Period-end tasks

To print W-2 forms

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

The Set Up W-2s and W-3 window should be displayed.

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

  1. If you wish, enter your first form control number and employer ID number in the fields at the top of the window.


  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.
  1. Click OK to accept the entries you've made in this window. The Review W-2s Before Printing window appears.


  2. Choose to print forms for an individual employee or for all your employees.


  3. A list of employees is displayed in the window. 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 in the first column; mark and unmark the forms you want to print. Click the gray box at the top of this column to mark all the forms in the list. Click again to clear all marks from the column.


  2. Click the Advanced Filters button to open a window where you can customize the form or shorten or lengthen the list of W-2s if you haven't already made selections in the window in Step 6.


    Using the Selected Form field near the bottom of the window, choose the form layout you want to print.
    Warning!
    Forms that don't meet government requirements won't be accepted
    Click OK to accept the entries you've made in this window and to return to the Review W-2s Before Printing window.
  1. Click the Print button.


  2. After you've printed all the forms you need, you should always 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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