Print W-2 in QuickBooks Desktop and Online

by James Antonio

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.

Save Time, Reduce Errors, and Improve Accuracy

Dancing Numbers helps small businesses, entrepreneurs, and CPAs to do smart transferring of data to and from QuickBooks Desktop. Utilize import, export, and delete services of Dancing Numbers software.

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.

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.

Accounting Professionals, CPA, Enterprises, Owners

Looking for a professional expert to get the right assistance for your problems? Here, we have a team of professional and experienced team members to fix your technical, functional, data transfer, installation, update, upgrade, or data migrations errors. We are here at Dancing Numbers available to assist you with all your queries. To fix these queries you can get in touch with us via a toll-free number 1800-689-5491 or chat with experts.


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, QB employees and payroll report, QB 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.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Error Free

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

On-time Support

We provide round the clock technical assistance with an assurance of resolving any issues within minimum turnaround time.

Pricing

img

Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete

img

Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies

img

Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies

img

Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

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.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


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

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

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.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

Call Now +1-800-689-5491
Dancing Number

Kindly Provide The Following Information To Download The Dancing Numbers.

X





    Top