How to Print W-2 Forms in Sage 50
Printing W2 Forms in Sage 50
Jass Karley
As the tax season approaches, businesses using Sage 50 Accounting must ensure timely and accurate preparation of employee W-2 forms. Whether you're handling payroll internally or preparing reports for your accountant, Sage 50 makes printing W-2s a streamlined process—if you know where to look.
In this blog post, we'll walk you through the essential steps to printing W2 forms in Sage 50 and make sure you're in compliance with IRS requirements.
Step 1: Install the Latest Payroll Tax Update
Before printing W-2s, make sure your Sage 50 software is up-to-date. Sage regularly releases payroll tax updates, which are crucial for correct form formatting and withholding calculations.
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Go to Help > Check for Updates.
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Download and install any available payroll tax updates.
Step 2: Verify Employee and Payroll Information
Ensure that all employee data is accurate and complete. Check names, Social Security Numbers, addresses, and earnings.
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Navigate to Employees & Payroll > Employee List.
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Click on each employee to review their records.
You’ll also want to review YTD (Year-to-Date) payroll totals for accuracy.
Step 3: Choose the Correct W-2 Forms
Sage 50 supports pre-printed W-2 forms that meet IRS specifications. You can order them from Sage Checks and Forms or other compatible vendors.
Make sure you select the correct type:
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4-Part W-2 forms for employer, federal, state, and employee copies.
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Blank perforated forms if you’re using plain paper with supported printers.
Step 4: Access the W-2 Wizard
To begin printing:
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Go to Reports & Forms > Forms > Tax Forms.
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Select Payroll Tax Forms, then choose W-2/W-3 Tax Form.
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The Aatrix W-2 Wizard will launch. This guided tool walks you through the form generation process.
Step 5: Follow the Wizard Prompts
The wizard will prompt you to:
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Verify company EIN and address.
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Confirm employee wage and tax info.
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Select the filing year and number of employees.
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Choose whether you want to print, e-file, or both.
You’ll also be asked how many copies of the W-2 to print and for which recipients (e.g., Employee, Employer, SSA, State).
Step 6: Print and Distribute
After reviewing the forms on-screen:
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Load your printer with the correct paper.
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Print each set (employee copy, federal copy, state copy, etc.).
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Distribute or mail employee copies by the January 31 deadline.
If you opt for e-filing, the wizard provides an option to submit directly to the SSA.
Final Tips
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Back up your data before running W-2s.
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Use a laser printer for the best quality and alignment.
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Keep copies for your records for at least four years.
By following these steps, printing W-2 forms in Sage 50 can be a smooth and stress-free process.
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