# How To Reprint W2 Forms from Sage (Step-by-Step Guide for All Sage Versions)

Reprinting W-2 forms in Sage is a common year-end task. Whether an employee lost their copy, you need employer records, or corrections are required, Sage provides built-in tools to reprint completed W-2 and W-3 forms through the Aatrix tax reporting system.


This comprehensive guide covers:

* How to reprint completed W-2 and W-3 forms
* How to print W-2C and W-3C correction forms
* How to reprint W-2s in Sage 300
* How to reprint W-2s in Sage 100 Contractor
* Viewing or reprinting archived tax forms
* Troubleshooting missing W-2 history

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## Before You Begin (Critical Requirements)

Before reprinting W-2 forms from any Sage system:

✔ You must be logged into the **correct company code** where W-2s were originally processed.
✔ The W-2s must have been **completed and printed or eFiled** previously.
✔ If the payroll year was archived, you may need to access the **archive company database**.
✔ Only completed actions with a valid action date (example: “Printed 01/15/2025”) can be reprinted.

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## Method 1: How To Reprint Completed W-2 and W-3 Forms (Aatrix Process)

Most Sage payroll systems use Aatrix Enhanced Tax Reporting. Follow these steps:

### Step 1: Open Tax Reporting

* Go to **Payroll**
* Select **Period End**
* Click **Federal and State Tax Reporting**

### Step 2: Access Existing Reports

* Select **Existing Reports**
* Click **Accept**

### Step 3: Open W-2 Filing History

* Select the applicable **W-2/W-3 filing**
* Click **Edit**

### Step 4: Choose Reprint Option

In the **W-2 History File Options window**:

* Select **Reprint Completed W-2s**
* Click **Next**

### Step 5: Select Copy Type

In the **Correction Options window**, choose the W-2 copy you want to reprint:

* Employee Copies
* Federal Copies (Original or Record Copy watermark)
* State Copies
* Employer Copies
* Instructions Only

Click **Next**

### Step 6: Select Employees

Choose:

* **All Employees**, or
* **Selected Employees**

Click **Next**

### Step 7: Print Forms

* W-2 forms will open in the Viewer
* Insert perforated W-2 paper if printing official copies
* Click **Print Final**

Close all Aatrix windows when complete.

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## How To Print W-2C and W-3C (Corrections)

If corrections are required, you must generate W-2C and W-3C forms.

### Steps:

1. Open **Payroll → Period End → Federal and State Tax Reporting**
2. Select **Existing Reports**
3. Click **Accept**
4. Select applicable W-2 filing
5. Click **Edit**
6. Verify the action shows a completion date
7. Select **Correct Completed W-2s**
8. Click **Next**
9. Choose applicable forms to correct
10. Click **Continue**

### Correction Mode Grid

The **W-2/1099 Preparer – Correction Mode** will open:

* Changed data turns **blue**
* Row indicator turns **orange**
* Edit employee data directly in grid
* For company changes, go to **Edit → Company Info**

Click **Next** until setup closes, then print or eFile corrections.

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## How To Reprint W-2 in Sage 300

If you're using Sage 300:

## Step 1: Access Payroll Command Center

Navigate to:

* **Government Reports**
* Select **W-2 Tax Filing**
* Enter the payment year

## Step 2: Verify Company & Employee Data

The system runs automatic validations to:

* Confirm tax ID accuracy
* Prevent IRS rejection
* Validate employee data

## Step 3: Choose Filing Option

Available options include:

* Complete eFile Package (Federal + State + Print Copies)
* Federal eFile only
* State eFile only
* Print physical copies

## Step 4: Review in Form Viewer

Before final printing:

* Verify formatting
* Confirm totals
* Print record copies if needed

If eFiling, follow the built-in **eFile wizard** and ensure you are enrolled in the eFile Center.

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## How To Reprint W-2 in Sage 100 Contractor

If using Sage 100 Contractor:

### Determine Database Source

* If payroll year was archived → Use archive company database
* If payroll year closed but not archived → Use current company database

### Steps:

1. Open **Menu 5-4-1 Federal Forms**
2. Click **View History**
3. Select **W-2**
4. Click **Edit**

### In W-2 History File Options:

* Ensure last actions are not incomplete
* Select **Reprint Completed W-2s**
* Click **Next**

### Choose Copy Type:

* Employee Copies
* Federal Copies
* State Copies
* Employer Copies

Click **Next**

### Choose Employees:

* All Employees
* Selected Employees
* Employee Instructions Only

Click **Next**

The form viewer opens for printing.

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## View or Reprint Completed Tax Forms (All Modules)

## W-2/W-3 Forms

* Go to **PR → Taxes → Print W-2 Form**
* Select **Existing Forms**
* Choose desired year
* Click **View/Print**

If missing:
You likely processed from an archive company. Restore backup from that year.

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## Federal or State Quarterly/Yearly Forms

* Go to **PR → Taxes → Enhanced Tax Reporting and eFiling**
* Select **Existing Forms**
* Choose form with status **Record** or **Print & Mail**
* Click **View/Print**

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## 1099 Forms

* Go to **AP → Vendors → 1099 Processing**
* Select **Open Saved File**
* Click **Edit**
* Choose **Reprint Completed 1099s**
* Click **Next**
* Print from preview screen

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## Important Limitations

⚠ Aatrix prints forms for the **current year only**
⚠ Prior-year forms may not be accessible after form updates
⚠ You may need to download prior-year forms from IRS.gov and manually enter data
⚠ W-2s must be printed once before they can be reprinted

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## Best Practices Before Reprinting

### 1. Backup Your Data

Always create a full company backup before reprinting or correcting W-2 forms.

### 2. Use Correct Paper

Use official perforated W-2 paper when printing employee copies.

### 3. Schedule Off-Peak Hours

Avoid system slowdowns by printing during non-business hours.

### 4. Verify Security

W-2 forms contain sensitive Social Security and wage data. Ensure:

* Restricted user access
* Locked physical storage
* Proper shredding of misprints

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## Troubleshooting: W-2 Not Showing in History

If your W-2 form does not appear:

* Confirm you're in the correct company code
* Check archive database
* Verify payroll year closure status
* Restore backup from desired tax year
* Ensure form status shows Record or Print & Mail

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## Regulatory Compliance Tips

To remain IRS compliant:

✔ Use correct tax year forms
✔ Include all required wage and tax fields
✔ Maintain documentation of reprints
✔ Keep audit trail of corrections
✔ Follow proper W-2C correction procedures

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## Conclusion

Reprinting W-2 forms in Sage is a straightforward process when you access the correct company database and follow the Aatrix reprint workflow. Whether you're using Sage 300, Sage 100 Contractor, or another Sage payroll module, the key steps remain the same:

* Open Existing Reports
* Select Completed Filing
* Choose Reprint Completed W-2s
* Select copy type
* Print from Viewer

By following this structured guide, you can quickly reprint W-2 forms, generate corrections, and maintain full IRS compliance without disrupting payroll records.

If you frequently handle year-end tax processing, consider documenting your internal W-2 reprint workflow to streamline future payroll seasons.

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