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W2/W3 E-file error for Federal and State

Hello,

I have no issues creating my W2 forms for both federal and state e-file.  No errors.

 

My issue is the e-file button is greyed out and I cannot click it when the forms are created.  Same problem for Federal and State.

 

Click the "why can't I efile" link just has the help box pop open with a few script errors.

 

I do have enhanced payroll and can e-file my quarterly forms without an issue to both the state and federally.

 

And my understanding is sending the W2 forms doesn't even require and account.  Just email address and phone number.

 

Any suggestions?

Solved
Best answer 01-13-2019

Accepted Solutions
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QuickBooks Team

Re: W2/W3 E-file error for Federal and State

Hi there, Jbmos. 

 

Yes, e-filing the Annual Form W-2 does not require an account or a pin. Let's make sure that the filing method for this form is set to e-file. Please follow these steps:

 

  1. Go to the File Forms tab.
  2. Click Manage Filing Methods under Other Activities.
  3. Click Filing Methods, then double-click Federal Form W-2/W-3.
  4. Select E-file, then click Finish.
  5. Click Finish Later.

Once done, open the tax forms once again. Then, click the Check for Errors button at the bottom. Make sure there aren't any errors left so the E-file button isn't grayed out. 

 

I've added some screenshots below for more details. Let me know if you need anything else. 

e-file w2.PNG

 

e-file w2 2.PNG

 

e-file w2 3.PNG

 

e-file w2 4.PNG

 

View solution in original post

9 Comments
Highlighted
QuickBooks Team

Re: W2/W3 E-file error for Federal and State

Hi there, Jbmos. 

 

Yes, e-filing the Annual Form W-2 does not require an account or a pin. Let's make sure that the filing method for this form is set to e-file. Please follow these steps:

 

  1. Go to the File Forms tab.
  2. Click Manage Filing Methods under Other Activities.
  3. Click Filing Methods, then double-click Federal Form W-2/W-3.
  4. Select E-file, then click Finish.
  5. Click Finish Later.

Once done, open the tax forms once again. Then, click the Check for Errors button at the bottom. Make sure there aren't any errors left so the E-file button isn't grayed out. 

 

I've added some screenshots below for more details. Let me know if you need anything else. 

e-file w2.PNG

 

e-file w2 2.PNG

 

e-file w2 3.PNG

 

e-file w2 4.PNG

 

View solution in original post

Not applicable

Re: W2/W3 E-file error for Federal and State

Jeno,

Thank you.

 

The submission method was already set to e-file.  But I went ahead and told it to set it up as e-file a second  time.

 

And then it worked.  I was able to submit federal and state with no problem.

 

I appreciate the help.

 

John

QuickBooks Team

Re: W2/W3 E-file error for Federal and State

Hi again, John.

 

I'm glad that you're able to e-file your w-2s. Don't hesitate to visit the Community again if you have other questions. 

 

See you around!

Not applicable

Re: W2/W3 E-file error for Federal and State

I got a error message, rejected filing for duplicate submission. How do I correct this

QuickBooks Team

Re: W2/W3 E-file error for Federal and State

Hi there, @tscott1118.

 

Thank you for joining us in this thread. I can help you correct the rejected e-file form.

 

On the E-filing Rejected window, you have the option to view the solution messages sent by the agency:

  1. Click Employees.
  2. Choose Payroll Center.
  3. Choose the File Forms tab.
  4. In the Filing History section, click E-Filing tab.
  5. Click the Agency Rejected link.
  6. Check and follow the solution provided by the agency.

For more insight, please refer to this article: Handle an e-filed form that has been rejected by the agency.

 

I also advise getting in touch with IRS if you need further assistance or you have additional questions. That should get you on the right track, tscott1118.

 

Keep me posted about this. I'd like to make sure this is taken care of. Also, click the "Reply" button if you have other payroll questions for me. I'd be happy to answer them all for you.

Not applicable

Re: W2/W3 E-file error for Federal and State

We e-filed our federal and Wisconsin 2018 W-2s from inside of QuickBooks 2017 and we thought all was fine. File was marked received and then marked accepted by both agencies back in January 2019. 

Unfortunately now we've received a letter from the Wisconsin Dept of Revenue that in that file they only received 221 of our 226 W-2s. So the W-2s need to be resubmitted via EFW2 text files. 

From within QuickBooks Desktop, I tried to send the file again using the draft version that had been created back in January, but I received an Error message that said, "Problem: The submission is a duplicate of one that was previously received. Solution: Please contact customer support." There's also a link "How to Contact Support" in that Error message box. The link took me to the QuickBooks Community and here I am... 

When I went to the File Forms tab of Payroll Center and clicked on the E-Filing tab of the Filing History section, I received a message box labeled "E-Payments/E-Filings Not Sent" that said, "A connectivity problem prevented us from receiving the following transactions, so we can't send the payments and/or forms to the agency. Before you can resubmit the payments/forms, you must first delete the transactions from your company file. To do so, click OK and then resubmit your payments/forms. For instructions, click Help." Help did NOT help -- took me to a generic 'do you have a question' screen. I clicked OK and now don't know how to delete the transactions from our company file in order to proceed... 

Any suggestions?? 

Thanks!!

Meeg

Anonymous
Not applicable

Re: W2/W3 E-file error for Federal and State

Hi, @Meeg.

 

I appreciate you joining in the discussion and sharing us the details about your W-2 submission. I can help share some information about the error prompt you received.

 

This error means that you've submitted your W-2's on the same period and was recognized by QuickBooks as a duplicate submission.

 

To resolve this, I suggest verifying with your agency about your deposit frequency. They perform periodic reviews of your account and may change your frequency. Once verified, and in the same period, you can manually file the form outside QuickBooks.

 

You can check out this related article about setting your tax deposit due date in QuickBooks: How to set your tax deposit due dates.

 

This should guide you in the right direction in submitting your W-2. As always, you can reach out to our Payroll support if you need assistance in going through the steps.

 

If you have any other questions about your withholding tax, please let me know. I am always glad to help in any way I can.​

Not applicable

Re: W2/W3 E-file error for Federal and State

Thanks, LilyC, for the suggestions, but our problem doesn't have anything to do with tax deposits or deposit frequency. 

The problem here is that for some reason when we submitted our file with 226 W-2s to Wisconsin, they only received 221, so now we are required to re-submit ALL 226 W-2s to the Wisconsin Dept of Revenue within 20 days!! 

And QuickBooks will not allow me to resubmit them since it sees them only as a duplicate submission and assumes that no one would want to do that! But we DO need to resubmit all 226 somehow! 

Any other suggestions, anyone? Please help! 

Thanks, 

Meeg

QuickBooks Team

Re: W2/W3 E-file error for Federal and State

Thanks for getting back to us, @Meeg.

 

Based on the compliance in submitting forms, you can only submit the forms once to the IRS or States. The only way to re-submit the W-2s form to Wisconsin is to file the form manually outside QuickBooks as mentioned by my peer above.

 

For your reference, you can archive the form to get the information when filling the W-2s form outside QuickBooks. Here's how:

 

  1. Go to the Employees menu.
  2. Select Payroll Tax Forms & W-2s.
  3. Click Process Payroll Form.
  4. Under Filling History, find the W-2.
  5. To access your W-2 information, click on the link under the Saved PDF column.

Also, I suggest contacting the Wisconsin Department of Revenue for more information on how to submit the W-2s form if they accept printed forms.

 

Please know that the Community has your back if you have any other questions. We're always here to help.

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