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SWFL CPA
Level 1

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

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.

 

19 Comments 19
LollyNino_C
QuickBooks Team

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

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!

SWFL CPA
Level 1

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

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
QuickBooks Team

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

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!

SWFL CPA
Level 1

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

I have archived the forms but still showing as Due soon under Action Needed. I found a different solution to the issue, filter the view to not include Archived forms and it's not showing now. Thanks!

Tori B
QuickBooks Team

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

Thanks checking back with us, @SWFL CPA.

 

I'm happy to see that you've found a way to filter the view. Please don't hesitate to let us know if there is anything else we can assist you with. 

 

Take care and have a wonderful day ahead! 

AwthentiKAT
Level 2

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

Go to w2 paper printing setting and change to "plain paper" and then you will be able to record the filing.  I know its strange, but that is what worked for me. 

AwthentiKAT
Level 2

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

Go into the W2 print settings and change the paper to "plain paper" and then it will let you record the filing. 

monergon
Level 1

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

I'm having the same issue, although I have no idea how to archive these items. If I click on "file" it only gives me the option to "e-file", which my client obviously does not need to do as the W-2s were already filed outside QBO. They simply want to remove the tasks and not be incessantly prompted to do them. 

RCV
QuickBooks Team
QuickBooks Team

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

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

 

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. To archive the form, just follow the steps below:

 

  1. Go to Taxes, then Payroll Tax.
  2. Choose the Filings tab.
  3. Next to the tax form you want to save or archive, select File.
  4. Select the period, then Archive.

 

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. We can also go to the W2 paper printing setting and change to "plain paper" to record the filing. Then, access the PDF copy and close it. 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.

 

Then, make sure it will show in the Archived Forms and Filings section. Here's how: 

 

  1. Go to Taxes, then Payroll Tax.
  2. Click the Filings tab.
  3. Choose Resources, then Archived forms and filings.
  4. Tap the  dropdown menu to filter the form type you want to view.
  5. Hit the form name, then View.

 

In case you need steps on how to resolve incorrect details on the said tax form, you can read this article: Fix an incorrect W-2 and W-3.

 

Keep in touch if you need further assistance with W-2s in QBO or if there's anything else I can do for you. I've got your back. You have a good one. 

monergon
Level 1

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

I appreciate the guidance but I'm simply not seeing any options to archive when I choose "File."  This is what I see: 

 

Screenshot 2024-01-31 104335.png

AwthentiKAT
Level 2

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

Go to setting - payroll settings - taxes & Forms -

How you plan to handle taxes
Select how you plan on making your tax payments and filings.

A - I'll initiate payments and filings using QuickBooks

B - I'll pay and file the right agencies through their website or by mail. (Choose this one)

Also  - go to

Form W-2 printing
Print employee Form W-2s on this paper
type: Plain paper  (choose this)

 

You will then be able to mark this complete. 

 

Let me know if that worked!

monergon
Level 1

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

I believe we're halfway through this being resolved. I really appreciate your help. The employee W-2 action item today showed an actual archive option, along with file. I'm guessing now because this item is now officially past due (technically). The employer W-2 action item does not yet give me that option but I suspect after today it will. So...the lesson I take from this is that the items have to be overdue before an archive option presents itself.

FBBCTX
Level 1

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

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?

EvethC
QuickBooks Team

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

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.

 

archive.png

 

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!

triggs399
Level 1

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

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?

RazzieE
QuickBooks Team

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

I appreciate the time you've taken to share your issue with marking W-2 forms as completed, @triggs399. To further assist you with this matter, I'll route you to our Live Support Expert. Let me walk you through how to reach out to them.

Reaching out to our Live Support Expert can swiftly address this matter. They are equipped with the right tools to assist you and collect the essential information needed to ensure a prompt resolution.

Here's how:

 

  1. Log in to your QuickBooks Online (QBO) account and go to the Help (?) menu.
  2. Select the Search tab.
  3. Click the Contact Us button.
  4. Choose a way to connect (Have us call you or Chat with us)

 

Additionally, you can check out this article if you need to review your past forms and payments: View your previously filed tax forms and payments. It provides step-by-step instructions for viewing and printing tax forms and payment history.


I truly appreciate your patience as we work through this. If there’s anything else I can assist you with, or you have further questions about W-2s payroll forms in QBO or any QuickBooks inquiries you may have. Just utilize the comment section for a quick reply.

triggs399
Level 1

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

Thank you for responding. However, this archiving is not an option for the employer W-2's. It allowed me to archive the employee copy B&C W-2's but not the employer copies.

 

The employer copies say that they are past due to efile and when I select the down arrow beside the green file button I only have an option to preview the forms. If I click the green file button, it only gives me an option to cancel or efile. I can't select efile because they have already been filed outside of QuickBooks.

 

I just need a way to mark that these have been filed outside of QuickBooks and have this go away but it won't allow that.

MA1218
Level 1

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

E-filing period is over. Give it a few days and that E-file button will change to file manual. At which time you can select it and archive.

GianSeth_A
QuickBooks Team

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

Thank you for detailing the issue with marking your externally filed employer W-2 forms in QuickBooks Online, @triggs399. It's important to sync your filing status with the system for accurate records. Let me join the thread and provide an update.
 

Please know that my colleague updated his post to clear things up. Kindly refer to his response.
 

If you require additional assistance or have further questions, feel free to contact us again. We aim to facilitate a smooth QuickBooks experience that supports your business operations. 

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