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How to merge two or more databases to print W-2s and W-3s

Created on  | Last modified on 

Description

  • How to merge two or more databases to print W-2s and W-3s
  • Multiple data files when processing W2 and W3 forms
  • How do I process tax forms for multiple companies with the same EIN?

Cause


Resolution

CAUTION: Sage Customer Support does not assist with issues related to third-party products or enhancements, hardware, report customizations, state or federal tax-related questions, or specific accounting questions. Please get in touch with your Sage business partner, network administrator, or accountant for assistance. Please refer to our Scope of Support document for details.

Section 1: Export company files

  1. Start the W-2 Setup Wizard.
  2. On the step, Do you use multiple payroll data files for the same federal EIN? select Yes, I use multiple payroll data files for this EIN.
  3. In the Multiple Payroll Data Files window, click Save to export the payroll data file.
  4. Click Close.
  5. Click File, Close Company.
  6. Repeat steps 1-5 for each additional company except the last company then move to Section II.
Section 2: Merge exported files
  1. Start the W-2 Setup Wizard.
  2. On the step, Do you use multiple payroll data files for the same federal EIN? click Yes, I use multiple payroll data files for this EIN.
  3. In the Multiple Payroll Data Files window, click Save to export the payroll data file.
  4. Check the Payroll Data Names to be merged. Click Merge.
  5. Click Yes when asked, Have you included payroll data files with all employees for the filing?
  6. The merge process will begin. With large databases this may take a while. Do not interrupt the process.
  7. Click Continue when prompted. The files will be merged.
  8. Continue the W-2 / W-3 process normally, referring to DocLink: What is the process for filing my W-2s and W-3s?.

Section 3: Alternative Method

  1. Open the company that will not be used to print the W-2s.
  2. Click Reports & Forms, Payroll.
  3. Print the Yearly Earnings Report.
  4. If merging data for more than two companies, repeat steps 1-3 as needed.
  5. Open the main company.
  6. Click Maintain, Employees/Sales Reps.
  7. Select an Employee ID
  8. Click Employee Beginning Balances.
  9. Using the Yearly Earnings Report(s), enter the payroll amounts from the other company.
  10. Click Save, then Close.
  11. Repeat for each applicable employee.
  12. Run the W-2s; the total payroll amounts will now be included.


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