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How to Print W-2 in QuickBooks Desktop and Online

The W-2 forms are the statements that have information related to the wages and salaries that are paid to the […]

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The W-2 forms are the statements that have information related to the wages and salaries that are paid to the employee by their employer. When the employees are going to prepare for their tax returns then they required these W-2 forms. The employer and employees both must have copies of W-2s as it is an important part of your year-end tasks. You can send paper copies to your employees or print W-2s if you want to file them manually with the IRS.

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Here, you get to know how to print W-2 in QuickBooks Desktop and Online with their requirements. Just follow the procedure to implement it easily and smoothly.

Requirements When Print in QuickBooks Desktop

The things you take care of or requires are as follows:

  • Check for your version of QuickBooks Desktop that is supported.
  • You must have an active subscription to QuickBooks Payroll Enhanced or Standard service.
  • You must have the latest payroll tax table.
  • The black ink and print onto paper is required to print W-2 forms.
  • Verify the compatibility of the form with the QuickBooks Payroll version.
  • You have to print the form on blank paper, preprinted forms, or perforated paper of laser printer.
  • For inkjet printers, use the preprinted forms.

Steps to Print W-2 Forms in QuickBooks Desktop

There are few steps to follow properly that are as follows:-

  1. Open the W-2 forms from QuickBooks Desktop
    • In QuickBooks Desktop, click on the Employees menu.
    • Further, select the Payroll Tax Forms and W-2s.
    • Click on the Process Payroll Forms.
    • Select the Annual Form W-2/W-3- Wage and Tax Statement transmittal.
    • Hit on the Create form button to create it.
    • You have to click on the All employees option if you want to file the forms of all the employees.
    • Click on the last name of the employee with the above step.
    • You are required to add the year of the form that you want to print and then click on the OK button.
      • Only one version of the tax form is stored by the QuickBooks Desktop.
        • For example- if you have the 2021 version of the form that you already got, but you want to print w-2 forms for 2019 then you have to use the newer version of the form.
    • Choose the employees for printing the form.
    • If all the w-2 forms are not reviewed by you then click on the Review or Edit option.
    • Then click on the submit form to proceed further with the printing process.
    • Select the employees to print the form.
    • In the end, click on the Print or E-file.
  2. Choose the type of paper with the item to print in the Print W-2 forms window.
    • Firstly, select the paper options that are perforated paper, blank paper, or preprinted forms.
    • After that, you have to select for whom you are printing.
    • Click on the section, Select an item to print then choose and follow steps accordingly:-
      1. For Employer
        • W-2 – Copy D: for your records, 2 per page.
        • Employer filing instructions for a W-2 form.
      2. For Government
        • W-2 – Copy 1: for your State or Local Tax Department, 2 per page
        • W-2 – Copy A: fr the SSA, 2 per page.
      3. For Employees
        • In the case of blank paper or perforated paper
          • 4 Per page: copies B, 2, 2, C
          • 3 Per page: copies B, 2, C
          • Employee filing instructions: Mandatory if not printed on paper.
        • In the case of Preprinted forms
          • W-2 – Copy C: for employee records, 2 per page.
          • W-2 – Copy B: for employee’s Federal Tax return, 2 per page.
          • Copy 2 of W-2: for your State or Local Tax Department, 2 per page.
          • Employee filing instructions: Required if not already printed on paper.
  3. To export the form to your PDF reader and start printing
    • You have to do a print test if you are using the preprinted forms.
    • Then click on the option Print PDF.
    • In the end, start with the process of printing from the PDF reader.
    • Then you are done.

Requirements When Print in QuickBooks Online

The things that are required to keep in your minds before print W-2 forms in QuickBooks Online are:

  • You required to print the employee W-2s on the 4-up horizontal blank perforated paper.
  • Check that you have an active QuickBooks Online Payroll subscription in your account.
  • Use the blank ink to print forms.

Steps to Print W-2 Forms in QuickBooks Online

In QuickBooks Online, there is no manual process to enter the details. So it saves your time while printing W-2 forms. The steps to print the W-2 forms are s follows:

  • In QuickBooks Online go to the Taxes tab.
  • Click on the section of Payroll Tax.
  • After that, click on the option Annual Forms.
  • You have to click Annual forms on all employees or specific employees name.
  • Select the W-2 form with copies B, C, and 2.
  • Also, select the period menu and then choose the date range correctly.
  • You have to click on the View option to open the printable forms.
  • Then click on the Printer icon to print it.

How to Print, Save, and Email W-2 Forms with Adobe Reader

  • Open the Payroll tax center.
    • In QuickBooks, click on Employees.
    • Select option Payroll Center from further options.
    • Click on the tab File Forms.
    • Now, you have to click the View/Print & W-2s.
    • Add the payroll PIN then click on the OK button to continue.
  • After that, click on the link View Employee W-2 forms for all year’s.
  • Select and click on the name of the employee for this W-2 form that you want to print.
  • Follow the instructions of Adobe to open the W-2 form in the Adobe Reader.
  • Click on the file and then click on the Print option.
  • Again, click on the File and then select the Save option to save the file.
  • Select the location on your system and then click on the Save button.
  • To email the W-2 form that you have saved.
  • Click and select the file and then choose the Send option.
  • Hit on the page by email.
  • Attach the file in the email, then mention the subject accordingly, mention the recipient, and send.

How to Reprint a Lost W-2 on QuickBooks?

When crumbling to manage all the financial and accounts related requisites for your business, then you feel the real quest for a software that could have taken care of it proficiently. With regards to the same, QuickBooks has been acknowledged to be one of the best software to manage and track all accounts related and financial activities.

While discussing about QuickBooks, one of the key actions that you would require the exigent need for is reprinting a lost W-2. The primary reason for this would be at times when any of your employees would raise a request for reissuing the form.

Thus, get complete details with this article on how to reprint a lost W-2 on QuickBooks. Going further, you would find assisting ways and steps to execute the same.

Steps to Reprint a Lost W-2 on QuickBooks

Follow the steps below carefully and proceed:

  • Visit the Payroll Tax Center (PTC). You would find the Payroll Tax Center (PTC) under QuickBooks File.
  • Choose Employees followed by tapping on Payroll Center.
  • Go through the File Forms tab and hit View/Print Forms & W2s.
  • At this step, you need to provide your respective PIN which is assigned for your payroll subscription service. After entering your payroll subscription service PIN, press OK.
  • A list of the employees would be displayed on the W-2 page. In case you do not see the list of employees on the W-2 page, tap on View/Print W-2 forms (you can choose this for all years).
  • From the list, click on the employee’s name who has raised the form reprint request and view the W-2 form. In case, the W-2 form is not opening, press CTRL + ALT at the same time while you are making a click on the employee’s W-2.
  • Choose View Reprints. Once you have selected this, you need to verify that the forms should have a REISSUED STATEMENT watermark.

You don’t have to worry about adding this watermark since it will be automatically added when you tap on the W-2 form for reprinting it in the QuickBooks.

  • Using the Adobe Reader, open the paper and consider printing them specifically on the perforated paper.

Make sure to check on filling out the instructions form for your employees before you finish the complete procedure.

Alternative Way to Reprint a Lost W-2 on QuickBooks

There is also an alternative way to reprint a lost W-2 on QuickBooks. Here’s how it is done as per the steps put forward below:

  • Choose Employees followed by tapping on Payroll Tax Forms and W-2s.
  • Choose Process Payroll Forms and tap on Saved Filings from Filing History.
  • On the history look for the form which you wish to print. To do this, go to the Saved PDF column and click on the respective link.
  • For finishing the task tap on the print icon.

Feels a lot easier on understanding how to reprint a lost W-2 on QuickBooks? Well, that was the clear objective of this article.

At times while you are searching for this query, you would also see questions like, How to print w2s on pre-printed forms or how to print old w2 in QuickBooks 2017, make sure not to get confused.

These questions are nothing but the same query you are looking for but just framed differently as per the respective individual’s clarity on understanding the responses for the same.

Follow the steps which are mentioned above and you would be more than enough to proceed with the execution.

In conclusion, you get to know the step-by-step procedure to print W2 in QuickBooks Desktop and Online. You also get to know about its requirements and how you can print, save, and email it using Adobe Reader.

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Frequently Asked Questions (Faqs)

When can You File and Print the W-2s?

You can easily file your W-2s manually or electronically with the IRS. After that, print and send them to your employees on January 1. Then also mail copies B, C, and 2 to your employees. It must be postmarked by February 1 and then received within the 7 business days when the postmark is done.

When the W-2s can be seen and Print in the QuickBooks Workforce?

The employees can see and print the copies of their W-2s after January 15; when you have done the invitation to your employees for the QuickBooks workforce. The employee accepted the invitation and then they can easily access it to view and print the forms.

When they do Mail W-2s to the Employees so that they can Print W2 in QuickBooks Desktop and Online?

The W-2 forms are mailed by the United States USPS to the employees automatically starting January 20 through January 31. When they receive they can print W2 in their QuickBooks Online or Desktop software using a simple method.

How can I Electronically File a W2 in QuickBooks?

 At first, open QuickBooks, choose your employees and then go to the payroll tax forms and W-2s. Once you have done this, you need to click on Process payroll forms. Now go ahead and select your state worksheet in the file forms section, review the filing period and change if your need it to be different. Once you have updated all the requisites click on OK.

Can You let me know the Process steps to Prepare the Taxes for the Client in QuickBooks Online?

You can use a Prep for taxes tool in QuickBooks Online Accountant. It will let you review your client’s account from a single dashboard. Once you have reviewed your client’s account, you need to assign them to specific lines on the tax forms. For this purpose, go to the tax mapping tab and click on Edit (pen icon) against the form name. After that you can select the appropriate tax for your account.

Can You list down the Reports that I would Need from QuickBooks to files Taxes to IRS?

You will need reports like QuickBooks company and financial reports, QuickBooks sales reports, vendors and payables report, QuickBooks employees and payroll report, QuickBooks budget and forecasts report and QuickBooks service tax report. With these reports your can file you taxes, you won’t need any other report from QuickBooks for filing taxes with IRS.

Can You list down the Steps to Track Estimates in QuickBooks?

For tracking estimates in QuickBooks, you need to go to the customer menu and click on customer centre. Now you need to go to the transactions tab and click on Estimates. Now, you need to sort the filter drop-down menu for opening the Estimates and change the dates if required. Now click the Run Reports button and choose to View as a report.

When and Why would Exactly I will Face the Situation Wherein I need to Reprint a Lost W-2 in QuickBooks?

The foremost reason for you to consider reprinting a lost W-2 in QuickBooks is that you need to reissue the form based on the raised request by any of your employees.

This can come from an employee whose form might have been damaged due to any given reason thereby arising the cause for reprinting a lost W-2 in QuickBooks.

While Printing the W-2 Form, is it Mandatory to Print on the Perforated Paper?

While printing the W-2 Form, advisably you should get it printed on the perforated paper. In case you do not have perforated paper at your disposal, you can also make use of any other good quality paper.

Can I Procure the Information of the Previous Year’s W2 Form? If Yes, What are the Steps Involved in This?

Yes, you can procure the information from the previous year’s w2 form. To do this, you need to consider pulling it out of the tax worksheet present on QuickBooks.

Check out the steps given below for fetching the data from the previous year’s w2 form:

Visit the Reports Menu.
Choose Employees and Payroll.
Tap on More Payroll Reports in Excel.
Select Tax Form Worksheets.
Make your selection for the Annual W2/W3. You find this from the Excel file that you have downloaded. If you wish to reprint w2 of the prior year, in that case, you can change the year as well.
Tap on Create Report.

Instead of Reprinting the W-2 Form for My Employee, can I Directly make it Available to the Respective Employee Who has Raised this Request?

Absolutely! You can definitely consider making the W-2 form directly available to the respective employee who has raised this request instead of reprinting it yourself.

To do this, you have to take the help of Intuit’s QuickBooks Workforce which is a free access site. To start with, enable the option that would provide your employees with online access to their W-2 forms.

However, before you enable this option, make sure that you have processed the form before this in QuickBooks Desktop Payroll.

Once your employees get an email invite, here’s what next, they have to do for accessing QuickBooks Workforce:

Tap on the link (https://paychecks.intuit.com/?source=qbw2email) present on the notification email sent by you.
Select Sign Up option and assign security questions when you see them prompting.
Create an Intuit account as per the instructions displayed.
Sign In to the account.
Choose to either view only or print your W-2 form.

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


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How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

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To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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