Troubleshooting Common Issues When Printing W2 Forms in Sage 50

Preparing and printing  printing W2 forms in Sage 50 is a critical year-end task for businesses. However, it’s not uncommon to encounter errors or difficulties during this process. Whether it’s misaligned forms, missing employee data, or software malfunctions, these issues can be frustrating—but they’re usually fixable with the right steps. This comprehensive guide outlines the most common problems users face when printing W2s in Sage 50 and how to troubleshoot them effectively.

1. W2 Forms Not Printing Correctly or Misaligned

One of the most frequent complaints is about alignment issues where text doesn’t match the boxes on preprinted forms.

Solution:

• Use Blank Paper for Test Prints: Before using actual W2 forms, print on plain paper to test alignment.
• Adjust Margins in Aatrix Viewer: When the W2 form preview opens, select “Adjust Alignment” and fine-tune the vertical and horizontal margins.
• Check Printer Settings: Ensure the printer is set to 100% scale (no fit-to-page or shrink options) and the correct paper size (typically 8.5″ x 11″).
• Use Laser Printers: Inkjet printers often lead to inconsistent results. A laser printer is highly recommended.

2. Missing or Incomplete Employee Information

If an employee doesn’t appear on the W2 form list or key fields like Social Security Number or address are missing, your W2s will be rejected by the IRS or SSA.

Solution:

• Go to Employees & Payroll > Employees
• Ensure each employee’s profile is complete:
  • Full legal name
  • Valid Social Security Number
  • Current address
• Make sure all employees were paid during the tax year in question.
• If a terminated employee is missing, make sure their inactive status hasn’t filtered them out from reporting.

3. Wrong Totals on W2 Forms

Sometimes the amounts on the W2s don’t match your payroll reports, causing inaccurate earnings or tax figures.

Solution:

• Run the following reports for comparison:
  • Employee Earnings Summary
  • Payroll Tax Report
  • Employee Pay History
• Ensure all payroll entries are posted and not sitting in draft.
• Look for manual checks or voided paychecks that may affect calculations.
• Re-run the Aatrix W2 wizard after correcting any data discrepancies.

4. Aatrix Forms Not Opening or Crashing

Since Sage 50 relies on Aatrix Tax Forms to generate W2s, issues with this third-party tool can interrupt the entire process.

Solution:

• Update Sage 50: Go to Services > Check for Updates to ensure you’re running the latest version.
• Install Aatrix Manually: Visit the official Aatrix website and download the latest form viewer.
• Disable Antivirus Temporarily: Some antivirus software may block Aatrix from launching.
• Run as Administrator: Right-click the Sage 50 shortcut and select Run as Administrator.

5. Unable to eFile W2s

Electronic filing (eFiling) via Aatrix is a convenient option, but users may experience submission errors or failed transmissions.

Solution:

• Verify Your EIN and Company Info: The IRS requires exact matches; even minor typos can cause rejection.
• Check Internet Connection: A stable, secure internet connection is required for eFiling.
• Login to Aatrix Account: Make sure your credentials are valid and your subscription is active.
• Review Error Logs: Aatrix provides detailed logs to pinpoint submission failures.

6. W2 Forms Printing in the Wrong Format

Instead of standard W2 layouts, forms may print in unfamiliar or incorrect formats.

Solution:

• In the Aatrix W2 Wizard, confirm the correct year is selected.
• Choose the appropriate W2 Copy Type:
  • Copy A – SSA
  • Copy B/C – Employee
  • Copy D/1/2 – Employer and State
• Reinstall Sage 50 forms and ensure the forms library is updated.

7. Printer Not Responding or Skipping Pages

Printing multiple employee W2s might result in skipped pages or unresponsive printers.

Solution:

• Update Printer Drivers: Outdated drivers can cause print job failures.
• Check Printer Queue: Clear any stuck jobs and restart the printer service.
• Print in Batches: For large organizations, printing W2s in smaller batches can reduce printer overload.
• Restart Computer and Printer: A simple restart often clears print queue errors.

8. Duplicate or Missing W2s in the Final Stack

Businesses with dozens or hundreds of employees often struggle with missing or duplicate W2s when organizing forms.

Solution:

• Use the Print Preview feature in Aatrix to verify all employees are listed.
• Sort W2s by employee name or ID before printing for easier reconciliation.
• Manually check off printed forms using a checklist based on your employee roster.
• For added confidence, run the W2 Summary Report before final print.

9. Form Size or Layout Doesn’t Match Preprinted Forms

When using preprinted forms, the printed text may not align with form boxes, making them unusable.

Solution:

• Confirm you are using official IRS-approved W2 preprinted forms compatible with Sage 50.
• Set paper size to 8.5” x 11” (Letter) in both printer and form setup.
• Do not use “Fit to Page” or similar print scaling options.
• Order forms from vendors recommended by Sage or Aatrix.

10. Employees Not Receiving W2s Electronically

If your business uses an employee portal or digital delivery, W2s may not reach intended recipients due to errors in setup.

Solution:

• Confirm each employee consented to electronic delivery.
• Verify employee email addresses in the system.
• Check if the portal service is properly integrated and active.
• Consider sending a test document to confirm delivery functionality before distributing W2s.

Best Practices to Avoid W2 Printing Issues

• Update Sage 50 and Aatrix forms regularly
• Run test prints before committing to final versions
• Review employee data monthly to prevent last-minute corrections
• Back up your Sage 50 company data before beginning the W2 process
• Train staff in payroll and tax form preparation to minimize errors

Read Also:- Recover Lost Data in Sage

Conclusion

Troubleshooting W2 form printing issues in Sage 50 requires attention to detail and a methodical approach. From technical glitches with Aatrix to data inconsistencies in payroll records, every issue has a fix when handled correctly. By following this guide, you can confidently produce accurate and compliant W2s, ensuring a smooth close to the tax year.