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ezAccounting Software: How to Print W2, W3, 941 and 940 Tax Forms Manually

ezAccounting software comes with flexible payroll YTD feature which makes it easy to switch to ezAccounting software easily in mid-year. ezAccounting software will generate the tax forms automatically based on payroll data. However, you also have the option to create tax form W2, W3, 940 and 941 by entering payroll data manually.

You should consider using this feature if
  • you are a new ezAccounting customer and need to print the tax forms
  • you are a CPA
  • you just want to enter the tax data manually


    accounting software ezAccounting software is the right in house accounting solution for small businesses needing to document and report on incoming and outgoing cash flow including sales, receipts, payments and purchases. It also supports payroll processing and tax form printing.

    If you have not installed this software, you can download and try it free with no obligation and no credit card needed.

    This accounting software is compatible with Windows 10, 8.1, 8, 7, Vista and other Windows computers.

    $30 Off!!! 2018 ezAccounting $119 (Regular: $149/calendar year)
    ezAccounting makes it easy to track income and cost!

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    Step 1: Download ezAccounting payroll software and add employees

    You can follow the Quick Start Guide to set up ezAccounting and add employees

    Step 2: Print Tax Form W2, W3, 940

    2.1. Click the ezAccounting top menu "Company" then "backup" to duplicate the current company in the default data folder. You can use a new name as "Company ABC Yearly"

    2.2. Click the top menu "Company" then "select company" to switch current database to "Company ABC Yearly".

    2.3. (Optional): Open check center and remove all paychecks for that year if you have entered any paychecks.

    You can select multiple checks and click the DELETE button to delete multiple checks by one click.

    2.4. Click "Employees List" from the main panel to view employee list. Or you can click the top menu "Payroll/Employees" then click the sub menu "Employee List".

    employee list
    (Click image to enlarge)


    Select one employee from list, and manually enter the YTD data for the whole year. For example: If you need to print report for Year 201X, the pay date should be 12/31/201X, the Pay start date should 1/1/201X, and pay ending date should be 12/31/201X.

    Then repeat this process to enter the YTD for other employees.

    enter YTD manually
    (Click image to enlarge)


    2.5. Click the ezAccounting software top menu "Report" then "Forms", then you can print W2, W3 and 940 forms now.

    print tax form
    (Click image to enlarge)

    Step 3: Print Form 941 quarterly report

    3.1. Click the ezAccounting top menu "Company" then "backup" to duplicate the current company in the default data folder. You can use a new name as "Company ABC 941"

    3.2. Click the top menu "Company" then "select company" to switch current database to "Company ABC 941".

    3.3. Click "Employees List" from the main panel to view employee list. Or you can click the top menu "Payroll/Employees" then click the sub menu "Employee List".

    Select one employee from list, and manually enter the YTD data for that quarter only. For example: If you need to print 941 for 4th quarter, the pay date should be 12/31/201X, the Pay start date should 10/1/201x, and pay ending date should be 12/31/201x.

    Then repeat this process to enter the YTD for other employees.

    4. Click the ezAccounting software top menu "Report" then "Forms", then you can print form 941 now.