Expert’s Tips to Print W-2 and W-3 Forms in QuickBooks Smoothly

Accounting Business

Filing taxes is the most important task every business conducts at the year’s end. The Form W-2 is a Wage and Tax statement that has to be filed by the employer to report the wages paid to the employees and tax withheld from the paycheck. Conversely, a W-3 form is required to report employee income to the IRS and the Social Security Administration.  However, filing and print W-2 and W-3 forms in QuickBooks is mandatory to file the taxes timely. 

However, if you are also finding it difficult to print your W-2 and W-3 forms, this guide will assist you until the end. Thus, it would help you file taxes accurately, preventing you from paying heavy penalties for late filing. 

Are you seeking the expert’s suggestion to print W-2 and W-3 forms in QuickBooks? Ring us at 1-844-266-9345 and talk to our professionals for the sure-shot solutions. 

Considerations Before You Print Your W-2 and W-3 Forms in QuickBooks 

For the smoother printing of W-2 and W-3 forms in QuickBooks, it’s important to remember certain key points. Thus, it will help you complete the printing on time without any discrepancies. 

1. The user must have an active or valid QuickBooks payroll subscription. 
2. Another important thing is that you must have installed the updated version of the QuickBooks payroll tax table. Doing so will help you compute the accurate tax amount according to the latest tax rates.
3. Moreover, the users must have a W-2 paper that fits best with the payroll service and the printer. Herein, the users are recommended to go with the pre-printed forms for inkjet printers and black or perforated papers for the laser printers. 
4. Besides all this, verify that you are working on the updated QuickBooks and Windows operating system. 

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How Do I Print W-2 and W-3 Forms in QuickBooks?- Briefly Explained 

Printing the W-2 form in QuickBooks is mandatory to send the paper copies to your employees. On the other side, printing the W-3 form is crucial for sending them to your accountant to review the books of accounts closely. 

First Phase:- Get the W-2 Paper Ready (If Possible)

You can use plain paper if your employee has lost or hasn’t received their original W-2 form, or you may require a duplicate copy of records. The users only require the W-2 paper when printing via QuickBooks and must mail them to their employees via QuickBooks. 

1. To begin the process, you must access the QuickBooks Checks & Supplies page using the web browser. 
2. Thereon, choose the highlighted Tax Products option and then go with the Blank W-2 Kits. 
3. After this, you must perform the steps as instructed on the screen to accomplish the order properly. 

• The users of QuickBooks Online Payroll or QuickBooks Desktop Payroll Enhanced must have at least 3-4 parts of the perforated paper.
• Conversely, the QuickBooks Desktop Payroll Assistant users need four parts of the perforated paper. 

Second Phase: Initiate the Printing of W-2s and W-3 Forms

To resume printing the W-2 and W-3 forms in QuickBooks, the users must first choose the product as per their preference. 

Procedure to Print W-2 and W-3 Forms in QuickBooks Online Payroll

Herein, we have mentioned dates from when you can print their W-2 forms in QuickBooks Online Payroll. 

1. If your automated taxes and forms settings are turned off, users can print it on or after the 1st of January. 
2. Alternatively, if your automated taxes and form settings are enabled, you can print the forms on or after 15th Jan. 

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Instructions to Print the Forms of the Present Year or One Year Prior 

1. In the initial stage, go to the Taxes option and hit the Payroll Tax option. 
2. Thereon, choose the Filings > Resources > W-2s form option. 
3. You must go through the list of employees that have been chosen for a printed copy.
   • W-2s won’t print for the employees, which is chosen to go paperless. They can print their copy through the QuickBooks Workforce if mandatory. 
4. However, if you see that the automated taxes and forms settings is disabled, you must thoroughly review your Form W-2 print setting. Then, choose the Change Setting option to edit the paper type whenever required. 
5. Afterwards, hit the View or Manage on the copy that you require:
   • W-3 Summary Transmittal of Wage and Tax Statements
   • W-2, Copies B, C & 2 (employee)
   • W-2, Copies A & D (employer)
6. In the next step, go with the View and Print option to proceed further. 
7. Later on, choose the Print icon from the Adobe Reader toolbar and tap the Print option. 

Stepwise Instructions to Print For the Preceding Year 

1. For printing the forms for the previous year, choose the Taxes option followed by Payroll Tax. 
2. After this, navigate to the Filings option, followed by Resources. 
3. Thereon, pick the Archived Forms and Filings option and then proceed further. 
4. You must opt for the appropriate date range or choose the date range according to your preference. 
5. In the next step, hit the View option from the W-2 or W-3 form, whichever you wish to print. 
6. Later on, tap the Print icon from the Reader toolbar. Later, go with the Print option to initiate the process again. 

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Here’s how to Print W-2 and W-3 forms in QuickBooks Desktop Payroll Assisted

The users have the option to print their W-2s form in the beginning of the January 10th. For instance, if you opt for the Intuit Print option, you only have to print the W-2 form in case your employer has lost or didn’t receive their original W-2 form. 

1. First of all, you must pick the Employees menu, followed by the Payroll Center option. 
2. After this, choose the highlighted File Forms tab and then go with the View/Print Forms & W-2s. 
3. The users must mention their Payroll PIN accurately in the respective text field and then click the OK button. 
4. You must opt for the W-2s tab and insert the correct year and the individual or all employees. 
5. Proceed further by hitting the Open/Save Selected button. 
6. Furthermore, you must pick a valid reason for printing the W-2s form. 
7. In the end, hit the File menu from the Adobe Reader and then the Print option. 

Instructions to Print Form in QuickBooks Desktop Payroll Enhanced and Standard Edition 

To print the form in QuickBooks Desktop Payroll Enhanced and Standard Edition, follow the instructions below. 

1. Before proceeding further, confirm that you have updated the QuickBooks Desktop to the newly launched release. Also, verify that you are working on the updated payroll tax table. 
2. Afterwards, reach the Employees drop-down menu and click on it to pick the Payroll Tax Forms & W-2s > Process Payroll Forms. 
3. In the next step, go to the File Forms tab, scroll down to the bottom of the page, and pick the Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal. 
4. Thereon, hit the Create Form and then choose either one or all the employees. 
5. Furthermore, opt for the Review/Edit option to review all the W-2 forms. Once you have gone through the W-2s form, you must place a checkmark next to the Reviewed column. 
6. In the end, hit the Submit Form button and go through the instructions given on the screen to print and file the forms. 

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What are the Steps to View and Print W-2 Forms in QuickBooks Online?

If you are looking for the proper stepwise instructions to view and print W-2 forms in QuickBooks Online, then it is the right place you are hunting for. Below, we have described the proper instructions to get the desired outcome. 

1. In the first place, click on the Taxes tab and hit the Payroll Tax option. 
2. After that, go to the Forms section and pick the Annual Forms link to proceed further.
3. Soon after this, you must pick the All Employees or a specific name for the employee by clicking on the drop-down menu. 
4. Now, you must hit the W-2, Copies B, C, & 2 link, redirecting you to the Printable Employee Copies: Form W-2 page.
5. You are supposed to pick the appropriate period and hit the View option to open the Adobe Acrobat Reader in a new window. 
6. Thereon, tap the Print icon from the Reader toolbar and choose the Print option. 

What Steps must you perform to Print W-2 Form in Adobe Reader?

Here, we have listed the following instructions to print the W-2 form in Adobe Reader. 

1. To start the process, choose the Payroll Tax Center and hover your cursor over the Payroll Centre. 
2. Afterwards, go to the Employees menu and hit the highlighted File Forms option. 
3. Thereon, tap the View/Print Forms > W-2 and then include the accurate Payroll PIN in the respective text fields. 
4. Furthermore, select the OK button and hover your cursor over the View Employee W-2 Forms. 
5. You are supposed to pick the accurate Employee Name and proceed with the printing process. 
6. Later on, utilize the Adobe Reader and then click the File menu. 
7. End the entire process by hitting the Print option so that you can print the W-2 form seamlessly. 

Drawing to a Conclusion!!

We hope this post has cleared all your doubts regarding how to print W-2 and W-3 forms in QuickBooks. However, if you still face any issues while printing the forms, it’s best to consult with our bizbooksadvice professionals. They will look into the matter thoroughly and assist you with some of the best solutions within the shortest possible time.