Tax & Accounting Blog

Pre-Tax Season Questions and Answers: Accounting CS

CS Professional Suite Accounting & Auditing Solutions October 3, 2013

A little advance preparation can pay off big in reduced stress and increased efficiency this tax season. With that in mind, we’ve put together a list of common tax season questions that may make life easier in your office during 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 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, and 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.

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 on the Payroll tab of the Print Reports screen to look for voided, deleted, or reversed payroll checks. Make sure that no employees have a check that was voided, deleted, or reversed after they reached a tax limit, such as FICA-SS.

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 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.

Notes

  • To determine whether you must enroll or register to file electronically, please visit the SSA website.
  • 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 1099s can I print?

The following 1099 forms and the corresponding 1096 form can be printed:

1098 1099-OID
1099-A 1099-PATR
1099-B 1099-R
1099-DIV 1099-S
1099-G 1099-SA
1099-INT 5498
1099-MISC 5498-SA
W-2G

How do I process 1099s?

  1. Choose Actions > Process Payroll Tax Forms.
  2. Select 1099 from the Form Type field.
  3. Select the 1099 type from the 1099 Type field.
  4. Select the year for which you want to process the forms.
  5. 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.
  6. 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.

Does Accounting CS support electronic filing of 1099s?

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.
  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.