Creating the T4/T4A Report

Use the following tutorial to learn how to create the T4 and T4A report that you need as part of your year-end process. It will also discuss how to create other common year end reports.

There are three parts to this tutorial:

Part 1) Creating a T4 Report - Generating a T4 for each employee is mandatory to complete the year end process. This part of the tutorial will show you how to generate the T4 report for each of your employees.
Part 2) Changing Default Report Settings - This section shows you how to change the default report settings so that you can create customized report for a single employee.
Part 3) Creating Other Year-End Reports - This step will show you how to create other common year end reports including T4As, T4 Reviews and T4A Reviews.

Before You Begin: - This lesson assumes that you have already completed the following required steps:

You have closed your final pay period of the year and cleared your year-to-date values. YTD values must be cleared in order to perform year-end functions.
You have created your year end settings and have completed the necessary information (as described in the Year End Settings tutorial).
You have generated your T4s or T4As (as described in the Working with T4s or Working with T4As tutorials).

NOTE: Click on the images below to view them at full size

Part 1) To Create a T4 Report:

From the Payroll module, select the Year End menu to view the available options.

Fig. 01: The Year End menu command provides access to the Print Year End Forms screen.
From the Payroll tab, open the Year End - Print Year End Forms screen where you can work with all aspects of year end reporting including viewing, printing, and exporting.

Print Year End Forms Help Screen...

If you have never created a year end report, the screen will not contain any report rows (as shown in Fig. 02 below).

Choose the New button from the top left side of the table. This inserts a blank report into the table and the row appears in Edit Mode so that you can work with the various settings.

Fig. 02: A new report row is added to the screen.

This report row can be used to generate a variety of year end reports. The default type is a T4 report as shown in the Type cell (choosing a different option from this menu will generate the corresponding report). Another useful default setting is Print with Form Background - this setting will include an image of the form in the background (the CRA accepts these types of printed forms for filing purposes).

Move to the Name cell and enter "T4". This will help you to identify the report type if you decide to add other reports with different settings (because this report row can be used to generate a variety of year end reports simply by changing the type).
If you are creating a T4 report, move to the Type cell and ensure that the option is set to "T4". Note: You can create other types of reports by choosing the desired option from this list.
Click on the drop-down list in the Year column and select the year for which the T4s will be generated.
Example: In Fig. 03 below, we will choose the year 2020.

Fig. 03: Naming the report, and choosing the year for which the T4s will be generated.

Save the row, and then choose the Generate Report button to create the T4s as a .PDF document. Depending on your browser settings, the resulting document will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. In most browsers, the document can be viewed via a link that appears at the top-right of your browser.

Fig. 04: The PDF report is saved to your Downloads folder.

Click the Download link to access the file, or navigate to your Downloads folder and open the document using your preferred PDF viewer. The report appears on the screen and is populated automatically with the employee's name and address and appropriate T4 box information.

Fig. 05: The T4 report is shown in a new window.

Scroll further through the PDF document and you will see that multiple copies of the T4s have been created for each employee (the Employee, Employer and Government copies respectively). The last pages of the report show the government copies as a half-page per employee.
When you have finished reviewing the T4s, close the report and return to eNETEmployer.

Now let's learn how to modify the settings to customize our report. The following section will show you how to create the report for a single employee only, and to ensure that only the employee's copy of the form is generated.

Part 2) To Change the Default Report Settings:

Scroll to the right and click inside both the Employer Copy and Government Copy cells to remove the check from the boxes. This action will prevent these extra copies from being created when the report is generated.
Select the Employees drop-down list and then click in the box beside one of the employees. This action will ensure that only the selected employee will be included when the report is generated.

Fig. 06: Using a custom report setting to create the report for a single employee.

Choose the Generate Report button and then review the resulting report. It will contain the single employee that you selected, and only one copy of the T4 (i.e. the employee's copy).

Part 3) To Create Other Common Year End Reports

Part 1 of this tutorial showed you how to create a basic T4 report. Use the following section to learn how to create other common year end report types.

From the Payroll module, open Year End - Print Year End Forms screen, and then move to the Type cell and click on the menu to view the available report types.

Fig. 07: Choose other report types from the options in the Type list.

Choose the desired report option from the list, and then click the Generate Report button to create the report.

This completes the tutorial on working with T4, T4A, and other year-end reports.

See Also

Year-End Overview

Employee T4s

Employee T4As

T4/T4A Reports
- Creating T4s, T4As, and other year end reports

CPP/EI mismatches

Magnetic Media Filing