Copy Employee/Recipient Info to Another Form

Nina Tchistiakova Updated by Nina Tchistiakova

This option allows the user to copy employee/recipient information from one form to another or to create a second form for the same recipient and is accessed from the Utilities menu on the Client List screen. For example, select Copy from W-2 to display a list of W-2 recipients. Select the recipients from the list by clicking on the recipient name. To select a group of recipientss that are next to each other, select the first; then, while holding down the SHIFT key, select the last recipient. To select multiple recipients that are not next to each other, hold the CTRL key down while selecting. When finished click the COPY INFO button and select the form to which to copy the recipient info. For example, select 941 Payroll Employees to create a payroll employee. You may then enter payroll data for that employee as desired.

Recipient information (name, address, SSN) may be copied to and from any licensed portion of the program (941 Payroll, W-2/1099, W-2c). Note that the name fields are not all consistent between 941 Payroll, W-2/1099, and W-2c. 941 Payroll and W-2s have first, middle initial, and last name fields. W-2c has no middle initial field. 1099s have a single field for the entire name. It is important that the user check the names after copying information.

Some examples of how you would use this feature are listed below.

  1. If you entered data for Form W-2 but did not have the 941 Payroll part of the program. The next year, you decided to buy the 941 Payroll program (since you realized you could automatically create the W-2s from the Payroll data). After receiving the Payroll System program you imported the previous year’s clients and recipients. Unfortunately, last year’s W-2 recipients were not automatically imported for Payroll data entry, only for W-2 entry. This utility allows you to copy the W-2 recipient info to 941 Payroll data recipients so you don’t have to retype them.
  2. If you wanted to create a Form W-2 and Form 1099-MISC for the same individual.
  3. If an incorrect employer EIN was listed on all W-2s submitted then Form W-2c would have to be submitted for all employees. From the W-2c program, users may choose from the list of W-2s and import one at a time. This import routine copies the previously reported W-2 numbers that the user may correct on the W-2c. However, if the numbers are correct and only some employer information needs correcting, then the user may use this new feature to copy all of the employees from the W-2 to the W-2c at one time.
  4. You want to complete and distribute Affordable Care Act Forms 1095-B or 1095-C. Copy employee information from 941 employees or W-2 recipients, depending on which part of the program is licensed, and then complete the remainder of the form.

How did we do?

Copy Employee/Recipient to Another Client