Question

quickbook w-2 form allignment

Forum|Forum|7 years ago
January 10, 2019
16 replies
0 views

I have my pre-printed W-2 forms from quickbooks and there are two employees per sheet that can be printed. I get the top one aligned and the bottom one is off by a line, I get that one aligned and the top one is off by a line. How can I fix this HELP!!!

QuickBooks Desktop

JessT

Hi jackrussell53,

Let's do some text adjustments to align the text on your W-2 forms.

You can adjust the printing alignment of the text and do a print test to check the result. When you do the test, you can use a blank paper to avoid wasting forms. Then, check the actual print against the form to see if the last line would printed in the correct box. For more information about printing W-2 form, see the steps in this article: Print your W-2 and W-3 forms .

Please get in touch with us again if you have other questions.

A

Anonymous

@JessT

OP: "I get the top one aligned and the bottom one is off by a line, I get that one aligned and the top one is off by a line. "

In this case aligning does not work. The customer is already doing that. This is a deeper issue of some kind.

JessT

Hi BRC,

Thank you for jumping in. The article for checking the alignment also suggests checking the compatibility of Jack's printer driver.

Hi jackrussell53,

If you've already gone through Option 3 in the article I've shared and the same thing happens, please get in touch with our phone agents to check this further.

Open this link: https://payroll.intuit.com/support/contact/?infosrc=qs&service=16.
Click Taxes.
Choose View Contact Info button.

Let me know if you have other questions.

M

mwtlgray

Same problem here.

I'm using the same forms I've always used, the same printer I've always used, and the computer I used last year for the first time, with no issues.

I have gone through the steps, but this year, it will not align.

The top is aligned, but the bottom isn't.

J

JanyRoseB

Hi, mwtlgray.

Thanks for joining this thread. I'm here to guide you to the right support so you can get the help you need.

Have you tried the troubleshooting provided by JessT? If the issue still persists, I encourage you to get in touch with our QuickBooks Desktop Technical Support Team. They have additional tools to pull up your account and investigate this further. They can also create a new investigation and once it has been open, you’ll be receiving an email notification about the updates and progress.

You can contact our phone support by following the steps provided by my colleague AldrinS above.

For additional reference, you can check this article: Print your W-2 and W-3 forms.

Please let me know how it goes. If you have other concerns, you're always welcome to post here in QuickBooks Community. We're always here to help you out.

U

User385792837592

It is infuriating that QB support is just saying "Call us" without offering a solution here. I have spent TWO HOURS this morning on this issue and still can't get it fixed.

It's the same thing as everyone else: either the top section is aligned or the bottom. There's no way to get both aligned. There needs to be a way to adjust the space in between the top and bottom form because it isn't quite right.

QB Support: Look into this and please give us all an answer HERE.

O

OliviaHrdz

Did you get any help about the alignment issue? I have the same problem.

K

KhimG

Hi, @mwtgray.

Thank you for sharing the steps you've performed to get this working. I'm glad our phone support was able to help you align your W-2 forms.

Should you need anything else, don't hesitate to let me know. I'm always here to help. Take care and have a great day!

L

Lisa1967

I had the same problem and have FIXED IT! I usually don't use ADOBE for my PDF's and my default pdf was set to my usual software. When I went to the control panel and changed the default PDF to ADOBE it lined up perfectly!

K

KhimG

Hello, @Lisa1967.

I'm happy to hear that setting up Adobe as the default application when printing forms help you fix the alignment issue. This will surely help others who are having the same problem.

Should you need anything else, please leave a reply below. I'm always here to help. Have a good one!

T

Tysha8751

I have changed my default pdf to adobe and tried everything that I can find to fix this and it has not worked. I have spent hours on the phone with support who have no clue what they are doing and put me on hold for 90% of the call. I was told a supervisor would call me on 2 separate occasions and have yet to receive a call. I have updated my quickbooks, restarted everything, tried the alignment settings but nothing has worked. FIX THIS QUICKBOOKS!

L

Leah-Broadview

I had the same problem. I discovered that I had to tell the printer not to scale. It was automatically shrinking to fit page. On my printer dialogue page I clicked the box that says "no scale". I have an HP LaserJet 1018.

K

KhimG

Hi there, @Leah-Broadview.

Thanks for sharing the steps you've taken that help resolve the alignment issue. Others who might have the same printer as yours will now be able to print the W-2 form without any problem.

If there's anything else you need, don't hesitate to leave a comment below. I'll be here to help. Have a good one!

C

CathyL60

This happened last year too. I had forgotten until I saw the comment in the January 2019 response. You need to use Adobe READER as your default .pdf viewer

BigRedConsulting

@GEEW

You can avoid alignment issues altogether by printing your W-2's on plain paper. There is no need to buy or use use the standard red ink forms.

L

ljkentucky

True if you e-file the forms I guess - but if you submit paper copies to the SSA I believe it has to be on the scannable red forms or you can be penalized.

BigRedConsulting

You do not need to use the red scan-able forms to submit paper W-2's to the SSA.

QuickBooks prints W-2 forms on plain paper that you can submit, which are also scan-able. It does this automatically wen you pick the plain paper - for the SSA - form option.

The SSA uses a different set of scanners for this standard, which Intuit and other payroll providers worked out with the SSA almost two decades ago.

The only reason Intuit still sells the red forms is... so they can sell the red forms. No one needs them.

S

SamRashid1

This has been a recurring problem with QuickBooks for at least the last decade that I remember and there is a fix that appears to work that is mentioned below using the Microsoft XPS Writer. In any case, I'll go into a little detail as to how we resolved it as well. First of all, it's highly recommended that you use blank perforated forms for W2 printing for Employees - it completely avoids having to deal with this issue, however, when you have to report your W2 Copy A to the SSA, you have to fix the alignment issue since it requires the use of the red ink official form. Here goes: First: Select the W2-Copy A

Then use the Align button to generally align the top half of the form so that it prints correctly (the issue has always been the top half can be aligned but the bottom half fails to align properly)

Use the Print PDF to print the forms to any PDF writer (QuickBooks recommends Adobe, we use Nuance). Once you have opened the PDF document then PRINT it again using the Microsoft XPS Writer using the .XPS format

Then open the resulting .XPS document using your PDF writer

Before you print the resulting PDF document - set the ZOOM to NONE and UNCHECK the Auto-Rotate & Center boxes

Print your first page to test the alignment, both the TOP and BOTTOM should be aligned uniformly, if not, you can restart this process using the ALIGN as noted on Step 1, the difference now is that both the TOP and BOTTOM should be able to be aligned uniformly.

This has worked for us with virtually every release of QB and we are currently using QB Enterprise V 18

Happy Hunting

Show more replies

Sign up

Login with SSO

Login to the community

Login with SSO

Scanning file for viruses.

This file cannot be downloaded