Generating year-end forms, keeping FormsViewer updated, and eFiling through Aatrix
When it's time to prepare W-2s, 941s, and other payroll tax forms, go to Payroll > Prepare Payroll Tax Forms. This opens FormsViewer (installs with AccountEdge), which walks you through selecting your form, tax year, and EIN.
Before You Begin
All paychecks for the calendar year are recorded through Payroll > Process Payroll
All payroll categories are set up with the correct rates
Employee cards are complete: names, SSNs, addresses, and correct tax settings
You've reviewed the Payroll Summary, Quarterly 941, and Tax Liabilities reports — this catches most errors before they reach a form
Common Forms in FormsViewer
W-2 / W-3 — annual wage/tax statement and summary to the SSA
941 — quarterly federal income tax return
940 — annual FUTA (unemployment) return
State forms — state-specific reconciliations and wage detail forms
Keeping FormsViewer Updated
Update FormsViewer before preparing year-end forms or switching tax years:
Windows: AccountEdge > Payroll > Prepare Payroll Tax Forms > in the FormsViewer window, Help > Check for Updates
Mac: launch FormsViewer from Applications > FormsViewer menu > Check for Updates
Payroll Forms Service & eFiling
Payroll Forms Service (PFS) is sold and supported directly by AccountEdge: $99/year for one EIN, $149/year for multiple EINs. It lets you generate and print official federal and state payroll forms to mail yourself.
To eFile instead, first enroll in PFS through AccountEdge, then enroll in an eFile package through Aatrix directly — Aatrix handles eFile submissions and support for eFile-specific issues, while AccountEdge support covers printed forms and PFS access.
Troubleshooting FormsViewer
Blank or incomplete forms: confirm paychecks were entered through Process Payroll
No forms listed: update FormsViewer and verify the EIN, then relaunch Prepare Payroll Tax Forms
FormsViewer crashes or freezes: check for updates, restart FormsViewer, or reinstall if needed
Incorrect totals: check recorded paychecks for errors, dates, or missing data — use Payroll Summary and Category Transactions reports to trace it
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