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Reprocess Internet/magnetic payroll tax forms

If you need to recreate a 1099, W-2, or state payroll tax form that is being filed with the Internet or Magnetic filing method, follow the steps in the following sections.

note

If you select the Separate Internet/Magnetic files by staff
checkbox in the Preferences tab of the

Firm Information

screen, the staff member who originally processed the tax forms must perform the resubmission. Alternatively, the original staff member can remove the clients from the original file by selecting Manage Files
in the

Process Internet/Magnetic Files

screen, allowing another staff member to reprocess the clients.

If you select the Complete
checkbox for any batch files in the

Manage Files

window, the application ignores that file when checking if files can be appended, and you can't reprocess the payroll tax form. By clearing the Complete
checkbox, you can reprocess the form.

For Forms 1099-MISC and 1099-NEC only: If you mark the Complete
checkbox for a batch file in the

Manage Files

window, and the file contains Form 1099-MISC or 1099-NEC, the application will create a new file when you reprocess the client's 1099-MISC or 1099-NEC.

1099 files

The IRS can accept or reject individual client records submitted in the same file. Therefore, you may not need to re-create and re-submit all of the clients in the original batch file. You can also use these steps if you are processing 1099s for recipients that were not included in the first file.

Select Actions
, Process Internet/Magnetic files
, then Manage Files
.

Locate the previously submitted file that you need to correct, highlight that row and then select the red X
or Delete
.

Delete the individual client record(s) from the batch file by clicking the plus sign next to the file to expand the entire list of clients, select the single client or multiple client rows (use the CTRL key), then select Delete

. This will remove the individual client or clients from the batch so they no longer show in the list of clients for the batch file.

Select Yes
to proceed with removing the client.

Select the same batch file and then Recreate Selected
.

Select Yes
to overwrite the file.

Correct the problem in the rejected client.

Reprocess the 1099 form(s) for the client.

Create a new file for the rejected file by selecting Actions
, then Process Internet/Magnetic
files.

note

If you're reprocessing for only select vendors and the file includes 1099s from all vendors, verify that the Always print form
checkbox is unmarked. This is a vendor-specific option and needs to be marked for each 1099 vendor.

If you mark the Complete
checkbox for a file, the application ignores that file when it checks to see if files can be appended. However, if the file contains Form 1099-MISC or 1099-NEC, the application will create a new file when you reprocess the client's 1099-MISC or 1099-NEC.

Select Create New
when prompted.

Complete the process by uploading the new file via the IRS FIRE program.

W-2 files

The Social Security Administration accepts or rejects all of the clients in the batch file submission, even if there is only a problem with one client record.

Correct the reported rejection.

Re-process all clients included in the file again, select Yes
to overwrite the client when prompted.

Select the file batch and then Recreate Selected while in Manage
files, located in Actions
, then Process Internet/Magnetic
files. Select Yes
to overwrite the file.

Select Done
.

You can also follow this process:

Remove the "rejected" client record by going into Actions
, then Process Internet/Magnetic
files and selecting Manage Files
.

Locate and expand the previously submitted file, and highlight the row that contains the Client ID of the file you need to correct.

Select Delete

to delete the individual client record(s) from the batch file.

note

Make sure you select the entire row for the clients then select the Delete

that's at the bottom of the

Manage Files

screen.

Select Yes
to proceed with removing the client.

Select the same batch that now has the removed client and then select Recreate Selected
.

Select Yes
to overwrite the file.

Correct the reported rejection in the client(s).

Reprocess the W2 form(s) for the rejected client(s).

Create a new file for the rejected file in Actions
, then Process Internet/Magnetic
files.

Select Create New
when prompted.

You can then complete the filing process by uploading both file(s) to the Social Security Administration via AccuWage Online.

State forms

Because each state has a different process for year-end payroll tax forms, you will need to follow a process very similar to either the 1099 or W-2 sections above.

This article applies to:

Product: Accounting CS
State: All states
Subject: Payroll tax forms

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Reprocess Internet/magnetic payroll tax forms

1099 files

W-2 files

State forms

This article applies to: