Scanning W-2 or K-1 forms with the UltraTax CS Bar Code Scan utility

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The Bar Code Scan Utility has been discontinued starting with UltraTax CS 2023.

To scan K-1 or W-2 information for import into UltraTax CS, follow these steps.

  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 (which usually means hold the bar code scanner up to the bar code and pull the trigger).
  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 group box.
  4. Repeat steps 2-3 for each K-1 or W-2 that you want to scan.

Notes

  • Keep the UltraTax CS Bar Code Scan utility window in the foreground when scanning; never switch to a different window while scanning.
  • Computers interpret USB scanners as keyboard devices. Do not use the keyboard to type while scanning; the application cannot distinguish between the data coming from the scanner and the keyboard keystrokes.
  • After scanning a barcode, wait for the status at the top of the dialog to say "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, so you will receive a message after a bar code is scanned that statement data exists. Statement data must be manually entered into UltraTax CS. The session history will display this information as well.
  • UltraTax CS Bar Code Scan cannot always determine the source field for scanned K-1 data. You will receive a message when the utility encounters a field requiring manual data entry. The session history will display this information as well.
  • You can view this PDF table to learn what federal K-1 financial data is not shared.
  • The bar code stores the K-1 recipient's name in one field, but UltraTax 1040 stores the first and last names in separate fields, so when the Shareholder/partner/beneficiary is an individual (1040) taxpayer checkbox is marked the utility will attempt to split the name between the first and last name fields so it will share into 1040 returns appropriately.
  • Before scanning, you should determine whether you want the data to be shared in mixed case or upper case. Configuring scanner settings.
  • Because the calendar year-end is not stored in the bar code, UltraTax CS Bar Code Scan cannot 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 utility 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 the UltraTax CS Bar Code Scan utility, 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. Click Yes to scan another W-2 for the same employee from the same employer. This will allow UltraTax CS to bring in the scanned data on one W-2 screen. Click No to continue scanning other W-2 information.

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