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As I'm sure you all know, EFW2’s (aka: Magnetic Media for those of you that have been around for a while) are DUE on 01/31/2017 this year!! In order to ensure you’re able to get your these out the door on time I’d like to provide you with some basic information about EFW2's in Microsoft Dynamics GP, along with the questions we see most often in support. Enjoy!
What You Should Know About EFW2s in Microsoft Dynamics GP:
1. EFW2 (aka. Magnetic Media) is FREE in Microsoft Dynamics GP 2010 and up!!! YEAH!
2. You can utilize the W-2 Electronic Filing window (Microsoft Dynamics GP >> Tools >> Routines >> Payroll >> W-2 Electronic Filing) to create an electronic file (aka: EFW2 or Magnetic Media) to submit W-2 information to the Social Security Administration.
3. The W-2 Electronic Filing window displays ALL company databases. You can select one or more companies to be included in your electronic file.
4. The EFW2 file is generated using data from the EFW2 work tables which are stored in the Dynamics database. The EFW2 work tables are populated with data based on the Year End Wage tables from each company database:
EFW2 Work Tables (Dynamics Database)
Not Used Anymore
W2 Magnetic Media Master (W2 MMREF-1 Master)
W2 Magnetic Media Detail (W2 MMRED-1 Detail)
5. As always, we recommend you download and utilize ACCUWAGE (be sure to download the newest version each year) to test your electronic file prior to submitting to the SSA. **This is Important**
QUESTION 1: I am receiving the following error when I attempt to generate my EFW2, "Not all required fields have been entered. Required fields appear in bold red type" even though all required fields in the W-2 Electronic Filing window have been entered. How do I fix this?
ANSWER1: This error generally crops up when one of the required fields (most commonly the 'email field) in the Electronic File Submitter window is not populated. Simply click on the 'Submitter' button in the W-2 Electronic Filing window, populate all required fields, save your changes, and verify the error no longer occurs.
I am receiving a "Message #3970 missing" when I go to Routines >> Payroll >> W-2 Electronic Filing. When I press OK on the error, I am able to get to the window without a problem. What does this error mean?
ANSWER 2: The error message, "Message #3970 missing", is typically caused by a damaged reports or forms dictionary. You can utilize KB 850465 for steps on how to recreate the Reports.dic and KB 951767 for steps on how to recreate the Forms.dic file.
QUESTION 3: We are generating the EFW2 electronic file and we do not know what the WFID number should be, what is this?
ANSWER 3: The WFID field in the W-2 Electronic Filing window should only be available if the resubmitting checkbox is checked. If you receive your original electronic file back from the Social Security Administration (SSA), you would check the resubmitting checkbox and the WFID (Wage File Identifier) will be displayed on the notice sent to you by the SSA. This is the number you would enter.
QUESTION 4: My W3 and total EFW2 ‘Wages, Tips, and Other Compensation’ amounts don't match! Why, and how can I fix this?
ANSWER 4: This is valid data condition IF you have employees who reside in Puerto Rico, Virgin Islands, American Samoa, Guam, or the Northern Mariana Islands. Employers who have employees who live in Puerto Rico, Virgin Islands, American Samoa, Guam, or Northern Mariana Islands are required to file an additional magnetic media file called the called W2PR including only these employees.
The Social Security Administration states to omit employees in Puerto Rico, Virgin Islands, American Samoa, Guam, or the Northern Mariana Islands from the EFW2. For more detail on this, please see page 38 of the 2016 EFW2 instructions, from the SSA.
The W2PR form is not currently available in Microsoft Dynamics GP. Greenshades does offer the W2PR form.
IF you do not have an employee who resides in any of the areas mentioned above, and your ‘Wages, Tips, and Other Compensation’ field is understated on the EFW2: You may have accidentally associated one or more of your employees with Puerto Rico, Virgin Islands, American Samoa, Guam, or the Northern Mariana Islands incorrectly. You can double check this by running the following script against the company database:
SELECT * FROM UPR10101 WHERE STATE IN ('AS','GU', 'MP','PR','VI') AND RPTNGYR = '2016'
To fix a state that was assigned to an employee by mistake: Simply update the ‘state’ associated with the problem employee in the Edit W-2 Information window (Microsoft Dynamics GP >> Tools >> Routines >> Payroll >> Edit W-2), and save your change. Finally, recreate the EFW2 file and verify the ‘Wages, Tips, and Other Compensation’ are updated as expected.
QUESTION 5: I am receiving the following error, "The Federal W-2 electronic file couldn't be created" when I click on Create File in the W-2 Electronic Filing window. How can I fix this?
ANSWER 5: This error crops up when the file name at the bottom of the W-2 Electronic Filing window is blank, OR the user does not have access to the file location specified. Change/update the file location appropriately, and try to generate the file again.
QUESTION 6: I am receiving the following error message, “A GET/CHANGE OPERATION ON 'UPR_YEAR_END_WORK_HDR'FAILED ACCESSING SQL DATA” when I open the W-2 Electronic Filing window. How can I fix this?
ANSWER 6: As discussed above, when you open the W-2 Electronic Filing window, Microsoft Dynamics GP looks at ALL companies. Most commonly, this error crops up when there is company being pulled into the window where one of the following scenarios is true:
To determine which scenario you are running into, take the following steps:
SELECT CMPNYNAM, INTERID, * FROM DYNAMICS..SY01500
SELECT * FROM DYNAMICS..DB_Upgrade WHERE db_status <> 0
QUESTION 7: Can I use Microsoft Dynamics GP to generate and submit my STATE electronic W-2 file?
ANSWER 7: Microsoft Dynamics GP generates the Federal electronic W-2 file format. Some states will accept this format. However, some states will not. As such, you will need to check to verify whether or not your state will accept the Federal format. If they do, then yes you use Microsoft Dynamics GP to generate your state electronic W-2 file. Greenshades does offer state electronic W-2 filing functionality.
Assistance for EFW2's:
Microsoft Dynamics GP Blog - https://community.dynamics.com/product/gp/gptechnical/b/dynamicsgp/default.aspx
Microsoft Dynamics Community - https://community.dynamics.com/default.aspx
Microsoft Dynamics Support - https://mbs.microsoft.com/support/newstart.aspx
If you are creating a case with the Technical Support Team for assistance with a failed upgrade, please refer to the category selections below to ensure you are routed to the correct Support team for assistance:
--Support Topic Selection: System and Security Setup, Installation, Upgrade, and Migration
--Sub-topic Selection: System Upgrade
If you are creating a case with the Technical Support Team for assistance with EFW2's in association with Year End close for Payroll, please refer to the category selections below to ensure you are routed to the correct Support team for assistance:
--Support Topic Selection: Payroll
--Sub-topic Selection: Year End Procedures
Year-End Close Resources:
Please refer to the 2016 Year-End Blog Schedule to review current and upcoming blog posts and other helpful resource links related to Year-End Closing for Dynamics GP.
I hope this is helpful and that you have a successful Year-End!! If you have any feedback or suggestions, please let us know.
Have a wonderful Year-End!!!
Andrea Melroe | Sr. Technical Advisor | Microsoft Dynamics GP