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Self-Serve Utility - W2 Manual Modifications Utility

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Report Description

This AQ is used to add information to Box 14 of the W2 or create W2s for 'S Corp' shareholders.

 

Note: After running this AQ, re-generate your Feed & XML in the Weekly Process > Generate Greenshades section of Avionté to see the changes take effect. 

 

 

Requirements

The user must have access to Admin Tools.

 

 

Parameters

Parameter Name

Options

Description

Supplier

All available suppliers

Choose the supplier/employer for the W2 that will be modified.

The supplier and year may not be modified for a W2 that has been flagged as complete in Admin Tools > Config Year.

Year

Specific Year ID

Enter the appropriate filing year (4-digits) of the W2 you need to modify

SSN

SSN of Employee

Enter the employee's SSN with or without dashes

Action

VIEW, ADD, EDIT, and REMOVE

VIEW - View modification(s) made previously
ADD - Add a new modification
EDIT - Change a previous modification
REMOVE - Delete a previous modification

Note: When running the AQ with the VIEW action, the remaining parameters are not required. 

Type

BOX 14 or S CORP

BOX 14 - Select to add Information-Only Entries to Box 14 of the employee's W2


S CORP - This option will add the Value of the Modification Value parameter into Boxes 1, 14 and 16 of the employee's W2. 

Box 14 Code

 Free text

Code to be used for Box 14. This entry must be non-numeric.

Box 16 State

 Choose a state from the drop-down

Select the state that should be related to the Box 16 value

Modification Value

 Free text

Provide a value to add to the above specified box in W2. This value will be added to the current value on the employee's W2. Therefore, if a value exists in these boxes currently, the W2 will show a sum of the current value and the Modification Value.

Modification Notes

 Free text

Provide a description/note that explains the reason of change of value. These notes will be visible to internal users only when they run the W2 Manual Modification Utility AQ with a Type of VIEW.

 

 

 

 

Report Fields

If Action = VIEW:

View existing value in selected box from table: GS_AdditionalW2BoxItems

Following columns are returned as result.

SSN

Employee SSN

EmployeeID

Employee ID within Avionté

Last Name

Employee Last Name

First Name

Employee First Name

There is different logic to update Employee Name:

  1. Update EE Name from Employee of SAME Supplier with pay in SAME Supplier
  2. If not found above, update EE Name from Employee of ANY Supplier with pay in SAME Supplier
  3. If not found above, update EE Name from Employee of SAME Supplier whether or not pay exists
  4. If not found above, update EE Name from Employee of ANY Supplier whether or not pay exists

Box Number

Box Number of modification

Code

Box Code of modification

Value

View existing value in selected Box-Code

Notes

Value in Notes column of GS_AdditionalW2BoxItems Table

Entered Date

Date on which data was entered in GS_AdditionalW2BoxItems Table

Entered By User

System User who entered data in GS_AdditionalW2BoxItems Table

 

 


If Action = ADD:

Insert new record then return the newly inserted record in selected box from table: GS_AdditionalW2BoxItems

Following columns are returned as result.

Action Result

[Defaulted as “Added new record”]

Year ID

Selected Year ID

Staffing Supplier

Selected Staffing Supplier Code

SSN

Employee SSN

Box Number

Selected Box Number of which the value was updated

Code

Box code of which the value was updated

Value

Newly inserted value

Notes

Newly inserted notes

Technical Notes: 

When Action Type = ADD, the following columns are updated in the GS_AdditionalW2BoxItems table:

SSN = Employee SSN

Box Number = Selected Box Number

Code= Box code of selected box

Value = User input value

Notes = User input notes

ConfigYearStaffingSupplierGUID = ConfigYearStaffingSupplierGUID of selected year

ConfigYearStaffingSupplierQuarterGUID = ConfigYearStaffingSupplierQuarterGUID of Q4 quarter of selected year

Entered Date = AQ run date – time

User GUID = User GUID for user running AQ

Active = 1

 

 


If Action = EDIT:

Update Value in GS_AdditionalW2BoxItems table and Notes columns (if @Notes has value) then return the newly inserted record

Following columns are returned as result.

Action Result

[Defaulted as “Modified record”]

Year ID

Selected Year ID

Staffing Supplier

Selected Staffing Supplier Code

SSN

Employee SSN

Box Number

Selected Box Number of which the value was updated

Code

Box code of which the value was updated

Value

Newly inserted value

Notes

Newly inserted notes

Technical Notes: 

When Action Type = EDIT, the following columns are updated in GS_AdditionalW2BoxItems table:

Notes = User input notes

Entered Date = AQ run date – time

User GUID = User GUID for user running AQ

 

 


If Action = REMOVE:

Remove the corresponding record for selected box from table: GS_AdditionalW2BoxItems

Following columns are returned as result.

Action Result

[Defaulted as “Removed record”]

Year ID

Selected Year ID

Staffing Supplier

Selected Staffing Supplier Code

SSN

Employee SSN

Box Number

Selected Box Number of which the value was updated

Code

Box code of which the value was updated

Value

Newly inserted value

Notes

Newly inserted notes

Entered Date

AQ run date – time

Entered By User

User running AQ

Technical Notes:

When Action Type = REMOVE, we are updating following columns in GS_AdditionalW2BoxItems table:

Deactivated Date = AQ run date – time

Deactivated By User GUID = User GUID for user running AQ

Active = 0

 

 

 

Special Logic

AQ returns following error messages:

  • If DateCompleted column in vConfigYearStaffingSupplierQuarter for selected Year-Quarter is not null (ie DateCompleted available), then following message is generated:

    “The selected Supplier/Year/Quarter combination has been flagged as complete. Unable to apply modifications.”

    • Ensure cyssq has not been flagged as complete



  • If provided SSN does not exist in selected Supplier, then following message is generated:

    “Missing or invalid SSN provided. Please specify a SSN existing under the chosen Supplier.”

    • Ensure Employee SSN exists under Supplier of selected cyssqGUID

 

  • If user has not supplier Box Number or if user inputs invalid Box Number, then following message is generated:

    “Missing or invalid Box Number provided. Please specify a Box to be modified.”

    • Ensure valid Box Number was chosen

 

  • If supplied code is not available for Box Number 12, 14, 16, 17, 18, or 19 or if Value provided is blank for these Box-code, then Additional Item Requirement Descriptions is displayed as error message.

 

  • When any other Action Type “Add new modification” or “Remove prev. modification” are chosen and used does not provide any value in Modification Value parameter, then following message is generated:

    “Value provided was blank or zero. Please provide a valid, non-zero amount. If you wish to remove a record, use the "REMOVE" Action Type.”

    • Ensure Value exists and is not zero if ActionType is not 'REMOVE' (or 'VIEW')

 

  • If user tried to insert (Action Type = Add new modification) a value for a Box-Code that already exists, then following message is generated:

    “Unable to add record as one already exists.”

    • Ensure record doesn't already exist if ActionType is 'ADD'

 

  • If user choses Action Type = Adjust prev. modification or Remove prev. modification, and selected Box-Code does not exists, then following message is generated:

    “Unable to apply modification as no match was found.”

    • Ensure record exists if ActionType is 'EDIT' or 'REMOVE'

 

 


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