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Transfer Clients From Previous Year

Overview

Each year, ProPay users who renew their subscription receive a link to download the new year's version from Paysoft in the last two weeks of December. This guide outlines the steps for installing ProPay for a new calendar year and transferring information from the previous year.

General Information

Annual installation structure

Each year's ProPay software is installed in a new folder, keeping all previous year's payroll information intact.

Examples:

  • Year 2025: `\PAYSOFT\PROPAY25`
  • Year 2026: `\PAYSOFT\PROPAY26`

Data preservation

ProPay does not purge any files when starting a new year. You can:

  • Access any previous year at any time
  • Re-print reports or tax forms from previous years
  • Make changes to previous year data if necessary

Installation Steps

Step 1: Download and install new year software

  1. Download ProPay from the link provided for the new year's software.
  2. Save the file to your default download folder.
  3. Double-click the file to begin installation.
  4. Select the same target drive as all prior years.

Important: The new year software must be installed on the same computer and same drive as the previous year.

Step 2: Create desktop shortcut

  1. Open Windows Explorer.
  2. Go to the target drive.
  3. Click the Paysoft folder, then the `propayXX` folder (XX = last 2 digits of the year).
  4. Locate the file `Pay20XX.exe`.
  5. Right-click the file and send it to your desktop.

Step 3: Add clients from previous year

  1. Start `PAY20XX.EXE` from your shortcut.
  2. Your list of clients should be empty.
  3. Go to Client Functions > Setup > Add Client from Previous Year.
  4. The first time you select this menu option:
    • The program copies all system files from the previous year
    • The program quits automatically
    1. Restart the program and go back to continue this process.

    Important: Bring over only those clients that are completely finished with the previous year. This ensures the correct A/R balance is transferred. Any new hires will also be transferred to the new year.

    Pre-payroll Checklist

    Before entering any payrolls for the new year, check the following items:

    1. System setup

    Verify all information is correct in the following screens:

    • Processor
    • Defaults
    • Printers
    • Security
    • Electronic

    Compare settings with the previous year.

    Additional checks:

    • Direct Deposits setup screens
    • Tax Impounds setup screens
    • Local Tax tables (if used)

    2. Client billing schedule

    Verify all billing rates are correct.

    3. Clear electronic processing files

    Go to Client Functions > Electronic Processing and delete all entries in these files:

    • Direct Deposits
    • Tax Impounds
    • EFTPS

    4. Verify employee counts and paychecks

    When entering the first pay date of the new year:

    1. Go to Paychecks > New Payroll.
    2. Verify the program displays "0" paychecks.
      • This confirms all last year's payroll records have been purged
      • If not, bring this client over again from the previous year (repeat Step 3)
      1. Check the employee list to ensure only ACTIVE employees were carried over.
      2. Display the employee Master List on screen.
      3. Verify all employees have zero wages and deductions.

      5. Set correct payroll date

      When entering your first payroll:

      1. Enter the correct pay date for the first payroll of the new year.
      2. ProPay will remember the correct pay date for each payroll thereafter.

      ProPay Web Update (if Applicable)

      If you are licensed for ProPay Web:

      1. Go to Utilities > Download the Latest Version of ProPay WEB.

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