To print W-2 forms

Year-end tasks > Performing year-end tasks > Printing year-end payroll forms >>

Warning:  You must print W-2 forms, 1099 statements and Forms W-3 and 1096 before closing a payroll year

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

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

  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. The scrolling list on the left side of the window shows the titles of boxes numbered 10 through 14. If you need AccountEdge to calculate the amounts for these boxes, see To calculate amounts for W-2 boxes 10 through 14. If not, proceed with step 3.


  3. Click OK to accept the entries you've made in this window. The Forms Selection window appears.


  4. 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.

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


Warning:  Forms that don't match governmental guidelines won't be accepted

  1. 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. You can also review and change information about each form you selected and mark employee status boxes that apply.

  1. To review and change the information that will print on 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.

  1. 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.


  2. Click the Print button.


  3. 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.

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