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How to Print W-2 in QuickBooks with with Adobe PDF Reader?

    QuickBooks is financial accounting software that is widely used in the corporate world to organize financial statements and transactions. The software includes numerous add-ons that make it extremely useful to users. These add-ons enable users to create automated payrolls, CRMs, and more. Moreover, QuickBooks comes in a variety of versions, each of which is defined by its intended use. One of QuickBooks’s features is its ability to quickly comprehend payrolls and complete the taxation process. Apart from that, QuickBooks software keeps track of the revenue that must be paid in taxes and makes it simple to generate W-2 forms. If you have employees who earned more than $600 in a fiscal year, you must complete Form W2 every year. We’ll go over how to print W-2 forms in QuickBooks in this particular article. STAY TUNED!

    Insights into W-2 Tax Form in QuickBooks

    Every earning citizen of any country is required to pay an annual income tax; this sum serves as a benefactor sum that the government collects from citizens and then uses to develop the state and country. When you work, however, you don’t have to worry about paying taxes because your employer deducts the amount from your pay and files your taxes on your behalf. As a result, an employer must provide a detailed account of how much of the employee’s wages is deducted as tax. A W-2 form can help with this.

    A W-2 form gives you a full account of the amount deducted from an employee’s account on a yearly basis, which you can use to file taxes. An employer can easily create this form for their employees using QuickBooks Desktop.

    What is the Significance of Withholding Tax?

    You must deduct various amounts from your employee’s wage in order to file taxes if you are an employer. The amount deducted is, however, transmitted to the IRS at the end of each month. The employee is often unaware that his employer deducts a set amount from his pay and files his federal taxes on a monthly basis.

    As a result, when calculating returns at the end of the year, the W-2 form assists you in calculating the correct amount.

    Why is it Necessary to Include a W-2 Tax Form?

    Attaching a W-2 tax form to the Pay slips you pay your employees at the end of the year is critical. It allows you to track the amount of tax that has been assimilated and distinguish it from the returns. Furthermore, if you are an employee, the W-2 form will assist you in understanding the tax deductions made from your pay stub. The W-2 form should always be included with the pay stub at the end of the fiscal year.

    Important Things to Consider Before you Print W2 in QuickBooks

    You should be aware of the following prerequisites before learning how to print W2 in QuickBooks:

    • Make sure you’re using the most recent version of QuickBooks.
    • Make sure your payroll subscription is active and your payroll tax table is current.
    • Check that the form is compatible with your current QuickBooks version.
    • The paper must be placed horizontally inside the printer.

    Perforated or Blank Paper

    You can choose between two distinct types of papers to print on:

    1. Blank 3-part perforated paper
    2. Blank 4-part perforated paper

    It is also recommended that you acquire these through Intuit’s official website. To place an order for the same, follow the steps below:–

    • Navigate to the page where you can locate QuickBooks Checks & Supplies on the Intuit official website
    • Move your cursor over the Tax Products drop-down menu and choose Blank W-2 Kits
    • In the fields for QuickBooks Version, Payroll Version, State, and Quantity, fill in the appropriate information
    • Add the order to your cart and complete the purchase.

    Furthermore, different types of paper require different settings, so you may need to make changes to your printer settings to effectively print these pages.

    • Select the Settings menu tab in QuickBooks
    • Go to Payroll Settings and click the Edit W2 print preference option
    • Select the type of paper you want to print on and click the Ok button.

    Verify the Payroll Service that you’re using before Start Printing W-2 Form in QuickBooks

    Before you begin printing the W-2 form in QuickBooks, you must first determine the version of QuickBooks Payroll you are using, as the process varies depending on the version. However, if you are perplexed and unaware of it, you must take the following steps:

    • To begin, log into QuickBooks
    • Select Accounts and Settings from the Settings menu, then Billing Subscription and Payroll
    • Now, select Plan information to learn more about the payroll plan you presently have
    • QuickBooks self-service payroll is indicated by Enhanced or Basic
    • If it says Full-service payroll, it means you have the Full-service payroll version of QuickBooks.

    How to Print W-2 in QuickBooks?

    Once you’re done with the printing requirements in QuickBooks, let’s check the steps of the printing W-2 forms:

    Total Time: 35 minutes

    Open the W-2 and W-3 forms from QuickBooks

    🔹 Initially, select “Employees” from the drop-down menu
    🔹 Navigate to the “Payroll Tax Forms” tab
    🔹 Then select “W-2s” from the drop-down menu
    🔹 “Process payroll forms” should be selected
    🔹 Select “Annual Form W2/W3 and Tax Statement Transmittal” from the drop-down menu
    🔹 Then choose “Create Form” from the drop-down menu
    🔹 If you want to file W2 forms for all of your employees, choose the “All Employees” option
    🔹 To add the name, select “Employee’s last name” from the drop-down menu
    🔹 Enter the year on which you want to print the W2 form
    🔹 Press the “Ok” button
    🔹 Now select “Employees” from the drop-down menu
    🔹 Go to the “Review/Edit” option if you haven’t reviewed the W2 form yet
    🔹 When you’re finished, select “Submit”
    🔹 To send prints, select “Print/e-file” from the drop-down menu.

    Select the Items and Paper Type to Print W-2 forms

    🔹 To begin, select from “Preprinted forms and blank/perforated paper”
    🔹 Select who you want to print the W2 form for in the “Select Item to Print” section. Employers, governments, and employees can all be involved.

    Preferences For Employees

    If you’re printing W2 forms for employees on blank or perforated paper, you’ll want to set the following printing preferences:
    🔹 4 per page: Use copies B, 2, 2, C
    🔹 3 per page: Use copies B, 2, C
    🔹 Employee filing instructions: Important to fill in case if it is printer not printed on paper.
    If you’re using blank or perforated paper, these instructions are for you; if you’re using pre-printed forms, the next set of instructions is for you.
    🔹 W2-Copy B: Use two per page for the employee’s federal tax return
    🔹 Copy 2 of W-2: For the local or state tax department, use 2 per page
    🔹 W2- Copy C: For employee records, use two copies per page.
    🔹 Employee filing instructions: If this is not printed on paper, you must fill it out.
    The aforementioned should be your choices in QuickBooks Desktop for printing W2 forms for employees.

    Preferences for Employer

    If you want to print W2 forms for employers, set the preferences for producing W2 forms as follows.
    🔹 W-2 Copy D: For your personal records, print two copies per page.
    🔹 Instructions for employee filing: It is essential to complete W2 and W3 forms.
    Employer preferences for printing W2 forms are not difficult. All you have to do is keep track of your own records and fill out W2 and W3 forms.

    Preferences for Government

    If you are printing W2 or W3 forms for the government, you must adhere to the following guidelines:
    🔹 W3 per page 
    🔹 W2- Copy 1: For the municipal and state tax departments, print two copies per page.
    🔹 W2-Copy A: For the SSA, use two copies per page.
    These are the options available in QuickBooks Desktop for printing W2 and W3 forms. This includes selecting paper types and other items for printing forms for the Employer, Government, and Employees.

    Export the Form W2 to PDF Reader to Print

    You should first test a print page before sending W2 forms for printing. If you’re working with pre-printed forms, click the Print PDF option. Following that, you can begin printing your forms using the PDF Reader.
    You can continue printing your W2s form from your system’s PDF Reader once you’ve tested the print page. You can accomplish so by doing the following:
    🔹 Select “File” from the drop-down menu
    🔹 Select “Print” from the drop-down menu
    🔹 After that, simply follow the directions on your computer screen.
    In QuickBooks Desktop, this is how you print the W2 and W3 forms. You only need to locate and open the W2 and W3 forms.

    Other Ways to Print W2 in QuickBooks

    W2 forms can also be printed for other services in QuickBooks or Intuit. QuickBooks Online Payroll Enhanced, Intuit Online Payroll Enhanced, and Intuit Online Full Service are among the programs included.
    If you prefer to print W2 forms at these designated locations, follow the methods outlined below with step-by-step instructions.

    Steps to Print W2 Forms in QuickBooks Online Payroll Enhanced

    • Make sure you choose the paper
    • Next, select the “Gear” icon
    • Go to the “Payroll Settings” and then select the “Preference” tab
    • Choose how you want your forms printed, such as W2s, part 3, and part 4
    • To select the type, press the Ok button
    • To open your printable forms, click the “View” button
    • At last, select the “Printer” option.

    Steps to Print W2 Forms in Intuit Online Payroll Enhanced

    • To select your paper type, go to the “Setup”
    • Next, select the “Preferences” tab from the drop-down menu
    • Now, select “Form Printing” followed by selecting the “W-2 printing” option as needed
    • After that, press the Ok button
    • In the next tab, you may see your W-2 forms
    • In the “Forms” section, select the “Taxes and Forms” option
    • Select “Annual Forms” and then click on the “W-2, Copies, B, C & 2”
    • You can now view and print your form.

    Steps to Print W2 Forms in Intuit Online Full Service

    • Make sure to choose an appropriate the paper
    • Go to the “Tax Records” section from the menu
    • Select “W-2 Copies B, C, and 2”
    • You can print the form for a specific employee from this page
    • “Copy B” will be printed first in the instructions
    • If you’re reprinting your W-2 forms, type “Reissued Statement” at the top.

    Well, this is how to print W-2 forms for QuickBooks Online Payroll Enhanced, Intuit Online Payroll Enhanced, and Intuit Online Full Service.

    Summing Up!

    In QuickBooks Software, printing a W2 form is a breeze. We expect that this article covered the major information regarding how to print W-2 in QuickBooks. In case you receive any issue during the process or have any other issues, you can contact our QuickBooks helpdesk Team for quick and precise solutions. Simply make a call at QuickBooks Customer Helpdesk and our representatives will be there to assist you in a single call and provide all possible solutions for your queries.


    Is it Possible to Customize Print W2 Form on the Perforated Paper?

    You might mistakenly print a separate page for Copy 2 in some circumstances. Follow these methods to customize your printing to avoid this problem and save wasting forms —
    🔹 First, access the W-2 Forms for employees in QuickBooks by going to the Archived Forms window
    🔹 Press the View button, then the Print button
    🔹 Select Custom from the Pages menu and change the number of pages you want to print
    🔹 The number of pages for a duplicate copy or Copy 2 of the forms should not be included
    🔹 At last, press the Print button, and the forms should print correctly.

    How do I Report an Employer if he/she hasn’t Sent a W2 Forms?

    It is pretty simple, just execute these suggested steps: The very first contact your employer and then contact the IRS team if you haven’t received your W2 form by February 14th.

    What are the IRS Guidelines I Need to Follow to Get my W2 Form Reprinted in QuickBooks?

    Ensure that the payroll tax tables have been updated to the most recent version. Check the following things after you’ve confirmed:
    🔹 On the W2 form, there must be a “REISSUED STATEMENT” watermark
    🔹 Copies of 2, B, and C must be attached
    🔹 A copy of the W2 Form Filing Instructions must be provided.
    And then you can proceed with the process to reprint W-2 in QuickBooks.

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