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Answers To The Top 16 Questions About Closing The Year for 2021 within Sage 100

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You have questions about closing the year for payroll and 1099 processing. Sage has answers. And those answers have been compiled into a great frequently asked questions knowledgebase article covering year-end 2021 closing.

If you’ve ever asked yourself any of these questions – then read the answers in the Sage KB 114052 which was just issued on 1/7/2022.

In order to process year-end, you should be on Sage 100 version 2019.5 or higher with the latest product update. Payroll users should be on payroll 2.22.x.

The article does address the question of whether you can run year-end from an unsupported version of Sage 100. The answer is that while year-end may appear to run properly you cannot be guaranteed of compatibility with the latest eFiling unless you are on a currently supported Sage 100 version.

  1. What updates do I need for payroll year-end? ( and do I need to update to Payroll 2.22.x ? )
  2. What updates are needed for AP year-end / 1099 forms?
  3. Can I run W2 forms from an unsupported Sage version ( Spoiler: Maybe but no promises )
  4. Can I run payroll for January 2022 before running period-end processing for payroll year 2021 in new sage 100 Payroll 2.0?
  5. Do I need to run my W2 forms before I run period-end processing?
  6. Do I need to create a year-end copy company ?
  7. In the past I’ve been instructed to run W2s from a year-end copy company, is this still accurate?
  8. What is the new 2020 W4 form for?
  9. Can I reopen a closed payroll quarter/year?
  10. Do I need to be active on a payroll support plan to run W2s and other year-end forms?
  11. Should the 2.22.0 payroll update be installed before or after closing 2021 and running W2s?
  12. How do I run NEC 1099 forms and what is required?
  13. How do I correct tax amounts on prior payroll checks during the year?
  14. Year-end processing appears to be hanging or running very slowly
  15. Getting error “Payroll expiration date is invalid” or user is locked out of payroll module
  16. Do I need to purchase forms when printing W2s and 1099s from Sage Federal and State Tax Reporting?

This is some of the most timely information you can find about closing the year and printing W2s and 1099s from within Sage 100.

In almost all cases you should be on the most currently supported version of Sage 100 along with the latest product updates to ensure maximum compatibility.

Some of the functionality from older unsupported versions of Sage may appear to work until you go to print forms or interface with electronic filing.

To stay updated with the latest Sage 100 news please join our weekly email newsletter – Schulz Says.

How To Process 1099 Forms in Sage 100 and Sage 100cloud

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Sage 100 and Sage 100cloud allow for printing of the required annual 1099 forms which are required of many companies as part of their year-end reporting.

In general:

Form 1099-MISC is given to non-employees such as independent contractors and other entities paid by your company. You must give a 1099-MISC form to any individual or business your business paid $600 or more in a tax year.

https://www.thebalancesmb.com/who-must-receive-form-1099-misc-397998

While some companies compile their 1099 information manually, there is a much easier way to print these annual forms using the information automatically collected in your Sage 100 Accounts Payable Module.

Before this information can be collected you will need to configure your Accounts Payable to track relevant 1099 data.

Sage has created a video which walks you through the process of setting up and reporting on 1099 data for eligible vendors.

Important: Consult with your tax advisor for information on how 1099 reporting requirements may apply to your company.

Tip: 1099 data are reported on a calendar year which may be separate than your fiscal year.

What Forms Do I Need To Print W2 or 1099 Forms With Sage 100?

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We’ve had several inquiries about the proper forms to use when filing  2016 W-2 and 1099’s through Sage 100 / Sage 100c.

Sage has this knowledge entry which suggests:

Sage 100 includes “print and sign” tax forms functionality for payroll tax forms using eFiling & Reporting (NOTE: You can print the fileable forms for NO extra cost – if you want to eFile or have Sage handle the distribution then there is a separate fee).

This feature eliminates the need for some pre-printed forms — allowing you to print on plain paper instead.

However, IRS regulations require that employee copies of Form W-2 (Copies B, C, and 2) and Form 1099 (except Copy A) be printed on perforated paper and individual filing instructions be given to each employee (IRS Publication 1141 Sec. 2.05 and 2.19 and IRS Publication 1179 Sec. 4.5.3). Sage Checks and Forms offers these plain paper forms in the required perforated format.

 

2016 W2 and W3 Forms – Sage 100

Employee W2 (Copy B, C and 2-Copy 2s) = Blank 4 part perforated with Employee notice on back (Sage Forms part # LW2BLANK4 or LW2BK4DWS)
Federal W2 (Copy A) = Print to Plain Paper (The Federal W2-SSA copy cannot be printed on perforated paper)
Federal W3 = Print to Plain Paper (The Federal W3-SSA copy cannot be printed on perforated paper)
The Federal Copy A & W3 forms do not need to be printed on pre-printed forms with red ink, please see Additional Information section below.
State – Copy 1 (prints 4 employees per sheet) = system will prompt you to print to Blank 4 part perforated (LW2BLNK4NB) but please contact the State agency for their specific W2 printing/perforation requirements
Employer W2 (Copy D) (prints 4 employees per sheet) = Print to Plain Paper -or- Blank 4 part perforated
1095

Employee 1095-B – Blank Full page w/instructions on back (Sage Forms #L1095BBLK)
Employee 1095-C – Blank Full page w/instructions on back (Sage Forms #L1095CBLK)
** Forms 1094 and 1095 Federal & Employer copies can be to plain paper

**Note: When using eFiling and Reporting to print ACA 1095 forms, Aatrix has designed their form templates on both of the 1095 forms to print the employee’s address in alignment with the existing W2 envelope, which will help reduce costs.

2016 1099/1096 Forms – Sage 100

Recipient 1099 (Federal, 2-Copy 2’s and Copy B) = Blank 4 part perforated form (Sage Forms part # L99BLANK4 or L99BK4DWS)
Note: The recipient notice is not printed on the backs of these blank forms, you will need to print the recipient instructions to plain paper from within 1099 eFiling viewer screen.
Federal 1099 (Copy A)** = Copy A must be printed on official pre-printed federal forms RED ink. Please contact Sage Forms for specific part # applicable to the type of 1099 forms you will be printing (MISC,INT or DIV)
Federal 1096 Form** = 1096 Form must be printed on official pre-printed federal forms RED ink. Please contact Sage Forms for specific part # applicable to the type of 1099 forms you will be printing (MISC,INT or DIV)
Payer 1099 (Copy C) (prints 4 recipients per sheet) = Print to Plain Paper or Blank 4 part perforated
State 1099 (prints 4 recipients per sheet) = Blank 4 part perforated but please contact the State agency for their specific 1099 printing/perforation requirements. Some states do not require 1099s to be filed.
State 1096 = Print to plain paper but please contact the State agency for their specific 1096 printing/perforation requirements. Some states do not require 1096 form.

Order one of the 1099 bundle packages that will include 4-part perforated blank 1099s, 1099 Federal Copy A and Federal 1096 (which are pre-printed federal forms with RED ink).

Sage Forms Division provides approved 2015 IRS forms and they are the only forms we guarantee to be 100% compatible with Sage 100 integration with eFiling and Reporting.

All of these tax forms can be ordered from Sage Checks & Forms, or call 800-617-3224.

 

Where Can I Buys Sage 100 Compatible Checks and Tax Forms?

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It’s almost year-end time and that means tax forms and tax filings. You may be wondering where you can purchase tax forms compatible with Sage 100. Luckily Sage has a forms store – Sage Checks and Forms – which offers the compatible year-end tax forms you’ll need.

All of these tax forms can be ordered from Sage Checks & Forms, or call 800-617-3224.

If you are unsure which forms you may be required for ACA purposes, we recommend you consult with your financial advisor or CPA. Aatrix has a handy tool that may provide additional guidance on the forms required – here.

 

Here are the tax forms you’ll need for Sage 100 to complete your 2015 IRS and state filings:

 

Important Note: At this time Aatrix only supports printing W2s and/or 1099s 4 per page, this means you no longer can use preprinted 2-per page W2 forms

W2 and W3 Forms:

  • Employee W2 (Copy B, C and 2-Copy 2s) = Blank 4 part perforated with Employee notice on back (Sage Forms part # LW2BLANK4 or LW2BK4DWS)
  • Federal W2 (Copy A) = Print to Plain Paper (The Federal W2-SSA copy cannot be printed on perforated paper)
  • Federal W3 = Print to Plain Paper (The Federal W3-SSA copy cannot be printed on perforated paper)
  • The Federal Copy A & W3 forms do not need to be printed on pre-printed forms with red ink, please see Additional Information section below.
  • State – Copy 1 (prints 4 employees per sheet) = system will prompt you to print to Blank 4 part perforated (LW2BLNK4NB) but please contact the State agency for their specific W2 printing/perforation requirements
  • Employer W2 (Copy D) (prints 4 employees per sheet) = Print to Plain Paper -or- Blank 4 part perforated

1095 Forms:

  • Employee 1095-B – Blank Full page w/instructions on back (Sage Forms #L1095BBLK)
  • Employee 1095-C – Blank Full page w/instructions on back (Sage Forms #L1095CBLK)** Forms 1094 and 1095 Federal & Employer copies can be to plain paper

**Note: When using eFiling and Reporting to print ACA 1095 forms, Aatrix has designed their form templates on both of the 1095 forms to print the employee’s address in alignment with the existing W2 envelope, which will help reduce costs.

1099/1096 Forms:

Recipient 1099 (Federal, 2-Copy 2’s and Copy B) = Blank 4 part perforated form (Sage Forms part # L99BLANK4 or L99BK4DWS)
Note: The recipient notice is not printed on the backs of these blank forms, you will need to print the recipient instructions to plain paper from within 1099 eFiling viewer screen.

  • Federal 1099 (Copy A)** = Copy A must be printed on official preprinted federal forms RED ink. Please contact Sage Forms for specific part # applicable to the type of 1099 forms you will be printing (MISC,INT or DIV)
  • Federal 1096 Form** = 1096 Form must be printed on official preprinted federal forms RED ink. Please contact Sage Forms for specific part # applicable to the type of 1099 forms you will be printing (MISC,INT or DIV)
  • Payer 1099 (Copy C) (prints 4 recipients per sheet) = Print to Plain Paper or Blank 4 part perforated
  • 1099/1096
    • Recipient 1099 (Federal, 2-Copy 2’s and Copy B) = Blank 4 part perforated form (Sage Forms part # L99BLANK4 or L99BK4DWS)
      • Note: The recipient notice is not printed on the backs of these blank forms, you will need to print the recipient instructions to plain paper from within 1099 eFiling viewer screen.
    • Federal 1099 (Copy A)** = Copy A must be printed on official preprinted federal forms RED ink. Please contact Sage Forms for specific part # applicable to the type of 1099 forms you will be printing (MISC,INT or DIV)
    • Federal 1096 Form** = 1096 Form must be printed on official preprinted federal forms RED ink. Please contact Sage Forms for specific part # applicable to the type of 1099 forms you will be printing (MISC,INT or DIV)
    • Payer 1099 (Copy C) (prints 4 recipients per sheet) = Print to Plain Paper or Blank 4 part perforated
    • State 1099 (prints 4 recipients per sheet) = Blank 4 part perforated but please contact the State agency for their specific 1099 printing/perforation requirements. Some states do not require 1099s to be filed.
    • State 1096 = Print to plain paper but please contact the State agency for their specific 1096 printing/perforation requirements. Some states do not require 1096 form.

     

    Order one of the 1099 bundle packages that will include 4-part perforated blank 1099s, 1099 Federal Copy A and Federal 1096 (which are pre-printedfederal forms with RED ink).

Order one of the 1099 bundle packages that will include 4-part perforated blank 1099s, 1099 Federal Copy A and Federal 1096 (which are pre-printed federal forms with RED ink).

Sage Aatrix Will Be Sole 1099, W2, 941 Printing and eFiling Source

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A reminder that in order to print any tax forms from any version of Sage 100 ERP you must adopt the Sage Aatrix eFiling. This connection will allow you to continue printing the forms (at no cost) and eFiling (for a small per item transaction cost).

Sage will no longer update the tax forms (1099, W2, 941) or their Electronic Reporting Module (fka Magnetic Media). You MUST adopt Aatrix if you require updated tax forms and/or electronic filing.

This program is a separate install from your source Sage 100 ERP Sage disk.

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