To print W-2 forms

Note: W-2 and 1099 information is tracked using the Current Payroll Year entered for your company file

To learn the current payroll year of your MYOB AccountEdge company file and other general payroll information, choose General Payroll Information from the Setup menu.

Warning: You must print W-2 forms, 1099 statements and Forms 1096 and W-3 before you close the payroll year and begin the new one

We strongly recommend that you make a backup of your AccountEdge company file after printing these statements and before closing the year. Once the year is closed, detailed payroll information is no longer available and W-2 forms, 1099 statements, Forms 1096 and W-3 and other reports can't be printed for that year. If you've made a backup, however, you can restore that backup and print the necessary documents.

The Set Up W-2s and W-3 window should be displayed. (To find the Set Up W-2s and W-3 window)

1. If you wish, make entries at the top of the window for your control number and employer ID number.
2. Most of the boxes on the W-2 are already set for you by AccountEdge. In the scrolling list on the left side of the window are the titles of boxes numbered 10 through 14. If you don't need AccountEdge to calculate the amounts for these boxes continue to step 4. If you need AccountEdge to calculate the amounts for these boxes continue with steps 2 and 3.

Take a look at the two scrolling lists in the bottom half of the window. In the scrolling list on the left side of the window, each box numbered 10 through 14 on the W-2 form is represented by a field in the list (labeled "W-2 Boxes"). Each of these fields contains a box title and number as it appears on the form. In the scrolling list on the right side of the window, the wages, deductions and taxes that are used to calculate each of the boxes is displayed.

Notice when you click a field in the scrolling list on the left side of the window the title of the scrolling list on the right side of the window changes to reflect the name of the field you clicked on the left. In the next step, you'll use this functionality to mark the elements that will be used to calculate each W-2 box.

3. Highlight a W-2 box name in the scrolling list on the left side of the window, then click the wages, deductions and taxes in the scrolling list in the right side of the window that should be used to calculate the total amount for the box you chose on the left.

When you select a wage, deduction or tax in the scrolling list on the right side of the window, a mark will appear in that item's Select column. If you need to unmark an item you mistakenly selected in the right side of the window, simply click the item's name again.

Follow this step for each box listed on the left.

4. Click OK to accept the entries you've made in this window. The Forms Selection window appears.
5. Choose to print forms for an individual employee or for all your employees.

If you choose All Employees, you can enter identifiers and ZIP codes to restrict your list of employees' form that you want to print.

6. Using the Selected Form field near the bottom of the window, choose the form layout you want to print.

Warning: Be careful if you plan to customize W-2 forms

Although you can customize your W-2 forms using AccountEdge, forms that don't match governmental guidelines won't be accepted. We recommend that you use the standard form setup.

7. Click OK to accept the entries you've made in this window. The Review W-2s Before Printing window appears. In this window you can choose specific forms to print, review and change information about each form you selected and mark employee status boxes that may apply.

To review and change the information about each form, click the zoom arrow before the name of the employee to open the W-2 Employee Information window. Any change you make to the amounts in this window will be reflected on the W-2 form. Click the Recalc button to return the figures to the amount calculated by AccountEdge. In this window you can also mark special employee status boxes that may apply. Click OK to return to the Review W-2s Before Printing window.

Mark the forms you want to print by clicking the Print column next to them. If you don't want to print a form that's already marked for printing, click the Print column to unmark it.

8. Click the Print button when you're finished.
9. After you've printed all the forms you need, we strongly recommend that you make a backup of your AccountEdge company file. Once the payroll year is closed, detailed payroll information is no longer available and W-2 forms and other reports can't be printed for that year. If you've made a backup, however, you can restore that backup and print the necessary reports.