Page 1 of 10

Multiple Payroll Data Files

The Federal Tax ID # must be the same for each company’s payroll data files you are

merging. The Federal Tax ID # is found in the Payroll module under Utilities, Maintain

Payroll Parameters.

Access Enhanced Tax Reporting feature either thru Payroll, Taxes, W-2s or Payroll,

Taxes, Enhanced Tax Reporting

Page 2 of 10

Enter all the information in the W-2 Setup Wizard. When you reach the Multiple Payroll

Data Files screen, select ‘Yes, I use multiple payroll data files for this EIN’

Once you are at the Multiple Payroll Data Files screen, select SAVE.

Page 3 of 10

Give your file a payroll data name that will easily identify each company.

Our saved file is now listed

Switch companies in BusinessWorks and follow the same steps for each company you

are merging. In the W-2 Setup Wizard, select ‘Yes I use multiple payroll data files for

this EIN’.

Page 4 of 10

Once you are at the Multiple Payroll Data Files screen we see the W-2 files listed that we

previously saved.

Click the Save button and give your file a name that will easily identify your next

company

Page 5 of 10

Once you have saved all the companies W-2 information you will need to select the

companies you wish to merge by placing a checkmark next to each file then click on the

MERGE button to start the merge process.

Verify all companies have been selected to merge W-2s. You will not be able to add

another company once the merge process has started.

Page 6 of 10

If the same employee works in multiple companies, you will receive additional warnings

about duplicate SSN numbers. You can select YES to ALL to complete the merge.

A log will display with any duplicate information merged. In the example below we

have employees that work for both companies and therefore are paid wages from each

company. The merge information is telling us that it found the duplicate information and

after review we can click CONTINUE when we know it is safe to proceed.

Page 7 of 10

Our employee W-2 information is now displayed on the grid where you can make any

edits if necessary.

Page 8 of 10

The multiple payroll data files option will merge any payroll form 941, 940, State forms,

and 1099s. You can click the SINGLE button at any time to switch back to using Single

payroll data file.

If you have previously used the Enhanced Tax Reporting feature as single payroll and

would like to switch to Multiple, simply bring up any form to the grid. (In the example

below the 940 Form was selected.) Select Tools, Company Setup to bring you back to

the Company Setup Wizard allowing you to now select to use Multiple Payroll Data Files.

Page 9 of 10

How to enter international or foreign addresses for W2s

It is a simple process when using the Enhanced Tax Reporting feature in Sage BusinessWorks. During the data verification process in the W-2 processing wizard, simply click ‘Yes’ at the message “Do any of your employees have foreign addresses?”

When any employees have a resident address outside the United States, tab over to the foreign address section of the grid and enter that information. Manually edit the W-2 preparer grid for each of these employees.

Page 10 of 10

These employee records must have data only in the following address fields:

• Address 1 • City

• Foreign postal code

• Country code (must be two characters) • Foreign State / Province