When an employee with the same Social Security Number (Setup, Employees, General tab) exists in multiple master files the merge feature will use the totals in the first file added that contains the Social Security Number.

Adding additional master files with the same SSN will not overwrite or be added to the first master file totals.

Option A: Beginning in December 2019, a work around was added to turn off the Aatrix "custom merge" feature that was implemented for Sage 300 CRE payroll in a prior version.

Please contact support to have your case escalated to a Senior Payroll analyst if the scenario outlined above applies to you in order to implement this change on your system.

Additional work arounds associated with this issue previously are outlined below:a)

Option B: Manually edit the totals inside the Preparer grids in Aatrix after merging the files.

Option C: In situations where the same employee has earnings in the reporting year in multiple master files with different employee ids, a temporary folder can be created to combine the employee records into a single master file and the check records into a single transaction file for processing of the forms in Aatrix.

For the W-2, adjust the employee Federal amounts in the W-2/1099 Preparer Grid. The amounts in boxes 16 - 20 may also need to be adjusted. Although the amounts returned in the state and local boxes on the W2 forms come from the check records, there have been cases where the state and/or local totals were short by one or more checks.

You can run the 941 Preparation report in Payroll under Reports>Tax Preparation>941 Preparation Report and enter your check dates using a range of dates associated with the reporting year and Range to a specific employee to get the yearly FWH wages. It may also be necessary to edit information in other boxes such as boxes 12 - 14.

Note: The 941 Preparation report pulls grand totals so it is important you range on each employee separately when running this report.