How do I import W-2 information from QuickBooks?

Importing QuickBooks® W-2 form data

Note: QuickBooks® must be open and a company must be selected in order to export data to Yearli.

  1. Click the Import Data button.
  2. Select Import via QuickBooks®.
  3. Click OK.
  4. Click Export Forms.
  5. The Import Wizard Welcome screen will display.  Click Next to continue.
  6. Choose the W-2 form type to be exported from QuickBooks®.  Recipients marked as inactive can be exported by checking the "Export Inactive Recipient(s) with current year tax data." box.
  7. Click Next.
  8. If using transactions, the Select Transaction Date Range screen will display.  Select the date range to be exported from QuickBooks® and click Next.
  9. The State ID Numbers screen will display.  The import utility will detect the states that have already been entered for the company in QuickBooks® and add them to the list.  Verify the State ID numbers and if any are missing they will need to be manually entered in the Employer's State ID column.  This data is needed to populate box 15 on the W-2 forms.

Note:  The State ID numbers will be added to the states portion of the payer information.  If the payer has already been entered in Yearli, the IDs will automatically populate.

  1. Click Next.
  2. The State Unemployment screen will display.  The import utility will detect the states that have already been entered for the company in QuickBooks® and add them to the list.  Verify the State Unemployment ID numbers and if any are missing they will need to be manually entered in the SUI ID column.  This data is needed to calculate state unemployment liabilities.

Note:  The State Unemployment ID numbers will be added to the states portion of the payer information in Yearli.  If the payer has already been entered in the software, the IDs will automatically populate.

  1. Click Next to continue.
  2. The W-2 Box 13 Check Information screen will display.  All employees being exported will display here.  The option to select 3rd Party Sick Pay or Retirement Plan check boxes for employees is given here.  Selections can be made for each employee individually by clicking the applicable check box next to the employee's name or for all employee's by checking the Check All boxes.
  3. When complete click Next to continue.
  4. The Employment Type Selection screen will display.  Select the appropriate employment type for each employee individually by selecting the corresponding check box to the right of the employee's name.  The employment type can be selected for all employees by selecting the employment type from the dropdown list and clicking the Check All button.
  5. Click Next.
  6. The Map QuickBooks® Custom Payroll Items screen will display.  At this screen the QuickBooks® Custom Payroll Items need to be mapped to the appropriate W-2 amount type fields.
    1. Select a custom payroll Item from the listview by placing a checkmark in the box next to the item.
    2. Select W-2 amount type(s) from the center listview by placing a checkmark in all the boxes that apply.
    3. Select the Add button to populate the mapped items listview with the selection.
    4. Repeat steps a-c until all applicable items have been mapped. 

Note: If the custom payroll item listview contains more items than need to be mapped, skip them and only map those that are needed.

  1.  Click Next when mapping is complete.
  2. The Confirm Items screen will display.  This screen will contain the previous mappings to allow you to review them prior to continuing.  If there are any errors select the row(s) to correct and click the Modify button.  To add additional mappings click on the Add button. 
  3. If all mapped items are correct, click Finish.
  4. The W-3 Wages screen will display.  Select the wages that are to be included on the W-3 form. 
  5. Click Next.
  6. The Import Complete screen will appear to confirm that the import was successful. 
  7. Click Finish. 
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