Printing Checks, Forms & Reports

Payroll Check printing

Q. Is there a way to print all the checks at once instead of one at a time? I have several employees.

A. Yes, when you are processing the checks and the check information on the screen is correct, click on the Queue Check selection. The Queue Check selection will hold the check information that you just entered until you are ready to process the checks completely. Even if you close the program, the checks will still be there and you will get a message that there are checks waiting in the queue. Once you have added all the checks to the queue, click the Print Queue button. In the Print Queue screen, click Print All to do a batch print.

Q. I'm using 8.5 x 11 checkform sheets with 3 checks per page. Why does my laser printer print one check then skip the next two when I print from the Check Queue?

A. Make sure you enter the appropriate number of checks you want printed per page in the Printing Preferences dialogue. To access this dialogue, select the Preferences command from the Edit menu. If you still have this problem, open the checkform (Utilities > Check Designer) and select the Form Setup command in the File menu. Make sure the size of your form is set up correctly (e.g., each check is 2.75 x 8.5), and the Fit as many as possible on a sheet of paper option is selected.

Version 15 / 16 Print & Mail Reports Form Viewer ONLY.
Please page or scroll down for other form processing issues common to current Payroll series versions.

Q. My Form 940 & 940 EZ are still showing 2005.
OR
Q. I have installed my new tax tables and updated my program, but when I go into my Print and mail forms they still say 2005 on them. How do I get these to say 2006 on the forms?

A. Since the print and mail forms are either quarterly or annual we have not updated the forms yet. We will post an update to these forms mid- to late March, and when you select to preview a report after that date, the program will prompt you to update your forms. At that time be sure to select the federal package and your state. After this update, your print and mail forms will say 2006.

Q. How do I print my W2s?

A. For complete instructions on how to process and print W2s, please refer to the Year End Guide ! Basically, in the Reports window, you click the Standard report tab, select your report criteria, select the W2 report, and then click the Preview Report button on the toolbar. In the W2 Forms Setup dialog, make appropriate choices. Then you should see a screen with a display that looks like a red W2 form with the information filled out. You must add each employee's form to the W2 Queue (after making sure no one is in the queue from last year!!) by selecting Report > Add to Queue from the menu bar across the top of the screen. ( Click here to view a screenshot of the Report menu where you View/Print and Add to Queue ) As you add one employee, the form for the next automatically displays. Continue until all employees are added, and then select Report > View/Print Queue. Again, please refer to the W2 Chapter in the Year End Guide for complete information and step by step instructions.

Q. My Form 940 & 940 EZ are still showing 2005.

A. It appears that your forms are not current and you need to update. To do so:

1. From the Reports tab window in Top Pay or Ultimate Payroll, select a Print & Mail Report and click the PREVIEW REPORT button on the toolbar.
2. In the Form Viewer, Select HELP > UPDATE FORMS from the menu bar across the top of the screen.
3. In the alert screen that appears, click the CONNECT NOW button. (Make sure you are on a "live" Internet connection before clicking this button.) You may see a few small download boxes with progress bars display while the program connects. If an application update is available, please note that at this time it will also start to download.
4. An Update screen will display, in which form packages available to you will be listed. Your current package will already be checkmarked. Select any others you may wish to download (if not already marked) and then click the UPDATE button.

NOTE: If you click over an item already checkmarked, you will de-select it and it will not be updated. Please make sure the checkmarks are next to your desired package before clicking the UPDATE button.

6. Once the forms finish downloading, you will need to go back into your payroll application, re-select the form, and click the Preview Report button. The 940 & 940 EZ form should now show 2005 on this screen as well as the form when processed.

NOTE: During your Forms update you may have received a message that your Form Viewer application also required an update. If this was the case, a new application was downloaded in the background as your forms were being updated. Please install the new Form Viewer before processing your forms. Once you have closed the screens that may have opened during your forms update, you should see a Finder window titled AATRIX FORM VIEWER. (It will be noticeable because it has a colored background.) This installer contains a new application file and instructions to drag the new application into your existing Form Viewer folder. If you do not see this window, look in the shortcut pane on the left side of any FInder window, or on the desktop, and double click the file that says Aatrix Form Viewer.

To install the update:

1. In the Finder window titled Aatrix Form Viewer Update, drag (or copy and paste) the new application file into your existing Form Viewer folder. This folder is located in your Aatrix payroll application folder (named Aatrix Top Pay, Aatrix Ultimate Payroll, etc.) inside the OS X Applications folder.
2. Click Yes in the alert that asks if you wish to replace the existing application.
3. That's it, you're ready to use your updated application and new forms.

NOTE: Instructions are included in the update, both in the installer background and in a README file. Please refer to these instructions if you need detailed help.

More forms processing issues

Q. I ran my Forms update and received errors during the update. Files failed to be unstuffed.

A. We are working on a permanent solution to this issue, which appears to be a clash between the newer and older versions of the Stuffit installer. In the meanwhile, you will need to install an older version of Stuffit to resolve this issue. You can get one by navigation to the Stuffit website, http://allume.com, and downloading a version 9 of Stuffit Expander. Install it according to the instructions provided.

Q. I am doing my State Forms and when I print the State Copy it only prints the numbers. Will the State accept it?

A. Yes, the State will accept it that way as the State scans the printed form onto their computers.

Q. I am trying to preview my 941 report, the Form Viewer program opens, but does not preview any Report. I just upgraded my operating system to 10.4, is there a problem?

A. You will need to download and install the version 15.3 of the program for the forms to preview. ( if you have purchased version 16 you can install it instead of the version 15.3 to correct the problem) Go to myaatrix.com and log in with you customer number and e-mail address. Go to Updates and download and install the Top Pay 15.3. Be sure to write the unlock code down. You should also read the Installation Instructions included in the update as there are some steps that have to be done for the update to install correctly.

Q. Some of my state reports are cutting off information when printed.

A. Verify the Page Setup is set to US Letter or Letter and not US Letter Small.

Q. When I go to preview and print my reports they cut off the right hand side of screen.

A. You will need to login into www.myaatrix.com to download the latest version of Payroll to resolve this issue.

Q. Why do the W-2s only print 3 per page?

A. If you are printing a sample, this will only print 3 on a letter size page.

Q. After I ran the update my Payroll Queue Reports are displaying erroneous information.

A. Quit the Payroll program. Locate the Employee Files ƒ folder from your company's folder. Locate the Payroll Queue file and drag this to the trash. Re-Queue your payroll.

Q. When processing Print & Mail reports I get messages warning me about missing fonts, and prompting me to register. What do I need to do?

A. There has been a new release of the FormViewer as of 1/7/2005. To receive this, process a Print & Mail Report. When you have the FormViewer displaying, select the Help menu and select Update Forms. The FormViewer will close and relaunch as your application is replaced.

Q.My State Unemployment figures are not pulling into the forms. What's wrong?

A. In order for the State Unemployment information to pull into the forms, the Payroll Item needs to be set up correctly and should be entered as all capital letters, with the state abbreviation followed by a space and the name of the deduction, e.g., ND SUTA. To make it so:

1. In the Payroll Items tab window, highlight Employee List Settings.
2. Double-click the Employer Paid item for your state's unemployment.
3. In the Edit Employer Paid dialogue, change the title to (your state's abbreviation) and SUTA. For example, CA SUTA
4. Click OK.
5. Click OK in the Update Payroll Item alert message that displays.
6. Reprocess the form according to the instructions found in Chapter 7's Print & Mail Reports section of the user manual . (Link to online manual opens in a new window.)

Your unemployment tax amounts should now pull in properly.

Q. I am unable to print Time Card reports from the Activities /Time Card feature in the Payroll Program.

A. When you go to print the Time Card, a dialogue appears in which you are asked to specify a date range. Verify the date range you are selecting to make sure you have the hours recorded Try printing from the Report tab window of the Payroll Program:

1. In the Reports tab window, click the Standard reports tab.
2. In the Reports list, select TC: General Detail Report.
3. Set the time period criteria for the report.
4. Click Preview Reports.
5. Select Preview > Print to open the Macintosh print dialogue, and then click Print.

Q. Why does the information from some reports get cut off when I print them?

A. Some reports (e.g., General Deduction, General Contribution) have been designed to print in landscape mode. In order to view all the report information, you will need to select the Page Setup command from the File menu before printing the report. In the Page Setup dialogue, select the landscape mode option (see below).

Q. Whenever I process a federal or state form, the program always gives me a missing fonts message and the form won't display or update. Where are these fonts?

A. We have a special FormsViewerFonts.pkg up on MyAatrix.com for you to download. Please download this package to install the missing fonts.