QuickBooks Kentucky Form 42A806 Transmitter Report: What Fills Automatically
QuickBooks prefills most of Kentucky's Form 42A806 Transmitter Report, but 1099 and W2-G totals require manual entry in a smart worksheet.
QuickBooks Desktop users preparing year-end Kentucky wage statements sometimes struggle to locate and complete Form 42A806, the Transmitter Report for Filing Kentucky W2/K2, 1099, and W2-G Statements. The form is required when submitting annual statements to the Kentucky Department of Revenue, and QuickBooks is designed to handle most of the data entry automatically — but only for W-2 wages. Users filing 1099 or W2-G statements alongside their W-2s have reported confusion over why certain totals appear blank or incomplete.
What the Form Covers
Form 42A806 serves as a cover sheet for Kentucky annual wage and information returns. It must accompany any paper statements or CD submission sent to the Kentucky Department of Revenue by the January 31 deadline following the close of the calendar year. Taxpayers who have no statements or CD to submit should not file the form at all. W2 and K2 forms can be filed electronically through Kentucky’s web filing portal, while 1099 and W2-G forms may be submitted via CD.
What QuickBooks Fills In
When a user opens the form within QuickBooks, the software attempts to prefill the key fields using existing company, payroll, and employee data. Specifically, QuickBooks automatically populates three line items based on W-2 data:
- Total number of Kentucky W-2 statements
- Total Kentucky taxable wages reported on those W-2s
- Total Kentucky income tax withheld from wages
If all payroll and employee information has been entered correctly throughout the year, these fields should require no additional input. The software pulls the figures directly from the payroll records already on file.
Where Users Get Stuck
The gap appears when a filer needs to include 1099 or W2-G statements on the same Transmitter Report. QuickBooks does not automatically add those figures to the main lines. Instead, the form contains a smart worksheet positioned above line 3 where users must manually enter 1099 and W2-G data — including the number of statements, taxable distributions, and tax withheld.
Once that worksheet is filled in, the totals carry down to the appropriate lines on the form. Without completing the worksheet, the 1099 and W2-G amounts will be absent from the submission, which can lead to a mismatch between what the filer intended to report and what the state actually receives.
Users should also verify that the correct checkboxes are marked at the top of the form indicating which statement types are being filed. If 1099 or W2-G statements are included, the corresponding boxes must be checked and the associated worksheet sections completed for the numbers to land on the right lines.
Reviewing Unfilled Fields
QuickBooks leaves certain fields blank when it cannot derive the information from company data. Users should review every field the software did not populate and enter values where needed. For questions about where a specific number originated, the built-in Help button on the form window provides tracing and troubleshooting guidance.
For users who want to cross-reference their payroll data before finalizing state forms, QuickBooks offers an option to summarize payroll data in Microsoft Excel. The form can also be saved as a PDF for recordkeeping or manual submission.
Bottom Line
The Form 42A806 issue is less a software malfunction than an expectation gap. QuickBooks handles W-2 data well, but filers combining W-2s with 1099s or W2-Gs need to complete the smart worksheet manually. Reviewing the entire form before submission — and confirming that all statement types are checked and accounted for — is the step most likely to prevent a filing error.