Payroll and Vendor Year-End Processing (W2s & 1099s)
Use the information here at your own risk.
SouthwareAnswers does not provide tax advice. Please contact your CPA for specific information about your requirements.
If you are not sure how to apply the information available, please contact your Southware Solutions Partner.
SouthwareAnswers does not provide tax advice. Please contact your CPA for specific information about your requirements.
If you are not sure how to apply the information available, please contact your Southware Solutions Partner.
SouthWare Forms
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W2 & 1099 updates are available for current Revision 16 clients and requires 12/31/18 CMSS date (or later)
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W2 Mate
Southware is now providing an interface to W2-Mate, an inexpensive and helpful tool, to handle W2 and 1099 processing. W2-Mate helps eliminate your year-end form printing hassles.
W2-Mate Offers:
- Prints on Blank Paper & Preprinted Tax Forms
- Prints W2 Forms on regular white paper
- Option to import W2 and 1099 Data from Southware or CSV file
- Option to import 1099 Data from Southware
- Exports all W2 and 1099 fields to Excel
- Option to import W2 data from W2 Electronic Filing Format (EFW2 Format) and 1099 data from 1099 Electronic Filing Format (Publication 1220 Format)
- Network-ready
- 1099 Efile & W2 Efile (Electronic Filing) Option
- Order & receive instantly
- Trusted by thousands every year
- Meets IRS and SSA regulations
Recommended W2-Mate Options (Checked Below)
STEP ONE: In the table below please select the product(s) you want to buy (software is Windows compatible):
W2 Mate FAQ
We have multiple companies with different Federal ID numbers. Does the software support multiple companies?
W2 Mate does not limit the number of companies, employees/recipients or forms.
If the W2s are printed on plain paper, does the Social Security Administration accept these forms or do you still have to print the SSA copies on the pre-printed forms?
W2 Mate Option #1 allows users to print SSA approved substitute W2-A and W3 forms on blank paper. You will not need pre-printed forms.
- Please remember the SSA allows for substitute, however the IRS requires pre-printed red-ink scannable forms.
You will need pre-printed red ink 1099 Copy A and 1096 forms.
Are the W2 forms editable once the information is imported into the software? Example: if adjustments need to be made to the health insurance or other amounts, can this be done after the import is done and before the forms are printed?
W2 and 1099 form data can be edited after importing.
Do you support W2C (corrected) forms?
W2 Mate supports corrected 1099 forms. At this time we do not support W2C, however it is a feature that may be added in the future. This is a feature the development team is considering.
We would like to email W2s and 1099s. Are the email addresses stored in the software?
Email addresses are stored inside W2 Mate.
If we import the totals from the EFW2 format, and since this file does not include the email address, can the email addresses be imported separately? If so, what format is required for the email file? How would the employees be identified to update the email addresses? Is it by social security number?
Email can be imported from a CSV file and matched to the employee by the social security number.
Is there a demo version we can get to test the process?
The optional features you have inquired about such as SSA approved substitute W2/W3 printing and importing cannot be tested inside the demo version. You can download the demo version here and partially test importing. Importing email addresses cannot be completed in the demo, however you can select the CSV file and map the data.
If we email the W2s and 1099s, is the password the same on the PDF file for all employees or how are the passwords assigned?
The PDF password can be selected when creating the PDF file(s). If you create the PDF files in batches the password can be different in each batch, this may become confusing for yourself (the user of the software). We recommend the password stay the same within the same company. The password can be the employee's / recipient's SSN/ID number or a combination of the employee's / recipient's SSN/ID number and the city name.
Which options will we need to purchase in order to:
An online order capability with complete W2 Mate product list and pricing is available online at
https://www.realtaxtools.com/Buy-Credit.html
W2 Mate does not limit the number of companies, employees/recipients or forms.
If the W2s are printed on plain paper, does the Social Security Administration accept these forms or do you still have to print the SSA copies on the pre-printed forms?
W2 Mate Option #1 allows users to print SSA approved substitute W2-A and W3 forms on blank paper. You will not need pre-printed forms.
- Please remember the SSA allows for substitute, however the IRS requires pre-printed red-ink scannable forms.
You will need pre-printed red ink 1099 Copy A and 1096 forms.
Are the W2 forms editable once the information is imported into the software? Example: if adjustments need to be made to the health insurance or other amounts, can this be done after the import is done and before the forms are printed?
W2 and 1099 form data can be edited after importing.
Do you support W2C (corrected) forms?
W2 Mate supports corrected 1099 forms. At this time we do not support W2C, however it is a feature that may be added in the future. This is a feature the development team is considering.
We would like to email W2s and 1099s. Are the email addresses stored in the software?
Email addresses are stored inside W2 Mate.
If we import the totals from the EFW2 format, and since this file does not include the email address, can the email addresses be imported separately? If so, what format is required for the email file? How would the employees be identified to update the email addresses? Is it by social security number?
Email can be imported from a CSV file and matched to the employee by the social security number.
Is there a demo version we can get to test the process?
The optional features you have inquired about such as SSA approved substitute W2/W3 printing and importing cannot be tested inside the demo version. You can download the demo version here and partially test importing. Importing email addresses cannot be completed in the demo, however you can select the CSV file and map the data.
If we email the W2s and 1099s, is the password the same on the PDF file for all employees or how are the passwords assigned?
The PDF password can be selected when creating the PDF file(s). If you create the PDF files in batches the password can be different in each batch, this may become confusing for yourself (the user of the software). We recommend the password stay the same within the same company. The password can be the employee's / recipient's SSN/ID number or a combination of the employee's / recipient's SSN/ID number and the city name.
Which options will we need to purchase in order to:
- Have multiple companies with separate Federal ID numbers
- Import W2 information using the EFW2 format
- Import email addresses
- Email W2s and 1099s to employees / vendors
- Print on plain paper
- Prepare W3 and 1096 transmittals
An online order capability with complete W2 Mate product list and pricing is available online at
https://www.realtaxtools.com/Buy-Credit.html
Use the information here at your own risk.
SouthwareAnswers does not provide tax advice. Please contact your CPA for specific information about your requirements.
If you are not sure how to apply the information available, please contact your Southware Solutions Partner.
SouthwareAnswers does not provide tax advice. Please contact your CPA for specific information about your requirements.
If you are not sure how to apply the information available, please contact your Southware Solutions Partner.