Printing W-2 Forms

How do I print W-2 forms?

Goldenseal payroll software automatically prints W-2 forms for each employee. Here's how you do it.

WARNING: There is a bug in the W-2 calculators for some states, that shows too much Social Security withholding for 2011 wages. It is fixed automatically when you import 2012 tax tables, or you can click above for a simple fix.

Entering Data

Before you can print W-2 forms in Goldenseal, you'll need to enter payroll for the year. It's easiest if you just use Goldenseal for your regular payroll, but you can also go back and enter payroll for the past year. There is more about that in the Getting Started manual.

Setting up Calculators

Before you print W-2 forms, make sure that the state withholding amounts are set up for your state and local taxes. To do so, follow these steps:

  1. Choose Calculators from the Options menu, and choose Payroll Taxes from the submenu.
  2. Scroll to the State Income Tax item, and double-click on it.
  3. Click in the table at right, and enter Tax Item into the first column.
  4. Click in the second column, and enter the Tax Item for your state's income tax withholding.
  5. If there is more than one Tax Item for state withholding, add a row to the table and repeat step 4.
  6. Click OK.

Repeat the setup for any of the following that apply to your state:

  • Local Income Tax
  • State Disability Withheld
  • SUTA Tax
  • W2 Box 12a, 12b, 12c or 12d

NOTE-- Starting in 2008, we are providing payroll calculators for all states. You should still double-check the setup, since there may be state quirks that we overlooked. If we made any mistakes, please let us know, and we will correct it.

When you have finished with the Payroll Tax calculators, click Done.

HINT-- You only need to do this setup once! In future years you can skip this step.

Printing Forms

Goldenseal is set up to automatically get all W-2 numbers from the previous year. That means you can print the forms any time between January 1and the deadline on January 31.

HINT-- If for some reason you want to print forms for other than the previous year, you'll need to temporarily reset the system clock to a different year.

Finding Employees

To print W-2 forms, first use the Find command to locate the employees who worked during the year. To do so, follow these steps:

  1. Choose Employees from the Accounts menu.
  2. Choose Find from the Edit menu.
  3. Click in the Terminated field, and type <1/1/07 to eliminate employees who left before the first of the year NOTE-- In Jan 2009, you'll type <1/1/08, and in Jan 2010, you'll type <1/1/09
  4. Click on the Omit button (above the Find button on the left side of the window).
  5. Click the Find button on the left side of the window.
  6. Goldenseal will find your employees who worked last year.

Aligning to the Forms

If you haven't printed W-2 forms before, you may need to "tweak" the W2 form so it prints correctly. To do so, follow these steps:

  1. Choose Print Forms from the File menu.
  2. Enter Employee Accounts into the Transaction popup field
  3. Enter W-2 Form into the Form Type popup field.
  4. Enter Active Record into the Item Range popup field.
  5. Click the Print button.
  6. Compare the printout to the W-2 form. HINT-- You can print directly on the form, or print on plain paper and place it over the form (hold it up to a light so you can see both together).

NOTE-- The W-2 Form layout has changed a lot in 2008. The new Goldenseal 4.1 update includes the new layouts, plus new First Name and Last Name fields for your Employees.

If the printout isn't within the boxes, follow these steps to fix it:

  1. Choose Custom Layouts from the Options menu, and choose Printed Forms from the submenu.
  2. Enter Employee Accounts into the Transaction popup field
  3. Enter W-2 Form into the Print Form popup field.

Printing Forms

Next, print W-2 forms for all employees. To do so, follow these steps:

  1. Put compatible W-2 forms into your printer.
  2. Choose Print Forms from the File menu.
  3. Enter Employee Accounts into the Transaction popup field
  4. Enter W-2 Form into the Form Type popup field.
  5. Enter Found Items into the Item Range popup field.
  6. Click the Print button.

Current/Prior Year Forms

Goldenseal accounting software automatically generates W-2 reports for the previous year.

  • If you want numbers for the current year to date in December, you'll need to reset your system clock so the date is in the future (or else wait til Jan 1).
  • If you want numbers prior to the previous year, you'll also need to reset the clock so it's one year later than the one you want to use.

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Click here for general information about Goldenseal payroll software.