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W2 Shortcut Sheet
This shortcut sheet may be appropriate for some users who have a good working knowledge of Platinum and DOS. This will briefly instruct you how to do the following: update Payroll programs using the 1995 Payroll update diskette; generate W2’s; make any necessary corrections to W2’s; print W2’s to paper and magnetic media; finalize the 1995 W2’s; . If you have any further questions, please read the detailed documentation.
NOTE: Print your W2’s before running your first payroll for 1996 (?????)
Install the Payroll program updates from the 1995 update diskette.
Insert the update diskette into a diskette drive of your computer system.
Default your prompt to that diskette drive.
Type INSTALL X: <enter> (substitute the drive where Platinum is installed for X )
Note any messages the install program may give you.
2.) Generate W2’s for your employees.
Select "PREPARE W2 UTILITY" from the "Payroll", "Reports", "W2 Forms" menu.
Choose "MAINTENANCE" if you have any pre-saved parameters.
Enter a number "0" through "9" in "Earnings Type Key for Tips"
Enter a "Y" or "N" in the "Include Local Taxes" field.
Enter "95" in "Calendar year to search for D/R/A’s".
If you are scanning Line Item History for DRA’s, see the Payroll documentation or enter the
approporiate information here.
Select Output by pressing <Alt-O>, then press <F5> to generate W2’s.
Review the W2’s and make any necessary corrections.
Select "W2 Corrections" to ensure all data is accurate, and make any changes or corrections that
may be needed.
4.) Print the W2’s.
Select "Print W2 Forms". Choose any Sequence-by key you wish.
If you have any pre-saved parameters, choose "Maintenance"
Press <Enter> in both the "Beginning" and "Ending Employee Key" fields, to process all Employees
Choose "Y" or "N" to "Print Employee Key as Control Number"
Choose to print a "Trial" run by entering a "T" in the "Trial/Final" field.
Enter a "Y" in the "Report to Magnetic Media" field if you wish to generate magnetic media diskettes.
You may ignore the remaining options on this screen if you do not generate magnetic media, or
Enter a the brand of computer you are using in the "Type of Computer" field.
Enter an "H" or "L" in the "High/Low Density Diskette" field.
Enter a number in the "Param Key" field and a meaningful description in the "Description" field,
(E.G. "1995 W2’s, trial run"). Then select "Add" by pressing <Alt-A>, then press <F5>
to save this as a pre-saved parameter so you may run this as many times as needed without
having to retype this information.
Select Output by pressing <Alt-O>, then press <F5> to print W2’s.
Print the W2’s to screen or to white computer paper.
Review the W2’s, and make any changes in the "W2 Corrections" screen. (See step 3)
Print the W2’s again, this time on the pre-printed 1995 W2 forms.
Print the W2’s again and again until you get it right. Here it is often helpful to enter a range of
Employees to print if anything went wrong in the initial printing.
When all printing has complete successfully, enter a "F" in the "Trial/Final" field.
Print the W2’s to screen for the final time. The PRW2 records are placed in the history file.
All done finished! Now wasn’t that easy?
