The W-2 Preparer window is divided into four main areas: the Main Menu bar, the Main toolbar, the Forms toolbar and the W-2 Grid area. Specialized tools and functions for W-2 Preparer can be accessed either by standard menu commands or by using the buttons on the Main toolbar and the Forms toolbar.

Main Menu bar

The Main Menu bar provides four menus with options for editing W-2 and W-3 information, for adjusting the view of W-2 data, and for searching W-2s for specific pieces of data.

File menu options

• Save -- Saves the current sheet as a draft

• Exit -- Exits to the Select Payroll Tax Form window

Edit menu options

• Cut -- Removes the highlighted data to the Windows Clipboard

• Copy -- Copies the highlighted data to the Windows Clipboard

• Paste -- Pastes data from the Windows Clipboard into a highlighted row, cell or column

• Find -- Searches the current column for numbers or text you specify.

• Find and Replace -- Searches for a specific string and replaces it with another you specify

• Sort Rows -- Sorts spreadsheet rows alphanumerically

• Sort Columns -- Sorts spreadsheet columns by box order

• Links -- Opens a sub-menu where you can link column data to specific boxes on Form W-2.

• Columns -- Opens a submenu with a list of options for editing columns:
  Insert, Hide, UnHide, Rename, Move Left, Move Right

• Rows -- Opens a submenu with two options for editing rows:
  Insert and Delete

• Control Number -- Displays the W-2 Builder Settings window - Control Number view, where you can edit control numbers that appear on W-2s and the corresponding W-3.

• Company Info -- Opens the W-2 Builder Settings window - Company Information view, where you can edit information about your company that appears on all W-2s and the corresponding W-3.

View menu options

• Toolbar -- Toggles display of the W-2 Builder Main toolbar on or off.

• Status bar -- Toggles the Status bar display (bottom of the window) on or off.

Options menu options

• W2 Report -- Generates a summary W-2 report

• Federal red copy -- Opens the Payroll Tax Form Viewer, where you can generate Copy A ("Red copy") of each W-2 for submission to the Social Security Administration

• Employee copy -- Opens the View Payroll Tax Form window, where you can generate the four employee parts of Form W-2 (B for Federal returns, C for the employee's records, and copies 1 and 2 for the employee's records), for each employee

• Employer copy -- Opens the View Payroll Tax Form window, where you can generate the employer's copy of each W-2.

• Employee notice -- Opens the View Payroll Tax Form window, where you can generate the Employee Notice/Instructions from the Social Security Administration.

• State copy -- Opens the View Payroll Tax Form window, where you can generate extra state copies of each employee's W-2.

• W-3 -- Opens the View Payroll Tax Form window, where you can generate a certified copy of Form W-3.

• eFile -- Permits you to file your W-2s and W-3 electronically, using your Internet connection.

Help menu options

• About Forms Builder... -- Displays the program version and copyright information

Main toolbar

This toolbar provides button options for editing W-2 and W-3 information, for adjusting the view of W-2 data, and for searching W-2s for specific pieces of data. Options on this toolbar are similar to those on the Main Menu bar.

Edit options

• Save -- Saves data to a file. If you've brought in new data, a dialog will warn you that existing data will be overwritten. If you close the program without saving your data, the program will prompt for it.

• Cut -- Removes highlighted data to the Windows Clipboard.

• Copy -- Copies highlighted data to the Windows Clipboard.

• Paste -- Pastes data from the Windows Clipboard into a highlighted area. This may be text boxes, rows, cells or columns.

Column options

• Move column left -- Moves selected column one column to the left with each click. You can move both red and green columns.

• Move column right -- Moves selected column one column to the right with each click. You can move both red and green columns.

• Edit column -- Activates a dropdown list with column commands:
  Insert, Hide, UnHide, Rename, Move Left, Move Right

• Hide/Unhide column -- Click on the column and select Hide from the drop-down menu on the Column Options button. This command can also be invoked on the File Menu (Edit > Column > Hide).

Note:  Only red (unlinked) columns can be hidden.

• Sort columns -- Sorts all columns from left to right according to the W-2 or W-3 Box number or letter.

• Insert column -- Inserts a column to the left of a highlighted column.

Row options

• Edit rows -- Activates a dropdown list with row commands.

• Insert row -- Inserts a new row at the bottom of the list. To move a row to a particular point in the list, click on the line number below the location of the new row.

• Sort rows -- Sorts all rows in alphabetical order by the employees' last names.

• Delete row -- Removes a row of employee data from the grid.

Find

Searches for a specific piece of data within a highlighted column of text

About

Displays the Preparer version and copyright information.

Forms toolbar

The Forms toolbar provides options for printing and e-filing all copies of Forms W-2 and W-3, as well as the SSA Employee Notification and the W-2 Summary Report.

W-2 Report

Exits to the Form W-2 Viewer window, where you may preview and print the W-2 Summary Report.

Fed Copy

Prints data to the official Copy A (the "RED copy") of each W-2 for filing with the Social Security Administration.

EmpEE Copy

Generates the four Employee Copies of Form W-2. The four employee copies are: Copy B (or the Employee's Federal return); Copy C (for the Employee's records); and copies 1 and 2 (for state, city, and local tax filing).

EmpER Copy

Generates Form W-2, Copy D, for the employer's records.

EmpEE Not.

Generates the Employee Notice, a text-only notice from the IRS that contains information on filing returns, explanations of the boxes of Form W-2, and instructions for filling out their Federal income tax return.

State Copy

If your state requires you to file a copy of the employee's W-2, this option generates a dialogue in which you select the state (or states) for which you need to make copies.

Form W-3

Exits to the Payroll Tax Form Viewer, where you may preview, edit and print Form W-3.

eFile

If you haven't already registered for MYOB eFile, clicking this button brings up a dialog with instructions for enrollment. If you have already enrolled for MYOB eFile, you will be guided through the eFile process step by step.

Grid area

The Grid area of the W-2 Preparer is divided into two resizeable panels. The left panel displays employee personal information, such as name, address, employee ID, and Social Security number. The right panel displays the dollar amounts imported from your payroll program. By moving your mouse pointer over the splitter that divides the panels and holding down the left button, you can adjust the display according to your needs. Use the scroll bars to move left to right or up and down in the display.

The entire W-2 Preparer window is resizable. It can be used at maximum size to cover your entire screen, or scaled to show only the toolbar buttons. Resize it as you would any other window to comfortably fit the way you like to work.

Note:  Some columns are located in the left pane of the W-2 Preparer window

Columns, cells and rows

The columns, cells and rows you work with in the W-2 Builder are much the same as those in your favorite spreadsheet program. To select an entire row, click on the row number located to the far left, in the left pane. To select a column or activate the column menu commands, click on the red or green header rows.

Each column has 2 header rows. Green headers define columns of data already linked to W2/W3 boxes. Red headers indicate that data in the column needs to be linked to boxes 8, 10, 11,12, and 14 on the report.

Column headers

Each column in the grid window represents a single box or field on the W-2. There are two header rows for each column. The top row of each header displays the W2 or W3 box number to which the data is linked. The second header row identifies the type of data listed in the column; for example, one column displays employees' last names, while another shows a type of withholding tax.

Columns with green headers indicate the data they contain has already been linked to the appropriate box on Form W-2 or W-3. The header rows for these columns cannot be edited. You can, however, change data in any column. For example, you can correct a misspelling or an erroneous dollar amount.

Red column headers identify data that must be defined and linked to a box (usually boxes 8, 10, 11, 12, or 14). Exception for Box 8, you can link more than one column to these boxes if needed. Select the appropriate box for each red column from the drop-down menus that appear when you click in the column header. The titles that appear in the header rows for these columns also can be edited if needed. If you want data for any of these boxes to appear on your official W-2 forms, you must link every red column to the appropriate box on Form W-2 or W-3.

Grid columns that can be linked

• <undefined> :  Any deduction item that has not been linked to a payroll category item will display <undefined> in the column header. Use the Set Up Link dialog to link all items in an undefined column to the appropriate payroll category item.

• Box 8:  Allocated Tips

• Box 10:  Dependent care benefits

• Box 11:
  Nonqualified plans
  Non-qualified Plan (N)
  457 Plan (G)

• Box 12:
  Code A - Uncollected SS or RRTA tax on tips
  Code B- Uncollected Medicare tax on tips
  Code C - Cost of group term life insurance over $50,000
  Code D - Elective deferrals and employer contributions to a 457(b) deferred compensation plan
  Code E - Elective deferrals under a 403(b) salary reduction agreement
  Code F - Elective deferrals under a 408(k)(6) salary reduction SEP
  Code G - Elective deferrals and employer contribution to a 457(b) deferred compensation plan.
  Code H - Elective deferrals to a 501(c)(18)(d) tax exempt organization plan
  Code J - Nontaxable sick pay
  Code K - 20% excise tax on excess golden parachute payments
  Code L - Substantiated employee business expense reimbursements
  Code M - Uncollected SS or RRTA tax on cost of group term life insurance over $50,000
  Code N - Uncollected Medicare tax on cost of group term life insurance over $50,000
  Code P - Excludable moving expense reimbursements paid directly to employee
  Code Q - Military employee basic housing, subsistence, and combat zone compensation
  Code R - Employer contributions to a medical savings account (MSA)
  Code S - Employee salary reduction contributions under a 408(p) SIMPLE
  Code T - Adoption benefits
  Code V - Income from the exercise of nonstatutory stock option(s)