As tax season approaches, small and mid-sized businesses must ensure compliance with IRS regulations by providing accurate W2 forms to their employees. printing W2 forms in Sage 50 simplifies this process with integrated tools and support for Aatrix Tax Forms, enabling seamless generation and printing of W2s. In this complete tutorial, we provide an in-depth walkthrough to help you prepare and print W2 forms accurately using Sage 50.
Why Accuracy in W2s is Essential
W2 forms report an employee’s annual earnings and the taxes withheld. Inaccuracies can lead to IRS penalties, employee confusion, and delays in tax refunds. By leveraging Sage 50’s features, businesses can streamline this critical task and maintain full compliance.
Step 1: Prepare Your Payroll Records
Before you begin printing W2s, ensure that your payroll data is complete and accurate.
Checklist for Payroll Preparation:
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All paychecks for the calendar year are entered and posted
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Employee records include legal names, Social Security Numbers, and current addresses
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Any bonuses or additional compensation are recorded
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Tax withholdings (federal, state, and local) are correctly calculated
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Deductions for benefits (401k, health insurance, etc.) are applied accurately
You can run the Employee Summary Report to review total wages and deductions.
Step 2: Update Sage 50 and Install Tax Forms
Sage 50 requires the latest payroll tax update to generate accurate W2s.
How to Check for Updates:
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Go to
Services > Check for Updates -
Install the latest Payroll Tax Table Update (PTTU)
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Follow prompts to install Aatrix Tax Forms, Sage’s authorized eFiling and reporting partner
This ensures your software is compliant with current IRS and SSA standards.
Step 3: Launch the W2 and W3 Tax Form Wizard
Sage 50 makes use of the Aatrix Forms Viewer to create and print W2 forms.
To Open the Wizard:
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Navigate to
Reports & Forms > Forms > Tax Forms -
Select the year for which you are filing
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Choose
Federal Forms > W-2/W-3 Tax Forms -
Aatrix will launch and prompt you to verify your company EIN, name, and address
Confirm the year you are processing is correct before continuing.
Step 4: Review and Verify Employee Data
The wizard will generate a spreadsheet-style view showing:
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Employee name and SSN
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Wages, tips, and other compensation
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Federal income tax withheld
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Social Security wages and tax
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Medicare wages and tax
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State and local tax information
Take the time to carefully review each field. Use Sage’s reports to cross-check numbers if needed.
Step 5: Select W2 Copies to Print
W2 forms consist of multiple copies, each serving a specific recipient:
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Copy A – Sent to SSA
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Copy B – Sent to employee for federal tax filing
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Copy C – Retained by the employee
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Copy D – Kept by employer
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Copy 1 – For state/local agencies
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Copy 2 – Employee’s copy for state/local returns
You can select which copies to print based on your needs. Some may be eFiled directly through Aatrix, while others will need to be physically printed and mailed.
Step 6: Printing W2 Forms
Before You Print:
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Use laser printers for best results
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Purchase Sage-approved preprinted W2 paper
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Run a test print to check for alignment
Once satisfied with the test print:
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Select “Final Print”
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Print multiple copies for employees and your records
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Mail employee copies by January 31st to remain compliant
Step 7: eFiling W2s Through Aatrix (Recommended)
Electronic filing is efficient and minimizes errors. Sage 50 users can file W2s electronically using the Aatrix eFile service.
To eFile:
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After finishing the W2 wizard, select
eFile -
Log in to your Aatrix account (or create one)
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Review form data and accept the terms
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Submit your forms to SSA and state agencies
You’ll receive an eFile confirmation number, which you should retain for audit purposes.
Step 8: Distribute W2s to Employees
By law, you must distribute W2s to employees by January 31st. You may:
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Mail paper copies
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Distribute securely via email (only with prior consent)
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Use employee portals (if integrated with Sage or a third-party provider)
Always confirm receipt, especially for remote employees.
Best Practices for Printing W2s in Sage 50
1. Backup First
Before launching the W2 process, create a full backup of your company file.
2. Test Alignment
Always test print on blank paper before using official forms to prevent wastage.
3. Double-Check Data
Compare Sage reports with the W2 preview grid to catch discrepancies early.
4. Use the Correct Forms
Ensure your W2 forms are IRS-compliant and match Sage 50 requirements.
5. Maintain Records
Store employer copies and eFiling confirmations for at least four years as per IRS guidelines.
Common Issues and Fixes
Issue 1: Missing Employees on W2 List
Make sure the employee was paid during the filing year and is marked as active.
Issue 2: Incorrect Amounts
Check payroll entries. Bonuses or corrections entered after payroll runs may not reflect unless reposted.
Issue 3: Alignment Issues
Use Aatrix’s alignment adjustment tool. Slight changes to top/left margins can fix most issues.
Issue 4: Software Crash During Aatrix Launch
Update Sage 50 and ensure no firewalls or antivirus tools are blocking Aatrix.
Read Also:- Recover Lost Data in Sage
Conclusion
Printing accurate W2s in Sage 50 doesn’t have to be a daunting task. With careful preparation, updated software, and attention to detail, businesses can meet their year-end payroll obligations smoothly. From employee data verification to final printing and eFiling, this guide provides everything needed to print compliant W2 forms efficiently.