FAQ's - Year End

How do I open/close a year? NOTE: Do not close and open a new year more than one time!
How do I close a Payroll year? NOTE: Opening/Closing the "Payroll" year is a separate procedure from opening a new year and closing a previous year!
How do I update my payroll taxes and forms?
Can I do an automatic Payroll tax update?
How do I do year end payroll adjustments?
How do I print W-2 Forms?
How do I do electronic W-2 filing? NOTE: This will be posted shortly on our End of Year Support web page.
How do I print 1099 Forms?
How do I handle separate bonus pay periods?
What quarterly and annual reports are available?
What activates a vendor to receive a 1099 report?
Why doesn't my inventory count match my report? NOTE: Reports only look at "processed" transactions.

Quick Reference Docs:
End of year checklist
EBMS Payroll Checklist

How do I update my payroll taxes and forms?

The 2018/2019 Payroll & Tax Update will include changes to:

  • W-2 form
  • W-3 form
  • W-2 plain paper forms
  • 1099 Misc.
  • 1099 Interest
  • 1096 form

Federal and state tax changes will be posted as they become available. Please check back for updates!

EBMS Year End Payroll Update - Steps to Follow

The current update will include the 2018 W-2 and 1099 tax forms. You can run this update at your convenience but it should be run prior to closing the 2018 payroll year. If the 2018 payroll year is already closed, go to Payroll > Utilities and run the Tax/Deduction Rate Update...

Notice for all Windows 8 users:
You will receive a Windows protected your PC message. You will need to click on More Info below the message and select Run Anyway.

From any computer with EBMS installed, run the payroll update from the link above. This can be done at any time even if you have not yet completed the last payroll of 2018. Various messages will come up, depending on your Windows version and setup. After double-checking the information, choose Allow or Run or Open to continue the process. If you have an anti-virus program running, it will warn you that a malicious script has been detected. Choose to Allow/Authorize this Script. The update requires a login to EBMS with administrator permissions. When the update has run successfully you will receive the message that the “2019 tax files have been copied successfully for this company!”. This needs to be repeated once for each company that you have setup in EBMS (it does not need to be on each computer).

Important! The tax rates in EBMS will not update until you close the payroll year, download the automatic update, and run the "Tax/Deduction Rate Update" utility under Payroll > Utilities.

What are the Payroll Tax Updates?

Payroll Tax Updates

Year end updates include:

  • W-2 form
  • W-3 form
  • W-2 plain paper forms
  • 1099 Misc.
  • 1099 Interest
  • 1096 form
  • Federal and Social Security tax changes
  • State taxes for the following states: AL, AR, AZ, CA, CO, CT, DC, DE, GA, HI, IA, ID, IL, IN, KS, KY, LA, MA, MD, ME, MI, MN, MO, MS, MT, NC, ND, NE, NJ, NM, NY, OH, OK, OR, PA, RI, SC, UT, VA, VT, WI, WV
  • Canadian federal and provincial taxes as well as pension/health plans
  • Canada T4 form

What quarterly and annual reports are available?

Quarterly & Annual Reports - Available

Quarterly: (to be update before 1st Quarter of the new year)

  • 941 Employers Quarterly tax return
  • PA Unemployment
  • PA UC-2
  • PA UC-2A


  • W-2
  • W-3

How do I activate a vendor to receive a 1099 form?

EBMS Activating a vendor to receive 1099 - Steps to Follow

In EBMS, go to: Expenses > Vendor List. Go to the vendor in question.

Click on the "Terms" tab and check the "Vendor receives 1099" check box.

Vendor receives 1099

To activate the 1099 option, you must also make sure you check the expense account in your chart of accounts used for this vendor.

1099 form

My Inventory Count doesn't match my Report - Why?

Inventory Count doesn't match Report

If a customer's inventory count does not match the report they are running, it is usually the result of something not being processed.

You will have to look at what is:

  • On hand
  • Available
  • Shipped


If they have outstanding (shipped items) that are not "processed" yet, it will affect what shows up as On Hand, but will not affect the report they print out.

The reports only look at "processed" transactions. Posting and processing are not the same thing. Post first then process.