Tax & Accounting Blog

A Pre-Season Guide to Tax Processing

CS Professional Suite Accounting & Auditing Solutions October 9, 2014

With the end of the year coming up fast, now is a great time to begin planning ahead and preparing for a more efficient, stress-free tax season. We have compiled a list of common year-end questions and available resources to make life in your office easier this tax season. 

What reports should I run to verify employee information prior to processing W-2s? 

  • To verify that employee information is up to date, print the Employee List-Detailed report. In the Sections to Include section, mark the Personal Information checkbox.
  • To verify taxable wage and tax withholding information, print the Payroll Tax Summary-Detailed report. In the Date section, select Current Year as the period to process.
  • To track down any taxable wage discrepancies, print the Payroll Journal with Taxable Wages report. In the Date section, select the Current Year period.
  • To identify missing W-2 information, print the Employee Earnings report. In the Regions to Include section, mark the Missing/Invalid W-2 information checkbox. This will help to identify missing, duplicated, or invalid Social Security numbers or missing addresses, which will be listed at the end of the report.
  • To verify W-2 box amounts in a report format, print the W-2 Verification report. This will help verify W-2 box amounts and retirement plan setup. It will also ensure that pre-tax deductions are set up properly before processing W-2s. Sending this report to a client before processing W-2s can help reduce the number of W-2s that need to be reprocessed due to common mistakes.
    Note:  Reports will reflect earnings information, taxable wages, etc., as they appeared on the checks. This means they will not reflect any overrides made to the forms themselves. 

How do I process W-2s? 

  1. Choose Actions > Process Payroll Tax Forms.
  2. Select W-2 from the Form Type drop-down list, select the year to process, and then click the Refresh button. You can limit the number of clients listed in the Form Selection section by using the filters in the Filter Options section.
  3. In the Form Selection section, specify the form types to print.
  4. Click the Process Selected button. 

You’ll find more information on W-2 forms in our Help & How-To Center. 

How can I fix incorrect W-2 amounts? 

Here are the most common causes of incorrect W-2 amounts: 

  • Incorrect employee earnings: Print the Employee Earnings report and Payroll Tax Summary-Detailed report to verify that earnings are correct for the employee.
  • Voided, deleted, or reversed payroll checks: Print the Payroll Journal-Detailed report using the filtering fields in the Payroll tab of the Print Reports screen to look for voided, deleted, or reversed payroll checks. Make sure that no employees have any checks that were voided, deleted, or reversed after they reached a tax limit, such as FICA-SS.
  • Adding box 12 or box 14 information: The application normally populates Box 12 and Box 14 information based on the setup of a client’s deduction items. The application may also populate Box 14 amounts if a description is entered in the Box 14 column in the taxes grid in the Payroll Taxes tab of Setup > Clients. You can also choose to enter “one-off” amounts for Boxes 12 and 14 – for instance, one-time fringe benefit payments – in the Other W-2 Items dialog (accessed by clicking the Other W-2 Items button in the Personal tab of the Setup > Employees screen).

 Does Accounting CS support electronic filing of W-2s? 

Yes. Accounting CS enables you to create a W-2 file to upload to the Social Security Administration (SSA). You’ll find detailed information on creating these files in Processing internet and magnetic files in our Help & How-To Center. 

For information about filing options for the W-2 Copy A, please visit the Social Security Administration website. If you encounter errors while trying to use the SSA software, please contact the SSA for support. 


  • To determine whether you must enroll or register to file electronically, please visit the SSA website.
  • Once you have enrolled with the SSA to electronically file W-2s, enter your Business Services Online (BSO) User ID in the Transmitter Information dialog (accessed by clicking the Transmitter Information button in the Actions > Process Internet/Magnetic Files screen).
  • The SSA no longer accepts file submissions on floppy disk. Please visit the SSA website to see other options for submitting W-2 files. 

Which 1099 forms can I print from Accounting CS? 

The following 1099 forms and their corresponding 1096 forms can be printed from Accounting CS:
















How do I process 1099 forms? 

  1. Choose Actions > Process Payroll Tax Forms.
  2. Select 1099 from the Form Type drop-down list and then select the specific 1099 type from the 1099 type field.
  3. Select the year for which you want to process the forms.
  4. Click the Refresh button to populate the Form Selection section, select the appropriate clients, and specify the forms you want to include for each client. You can limit the number of clients listed in the Form Selection section by using the filters in the Filter Options section.
  5. Click the  Process Selected button. 

You’ll find more detailed information on 1099s in our Help & How-To Center. 

How do I set up an employee record to print a 1099? 

Accounting CS supports the printing of 1099-MISC forms for nonemployee compensation type employees. Here’s how to print a 1099-MISC for an employee: 

  1. Choose Setup > Payroll Items and set up a nonemployee compensation special type
    pay item.
  2. Choose Setup > Employees and add an employee with Independent Contractor selected in the Type field. This makes nonemployee compensation special type pay items available for selection for this employee in the Setup > Employees > Payroll Items tab and makes the employee available for 1099 processing.
  3. Please note that any payroll items set up with a nonemployee reimbursement special type will not flow through onto the 1099-MISC.
  4. Starting with the 2014 year-end tax season, you will be able to print 1099-MISC forms to the Employee Self-Service portals for any employees set up as independent contractors.

Detailed information about printing 1099-MISC forms for nonemployee compensation type employees is available in our Help & How-To Center. 

Does Accounting CS support electronic filing of 1099 forms? 

Yes. The IRS electronic filing program, Filing Information Returns Electronically (FIRE), allows you to upload a 1099 file to the IRS. Here’s how to prepare a file for submission to the FIRE system: 

  1. In the Actions > Process Payroll Tax Forms screen, change the filing method for the Copy A to internet.
  2. Click the Process Selected button to add your client’s data to a batch file.
  3. To verify the contents of your file from the Actions > Process Internet/Magnetic Files screen, select the appropriate file and click the Preview Selected  button.
    • If this is your first time creating Internet/Magnetic 1099 forms within Accounting CS, be sure to select a File Contact and enter your firm’s Transmitter Control Code information in the Transmitter Information dialog.
  4. When you are ready to submit your file, click the Create Files button. 

You’ll find more information about the FIRE system in this PDF guide from the IRS. If you have problems with or questions about the IRS’s FIRE program, please contact the IRS. 

What other resources are available?

  1. Payroll Year-End Processing FAQs – In Accounting CS, choose Help > Bulletins. Under the View the current user bulletins  heading, click the Accounting CS, Payroll Year-End Processing FAQs link. This document contains many miscellaneous tips and setup items to verify, as well as the most common questions users may run into while processing W-2s and 1099s.
  2. View the Payroll Forms and Filing Information portlet on the Accounting CS Home Dashboard. Here you can see which forms are approved for the year, which filing methods are available, due dates, filing addresses, and more. You can find more information about accessing this portlet in our Help & How-To Center.
  3. Our Help & How-To Center offers numerous articles and walkthroughs on how to process W-2s, 1099s, etc.