W2 Changes (Reporting year 2006)
Program changes available for Revision 9.0 - 12.0

Revision 11 and 12 will be included on the Monthly PLUS CD (12.E/11..O).    Revisions 9,10, 11 and 12 can be downloaded from the Partnerzone.  Dealers must purchase and activate a license key before printing W2's or building the W2 Magnetic media file for revisions 9 and 10.  Please contact your sales representative to purchase the license key.

Please review the W2 documentation before proceeding with creating and printing W2's.

W2 and 1099 Forms can be purchased at  www.southwareforms.com


2006 W2 Printed Form Changes

• New codes "AA" and "BB" can apply to box12. See W2 instructions.
• Employee Name Suffix must be printed except on COPYA. Also if employee's last name overflows the available print area, only first and middle initials and last name will be printed, overwriting the vertical lines.

2006 Magnetic Media Changes for MMREF:

• New codes above apply to "RW" and "RT" records for MMREF file.
  - The AA information is in the RW record in position 441-451 and the RT record in position 370-384
  - The BB information is in the RW record in position 452-462 and the RT record in position 385-399
• Changed several literal references from "magnetic media" to "MMREF file".

External filename for MMREF now defaults to W2REPORT.TXT (extension added).

NOTE: The SSA will no longer accepts magnetic media. The MMREF file continues to be the prescribed format for transmission over the internet via the BSO software.


REV 11 & 12 ONLY (Print 4 to a page W2's)
This is EMPLOYEE COPIES only. In this mode, you MUST PRINT 4 W2's per employee. This is exactly one page. WARNING: This form requires 8 lines per inch init string. Also the top margin should be 3/8 inches.

PCL init strings to print 8 lines per inch (we used the first string below to print the 4 to a page W2's
*Some printers may require adjust the left and top alignment.

Testing W2’s
To ensure the accuracy of your W2 forms and magnetic media
please test your totals and files before printing and submitting your W2's by following the steps below:

1. Build the W2 workfile using the instructions from your Circular E and the PR W2 documentation (PRW2DOC.PDF)
2. Print a full-employee listing (PR040901) to include YTD Federal and State Accumulations. Include Recurring Deductions/Earnings on the report.
3. Print the W2 Edit Listing (PR060202) for all employees
4. Compare the federal and state taxable totals along with the tax amounts.
5. Print the Cumulative Deducts/Earnings Report (PR0405) to verify the deduction/earnings totals on the W2 edit listing match the YTD totals from the Recurring Deduction/Earnings file.
6. If you are submitting W2's to the SSA, download the MMREF test software (ACCUWAGE) from http://www.ssa.gov/employer/accuwage and install the software.
7. Test the magnetic file created from SouthWare (W2REPORT.TXT) using the SSA software. The magnetic media file will be created in your SouthWare data subdirectory.

Using the AccuWage software - verify the totals record (RT record) with the totals from the W2 Edit Listing.
 

Miscellaneous 1099 Changes for 2006

Revisions 9.0/10.0 program changes can be downloaded from the partnerzone.  A license key must be entered before the customer can print 1099's or build the 1099 Magnetic media file.  Please contact your sales rep for more information.

REV12 Only:  Added additional amount fields for boxes (Must build the workfile with new programs)
The existing 1099 feature allows only one amount in the vendor record.  The amount is for box 1, box 2 or box 7. This has not changed.  The new feature allows you to enter additional amounts in the 1099 work file.   Added the option to enter box amounts 1, 2, 3, 5, 6, 7, 8, 10, 13, 14, 15a, 15b in the 1099 work file.  All amounts will be printed on the form and populated in the magnetic media file.

AP050604 - Edit the 1099-MISC Work File. Added field 14 Additional Amounts to enter box amounts  in the 1099 work file. All amounts will be printed on the form and populated in the magnetic media file.

The boxes that can be populated are:
Box 1 - Rents
Box 2 - Royalties
Box 3 - Other Income
Box 5 - Fishing Boat Proceeds
Box 6 - Medical and Health Care
Box 7 - Nonemployee Compensation
Box 8 - Substitute Payments
Box 10 - Crop Insurance (payment code "A")
Box 13 - Golden Parachute (payment code "B")
Box 14 - Attorney Fees (payment code "C")
Box 15a - 409A Deferrals (payment code "D")
Box 15b - 409A Income (payment code "E")

2006 Changes (REV 9,10,11 & 12):
1. Deleted media option for 3-1/2 inch diskette. Replaced that with E-send file option.
2. Company Contact E-mail Address expanded to 50 char (was 35)
3. Deleted Resell (Vendor) Email Address
4. Deleted Replacement Code
5. Deleted Replacement file name

Magnetic Media Changes (REV 9,10,11 & 12):
"T" Record changes:
1. Deleted "Replacement Alpha Character in positions 21 thru 22
2. Deleted "Electronic File" name for a replacement file, positions 396 thru 410
3. Deleted "Vendor Contact Email Address" positions 705 thru 739 (this is blank now)
4. Contact Email Address is now in position 359 thru 408
5. Cartridge Tape File Indicator is now in positions 409 thru 410
6. Positions 2 thru 5 changed for payment year (2006)

“A” Record & "B" Record changes:
1. Positions 2 thru 5 should have payment year (2006)