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Electronic filing

Troubleshoot forms missing from the Process Internet/Magnetic Files screen

Follow these steps to troubleshoot if the
Process Internet/Magnetic Files
 screen in Accounting CS doesn't contain data, or a client you're processing payroll tax forms for is missing data.

Payroll tax forms haven't been processed

You haven't processed any payroll tax forms for clients yet on the
Process Payroll Tax Forms
 screen or the
Edit Payroll Tax Forms
 screen.

The
Filing copy
 checkbox isn't marked

Accounting CS queues the electronic or internet/magnetic files for payroll tax forms only if the
Filing copy
 checkbox is marked for a selected output method in the
Print
 window:
  • Select
    Actions
    , then
    Process Payroll Tax Forms
    , or
  • Select
    Actions
    , then
    Edit Payroll Tax Forms
    .

Restricted access to a client

There's a client queued in an internet/magnetic file you don't have access to. Accounting CS hides any internet/magnetic files from being displayed in the
Process Internet/Magnetic Files
 screen and displays 1 of the following messages:
Message 1
:
The [filename] file for [period end date] cannot be displayed, because access is restricted for one or more clients in that file. You will need to contact a staff member with the necessary access to see and process the file.
  • Select
    OK
     to continue. Accounting CS will display only files that don't contain restricted clients.
Message 2
:
The [filename] file for [period end date] cannot be displayed, because access is restricted for one or more clients in that file. To see and process the file, you can remove the restricted client. However, a staff member with the necessary access will need to reprocess the payroll tax forms for the removed clients.
  • If you select
    Yes
    , Accounting CS removes the restricted clients from the file and displays a report showing which clients were removed. In addition, restricted client's status changes to
    Not Processed
     on the Process Payroll Tax Forms screen.
  • If you select
    No
    , you'll continue to the Process Internet/Magnetic Files screen without removing those clients. You won't see any clients listed on this screen for a specific filing jurisdiction or form. Once a staff member with access to the queued client creates a file for that client, the other files will display.
Accounting CS displays message 1 when the
Disallow removal of restricted clients from internet/magnetic files
 checkbox is marked in the Preferences tab of the Firm screen. Otherwise, message 2 displays when you go to the Process Internet/Magnetic Files screen.
note
Your administrator (or staff member with the correct permissions) can do the following:
  • Give you access to the client in the
    Staff Access
     tab of the Clients screen.
  • Change the firm preferences so that a staff member can only display the files they create. To do this:
    1. Select
      Setup
      ,
      Firm Information
      ,
      Firm
      , then the
      Preferences
       tab.
    2. Mark the
      Separate internet/magnetic files by staff
       checkbox. This assigns all future internet or magnetic files to the staff ID of the staff member who creates them.

Files are separated by staff member

The
Separate internet/magnetic files by staff
 checkbox is marked on the Preferences tab of the Firm screen. If this is marked, you'll only see the clients you have processed payroll tax forms for.
note
When someone marks the
Separate internet/magnetic files by staff
 checkbox, Accounting CS transfers any queued clients to that person's staff ID, and only that person can create internet files for those clients.

You're re-processing files

The internet file has already been created for 1 or more of the clients you selected in the Process Payroll Tax Forms screen. When you're re-processing 1 or more clients, Accounting CS appends the existing file and displays it only in the Manage Files window of the Process Internet/Magnetic Files screen. To create a new file for a set of clients:
  1. Select
    Actions
    ,
    Process Internet/Magnetic Files
    , then
    Manage Files
    .
  2. Select
    Remove Selected
    .
  3. Re-process the forms for the clients.

This article applies to:

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

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