how to guide – how to download tax tables - coins global€¦ · how to… download tax tables...

© 2015 Construction Industry Solutions

How to Guide – How to Download Tax Tables

Document Ref: PR-HT013

Date:

Feb 25 2015, rev. Sep 04 2015

Document Version:

3.0

Modules Affected:

Payroll

Regions:

US

COINS Versions:

Character COINS, COINS TI, and COINS OA

These notes are published as guidelines only.

This “How to…” Guide may contain recommendations about configuration changes. Your configuration will almost certainly vary from the examples given in this document. Any

configuration changes should always be applied to a separate non-live environment first and tested to prove that the features work as you require. Should you have any difficulties with this please contact the COINS Support Centre or your account representative to arrange for some

COINS consultancy.

Please note that you should not expect the Support team to conduct configuration changes for you.

HOW TO…

Download Tax Tables

Construction Industry Solutions, Feb 25 2015, rev. Sep 04 2015

CONTENTS

1 Purpose of this Document ....................................................................................................... 3

1.1 Overview of Functionality ......................................................................................................... 3

1.2 Frequently Asked Questions about Downloads .................................................................... 4

1.2.1 How do I know whether I need to download a tax table update? ....................... 4

1.2.2 Which version do I need to download? ..................................................................... 4

1.2.3 How do I download the update? ................................................................................. 4

1.2.4 How do I move the updated tax files to my COINS server? ................................. 4

1.3 For More Information ................................................................................................................. 5

2 Download Tax Tables: COINS OA .......................................................................................... 6

2.1 Download Instructions ............................................................................................................... 6

2.2 Installation Instructions ............................................................................................................... 7

3 Download Tax Tables: Version 7 & COINS Ti .................................................................... 10

3.1 Download Instructions ............................................................................................................. 10

3.2 FTP Instructions ......................................................................................................................... 11

3.3 Installation Instructions ............................................................................................................. 12

4 Download Tax Tables: Version 6 .......................................................................................... 14

4.1 Download Instructions ............................................................................................................. 14

4.2 FTP Instructions ......................................................................................................................... 15

4.3 Installation Instructions ............................................................................................................ 16

HOW TO…

Download Tax Tables

Construction Industry Solutions, Feb 25 2015, rev. Sep 04 2015 of 17

1 Purpose of this Document

This document provides you with the installation instructions to follow when

downloading Payroll tax tables for use on your COINS system, whether COINS OA,

COINS Ti, or character COINS.

COINS is a mission-critical application. It is crucial that you download the correct

version of the update, and that the people who download and install software updates

be trained and knowledgeable.

Please contact the Support Center by phone (518–C–4–COINS) or email

(helpdesk@coins- global.com) with any questions or concerns.

1.1 Overview of Functionality

The general tax table download procedure is diagrammed in Figure 1.

Figure 1: General Download Procedure

HOW TO…

Download Tax Tables


1.2 Frequently Asked Questions about Downloads

1.2.1 How do I know whether I need to download a tax table update?

Two factors determine whether you need an update: (1) the date of the Tax Tables files

themselves; and (2) the date of the latest change to the jurisdictions where you work.

1. Compare the Tax Table Date on the Tax Table Details web page against the Tax Date

on your system.

2. If your system Tax Date is older, check the Details for changes to Federal taxes, or

changes for a state or locality where you do business. If any are listed, you should

update your system.

1.2.2 Which version do I need to download?

Download the tax tables that correspond to your version of COINS by selecting the

appropriate version at the beginning of the download process.

1.2.3 How do I download the update?

The general procedure for downloading a file from the Software Exchange is shown in

Figure 1 on page 3. Since the details vary between versions of COINS, this document

provides complete instructions by version. Please refer to the section that is appropriate

for you:

Download Tax Tables: COINS OA page 6

Download Tax Tables: Version 7 & COINS Ti page 10

Download Tax Tables: Version 6 page 14

1.2.4 How do I move the updated tax files to my COINS server?

The tax update is in the form of a self-executing zip file. After you download the update

to your PC, you must "unzip" it to a temporary location on your PC.

If you use COINS v6, v7, or Ti, move the files to your COINS system using FTP (File

Transfer Protocol). There are several ways to FTP files from a PC to a UNIX server,

including several FTP programs. Please use whichever method you find most convenient.

However, in all cases be sure to use binary FTP.

http://www.coins-global.com/us/client-area/tax-table-dates/2059/

HOW TO…

Download Tax Tables


If you use COINS OA or WinCOINS, load the files into your COINS system directly from

your PC.

1.3 For More Information

You can visit the US Client Area website for more information about tax table updates,

including:

Tax Table Details - The latest revision dates for Federal, State, and selected localities

Tax Notes - How to set up selected State and Locality tax information in the Payroll

module

Links to Reference Sources for Federal, State, and Locality Tax Information

You will need a COINS User ID and Password to access these and other US Client Area

web pages given throughout this document.

HOW TO…

Download Tax Tables


2 Download Tax Tables: COINS OA

These instructions apply to COINS OA. Refer to this page as you install the tax update on

your system.

Please read these instructions in their entirety before proceeding.

If you have any questions about this procedure, please email the COINS Support Center

at [email protected].

The instructions are divided into 2 sections:

Download Instructions (see Section 2.1 on page 6)

Installation Instructions (see Section 2.2 on page 7)

NOTE:

All payroll timecards should have a status of START. Timecards can be on file, but should NOT have been calculated. If timecards are calculated, please run the Reset process before loading the tax tables.

2.1 Download Instructions

1. Click the "Download" link

TIP:

Remember to print a copy of these instructions to refer to as you install the tax update on your system.

a) Log into the COINS USA Client Area.

b) Select Tax Information > Download Tax Tables from the menu.

c) Click Download Tax Tables button to go to the next screen.

d) Select COINS OA as the version and click the Download Tax Tables button.

mailto:[email protected]

http://www.coins-global.com/us/client-area/download-tax-tables/2052/

HOW TO…

Download Tax Tables


2. Save the file on your PC hard drive

If prompted, be sure to use the browser’s Save this file to disk or similar option to

save the file on your PC's C drive (recommended rather than saving to a network

drive). The way this is done varies from browser to browser. In Internet Explorer 11,

this prompt may appear:

In the Save dialog, click the down arrow next to the folder name and note the full

path. You will need this information to find the file in the next step.

If you see a security warning about the file, ignore it and run or save the file anyway.

3. Unzip the tax update

Using Windows® Explorer or My Computer, go to the downloaded file and double-

click on it. This "unzips" the update files in a format usable by COINS. Please note the

full path name where the downloaded unzip files are located.

Most tax table updates include two files: tx_calcrules.d and tx_tables.d.

2.2 Installation Instructions

Use these instructions to install the tax tables in your system after you have downloaded

them.

1. Load Tax Tables

a) Log into COINS OA.

b) Choose Payroll > Global Setup > Configuration.

c) Select Tax Table Load.

d) If the files are on your Local PC, choose PC.

e) Browse to your Local File Path for the file called tx_tables.d.

f) Select LOAD to run the Load Program; select CHECK to check for errors.

g) Choose your Output Options.

HOW TO…

Download Tax Tables


Whether CHECK was selected or not, you will be able to view the results of the load

in REPORT STATUS. If CHECK was selected, be sure to re-run the load with LOAD

selected.

2. Load Calculation Rules

a) Log into COINS OA.

b) Choose Payroll > Global Setup > Configuration.

c) Select Tax Calculation Load.

d) If files are on your Local PC, choose PC.

e) Browse to your Local File Path for the file called tx_calcrules.d.

f) Select LOAD to run the Load Program; select CHECK to check for errors.

g) Choose your Output Options.

Whether CHECK was selected or not, you will be able to view the results of the load

in REPORT STATUS.

If CHECK was selected, be sure to run the load with LOAD selected.

3. Ensure that the tax table update loaded correctly

You can view the results of the LOAD or CHECK of the tax tables by viewing the

report in Report Status.

Figure 2: COINS OA Report Status: Tax Table and Tax Calculation Load

HOW TO…

Download Tax Tables


To verify the tax table date of the loaded tax tables, go into one of the Tax Authority

Records that were included in the update. You will see the dates in the upper right

hand corner of the screen.

Figure 3: Tax Table Date in Tax Authority Configuration

HOW TO…

Download Tax Tables


3 Download Tax Tables: Version 7 & COINS Ti

These instructions apply to COINS Version 7 or COINS Ti. Refer to this page as you

install the tax update on your system.

Please read these instructions in their entirety before proceeding.




a) Download Instructions (see Section 3.1 on page 10)

b) FTP Instructions(see Section 3.2 on page 11)

c) Installation Instructions (see Section 3.3 on page 12)



TIP:





d) Select Version 7 and COINS TI as the version and click the Download Tax Tables

button.



HOW TO…

Download Tax Tables












click on it. The update is contained in a self-executing zip file, so double-clicking the

downloaded file extracts the update files in a format usable by COINS. Please note

the full path name where the downloaded unzip files are located.

Note the exact file names, as you need them in order to FTP the files to the server as

described in Section 3.2 below. Most tax table updates include two files:

tx_calcrules.d and tx_tables.d.

3.2 FTP Instructions

You will use standard File Transfer Protocol (FTP) to transfer files between your

Windows personal computer and the UNIX server. There are a variety of ways to perform

FTP; you may use any method that you find convenient.

NOTES:

The tax files must be transferred to the server as BINARY files.

You must use the IP address or host name established for your COINS server - not

the ones used in the examples in the instructions. Ask your System Administrator for

the IP address or host name if you don't know it.

HOW TO…

Download Tax Tables


You need to put the tax files into the correct folder on your COINS server. To identify

the exact directory path for your system, most users can type the following O/S

command:

echo $PROGDIR

at a regular UNIX prompt on the COINS server. The output will be the folder where

you need to put the files.

The ownership of the files changes when you transfer them, which could cause a

permission issue. For example, if the tax tables were copied over by the root user,

they probably have permissions that do not allow them to be overwritten later by

another user. To resolve this problem, you should delete the existing tax table files

before starting your transfer.


After downloading the tax table files and placing them on the computer that hosts your

COINS system, use these instructions to install the tax tables in your database.

A payroll can already be open when you load a tax table update. To have the tax update

take effect on the open payroll, you should rerun Payroll Computations for the payroll run

if computations were done before loading the tables.

1. Backup COINS data

Perform a COINS data backup before continuing. If you load the tax tables at the very

beginning of the day, you may use the regular daily backup from the previous evening

for this purpose.

2. Install the tax table update

After installing a tax update on the system, the System Administrator needs to load

the tax tables into each database.

a) Make sure that all users are logged out of all your COINS companies.

b) Log into the computer that hosts your COINS system as "root" and enter the

appropriate password.

c) Type coins at the prompt to initiate COINS.

d) Select the System Administrator option from the Activity Selection Menu.

e) Select Update the PR Tax Tables from the System Administrator Menu.

f) Respond N (no) if you encounter a prompt that asks "Do you wish to download

the tax table files from the COINS FTP server?"

HOW TO…

Download Tax Tables


g) Confirm the path and file name for the tax files on the Load Tax Files screen.

The program looks for the location of the new tax tables on your system and

inserts the path on the screen (as shown in Figure 3).

If it cannot find the files, you will need to enter the correct path yourself.

h) Enter Y at the Continue? prompt to load the corrected tax tables, then press the

[Enter] or [F1] key to run the program. The update is complete when the

message "Press space bar to continue" appears at the bottom of the screen.

Figure 4: File Paths

3. Load the tax table update into each COINS database

After installing a tax update on the system, the System Administrator should be the

first person to log into each database. Upon first signing into COINS after loading this

update, automatic conversion programs will update the System Administration

database and load the updated tax tables into the system.


a) From the COINS Main Menu, go to the Database Utilities menu.

b) Go to the Accessory Menu.

c) Choose About COINS.

d) Make sure the Tax Table Release Date corresponds to the latest tax table,

verified by checking the date on the Tax Table Details web page.

http://support.coins-global.com/usa/resources/Taxinfo/taxdetails.php

HOW TO…

Download Tax Tables


4 Download Tax Tables: Version 6

These instructions apply to COINS Version 6 and LINCLASER. Refer to this page as you

install the tax update on your system.

Please read these instructions in their entirety before proceeding. It may be useful to

print a copy for reference later in the download/installation process.




a) Download Instructions (see Section 4.1 on page 14)

b) FTP Instructions (see Section 4.2 on page 15)

c) Installation Instructions (see Section 4.3 on page 16)



TIP:





d) Select Version 6 as the version and click the Download Tax Tables button.



HOW TO…

Download Tax Tables












click on it. The update is contained in a self-executing zip file, so double-clicking the

downloaded file extracts the update files in a format usable by COINS. Please note

the full path name where the downloaded unzip files are located.

Note the exact file names, as you need them, in order to FTP the files to the server as

described in Section 4.2 below. Most tax table updates include two files:

tx_calcrules.d and tx_tables.d.

4.2 FTP Instructions

You will use standard File Transfer Protocol (FTP) to transfer files between your

Windows personal computer and the UNIX server. There are a variety of ways to perform

FTP; you may use any method that you find convenient.

NOTES:

The tax files must be transferred to the server as BINARY files.

You must use the IP address or host name established for your server - not the ones

used in the examples in the instructions. Ask your System Administrator for the IP

address or host name if you don't know it - COINS does not have this information.

HOW TO…

Download Tax Tables


You need to put the two tax files to the COINS directory on your server, which is typically \coins. To identify the exact directory path for your system, most users can type

echo $PROGDIR

at a regular UNIX prompt on the COINS server. The output will be the folder

where you need to put the files.

• The ownership of the files changes when you transfer them, which could cause

a permission issue. For example, if the tax tables were copied over by the root

user, they probably have permissions that do not allow them to be overwritten

later by another user. To resolve this problem, you should delete the existing

files before starting your transfer.


After downloading the tax table files and placing them on the computer that hosts your

COINS or LINCLASER system, use these instructions to install the tax tables in your

database.

1. Backup COINS data

Perform your COINS data backup before continuing.

2. Load the tax table update into each database

After installing a tax update on the system, the System Administrator needs to load

the tax tables into each database.

a) Make sure that all users are logged out of all your COINS companies. It is critical

that no users are using Compute Manual Deductions or Payroll Computations

in the Payroll module.

b) Sign into the company.

c) Go to the Report Menu in that module.

d) Select menu option 96. User-defined Reports.

e) Enter the program name cotaxld.p at the prompt. A screen similar to the one

shown here appears.

f) Confirm the path and file name for the tax files on the Load Tax Files screen.

The program looks for the location of the new tax tables on your system and

inserts the path on the screen (as shown in Figure 4).

If it cannot find the files, you will need to enter the correct path yourself.

HOW TO…

Download Tax Tables


g) Enter Y at the Continue? prompt to load the corrected tax tables, then press the

[Enter] or [F1] key to run the program. The update is complete when the

message "Press space bar to continue" appears at the bottom of the screen.

Figure 5: File Paths


a) From the COINS Main Menu, go to the System Utilities menu.

b) Go to the Accessory Menu.

c) Choose About COINS. (LINCLASER clients should use the About LINCLASER

option.)

d) Make sure the Tax Table Release Date corresponds to the latest tax table,

verified by checking the date on the Tax Table Details web page.

http://support.coins-global.com/usa/resources/Taxinfo/taxdetails.php

how to guide – how to download tax tables - coins global€¦ · how to… download tax tables...

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