IMPORTANT NOTE FOR 1099s

If you plan on using the merge multiple company data files for 1099s and the companies use the same vendors (same EIN) do not enter a minimum YTD payment amount because it would be a combined total.

Example: If you set $600 as minimum YTD payment and company #1 paid a vendor $250 and company #2 paid same vendor $350, neither would pull into grid because each individual company did not meet minimum YTD amount but the combined total of both companys did meet the minimum YTD payment requirement.

The steps below uses the W2 form as the merge example below. But as of tax filing year 2012, all eFiling forms using the same Federal EIN can be merged using similar steps below.

The Multiple Payroll Data Files screen is located in your company setup right after you view your state and local tax account numbers. Please do the following:

1. Choose the radio button next to Yes, I use multiple payroll data files for this EIN.
2. Then you may choose the Save button and your data file will show in the payroll data section. You can name this company any way that you would like (for example: Company 1).
3. • Note: If you would like to export the data file, you may choose the Export button instead of Save and it will export the file to a chosen location and also add a row in the Payroll Data section on the merge screen.
4. Once you save your first company, close the window.
5. Open the next company database in your payroll software and follow the same process in the Company Setup until you reach the Multiple Payroll Data Files. Once again choose Yes, I use multiple payroll data files for this EIN.
6. Choose the Save button and your data file will show in the payroll data section. You may also name this company any way you like (for example: Company 2).
7. Once all databases have been saved, you will then check the box beside each company you want to merge. After all companies have been selected, the box beside them will be checked and they will also be highlighted.
8. Choose the Merge button.
9. The next prompt you receive will ask you if you have saved all data.
10. • If you have done so, select Yes.
    • If not, return to the Multiple Payroll Data Files screen and close. Open your next database and follow the same process starting from step 1.
11. If there are any duplicate employees.you will receive a prompt to combine the employee's information. If you have no duplicates or you chose Yes to merge duplicates, your filings will now begin to merge.
12. Once the merging process is complete, you may continue by selecting the Continue button.
13. If you are in the W2/1099 process, the W2/1099 Preparer will display and you can continue the eFile process. If you are merging in any other form, the form will open and you can continue eFiling.

If you have employees listed on quarterly tax forms with duplicate SS#'s you can do steps above in order to get prompt to merge duplicate SS# records, but you would only select to use and merge one company code.

To prevent duplicate SS#s (within one company code) in the future you could change the setting in Payroll Options to not allow Duplicate SS#s (located Payroll>Setup>Payroll Options, click on the Integrate tab)

NOTE: Verify the amounts for each employee that are merged to ensure data is correct.