Learn the Process to reprint W2 in QuickBooks

by Edward Clark Get All Your QuickBooks Errors Fixed In No Time

Want to prepare for your tax returns or any other financial transactions but won’t be able to do so as you lost a printed copy of your W2 form? It’s alright if yes. Undoubtedly, QuickBooks is a robust accounting software that helps to manage your business finances and payroll more conveniently.

The W2 forms are documents that contain important information related to the wages and salaries of the employees that are going to be paid by their employer. This entire issue crops up when any employee of your company requests to reissue the form, you may have to reprint W2 in QuickBooks.

The requirement to reprint old W2 forms in QuickBooks can be experienced due to a missing or damaged form from the employee’s end. Before filing this form, you have to make sure that the employer and the employees both have copies of such W2 forms as it is a foremost part of your year-end tasks.

If you want to file this form manually with the IRS then you can send paper copies to your employees or get your form printed. In this write-up, we’ll describe everything in detail so let’s read it out carefully.

Procedure to create your W-2 Forms in QuickBooks!

To reprint W2 in QuickBooks, you need to first create it properly. Let’s see how:

In the inception, go to the Employees menu.
Now, you have to select the Payroll Tax Forms and W-2s then click on Process Payroll Forms.
Under the File Forms section, select the Annual form W-2/W-3 – Wage and Tax Statement Transmittal.
Then, tap on Create Form.

Ways to Submit your W-2s Forms in QuickBooks!

Is W2 ready to send out if it said “Draft copy, Do not file”? Are you receiving the same alert on your screen? Just relax once done with creating your tax forms, now it’s time to send your file electronically before you reprint W2 in QuickBooks. Below are the steps you need to go through one by one.

The initial step is to choose All Employees or Employee’s last name to file by batch under the Process W-2s page.
Now, you need to enter the year of the form you’re filling out under the Select Filing Period section and then press OK.
In the Select Employees for Form W-2/W-3 window, opt for the employees. To select all employees displayed, you can click on Mark All.
Tap on E-File Federal Forms.
You must type your business phone number and email address on the login screen.
Last but not least, hit the Submit tab.

Check for QuickBooks W-2 form alignment

Always remember that all tax forms in QuickBooks require a PDF viewer when printing. Hence, make sure to perform a print test on blank paper to check if the alignment is correct with the boxes prior to printing your W-2s pre-printed forms. Before moving forward to reprint W2 in QuickBooks, perform the steps inclined below:

To start off, choose Employees then tap on Payroll Tax Forms, W-2s, and also Process Payroll Forms.
Next, click File Forms, then select the Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal and press the Create Form button.
Choose either All Employees or the last name of the Employee.
You need to enter a filing period in the Year field, then hit the OK tab.
Furthermore, click Print/E-file.
In the Print W-2 and W-3 Forms window, select Print Test.

If it still doesn't align, follow these steps to correct the alignment:

Tap on Align in the W-2 and W-3 forms window and click the Pre-printed forms alignment page, then you’ve to adjust the alignment.
Select Print Test to check the result of your alignment.
In case the alignment is already correct and accurate, press OK.

Points to remember when you reprint W2 in QuickBooks!

The things you need to keep in mind before printing W-2 forms in QuickBooks Desktop are as follows:

Check your QuickBooks Desktop version that is supported.
Make sure you have an active subscription to QuickBooks Payroll Enhanced or Standard service.
You must have the newest payroll tax table.
Ensure that you print the form on blank paper, preprinted forms, or perforated paper of a laser printer.
The blank ink and print onto paper are required to print W-2 forms.
Verify the W2 form compatibility with the QuickBooks Payroll version.
Confirm that you’re using the preprinted forms for inkjet printers.

Here’s how to Preview your W-2s!

Before going to reprint W2 in QuickBooks, you need to preview your employees’ W-2s from December 2, 2022, through January 1, 2023. The steps included in this section are highlighted below:

Initially, choose Taxes and then click on Payroll Taxes.
Next, hit the Filings tab.
You must select Resources.
Afterward, tap on W-2s.
Choose Manage W-2s on W-2 Copies B, C, & 2 (employee) from Employee W-2s.
To finish, opt for the employees you wish to preview then click on View and print.

Learn how to reprint W2 in QuickBooks Desktop!

To print W2 in QuickBooks once again, you’re supposed to check out the steps enumerated below:

To begin with, navigate to the Employees menu.
Now, choose the Payroll Tax forms and W-2s then tap on Process Payroll forms.
Click on the Annual form W-2/W-3 – Wage and Tax Statement Transmittal under the File forms tab.
Afterward, press the Create Form button to create it.
In the File Form window, tap on the name of the employee and the filling period.
Hit Submit Form to continue printing.
You must click on the Print/E file to open the Print W-2 and W-3 Forms window.
Finally, Print the form.

Get your answer: Where is the forms button under payroll taxes so I can reprint W-2’s?

To find the forms tab under payroll taxes or to reprint prior year W-2s with a record copy watermark, implement the steps provided below:

To start off, choose Reports & Forms, Forms, and Tax Forms.
Now, click twice on Payroll Tax Forms to open the payroll tax form selector.
Tap on Existing Form and then press OK.
Afterward, select the desired W-2 to reprint and then hit the Edit tab.
In the end, follow the on-screen prompts to reprint completed W-2s.

Steps to reissue a lost W-2 on QuickBooks!

In case you’ve lost your W2 form then you can walk through the below-given instructions for reissuing a lost W2. Here’s how:

Firstly, visit the Payroll Center and then select Employees.
Now, click on the File Forms tab.
Navigate to the View/Print form & W-2s.
You must type in the Payroll PIN which is assigned to your payroll subscription service.
Once done, hit the OK tab.
After this, go to the W-2 page, and if you don't see a list of employees, choose View/Print W-2 forms for all years.
In the list, tap on the employee's name to open the W-2 form you want to print.
If the W-2 form is not opening, hold down and press Ctrl + Alt at the same time while clicking on the employee’s W-2 form.
If prompted, choose View Reprints.
After selecting this, verify that the forms should have a REISSUED STATEMENT watermark or not then click on Continue.
When Adobe Reader opens up the W-2 form, you need to print it on the correct perforated paper.
To end the process, make sure to check on filling out the instructions form for your employees.

Final Words!

Still, unable to understand how to reprint W2 in QuickBooks? No need to panic at all as our QuickBooks-certified experts are here to make your every complicated task easier or smoother. It’s not new to bump into such printer-related errors while trying to print the W2 form once again after losing a printed copy of it. This issue mainly encounters due to a missing, damaged, or corrupted form from the employee’s end. However, if you find yourself on the same track then immediately ping us to get your issue rooted out within a few minutes.