The instructions below give the details for exporting W-2 information from Carvin Software.
Currently you can export to two programs, Account Ability and GreenShades, both need to be purchased
separately. We use these programs for all 1094, 1095, W2, and 1099 generation and reporting.
Below are the instructions, as well as a coupon code, that can be used in the purchase for Account Ability.
First, go to idmsinc.com/Order.php and order the 2015 Network Ready Server License.
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You can enter in the coupon code CARVINSW to the reseller coupon code area to apply a discount. Once the software is purchased and downloaded, you’re ready to export the W-2 information from the software to Account Ability.
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Export your data from Staffing Complete using the file menu. You can use either Account
Ability or Greenshades.
File -> Export -> Account Ability -> W2 Data -> The year to be reported.
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A confirmation window will appear letting you know you are about to export your W-2
information.
Click OK
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A window will appear asking where you want to save your W-2 export file. Save your file to
your ‘My Documents’ folder on the server.
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Copy and paste the W2 export file onto the same PC you installed your Account
Ability software on.
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Open Account Ability on your local PC. Select ‘Module’ -> Client (Filer) Management.
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Select ‘New’.
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From the ‘General’ tab, fill out your company information and input a client ID (this can
be anything that you want). Also, enter in your Federal Taxpayer ID.
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Navigate to the ‘Contacts’ tab and enter in your company’s W-2 contact person.
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Move over to the ‘State ID’ tab. Select your state from the drop down box labeled ‘State’,
enter in your State Tax ID number and check off the box labeled ‘Tax’ (if applicable for your
state), then click save. Repeat this for all states which your employees are active. Once all your
states have been added, click ‘OK’.
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Once you have clicked OK, you will receive the following notification.
Click ‘Yes’ if you want to add another Client. If yes, repeat steps 7-9.
Click ‘No’ if you do not want to add another Client. If no, proceed to step 11.
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Double click on the filer name and a forms list will appear. Select ‘W-2’ as shown.
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You should get a blank W-2 form
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Now to import your W-2 information, go to ‘File’ -> Import -> ASCII Text File.
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You will be prompted to browse to the location on your PC where you saved your W-2 export file from Staffing Complete. Select your file.
You will then be asked to confirm the import. Click Yes.
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You will receive a Rollup Option notification. Select the option ‘Rollup (or Append)’ and click OK.
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Your records have now been imported.
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To scroll through your entire W-2 inventory, use the blue navigation buttons located on the right of your screen.
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To search for a specific employee’s W-2, select the search button as shown below. The search dialogue box will be displayed and you can find the desired employee.
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To print the W-2’s, navigate to the ‘File’ menu. You will notice two different printing options;
Print Forms (steps 21 – 22)
Print Forms for Selected Record (steps 23 – 25)
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To print all forms, select ‘Print Forms’. You will receive a print setup dialogue box. Select your printer and click ‘OK’.
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You can now select your print options and print all your W-2’s.
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To print only the displayed W-2, select ‘Print Form for Selected Record’. You will get a confirmation asking to print only for the selected employee. Click ‘Yes’.
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Select your printer and click OK.
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For instructions on Exporting W-2 Information see: How To: Export W-2 Information
For instructions on Purchasing, Uploading and Printing W-2 through Account Ability see: How To: Purchase, Upload and Print W-2s through Account Ability