Sage 50 W2 Forms Filling/Printing

Here, you will learn how to print a W2 Forms in Sage 50 and give you other relevant details. This blog will greatly help you if you still need to use this feature.

The printing of W2 Forms is an essential feature of this accounting software that will be covered in this blog. Sage 50 simplifies all calculations for businesses; thus, it is now essential to have proof of everything for future record-keeping needs. Thus, printing W2 forms are really important in this context.

Sage 50: A Step-by-Step Guide to Process and Print or E-file W2 Forms

Follow the below guide or steps to process for filing W-2s and W-3s forms into Sage 50 accounting software.

Reports and Forms Section

• First, you must click Reports and Forms, Forms, and Tax Forms.
• Then you have to double click the Payroll Tax Forms and then you have to select Federal.
• Now you have to select[year] W-2/W-3 from the available forms list.
• Then you have to set Frequency to Yearly and select the required filing year.
• If you want then use the employee filters to run W-2s for only certain employees then you have to click Ok.
• You have to select one of the Test drive options to do a test run, otherwise, you have to select No thanks, start processing my W-2/W-3s
• Then you have to click Next.

Now Verify your Company/Data

• Now you have to verify the Company FEIN and then you have to click Next.
• You have to choose the correct option in the Multiple Data Files window and then you have to click Next.
• Recheck the company information and then you have to click Next.
• Then you have to select the appropriate Tax Preparer Type and then you have to click Next.
• Make sure that the State and Local Tax Items are correct, then you have to click Next.
• On the Data verification window, you have to choose the correct options and then click Next.
• You must select the corrections options on the W-3 Information window and click Next.
• Choose Next after deciding whether you want to truncate the employee social security numbers.
• Verify the information marked in blue on the W2/1099 Preparer worksheet, then select Next Step.
• Verify the information that has been highlighted once again and then press Next Step until W2 forms Printing and Filing Options appear.

Process to E-file or Print

• Choose either Pick My Own Choices or Full W-2 e-filing Service.
• Choose My Own Choices, choose the forms you want to print, and then you can click Next if you are merely printing the forms.
• Check the selections you made on the previous page and then click Next.
• Then you have to choose the proper divider sheet option and then you can click Next.
• Click Review Data’s Next button. The following windows may or may not show up depending on your print selections
• Now you have to click Print Final at the top of the window on the Employee W2 forms.
• Make sure the printer has the form loaded or insert it. Choose OK.
• To access the following form to print you have click Next Step at the top.
• Finally, you have to click Print.

Paper Warning window

• Click Yes when the Paper Warning window displays.
• Then you have to click the Next step
• After seeing the Federal W-3 you have to select Print Final then Next.
• The State W-2 is shown; if necessary, you have to select Print Final then Next
• Fill out the necessary fields on any worksheets related to states. After printing the forms, select Next
• When the Employer W-2 appears, you have to select Print Final and then you have to click Next.
• The Aatrix Secure eFile window will display if you choose to eFile forms.
• To finish the procedure, follow the on-screen instructions.
• To close the W2/1099 Preparer worksheet, you have to choose File and then Exit.

May be useful for you- Print 1096 and 1099 Forms Sage 50

Tips and Tricks to Merge two or more Databases to Print W2 Forms and W-3s Forms?

Follow the below tips to merge two or more databases to print W-2s and W-3s forms.

Section 1: Export company files

• Start by opening the W-2 Setup Wizard.
• Then, in the next step, you will get the question do you use multiple payroll data files for the same federal EIN? Then you have to select Yes, I use multiple payroll data files for this EIN.
• Now you have to click Save to export the payroll data file, in the Multiple Payroll Data files window, and then click Close.
• Then you have to click File and Close Company.

Section 2: Merge exported files

• Begin by opening the W-2 Setup Wizard.
• Next, Do you use multiple payroll data files for the same federal EIN? You have to click Yes, I use multiple payroll data files for this EIN.
• Then you have to click Save to export the payroll data file, in the Multiple Payroll Data Files window.
• Now you have to check the Payroll Data Names to be merged. Then you have to click Merge.
• You have to click Yes when you are asked Have you included payroll data files with all employees for the filing?
• The process of merging will start. If you have a large database then it will take a while. Don’t interrupt the process.
• You have to click Continue when asked. The files will be merged.

Section 3: Alternative method to merge data

• Begin by opening a company that will not be used to print the W-2s.
• Then you have to click Reports and Forms, Payroll.
• Now you have to print the Yearly Earning Report,
• If you are merging the data for more than two companies then you have to repeat steps 1-3 as required.
• Now you have to open the main company.
• You have to click Maintain, Employees/ Sales tax/Reps
• Then you have to select an Employee ID and then click Employee Beginning Balances.
• Enter the payroll amounts from the other company using the Yearly Earning Reports.
• Then you have to click Save and then Close.
• For each applicable employee, you have to repeat.
• Now run the W-2s: The total payroll amounts will now be included.

How do I Add Items to the Sage 50 W-2 Including Box 12 and Box 14?

Follow the below steps to add tax items to form W-2 including Box 12 and Box 14 and add COVID-related pays to Box 14.

Section 1: Assign tax fields

• You have to click maintain, then Payroll, then click on Payroll Settings.
• On the Taxes menu, you have select Assign Tax Fields.
• Choose W-2 Fields.
• Then you have to click Finish after selecting OK.
• Open the W2 forms to ensure that the new columns have been assigned.

Section 2: Manually insert a column into the W-2/1099 Preparer grid

• Right-click near the area where you wish to add a column in the W2/1099 Preparer grid.
• There will be a window to insert a column.
• In the field labeled Enter the name of the new column, type a value.
• Enter the default dollar amount for all employees in the Default cell value for the column field if applicable; otherwise, leave this field empty.
• The new column will display after you click OK.
• Choose the proper W-2 field for the column by clicking the drop-down arrow at the top of the new column.
• The field is now prepared for the input of W-2 dollar values.

Section 3: Put values manually into a column on the grid for the W-2/1099 Preparer

• On the field, make a left click.
• You can either type in the desired value or choose it from a drop-down menu.

Tips to Add a Payroll Tax Field to Box 12 for Sage 50 W-2s?

Follow the below steps to add a payroll tax field to box 12 on my W-2s, include a payroll field in box 12 on W-2s and remove a field from box 12 on W-2s.

Section 1: Add a Payroll Field

• Begin by selecting Maintain, then you have to click Default Information, then you have to click on Employees.
• Then you have to select the Employee Fields tab.
• Now, on the first available line you have to enter the desired Field Name.
• As needed you have to set the field options
  • Check Memo if the field is record-only.
  • If there isn’t a Note field, you have to choose a G/L Account.
  • If a calculated field is present, check Calculate and then the required Formula.
  • Check Run to see if the field balance should transfer over to the following payroll year.
• Lastly, you have to select OK.

Section 2: Add the Tax Field to Box 12 for the W-2

• You have to choose Maintain, Payroll, then you have to click Payroll Settings.
• Then you have to select Taxes, Assign Tax Fields, and then you have to select W-2 Fields.
• Click the down arrow button that is under the title Include that is under the heading W-2 Box 23, and then you have to select the payroll tax field you need.
• Select the appropriate code for your tax field that is under the title Use Code.
• Then you have to select OK and then select Finish.
• For Box 12 now your tax field will appear in your W-2s

Section 3: Remove a Field from Box 12

• Begin by selecting Maintain, Payroll, and then Payroll Settings.
• Then you have to select taxes, Assign Tax Fields, and then you have to select W-2 Fields.
• For the desired field you have to clear the Include and Use Code boxes on the line and then you have to select Ok.
• Lastly, you have to select Finish.

Section 4: Manually add the column to the W2 grid

You can use this method in case you want to manually add the information to the W2.

• Start by selecting Maintain, Payroll, and Payroll Settings.
• Then you have to click Taxes, Assign tax Fields.
• Now you have to click W-2 Fields.
• In the W-2 Box 12 section you have to click on the first available Include field.
• Then you have to select the relevant payroll field from the drop-down list.
• From the Use Code drop-down list, you have to select DD on the same line.
• Then you have to click OK and click on Finish.

Step-by-Step Guide to Filling Out Box 14 on Sage 100 Payroll W2 Forms

Follow the below steps to populate box 14 on Payroll W2 forms in Sage 100 program.

To automatically populate Misc Earnings and Misc Deductions into Box 14.Hopefully, now you are clear and got your solution regarding Sage 50 W2 Forms. In case you still face any issues related to this then you can call the help desk team. The help desk team is available round the clock for their users.

• Based on the settings for Earnings Code Maintenance or Deduction Code Maintenance in Payroll Setup, Box 14’s earnings and deductions are filled in.
• Taxes for Box 14 are calculated using the employee’s tax profile and company tax group. As defined in the Sage 100 Tax Code programming, the tax is changed to Employee Tax Summary and Other Tax code fields and filled into the 1099 preparer’s grid.
• Open Payroll, Period End, and reporting of federal and state taxes.
• From the lookup list, you have to choose Federal and Form Name YEAR W-2/W-3.
• Then you have to verify the correct tax year entered and then click on Proceed
• Follow the W-2 Wizard’s instructions until the W2/1099 Preparer grid appears.

According to Sage 100 Tax Regulations, you may have multiple Box 14 columns for Earnings/Deductions and Other Taxes in the W2/1099 Preparer grid. Defined descriptions come from the Tax Code or Earnings or Deduction Code Maintenance.

By selecting Rename from the context menu when you right-click on the Box 14 column, you may change its description.

• Choose a defined Description or Other.
• On the W-2 Duplicate Box, type the description you want to appear. 14 descriptions will produce a single entry that combines both quantities.
• Then you have to click OK.

Manually enter sums in Box 14

• Begin by right-clicking the top green row in the W2/1099 Preparer grid and choosing Insert.
• Put a column name here.
• Choose Undefined from the list in the New Column. Choose Box 14.
• Enter the wording you want to appear in Box 14 on the W2 forms in the Name Column-Box 14 window (limited to 8 characters) and then you have to click OK.
• Enter the amounts manually for each applicable employee.
• Now complete W2/1099 Preparer.

Hopefully, now you are clear and got your solution regarding Sage 50 W2 Forms. In case you still face any issues related to this then you can call the Sage 50 help desk team. The help desk team is available round the clock for their users.

Frequently Asked Questions- Sage W2 Forms