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This article applies to:

  • Product: UltraTax CS
  • Return type: 1040 Individual,1120 Corporation,1065 Partnership,1041 Fiduciary,990 Exempt Organization,5500 Beneficiary Plan,706 Estate Tax,709 Gift Tax,2290 Heavy Vehicle Use Tax
  • Subject: Scan

Scan W-2 or K-1 forms with Bar Code Scan

important
The Bar Code Scan Utility has been discontinued starting with UltraTax CS 2023.
Follow these steps to scan K-1 or W-2 information for import into UltraTax CS.
note
  • Keep the UltraTax CS Bar Code Scan window in the foreground when scanning. Never switch to a different window while scanning.
  • Computers interpret USB scanners as keyboard devices. Don't use the keyboard to type while scanning. The application can't differentiate between the data coming from the scanner and the keyboard keystrokes.
  • After scanning a barcode, wait for the status
    Ready to receive scanned data
     before you scan the next bar code.
  • Scanning with a USB connected scanner is usually slower than with a serial connected scanner.
  • Only the data on the face of the K-1 is stored in the bar code. You'll get a message after a bar code is scanned that statement data exists. You'll need to manually enter statement data into UltraTax CS. The session history will display this information as well.
  • UltraTax CS Bar Code Scan can't always determine the source field for scanned K-1 data. You'll receive a message when the tool encounters a field requiring manual data entry. The session history will display this information as well.
  • Some federal K-1 financial data isn't shared.
  • The bar code stores the K-1 recipient's name in 1 field, but UltraTax 1040 stores the 1st and family names in separate fields. When the
    Shareholder/partner/beneficiary is an individual (1040) taxpayer
     checkbox is marked, the tool will try to split the name between the 1st and family name fields so it shares into 1040 returns appropriately.
  • Before scanning, you should determine whether you want the data to be shared in mixed case or capital letter.
  • Because the calendar year end isn't stored in the bar code, UltraTax CS Bar Code Scan can't tell a current-year Schedule K-1 from a prior-year K-1. The fiscal year end is stored in the bar code for those entities, so the tool will alert you when a prior-year fiscal year end K-1 is scanned and only the demographic data will be shared.
  • When scanning W-2 information using UltraTax CS Bar Code Scan, an UltraTax CS Bar Code Scan window will appear asking if you want to scan another W-2 for the same employee from the same employer. Select
    Yes
     to scan another W-2 for the same employee from the same employer. This will let UltraTax CS bring in the scanned data on 1 W-2 screen. Select
    No
     to continue scanning other W-2 information.
  1. If the K-1 is for a 1040 individual client, mark the
    Shareholder/partner/beneficiary is an individual (1040) taxpayer
     checkbox.
  2. Scan the K-1 or W-2 following the bar code scanner manufacturer's instructions for scanning.
  3. Once scanned, the UltraTax CS Bar Code Scan window will display the results of the scan and the data that will be shared is displayed in the Scanned data area.
  4. Repeat steps 2-3 for each K-1 or W-2 you want to scan.

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