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Transfer Clients From Previous Year

Transfer client and system information from the previous year's ProPay installation to the new year.

Overview

Each year, ProPay users who renew their subscription receive a link to download the new year's version from Paysoft during the last two weeks of December. The new year's software installs in a separate folder, preserving all previous year payroll information intact.

Installation Folder Structure

ProPay uses year-specific folders:

  • Year 2025 software installs to: `\PAYSOFT\PROPAY25`
  • Year 2026 software installs to: `\PAYSOFT\PROPAY26`

ProPay does not purge files when starting a new year. You can access any previous year at any time to reprint reports, tax forms, or make changes.

Installation and Transfer Steps

Step 1: Download and install new year software

  1. Download ProPay from the link provided by Paysoft for the new year.
  2. Save the file to your default downloads folder.
  3. Double-click the downloaded file to begin installation.
  4. Select the same target drive used in all prior years.
  5. Complete the installation.

Step 2: Create desktop shortcut

  1. Open Windows Explorer.
  2. Go to the target drive.
  3. Open the Paysoft folder.
  4. Open the propayXX folder (XX = last 2 digits of the year).
  5. Right-click Pay20XX.exe.
  6. Select Send to > Desktop (create shortcut).

Step 3: Transfer clients from previous year

  1. Start PAY20XX.EXE from your shortcut.
  2. Your list of clients should be empty initially.
  3. Go to Client Functions > Set-Up > Add Clients from Prev. Year.

The first time you select this option, the program will copy all system files from the previous year and then quit. You must restart the program and return to this menu to continue the process.

Important: Only transfer clients that are completely finished with the previous year. This ensures the correct accounts receivable balance transfers to the new year. Any new hires will also transfer to the new year.

Step 4: Verify system settings before processing payroll

Before entering any payrolls for the new year, verify the following settings:

System setup

Compare all information with the previous year:

  1. Go to Client Functions > Setup > System Setup.
  2. Verify Processor information.
  3. Review Defaults settings.
  4. Check Printers configuration.
  5. Confirm Security settings.
  6. Verify Electronic processing options.

Direct deposits and tax impounds

  1. Check direct deposit setup information.
  2. Review tax impound setup screens.
  3. Compare settings with the previous year.

Local tax tables

Verify local tax tables if your clients use local taxes.

Client billing schedule

  1. Go to Client Functions > Client Billing > Billing Schedule.
  2. Verify all billing rates are correct.

Clear electronic processing files

  1. Go to Client Functions > Electronic Functions.
  2. Open each of these menus and delete all entries:
    • Direct Deposits
    • Tax Impounds
    • EFTPS

    Verify employee counts and paycheck history

    1. Go to Paychecks > Enter Payroll.
    2. Enter the first pay date of the new year.
    3. Verify the program displays 0 Paychecks.

    This confirms all last year's payroll records were purged. If the count is not zero, transfer the client again from the previous year.

    1. Check the employee list to ensure only active employees were transferred.
    2. Display the employee master list to verify all employees have zero wages and deductions.

    Set first payroll date

    When entering your first payroll:

    1. Go to Paychecks > Enter Payroll.
    2. Enter the correct pay date for the first payroll of the new year.
    3. Click OK to save.

    ProPay will remember the correct pay date for each payroll thereafter.

    Step 5: Update ProPay Web (if licensed)

    If you are licensed for ProPay Web:

    1. Go to Utilities > Download the Latest Version of ProPay Web.
    2. Follow the prompts to complete the update.

    Important Notes

    • The new year software must be installed on the same computer and same drive as the previous year.
    • Always back up your data before transferring clients.
    • Complete all year-end processing for the previous year before transferring clients.
    • Review all transferred information to ensure accuracy before processing the first payroll.

    Related Topics

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