Sage 100

Client called this morning to tell me they have a problem with W-2 for 2013 in MAS 90 vs 4.4. They were contacted by the SSA and the totals from the W-2 they efiled don't reconcile with their 941 filings. After doing some digging, it appears that they ran their paper W-2 from the payroll backup company they made before closing 2013 in MAS 90. Everything there ties out. Therefore the employees and states got the right information. HOWEVER, the efile was prepared out of the live database and therefore they reported wages for 2014 for January 1st through February 11th! Oops! (after over 30 minutes of discussing, the client finally conceeded that this wasn't a software issue but rather a user mistake.) Now have to figure out how to correct with the SSA. We have employee's who where included that were hired in 2014 and had no reportable wages in 2013. How do you report negative wages in an efile? How do you create a W2C efile for 300+ employees? There are a lot of things about Sage 100 that I really like but payroll ain't one!

Did your client make a copy company with the 2013 data before closing the year? Maybe they have a 2013 backup somewhere?

@JaneCavanaugh they have a copy of 2013. That's where they did all their prep work for the W-2's they mailed to employees. They just made a mistake and created the efile from the production company. We have to figure out how to create a correcting efile for the IRS.

I was hoping the new eFiling would have a W-2c option, but that would be too easy. Do they have an IRS contact? I think one of my customers did something similar and the IRS let them upload a corrected file in the original format with the correct data. Found this on the internet under http://www.socialsecurity.gov/employer/bsohbnew.htm - ""Do not use Forms W-2c/W-3c Online if you are filing Forms W-2. Use Forms W-2/W-3 Online instead."" So maybe they will let your customer get away with a regular W-2 file.

Agree with Jane - have their CPA call the IRS then tell you how to proceed.

We are going to do this this morning. Only, we will be the ones on the call. They feel more comfortable with us doing it than their CPA.

How did it turn out?

@JaneCavanaugh we are going to finish up on Tuesday of next week. However, this is what we found and what we are going to do: 1) We are going to file a W2C electronic file with the SSA for all employees who were originally reported and for all employees who should have been reported. If an employee was originally reported for who actually did not receive wages in 2013 we will show zeros in the corrected amounts columns. If an employee was not originally reported who did have wages in 2013, we will show zeros in the original amount columns. 2) We found a tool called Account Ability (http://www.idmsinc.com/index.php) that will prepare a W-2C eFile and has a provision to import the W-2C data from a single spreadsheet. Every other option we could find either couldn't prepare a W-2c eFile or could not import the corrections. This tool allows us to do both. 3) We used the efile originally submitted to get the data for the first run. We then ran an efile from the 2013 payroll company with the correct W2 amounts. We pulled the data from both data files into Excel and parsed the RW records using documentation we found on the SSA site. We used AccuWage to confirm the column totals in the eFiles with the parsed totals in the Excel worksheets. We then combined the data so we had both sets of data for each employee and are now ready to load the data and create the W-2C eFile. If anyone ever runs something similar in the future, I hope the above provides a little help. Cheers!