Filtering data in the Process Payroll Tax Forms screen

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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)

Use the filter fields at the top of the screen to choose the type and time period for the forms that you want to process. Then use the fields in the Filter Options section to drill down using more specific search criteria.

See Searching and filtering data to learn how to filter data and create custom filters.

General form type filtering

Choose the type of form that you want to process. When you do so, more filtering fields display based on the form type.

Mark the checkbox for the frequency of the forms you want to process, and then make the selections appropriate to that frequency.

  • Monthly. Choose the month and year.
  • Quarterly. Choose the quarter and year.
  • Annually. Choose the year.

Check dates. Select the beginning and ending check dates for the payment forms you want to process.

Year. Select the year you want to process.

  • 1099 type. Select the 1099 type that you want to process.
  • Year. Select the year you want to process.

Year. Select the year you want to process.

When you have made your selections here, clicking the Refresh button displays all of the forms that match the form type and specified frequency and/or time period.

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Filter options

You can choose to display only forms that use a specific filing method. The drop-down list differs depending on the form type you have selected.

  • Reconciliation
    • Electronic
    • Electronic with payment
    • Internet
    • Internet with payment
    • Magnetic
    • Magnetic with payment
    • Paper
    • Preprinted
    • Preprinted with labels
  • Payment. The filing method field does not display.
  • W-2
    • 2-Up
    • 3-Up
    • 4-Up
    • 4-Up Pressure Seal
    • Electronic
    • Internet
    • Magnetic
    • Paper
    • Preprinted
  • 1099
    • Preprinted
    • Paper
    • Pressure Seal
    • Internet
  • 1095-C
    • Paper
    • Pressure Seal
    • Internet

You can choose to display only forms filed by the firm or only forms filed by the client.

This filter option is available for Reconciliation, W-2, 1099, and 1095-C form types. You can choose either Processed or Not processed from the drop-down list. If you do not select an option here, the Form Selection grid displays all payroll forms (both processed and unprocessed) that meet the criteria specified in the other filter option fields.

Notes

  • The application displays the status (Processed and Not processed) of forms in the Status column of the Form Selection grid. A Processed status also includes a processing date in that column.
  • To reset the status from Processed to Not processed, select the form in the grid and then click the Process Selected button. In the Print dialog, mark the Mark all as not processed checkbox, and then click OK.

Use the Status filter to see which payroll tax forms have been processed and which ones still need to be processed, so you can easily monitor the progress being made for payroll tax processing for the selected period.

This filter option is available only for W-2 form types with a status of Not processed. You can use this filter to display and process only the W-2 form information that has already been verified in the Verify W-2s screen.

This filter option applies only to unprocessed reconciliation forms (so it will display only if you select Reconciliation as the form type and Not processed as the status.) You can choose either Processed or Not processed from the drop-down list.

Use this filter in conjunction with the Status filter to see which payroll tax forms still need liability adjustments processed and which are ready to process.

  • Example 1. To show only the clients' forms for whom you have not yet gone through the liability adjustment process, select Not processed in the Status filter and Not processed in the Liability adjustments filter.
  • Example 2.To show only those forms that are ready for processing, select Not processed in the Status filter and Processed in the Liability adjustments filter.

You can choose to display only forms that apply to a specific jurisdiction, such as federal forms or forms for a specific state. When you choose an option from the drop-down list, the application displays the Form drop-down list so that you can choose a specific form.

This filter option applies only to W-2 forms and displays when a selection is made in the Jurisdiction drop-down list. In addition, the position of the Employee Copy filter depends on which jurisdiction is selected.

  • When Federal is selected in the Jurisdiction filter and Copy A/W-3 is selected in the Form drop-down list, the application displays an Employee Copy drop-down list from which you can select either Processed or Not processed.
  • When a state is selected in the Jurisdiction filter, the application displays an Employee Copy drop-down list from which you can select either Processed or Not processed.

Use the Employee Copy filter in conjunction with the Status and Jurisdiction filters to easily see which W-2 Copy A/W-3 or state W-2 forms are ready to be filed.

Example: To show only those clients' Copy A and W-3 forms that have had their Employee Copy processed, select Not processed in the Status filter, Federal in the Jurisdiction filter, Copy A/W-3 in the Form filter, and Processed in the Employee Copy filter.

This filter option applies only to 1099 forms and displays when Federal is selected in the Jurisdiction filter field and Copy A/1096 is selected in the Form drop-down list. You can choose either Processed or Not processed from the Recipient copy drop-down list.

Use the Recipient copy filter in conjunction with the Status and Jurisdiction filter to see which 1099 Copy A/1096 or Copy 1 forms are ready to be filed.

Example: To show only those clients' Copy A and 1096 copies that have had their Copy B, Copy, Copy 2, and/or Copy B/2 (recipient copies) processed, select Not processed in the Status filter, Federal in the Jurisdiction filter, Copy A/1096 in the Form filter, and Processed in the Recipient copy filter.

The Client filter fields enable you to specify in greater detail which client forms you want to display. These are the same filtering options that are available within the Clients screen.

Some filters that may be very useful in the Payroll Tax Form Processing screen are:

  • Primary Processor.
    You can choose to display only the clients for whom you or another specified staff member is the primary processor.


    Or you can choose to display only the clients for whom the staff member currently logged in is the primary processor.
  • Employer Type. You can choose to display only the clients with a particular employer type, thereby limiting the form types displayed in the grid.
  • Inactive Date. You can choose to display only clients who have an inactive date that falls within the form filing period by filtering by less than or equal to the ending date of the form period.
  • Payroll name or EIN/SSN. As an easy way to determine if clients are missing information, you can choose to display only the clients with missing EIN/SSN numbers or with no payroll name specified. Just choose is blank in the Method drop-down list.

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