Paying your employees
> Payroll tax forms
New Features
Advanced Filters for Registers
Void Check
Video links
Departments added to Bank Deposits
Tracking Leads
Update AccountEdge date
Create a copy of a transaction
Easier navigation for invoices and bills
Purge Sale/Purchase Quotes and Cards
Departments added to Inventory Adjustments
7 Years Historical reporting
Profit Analysis reports
Lead reports
Web Pay
Introduction
Learn about your AccountEdge software
Manuals
Online help
Other resources
Where to start
Explore your AccountEdge software
Command centers
Sidebar
Action menu
Calendar (date entry)
Business calendar
Calculator
Zoom arrows
Search icons
Select columns
Mouse shortcuts
Shortcut keys
Default screen font
Spell-check
Setting up your company file
Overview
Create a company file
Easy setup assistant
Set up preferences
Set a password for the Administrator user ID
Set up accounts
Enter account opening balances
Advanced setup
Overview
Set up sales
Set up purchases
Set up payroll
Do an initial bank reconciliation
Task 1: Identify uncleared withdrawals and deposits
Task 2: Record uncleared withdrawals and deposits
Task 3: Reconcile
Create item records
Enter your inventory opening balances
Set up Business Services
Activating Business Services
Set up Vendor Payments and Direct Deposits
Set up Payroll Tax Forms
Registering to use Payroll Tax Forms
eFile
Set up a Web Store
Web Store Gift Cards
Web Store Sync items
Manage AccountEdge Mobile
Manage AccountEdge Cloud
Manage Rerun
Web Pay Setup
Banking
Receiving money
Bank deposits
Spending money
Entering transactions in the Bank Register window
Transferring money between accounts
Tracking petty cash expenses
Recording miscellaneous transactions
Void Checks
Credit card transactions
Credit card payments using Merchant Account Service
Processing credit card payments using Merchant Account Service
Declined authorization
Timed-out authorization
Voiding Merchant Account Service credit card payments
Reconciling your bank accounts
Undoing an account reconciliation
Importing statements
Analyzing your cash flow
Sales
Creating a lead card
Creating a customer card
Entering sales
Task 1: Enter information about the customer
Task 2: Choose the type of sale
Task 3: Enter the items or services you are selling
Task 4: Enter additional information about the sale
Task 5: Complete the sale
Adding and deleting transaction lines, subtotals, and headers in sales transactions
Recording sales with insufficient on-hand item quantities
Build, buy, or backorder items
Allow negative on-hand item quantities
Changing the status of a sale
Reviewing your sales information
Receiving payments
Printing payment receipts
Credit control
Credit limits
Credit holds
Finance charges paid by customers
Customer credits
Settling credits
Dealing with a vendor who is also a customer
Accounting for bad debts
Manage Retainers, Escrows & Trusts
Progress Billing
Process Web Orders
Managing Sales Tax
How to manage your sales tax
Step 1: Setup tax codes
Step 2: Assign tax codes to customers and vendors
Step 3: What reports to run when its time to file your sales tax return
Step 4: How to deal with making adjustments
Step 5: Cutting the check
Commission Tracking
Purchases
Creating a vendor card
Setting up cards for 1099 vendors
Entering purchases
Entering a purchase transaction
Task 1: Enter information about the vendor
Task 2: Choose the type of purchase
Task 3: Enter the items or services you are purchasing
Task 4: Enter additional information about the purchase
Task 5: Complete the purchase
Adding and deleting lines, subtotals, and headers to purchases
Receiving items without a bill
Set up an accrual account for items received without a vendor bill
Record items received without a bill
Creating a purchase order from a sale
Changing the status of a purchase
Reviewing your purchases information
Paying bills
Preparing electronic payments
Recording and settling vendor debits
Settling vendor debits
Adding finance charges paid to vendors
Paying your employees
Creating payroll categories
Wages Information window
Accrual Information window
Deduction Information window
Employer Expense Information window
Editing payroll categories
Creating employee cards
Entering employee payroll information
Timesheets
Delete timesheet entries
View timesheet reports
Processing your payroll
Task 1: Select the pay period
Task 2: [Optional] Include employee timesheets
Task 3: Select and edit paychecks
Task 4: Record employee pays
Task 5: Process payments
Task 6: Print/email pay stubs
Payroll liabilities
Reviewing payroll information
Viewing pay history
Viewing prior year payroll reports
Viewing an employee’s accrual balances
Analyzing payroll
Reviewing payroll liabilities
Payroll tax forms
Billing for time
About the time billing feature
Setting time billing preferences
Setting billing rates
Creating activities
Creating activity slips
Creating multiple activity slips
Reviewing and changing activity slips
Creating time billing invoices
Work in progress
Billing Rate Levels
Inventory
Creating items
Average Cost, Last Cost, and Standard Cost
Creating Item Variations
Making inventory adjustments
Inventory locations
Recording inventory movements between locations
Building items
Auto-building items
Counting inventory
Reviewing your inventory information
Setting item prices
Customizing inventory
Creating custom price levels
Creating custom lists
Custom lists and inventory reports
Creating brands list
Brands list and inventory reports
Weight
Creating custom fields
Creating tags list
Tag list and inventory reports
Web Store Item Sync
Track Serial Numbers
Track Warranties
International transactions
About the multiple-currency feature
Setting up multiple currencies
Task 1: Select the multiple currency option
Task 2: Set up records for foreign currencies
Task 3: Create accounts to track foreign-currency transactions
Task 4: Assign accounts to foreign currencies
Task 5: Assign currencies to foreign customers and vendors
Exchange rates
Tracking currency gains and losses
Tracking realized currency gains and losses
Unrealized currency gains and losses
Miscellaneous transactions
Lists
Adding a record
Adding records using Easy-Add
Setting up tax codes
Finding a record
Changing a record
Inactivating or reactivating a record
Deleting a record
Combining records
Combining cards
Combining accounts
Combining items
Tracking Mileage
Company vehicles list
Mileage Rates
Mileage Slips
Document Manager
Reports
Producing reports
Printing report batches
Customizing reports
Task 1: Select the data to be printed
Task 2: Select the required fields
Task 3: Select finishing options
Task 4: Change the report format
Task 5: Print the report
Task 6: Save the report
Changing the default fonts on reports
Transactions
Finding a transaction
Changing or deleting a transaction
Changing a transaction
Deleting a transaction
Reversing a transaction
Recurring transactions
Setting up recurring transactions
Recording recurring transactions
Reminders
Create copy of a transaction
Publishing to iCal
Publishing an invoice or purchase to iCal
Publishing a recurring transaction to iCal
Publishing a reminder log to iCal
Forms
Finding forms
Sending forms
Sending forms when you record a transaction
Sending forms in a batch
Advanced filters
Customizing forms
Task 1: Display the form
Task 2: Set up form properties
Task 3: Add and edit elements
Task 4: Preview the customized form
Task 5: Save the customized form
Task 6: Print the customized form
Changing the default fonts on forms
Adding and editing elements
Adding and editing data and label elements
Adding and editing graphic elements
Editing all elements with common commands
Contact management
Creating a card
Keeping in touch with your contacts
Personalized letters
Mailing labels
Reminder log
Other ways to keep in touch
Grouping your contacts
Identifiers
Custom lists
Synchronizing AccountEdge cards with Microsoft Outlook contacts
Exporting your AccountEdge cards to your Outlook contacts
Importing your Outlook contacts to your AccountEdge cards
Customizing cards
Card identification codes
Card pictures
Lead source and status
Reviewing your contact information
Financial control
Tracking financial information
Accounts
Categories
Jobs
Departments
Tracking reimbursable expenses
Task 1: Set up a job
Task 2: Assign expenses to the job
Task 3: Bill the customer
Changing the status of a reimbursable expense
Budgets
Entering budget amounts
Budget Shortcuts window
Auditing your records
Reviewing financial information
End-of-period procedures
Month-end procedures
Task 1: Run the Company Data Auditor
Task 2: Reconcile your bank accounts
Task 3: Review reports
Task 4: Send customer statements
Task 5: Record depreciation
Task 6: Pay payroll taxes
Task 7: Lock periods
Starting a new fiscal year
Task 1: Complete month-end tasks
Task 2: Perform an inventory count
Task 3: Provide information to your accountant
Task 4: Enter end-of-year adjustments
Task 5: Back up your company file
Task 6: Start a new fiscal year
Task 7: Optimize and verify your company file
Starting a new payroll year
Task 1: Run your last payroll
Task 2: Optimize and verify your company file
Task 3: Back up your company file
Task 4: Start a new payroll year
Task 5: Install product updates
Task 6: Run your first payroll
Task 7: Restore your backup
Task 8: Print year-end payroll forms
Task 9: Print vendor 1099 statements
Task 10: Print payroll reports
Preparing 1099 and 1096 forms
Preparing 1099 and 1096 forms using your company file information
Preparing 1099 vendor forms manually
Managing user accounts and company files
Managing user accounts
Backing up and restoring company files
Servicing your company file
Checking your company file for errors
Optimizing your company file
Purging information that is no longer needed
Troubleshooting file-locking problems
Changing company file date
Special considerations for networking company files
Preferences in a network environment
Preventing data entry while generating reports
Storing custom reports on a network
Displaying up-to-date information
Improving performance
Alert messages—company file
Alert messages—transactions
Importing and exporting data
Exporting data
Exporting to and importing from AccountantLink
Importing data
Importing Quicken (QIF) files
Managing import and export records
AppleScripts
Networking company files
Preparing company files for multiple users
Setting up the network hardware
Setting up a company-file folder on a Mac OS X host
Accessing the shared company file from Mac OS X workstations
Setting up a company-file folder on a Windows host
Accessing the shared company file from a Windows workstation
Glossary
Index
Payroll tax forms
Your software provides all the features necessary to prepare and print certified copies of Forms W-2 and W-3 at the end of your payroll year. If you’re registered for the Payroll Forms Service, you can also prepare and print hundreds of state and federal payroll forms using information extracted from your company file.
The payroll forms that you prepare can be filed in several formats, depending on the type of form and the requirements of the state and federal authorities with which you must file. This means you can distribute official, printed forms—such as W-2s—to your employees, and you can also mail or electronically file forms with the federal government and any state agencies to which you are required to report payroll tax information.
The following table lists the Federal payroll tax forms that are available in your software. There are also many other State forms.
Form
Description
Federal Tax Deposit Coupon
EFTPS Form 8109
940
Employer’s Annual Federal Unemployment (FUTA) Tax Return
941
Employer’s Quarterly Federal Tax Return
941-Schedule B
Employer’s Record of Federal Tax Liability
941-V
Form 941 Payment Voucher
943
Employer’s Annual Federal Tax Return for Agricultural Employees
943-A
Agricultural Employer’s Record of Federal Tax Liability
943-V
Form 943 Payment Voucher
944
Employer’s Annual Federal Tax Return (for annual filers)
944-V
Form 944 Payment Voucher
945
Annual Return of Withheld Federal Income Tax
945-A
Annual Record of Federal Tax Liability
945-V
Form 945 Payment Voucher
Electronic W2 Consent
W-2 Consent for each of your employees.
I-9
Employment Eligibility Verification
W-2
Wage and Tax Statement
W-4
Employee’s Withholding Allowance Certificate
W-5
Earned Income Credit Advance Payment Certificate
note :
Forms 1099 and 1096 cannot be prepared or filed using the Payroll Forms Service
Access to forms 1099 and 1096 is not currently available through your software’s Payroll Tax Forms preparation features. Use the Print 1099s and 1096 option in the Purchases Command Centre to prepare, edit and print these forms.
Although you can customize these forms using your software, forms that don’t match governmental guidelines won’t be accepted. You should use the standard form layout unless advised otherwise by your accountant or an authorized government representative.
Related Topics
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Registering for Payroll Forms Service
▪
Renewing your Payroll Forms Service registration
▪
Updating Payroll Forms Service
▪
Registering to eFile payroll tax forms
▪
Filing payroll tax forms electronically
▪
Preparing new W-2 and W-3 forms
▪
Preparing new payroll tax forms (other than W-2 and W-3)
▪
Working with draft and completed payroll tax forms
▪
Printing payroll tax forms
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