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Experienced Member

Override W-3 in Quickbooks Desktop?

Is it possible to override the fields on the W-3 in Quickbooks Desktop?

10 Comments
QuickBooks Team

Re: Override W-3 in Quickbooks Desktop?

Hello there, DianadAK.

 

I'm here to lend a hand with your W-3 concern in QuickBooks Desktop.

 

You're only able to override the control number when doing it directly to the form. If there changes you want to apply, you'll need to identify the employee and create some adjustments to show the results.

 

You can use the Payroll Detail Review report to determine if the amounts are calculating correctly through the wage limit and tax rate. For more insight about how to perform the process, I'm adding the article with detailed steps on this:

 

Entering wage base and tax adjustment to correct employee's quarter (qtd) or year to date (ytd) tota....

 

If you need to perform any correction of an employee's information,  you can go to their profile.

 

After following the steps above, the W-3 form will now show the correct information. If you need further help, please don't hesitate to reach out to me by posting a response.

Experienced Member

Re: Override W-3 in Quickbooks Desktop?

Hello,

Thanks so much for your reply.  The issue is not with an employee.  We have an S-Corp client that has 2 different businesses (2 different QB files) under the same Corporation and same Tax ID#.  First off, we are not able to file the W-2's electronically because some of the employees are foreign and have foreign addresses, so we must mail the W-2's to SSA.  We mail the W-2's from both businesses all together, and must use one W-3.  Since there is not a way to override the W-3, we have been handwriting a blank one in the past, but it does not look professional and I have not been able to find a better way.  Is there an online "fillable" W-3 form that anyone might know of, or some other way I should be doing this?

QuickBooks Team

Re: Override W-3 in Quickbooks Desktop?

Thanks for the quick response, DianadAK.


I want to ensure you’re able to file your W-2 and W-3 forms electronically.


I’ve got good news! You can file the forms on the SSA’s Employer W-2 Filing Instructions and Information website. Click on this link to access the forms: https://www.ssa.gov/employer/.


From there, create fill-in versions of Forms W-2 and W-3 for filing with SSA.  You’ll also be able to print out copies for filing with the state and distribute them to your employees.

 

Stay in touch if you have additional questions about payroll. Please know I’m always around to answer them. Have a great rest of your day!

 

Established Community Backer ***

Re: Override W-3 in Quickbooks Desktop?

@DianadAK

 

You should be running One QB file; the function for Divisional or Department or DBA reporting is to enable and use Class Tracking.

Experienced Member

Re: Override W-3 in Quickbooks Desktop?

That would make the most sense, but we do have reasons for keeping them separate. One of the businesses is a Franchise, the other is not, and the Franchise requires a separate bookkeeping file.  Also, one business is run by the husband and one by the wife, so they run them completely separate, with separate bank accounts and separate business licenses.  They like having their own separate QB file.  We've been doing it as such for over 10 years and most of the time it does not present a problem, with this exception.  If I remember correctly, in the past we were able to override on the payroll reports and the W-3.  We are able to use the fillable forms online for the other reports, but I have not found one for the W-3.

Established Community Backer ***

Re: Override W-3 in Quickbooks Desktop?

Let me explain this part, again:

Class Tracking provides the separation in the One Data File. It is One data file per FEIN. You are doing the bookkeeping and managing the financial activities of the One Entity.

 

Not two separate entities.

Experienced Member

Re: Override W-3 in Quickbooks Desktop?

Thanks so much for replying...yes, I use class tracking with many of my clients so I am familiar with it.  In this case, the franchise (many years ago) required us to maintain a separate QB file.  It really is not a problem, but it would just be nice if there was a better option for the W-3.

QuickBooks Team

Re: Override W-3 in Quickbooks Desktop?

Greetings, DianadAK.

 

I'm happy to see that you're getting the information you need here in the Community. I'd love to join this discussion and provide additional insight regarding the options for the W-3.

 

I also think it's a great idea to have another option for the W-3. like a clickable form where you could enter the details manually and make it look more professional when you print and mail it. Which is why I did some research, but all I found was the PDF format of Form W-3.

 

As you may know, we follow the instructions sent to us by the IRS regarding this form. But rest assured, I'll reach out to our Product Development Team and check if there's anything we can do to provide you a more seamless option for the W-3.

 

I hope this response finds you with a smile today! Please don't hesitate to touch base with me here in the Community if there's anything else I can do for you. I assure you that I'll do my best to help you out.

Experienced Member

Re: Override W-3 in Quickbooks Desktop?

Thanks so much!  I appreciate your help in doing additional research and reaching out to the team.  I will continue to handwrite the W-3 for now.  I have not had a complaint about it, so obviously it is being accepted at this time.

QuickBooks Team

Re: Override W-3 in Quickbooks Desktop?

You're welcome, DianadAK.

 

I'll share your thank-you note with my colleagues.

 

I'd like to thank qbteachmt as well for the great help.