BOCKMON TAX SYSTEMS
PO Box 867, 728 Valverde, Pleasanton, TX 78064 Ph: 830-569-3101 Fax: 781-240-6215
Instructions for producing text (prn) files for extracting W-2 and other forms/reports.
NOTE: This 1-page instruction set was originally written for Windows 98 and
QuickBooks 2002. It is still relevant to later versions as well. See the second page of
this document for information regarding Windows XP and Quickbooks 2006. One of
the 2 instruction sets should apply to you.
First, install a “generic text printer” from Windows.:
Start->Settings->Printers->Double-Click on “Add Printer”
Click Next until you see the “Add Printer Wizard” screen with 2 columns (Manufacturers Printers)
Scroll down the Manufacturers to “Generic”. The only selection is “Generic/Text Only”.
Hightlight the selection and click Next. You may be instructed to insert your system disk for driver
installation. At “ports available”, select FILE.
Now, launch your software program (Quickbooks or other) and print your W-2, other form or report.
Before the actual print begins, you should be given the option of selecting your printer. Click on the arrow
and select the “Generic Text Printer” before beginning to print. You will be asked for a filename. Use the
browse.. button to place your file in a convenient location and give it a name. Your software should now
print to the filename you’ve given. By default, it will have a .prn extension, i.e., fname.prn.
1) If your software does not allow you to select printers, you may need to temporarily set the
Generic Text Printer as your default printer.
2) If you aren’t given the “browse” option, your .prn file may be in your Quickbooks program
3) If you are on a networked system, you may need to work with your System Administrator, and
request permission to temporarily “Capture the Printer Port”.
Example step-by-step process for Quickbooks:
1) Employees->Process Payroll Forms->Select W-2, select OK
2) Next screen is titled "Process W-2s. If you've reviewed them, select "Mark All"
Now select "Print W-2s".
3) Next screen, select "Pre-printed form" - OK
4) At printer name, scroll down to "Generic/Text Only on FILE:"
Printer type: Continuous. Select print.
5) Next screen allows you to determine where your file will go. Your folders are
displayed on the right. Choose a location where you'll be able to locate the file. I use a folder
called c:\temp. In the left corner, give it a file name. Press OK. Printing begins to file.
There will be several pages to print, but it processes quickly. The prn file will be in c:\temp
in this example. Note: You can also produce a W-3 file using this method and send it along, giving me
a reference to reconcile totals.
The process for printing 1099-M forms is similar:
Go to the help index, select 1099s -> Printing 1099-MISC forms
To send your data to us – your prn file, send an email to firstname.lastname@example.org and attach the
prn text file to the email.
Windows XP and QuickBooks 2006
XP has plug and play functionality for printers. The procedure for setting up a generic
text printer is slightly different from previous Windows versions:
INSTRUCTIONS FROM MICROSOFT:
1. Click Start, and then click Printers and Faxes (or Settings->Control Panel->Printers
2. Double-click "Add a Printer", and then choose the following options in the wizard:
a. Click Local Printer.
b. Click to clear the Automatically detect and install my Plug and Play printer
c. Click on the arrow at "Use the Following Port", and select FILE (Print to file).
d. Next screen, select Generic in the Manufacturer box.
e. Click Generic / Text Only in the Printers box.
f. Name the printer, or use the default name, "Generic Text Printer".
At "Do you want to use this printer as the default printer", select "No".
g. Click Do not share this printer.
h. Click No when you are prompted to print a test page.
i. Click on "Finish" and your text printer is installed and should now be displayed
along with any other installed printers at "Printers and Faxes".
3. The "Generic/Text Printer" is now available to any Windows program.
Start your accounting program, prepare your forms W-2 for printing as you normally
would if printing to an attached printer. Select the forms option, “preprinted forms”.
4. Scroll down and select your printer as "Generic/Text Only". NOTE: QB2006 will list
your default printer. Unless you have selectected the Generic/Text printer as your
default, you should click on “Printer Setup”. This allows you to select the
When you begin to print, Windows prompts you for a file name. Enter an appropriate
filename here, and, from the Directory window, select a folder to print to. This can be
your desktop, or any folder on your local hard disk. I keep a folder called "C:\Temp" for
this purpose. If you fail to select a folder, the text file will likely print to your default
directory. You can also use the "Find" or "Search" function available on the Start Menu
to locate your file.
NOTE: In QB2006, there is no directory window, but you can type in the full address for
the file to print to, i.e., “C:\Temp\fname.prn”. See other notes regarding QB2006 below.
NOTES REGARDING MY FIRST EXPERIENCE WITH XP AND QB 2006
Since XP has plug-and-play functionality for printers, I didn’t need to use the “Add
Printer” function. When I did decide to add the “Generic/Text” Printer, I, of course,
needed to add the printer manually. However, when I clicked on “Add Printer”, nothing
happened. I researched the problem for quite a while until I gave in and paid for
Microsoft support. Turns out, the file named printui.dll was not present in the system32
folder. When I obtained this file and placed it into the system32 folder, the XP “Add
Printer” functioned normally, and I set up the Generic/Text printer as outlined above.
REGARDING QB 2006
After first setting up QB2006, click on the "Employees" Menu item,
and select Add Payroll Service->Learn About Payroll Options.
The next screen will show that Intuit offers 3 payroll services:
You can elect to subscribe to any of these services, or you can elect to enter your
For manual entry:
Scroll down this page and you'll find:
"Information on how to enter payroll information into QuickBooks if you don't use
QuickBooks Payroll." Click on "Learn More" and you'll come to a page titled Calculating
Payroll Manually. Halfway down the page is highlighted "Set Quickbooks to Enable
Manual Paycheck Entry". Click on this. You'll receive the message, "Your company file
is now enabled to process payroll manually."
Regardless of which method or service you choose, you'll now find more options
under the "Employees" Menu item.
To print your W-2's and W-3 from QB2006 to FILE:
1. Go to the Employees menu and click Process Payroll Forms.
2. Select Federal form and click OK.
3. Select Annual Form W-2/W-3 - Wage and Tax Statement
4. Edit/review employees.
5. Print: Select "preprinted forms", Generic Text Printer, FILE port, name the file.
The W-3 can be printed during the edit/review process.
For more information, click on help from QB2006, select index, and type in W-2.
There is also a similar option for printing 1099-M forms for vendors. If you aren’t
familiar with this process, select Help->Index->Type “1099”.
In all cases, select “preprinted forms”, Generic/Text printer, and FILE port so that you
can direct your data to a text file.
There are 2 methods for extracting your 1099 (and other) information from QB 2006.
The print to file method, and the export to Excel method..
Select “Vendors” from the menu -> Select print 1099s/1096..
You’ll be presented with a 4-step menu:
1. Review your 1099 Vendors to ensure you have the correct eligible 1099 vendors.
2. Set up your 1099 Account mapping allows you to associate accounts with each 1099
box. This is necessary if you need to report rents, royalties, etc.
3. Run a summary report to review your 1099 data. You can review and correct
4. Print 1099s and 1096 summary. Print as you ordinarilly would to preprinted forms,
only select the "Generic/Text Printer" and FILE as the port so you will be printing your
1099 data to a text file.
QuickBooks offers two ways to export transactions. Choose the one that's right for the
type of information you want to export.
* Exporting from a Center: Use a Center to export transactions related to a customer,
vendor, or employee.
** Exporting from the Find window: To export other transactions, use the Find window
to search for and export transactions.
*Exporting transactions from a Center
Click the Customer, Vendor, or Employee Center.
Display the transactions you want to export.
To use Simple find for basic searches:
> Go to the Edit menu and click Find.
> Click the Simple tab.
> Click the Transaction Type drop-down list and choose the transaction type.
> Fill in the fields that appear.
> Click Find.
To open a transaction, select the transaction you want to see and click Go To.
(Optional) To print a report showing the transactions that were found, click Report.
When the report appears, click Print at the top of the report.
To start over or search for different transactions, click Reset.
To use Advanced find for more detailed searches:
> Do a simple find, described above.
> Click the Advanced tab and use to refine your search.
> Select a filter from the list and fill in the fields that appear. You can use multiple filters
for your search.
> Click Find.
If the search results are too long, you can narrow your search results
QuickBooks will export the transactions that appear in the transaction list on the right
side of the Center. For information about finding and displaying the transactions you
want, refer to working with customer, vendor, or employee transactions.
Do one of the following to display the Export window.
1) To export customer or vendor transactions: Go to the Excel menu in the Center and
then click "Export transactions." If the Transactions tab is currently displayed, click
the Export button instead.
2) To export employee transactions: Click the Export Transactions button. If the
Transactions tab is currently displayed, go to the Excel menu in the Center and then
click "Export transactions."
In the Export window, choose whether you want to export to a CSV file, a new Excel
workbook, or an existing Excel workbook. (Optional) Select other export options.
**Exporting transactions from the Find window
Go to the Edit menu and click Find.
Use the Find window to find the transactions.
In the Export window, choose whether you want to export to a CSV file, a new Excel
workbook, or an existing Excel workbook.
(Optional) Select other export options.