How to Use Create and Upload Feature in Quickbooks to Generate a W-2 File

IRS W-two class is goose egg but a statement containing the salary/wage paid information to an employee past his employer. This includes data on the taxes deducted from his paychecks. In preparing revenue enhancement returns, the data on the West-two course is essential for employees. Earlier going through the procedure of how to print Due west-ii in QuickBooks Desktop and Online, it is important that you should know the press requirements.

Now, let'southward understand the printing requirements required for QuickBooks Online and QuickBooks Desktop W-2 forms.

Few things that you have to do before and after press the W-ii forms

1. Save the draft for the W-2 form – Yous have to click on the Relieve as PDF option into the Payroll Taxation Course window. This button is shown in the bottom left side of the screen. After that choose the location to relieve your form as the typhoon. For that, click the Save push to do it.
2. When yous east-filing or printing in QuickBooks Desktop then it automatically archive W-2 forms in QuickBooks – In the window of Payroll Tax Form, the automatically create an archive when I e-file or print box is selected. Y'all become this choice in the bottom left side of the Payroll Tax grade window. This saves the class automatically in the PDF format in the default location.
3. How to access the archived forms when there is no active subscription of payroll – Yous can access your archived W-2 forms in case the subscription programme has expired and you have not bought information technology notwithstanding. You can search the archived W-2 forms in the system for the folder having archived data without opening the QuickBooks program. The location of the files is C:\Users\Public\Documents\Intuit\QuickBooks\Sample Company File\QuickBooks XXXX\(Write Company proper noun) Tax Course History. You have to select the folder in the location that has your archived class which is required. The folder name includes 941, W-2 with its name.

Requirements for press in QuickBooks Desktop

Earlier you print the W2 form, it is pretty important to know what and all requirements you demand to have:

• To print the W2 form on the QuickBooks Desktop, you need to employ black ink and print it on paper.
• Make sure that y'all use the supported version of QuickBooks Desktop.
• You have to have West-2 documents that operate with your printer and payroll service.
• Make sure that y'all take an active Payroll Standard or Enhanced Service for QuickBooks.
• Using blank / perforated paper or pre-printed laser printer types.
• Bank check that information technology is consequent with the QB version of Payroll.
• Using the preprinted forms for your inkjet printer at present.
• It is also of import to have the latest revenue enhancement tabular array of Payroll.

3 Steps Guidelines to Print Westward-2 Class in QuickBooks Desktop

Once y'all have finished with the Desktop printing specifications, let's review the steps for printing W-ii forms:

Step 1: Open West-2 course from QuickBooks Desktop

• In the beginning, go to the Employees department and and then click payroll revenue enhancement forms >> West-2s
• Adjacent, click the payroll forms process
• Choose taxation argument transmittal and annual Class W-2/W-iii wage
• And so hit the "Create form" push
• In case, you lot demand to file the forms of all your employees so select all employees
• Forth with that, hit the terminal name of the employee
• Add together/Introduce the year of the grade you lot are press and then press OK. Merely one version of the taxation form is saved for QuickBooks Desktop. If the QuickBooks 2017 version of the course is already available, but you need to print W-2 forms for 2016, you need a newer version of the class to utilise information technology.
• Y'all have to pick the employees to print the form. You lot have to click on review/edit if you oasis't read all your W-2 forms. To keep the printing process, you demand to click on the submission grade. Also, to print the blazon, choose the workers. If your W-2 forms accept not been reviewed, click review/edit
• At last, hitting the print/eastward-file button.

Step two: Choose the paper type and item as well to impress in the W-2 and Due west-3 forms window

• In the very start, choose the with pick preprinted forms or blank/perforated paper
• Under the section of the select item to print, you lot have to select for whom y'all desire to print

For Employer

• Due west-two – Copy D: for your records, ii/page.
• Instructions for employer filing: for Westward-2 likewise equally a W-3 form.

For Employees

If you're using perforated/bare paper

• 4/page: copies B, two, ii, C
• three/page: copies B, ii, C
• Instructions for Employee filing: Needed if not printed on newspaper already

If you're using preprinted forms

• Copy 2 of Due west-2: for your Country or Local Tax Department, ii/page.
• Due west-2 – Copy B: for the annual tax render of an employee, 2/page.
• W-two – Copy C: records for an employee, 2/folio.
• Instructions for Employee filing: Required if non already printed on paper.

For Government

• W-2 – Copy A: for the SSA, 2/page.
• W-iii/folio.
• Westward-2 – Copy 1: for the Department of Land or Local Revenue enhancement, ii/page.

Pace 3: Export the class and start printing in your PDF Reader

• You demand to practice a printing test if y'all are using preprinted forms.
• Now, you need to impress your PDF by clicking on information technology.
• Finally, kickoff from within the PDF Reader with the printing process.

Requirements for printing in QuickBooks Online

• Earlier preceding the steps for press the W-ii type in QuickBooks Online, there are a few things to consider:
• You must print employee W2s on 4-up horizontal blank perforated paper.
• Delight ensure that black ink is used.
• You should have a QuickBooks Online Payroll subscription that is agile.

Printing steps for W-ii forms in QuickBooks Online

Check out the process to print W-2 forms in QuickBooks Online:

• The very first, get to the taxes tab >> payroll tax section
• Hit annual forms and then choose and click either all employees or a specific employee name
• Next, hit W-2, copies B, C & 2
• Along with that cull the accurate range of date from the period carte
• In the terminal footstep, to open the printable forms, click on the view, and then click on the printer icon.

Impress, Salvage, and then Email W-2 Forms with Adobe Reader

• In QuickBooks, open the Payroll tax center
  • Click on Employees
  • Then further select Payroll Middle
  • After that, click on tab File forms
  • Click on the choice View/impress forms & West-2s
  • You lot have to add a payroll PIN so click the OK button to go along
• At present, you accept to select the View employee Westward-2 forms
• Click on the employee name to print the Due west-ii form
• Then follow the instructions of adobe that aid you in opening the form in the Adobe Reader
• Click on the file then click on the Print
• At present go to the File menu
• Then select choice Save a copy
• To save a copy y'all have to select a location and and so click on the Save push button to relieve it
• Now if you desire to email this W-two course then select the file
• Click on the Transport so click on Page by electronic mail
• Attach the file in the e-mail and send it to the concerned person.

How to Reprint Due west-2 in QuickBooks Desktop?

• Click on the Employees menu into the QuickBooks Desktop
• Select the Payroll Centre
• Click on Annual Form
• Choose the employee from driblet-down menu for whom you want to reprint the W-two form
• After that, click the W2 copy B, C, two
• Mention the year then click on the View Reprint
• In this, information technology requires the Reissued Argument words in example of reprinting the forms
• The form opens up in new window in the form of PDF afterwards clicking of View Written report
• Then click on the button Continue
• You can use the paper that is Bare or Perforated or the simple patently paper to reprint the W-two form
• Click on File menu then select option Print to print it.

Determination

You lot can save time by printing the W2 form in QuickBooks Online and Desktop. Press W2 from QuickBooks as well helps you to skip the step of manually inbound the worker'south information. The above-provided step-by-step instructions aid y'all to easily do how to print W2 in QuickBooks Desktop and Online. Additionally, y'all are besides going to learn the requirements to print the W-2 course.

FAQ

1. Can I nevertheless access my archived forms fifty-fifty if I no longer have an agile payroll subscription?

   You tin can still access an archived form fifty-fifty if you no longer have an agile payroll subscription. Without using QuickBooks Desktop, y'all can go to the binder that contains the.pdf grade and open it.

   one. Go to the C:\Users\Public\Documents\Intuit\QuickBooks\Sample Visitor Files\QuickBooks 20xx\(Company Proper noun) Tax Form History.
   ii. Click the binder of the archived form that you need. Folder names will take 941, W2, etc. in the title.

2. How do I save a draft of the W-2 forms before I print w2 in QuickBooks Desktop?

   First, get to the Payroll Tax Form page and click on the Save equally PDF. Choose the location where you want to relieve a draft of West-2s and finally hit the Salvage button.

3. Why does the Printer Setup button gray out when I am trying to print w2 in QuickBooks?

   Since we no longer use this role, the Printer Setup push button in the Impress W-2 and W-iii Forms window is grayed out. QuickBooks Desktop now prints payroll tax forms using the Impress PDF characteristic, which exports the forms to a PDF reader. If you need to alter the printer settings, you must practise and then in the PDF Reader software.

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