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Electronic filing

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.
  1. Select
    Actions
    ,
    Process Internet/Magnetic files
    , then
    Manage Files
    .
  2. Locate the previously submitted file that you need to correct, highlight that row and then select the red
    X
     or
    Delete
    .
  3. 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.
  4. Select
    Yes
    to proceed with removing the client.
  5. Select the same batch file and then
    Recreate Selected
    .
  6. Select
    Yes
     to overwrite the file.
  7. Correct the problem in the rejected client.
  8. Reprocess the 1099 form(s) for the client.
  9. 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.
  10. Select
    Create New
     when prompted.
  11. 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.
  1. Correct the reported rejection.
  2. Re-process all clients included in the file again, select
    Yes
     to overwrite the client when prompted.
  3. 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.
  4. Select
    Done
    .
You can also follow this process:
  1. Remove the "rejected" client record by going into
    Actions
    , then
    Process Internet/Magnetic
     files and selecting
    Manage Files
    .
  2. Locate and expand the previously submitted file, and highlight the row that contains the Client ID of the file you need to correct.
  3. 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.
  4. Select
    Yes
     to proceed with removing the client.
  5. Select the same batch that now has the removed client and then select
    Recreate Selected
    .
  6. Select
    Yes
     to overwrite the file.
  7. Correct the reported rejection in the client(s).
  8. Reprocess the W2 form(s) for the rejected client(s).
  9. Create a new file for the rejected file in
    Actions
    , then
    Process Internet/Magnetic
     files.
  10. 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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