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
Edit menu options
View menu options
Help menu options
Progress bar
The progress bar allows you to track your progress as you prepare your W-2s for filing. Click the ? icon to display the main MYOB Payroll Tax Forms help file. This file contains links to many helpful topics. Use the Next Step and Prev Step buttons to continue to the next phase of your W-2 preparation, or to review work you did previously.
You can stop at any point in this process by clicking File > Exit. When you exit this window, you will have the option to save your work in a draft W-2 form that you can open later, when you are ready to resume work.
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.
The columns, cells and rows you work with in the W-2 Preparer 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.
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.