Important: It is possible to combine data from multiple named master files if there is only one instance of a Social Security Number (SSN) in each master file. For example, you must combine employees in the Salary.prm and the Field.prm. In this case if the employees are unique to each master file you can merge them successfully. Named master files must be in same company data folder and not in sub-folders.

However, if an employee SSN exists in both, it will use the totals in the first master file the SSN appears in. You will have to manually add the remaining totals for the employee on the W-2/1099 Preparer Grid.

Select the form:

1. From the Tasks menu, select Federal eFile and Reporting or State eFile and Reporting.
2. If you use named master files, pick the name of the Master File you wish to use and click Ok.
3. If you use named transaction files, pick the name of the current transaction file you wish to use and click Ok.
4. In the Federal eFile and Reporting or State eFile and Reporting window, select the report you want to generate and the year for the report, then click Next.
   Note: If you have local taxes, click Link to to assign your local tax ID to the applicable local tax item in the grid. See How do I link local taxes in Aatrix? for more information on linking local taxes.
5. If you have created more then one W-2 form in Payroll, the W-2 Format Selection window displays. Select the applicable form and click Next.
6. In the Employees to Process window, all employees are selected by default. Clear the check box for employees to exclude them from the W-2 and W-3 reports and click Next and click Generate.
   Note: You do not need to clear the check box for employees with zero wages for the reporting year. W-2 forms will only generate for employees with wages in the reporting year.
7. Select No thanks, start processing my W-2/W-3s and click Next.

Verify company information:

6. Verify your Federal Employer ID Number and click Next.
7. Verify your company information and click Next. If using separate Data folders and Merging, the Aatrix company setup should be completed.
8. Select I am filing for my company/employer and click Next.
9. In the State & Local Tax Items window, you can assign the correct tax account number and add all state and local taxes that need to be reported on your W-2 forms. If you have already completed a federal or state tax form, the items may be already filled in.
   • Click Edit to change the items already listed and Add to set up new tax items. The text on the window shows you the correct format.
10. Verify your selections in the Data Verification window and click Next. Click the Help icon for more information about the available selections.
11. Verify your selections on the W-3 information window and click Next. Click the Help icon for more information about the available selections.

Using multiple payroll data files:

12. Select Yes, I use multiple payroll data files for this EIN and click Next.
13. In the Multiple Payroll Data Files window, click Save.
14. Use the prefilled file name and click OK and Close.
15. Repeat steps 1-14 for your each of the Master and associated Current files you need to combine to show correct totals in the report. After adding the last Payroll file select the files you saved and click Merge.
16. Verify you have selected all the applicable payroll data files and click Yes.
17. After the merge is complete, click Continue.

Verify employee information and totals:

18. Verify the employee information on the left side of the W2/1099 Preparer Grid. Make necessary corrections and click Next Step.
19. Verify the W2 Box totals for each employee. Make necessary corrections and click Next Step.
    Note: Aatrix tax forms will allow you to correct amounts accumulated when processing payroll. These changes will not flow through to your accounting data. If any amounts are incorrect, it is recommended to close Aatrix and make any necessary corrections in Payroll, then generate your W-2 forms again.

Print and/or eFile your forms:

20. Select the applicable options for printing and/or eFiling your forms, then click Next.
21. Based on your selections, you will be prompted to include state specific filing forms. Verify the applicable forms and click Next when prompted.
22. Review the forms that will generate in the Review Data window. If you would like to print the list, click Print. Click Next.
23. Reviewed your W-2 forms. If corrections need to be made, close the window and start over. If the forms are correct, follow the prompt at the top of the screen to print copies, then click Next Step. Repeat this step for each form you selected to print in step 3.

eFile your forms using the Aatrix eFile center:

1. If you have not enrolled with Aatrix, click Enroll to launch the Aatrix eFile Center. Click Enroll and follow the prompts to setup your account. After completing the steps to setup your account, on the Aatrix Secure eFile - EIN NOT ENROLLED window click I have Enrolled and have my Login ID.
2. If you have an account with Aatrix, the Aatrix Secure eFile - Login window will display. Enter your Username and Password and click Login.
3. Follow the prompts to complete the eFiling process.