Text File w2 on Desktop

I can help you create a W2 for Missouri State in QuickBooks Desktop (QBDT) Payroll, @DB Coop. 

You can choose either to create your W2s or file them electronically with QBDT Payroll. It depends on your state. In your case, we can manually create a W2 file you'll send to the state. Here's how:

1. Go to the Employees menu, click Payroll Tax Forms & W-2s, and create State W-2 E-file.
2. Tap Continue twice.
3. Choose your state from the dropdown, then Get QuickBooks Data.
4. Press OK. If you need to, fix any errors or add missing info.
5. Select the Add-Ins tab to locate the QuickBooks Payroll State W-2 dropdown and choose Start Interview.
6. Check the box I understand that I must review my data and answer the following questions. Then click Next.
7. Note the file name and location. Select Next.
8. Answer the questions in the interview and review any auto-populated info.
9. Select Next until you reach the End of Interview.
10. Choose Create W-2 File, then select OK.
11. Select Yes to save the Excel workbook for your records.

For more information, see this link: File your state W-2s with Quickbooks Desktop Payroll Enhanced. 

I've also added this link if you need to set up a Federal e-file and e-pay in QuickBooks Desktop Payroll Enhanced.

Let me know in the comments below if you have other concerns about W-2s. I'll be here if you need me. 

Missouri has a specific file requirement.  The Missouri website states that EXCEL and PDF files generated from QuickBooks are not acceptable formats and cannot be uploaded.  A "W2REPORT" text file must be created and QuickBooks support must be contacted for instructions.  The instructions posted to the original question leads to an EXCEL file which cannot be uploaded.

RE:  A "W2REPORT" text file must be created and QuickBooks support must be contacted for instructions. The instructions posted to the original question leads to an EXCEL file which cannot be uploaded.

The instructions in @Nicole_N 's answer will create a standard EFW2 file, a "W2REPORT" file, from the Excel worksheet you'll see, which you can use to review the data about to be added to the file.

Were you able to figure this out? I contacted support twice yesterday- the first representative put me on hold, disconnected our screen share then hung up.  The second tried to have me name the excel file "W2REPORT", which is obviously not helpful.  I'm about ready to give up and file by mail to MO since I've wasted a day trying to figure this out.  It would be entirely beneficial if they just posted how to do this or shared it with their customer support team.

Has anyone figured this out yet? We are also needing a txt file for MO.  I tried customer service twice yesterday.  The first rep put me on hold then hung up after disconnecting our screen share.  The second just wanted me to save the excel file as "W2REPORT" which obviously is not helpful.  I attempted to save the excel file as TXT but I can't imagine the result I got will be accepted by MoDOR.

It would be great if QB could post how to do this or at least inform their customer service department since I can't imagine MO is the only one who has this requirement AND MoDOR specifically says in their filing instructions to call support in order to create this file.

I ran the summary report and saved it as the .txt. file.

The MO website accepted it, so I guess I did okay. 

Under the Employees: Payroll Tax Forms and W2s:Tax Forms worksheet in Excel.

Choose W2 summary, save as .txt.  Voila!

I hope this helps.  I'm not the best at explaining things without visuals.

I ran the summary report and saved it as the .txt. file.

The MO website accepted it, so I guess I did okay. 

Under the Employees: Payroll Tax Forms and W2s:Tax Forms worksheet in Excel.

Choose W2 summary, save as .txt.  Voila!

I hope this helps.  I'm not the best at explaining things without visuals.

It's sad that I had to figure it out instead of getting actual support from QB.

I'm sorry, I did not.  I mailed the Missouri state copies.

I tried that, but did not like the format the txt file created.  I didn't think the state would accept that unless they have some kind of program that pulls all that data into something more user friendly.  We are a small company so I'll just mail the paper copies in this year instead of wasting more time trying to figure this out.  

I'm doing the same thing, not worth the frustration and hassle trying to figure it all out.

I have quickbooks online and am curios what file I should print to mail in my w-2's? This is also for Missouri.  I cannot figure out the .txt file requirement.  I will mail as we only have a few employees so i do not need to file electronically.  

Thanks for following the thread, @lkg761.

I hope you're enjoying the day so far. 

You can follow the guided steps I'm including below to print and mail the W2s. 

1. Select Taxes, then Payroll tax.
2. Click on Filings.
3. Hit Resources, then W-2s.
4. Review the list of employees who opted for a printed copy.
   • W-2s won’t print for employees that selected paperless. They can print their copy from QuickBooks Workforce if needed.
5. If your automated taxes and forms setting is Off: review your Form W-2 print setting. Select Change setting to change the paper type if needed.
6. Tap on View or Manage on the copy you need:
   • W-3 Summary Transmittal of Wage and Tax Statements
   • W-2, Copies B, C & 2 (employee)
   • W-2, Copies A & D (employer)
7. Click on View and print.
8. Select the Print icon on the Adobe Reader toolbar, then hit Print.

Please keep in mind that you can buy W-2 paper if you’re printing from QuickBooks and mailing official copies to your employees. We recommend ordering W-2 kits (W-2s and envelopes) through us to make sure the W-2s print correctly. 

1. Go to QuickBooks Checks & Supplies
2. Select Tax Products.
3. Select Blank W-2 kits.
4. Follow the on-screen steps to complete your order.
   • If you use QuickBooks Online Payroll, you can get 3 or 4-part perforated paper.

For additional information about this process, check out Print your W2 and W3 forms. 

Don't hesitate to let me know if you have any questions or concerns. Take care and have a wonderful day ahead! 

When saving the file to a location you'll be able to find later when uploading to Missouri, just be sure to type .txt at the end of the file name.  Took me several hours to figure that out but was finally able to upload to MO after saving with that extension.

I just finished mine.  Took me awhile to figure it out, but finally just added .txt to the end of the file name as I exported from QB.  Missouri finally accepted that and allowed me to upload.  Just putting this out there for the next person!

Wanting to chime in here because I fought with this for 4 days trying to scramble to get this to upload. I dont want anyone else to go through this lol..

GOAL: Submit STATE W2 .TXT FILE ONLINE

1. Make sure your QB is updated if your on Desktop go to Help>Update all on QBDT

2. Payroll center > File Forms at the top > then at the bottom E-File State w-2

3.It should export a file to excel and read the prompts itll advise you to start a interview on "add-ons" after you've exported everything over and it should prompt you to save your w2report.txt to upload to the state. 

Very helpful but I'm still having issues.  The file QB created, W2REPORT, was as EFW2 file.  Maryland Tax Connect requires filers to select either TXT or ZIP for uploads.  As such, my upload was "rejected due to file type".  Any suggestions?

Thank you for getting back, @rtl999. I've got a solution to ensure that your W-2 report is properly formatted, allowing you to successfully upload it to Maryland Tax Connect without any further complications.

In order for the state of Maryland to successfully recognize your W-2 report, it’s essential to ensure that the file is saved in the correct format. This can be accomplished by adding the extension ".txt" to the end of the filename when you save the document to your chosen location on your computer. By doing so, you will meet the specific requirements set forth by the Maryland Tax Connect system, facilitating a smooth upload and minimizing the likelihood of any further issues during the submission process.

Moreover, you can check out this year-end checklist to prepare your tax forms in QuickBooks: Year-end checklist for QuickBooks Desktop Payroll. 

Let us know if you have further questions about managing your W2 in QBDT. We'll be right here to help you anytime.

I added the .txt as you recommended.  The upload failed with 2 errors. Screenshot of errors attached.

You're doing great by following the format recommended by my colleague, @rtl999. Thank you for sharing the screenshot; it gives me a clear understanding of your situation. Don't worry; I'll be happy to offer you some guidance on uploading your W-2 Report.
 

The file format you submitted is correct. However, since you’re encountering errors, specifically R100005 and R200008, I highly recommend reaching out to your state agency. These error codes indicate issues that may be specific to your state's processing system. The agency can provide clarity on what the errors mean and offer you direct guidance on how to resolve them. Because these errors are originating from the state website, they have the most accurate information to assist you effectively.
 

I’d like to share an article titled Year-end Checklist for QuickBooks Desktop Payroll for your future reference. This checklist is designed to assist you in preparing your tax forms in QuickBooks. It outlines important steps and tips to help ensure you are well-prepared for tax season.
 

If you have any further questions or need clarification about uploading your W-2 reports using QuickBooks, please don’t hesitate to reach out. My team and I are here to help you every step of the way. Your concern is important to me, and I want to ensure that everything gets resolved smoothly for you. Have a good one!

Your suggestion is not working.  Saving as .txt still has the same issues and the file is rejected by Maryland.  Adding .txt. to the name does not make file a txt file.  Any other suggestions?  It takes hours to figure out, a few calls to QBs agents, they have no clue.

Maryland's new site to upload w2 information in a text file is awful.

I am having the same issue. the same error message someone else had.

I am going to call MD comptroller.

Rename the file to include the .txt extension

Example: change from W2REPORT

Change to: W2REPORT.txt

The file may also be missing the required last (RF) record/line of the file. And this will happen with all QB files for now until an Intuit software update for Maryland.

The last line in the txt file should start with RF and contain the total number of W2s on the file.

As an example, for a W2 count of 33 or 251:

If 2 digits total:  000000033

If 3 digits total:  000000251

On the RF line change to what you need the number to be for your W2 count. 

To add the RF line to fix your text file, you will need to copy the entire row/line below starting with RF (highlight the entire row, even the blank spaces following up to 512 in length).  Then open your text  file, paste the RF line to last line of the W2REPORT.txt file.  Remember to change the number to your W2 count. Save and try the upload again.  

Below is copy of the last row here (including the spaces) -- there must be 496 blank spaces after 000000033 or whatever number you change it to.

RF     [removed]                                                                                                                                                            

Good luck!                                                                                                                                                                                                                                                                                                                                                    

Sorry -- the forum removed the blank spaces needed. If you message the MDConnect customer support, they should be able to email it to you.