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(+1(833-742-9500) How do i print previous year W2 in QuickBooks Desktop


Printing Previous Year W-2s in QuickBooks Desktop: A Comprehensive Guide

QuickBooks Desktop is a valuable tool for managing payroll and generating W-2 forms for employees. Accessing and printing previous year W-2s is crucial for both employers and employees for tax filing, record-keeping, and addressing potential discrepancies. This guide provides a detailed walkthrough of the process and answers common questions.



Understanding W-2s and QuickBooks Desktop

Before we proceed, let's briefly understand what W-2 forms are and how QuickBooks Desktop handles them.

  • W-2 Forms: These forms report employees' annual wages and the amount of taxes withheld from their paychecks. Employers are required to provide W-2s to employees and file copies with the Social Security Administration (SSA).

  • QuickBooks Desktop: This software simplifies payroll management, including calculating wages, withholding taxes, and generating W-2 forms.


Steps to Print Previous Year W-2s in QuickBooks Desktop

Here's how you can access and print W-2 forms from previous years:

  1. Open QuickBooks Desktop: Launch your QuickBooks Desktop application and open the company file containing the payroll data.

  2. Navigate to the Forms/W-2s Section:

    • Go to the "Employees" menu.

    • Select "Payroll Tax Forms & W-2s."

    • Choose "Process Payroll Forms."

  3. Select the Filing Period:

    • In the "File Forms" window, select "Annual Form W-2/W-3 - Wage and Tax Statement."

    • Click "Create Form."

  4. Select the Tax Year:

    • You'll be prompted to select the tax year for which you want to print W-2s.

    • Choose the desired year from the dropdown menu.

    • Click "OK".

  5. Review W-2 Information:

    • QuickBooks Desktop will display the W-2 information for your employees.

    • Carefully review the data to ensure accuracy.

    • You can review each employee's W-2 individually.

  6. Print W-2s:

    • Once you've reviewed the information, click the "Print W-2s" button.

    • Choose your printer and adjust the print settings as needed.

    • You can choose to print all, or selected W-2's.

  7. Save or Export (Optional):

    • QuickBooks Desktop may offer options to save or export the W-2s as PDF files.

    • This is recommended for electronic record-keeping.

  8. Review Employee Records:

    • To verify the W-2 information, you can review individual employee paychecks and payroll summary reports from the previous year.

    • Go to the reports section and find the payroll reports.



Q & A on Printing Previous Year W-2s in QuickBooks Desktop

Here are some frequently asked questions and their answers:

Q: Can I print W-2s from multiple years at once?

A: No, QuickBooks Desktop typically allows you to print W-2s for one tax year at a time. You'll need to repeat the steps for each year you want to print.

Q: Where are the W-2 forms stored in QuickBooks Desktop?

A: The W-2 data is stored within the company file. However, the actual printed or PDF versions are stored in the location you saved them to or printed from your computer.

Q: I can't find the W-2s I created last year. What should I do?

A:

  • Ensure you're in the correct company file.

  • Double-check the tax year you've selected in the "Process Payroll Forms" window.

  • Search your computer for PDF files with names related to W-2s.

  • Check your printer's output tray or filing cabinet for physical copies.

  • Review the employee section of quickbooks, to ensure the data is still present.

Q: How do I correct a W-2 that was filed incorrectly?

A:

  • In QuickBooks Desktop, you can create a corrected W-2 (Form W-2c).

  • Go to the "Employees" menu, then "Payroll Tax Forms & W-2s," and "Process Payroll Forms."

  • Select "Amend W-2s/W-3s."

  • Follow the on-screen instructions to create and print the corrected forms.

  • You will then need to file the W-2c with the SSA.

Q: Can I export the W-2 data to a spreadsheet?

A: Yes, you can generate payroll summary reports that contain the W-2 information and then export those reports to Excel. This can be helpful for data analysis and record-keeping.

Q: How long should I keep copies of W-2 forms?

A: The IRS generally recommends keeping copies of W-2 forms for at least four years from the date you filed them. However, it's often advisable to keep them for longer periods for audit and record-keeping purposes.

Q: Can I view W-2s if my company file is damaged or corrupted?

A: If your company file is damaged, you may need to restore a backup. If you don't have a backup, you may need to consult with a QuickBooks data recovery specialist.

Q: Does QuickBooks Desktop automatically track W-2 information?

A: Yes, QuickBooks Desktop automatically tracks payroll information, including wages and withheld taxes, which is used to generate W-2 forms.

Q: I have switched computers, and can no longer find my old W-2 data.

A: The Data is within the old company file. If that company file was not correctly transfered to the new computer, then you will have lost access to the information. If you have a backup of the old company file, that would be the best way to regain access.

Q: I need to reprint a W-2 for an employee that no longer works for the company, can I still do this?

A: Yes, as long as the payroll information is still present in the company file, you can reprint the W-2.

Q: When I try to print the W-2's, all of the boxes are misaligned, what can I do?

A: This is normally a printer alignment issue. Within the print W-2 window, there should be an alignment option. You can print a test page, and then adjust the alignment as needed. Also make sure you are using the correct W-2 paper stock.

By following these steps and understanding the answers to these common questions, you can effectively print previous year W-2s in QuickBooks Desktop, ensuring accurate record-keeping and compliance with tax regulations.

 
 
 

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