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S
SWFL CPA
January 22, 2024
Question

How to mark W-2s Action as completed for forms filed outside of QBooks online?

  • January 22, 2024
  • 2 replies
  • 0 views

I have a client who uses QuickBooks online for payroll. There were some issues earlier in the year that had to be corrected by filing Amended 941s. We filed the W-3 and W-2s directly with the SSA to make sure the amounts were correct. However, Online QuickBooks shows the W-3/W-2 task as open, forms needed to be e-filed. Is there a way I can mark this task completed so it does not keep popping up? Thanks in advance.

 

2 replies

L
LollyNino_C
January 22, 2024

It's nice to see you here in the Community, @SWFL CPA. I know you've been waiting and looking for the precise method to acquire those forms successfully. I want you to know I'm still here, willing to provide steps and resolutions.

 

You will only undergo the printing of the W-2 to be archived. You just open the PDF copy, then you can close it, and make sure to show it in the Archived Forms and Filings section.

 

We can print your W-2s and W-3s. You can print W-2s for the current year or any prior year when you first used QuickBooks Online Payroll. Make sure that your W-2 printing preference setup is correct.

 

Follow the steps below:

 

  1. Go to the Taxes and choose Payroll Tax.
  2. Click on Filings and select Archived Forms and Filings.
  3. From the Select the period dropdown, search for the forms you need.
  4. Click on View to open Adobe Reader in a new window.
  5. Select the print icon on the Reader toolbar. Then select Print again.

 

For additional information on printing current year or previous year W-2s in QuickBooks from your Payroll Tax page, please refer to the following article: Print your W-2 and W-3 forms.

 

If you have any questions regarding W-2s, you can find answers in this article: Get answers to your W-2 questions.

 

To learn more about viewing paychecks and W-2s in Workforce, check out this article: View your paychecks and W-2s in QuickBooks Workforce.

 

Feel free to let me know in the Reply section below if you need further assistance with W-2s payroll forms. I'm always happy to help in any way I can. Have a fantastic rest of the day!

S
SWFL CPAAuthor
January 22, 2024

This doesn't resolve the issue as every time the payroll section is opened it shows the W-3/W-2s under Action Needed Section showing Due Soon. I want to mark as task complete, so it stops to remind me to do something that has already been done. Thanks!

MariaSoledadG
MariaSoledadG
January 22, 2024

Let me help how you remove the task reminder for your W-2, SWFL.

 

You only need to archive the W-3/W-2s form so it would stop reminding or clear notification for a specific task. You can locate the forms that are showing as overdue. 

 

If you have an option to File now, you can click it so you can archive the forms. Once done, this will clear reminders from showing on your end. 

 

Furthermore, you may want to view your past forms and payments, check out this article for more information: View Your Previously Filed Tax Forms And Payments.

 

Please touch base with us if you have any concerns with your payroll taxes. Remember, we're here to help you all the time. Have a great day ahead!

F
FBBCTX
February 6, 2025

I am having the same problem with the W-2 Copies A & D (employer) showing that it is ready to file.  I have done all of the suggestions here in this thread and none of it works.  It only shows an option to efile. The other W-2 copies for the employee is archived and shown as complete.  I have already mailed our employer copies ... my settings are for plain paper, and to be paid and filed outside of Quickbooks (we are old school and small organization) ...

 

While it is not hurting anything technically, I really would like this Action Needed for the W-2 Copies A & D (employer) to be gone.  Any other suggestions besides what is listed here?

E
EvethC
February 6, 2025

It's great to see your commitment to keeping all payroll compliance tasks updated and completed in QuickBooks Online, @FBBCTX . To mark your W-2 form as complete and move it to the archive, you'll need to turn off the Automated Taxes and forms feature in QuickBooks. I'm here to help you navigate this process effectively.

 

  1. Go to the Gear icon.
  2. Under YOUR COMPANY, select Payroll settings.
  3. In the Taxes and forms section, make sure to uncheck the Automated taxes and forms.
  4. Under How you plan to handle taxes, choose I'll pay and file the right agencies through their website or by mail.

 

After turning off the Automated Taxes and forms, you can now proceed with moving your W-2 to archived.

 

Here's how:

 

  1. Go to Taxes, then Payroll Tax.
  2. Click the Filings tab.
  3. Choose the W-2 that you want to archive, then click File.
  4. Click Record filing.
  5. Click Done.

 

Once completed, your W-2 Copies A & D (for employer) will no longer appear in your Action Needed list. You can then click Archive to view it in the Archives List.

 

 

If you need to review your past forms and payments, consider checking out this article for more information: View Your Previously Filed Tax Forms and Payments.

 

Additionally, I recommend you to Explore QuickBooks Payroll to improve your experience with QBO Payroll. Our skilled team of professionals is available to offer prompt and customized support related to your employee and wage issues. They can help you make the most of your plan's features, and manage your accounts

 

Need to fix something on your employee's W-2? Here's an article to guide you on what to do if you or your employee finds a mistake on their W-2 or your W-3: Fix an incorrect W-2 and W-3.

 

If further complexities arise, or you need more assistance with your W-2 filing, don't hesitate to reach out to us. We are here to help you. Have a great day!

T
triggs399
February 7, 2025

This answer is incorrect. I already have the option to automate taxes and forms turned off and have selected plain paper for the printing option. However, QBO is still only giving me the option to efile the employer forms. These have already been filed outside of QBO and I just need a way to mark them as already filed. There is no other option given other to efile and I don't need to do that. 

 

How can I mark the employer copies as manually filed outside of QBO so they will stop showing up in my action items?

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