DATASMITH Laser Tax Form Production Instructions

  1. Use the "KF" (Keyfile) selection on the INITIALIZE and Utilities menu to create any desired sort. Then from Main Menu, select "W2". On W-2/1099 Printing menu, select "W2" (W-2 forms on paper).
  2. Before printing any style of paper or magnetic media W-2 form, select "SU" (Setup) and use the "DB" selection to tell the program how to handle any special reporting items you have in your payroll which need to be reported in Boxes 8,10,11,12,13, or 14 of the W-2. Use "PS" or "PW" to print samples of your W-2 forms in order to verify the setup. Once you have set and verified the definitions of the special reporting boxes, DO NOT CHANGE THESE SETTINGS AGAIN THIS TAX YEAR. Changing the special reporting box definitions during production can result in incorrect and/or inconsistent W-2 filings.
  3. On the W-2 Setup Menu, select the printer to be used for producing W-2 forms using "SP". The printer must have been properly defined using the PRINTER DEFINITION selection of the COmpany Data Entry and Changes menu. The printer type established in PRINTER DEFINITION determines which form styles are presented for selection: therefore, you should always select the printer before choosing the form style.
  4. On the W-2 Setup Menu, use "WS" to select the desired form style.
  5. On W-2 Setup Menu, set the following options for the particular form being printed: LM, TM, XZ, NC, SO, SP, GS. See the discussion below for recommended settings for each form style.
  6. Use "XZ" to choose whether you want to omit W-2's for employees on file who have no wages. Normally, this selection will be "YES", but there are cases where special reporting on W-2's is required even when the employee has no wages to report: check with your accountant or tax adviser.
  7. Use the "SO" selection on the W-2 Setup menu to select the desired Sorting Order for your W-2's.
  8. On W-2 Setup Menu, select "MM" to return to W-2 Printing Routine Menu.
  9. Select "PW" to print the W-2 forms.
  10. Repeat Steps 3-9 for each additional type of form you use.

A. Recommended Settings for production of Pre-Printed Six-part W-2 sets
Form Style "LM" Left Margin "TM" Top Margin "NC" No. Copies "GS" Subtotals
Copy A (Red) col. 3 .53 inches 1 YES
Copy B/C (Black) col. 3 .53 inches 2 NO
Copy 1/D (Black) col. 3 .53 inches 2 NO
Copy 2 (Black) col. 3 .53 inches 1 NO

B. Recommended Settings for production of Pre-Printed 8-Part W-2 sets
Form Style "LM" Left Margin "TM" Top Margin "NC" No. Copies "GS" Subtotals
Copy A (Red) col. 3 .53 inches 1 YES
Copy B/C (Black) col. 3 .53 inches 2 NO
Copy 1/D (Black) col. 3 .53 inches 3 NO
Copy 2 (Black) col. 3 .53 inches 2 NO


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