Filing and distributing printing W2 forms in Sage 50 is a critical year-end task for every employer, and if you're using Sage 50 Accounting, the process is streamlined—but only when done correctly. This guide provides a comprehensive breakdown of how to prepare, process, and print W2 forms in Sage 50, ensuring accuracy and compliance with IRS regulations.

What Is a W2 Form and Why It Matters

A W2 form is a mandatory IRS document that reports an employee's annual wages and the amount of taxes withheld from their paycheck. Employers are legally required to:

  • Distribute W2 forms to employees by January 31st
  • File W2 and W3 forms with the Social Security Administration (SSA)
  • Submit appropriate copies to state tax authorities

Mistakes or delays in processing W2s can lead to penalties, IRS scrutiny, and employee dissatisfaction.

What You Need Before You Begin

Before you can print W2 forms in Sage 50, confirm the following are in place:

  • Active Sage 50 Payroll Subscription
  • Latest payroll tax update installed
  • Aatrix Tax Forms module (used within Sage 50 for W2 preparation and filing)
  • IRS-approved W2 paper (4-part or 6-part depending on your filing needs)
  • A reliable printer and envelopes compatible with W2 layouts
Step-by-Step: How to Print W2 Forms in Sage 50 Step 1: Verify Employee Information

Ensure that all employee profiles include accurate:

  • Full legal names
  • Social Security numbers
  • Current addresses
  • Tax withholding details

This data will auto-populate into the W2 forms, so it's crucial to verify everything beforehand.

Step 2: Finalize Year-End Payroll

You must post all payroll transactions and close out the calendar year before beginning the W2 process. Run a Payroll Summary report to ensure all wages, deductions, and withholdings are recorded correctly.

Step 3: Open the Aatrix W2 Processing Tool

To access the W2 forms module:

  1. Navigate to Reports & Forms > Forms > Tax Forms
  2. Select Federal Forms > W-2s/W-3s
  3. Choose the correct tax year
  4. Click OK to launch the Aatrix Forms Viewer
Step 4: Select Your Filing Method

Aatrix will prompt you to choose how you want to file:

  • Print & Mail (if you plan to send physical forms)
  • eFile through Aatrix (recommended for employers with many employees or multi-state filings)

For printing W2s, select "Print" and proceed.

Step 5: Review Employee W2 Data

You will see a grid displaying each employee's W2 data including:

  • Wages
  • Federal income tax withheld
  • FICA (Social Security and Medicare) contributions
  • Benefits and retirement plan deductions

Review carefully and make edits if needed. You can also save your work and continue later.

Step 6: Align and Print W2 Forms

Aatrix will guide you through a form alignment test:

  • Load blank paper for a test print
  • Align print settings using the on-screen instructions
  • Make adjustments before inserting pre-printed W2 paper

Once aligned:

  • Load official W2 paper
  • Print all necessary copies:
    • Copy A (SSA)
    • Copy B (Employee)
    • Copy C (Employee copy for records)
    • Copy D (Employer's copy)
    • State and Local (if applicable)

Save a digital PDF for your company records.

Troubleshooting Common Problems Problem 1: Missing Employees

Solution: Ensure employees were paid during the tax year and their profiles include all required information.

Problem 2: Data Isn't Showing or Is Incorrect

Solution: Re-run payroll reports to verify figures. Refresh Aatrix and re-enter the W2 process if needed.

Problem 3: Printing Misalignment

Solution: Use the Aatrix alignment tool, and make sure you are using the correct printer settings and paper size.

Problem 4: Can't Access Aatrix

Solution: Update Sage 50 and Aatrix. Check firewall or antivirus settings that may be blocking Aatrix functionality.

Tips to Simplify the W2 Printing Process
  • Run year-end payroll reports before launching W2s to catch errors early
  • Back up your Sage 50 company file before starting W2 processing
  • Order W2 forms and envelopes early—especially if filing by mail
  • Mark the IRS deadline for mailing employee W2s: January 31
  • Use eFile if you're managing high employee volume or multiple state jurisdictions
Filing W2s Electronically Through Sage 50

While this guide focuses on printing, it's worth noting the benefits of using Aatrix's eFiling service:

  • Direct submission to the SSA
  • Automatic state filing
  • Delivery of employee copies via email or secure online portal
  • Reduced risk of filing errors
  • Confirmation receipts for audit trails

eFiling is especially helpful for employers managing 50+ employees or multi-state filings.

W2 Compliance and Record-Keeping Requirements

Employers must:

  • Provide W2 forms to employees by January 31st
  • File Copy A and Form W-3 with the SSA by the same deadline
  • Retain copies of W2s and W3s for at least 4 years

Ensure your W2s match your year-end payroll totals exactly to avoid audit triggers.

Read Also:- Recover Lost Data in Sage

Final Thoughts

When executed properly, printing W2 forms in Sage 50 is a straightforward task that ensures your business remains compliant and your employees receive accurate year-end tax documents. Preparation is key—verify data, install necessary updates, and follow each step carefully.