATION
┌────────────────────────────────────────────────────────────────────────────────â”
│08/14/07 ***** PRINTER SELECTION ***** │
│ │
│ │
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR ..... │
│ │
│1. PRINTER NAME ................................. P1 OKIDATA 390 │
│ │
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10 │
│ SINGLE OR DOUBLE DENSITY ? (S,D) ............. S SINGLE DENSITY │
│ │
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _ │
│ │
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):
"1" to change printers.
"2" to change the CPI and/or print density.
[Enter] to print.
[F4] to not print and exit to the menu.
[F5] to display a list of printers for selection.
After selecting the printer, and if you are printing T4's either onto plain paper or T4 forms, the following prompt is displayed:
** PRESS 'T' TO PRINT TEST PATTERN, 'C' TO COMMENCE PRINTING, F4 TO END:
"C" to print the T4's.
[F4] to exit to menu.
After printing, the number of T4's printed is displayed. You are then prompted whether or not you want to print a summary.
** DO YOU WANT TO PRINT T4 SUMMARY ? (Y/N):
"Y" to print a company summary.
** 1=ON PLAIN PAPER, 2=T4 SUMMARY FORM:
"1" to print the summary on plain paper.
"2" to print the summary on the T4 summary form.
You are taken to the print selection menu again.
"N" to not print a company summary.
If you previously selected the laser printer option, but have selected a non-laser printer the following prompt is displayed:
** THIS ISN'T A LASER PRINTER. CONTINUE ANYWAYS ? (Y/N):
YOU SPECIFIED A LASER PRINTER BUT THIS ISN'T A LASER PRINTER.
"Y" to print anyway.
"N" to reselect the printer.
An example summary and T4 printout follow.
Example Company Summary:
The Demo Company Inc.
Jan05/07 15:29:01
PAYROLL T4 SUMMARY TOTALS
USING THE REGULAR T4 FILE
FOR ALL 7 T4'S ON FILE
----------------------------------------------------------------------
BOX 14 205,154.65
BOX 16 7,303.29
BOX 18 4,299.43
BOX 22 40,886.29
BOX 98 6,019.04
BOX 99 7,303.29
Example Employee T4:
The Demo Company Inc. 2006
4060000 803742
89936 1455 BC 149640
728 857 909
87750
CEDAR, JAMES
131 - 5955 HASTINGS STREET
BURNABY, BC
V5H 4S5
The program displays the current payroll year. The payroll year corresponds to the calendar year of January 01 through December 31. If the displayed year is wrong, then the payroll year end purge program has not been run for the previous year. You must perform the payroll year end purge prior to T4 processing.