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Prepare form W-2

Process internet and magnetic files

  • Make sure the filing method for the forms on the Payroll Taxes tab on the
    Clients
     screen is set to Internet.
  • To get files queued onto the
    Process Internet/Magnetic Files
     screen, you'll need to process the Filing Copy of the forms on the
    Process Payroll Tax Forms
     screen.
Follow these steps to create internet and magnetic files for the following forms.
  • Payroll tax reconciliation forms
  • Payroll tax payment forms
  • W-2 forms
  • 1099 forms
  • 1095-C forms
  1. Select
    Actions
    , then
    Process Internet/Magnetic Files
    .
  2. Select
    Transmitter Information
     and enter general and jurisdiction-specific transmitter information:
    • General:
      • File Contact.
         Choose the person who should be contacted in case any problems with the file are encountered. The dropdown is populated by the names of staff members the
        Payroll form preparer
         checkbox is marked for at
        Setup
        ,
        Firm Information
        , then the
        Staff
         screen.
      • Preparer Code.
         Choose 1 of the following from the dropdown:
        • Accounting Firm
        • Other
        • Parent Company
        • Self-Prepared
        • Service Bureau
    • Federal W-2:
    • Federal 1099:
      • Transmitter Control Code.
         Enter the 5-character Transmitter Control Code (TCC). The IRS assigned this code to your firm when they approved you for electronic filing via the Filing Information Returns Electronically (FIRE) program.
    • Federal 1095-C:
      • Transmitter Control Code.
         Enter the 5-character Transmitter Control Code (TCC). The IRS assigned this code to your firm when they approved you for electronic filing via the Affordable Care Act Information Returns (AIR) program.
      • Create 1095-C Test File.
         Once you've entered your firm's Transmitter Control Code, select
        Create 1095-C Test File
         to generate a test file that you can transmit to the IRS. You're required to transmit a test 1095-C file before you can transmit live client files.
    • State-specific transmitter information:
      • Enter the state-specific transmitter information as necessary in the various state sections.
  3. Mark the checkboxes for the files you want to process.
  4. Select
    Preview Selected
     to review the files. Select either
    Agency
     or
    Report
     as the format for the files.
    • For files using the
      Report
       format, mark the
      Separate report per client
       checkbox to create separate reports for each client when previewed or printed. This lets you send the files to client-specific FileCabinet CS drawers.
    • For Agency and Report formats, if the
      Separate Client Files
       checkbox is marked, the application creates separate reports for each client when they are previewed or printed. This lets you send files to client-specific drawers in FileCabinet CS.
    • To remove a queued file, mark the checkbox and select
      Removed Selected.
    • To delete individual client records from a file, select the plus sign to expand the list of clients. Then mark the checkboxes for the clients you want to delete and select
      Remove Selected
      .
  5. Select
    Create Files
     to create the files and store them in subfolders (based on either the batch number or Client ID) in the file location displayed on the screen.
    • Any related liabilities are closed when the files are created. Accounting CS then creates payment transactions for the paid liabilities in the Enter Transactions screen.
    • To change the file location, select
      Setup
      ,
      File Locations
      , then the
      File Creation
       tab.
    • When you create the files, Accounting CS creates a record in the Manage Files window.
    • You can batch process multiple client files for certain forms. When you process multiple clients with the same jurisdiction, form, and period end date, Accounting CS automatically combines them into 1 file.
    • Select
      Append Selected
       in the Create Files window to add the selected files to an existing batch file. Select
      Create New
       to create a new batch file.
  6. In the Manage Files window, mark the
    Complete
     checkbox to prevent Accounting CS from appending that file.
  7. To print a transmittal worksheet, select the form in the Manage Files window, then
    Preview Selected
     with the format set to
    Detailed Report
    .
  8. If you need to process files for multiple clients with the same jurisdiction, form, and period end date, queue your internet and magnetic files for those clients, then follow steps 1 through 10 again.
  9. If you use Accounting CS on Software as a Service (SaaS) or Virtual Office, copy the file to your computer.
    • By default, internet and magnetic files are organized by period end date, then jurisdiction, then batch number (or client ID). If the
      Separate internet/magnetic files by staff
       checkbox is marked in the Preferences tab of the Firm Information screen, the internet and magnetic files are organized by period end date, jurisdiction, staff ID, then batch number (or client ID).
    • When you select the file destination on your computer, note that the V: drive represents your computer's C: drive.
  10. Mail or upload your payroll tax forms to complete the filing process.

This article applies to:

  • Product: Accounting CS
  • Subject: Payroll tax forms

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