Processing internet and magnetic files

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

For payroll compliance (annually licensed)

Internet and magnetic files (payroll tax reconciliation, payroll tax payment, W-2 forms, 1099 forms, and 1095-C forms filed by Internet or Magnetic method) are processed using the Actions > Process Internet/Magnetic Files screen.

When you have queued internet or magnetic files in the Actions > Process Payroll Tax Form screen or the Actions > Edit Payroll Tax Forms screen, follow these steps to create them.

Note: If the client data you expected does not display in the screen, refer to No data displays in the Process Internet/Magnetic Files screen.

  1. Choose Actions > Process Internet/Magnetic Files.
  2. If necessary, click the Transmitter Information button to open the Transmitter Information dialog, where you can enter both general and jurisdiction-specific transmitter information.
  3. Mark the checkboxes next to the files you want to process.
  4. Preview files, if needed, by clicking the Preview Selected button. Choose either Agency or Report as the format for the files. The default option is Report, which shows the data contained in the file for selected clients and forms.

    Notes

    • For files using the Report format, you can mark the Separate report per client checkbox to have the application create separate reports for each client when they are previewed or printed. This enables you to send the files to client-specific FileCabinet CS drawers.
    • If necessary, you can remove queued files by marking the checkbox next to the appropriate jurisdictions to select them, and then clicking the Remove Selected button.
    • To delete individual client records from the file, click the plus sign next to the file to expand the list of clients, mark the checkbox(es) next to the single client or multiple clients (hold down the CTRL key while marking the checkboxes for multiple clients) and press the DELETE key on your keyboard.
  5. Click the Create Files button to create the files and store them in subfolders (based on batch number) in the file location listed at the bottom of the screen.

    Notes

  6. In the Manage Files dialog, mark the Complete checkbox to prevent the application from appending that file.
  7. If you need to process files with the same jurisdiction, form, and period end date for additional clients, queue your internet or magnetic files for those clients and then follow steps 1 through 9 again.
  8. If you use Accounting CS on SaaS or Virtual Office, copy the file to your local workstation.  

    Notes

    • By default, Internet forms are organized first by period end date, then by jurisdiction, then by batch number. If the Separate internet/magnetic files by staff checkbox is marked in the Preferences tab of the Setup > Firm > Firm Information screen, then the forms will be organized by period end date, jurisdiction, staff ID, then batch number.
    • When you choose the file destination on your local workstation, note that the V: drive represents your workstation’s local C: drive.
  9. Complete the filing process by mailing or uploading your payroll tax forms.

See also

Processing payroll tax reconciliation forms

Workflow - Processing payroll tax reconciliation forms

Workflow - Processing W-2 forms

Workflow - Processing 1099 forms

Creating payroll tax reconciliation forms that include payment

Creating electronic or internet files for payroll tax payment forms

E-filing state and local payroll tax forms

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