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)

The Process Payroll Tax Forms screen allows you to preview or print specified payroll tax forms for all or selected clients. This screen relies on the information entered for the client, particularly in the Payroll Taxes tab of the Setup > Clients screen, to make the appropriate forms available for the client. First, select the form type and then specify the data retrieval information for the forms.

Choose Actions > Process Payroll Tax Forms.

The options available in this screen vary depending on the form type you select. Refer to the Payroll tax processing, overview to view information about working with each type of form.

Note: If you need to process W-2 forms for specific employees, use the Actions > Edit Payroll Tax Forms screen.

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Fields & buttons

Select the form type from the drop-down list. The retrieval and filtering fields available depend on which form type you have selected. Every time you update a retrieval field, you will need to click the Refresh button to update the list of clients and forms.

You can filter the forms in this screen by making selections from the filtering fields. You can filter by client, filing method, jurisdiction, filed by, or employer type, making it possible to display only the clients and forms that you want to print. Refer to the Filtering data in the Process Payroll Tax Forms screen topic for more detailed information about the filtering fields.

Note: If a client is missing from the Form Selection grid, it may have been filtered out. For example, if a client has an Inactive date set (in the Main tab of the Clients screen) that is prior to the period currently being processed, that client is automatically filtered out of the grid.

When you click the Refresh button, the form grid displays a list of the forms you have specified with your retrieval and filtering options. You will need to click the Refresh button again if you change your selection in any of the retrieval fields to allow the grid to update. The grid will automatically update any changes you make in the Filter options section.

  • Form Selection grid. The Form Selection grid displays the clients and forms specified by the data retrieval information you have selected. Mark the checkboxes for the clients and forms that you want to preview or print. Right-click in the grid for options to select/deselect all forms in the grid or to select/deselect forms that you have highlighted in the grid. To select specific copies of the form, click the plus sign next to the client ID to expand the list and make your selection.

    Note: If necessary, you can override the client-level setting for a form's filing method or filing instructions by selecting a new method from the Filing Method drop-down list and changing the selection in the Filing Instruction drop-down list for that form. This will not affect the client-level setting in the Payroll Taxes tab of the Clients screen.

  • Process Payroll Tax Forms Notes dialog. In the Form Selection grid, you can click the Ellipsis button in the Notes column for each client to open the Process Payroll Tax Forms Notes dialog, where you can view, add, delete, modify, or print notes that are specific to the processing of payroll tax forms for that client. As an example, this dialog could contain an explanation for why an override was used, why there was a refund on a particular form, or to communicate the current state of the processing procedure and specify what the next step should be. Notes are not shared between this dialog and the Processing Notes dialog.
  • Order Forms. This link (available only when W-2, 1099, or 1095-C is selected as the form type) opens the Forms CS website where you can order 1099 and W-2 forms from Forms CS.
  • Print Options. The Print Options buttons (available only when W-2, 1099, or 1095-C is selected as the form type) opens the Print Options dialog - Form 1099 or the Print Options dialog - Form W-2.

When this checkbox is marked, penalties and interest will be calculated on the currently selected forms based on your current system date. This checkbox is unmarked by default. Once you mark the checkbox, it remains marked until manually cleared or until the application is closed.

To clear form overrides that were made in the Edit Payroll Tax Forms screen for any selected forms, mark the Clear Form Override checkbox and then either preview or print the form.

This checkbox is available only when Reconciliation, W-2, or 1095-C is selected as the form type. To clear employee data overrides that were made in the Employee Data tab of the Edit Payroll Tax Forms screen for any selected forms, mark the Clear employee overrides checkbox and then either preview or print the form.

This checkbox is available only when 1099 is selected as the form type. To clear data overrides that were made in the Recipient Data tab of the Edit Payroll Tax Forms screen for any selected forms, mark the Clear recipient overrides checkbox and then either preview or print the form.

Mark this checkbox if you do not want to display the Form Summary report after processing reconciliation forms.

To preview/print informational and critical diagnostic information for the selected forms prior to printing them, click this button to open the Diagnostic Messages dialog. For more detailed information about previewing and printing diagnostic messages for payroll tax forms, please refer to the Previewing and printing diagnostics for payroll tax forms topic.

This button is available only when Reconciliation is selected as the form type.

To review differences between tax amounts and liability amounts and create liability adjustments for forms, click this button to open the Process Liability Adjustments dialog.

This button (available only when W-2, 1099, or 1095-C is selected as the form type) opens the Print Preview window and displays the W-2 or 1099 Ordering Worksheet for the clients you have selected in the Form Selection grid.

This button opens the Print Preview window and displays a report of the selected forms that includes the following columns: Client ID, Client Name, Form, Jurisdiction, Period End Date, Filing Method, Status, and Inactive Date.

Click this button to open the Payroll Tax Form Note Options dialog, which enables you to print the Payroll Tax Form Notes report for selected clients.

Click the Preview Selected button to open the Tax Forms preview window, where you can view the client copy of selected tax forms.

Click the Process Selected button to open the Print dialog, where you can modify various printing options and print the selected tax forms. 

Note: If you are processing any electronic or internet/magnetic files, be sure to mark the Filing copy checkbox in the Print dialog to queue the files and make them available for processing in the Actions > Process Electronic Files screen or the Actions > Process Internet/Magnetic Files screen.

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Related topics

Setting up client payroll tax information

Filtering data in the Process Payroll Tax Forms screen

Previewing and printing diagnostics for payroll tax forms

Processing liability adjustments

Printing filing instructions for payroll tax forms

Employee count examples for 94x and state unemployment (SUTA) forms

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