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ÿþ8 9 6 6 P r o ® 2 0 1 4 - 1099 Pro Wiki

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1. Group Name Custom Access Group Tax Form or Area Access for this Group Total Tagged 1 Search Name Tag Access Form or Program Area Modify Reporti Print Reset Void Payee Verification Import Browse B Notices Request W9 Request First B Notice Request Second B Notice Request W9 S Request W8 BEN Request W8 ECI Request W8 EXP I Request W8 IMY Request W8 Combined Allow access to TINCheck Disallow access to ASP module Disallow access to CS module S La tF Ia X Untag E Prev Tag A Modify Tag All X Untag All Ki Next Tag Show Tagged Cancel Help a Add notes for this Access Group Click Save Changes to Group Go to your User Profiles and update them to include the new access group we created for TINCheck access Tag the access group and click Save Changes to Group Copyright 1099 Pro 2014 Additional Services 263 Profile Name Custom User Profile Selecting this option will grant this User Profile access to all existing Filer Department combinations and all future combinations Access Groups Tagged for this Profile Total Tagged 1 Search Name Tag 1042 5 Full Rights All Access Test All Areas All Areas Except Security All But PrintBinddmin All Div Access All Requests Full Rights EI Allow TINCheck Access BH Test Access Bnotice Test Custom Access l K David No See B Davi
2. Sample Company Mi a s 23901 Calabasas Road 2 Royalties Ki Age Calabasas CA 91302 Form 1099 MISC 3 Other income 1 FOOTOE withheld P LGE j ion number RECIPIENTS identification number S Fishing bi ceeds 6 Medical amp health care payments Sea eT 883 eee ges Phone Dept Tax i 2 P 400 00 A Audit Trail 95 1234567 555 22 1234 Wegener eg Notes 403 00 Recipient s address View mode click for edit mode x 9 Payer made direct sales of 10 Crop insurance proceeds 5 000 f Chara Tuna ee GEES Preferences pt 2506 recipient for esse LOOODO 1000 Ocean St n 12 PSARNA CA 90402 aN KE Ge en parachute 44 Sege paid to Eg State CA 15a Section 409A deferrals 45b Section 409A income 416 State tax withheld 47 State P ayers Pr B 48 State income eoa L Lb Instructions Optional Text Optional Text is not EE Line 2 of 2 reported to the IRS o Help E hien 300 00 cA 0001234 2000 00 Optional Text Line 1 Optional Text Line 2 Windows 98 NT 2000 Adjusting your resolution and DPI settings 1 From your desktop click Start then select Settings then Control Panel Double click the Display icon and click the Settings tab Verify your screen area is set at 800x600 or higher Click Apply then OK 2 From the settings tab click Advanced and verify font size is set at small fonts You may need to restart for these settings to take effect Windows XP Adjusting your resolution and DPI settings 1 Right click on the deskto
3. 4 Select 1099 Pro and click the Add Remove button 5 Atthe Select Uninstall Method screen choose Automatic and then click the Next button to start the uninstall program 6 1099 Pro prompts you through the remainder of the uninstall routine Using the Automatic uninstall feature does the following Leaves behind your current data files under the main program directory in the folder named Data preserves the Uploads folder containing any uploads generated by the 1099 software for submission to the Service Bureau and miscellaneous DLL files are left in the Program root directory used by the software In addition the INI file is also preserved in the Admin or Windows directory NOTE Users who uninstall 1099 Pro and then reinstall it may get an Invalid Record Declaration 47 Accessing TAXDATA TPS or FILERS TPS Press OK to end this application warning This error occurs because some files were not deleted during the automatic uninstall Users must perform a custom uninstall of 1099 Pro and select all files for deletion and then reinstall the software 10 Audit Trails Audit Trails Overview Audit Trails DO NOT track the history of manual and cascading changes to a tax form including old and new values date changed and the user responsible for changes NOTE If Audit Trail Records don t reflect a known change Audit Trails are or were disabled Master Audit Trail Browser The Master Audit Trail Browser is available
4. Number The program will generate errors when aggregating the forms if you have the incorrect data type associated for a box type Copyright 1099 Pro 2014 Imports Overview 173 Box 3 Amount Number Tes 5 Text Memo Date Time Currency AutoNumber Yes No OLE Object Hyperlink Attachment Lookup Wizard 19 Under Description you can put any notes that you would like to associate with that box this will not impact your forms in any way 20 Now click on the Create tab and then click on Query Design Create eS ii PivotChart 4 Za 2 Labels E BN RE ra BlankForm _ Blank Repot N m Report Report Query Query Macro SharePoint Table Form Split Multiple For 4 p Lists Design Form Items TE More Forms Design D Report Wizard Design Wizard Design z Forms Reports Other 21 You will see a list containing your table on it With your table highlighted click on Add 22 You will then see a window with your table information open in it You may now click on Close to close the Show Table screen 23 You must now drag and drop the header names from within the query window into the Field area on the bottom of the screen You must drag and drop each header that you want to appear in the export into the field area on the bottom of the screen 24 Once this is done for each box area where you would like the amounts to be aggregated click on the Totals a
5. Password By default all new accounts start with NEW as their password and cannot be edited here You may set the requirements users must meet for passwords by clicking Set Security Preferences on the Security Options window Lock Status this field displays whether or not an account is locked due to login failures Click Change to lock or unlock an account for use Remember to reset the password if it is a case of the user forgetting their login information Corporate Suite only Pre W2K Domain This is only used when Active Directory Login type is selected by clicking Set Security Preferences on the Security Options screen Optional Information i User Name Provide the end users full name and email address This does not affect login ii Phone Supply a contact phone number for the user iii Other info This field can be used to store other info such as department e mail address location etc User Profile Membership This field displays all of the User Profiles that the user is currently associated with Step 5 will cover adding users to profiles Click Ok to complete adding a user or Cancel to abandon any changes Note built in accounts cannot be modified or deleted Copyright 1099 Pro 2014 Security and Administration st 9 1 5 Security Add Users to a Profile Step 5 Security Add Users to a Profile Step 5 Add Users to Profiles This last step in
6. Select Filer and choose the Filer where the 1099 Misc information from QuickBooks will be imported 13 Make sure the Filer you want is selected and click Select 14 Click Next 15 Click Load QuickBooks Data Now 16 You should receive a message that indicates that QuickBooks data successfully loaded Click Ok 17 Click Next 18 You will now see a preview of all the information that will be imported from QuickBooks into the 1099 Pro software Options Include a Skip forms with errors Select this option to skip any records with errors Note There is a errors column where records with errors are noted b Skip forms with Warnings Select this option to skip any records with errors Note There is a warnings column where records with errors are noted c Combine forms by TaxID Select this option to combine multiple tax forms with the same Taxld into one form d Use Company Name Select this option to import the companies vendor name when creating the form If this is not selected the vendor s first name and last name will be used 19 As long as this information looks acceptable to you click on Finish 20 You can now view a report of all the forms imported by clicking on Report or simply click Exit from the administration warning screen 21 Once you are done reviewing your information or have exited you can click on Work with my Tax Forms to review
7. e If the field is empty fill it with this Allows you to specify what should be entered into a field that is empty es Removing leading trailing characters Allows you to trim both leading or trailing characters from the imported field by a specified amount e Changing the case of the imported value Allows you to force all characters to be either all upper or lower case for the imported field e Adding fixed characters to the imported value Allows you to add characters to both the beginning or end of an imported field Character Field Options Special processing for Rep Account If the field is empty fill it with this no other c hanges will be made Removing leading trailing characters Trim characters from the end 0 Filial Zero no Trim characters from the beginning fo Fla change Changing the case of the imported value Force all characters to UPPER case Force all characters to lower case Adding fixed characters to the imported value Add to the FRONT of the field Add to the END of the field Remove Cancel 20 1 1 3 Delimited or Excel Import Map Wizard Delimited or Excel Import Map The 1099 Pro Import Wizard simplifies the process of creating Import Maps so you can then import your data into the 1099 Pro software The first step in creating an Import Map is to specify how the records to import will be selected and where the records will be inserted into the tax form Import f
8. Search Name N Tag Access Form or Program Area Create Modify Delete Report Correct Print Reset Void Payee Verification Import Browse B Notices Request W9 Request First B Notice Request Second B Notice Request W9 S Request W8 BEN La Request W8 ECI E Request W8 EXP Request W8 IMY Request W8 Combined Allow access to TINCheck Disallow access to ASP module Disallow access to CS module 4 tF x Iag X Untag CG Prev Tag A Modify ef Save Changes to Group Tag All X Untag All Ki Next Tag Show Tagged Cancel Help a Add notes for this Access Group Click Save Changes to Group For users using Built In Groups you will need to create an Access Group first and then update your User Profile s Click the Add button at the bottom Copyright 1099 Pro 2014 260 8966 Pro 2014 Access Groups J About Access Groups Access groups determine which Forms or Program Areas a User can access and what rights the user has accessing those forms or t This group grants a user full All Areas Except Security access to all areas of the All Requests Full Rights software including the ability Custom MISC Only to modify Security and Export Tax Form Data Administration settings Tax File Tax Forms With IRS form access must be added Import Tax Form Data separately using additional Service Bureau Upload groups E g Tax Forms Full Tax Forms Edit Pending
9. Security Options screen Security Manage Profiles Step 3 Security Manage Profiles Step 3 Create and Manage User Profiles User Profiles allow you to apply Access Groups to specific Filers Departments When you assign a user to this profile Step 4 they will only have the specific rights granted by that Access Group on the specified Filers 1099 Pro s built in User Profiles are applied to all filers NOTE In order to access the 1099 Pro system a User must have rights to AT LEAST 1 Filer in other words they must be assigned to at least 1 User Profile The diagrams below illustrate the components comprising a User Profile In step 4 you will assign users to these profiles Diag 1 Diag 2 User profile composed of multiple filers companies departments and 1 access User profile composed of 1 filer and multiple group access groups Access Group 1 W 2G Update Modify Impo User Profile Company 1 amp 2 W 2G Update Filer 2 Company 2 Modify Import Copyright 1099 Pro 2014 Security and Administration s 3 Access Group 1 Access Group 2 W 2G Update Modify Import 1099 MISC View Only Filer 1 Company 1 User Profile Company 1 with access to W 2G Update Modify Import amp 1099 MISC View Only 1 To create or manage an User Profile click Create and Manage User Profiles for Filers and Access Groups from within the Security Options window 1099 Pro has built in User Profile
10. You can also view the type of file format by clicking on the radio buttons under Import File Formats to Show 6 Highlight the map which corresponds to your import file and then click Next Should you need to create your own map please use the following links for more information regarding the Delimited Import Map Wizard 7 Select your import file via the Browse button The import file data should match that of the import format you selected Your data should display in the bottom window and may appear out of alignment Your data should not contain any strange characters if it does see Import File Conventions You can also verify the Data Type File Format and Process Type before proceeding Click Next to proceed a Sample import files are located at lt 2DEFAULTP ATH gt lImport Samples 8 If 1099 Pro detects that your import file contains non matching filer information then it will ask you to verify the currently selected filer and click Next If you need to change to a different filer then click the Select Filer button 9 Use the list in the View the mapped tax form Import Records screen to verify that your import source file is being correctly mapped by the import utility Use the View Previous and View Next button to scroll up and down in the list of records in your import file 10 Next you should specify your import status Most of the time you will import into a Pending status See Import Statuses for more inf
11. button 13 Here you will be shown a list of links and you will choose what type of file you are uploading Original File An information return that has never been reported 1 Once you have clicked on the Original File link you will be asked to enter the PIN number that you created in step 7 Once you have done this click Submit 2 Now you will need to click on browse and locate the file that the 1099 Pro software created for you 3 After locating the file click the Upload button to send it to the IRS Replacement File If an original or correction information return is bad it must be sent as a replacement file after you fix the errors Once you have clicked on the Replacement file link you will need to choose if you are replacing an Electronic file The 1099 Pro software generates eFile Amended Correction File An information return which is submitted by the transmitter in order to correct an information return that was previously submitted and processed by the IRS but contained erroneous data An amended correction file will only contain the records in error not the entire original submission If you are sending a 1042 S file you would click on Amended File Otherwise click on Correction File 1 Click on Correction file 2 You will be prompted to enter the PIN you created in step 7 of this tutorial Once you have done this click Submit 3 You will now need to click on Browse and lo
12. o All Filers Choosing this option will show all available PCodes on the report o One Filer Select from list Choosing this option will allow you select which PCodes will be included on your report o Limit Report to changes from one User ID o All Users Choosing this option will show all available UserlD s on your report o One User enter User ID Choosing this option will allow you to choose which Usel will be used to filter down your report P3 P3 Limit Report to changes from one User ID All Users One User enter User ID o Limit report to a Date Range o None all dates will be shown o Today Choosing this option will show all changes made today o Last 7 days Choosing this option will show all changes made within the last 7 days o Last 14 days Choosing this option will show all changes made within the last 14 days o Last 30 days Choosing this option will show all changes made within the last 30 days o Specify Other Range Choosing this option will allow you to choose the date range that will be used to display your Audit Trail Report P4 P4 Runtime Query Value Activity Log Report Set Range From O8MOQ007 A D Through 8 24 2007 Ya D You can enter a date manually use the popup calendar or select from the list of defaults Both dates are required and Through must be the same as or after the From date Default Ranges select an option to pre fill the Accounting Dates OToday Ot
13. 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 MW 351 8 1 2 x11 Single Sided Z Fold Pressure Seal PSB11Z 8 1 2 x 11 Single Sided Z Fold Pressure Seal 207 Copy B Instructions B Address on Back 8 1 2 x 14 Single Sided EccentricCopies B C D with Preprinted Instructions Copy B C D Print Instructions Separately Copy C B Instructions Address on Back Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Maximum 4 Filer Lines Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Instructions Copy B Copy B Instructions B Address on Back Copy C Payer Instructions Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Copy B Instructions B Address on Back Instructions C
14. Compare Using Case Sensitive Matching by placing a check in the box below Click Next 5 Click Finish to save your changes and run the query At this finish screen you may add any additional selection criteria as needed You can select the Change button to change your current query or you can select the Delete button to delete the current query and begin a new query After clicking finish you are prompted to save the query you created Click Yes to save and type a query name or click No to bypass saving a query name and display the results of the current query Copyright 1099 Pro 2014 Fara Lane 2014 24 3 Select a User 25 25 1 Select a User The Select a User screen displays all users Use to select an individual user for querying or reporting purposes Reports Reports Troubleshooting If while printing from the Report Filter and Forms Selection Options section you come across Example Reports won t print See Trouble shooting Control Total Reports for more information See Control Totals Reports for more information Also See Form Counts and Forms Issued by Filers Form Control Totals Form Control Totals The Control Totals report is an invaluable tool for reviewing recipient records Information contained in this report includes e Form type Filers Name and TIN Recipient s First Name Last Name TIN Account Number and optionally their Address Individual record print status and date of last updat
15. Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 5113 Pressure 81 2 x11 Single Sided Z fold Seal MW 353 Pressure Seal LMISCPSB Press 8 1 2 x 11 Single Sided Z fold Seal PS353 Pressure 8 1 2 x 11 Single Sided Z fold Seal N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 8 1 2 x 11 Single Sided Z fold Copies 2 B Instructions Copy 2 BInstructions Address on Back Copy B Instructions Copy 2 B Instructions on Back Preprinted Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Copy B Instructions B Address on Back Copy B 2 C Copy B C 2 Print Instructions Separately Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Copy B Instructions B Address on Back Copy B Instructions Copy B Instructions B Add
16. Error amp Validation Checking 105 The following penalties generally apply to the person required to file information returns The penalties apply to paper filers as well as electronic filers Failure to File Correct Information Returns by the Due Date Section 6721 If you fail to file a correct information return by the due date and you cannot show reasonable cause you may be subject to a penalty The penalty applies if you fail to file timely you fail to include all information required to be shown on a return or you include incorrect information on a return The penalty also applies if you file on paper when you were required to file electronically you report an incorrect TIN or fail to report a TIN or you fail to file paper forms that are machine readable The amount of the penalty is based on when you file the correct information return Please see the IRS Help for Taxpayers site for information advice on late filing and information of penalties 15 Exports Export Overview 1099 Pro features powerful yet intuitive Export Wizards to allow exporting of tax form data in a Mapped ASCII Fixed Delimited Excel format IRS Pub 1220 Format Note 1099 Pro Enterprise Corporate Suite only and Moore 1099 Print Export 15 1 Export Maps Export Maps The 1099 Pro Export Wizard simplifies the process of creating Export Maps The first step in creating an Export Map is to specify how the records to export will be selected and where th
17. If these sources do not contain the answers to your questions contact technical support by phone or E Mail To help us better assist you please provide the following information e Company name or Customer ID number e Please be at the computer you are experiencing the problem with e A list of what steps were taken prior to the problem e Any error messages that you have encountered Technical Support Options Help Tutorials and Knowledge Base http www 1099 Pro com Phone 888 776 1099 toll free or 818 876 0200 E mail support 1099 Pro com Service Bureau Phone 866 444 3559 Copyright 1099 Pro 2014 Technical Support amp Maintenance In E Mail so 1099 Pro com Normal Hours Monday Friday 7 00 am 5 00 pm PST Saturday Closed Sunday Closed Tax Season Hours January Monday Friday 5 00 am 6 00 pm PST Saturday 8 00 am 12 00 pm PST Sunday 8 00 am 12 00 pm PST Direct Links Tutorials http www 1099pro com videos asp Software download location htip host 1099 Pro com IRS Telephone Assistance Information Reporting Customer Service Site If you have questions about reporting on Forms 1096 1098 1099 5498 W 2 W 2G and W 3 you may call a toll free number 1 866 455 7438 You may still use the original telephone number 304 263 8700 not toll free For TTY TDD equipment call 304 267 3367 not toll free The call site can also be reached by E Mail at mccirp irs gov The hours of op
18. Payer would withholding if stop backup withholding already begun The 1099 software would show that the payee has not returned the forms so the form recipient status would remain open with a 2 B notice status Payer continues backup withholding The 1099 software would show that the payee No has not returned the forms so the form recipient status would remain open with a pending 1st B notice status Payer continues backup withholding e software keeps track of all w 9s and B notices when information is rolled over into a new 1099 software 15 3 3 IRS Missing TIN Flowchart IRS Missing TIN Flowchart Copyright 1099 Pro 2014 Exports 113 Flowchart for missing TIN s is the recipient a resident or non resident alien Q 3 pub 1281 Continue to backup withhold is the missing TIN due to an error in your submission Are you backup withholding on the account until a TIN is received X 1099 software allows payer to print and keep track of withholding and B notices with status listed on both recipient and the form Yes No Filer Payer uses 1099 Pro to print out a W 7 to give to the recipient status of Non Resident Alien Begin backup withholding Remit backup Annual solicitation withholding on request for TIN remit i A ave you A Form 945 Form S46 earl z SC Yi Ge eg z Continue to Recipient sends
19. then Last Name First Name and account Sorts the recipients by their Tax identification Number EIN or SSN By Zip Code U S then Canada then foreign Groups the forms by the recipients Zip Code Use this option if you need to pre sort mailings for the Post Office By State Abbreviation U S then Canada then foreign By Account Number then Last Name Recipients with missing account information will print before actual account numbers 8 Once you have chosen your preferred method click on the Next button to continue 9 Here you will be given the option to preview the forms prior to them being printed Choose Yes preview each selected copy type without asking me if you would like to see the forms before being printed and click the Next button to proceed 10 Here you will be see the summary for all the options before you are done printing If everything looks correct click Print to begin your printing process Below are the advanced options that may be accessed by clicking on the Advanced Options button 11 Here you will be given the option to have a customized message print along with every form you have the option of typing in your own message or clicking on the drop down tab to select a pre prepared message The options are e Revised and Reissued e Corrected and Reissued e Replacement copy e Duplicate Copy per request e You may also Force an X in the Corrected box on all forms e You can force an X in the
20. to obtain the correct Name TIN This information may not be solicited by telephone You need a TIN that the payee certifies as correct on Form W 9 in order to stop current backup withholding or prevent backup withholding from starting Second B Notice 1 Send the Second B Notice and an optional reply envelope to the payee within 15 business days after the date of the CP2100 Notice or the date you received it whichever is later Date the B notice no later than 30 business days after the date of the CP2100 Notice or the date you received it whichever is later Do not send a Form W 9 The outer envelope must be clearly marked IMPORTANT TAX INFORMATION ENCLOSED or IMPORTANT TAX RETURN DOCUMENT Copyright 1099 Pro 2014 ENCLOSED 2 The payee must contact the SSA to have his or her social security number validated on Form SSA 7028 Notice to Third Party of Social Security Number Assignment or the IRS to get his or her employer identification number validated on IRS Letter 147C 3 Allow 30 business days after the date of the Second B Notice to receive SSA Form 7028 from the SSA or Letter 147C from the payee Begin backup withholding on payments made to the payee if you don t receive Form SSA 7028 or Letter 147C by the 30th business day You may at your option begin backup withholding during the 30 business day period You must continue to backup withhold until you receive the validation Stop backup withholding no later than 30
21. 1042 S s and W 2G s Not W 2 s The purpose of this tutorial is to guide you through account creation for the IRS FIRE Filing Information Returns Electronically system and uploading your file to the IRS If you have never created an IRS FIRE system account you will need to do so 1 Visit http FIRE IRS gov 2 Click on the link labeled Create New Account 3 Now you will be asked to enter your company specific information Enter your information in the indicated fields This is critical because if there is any problem with the file this is the information the IRS will use to attempt to contact you Copyright 1099 Pro 2014 8966 Pro 2014 Create FIRE System Account Please complete the form below All fields are required unless noted otherwise If you already have an account you can go ahead and Log on Do you already have an account but cant remember your password Give us a call toll free at 1 666 455 7436 to assign a new password Company 1099 Pro Tax Software Professionals Address 23901 Calabasas Road Suite 2080 city Calabasas State CA zip 91367 Phone 888 776 1099 Exten Optional Contact 1099 Pro Customer Service E mail CustomerService 1099pro com 4 Once you have completed filling the information in click Submit to continue 5 You will be taken to a screen where you can create a user name and a password for accessing the IRS FIRE system Read the directions carefully The password that you create MUST be 8
22. 1096 transmittal 13 Click Finish to exit the Print Wizard Copyright 1099 Pro 2014 Printing Overview 197 22 14 Puerto Rico compliant tax forms CS version only Puerto Rico compliant tax forms The features contained within this section are available exclusively to users of the Corporate Suite edition of our software 1099 Pro Corporate Suite CS software supports enhanced Puerto Rico form Printing from the desktop as well as ASP web interface This section of the help file will assist you with printing tax forms that are acceptable in Puerto Rico This feature is accessible in either the Quick Print or Print tax forms sections of the software Additionally Puerto Rico compliant tax forms can also be printed from our ASP interface specifically via the quick print function in the software Please see the section of the help file called For Puerto Rico Printing via the ASP web interface for more information The following information is for the Corporate Suite software Please see below for instructions on printing Puerto Rico forms These steps are to be used when you are asked to select what type of paper to use in either the Quick Print or Print tax forms screen To Print 1099 A s on approved Puerto Rico forms in the CS software 1 From either the Quick Print screen or the Print Tax Forms screen select Pressure Seal ACL when asked to Select the type of paper you want to print on 2 Click on
23. 1099 Pro 2014 156 Lane 2014 FieldNemef Mapped to Field Field Name Column TO Cancel Help 11 Enter the name of the header into Field Name Column 12 Drag the new header Input Field Name Column to the Mapped Import Field Column Value corresponding to the Map to Field Destination See the Map by Name section for more detail 13 Once you are done click Next 14 Please review all subsequent screens and click Next if they meet with your approval 15 Click on Finish Your import map will now be modified and the next time that you use this import map to bring in tax forms it will also bring in the information located underneath the newly designated header Adding an import field after import map creation for a custom import map without headers Fixed Position 1 Click on Import New Tax Forms from the left hand navigation menu Click on Begin a new XXXX Import Process Click Next Click on Add Update XXXX Import Maps Select the import map that you would like to add the new import field to Click on Change Click Next Click Next Select the Database Form Field on the left hand side that you wish to add Highlighted in yellow below OM NAAR WD Copyright 1099 Pro 2014 Imports Overview 159 1099 Pro Delimited Import Wizard Set the Field Column Order for the Fixed Position 1099 MISC file Move fields from the available fields list to the Import
24. 1099 Pro from your hard drive Custom allows the user to select files individually recommended Automatic initiates a default uninstall routine This option leaves behind your current data files under the main program directory in the folder named Data the Uploads folder containing any uploads generated by the 1099 software for submission to the Service Bureau and miscellaneous DLL files used by the software In addition the INI file is also preserved in the Windows directory User s UserID A user is an individual who has access to the software Rights and permissions which delegate what this user can and cannot do are assigned to the user and then the user freely uses the software either with some restrictions or no restrictions User Group s User Groups are created by attaching one or more Access Groups and one Activity Group to them A users rights are determined based on which User Groups they are a member of e Administrator ALL Rights Tax Forms Edit Pending Tax Forms Full Rights Tax Forms View Only Import Tax Form Data Export Tax Form Data All Tasks Except Security File Tax Forms with IRS Service Bureau Upload W 9 Tracking V Virus Checkers Disable virus checkers e g Norton McAfee ViruScan etc PRIOR to installation to avoid potential corruption Random errors in 1099 Pro are typically due to installation of software while running a virus checker After a successful installation re enable
25. 12 This Agreement shall be binding upon and inure to the benefit of the respective successors assigns and personal representatives of the parties except to the extent of any contrary provision in this agreement If any term provision covenant or condition of this EULA is held by a court of competent jurisdiction to be invalid void or unenforceable the rest of the Agreement shall remain in full force and effect and shall in no way be affected impaired or invalidated Section paragraph and other headings contained in this Agreement are for reference purposes only and are in no way intended to describe interpret define amplify or limit the scope extent or intent of this Agreement or any provision of it eFileViewer Main Screen eFileViewer with file selected Copyright 1099 Pro 2014 eFileViewer Overview 139 At the eFileViewer Screen you will see the files you have opened The column categories displaying the contents of the file information as follows LI File Type Hl Tax Year LI Total Records LI Date amp Time the file was loaded into the viewer LI Total Filers LI Total Recipients bk File Name You will typically find the following general field descriptions embedded in a Electronic file Transmitter T Record kl Payer A Record kl Payee B Record kl End of Payer C Record kl State Totals K Record bk End of Transmission F Record The Main Screen of the eFile Viewer with file open A
26. 20 forms Adjunct products include secure Hosting and Servces for information processing printing filing and penalty abatement With the ever changing IRS laws and regulations 1099 Pro develops new services solutions and software enhancements remaining ahead of the curve of the industry 1099 Pro is a Microsoft Certified Partner MBE certified and has received SSAE 16 SOC Type Il certification Software offered by 1099 Pro Inc Tax Pro Prepares forms W 2 W 3 1099 INT 1099 MISC and 1096 Supports printing to pre printed forms and electronic filing to the IRS SSA W 2 Pro Prepares forms W 2 W 2C W 3 and W 3C transmittals Supports printing to blank or preprinted forms Through the software you can generate a formatted transmittal file for the SSA site or for an additional fee upload your data to our Service Bureau for printing mailing and electronic filing 1042 S Pro Prepares form 1042 S on plain paper and allows you to print recipient copies B C and D on one page with instructions on a separate page Through the software you can generate a formatted transmittal file for the IRS Fire site or for an additional fee upload your data to our Service Bureau for printing mailing and electronic filing to the IRS 1099 Pro Professional Professional edition offers a streamlined and cost effective answer to your tax season Prepares printing and paper filing for all forms in the 1098 1099 3921 3922 5498 and W 2G series For
27. 7 Filing requirement applies separately to originals and corrections The electronic filing requirements apply separately to original returns and corrected returns Originals and corrections are not aggregated to determine whether you are required to file electronically For example if you file 400 Forms 1098 electronically and you are making 75 corrections your corrections can be filed on paper because the number of corrections for Form 1098 is less than the 250 filing requirement However if you were filing 250 or more Form 1098 corrections they would have to be filed electronically How to get approval to file electronically File Form 4419 Application for Filing Information Returns Electronically at least 30 days before the due date of the returns File Form 4419 for all types of returns that will be filed electronically See Form 4419 for more information Once you have received approval you need not reapply each year The IRS will provide a written reply to the applicant and further instructions at the time of approval usually within 30 days How to request a waiver from filing electronically To receive a waiver from the required filing of information returns electronically submit Form 8508 Request for Waiver From Filing information returns Electronically at least 45 days before the due date of the returns You cannot apply for a waiver for more than 1 tax year at a time if you need a waiver for more thank 1 year you must reapply
28. Account Selection Recipient Lookup Account Selection This screen is triggered by clicking on the Account button in the Recipient Lookup Screen Accounts tied to criteria that you type in the Search Filter box are displayed in this secondary window To reset or remove the filter applied to this screen click the Show All Remove Filter button Copyright 1099 Pro 2014 Recipients List 35 heed Select an Account Recipient P Search Fitter fiohn LastiCompany Name FirstName Name 2 Address A Show All remove filter 5 2 Recipient Lookup Screen Recipient Lookup Screen In the recipient lookup screen you can run a program wide search for a recipient then view a list of form types associated with that recipient as well the forms statuses error statuses Filer Tax ID number applied to this Tax Form and Recipient and then the Filer Name This is helpful when you have a large number of records in the software and you need to find someone right away without having to go in and out of various filers to search for a single recipient Copyright 1099 Pro 2014 26 Lane 2014 5 3 Recipient Lookup and Forms Issued Search Criteria IG3 233 21050 By TIN By Accourk By Name 123 22 1050 JAMES BROWN show all 605 SUNSET OR ACH 15 SKOKIE IL 60076 A Update Recipient Record List of Tax Forms issued to this Recipient Foem Status Filer TIN Location Payer Code Error St
29. Canada e Other Copyright 1099 Pro 2014 162 20 1 4 8966 Pro 2014 By IRS SSA Code By County Name Seach SI Select x Cancel II Help If you select Other the Select Country Code screen appears The list of country codes are consistent with the list of codes on the IRS s website at http www irs gowinstructions i1042s ar02 html Select the appropriate code from the list then click the select button or click cancel to go back to the tax form screen Country Alias Country Alias and Validation Options 1099 Pro supports custom country name and validation options during the import process This is useful in situations where the code you use for a particular country does not match the one used by the IRS Such an example would be if you used JPN to represent Japan this country code would not be recognized during import since the IRS country code for Japan is JP In order to correct this error 1099 Pro allows you to create alias for any country in the IRS database Example Lets take the example above 1 On the initial import attempt 1099 Pro generates an Invalid Country warning Copyright 1099 Pro 2014 Imports Overview 13 SS 1099 Pro for 2006 Enterprise SQL View Fix Import Session Records Reports Forms IRS Lrries Hep Edit Post or Abandon 1099 MISC Imported Records Correct ences before final posting of these records ACH 05 ok ACH 06 ok ACH 04 ok ACH Om ok ACH 07 ok ACH 1
30. Click Next choose how your forms will be selected for Account Number Generation then click Next 4 Confirm the settings on the Account Number Generation summary screen 5 When you re done click Finish See Account Generation Wizard Copyright 1099 Pro 2014 ER 8966 Pro 2014 9 Security and Administration Global Administrative Options Global Administrative Options all Filers Click on a button to view or change those options Security Groups Audit Trails amp Logging Select an available option on the left to manage those settings Rules amp Options Q Reporting Thresholds User Fields and Email L Puerto Rico Z Options Security Through the use of and rights you can restrict users and thereby protect sensitive company data Add Update Individual Users Administrators can use the Add Update Individual Users screen to create users and assign them to specific tasks See Adding and Updating Users Access Groups and User Profiles Create new Access Groups and User Profiles based on your own custom settings Your groups will be available when adding or changing a user and will be included in all security reports Passwords Passwords can help protect sensitive company data Copyright 1099 Pro 2014 Security and Administration 55 See Passwords for more information Security Access Logs The Security Access Log tracks every time Security or Audit Trails are enabled or disab
31. Different User If you are currently logged in with a user account in 1099 Pro you may log off your existing user and log in as a different user without fully closing the software Follow the steps below to log in as a different user IMPORTANT You must first close all screens in 1099 Pro using the close button at the bottom right Logon as Different User will only appear once you close all top level screens and you can see the following window in your 1099 Pro software 1099 Pro Lei Enterprise SQL Workstation for tax year 2006 Did you know You can use the Query Wizard to select only the records you want to view or process when tagging browsing or creating reports Tell me more Steps to change your current logon account Copyright 1099 Pro 2014 9 8 Security and Administration k Click on File on the toolbar at the top in 1099 Pro 2 Select Logon as Different User 3 When you are prompted with the 1099 Pro logon screen type in your User ID and then your password 4 Click OK Welcome to 1099 Pro Enterprise Edition Enter your User ID and password to access the system 9 User ID l Password I iwant to change my password after Logon eg _ Finally verify your login has changed by checking the user currently logged in in the bottom right corner of the screen User Administrator Wednesday July 26 2006 10 314M Optional Fields MISC Optional Field The 1099 MISC optional amount f
32. Entry Forms 91 Entry Not Found 245 Envelopes 231 Error A Validation Checking 103 Error Messages 239 Error Type 1 51 Error Type 2 51 Error Invalid Record Declaration 47 242 Errors 245 Excel Spreadsheet Files 170 EXCLUDED PARTIES LIST EPLS VALIDATION 250 Exclusive Access Required 245 Expanding or Contracting Views 139 Expiration and Reuse Options 56 Export Database 107 export files 107 Export Maps 105 Export Wizard 107 Exporting a File 143 Se F Record 140 False Print 195 FAQs 18 Fax 30 Field Sizes 188 file 220 File Access Error 242 File Already Open 245 File Driver Error 245 File Format 140 File ls Already Locked 245 File Must Be Shared 245 File Not Found 239 245 File Not Open 245 File Upload Transfer 224 File Upload Transfer amp Completion 224 Filed 1096 Status 147 Filed Mag Status 147 Filer 29 Filer Name 30 Filer Name Line 2 30 Filer Notes 93 Filer Record Details 30 Filer Reports 31 Files already in use 244 Filing Addresses 148 Filing CA 592 265 Filing Deadlines 148 Filing Problems 104 Filing va MagMedia 115 Finding amp Fixing Problem Records 103 FIRE System 121 FIRE upload process 125 Fixed Field Customizing 151 Errors Import Checking 103 Copyright 1099 Pro 2014 Fixed Length 107 Flat File 107 Forcing an Xin the Corrected Box 181 Form Control Totals Report 214 Form Counts Report 215 Form Limits 183 Form Limits Filter 183 Form Status 145 147 Form s
33. Errors 245 ne Safeguard TIN 25 Sample Import Files 168 SB Uploaded 147 Scheduled 54 Scheduler 54 Screen 27 Screen Resolution 27 SDN 254 seal 206 Search 99 Search By Account Number 35 Search by Name 35 Search by TIN 35 security 54 256 Security Access Group Step 2 57 Security Add Users to a Profile Step 5 61 Security Add Update Individual Users Step 4 60 Security Manage Profiles Step 3 58 Security Access Log 63 Security Audit 281 Security Password Options 56 Security Reports 62 Security Settings 56 Select a City Zip State 100 Select a Filer 31 Selecta Form 99 Select a Recipient 40 Selecta User 214 Select Country 161 Select Department 97 Select Form Type 100 Select IRS Code 101 Select States 169 Seminars 42 Service Bureau 220 227 Service Bureau Overview 217 Service Bureau Packages 218 Service Bureau Upload Process 219 Step 1 Creating an Upload File 219 Step 2 Approve Control Totals 219 services 218 265 Set Password Requirements 56 Sharing Violation 245 sizes 188 Small Fonts 26 Social Security Number 282 social security number masking 283 Software Update 18 Sort 119 125 Sort Order 119 125 Spaces 188 Special Help 26 Special Help Button 27 Specially Designated Nationals 254 Spreadsheets 170 SSAE 16 SOC I Type ll 281 SSN 282 SSN Masking 283 SSN Matching 227 State Filing Deadlines 148 State ID Number 118 state status 95 State Status Legen
34. Forms for the current filer ALL Pending Forms for all filers Manually select forms for the current filers ALL Pending forms for Selected filers 3 Put acheck mark in the box next to the description Show me the optional extra filters for limiting the number of records that will be selected Copyright 1099 Pro 2014 164 Lane 2014 22 3 22 3 1 4 Click the Begin Print Process button to execute the command PDF File Generation Overview PDF File Generation Overview What is a PDF file PDF stands for Portable Document Format It s a distribution format developed by the Adobe Corporation to allow electronic information to be transferred between various types of computers The software which allows this transfer is called Acrobat In order to view and print a PDF file you will first need to download and install a copy of the Adobe Acrobat Reader To download and install Acrobat Reader please visit Adobe Adobe Acrobat Reader may be installed in two different ways e As aplug in to your browser your PDF documents can be viewed directly in the browser window e As astand alone program PDF files can be downloaded and viewed separately Why would I want to generate a PDF file Creating PDF files is fast and easy For Example You want to E Mail or electronically transfer your PDF file va the Internet This is now the preferred method of generating a PDF file instead of printing through a PDF printer selection or driver through t
35. INT records NOTE The Enterprise version of the software does not apply state thresholds when filing Enterprise will create a file for all non zero forms and it is up to the end user to decide which records files to submit The Corporate Suite software provides a State Filing Thresholds database which is used to filter out unwanted or unnecessary forms State ID Number State ID Numbers State ID numbers are assigned by the individual state For example in California the Employer Development Department EDD assigns a state ID number Check with your accountant or attorney to determine your company s state ID number Many companies do not have one To add change delete a State ID Code e Click on Manage located at the top right of the screen Copyright 1099 Pro 2014 Filing via eFile no e Highlight the Filer you would like to edit and click the Change button located at the bottom right of the screen To access the Select State ID database When adding or changing a record place your cursor in e 1099 MISC Box 17 e 1099 R Box 11 e W 2G Box 13 Hit the lt F2 gt key or right click your mouse to access the Select State ID database 16 1 3 What can I expect from the States Subset File Wizard What can expect from the States Subset What will happen when I generate my State Subset Files Your files will be placed in the MagFiles directory unless you have selected a different directory State Files will be l
36. Includes filer recipient address and form status To run a report 1 From the task panel click the General Options tab and the Recipients List icon 2 At the Browse the Recipients File screen click Run Forms Issued Report 3 When 1099 Pro prompts to limit the report to only the selected recipient click Yes or No Click Yes to preview the report Group Actions Group Actions Printing Pending Tax Forms You can select tag any number of tax forms that have a status of Pending then print them using the Copyright 1099 Pro 2014 a 8066 Proe 2014 5 8 Quick Print options to quickly select the paper type Copies sort order and more If you need to print copy A forms and change the status of the forms from Pending to Printed you must use the standard Print Tax Forms button and wizard Quick Printing does not provide for changing status Reprinting Printed or Filed Tax Forms Allows you to select tag from a list of all forms that no longer have a status of Pending and then reprint the forms using the Quick Print options to quickly select the paper type Copies sort order and more Adding New Forms for Selected Recipients This option lets you select tag any number of recipients and then loop through the list creating new forms for them The program will automatically fill in the recipient information on each new form so all you have to do is fill in the specific box information for the form For additional fle
37. Input Field to the Input Field For more information see the Import Wizard and Map By Name topics Map by Name Map by Name To perform manual Map By Name 1 At the Map the import Fields Columns to your area of the Delimited Import Map Wizard use the Drag amp Drop method to map fields Drag the Combined City St Zip Available Input Field to the Combined City St Zip Input Field Do not drag it to the individual City State and Zip fields Performed correctly Combined City St Zip appears at each of the individual City State and Zip fields The parentheses indicate a successful mapping Drag the Address Delivery St available Input Field to the Address Delivery St Input Field Then drag the Address Apt Suite available Input Field to the Address Apt Suite Input Field Performed correctly Address Delivery St appears at the Address Delivery St Input Field only The plus sign indicates Address Lines 1 amp 2have merged for a successful mapping Drag all other fields as normal Header Records Sample import files utilize header records for an easy Map By Name import Header records describe a field of data For example row 1 of the 1099MISC TAB sample import file is composed entirely of header records i e Recipient TIN Last name Company First name and so on Header records are not case sensitive Users are encouraged to incorporate header records from the sample import file into their own import file This ensures an easy Map By Nam
38. LEIE to ensure that new hires current employees or contractors are not on the excluded list DESIGNATED FOREIGN TERRORIST ORGANIZATIONS FTO Department of State DOS Department of State DOS Foreign Terrorist Organizations FTOs are foreign organizations that are designated by the Secretary of State in accordance with section 219 of the Immigration and Nationality Act INA POLITICALLY EXPOSED PEOPLE PEP Central Intelligence Agency CIA Central Intelligence Agency CIA A quarterly updated list compiled by the CIA of Chiefs of State and Cabinet Members of Foreign Governments FBI Wanted Lists FBL Federal Bureau of Investigation FBI Department of Justice DOJ Copyright 1099 Pro 2014 252 8966 Pro 2014 31 1 1 Federal Bureau of Investigation FBI Department of Justice DOJ Criminal Enterprises Cyber Crimes White Collar Crimes Violent Crimes Crime Alerts Crimes Against Children Domestic Terrorism Seeking Information Seeking Terror Information Top Ten Fugitives Most Wanted Terrorists etc ADDRESS VALIDATION AV United States Postal Service USPS United States Postal Service USPS Automatically validate a address if provided using the USPS Address Validation and Normalization Database to insure the most accurate and up to date address information ADDITIONAL VERIFICATIONS State Banned Lists Including state and local banned patron lists for casinos and other various lists For more information on TIN
39. MA MD ME NC NE NM OR PA UT VT and WI While 1099 Pro makes every effort to keep these formats updated it is your responsibility to verify the state s receiving your files will accept both the form type format and the data generated prior to submission 1099 Pro does not create individual states reconciliation or transmittal forms at this time Please see below for a special note regarding MA subset files for 1099 INT NOTE Currently 1099 Pro is unable to generate proper state subset files for the MA 1099 INT due to the fact that information that information is needed that is not discernible from the tax form Please contact the Massachusetts DOR for assistance in filing or a qualified tax advisor if you need to submit 1099 INT records NOTE The Enterprise version of the software does not apply state thresholds when filing Enterprise will create a file for all non zero forms and it is up to the end user to decide which records files to submit The Corporate Suite software provides a State Filing Thresholds database which is used to filter out unwanted or unnecessary forms 16 1 1 How do I Generate State Subset How do Generate State Subset Overview The features contained within this section are available exclusively to users of the Enterprise and Corporate Suite editions of our software For all others contact the Service Bureau for CF SF Program options Important Disclaimer Please Read All files generated will
40. May also be posted by PUT or DELETE when no record was read before the attempted PUT or DELETE 35 Record Not Found For a GET File key the matching key field value was not found 36 Invalid Data File Some unknown data file corruption has occurred or the OWNER attribute does not match the password used to encrypt the file 37 File Not Open An attempt to perform some operation that requires the file be already open has failed because the file is not open Copyright 1099 Pro 2014 Error Messages 247 38 Invalid Key File Some unknown key file corruption has occurred 40 Creates Duplicate Key An attempt to ADD or PUT a record with key field values that duplicate another existing record in the file has been made to a file with a key that does not allow duplicate entries 43 Record Is Already Held An attempt to HOLD a record has failed because another user has already held it 45 Invalid Filename The filename does not meet the definition of a valid DOS filename 46 Key File Must Be Rebuilt Some unknown key corruption has occurred that requires the BUILD statement to re build the key 47 Invalid Record Declaration The data file on disk does not match the file s declaration in the EXE usually because you have changed the file s definition in the Data Dictionary and have not yet converted the existing data file to the new format See How do handle an Error 47 48 Unable To Log Transaction A transaction logout or pre image fil
41. Nothing left to do Discarded All logs abandoned or reset All Reset All logs were posted then reset Individual Logs one per Filer can have the following values Loaded Nothing has been done to the records other than the initial load Updated At least one of the records in import hold has been opened and saved e g changes were possibly made Re applying validation etc will also trigger this status Partial Some records were posted some are still left Imported All records were posted processing completed Imp Disc Some records were posted the rest were abandoned so processing still completed Abandoned All records for the log were abandoned none imported Reset Void A completed import was reset removing the posted records from the database Records only removed if their status has not changed since they were posted Records that have had their status upgraded e g Pending to Printed or Filed are NOT removed 20 2 Converting From Excel Formats Converting From Excel Formats Excel Spreadsheet Files When saving data in Excel use the Save As method to save your file in TXT TAB delimited format not XLS format Sample import files in this format are included in your 1099 Pro installation and are very helpful These files appear out of alignment when viewed from a text editor such as Notepad but look great when viewed from Excel To import TXT TAB delimited files select TAB CR LF and Double Quotes as
42. OR ANY SUPPLIER AND EVEN IF eFileViewer OR ANY SUPPLIER HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES 10 LIMITATION OF LIABILITY AND REMEDIES NOTWITHSTANDING ANY DAMAGES THAT YOU MIGHT INCUR FOR ANY REASON WHATSOEVER INCLUDING WITHOUT LIMITATION ALL DAMAGES REFERENCED ABOVE AND ALL DIRECT OR GENERAL DAMAGES THE ENTIRE LIABILITY OF eFileViewer AND ANY OF ITS SUPPLIERS UNDER ANY PROVISION OF THIS EULA AND YOUR EXCLUSIVE REMEDY FOR ALL OF THE FOREGOING EXCEPT FOR ANY REMEDY OF REPAIR OR REPLACEMENT ELECTED BY eFileViewer WITH RESPECT TO ANY BREACH OF THE LIMITED WARRANTY SHALL BE LIMITED TO THE GREATER OF THE AMOUNT ACTUALLY PAID BY YOU FOR THE SOFTWARE OR U S 5 00 THE FOREGOING LIMITATIONS EXCLUSIONS AND DISCLAIMERS INCLUDING SECTIONS 7 8 AND 9 ABOVE SHALL APPLY TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW EVEN IF ANY REMEDY FAILS ITS ESSENTIAL PURPOSE 11 ENTIRE AGREEMENT This EULA including any addendum or amendment to this EULA which is included with the Software is the entire agreement between you and eFileViewer relating to the Software and the support services if any and they supersede all prior or contemporaneous oral or written communications proposals and representations with respect to the Software or any other subject matter covered by this EULA To the extent the terms of any eFileViewer policies or programs for support services conflict with the terms of this EULA the terms of this EULA shall control
43. Print Now button Click Close to exit this screen To quick print a session from Corporate Suite 1 On the task panel select the Work With My Tax Forms Tax Forms or icon Use the Current Form drop down menu to select the form type to print 2 Highlight an existing record and click the Quick Print Form button 3 At the Print Options screen select the paper type Preprinted forms or Blank stock If selecting pre printed forms adjust margin alignment as necessary 4 Indicate your preview preference Ask me before processing each copy default Yes preview each selected copy type without asking me No send the forms directly to the printer without previewing them 5 Select the sort order to print forms this field is ghosted if the print session contains only one record By Last Name Company Name default By TIN By Zip Code use to pre sort mailings for the post office By State Abbreviation 6 When satisfied with all entries click the Print Now button Click Close to exit this screen Also see Recipient Lookup Feature 22 16 Reprint Print Sessions Reprint Print Sessions Copyright 1099 Pro 2014 Printing Overview 1099 Pro makes it easy to reprint a print session To reprint a print session 1 On the task panel select the Forms amp Printing section and the Print Tax Forms icon Use the Current Form drop menu to select the form type to process 2 Atthe Completed Print Session List highlight a print
44. Puerto Rico 480 7C 3 Click the Select button 4 Click the Print Now button Since there are multiple pages required for a Puerto Rico 1099 R compatible printout 6 pages per recipient it is recommended that you put the printer in duplex mode before printing Currently address information is spaced to fit into an 8888 1 envelope If needed 1099 Pro can create a template for the address information to be displayed properly with other envelopes Copyright 1099 Pro 2014 1 8966 Pro 2014 E Select 1099 R Pressure Seal Format Vendor Paper Format Print Style Form Order Number Form Description Alternate Comb 5145 Blank Stock Moore Wallace Miw 1304 Pressure Seal 81 2 11 Duplex 3 Panels Per Side Copy B C 2 Print Instructions Separately 8 1 2 x 14 Single Sided EZ Fold Copy B 2 C Blank Preprinted Lal To Print 1099 Int s on approved Puerto Rico forms 1 Select Pressure Seal ACL when asked to Select the type of paper you want to print on 2 Click Puerto Rico 480 7A No PR Tax WH to print 1099 Int Puerto Rico forms without Tax withheld for Puerto Rico or Select Puerto Rico 480 7A PR Tax W H to print 1099 Int Puerto Rico forms with Tax withheld for Puerto Rico 3 Click the Print Now button Since there are multiple pages required for a Puerto Rico printout 4 pages per recipient it is recommended that you put the printer in duplex mode before printing Currently ad
45. Rights Tax Forms Full Rights Tax Forms View Only W 9 Tracking Add Ja Change Delete RS Groups that are this color are Built in Groups ai Close and cannot be deleted or changed other than just adding or removing members Help Give your new access group a name and tag Allow access to TINCheck and click the Modify button Copyright 1099 Pro 2014 Additional Services 261 Group Name Custom Access Group Tax Form or Area Access for this Group Total Tagged 1 Search Name Tag Access Form or Program Area Create Modify Delete Report Correct Print Payee Verification Import Browse B Notices Request W9 Request First B Notice Request Second B Notice Request W9 S Request W8 BEN Request W8 ECI E Request W8 EXP Request W8 IMY Request W8 Combined Allow access to TINChect Disallow access to ASP module Disallow access to CS module a Add notes for this Access Group 4 el e Click Select All Rights then Save Modify Access Rights Allow access to TINCheck Select the types of rights that should be granted within this area Create new items or initiate processes Modify existing items Delete existing items Run Reports on this area Correct or initiate Corrections related activities Print these tax forms or items _ Reset Void these processes Copyright 1099 Pro 2014 262 8966 Pro 2014
46. Sales at 888 776 1099 To upgrade transactions Copyright 1099 Pro 2014 1e Lane 2014 1 5 1 At the menu bar go to Utilities and Software Registration amp Upgrades 2 Enter your bump code and click Upgrade Now How Many Transactions Dol Have To track your transactions refer to the Registration window 1 At the menu bar go to Utilities and Software Registration Demo Activation 2 Subtract the Current Record Limit from the Current Record Total Update Software Update Software Software Updates 1099 Pro Inc often publishes software updates to keep up with the evolving rules and regulations of the IRS SSA and state agencies To ensure your compliance software updates should be checked for frequently There are a few ways to see if you are running the most up to date version of 1099 Pro software e When starting any version of the 1099 Pro software a pop up will suggest checking for a software update e In Windows go to the Start Menu Programs 1099 Pro Inc then click on Check for 1099 Pro Updates e Visit our host site at host 1099pro com Technical Support amp Maintenance Technical Support 1099 Pro includes context sensitive help screens as the first means of supporting your use of this product In addition 1099 Pro Inc now offers several new technical support options including Online Help Tutorials and an Online Knowledge Base These options are intended to provide customers with immediate solutions
47. Security cards were issued by local offices the area number reflects the State where you applied for your number If your number was assigned in 1972 or later when we began issuing Social Security cards centrally the area number reflects the State as determined by the ZIP code in the mailing address on your application for the number e The middle two digits are the group number They have no special geographic or data significance but merely serve to break the number into conveniently sized blocks for orderly issuance e The last four digits are serial numbers They represent a straight numerical sequence of digits from 0001 9999 within the group Spreadsheets When saving data in Excel use the Save As method to save your file in TXT TAB delimited format not XLS format Sample import files in this format are included in your 1099 Pro installation and are very helpful These files appear out of alignment when viewed from a text editor such as Notepad but look great when viewed from Excel To import TXT TAB delimited files select TAB CR LF and Double Quotes as your delimiters in the Import Wizard State ID Number State ID numbers are assigned by the individual state For example in California the Employer Development Department EDD assigns a state ID number Check with your accountant or attorney to determine your company s state ID number Many companies do NOT have one B Transmitter T Record Identifies the Transmitter of
48. Some types of corrections generate two forms while others generate only one All corrections may be submitted on paper UNLESS there are 250 corrections per filer per form type in which case they must be filed electronically This is true even if your original 1099s were filed electronically Audit trails do not track changes for corrected forms 1099 Pro does NOT process corrections of already corrected forms Prepare such corrections manually Associated Corrected and Corrections Forms Form Type TIN Name Correction Type Form Status a 1099 DI 123 22 100 EVERETT A ACKLIN Changed from 1099 INT Corr1096 123 22 100 ARTHUR B amp SHIRLEY ANDERS Changed from 1099 INT Corr 1096 123 22 100 EVERETT A ACKLIN Changed to 1099 DI 1096 Zera oe Reprint correction form Creating a correction Creating a correction of a form This simple tutorial will guide you through the process of correcting a form 1 First select the form type which you would like to perform a correction on 2 Then click the Work with My Tax Form s tab in the Preparing my Form s Toolbox 3 Once you have done this you will be presented with a complete listing of all the recipients for the form that you have selected Copyright 1099 Pro 2014 Corrections 49 4 Simply click the recipient whose information you would like to correct and click the change button 5 You will be presented with the unadjusted version of the file you w
49. Void box The void box is not on all forms e As well as Print 0 00 instead of blanks for all zero amounts 12 Note Checking these boxes does NOT create a correction OR void form Please see the sections on creating a correction or a wid Below are advanced options for the fine tuning of where the Filers and Recipients address will print if you are using non standard windowed envelopes this will help you Copyright 1099 Pro 2014 Pressure Seal Forms 211 adjust the printout so that it is readable on the outside of the form 24 Queries Queries 1099 Pro offers predefined queries to filter your data The Current Query drop down menu is available at the Work with My Tax Forms Browse the Filers File and Browse the Recipients File screens Pre defined Queries include Corrections Filed Corrections Not Filed Errors and Warnings Filed Original Forms Forms with Notes Pending Original Forms Printed Original Forms Voided Original Forms Recipient e Has notes e Only SSN e Only EIN e TIN non standard e Foreign Canada US for various addresses e Open W 9s e Any W 9s Filer e Has notes e SSN e EIN e Combined Fed State filing program 24 1 Custom Query using Manual Override Custom Query using Manual Override To define a custom query using the manual override feature follow the steps below To allow for even more customization in defining a custom query sophisticated users can quickly build expressions f
50. a New Map 1 From the main screen in 1099 Pro you can click on the Import New Tax Forms then click on Begin a new Delimited Import Process read the instructions then click Next 2 Click on Add update Import Maps 3 To add anew map click the Add button on this screen and follow the steps in the wizard after choosing your map type of Delimited or Fixed Length Change an existing map You can highlight an existing map on this screen and click Change Follow the steps on the screen and the wizard will guide you through the process of changing an existing map Any change made will overwrite the current mapping To Delete an existing Map 1 Highlight the existing map you want to delete and when asked to confirm your ok to delete a file choose ok 2 Ifyou have any existing mapping tied to a current import in process import session it cannot be deleted You must first complete or abandon all imports in process and then you will be able to archive the map however you cannot use it again View Print Map Reports Copyright 1099 Pro 2014 Imports Overview 151 20 1 1 1 1 Import or Export an Import Map Importing or Exporting Maps Using this screen you may import or export maps for use on other 1099 Pro installations Import Maps for a Delimited or Excel File Type Export Maps 20 1 1 2 Customize a Fixed Field Customize a Fixed Field The features contained within this section are available exclusively to users of th
51. ability to verify TIN s then click the Turn off Disable all TINCheck functionality checkbox If you would like to enter any notations or descriptions regarding the TINCheck service please enter them in the Account description or Account notes fields please note that neither of these areas will have any impact on the processing of TIN s Once you are done click on Save or if you would like to discard of the changes made to this screen click on Cancel Record Will Be Changed Manage My TINCheck Account These settings provide the credentials used by this program to sign into the TINCheck service STEP 1 Do you have a TINCheck account yet Avalid TINCheck account is required in order to activate TINCheck f functionality in Pro If you haven t created an account yet click on the L TINCheck button to do so now if you already have an account just enter your credentials in step 2 Sign up now STEP 2 Enter your TINCheck login credentials TINCheck User login ID natasha gt gt Test my TINCheck TINCheck Password eeccee connection now j Turn off disable all TINCheck functionality Account description Default Natasha account Account notes Created by Inna A wf Save x Cancel 2 Help If you attempt to verify a TIN prior to entering a TINCheck account you ll see the below screen click the Configure TINCheck account button to enter TINCheck account information or click the Sign up now button to o
52. and does not have a permanent place of business in California For example if a California casino pays out over 1 500 in winnings to a non resident of California 7 of the earnings must be withheld and reported for that quarter This type of withholding and reporting is required for all payments made to non residents in all industries This includes payments made to non resident entertainers athletes agents service providers vendors and non resident property owners StateComply com is the easiest way to prepare your CA 592 data for filing StateComply offers a secure web portal and is designed to function just like the market leading software from 1099 Pro Inc StateComply allows you to easily import edit and organize your data and then generate a file formatted to send to the State of California Franchise Tax Board IMPORT MANAGE FILE Map and edit your data file or use our template to import your data and when you re ready generate a file formatted for filing to the State of California Franchise Tax Board SPEED amp SECURITY StateComply is hosted at 1099 Pro s secure facility which passed a SSAE 16 SOC Type II audit the highest level of security certification ensuring that your data is safe COMPETITIVE PRICING Try it for free for the first 2 quarters of 2013 Pricing is 250 for up to 250 records and 10 cents thereafter for each additional record StateComply is free for 1099 Pro Corporate Suite users DUE DILIGENC
53. and introduced in the late 70s and early 80s PCL 2 As was PCL 1 this version is supported by all HP LaserJet series printers except the HP LaserJet 3100 and 3150 series products Hence it covered all PCL functionality and provided Electronic Data Processing Transaction functionality Functions were added for general purpose multi user system printing but still in ASCII printing only It was Introduced in the early part of 1982 PCL 3 This was the first of the intelligent series of efforts by HP to incorporate graphics crude as they were back then It was the embedded code for the original HP LaserJet series printer and the HP LaserJet Plus series printer This version provided the commands and features required for simple high quality word processing and data printing Allowed for the use of a limited number of bitmapped fonts and graphics It quickly rost to the position of industry standard and PCL 3 was widely imitated by other printer manufacturers commonly referred to as LaserJet Plus Emulation when used by other companies It came out in 1984 PCL 4 This industry standard release was the embedded code for the HP LaserJet Series Il commonly referred to as the workhorse laser the HP LaserJet IID HP LaserJet IIP and HP LaserJet IIP Plus It had a host of new page printing capabilities including support for macros larger bitmapped fonts and graphics Introduced in 1985 it was the most radical of version improvements and would be more
54. and right position position2 slice from position 1 to position 2 in a sting divide two numbers a ze o Select an operator by clicking on it and then clicking on the Select High Lighted Value button 9 10 Un Installing Uninstall Routines The Select Uninstall Method screen offers two options for removing 1099 Pro from your hard drive Custom allows the user to select files individually recommended Automatic initiates a default uninstall routine To uninstall 1099 Pro custom 1 2 Close all applications including 1099 Pro On your Windows desktop click the Start button Go to Settings Control Panel and select Add Remove Programs Select 1099 Pro 2014 and click the Add Remove button At the Select Uninstall Method screen choose Custom and then click the Next button to start the uninstall program Files are categorized for deletion Users may Select All recommended Select None or use their mouse to select specific files Categories include System Files Directories INI Files INI Entries Copyright 1099 Pro 2014 Security and Administration e Registration Database Keys 7 After selecting appropriate files click Finish to complete the uninstall To uninstall 1099 Pro automatic 1 Close all applications including 1099 Pro 2 On your Windows desktop click the Start button 3 Go to Settings Control Panel and select Add Remove Programs
55. applies the rules to a manual data entry Imp to imports and Web refers to users on the web internet module There are also three levels of error message severity W is a warning which is a non fatal problem with your form E is an error which may be a fatal problem with the form and R is a reject which will not allow the form to be saved or imported at all You can also define OK which will allow the form to be saved without warning or you can use the Default option which will use the systems default rules to evaluate the form 6 Ifyou wish to deactivate a rule where you may wish to activate it later simply uncheck the Rule is active applied box as shown below Editing Rules To edit an existing rule click on a rule in the Manage Business Rules Validation window and the click on the Change button e The Rule Will Be Changed window allows you to turn a particular rule on or off at anytime To turn off a rule remove the check from the Rule is active applied checkbox and then click the Save button e You can also override the default messages using the Customize override the default messages box o Use the drop down menus to the right of Manual Entry Severity Import Severity and Web Entry to set the warning error severity level to either Use Default OK Warning Error or Reject o You can also add a short error message that will be displayed when reocrds with this forms particular rules are broken If neede
56. at any time to go back a step Step 1 Select Filers Choose a method for selecting eligible Filers e All of my Filers This will choose all eligible records for all Fiers in the software e Select Tag Filers This will allow you to manually tag each Filer that will be included in the Service Bureau Upload e Current This will only use the currently selected Filer for uploading Filer information to the Service Bureau Step 2 From Types Choose a method for selecting the form type that will be included in the Service Bureau upload e All Form Types This will go through all form types in the software for the Filer s you ve chosen and include all eligible records entered for any tax forms e Select Tag Form Types This will allow you to manually choose Tag which form types are included in the Service Bureau upload e Current This will only use the currently selected form type and the eligible records therein for inclusion in the Service Bureau upload Step 3 Upload Action Choose a method for selecting which type of upload the Service Bureau will do with the forms Step 4 Contact Information This is the information that the Service Bureau will use to contact you should there be an issue with the information that you ve uploaded to them Click Update Contact to add the contact information Step 5 Printer Several reports will print out at the end of the Service Bureau Upload Wizard these reports will
57. at the appropriate time each year If a waiver for original returns is approved any corrections for the same types of returns will be covered under the waiver However if you submit original returns electronically but you want to submit your corrections on paper a waiver must be approved for the corrections if you must file 250 or more corrections If you receive an approved waiver do not send a copy of it to the service center where you file your paper returns Keep the waiver for your records only Penalty If you are required to file electronically but fail to do so and you do not have an approved waiver you may be subject to a penalty of 100 per return for failure to file electronically unless you establish reasonable cause However you can file up to 250 returns on paper those returns will not be subject to a penalty for failure to file electronically The penalty applies separately to original returns and corrected returns Alignment Alignment Alignment adjustments are measured in hundredths of an inch from the default margin For example 0 25 would shift the top margin down 1 4 inch and 0 25 would shift the top margin up 1 4 inch Business Rules Business Rules Business Rules are formulated in conjunction with the compliance experts from IRS Compliance to check that data being processed in 1099 Pro s software does not contain common formatting errors form specific errors is valid for State and Federal filing and
58. be able to open the software Choose the format for the PDF Tax Form Clicking on Standard Combined will utilize the Standard Combined Layout that s commonly associated with printing to blank stock clicking the Select a PS ACL Layout button will then prompt you to choose one of the Alternate Combined Layout or Pressure Seal formats to print in Set Advanced Print Options Clicking this button will allow you to toggle the following options o Forcing an Xin the Corrected checkbox o Forcing an Xin the Void box Not visible on all forms o Putting 0 00 instead of leaving amount boxes with no dollar amounts blank o Entering optional message information that will print along the top of the form Print Driver This is for advanced users only if you would like to print the PDF as defined by a different printers driver please click this button and choose the alternate printer File Folder By default the PDF generated by this process will be placed in the PDF directory in the installation folder for the software if you would like to chose an alternate location please click this button and navigate to that location Preview PDF requires the password This will allow you to preview the PDF before it is sent to make sure that it looks appropriate before the recipient sees it Create PDF and email message Clicking this button will generate the PDF and attach it to an email with the recipient s email address already entered using your default
59. can be used to separate records with different levels of issues for processing Copyright 1099 Pro 2014 278 32 4 32 5 32 6 32 7 32 8 32 9 32 10 8966 Pro 2014 Ascii ASCII A simple text file where fields are separated delimited with certain characters e g a tab space or pipe 1099 Pro s import capability includes most any ASCII file These files can be exported out of most database amp spreadsheet applications as an ASCII file comma separated value CSV or tab delimited Need help Contact Technical Support Phone 888 PRO 1099 Select Option 2 Email Click here to E Mail Support Technical support is available Monday thru Friday from 7am to 5pm PST Excluding Holidays Cascading updates Cascading updates Cascading updates are changes made to a recipient s name or address atthe Browse Recipients screen Corrected options Corrected Options The Corrected Options screen is accessed whenever a corrected form or original form associated with a correction is selected atthe Work with My Tax Forms screen End of Payer C Record End of Payer C Record End of Payer C Record Contains the total number of payees and the totals of the payment amount fields filed for each payer and or particular type of return End of Transmission F Record End of Transmission F Record Contains a summary of the number of payers in the entire file Filer Filer The term Filer is used by the IR
60. characters in length and have an upper case a lower case and a numeral but cannot contain your user id or personal name Copyright 1099 Pro 2014 Filing via eFile Create FIRE System Account continued Please complete the form below You will need to supply the name you intend to use as your User ID and a password If you wish to use special characters in your User ID the following are allowed _ period comma and space Your password must be eight alpha numerics containing at least 1 uppercase 1 lowercase and 1 numeric but cannot contain your User ID or your personal name User D 1099Pro Password tttttttt Verify Password 6 Once you have input your chosen user name and password click the Create button 7 You will be asked to create a pin number This number will be used when you upload your file which is created by the 1099 Pro software 8 Once you are done with the PIN creation process click the Submit button Copyright 1099 Pro 2014 8966 Pro 2014 The Personal Identification Number PIN you create below will be required each time you send us a file electronically and will be your permission to release the file This process replaces the Form 4804 Transmittal of Information Returns Reported Magnetically When you send Test files or complete the online fill in Form 8809 the PIN will not be required However the PIN is required for all ORIGINAL CORRECTION an
61. contents of the current expression from the expression builder main screen Insert Inserts the currently highlighted Data and function name into the Expression Builder Window Ok Executes the Validate feature to check the validity of the expression and saves your expression Cancel Closes the expression builder and returns you to the Query Wizard Field Selection screen e Once you have saved your expression you can select it form the Current Query drop down menu at any time 24 2 Custom Query Wizard Custom Query Wizard The Query Wizard allows custom access to your data va an intuitive wizard driven interface All users can quickly create and save customized queries and then re use those queries 1 Select the drop down menu for Current Query and select Custom Query from the list 2 At the Query wizard screen select a field from the list below i e Recipient State or Province and click next Note please view the linked popup for additional information on the values for the fields Form Status Voided Correction Type amp Error Status values 3 At the Operation Selection screen select the operator i e is Equal To and click Next 4 At the value entry screen determine the value which will be used to complete the expression i e Select Constant Value and in the Recipient State or Province is Equal To field type in the letters CA for the state of California As an option you may process the query using
62. could NOt be found eeeeSEEEEREEEEEREEEEEREEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEn 244 11 This Single User version of 1099 Pro can only be used by one person ata d TEE 244 12 Clarion Trappable Runtime Errors cccceessecceeeeseeeeeeeseeeeeeeseeeeeeeeeeeeeeeseeeeeeeseeeeeenseeneeeess 245 Part XXXI Additional Services 250 a Te 250 Manage my TINChe cK aCCout ccccststesseseesceseeseeseeesessoeseesusaeesesseuseeseeseesoeseesaesaesaesaesaesseesnenaesaasaesaessensnnaneas 252 Manage My FeSullt ccccseseseeseesesseeseeseeseessesessesessesseeseeseeseesausaesseuseuseesneseeseesnesaesaesaesansaesanesnssausoesausaeeensnuaneas 254 History REQUESUS cccccesesesesseeseseeeseeseeseesoesoesaesaesesseesessousoesausaessesseuseeseeseesoesnesaesaesaesaeeaesaneseesaesaasaesaeeaesonuaneas 255 Hl SUE ee e E 256 Status EE 263 Managed ServiCeSi ici sccetieccaccececescasieescacccceseccdzectasecceanscecdecnendenaesstdsiectasiccsecededsecnintendensades 265 State COM pI isn enge sean soak eaten ENEE Ed aaa aa aa eaa Eana taaa aia ea aeaaea Ea Seaia iaaea 265 Part XXXII Glossary 266 NR TE 276 2 e LE 277 3 Business Rules deer EES eE ed 277 GR UE 278 5 Cascading NI E 278 6 Corrected Options SEENEN SEENEN ENEE ZER cosa EEGENEN EEN CERN S 278 Copyright 1099 Pro 2014 12 8966 Pro 2014 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 End of Payer C Er DEE 278 End of Transmission F ROCOIGC ccce
63. cursor in the search field 2 Enter the first few letters of the form type for example 1099 M and click TAB The first record matching your entry is highlighted Copyright 1099 Pro 2014 F100 Lane 2014 12 15 12 16 12 17 Select Form Type Select Form Type If a record was originally issued on the incorrect form type select the correct form type You will be presented with a new form that displays the original recipient TIN and address but no individual box amounts or values 1099 MISC e Tagging Records Tagging Records 1099 Pro allows you to manually tag Select records for inclusion in a print session To tag records 1 On the task panel select Forms amp Printing and then the Print Tax Forms icon Use the Selected Form drop menu to select the form type to process 2 At the Printing Tax Forms screen choose the Manually select forms option 3 Click the Begin Print Process button 4 At the Selecting Form Records screen click the Tag button to select records A red checkmark appears beside each tagged record See Tag Key Shortcuts below e To sort records prior to tagging use the View or Query drop menus 5 After tagging all records click Proceed to Next Step to initiate the Print Wizard Tag Key Shortcuts Tag Use this button or ALT T to tag individual records Tag All Use this button or ALT A to tag all records Untag Use this button or ALT U to untag an individual record U
64. dialogue with the Windows User Name When creating users you must use the same login name they use for Windows for this to be useful iii Active Directory Removes login prompts instead using the Windows Domain Username Login that the user logged into their computer with The username in our software must match the username they log into Windows with Minimum Password Length Defines the minimum character length the password can be Length ranges from 5 15 characters Lock a User ID after this many invalid login attempts Sets the maximum number of times a user can fail to log in before needing to have their account unlocked by an administrator Days before a password expires Sets the length of time a user s password is valid before they must choose a new one Days to warn a user before their password expires Defines when the software will begin notifying when the user s password is going to expire Times before a password can be used again Defines how many different passwords must be used before a user can use the same password again Ignore case when validating Passwords e E Determines whether or not the case matters when a user is entering their password Copyright 1099 Pro 2014 Security and Administration h Require at least One 1 Uppercase Character Determines whether or not there must be at least one uppercase character in a Users password i Require at least One 1 Lowercase Character Determine
65. do not have a default mailing client setup then you will be unable to send PDF documents to your recipients through the 1099 Pro software Note If you do not have a default email client please click here for more information Send the tax form to enter the email address of the individual that you would like to send the PDF to Note Only one recipient can be designated in the email address entry field Set the email as High Priority This option will flag the email as high priority in the recipients inbox when it is received Encryption Password When the email is received by your recipient they will have to enter a password to open it you can manually enter the password the recipient will have to enter when opening the PDF here Note By default that password is the first five numbers of their social security number a hyphen and then the first five numbers of their zip code Note The recipient email field can be brought in via import in the Rcp Email field Type of encryption The encryption is how complex a file is transformed using an algorithm called a cipher to make it unreadable to anyone except those possessing special knowledge usually referred to as a key the higher the level of encryption you choose the more difficult it will be for wrong person to open should they attain the document but high levels of encryption also require more sophisticated software to open if you choose too high a level of encryption your recipient may not
66. e Please choose the options Yes always allow access even if Quickbooks is not running e Check the box that indicates Allow this application to access personal data such as Social Security Numbers and customer credit card information Copyright 1099 Pro 2014 Imports Overview 161 BI Accounting Ile Bills L Checking agal Desktop View Si Finance Charge Sa General SN Integrated Applicatio Items amp Inventory Er Jobs amp Estimates Multiple Currencies Six Payments Cd Payroll amp Employees Reminders Ah Reports amp Graphs Ja Sales amp Customers ki Sales Tax a Search ba Send Forms a Service Connection Spelling FA Tax 1099 My Preferences Company Preferences Do you file 1099 MISC forms Yes No How to map accounts and thresholds to 1099 categories 1099 Category Box 1 Rents Box 3 Other Income Box 4 Federal Tax Withheld Box 5 Fishing Boat Proceeds Box 6 Medical Payments Box 7 Nonemployee Compensation Box 8 Substitute Payments Box 9 Direct Sales Box 10 Crop Insurance Proceeds Box 13 Excess Golden Parachute Box 14 Gross Proceeds to Attorney 1 00 0 00 0 00 0 00 1 00 10 00 5 000 00 0 00 0 00 0 00 S 20 1 3 Country Codes Table Country Codes Table When you are adding or changing information in a tax form you have the option of setting the address type for the recipient address Your options are as follows e USA e
67. email client Email No email client Email No email client detected If you do not have a default email client setup Examples Microsoft Outlook Mozilla Thunderbird gmail you will see the below image letting you know where a PDF version of the tax form you were going to Copyright 1099 Pro 2014 188 8966 Pro 2014 send will be saewd the email address it was going to the subject line for the aforementioned email and the text No default e mail client was detected Your PDF file was saved to the follow location E 14_Pro32 RunTesti1099_TPS PDF QUICK PRINT 1099 DIV for Tax Year 2014 7 03 2014 13 43 14 PDF You may copy and paste the details below into your e mail E mail To www gggg com Copy to Clipboard E mail Subject 1099 DIV for Tax Year 2014 Copy to Clipboard E mail Text The Tax Form you requested is attached in a PDF encrypted format for your protection The password is the first 5 digits of your Taxpayer Identification Number SSN or EIN followed by a dash followed by the first 5 digits of your mailing address zip code If you cannot open PDF attachments then you can download Adobe Reader from http geLadobe com reader Copy to Clipboard close Help 22 7 Assigning a Printed Status Assigning a Printed Status Select this option after printing and approving all copies of these records including Copy A These records are assigned a printed status
68. entry will be the column where the import map will be looking for the information to import on your spreadsheet 15 It is very important that the column number that is listed in there matches the column number over from the left on your spreadsheet For example if it indicated that it will be the 6th column over on your new import map area it must be the 6th column over on your spreadsheet 16 Please review the information located in the right window that contains the Map to Field Destination Mapped Import Field Column Value and Col columns 17 if your information is correct click on Next Copyright 1099 Pro 2014 F160 Lane 2014 18 Please review all subsequent screens and click Next if they meet with your approval 19 Click on Finish 20 1 2 Quickbooks Import Wizard Quickbooks Import Wizard To begin the Quickbooks import click on Click on Import New Tax Forms Click on Import Records Directly From Quickbooks ch Import records directly from Quickbooks This will being the Quickbooks import process Click Next Note Before proceeding please being the Quickbooks software and log in with a user account that has Administrative credentials Click on Connect to Quickbooks Note If this is your first time importing information from Quickbooks please switch over to the Quickbooks software you should be asked what options to choose when allowing the 1099 Pro software to connect to Quickbooks
69. file driver KEY or INDEX with more than 245 characters Other file drivers can also return this error when their file system key length limits are exceeded 89 Record Changed By Another Station The WATCH statement has detected a record on disk that does not match the original version of the record about to be updated in a network situation 90 File Driver Error The file driver has detected some other error reported by the file system You can use the FILEERRORCODE and FILEERROR procedures to determine exactly what native error the file system is reporting 91 No Logout Active The COMMIT or ROLLBACK statement has been issued outside of a transaction frame no LOGOUT statement has been executed 92 BUILD in Progress A BUILD statement has been issued and PROP ProgressEvents has been set to generate events The statement generating this error is not appropriate to execute during a BUILD process 93 BUILD Cancelled The user cancelled the BUILD This error is set when EVENT BuildDone is posted 94 Record Limit Exceeded The target file has exceeded the record limit This value is file driver dependant and can be returned Copyright 1099 Pro 2014 Faso Lane 2014 31 31 1 during any attempt to modify a file where the record limit is exceeded 97 Stream Error Used during RTF processing 100 Trigger Error This error is set whenever a registered file callback method returns FALSE See CALLBACK 1010 Illegal Expression The EVALU
70. file name and location select it and then click UPLOAD to send the records to the Service Bureau 5 SIGN and FAX your cover sheet to the phone number indicated on your printouts Method C Sending your file on a disk via FedEx UPS USPS etc 1 Copy the upload file see printed paperwork for file name and location to a CD ROM preferred or floppy disk 2 Package the disk SIGNED Fax Cover Sheet and Instructions together using a study disk mailer not a plain envelope 3 Mail the package to the address listed below Use FedEx or similar to ensure fast secure package delivery 26 4 Wizard SB Upload Create an Upload File To Upload 1 Highlight the session you wish to upload at the At the Printing Mailing Filing and Bulk TIN Matching screen 2 At the bottom of the screen click the Complete Pending Upload button to proceed and choose the best option for upload At this point you now have the opportunity to examine the File Generation Summary Report and verify that all of the desired Filers and Forms are included Also check to see if you have examined each of the control total reports and sign them to certify that the information is complete and accurate to the best of your knowledge Ready to upload your file via HTTPS using the Internet This is the preferred method of uploading to the 1099 Pro Service Bureau The wizard will automatically upload the file for you using the standard HTTPS secure transfer Select Built in
71. for a single user install saves the data file in C 1099 Pro Pro99T11 Data If you are setting up a multi user workstation your data folder is most likely in a custom location specified during the server installation 30 4 Unable to open systemID 5 access denied Unable to open systemID 5 access denied Solution This error occurs when a user does not have full read write edit privileges to the location where the data folder is hosted Contact your IT department to verify the rights are proper in both the shared location and the folders security settings If your IT department has confirmed that your security settings are set properly contact 1099 Pro Technical Support for additional assistance 30 5 Unable to open required file ProTips 3 Path Not Found Unable to open required file ProTips 3 Path Not Found CH Unable to open required file ProT ips 3 Path Not Found Solution This error most often occurs when the software is not linked to the correct data file This can be fixed by reinstalling and directing the workstation to the proper data folder Alternatively the software may be redirected to the correct data file by editing the INI file e Navigate to C 1099 Pro Pro99Txx Admin e Open the file called Pro99Txx INI e Edit the file path associated with SAV GlobalDataPath to point to your data file e Save and run the software Copyright 1099 Pro 2014 zaz Lane 2014 30 6 30 7 Please no
72. for edits and or further printing M Print Status Overview Copyright 1099 Pro 2014 280 8966 Pro 2014 32 17 32 18 Recipient Employee Recipient Employee Arecipient is an individual or business that receives a 1099 An employee receives a W 2 The terms recipient and employee are sometimes used interchangeably Roll Forward Utility Roll Forward Users may roll over their prior year data during the installation wizard Image 1 or from the Start Menu Image 2 It s important to note that you cannot roll over your data once a new filer and or recipients have been added so roll your data over before adding any new data Image 1 Roll over data option available through initial installation wizard 1099 Pro 2012 Enterprise Edition Ea 1099 Pro for 2011 Found 1099 PRO you wish Setup can copy your existing 2011 Filers and Recipients over to your new 2012 1099 Pro installation NOTE 2011 files are not changed in any way Check the box next to each type of information you would like to roll forward and convert for 1099 Pro 2012 wl Copy 2011 Filers to 1099 Pro 2012 V Copy 2011 Recipient W 9 B Notice AND Filers V Copy 2011 Electronic Filing Transmitter Information wl Copy 2011 Security settings for your users V Copy 2011 Import Maps for forms not changed in 2012 IMPORTANT Existing 2012 data will not be replaced or changed even if you check these boxes f you choose to roll forward at a later time
73. format options and the order in which your date components will be displayed Click Next b Enter a title and description which will be displayed for users when they need to select an import map to use You may also enter some optional notes which describe your custom map 8 Set options for locating your import files a Specify the default folder where this type of import file will be located If left blank you will always be prompted to locate the import file b Next you may optionally specify a default file name for the files that will be imported using this map Click Next to continue 9 Processing Options for Tax Form Imports Note This is a Corporate Suite ASP Feature ONLY a Select the type of data processing that will be applied when your import is performed i Standard All forms are added as individual records regardless of whether other forms may exist in the system for the same recipient ii Transactional If existing forms are found for a recipient that match the form matching rules configured at the time of import the new information will update the existing record and be added as a transaction for that record Non matching forms are added as new iii Year To Date Transactions are added to existing tax forms to reflect the new Year to Date YTD amounts and information Existing forms that are not included in the YTD import will be flagged as zero drop candidates if the zero drop option is enabled iv Replacement
74. fraud DENIED PERSONS LIST DPL Department of Commerce DOC Department of Commerce DOC The DPL is a list created by the U S Department of Commerce of individuals and entities that have been denied export privileges Any dealings with a party on this list that would violate the terms of its denial order is strictly prohibited Violation can result in a civil penalty amounting to the greater of 250 000 or twice the value of the transaction for each violation For criminal violations violators may be fined up to 1 000 000 and or face up to 20 years of imprisonment EXCLUDED PARTIES LIST SYSTEM EPLS General Services Administration GSA General Services Administration GSA The Excluded Parties List System includes companies that have been debarred suspended excluded or disqualified from receiving Federal contracts subcontracts assistance and benefits Government agencies and contractors are required to check this list to validate vendors and or payees are in good standing with the federal government EXCLUDED INDIVIDUALS AND ENTITIES LEIE Office of Inspector General OIG Health amp Human Services HHS Office of Inspector General OIG Health amp Human Services HHS In the health care industry anyone who hires an individual entity or contractor on the LEIE may be subject to civil monetary penalties CMP by the OIG ranging into the millions of dollars To avoid CMP liability health care entities need to routinely check the
75. if you are installing 1099 W 2 or 1042 S Pro Note that you may select a mapped network drive or you may use UNC such as amd800 C in this case Copyright 1099 Pro 2014 22 8966 Pro 2014 2 3 1 e Next you will be prompted if you wish to roll forward data such as Filers Security Settings from a prior year Once you have finished installation you can open the software click on Help and About and then click on the graphic icon for the software and you can see the data paths involved Note that none of the data or program files are kept on the Server they are kept at the Remote Server Data Location 3 Install Workstations Perform subsequent workstation installations as needed Be sure that each workstation has read write delete rights to the Remote Data Program Location Note each Workstation must communicate with the Remote Server Data Location via UNC or a mapped letter drive Workstations do not have to communicate with the 1st Multi user Installation Server shown above 4 Webupdates When it is time to perform a Webupdate you will have to perform it from the Server that you just installed Webupdates are performed at the Server and in this case performing the update at the Server will result in the program files and the data files being updated on the Remote Server based on the ini file on the Server Note that workstations will communicate with the Remote Server Data Location only and not with the
76. is enabled the Security Access Log also tracks all log on attempts Browse amp Manage the Security Access Log 1099 Pro includes predefined queries for sorting access log records including All Records Default selection that displays all records Access for One Date Select this query and then enter the date for which you want to show logs Access for One User Select this query and then click Select User to Show to pick a user or click Show Records with No Users for any records with an unknown user Export Log on Records to an Excel spreadsheet The Security Access Log tracks all attempts to open 1099 Pro This log can be exported for review in an Excel document 1 On the menu bar click File and Security and Administration 2 At the Administration screen click Manage Security Access Logs 3 Click on Export to XML located near the bottom left 4 Select your destination folder and click OK Purge Log on Records The Security Access Log tracks all attempts to open 1099 Pro If the log becomes so big that the performance of 1099 Pro is compromised older records may be purged When purging records ONLY successful log on s are deleted To purge records 1 On the menu bar click File and Security and Administration 2 At the Administration screen click Manage Security Access Logs 3 At the Browse amp Manage the Security Access Log screen click the Purge Log on Records button 4 The Purge Audit History
77. list gt Select the fields from the left to be filled from the Import file and add them to your layout Select a field to map then click on Add Feld Selected Field Details Field Action Ze Fill from Import C Set Fixed Value Field Description Last Name Company Field Type Size Character 40 max Field Value Recipient last or Company name Add this Field gt Columns so far 0 H D db Add Filler A ven Remove u Back x Cancel Help 10 Click Add this Field to move the Database Field over to your import map List of columns fields currently in the Import Map Mapped To Field Value 11 Use the Up and Down Arrows to move the Database Form field to match the column in your import file Note The column on the import map must match the column s location on the spreadsheet In the Col you wil see which column on the spreadsheet the import map wil be referencing when it imports Fl Fe PINECREST DRIVE RFD 2 Co kennd B mr D 123 22 1002 ADAM LILLIAN c PINECREST DRIVE RFD 2 123 22 1031 BASILE ANTHONY 115 86 238TH ST 123 22 1032 NORTON DONALD G 123 E LAIRD DR 123 22 1033 NORTON WALLACE G 730 18TH AVE 12 When you are done making changes adding columns click Next 13 Please review all subsequent screens and click Next if they meet with your approval 14 You will see your new entry in the Drag map Fields from here on the left side under the Col
78. lt F1 gt key is located on the upper left corner of your keyboard The User Interface 1099 Pro Central 8966 Pro Central The 8966 Pro Central Screen provides rapid access to important information Overview General layout of the tax form filing process from start to finish To Do Keeps track of important dates form status Also allows you to leave notes for yourself Help Videos Provides links to tech support resources contact info for support and Online Tutorials Compliance Copyright 1099 Pro 2014 28 Lane 2014 3 2 Information on Tax Form compliance such as additional services tools consultation support and Online Tutorials Services 1099 Pro offers many additional services such as our Service Bureau Keyboard Shortcuts Keyboard Shortcuts lt Alt gt Use lt Alt gt and the underlined letter or number of any menu bar item to access a drop menu For example use lt Alt gt lt R gt to access Reports lt F1 gt Access context sensitive help at any screen lt F2 gt or Right Click Mouse With your cursor in the appropriate box use the lt F2 gt key or right click your mouse to access box specific data e Recipient TIN field Access the Select a Recipient database e State Payer s State ID No Access the Select Filer State amp ID database available at 1099 MISC box 17 1099 R box 11 and W 2G box 13 e Calendar Access a multi year calendar available at 1099 A box 1 1099 B box 1
79. may be required for filing all information returns discussed in these instructions see Who must file electronically on this page Different types of payments such as interest dividends and rents may be reported in the same submission Pub 1220 provides the procedures for reporting electronically and is updated annually Pub 1220 is available on the IRS website at www irs gov You can file electronically through the Filing Information Returns Electronically System FIRE System however you must have software that can produce a file in the proper format according to Pub 1220 The FIRE System does not provide a fill in form option The FIRE System operates 24 hours a day 7 days a week You may access the FIRE System via the Internet at htto fire irs gov See Pub 1220 for more information Who must file electronically If you are required to file 250 or more information returns you must file electronically The 250 or more requirement applies separately to each type of form For example if you must file 500 Forms 1098 and 100 Forms 1099 A you must file Forms 1098 electronically but you are not required to file Forms 1099 A electronically The electronic filing requirement does not apply if you apply for and receive a hardship waiver See How to request a waiver from filing electronically below The IRS encourages you to file electronically even though you are filing fewer than 250 returns Copyright 1099 Pro 2014 32 2 32 3 ne
80. may proceed with their import The rejected record is held at the Completed amp In Process Import Sessions screen and may be fixed at a later time For more information on Warnings Errors and Reject Errors see Error amp Validation Checking 20 7 Review Import Session Review Import Session The second step of the import routine Review Import Session allows you to correct errors delete records or abandon an import session To review import session 1 Verify you are at the Edit Post or Abandon Imported Records screen If you are not at this screen access it by selecting your import session at the Completed and In Process Import Session window and clicking the Continue with Session button 2 At the Edit Post or Abandon Imported Records screen the Error Messages column lists any errors or warnings To correct an error highlight the record and click Change Make changes and click OK You are prompted to save changes to the record click OK The error message should be removed Errors and or warnings should be corrected if possible to ensure success in the final step of the import session If the Error Messages column is blank no errors are associated with the record 3 If errors cannot be corrected because the correct information is not available you may either Click Abandon This Session to permanently delete all records This deletes only these records from the import session it does not delete other records in
81. menu allows you to select which states you wish to view thresholds for Select Form This drop down menu allows you to to select which form type you wish to view thresholds for Add Allows you to create a new threshold rule Change Allows you to edit an existing threshold rule Delete Allows you to delete an existing threshold rule Customize Rule Allows you to customize a threshold rule Report Allows you to generate a report of threshold rules based on your view selections i e Select State Select Form etc Status to Display Allows you to select which rules are visible based on their status i e active inactive Rules Type to Display Allows you to select which rules are visible based on the type of rule i e display All rules Standard rules etc Customizing a Standard Rule To customize on of the built in state threshold rules please use the following steps 1 2 3 Select the threshold rule you would like to customize from the View Manage CFS Filing Thresholds window by clicking on it With the rule selected click on the Customize Rule button At the Record Will Be Added window you will have the following options e Active When this box is checked the rule is enabled active when it is unchecked the rule will be disabled e Form Type The Form Type that the rule is associated with e Rule Type Defines the kind of rule that is being edited i e Standard Standard Custom etc e State The state t
82. most often occurs when the software is not linked to the correct data file This can be fixed by reinstalling and directing the workstation to the proper data folder Alternatively the software may be redirected to the correct data file by editing the INI file e Navigate to C 1099 Pro Pro99Txx Admin Open the file called Pro99Txx INI Edit the file path associated with SAV GlobalDataPath to point to your data file e Save and run the software Please note that the default location for a single user install saves the data file in C 1099 Pro Pro99T11 Data If you are setting up a multi user workstation your data folder is most likely in a custom location specified during the server installation Unable to open SystemID 3 Path Not Found Unable to Open SystemlD 3 Path Not Found Unable to Open SystemlD file 3 Path Not Found Driver Type TOPSPEED File Error Solution This error most often occurs when the software is not linked to the correct data file This can be fixed by reinstalling and directing the workstation to the proper data folder Alternatively the software may be Copyright 1099 Pro 2014 Error Messages 241 redirected to the correct data file by editing the INI file e Navigate to C 1099 Pro Pro99Txx Admin e Open the file called Pro99Txx INI Edit the file path associated with SAV GlobalDataPath to point to your data file e Save and run the software Please note that the default location
83. of 1099 and W2 forms 1099 Pro Inc has added the ability to print to pressure seal forms in our 1099 Pro amp W2 Pro Professional and Enterprise products Several different formats of pressure seal forms are available from 1099 Pro Inc Our W2 Pro 1099 Professional and Enterprise software will be able to print on any of those forms and if there is a pressure seal form which you would prefer to use that is not already a listed printing option in the software contact our Service Bureau and we ll customize the software to accommodate you and your choice of form s Trouble Shooting Customers may experience issues when attempting to print on the large 8 5 x 14 pressure seal forms If the printer software is not configured correctly during the print process after selecting pressure seal forms any 8 5 x 14 form either preprinted or blank you will find that it appears that the printer is squashing the graphics and text The reason The default setting for most printers is 8 5 x 11 letter paper In order for the text and graphics to appear properly on the 8 5 x 14 paper you should select legal for the paper format If you are unsure about how to select legal paper during the print process you will want to contact your printer manufacturer Pressure Seal and Alternate Printing Formats Currently Supported Pressure Seal and Alternate Printing Formats These are the various format and printing methods that are currently supported by by 1099 Pro
84. only to administrators or users with administrative access rights Use it to ew all manual and cascading changes to all tax forms the Record History screen allows the viewing of individual tax forms only See Master Audit Trail Browser About Record History The Record History screen displays audit trail information for the selected tax form and is available to all Copyright 1099 Pro 2014 e Lane 10 1 Access Groups A limited version of the Master Audit Trail Browser this screen tracks all manual changes made directly to a record Cascading updates are not reflected See Record History for more information Purging Audit Trail Logs The Audit Trail Record Log is invaluable should you need to track tax forms changes If the log becomes so big that the performance of 1099 Pro is compromised older records may be purged For most users however purging is not necessary and is generally not recommended as this valuable information is permanently deleted from the system See Purging Audit Trail Logs for more information Enabling Disabling Audit Trails Disable Audit Trails only if speed performance is critical to the user By disabling this feature tax form changes are not tracked AND the Record History screen is automatically disabled See Enabling Disabling Audit Trails Audit Trails Activity Report Audit Trails Activity Report This tutorial will guide you through the process of printing a report of all audit trail activity relat
85. our software products allow the creation of a data UPLOAD file which can be easily transmitted to our Service Bureau We can then print and mail the appropriate forms on your behalf and or electronically submit your file to the IRS We can process any number of filers recipients and form types Why should I use the Service Bureau The 1099 Pro Service Bureau has provided Print Mail E Filing services to thousands of our users Our customers utilize the Service Bureau to save money minimize administrative headaches safeguard their sensitive data and benefit from our extensive experience We ve made the process simple 1 Purchase the appropriate 1099 Pro software package 2 Call or E Mail our Service Bureau to set an appointment date We must have your data by the agreed upon appointment date to ensure that itis mailed or filed by the IRS deadline 3 Manually enter or import your data into your 1099 Pro software 4 Create an upload file within your 1099 Pro software 5 E Mail or FTP your upload file to us on or before your appointment date Why It s Important to Comply If you don t file information returns you face various penalties For example failing to file correct information returns by the due date results in penalties that range from 15 to 50 per Form W 2 or Form 1099 depending on how late you file the return and the size of your business The maximum penalty ranges from 75 000 to 250 000 25 000 to 100 000 for small bu
86. position of these items in the order in which they will appear by highlighting them on by one and clicking the up or down arrow to adjust it s position accordingly 5 To save these changes click Apply or Click Next to define a sort order for the custom view The software displays the Select a sort order for the view screen At this point you may Use the default sort order Which tells 1099 Pro to accept the current sort order Copyright 1099 Pro 2014 Current Sort View 103 Select a predefined sort order fastest which tells the software to use the built in predefined list Example Filer ID Last Name Company First Names or by Filer ID Recipient TIN then Last Name Company Define your own custom sort order slowest Allows you to indicate what custom sort order the software should follow based on your custom field selections 14 Error amp Validation Checking Error amp Validation Checking 1099 Pro performs various validation checks on your data This helps users find and fix potential tax form errors see Disclaimer prior to submission to recipients or the IRS Users can print out forms with errors amp warnings only by running an extended report as described below Error and validation checks occur when data is manually entered or imported It also occurs when printing a form or when generating a 1096 transmittal electronically file or service bureau file If a problem is found 1099 Pro flags the record with a warn
87. print out from the chosen printer Copyright 1099 Pro 2014 Service Bureau Overview 223 Extra Options e Error Scan Clicking this option will cause the software to check the records for the chosen Filer s and Form type s for errors or warnings prior to their being uploaded to the Service Bureau Note In order to adjust any records with errors or warnings you will have to exit the Service Bureau Upload wizard and use the Work With My Tax Forms area e Folder The default location is C 1099 Pro Pro99T14 Uploads you have the option to change the location where a file will be created and uploaded to the Service Bureau from Note It is not recommended that you change the location from the default location 9 Click on Create File to proceed 10 Once the upload file has been generated the wizard will print all of the necessary paperwork needed for the next step These will include the following e A Summary report and Instructions sheet e Aone page control totals report for EACH filer and tax form type you select See Step 2 Approving Control Totals 26 2 2 Step 2 Approve Control Totals Step 2 Approve Control Totals Approve Control Totals After successfully generating your file you will be given the option to view your control totals report it is highly recommended that you click View Control Totals Report to view and then print a copy of the control totals it contains important information including the name and lo
88. program will check for updates Manual checking only Choosing this option you will need to manually inform the program to check for updates under Help and then Check for 1099 Pro updates Note You will also see an indicator at the bottom of the screen that indicates the last time a check was performed for an updated version of the software Update Options Update Options Change Recipient Address on Filed Forms ASP Only e Create correction Choosing this option will allow users to allow representatives using the ASP interface to adjust the address on accounts after the form has been saved and then filed es Update Address for Filed Forms without creating correction Choosing this option will allow representatives using the ASP interface to alter a records recipient information that has been filed without creating a correction Refile Forms already filed to a State e Forms can not be re filed to a state When a eFile has been generated for the State it will not be sent to the State via the CFS Combined Federal amp State filing program if that option is selected in the Federal eFile creation e Enable option to file form already filed to a State If a record has been submitted using the State Copyright 1099 Pro 2014 Security and Administration e Subset eFile creation utility it will not then be submitted to the State again if the CFS Combined Federal amp State filing program is checked during the Federal eFile file
89. properly set the view will result in a failed search attempt Views are available at select browse screens Custom Sort Order Custom Sort Order To define a custom sort order In the Enter Update amp View screen click the Current Sort View drop down menu then click Custom View The software displays the Define View Format Click the view field under the entitled sort view by category Make your selection to arrange the fields in ascending or descending order To ignore the distinction between Upper case and lower case characters put a check in the box below After Defining your Sort Order click OK to save your entries for the currently defined view To cancel Defining a Custom View click Cancel To clear all fields and reset them back to none click Clear All Current Sort View Custom View Custom sorting of records amp custom column display Sophisticated users can select Custom View from the Current View drop menu and design their own views To define a custom view 1 At the Enter Update and View Screen where you can browse your form click the drop down arrow in the field located in the upper right labeled Current Sort View 2 Select Custom View from the list The software displays the Define View Format Layout Screen 3 This screen allows you to select the available fields from the left column and organize them in the show these fields in this order column on the right 4 You may move the
90. screen of the software place your cursor in the Search field 3 Enter the first few characters of your search criteria and hit the TAB key The browse screen highlights the record matching your entry If multiple records match your entry the screen highlights the first match Use the ARROW keys to scroll through the matches The Search results are governed according to the column sort order i e If searching by Last Name Company and you search the last name of Charlie Tuna in ascending order by typing in the letters T then U in the search field then hit the TAB key the search results listed are displayed with Charlie Tuna s lastname If searching by Recipient TIN and you re sort order is setin ascending order then your search results are going to be listed in numeric order from beginning to end for this column only This same method and result applies to all respective columns Note For a quick form lookup without using you mouse type the 1st numbers of the TIN when your sort order is by TIN and you will drop down to that particular record if your sort order is by another field Last Name or Account then type the first few characters you of the field to drop down to that record To use the Search box you must click in the box type your characters and hit the Tab key 12 14 Selecta Form Select a Form Use the Select a Form Type screen to select the form type you want to process To search for forms 1 Place your
91. seal e If selecting pre printed laser adjust margin alignment as necessary 5 Select the copies to print 6 Select the sort order to print forms this field is ghosted if only one record is selected for print e By Last Name Company Name default e By TIN e By Zip Code use to pre sort mailings for the post office e By State Abbreviation 7 Enter an optional message to print in the upper right corner of the form s 8 When satisfied with all entries click the Print Now button Click Close to exit this screen 7 6 Reprint Originals Reprint Originals Use to reprint the original form prior to any corrections To reprint originals 1 At the Work with My Tax Forms screen highlight any corrected record Click the Change button 2 At the Corrected Options screen click the Reprint Original Form button 3 At the Print Options screen select the paper type pre printed laser blank stock or pressure seal e lf selecting pre printed laser forms you should adjust the margin alignment as necessary 4 Select the copies to print 5 The Select the Sort Order to Print Forms field is ghosted because only one record is selected for print 6 Enter an optional message to print in the upper right corner of the form s 7 When satisfied with all entries click the Print Now button Click Close to exit this screen 7 7 Types of Corrections Types of Corrections Error Type 1 Original return was filed with one or more of
92. session and click the Reprint Session button 3 Atthe Print Options screen select the paper type Preprinted forms or Blank stock If selecting pre printed forms adjust margin alignment as necessary 4 Indicate your preview preference Ask me before processing each copy default Yes preview each selected copy type without asking me No send the forms directly to the printer without previewing them 5 Select the sort order to print forms this field is ghosted if the print session contains only one record By Last Name Company Name default By TIN By Zip Code use to pre sort mailings for the post office By State Abbreviation 6 Enter an optional message to print in the upper right corner of the form s 7 When satisfied with all entries click the Print Now button Click Close to exit this screen To reprint an individual record as opposed to an entire print session see Reprint a Record 22 17 Reprint Records Reprint Records 1099 Pro makes it easy to reprint an individual record from a print session To reprint a single record 1 At the Work with My Tax Forms screen highlight any record with a Printed or 1096 Filed print status Click the Change button 2 At the Protected Form Update Options screen click the Reprint this Form button 3 At the Print Options screen select the paper type preprinted laser or blank stock If selecting preprinted laser forms adjust margin alignment as necessary 4 Indi
93. software The following applies to the 1099 Pro Corporate Suite ASP interface only If you have the recipients list disabled during an import the records that were imported wil not be combined with future transactional imports This is because there is no record kept of the transaction being linked to a specific recipient when the Recipient list has been disabled Bypass Recipient Compare process e Compare Tax Form date to Recipient record on entry and offer updates When importing or manually entering recipient information the software will prompt if this is newer information than the information currently stored in the recipient database e Bypass Recipient Compare process for ASP only When manually entering recipient information into the Corporate Suite software the software will prompt if this is newer information than the information currently stored in the recipient database e Bypass Recipient Compare process for ASP and CS You will not be prompted when entering recipient information if this is newer information than the information stored in the recipient database in either the Corporate Suite software or the ASP interface Copyright 1099 Pro 2014 Security and Administration Bypass Recipient cascade process Recipient Cascade process depends on Recipient Compare settings If Bypass Recipient Compare is turned on then no cascades can take place regardless of the setting for Bypass Recipient Cascade e Allow cascade De
94. than sufficient for users for several years PCL 5 As the foundation of the HP LaserJet Ill HP LaserJet WD HP LaserJet IIIP and HP LaserJet IIISI PCL 5 provided ultimate office publishing functionality It was released to allow compatibility for industry acceptance for font scaling outline fonts and HP GL 2 vector graphics PCL 5 was designed for more complex desktop publishing graphic design and presentation applications Introduced in mid 1990 with the HP LaserJet Ill this is the most widely used version of PCL compatibility in use by customers PCL 5E Enhanced Though it was labeled an enhancement to PCL 5 it was the internal code released with the HP LaserJet 4 HP LaserJet 4M HP LaserJet 4L HP LaserJet 4ML HP LaserJet 4P HP LaserJet 4MP HP LaserJet 4Plus HP LaserJet 4Mplus HP LaserJet 5P HP LaserJet 5MP HP LaserJet 5L HP LaserJet 5L FS HP LaserJet 5Lxtra HP LaserJet 6L HP LaserJet ol vi HP LaserJet 6LSE HP LaserJet 6P HP LaserJet 6MP HP LaserJet 6PXI HP LaserJet 6PSE and HP LaserJet bei HP LaserJet 8000 series HP LaserJet 9000 series printers It had major improvements and changes including bidirectional communication between the printer and the PC It featured a wider selection of fonts for use primarily with the Microsoft Windows environment and applications PCL 5C Color This was also an enhancement to PCL 5 to add functional color support for HP Color LaserJet HP Color LaserJet 5 HP Color LaserJet 5M HP Colo
95. the Current Query list and select Custom Query 2 Select Error Status on the list of fields to evaluate press EI to go right to it 3 Click on NEXT then select Is Greater Than as the operation 4 Click on NEXT A zero is already entered as the value entry which is correct Copyright 1099 Pro 2014 F104 Lane 2014 14 1 14 2 5 Click on NEXT then FINISH Answer YES to the save query question and enter a custom name When you return to the Browse Forms Records screen only forms with errors and warnings will be displayed If you update a problem form and fix it it will disappear from this list Continue until all forms are fixed then choose All Records as the current query to view all of your records again For reports there are already the built in options for displaying errors and warning messages and or filtering the report to only list forms with problems Disclaimer 1099 Pro software identifies many but not all of the most common format errors in information compliance submissions The likelihood of submission rejection though not eliminated is greatly reduced when utilizing this software Even if no errors are identified by this software your submission could be returned or you could be penalized because of other errors Feedback If you come across a situation that you feel should generate an Error or Warning in the software please feel free to discuss the situation including the form typ
96. the Print Screen of your IRS System Responses will be considered proof of Due Diligence If you have questions about specific tax regulations or regulatory services please contact IRSCompliance org via Phone 877 TAX REGS 877 829 7342 Email compliance IRSCompliance org Note As of this writing the IRS does not allow other form types to participate in this program under penalty of perjury and possible imprisonment Click here to see How to use Bulk TIN Matching 15 3 1 Create a file manually Create a file manually The following is a direct excerpt from the IRS Bulk TIN Matching system s help documentation and is current as of 06 15 2009 In Bulk TIN Matching you may attach a txt file with up to 100 000 TIN Name combinations to be matched If you are using Microsoft Excel then the maximum is 65 000 TIN Name combinations Microsoft Excel limit What is Bulk TIN Matching Bulk TIN Matching is used to verify TIN and Name Matching for as many as 100 000 combinations Who can submit a Bulk TIN Matching request Any payer can submit a TIN Matching request once they are registered in e services and have received approval to use the TIN Matching product What format do I use to submit my file Do the TIN name or type have to be in any certain order To submit a Bulk TIN Matching request begin by preparing a text txt file containing the following information separated by semicolons TIN TYPE TIN NUMBER TIN NAME ACCOUNT NUMBE
97. the following errors a Incorrect payment amount codes in the Payer A Record Copyright 1099 Pro 2014 52 8966 Pro 2014 b Incorrect payment amounts in the Payee B Record c Incorrect code in the distribution code field in the Payee B Record d Incorrect payee address e Incorrect payee indicator NOTE These errors require only one return to make the correction If you must correct a TIN and or name and address follow the instructions under Error Correcting an Error Type 1 A Form 1098 1099 5498 or W 2G 1 Prepare a new information return 2 Enter an X in the CORRECTED box and date optional at the top of the form 3 Correct any recipient information such as money amounts and address Report other information as per original return B Form 1096 1 Prepare a new transmittal Form 1096 2 Provide all requested information on the form as it applies to Part A 1 and 2 3 File form 1096 and Copy A of the return with the appropriate service center NOTE Do not include a copy of the original return that was filed incorrectly Error Type 2 Two 2 separate transactions are required to make the following corrections properly Follow the directions for both Transactions 1 and 2 Do not use the two step correction process to correct money amounts a No payee TIN SSN ITIN or EIN b Incorrect payee TIN c Incorrect payee name and address d Wrong type of return indicator for example a Form1099 DIV was fil
98. the virus checker W Copyright 1099 Pro 2014 276 8966 Pro 2014 W 9 Use Form W 9 Request for Taxpayer Identification Number and Certification to request a recipient s TIN if the recipient is a U S person or U S resident alien If the recipient is a foreign person use the appropriate Form W 8 See How to Create a W9 Request in the software Warnings See Errors and Warnings Web Updates The Check for Updates feature uses the Internet to check the 1099 Pro Inc update servers for a newer version of this program Instead of running the full Web Update procedure from your Windows Start gt Programs menu you can now quickly check for updates from within 1099 Pro or even have the program automatically check for you If there is a new version a message will pop up to display the new version and a one line summary of what is included in the update 32 1 250 rule Rule of 250 The Rule of 250 states that any filer submitting 250 or more forms of any one type must submit those forms electronically Failure to do so may result in fines of up to 100 per form If you are not signed up for the IRS FIRE system or do not wish to do so our SSAE 16 SOC TYPE II Service Bureau offers electronic filing services Please call us at 866 444 3559 to schedule an appointment and obtain pricing Please see the excerpts below from the IRS General Instructions for Forms 1099 1098 5498 and W 2G 1099 Informational Returns Electronic reporting
99. then press the TAB key on your keyboard you will then move to Box 2 etc When you tab to an empty check box you can press the space bar to insert or remove a check from the box If you wish to move in the opposite direction hold down the SHIFT and continuously press the TAB key to move through the fields in reverse order What is a Protected form A protected form is a form that contains any status other than a status of pending A form with a status of Printed Filed SB Print Mail SB Filing SB Print Filed Filed 1096 etc is considered locked or protected to prevent any mismatch of data from the original data that has been either filed to the IRS on paper electronically or possibly uploaded to the Service Bureau It is also possible that these forms were imported in a status other than pending in which case they would also be considered protected until they are either Reset VOIDED or un protected Forms with a Status of Pending may be changed or deleted Copyright 1099 Pro 2014 se Lane 12 2 Use lookups to fill in information 1099 Pro allows you to select existing recipients from your Recipients Master List to add to or update a form All recipient records are stored in a master database that is accessible on any tax form To access this information at any data entry screen place your cursor in the Recipient TIN field and hit the lt F2 gt key or right click your mouse The Select a Recipient screen appears with ALL
100. this session that have already been posted Click Delete to delete a single record Ignore errors and fix them later 4 After making necessary edits and or deletions click Post This Session to proceed to the final step Copyright 1099 Pro 2014 176 8966 Pro 2014 of the import routine Post Import Session Remember any record not posted in this session may be modified and or posted at a later date simply repeat the above steps 20 8 Independent Contractor Reporting Overview Independent Contractor Reporting Overview The Independent Contractor Reporting ICR Service offered by 1099 Pro Inc provides a simple way for you to stay compliant with states that require that you inform them of payments that you make to contractors that your business hires Many states have implemented such laws for the purpose of tracking and collecting child support amp alimony from non custodial parents Because state laws change from year to year and because more states are adopting tracking and collection laws compliance for businesses that do not have large legal staffs can be difficult 1099 Pro s software solutions and web based solutions such as ICR help businesses stay compliant For a minimal fee you can submit a single filing hundreds of filings or thousands of filings to a state Currently our service supports filings with the state of California However we are diligently working to add support for more states within the coming mont
101. to the User Profiles window You can continue to add change or delete profiles here Once you are done updating profiles click Close to be returned to the Security Options window Copyright 1099 Pro 2014 60 Lane 2014 9 1 4 Security Add Update Individual Users Step 4 security Add Update Individual Users Step 4 Add Update Individual Users Generally you will have one user for each physical user of the software This section will guide you through creating updating and deleting Users 1 To configure Users click on the Add Update Individual Users from within the Security Options window 2 The Users window opens displaying a list of all current users in the software The Add User button allows you to add a new user The Change button allows you to modify an existing user or view the profiles they are associated with The Delete button will remove a user from the system 3 Clicking the Add User button will open the Adding a User window Here you will input the login information that will be used to access the software or Change User in the case of clicking Change button The information below will assist you in adding a new user or modifying an existing user a User ID Enter that will be used to login Note Corporate Suite users using the Active Directory Login Type must use the same username that the user logs into their network with
102. uploading Sign and fax your Control Totals to the Service Bureau at 818 876 0202 If unable to upload via built in FTP e Select to Manually transfer your file to the Service Bureau e Press Finish to create the files for manual transfer Special instructions will print out advising you how to proceed next It is you responsibility to make sure these records are transferred to the Service Bureau Method A Sending your file via email 1 Create an email ATTACH the upload file See printed paperwork for file name and location and address the email to uploads 1099Pro com 2 SIGN and FAX your upload reports and authorizations to the phone number provided on the paperwork Method B Uploading your file manually via the 1099 Pro uploads web site 1 Using your web browser access our secure FTP site at https uploads 1099Pro com 2 Fill in the prompts using Login ID 1099upload Password 2004 3 Click the LOGIN button then click UPLOAD at the lower left of the screen 4 Browse to your upload file See printed paperwork for file name and location select it and then click UPLOAD to send the records to the Service Bureau 5 SIGN and FAX your upload reports and authorizations to the phone number provided on the paperwork Method C Sending your file on a disk via FedEx UPS USPS etc 1 Copy the upload file see printed paperwork for file name and location to a CD ROM preferred or floppy disk 2 Package the disk SIGNED Fa
103. use the Tab delimiter Also select Include Field Names on First Row and change the Text Quantifier to None and click Next to continue 33 You will now be given the chance to name your file it is suggested that you name the file that will easily identify it and click Finish If you plan on creating many of these types of files it is recommended that you select the option to Save Export Steps and choose a name that will easily identify the delimited text file creation process Delimiters Delimiters A Delimiter is defined as a character used to indicate the beginning and end of a data string Delimters can be commas periods tabs spaces and even quotes You will need to specify delimiters for your import file Upon correctly setting delimiters each field of your header record should appear on a different line at the Import Data Delimiter screen If your data displays in one long row or contains strange characters the wrong delimiter was used Select the appropriate delimiter to correct this problem File Format Choices e Standard Tab Delimited Works with all TAB sample import files and standard TAB files e Standard Comma Delimited CSV Works with comma separated value CSV files e Pipe Works with pipe delimited values Import Session Report Import Session Report The Import Session report details all records in the selected import session To generate this report 1 On the t
104. with Preprinted Instructions Fam To Print 5498 s on approved Puerto Rico forms 1 From either the Quick Print screen or the Print Tax Forms screen select Pressure Seal ACL when asked to Select the type of paper you want to print on 2 Click Puerto Rico 480 7 3 Click Print Now Since there are multiple pages required for a Puerto Rico printout 6 pages per recipient it is recommended that you put the printer in duplex mode before printing Currently address information is spaced to fit into an 8888 1 envelope If needed 1099 Pro can setup a template for the address information to be displayed properly with other envelopes Copyright 1099 Pro 2014 22 15 Printing Overview 201 Zi Select 5498 Pressure Seal Format Alternate Comb 81 2 11 Duplex 3 Panels Per Side 5145 Blank Stock Copy B Instructions B Address on Back Moore Wallace 81 2 x 11 Single Sided EZ Fold N11E2 Pressure Seal 81 2 11 Duplex 3 Pas Inc Address Sheet 5498 Box 1 2 Instructions aanne gt For Puerto Rico Printing via the ASP web interface The 1099 R 1099 Misc 1099 INT or 5498 Puerto Rico tax form can be printed using the Quick Print option in the ASP interface 1 Click on the record that needs to be printed 2 Click on the Quick Print button on the bottom left corner of your screen 3 Make sure the box to the left of the Use Puerto Rico 480 x format instead of US format is checked T
105. without printing eUploaded Equate 7 Uploaded without printing Copyright 1099 Pro 2014 Helpful Hints 43 Corrected Original with blanked amounts range 10 19 eCorrectedPending Equate 10 eCorrectedPrinted Equate 11 eCorrectedPrintedVoided Equate 12 eCorrectedPrintedFiled1096 Equate 13 eCorrectedPrintedFiledMag Equate 14 eCorrectedPrintedUploaded Equate 15 eCorrectedFiledMag Equate 16 eCorrectedUploaded Equate 17 Correction record range 20 29 eCorrectionPending Equate 20 eCorrectionPrinted Equate 21 eCorrectionPrintedVoided Equate 22 eCorrectionPrintedFiled1096 Equate 23 eCorrectionPrintedFiledMag Equate 24 eCorrectionPrintedUploaded Equate 25 eCorrectionFiledMag Equate 26 eCorrectionUploaded Equate 27 2 Voided Form This one should already appear in the QW as a checkbox 3 Correction Type This is internal to the program 4 Error Status We ship with queries for these already 0 No errors 1 Warnings 2 Errors 3 Warnings Errors 4 Fatal major Error 6 6 Map by Name Import Map By Name Import Map By Name Import Method Use if your import file incorporates header records from one of our sample import files Simply click the Map By Name button and the fields automatically assign themselves For more information see the Import Wizard and Map By Name topics 6 7 Master Audit Trail Browser Master Audit Trail Browser The Master Audit Trail Browser is available only to Ad
106. your delimiters in the Import Wizard TAB files will not display at the Open screen in Excel unless All Files is selected at the Files of Type field Comma Quote Delimited Files In a database program such as Microsoft Access save your file in CSV Comma Separated Values format To import CSV files select Double Quotes and Comma as your delimiters in the Import Wizard Copyright 1099 Pro 2014 20 3 Imports Overview 171 or the import will fail Examples of acceptable CSV file formats note formatting of dollar amounts Charlie Tuna 100 00 555 55 5555 1525 Bruin Ave Westwood CA 90024 Charlie Tuna 100 00 555 55 5555 1525 Bruin Ave Westwood CA 90024 Other Spreadsheet Files In your program determine if files can be saved in TXT text format If difficulty is encountered columns may be inserted between the existing columns and a pipe may be entered as a delimiter To import TXT files select Pipe as your delimiter in the Import Wizard No Obvious Way to Create an Import File If nothing else works try printing your data to a file A generic text driver that only prints text characters may be required Import that file into a spreadsheet parse the various columns and then import into 1099 Pro Microsoft Access 2007 Rollup Procedure Microsoft Access Roll up Procedure for Microsoft Office 2007 This procedure will walk you through the process of aggregating information for multiple
107. 1099 C box 1 1099 S box 1 W 2G box 4 and 1099 LTC Incremental Search Access any recipient or filer via the Search Name field Drop Menu Right click your mouse to view a pop up box with options to add change or delete records Available at the Recipients list Filers list Manage amp Work with my Tax Forms screens only Browse Filers Browse Filers Use the Browse the Filers File screen to add update or delete unlimited filers To quickly jump between existing filers use the Select Filer button Filer Highlights 8966 Pro accepts multiple filers with one TIN This is useful for companies that issue forms from multiple departments or for batch processors 8966 Pro allows US Canadian and foreign filers Add a Filer Copyright 1099 Pro 2014 Browse Filers 29 8966 Pro allows unlimited filers See Adding a Filer Change a Filer Changes made to a filer affect only records with a pending status To switch between existing filers use the Select Filer button See Changing a Filer Delete a Filer A filer can only be deleted if it is NOT associated with any recipient records See Deleting a Filer Run Filer Report The Filer Employer Payer Listing provides detailed information on filers including Name TIN Contact Information State ID Numbers and a history of any address changes See Running Filer Reports Select a Filer Use the Select Filer screen to select a filer See Selecting a Filer
108. 1099 Pro 2014 eFileViewer Overview 1 Box 5 1099 INT Payers RTN This can be added at the Filer level in 1099 Pro Software 1099 MISC Optional Text Line 1 and Line 2 17 18 1099 Q FMV amount and Distribution code 1 6 1099 R Box 8 percentage Box 11 12 14 15 Note Box 2a will be blank if Box 2b checkbox taxable amount not determined is checked 5498 Armed Forces Box W 2G Box 13 W 2 Box 20 General Text description boxes will lose their formatting Some boxes will be truncated IF YOUR DATA CONTAINED ANY INFORMATION IN THE BOXES LISTED ABOVE YOU WILL NEED TO EITHER MANUALLY KEY IN THE ADDITIONAL INFORMATION AFTER IMPORTING OR FIND SOME OTHER METHOD FOR CAPTURING THAT INFORMATION The 1099 Pro Service Bureau at 866 444 3559 may be able to assist you in capturing the additional fields listed above After running the Utility amp importing your data we strongly recommend that you proof your control totals and individual data items This can be done by clicking on File amp Reports from within 1099 Pro 18 Form Status Overview Form Status Overview Users must select an import status for their data in the first step of the import routine Import Data Selecting the correct status is important because aside from Pending the status of the session can only be reset by voiding deleting the entire session Use the Import Session Report to review the status of records in an import session Copyright 1099 Pr
109. 1099 Pro must send a request on company letterhead stating that the Administrator password is lost and an unlock code is required Upon receipt of this request Technical Support wll provide an unlock code good for that day only Security Reports Security Reports 1099 Pro offers numerous reports to track Users User Profiles and Access Groups These security reports are available only to administrators or users with administrative rights To generate security reports 1 At the menu bar go to File and Security and Administration 2 At the Administration screen click the View Print Security Reports button Available reports include Print Users by Name Lists all users sorted by User ID Users and Attached Profiles Lists all access users and all of the User Profiles they are associated with Profiles and Associated Access Groups Lists User Profiles and the Access Groups Filers and Departments they are associated with Access Group Detail Lists Access Groups and all of the permissions assigned to them Detailed Security Report Summarizes the User Profiles and Access Groups selected Users are assigned to Security Log Generates a report based on the security audit trail Copyright 1099 Pro 2014 Security and Administration e 3 All reports offer a print preview option 9 1 9 Security Access Log security Access Log The Security Access Log tracks every time Security or Audit Trails are enabled or disabled If Security
110. 2 1002 Last Name ADAM First Name LILLIAN Validation Result Request Completed The IRS is curently experiencing intermittent issues Other TINCheck Services will not be affected TIN Name Beat No IRS Match found TIN and Name combination does not match IRS records DHF Result No Death Master File Match Found OFAC Result OFAC SDN List No Match Found TINCheck History Ghee LX Cose Hep 31 1 3 History Requests TINCheck History of Requests The TINCheck History screen allows you to see all instances of the TIN associated with the record that you re viewing having been checked in this way it also serves as an audit trail allowing you to see the information associated with that TIN at the time it was checked and who performed that check If you have multiple login ID s configured If you would like to print view a report of the audit trail quite simply press the Print View button Copyright 1099 Pro 2014 25 8966 Pro 2014 TINCheck Requests History From here you can view all previously issued TINCheck request Requests for TIN 123221002 Last Name ADAM First Name LILLIAN TN Last Company Name FirstName Validation Result Tin Name Resut DMF Resuk 123 22 1002 ADAM Request Completed No IRS Match found TIN and Ni No Death Master F 123 22 1002 ADAM LILLIAN Request Completed No IRS Match found TIN and Ni No Death Master Fi 123 22 1002 ADAM LILLIAN Request Completed No IRS Match foun
111. 2 tab Begin the Import Data process again starting with Step 1 above Be sure and check with your Administrator to ensure you have the proper rights to carry out this task Copyright 1099 Pro 2014 186 Lane 2014 20 1 1 5 Step 2 Validate your Data Step 2 Validate your Data Validating and Check your data for potential errors 1 Click the Test My Import for Problems button to perform a test import on up to 250 records The Test Import Result window displays any errors and warnings Select any record and click Change Fix selected record to view data however changes are not saved in test mode This is an excellent opportunity to verify your data and go back and make any necessary changes to mappings delimiters etc Click Close to exit this screen 2 Decide how to proceed with the import 3 If records need to be corrected or deleted click Finish and then Report to run a summary report detailing any errors or warnings This report is not available once the import session is posted Then proceed to the Edit Post or Abandon Imported Records screen 4 lf NO records need to be corrected or deleted AND you want to proceed directly to the final step of the import routine click Finish and then Continue At the Edit Post or Abandon Imported Records screen click Post Session You immediately enter the Post Import Records wizard 5 lf NO records need to be corrected or deleted BUT you don t want to proceed to the final
112. 4 Selecta e d E 99 15 Select Form Type eege dee EECH sieves cies ceecau dovceeatvedetecusestee cts ecccduls 100 16 Tagging Re COrdSi ci 2c22 20225 cscs deccdcaadeeceseeeagctenzdasceiesdentd EPSA AEAEE ARETA AAN AEETIS 100 17 Ap Code LOOKUP ie eessen EE EE ee 100 UE Re 101 Part XIII Current Sort View 102 1 Custom Sort Orde P Sege EENS dE ENEE EEN Eed 102 2 GUEFENTS NA 102 Part XIV Error amp Validation Checking 103 Filing Problems iaiia LES CEENEEEE ENEE NEESS EENEESEEKEEEEENE SEENEN 104 2 P Maltie E 104 Part XV Exports 105 Export EI EE 105 2 Export E BET 107 3 Bulk TIN Matching nania e ESA e RE A Aaa 108 Create a file man ally sssi ccc cesses eeeeeeesesessesseeseeseeseeseeseesoesaesaesaevaesaeesesneeseasausoesaesaeusesseeseesaesaesaesaesaevanvaneanss 109 IRS Incorrect TIN Flow chart a aa ceccct Se e aa EES 111 IRS Missing TIN Flow chrart iiini anea aeara EE eeEE EE 112 Using Bulk TIN Matching ieina a aena aa sa e a aaaea da EES 113 Copyright 1099 Pro 2014 3 8966 Pro 2014 Part XVI 1 3 4 5 6 Part XVII 1 Part XVIII 1 2 Part XIX i Part XX i Filing via eFile 115 Efile States Subset File WiZard sccccceeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeneeseeeaness 116 How do Generate State Subset ccccssssssseseeseesseeseeseeseessesseesesseuseeseeseeseeseesaesaesaesaeeessneseesaeseusausaessenonuaneas 117 State ID Number iiiaae naa
113. 45 Invalid Memo File 245 Invalid Number Of Parameters 245 Invalid Record Declaration 245 Invalid Table Declaration 245 Invalid Tax Country 162 IRS Assistance 18 IRS Code 101 IRS Filing upload 125 IRS FIRE Site 125 IRS FIRE System 121 IRS format 119 IRS Forms 88 IRS Help 18 IRS Incorrect TIN Flowchart 111 IRS Instructions 88 IRS Missing TIN Flowchart 112 IRS Name Control 131 IRS Telephone Numbers 88 IRS MCC 148 287 288 8966 Pro 2014 K K Record 140 Keep Pending Status 279 Key File Must Be Rebuilt 245 Keyboard Shortcuts 28 sc Letter Display Issues 26 License Agreement 135 Limitations of Export 144 Limits 67 Loading a New Pie 141 Local 67 Location Code 30 Login as Different User 76 Logon as Different User 76 LOGOUT Already Active 245 Look up City 100 Look up City Name 100 Look up Zip Code 100 Lookup 35 Magmedia 119 Magmedia 119 125 Magmedia File Viewer Main Screen 138 Magmedia File Viewer Overview 134 Magmedia File Wizard 119 Magmedia States Subset File Wizard 116 Magnetic Media Filing Address 148 Maintain Pending Status 279 Making a Revision 204 Making Address Adjustments 182 manage 252 254 265 Manage Custom Codes and Text 54 Manage Import Maps 149 Manage Profiles 58 Managed Services 265 managing 252 Manual Override 211 Map by Name Import 43 Margin Alignments 191 masking 283 Master Audit Trail Browser 48 85 Master Tax Form 44 Maximum Field 188 Maximum Print
114. 5 ok ACH 56 ok ACH 73 ok ACH 32 ok ACH 38 ok ACH 02 ok Copyright 1099 Pro 2014 8966 Pro 2014 4 Click on the Update Country Alias File button to add JPN as an alias country code for Japan 5 At the Browse Country Alias Translations window you will see a list of all of the current country alias if any exist To create a new alias click on the Ada button i Browse Country Alias Translations xj Translation file for Country Names This is where you can speciy akemative spellings fos importing country names By Alas By IRS Country Name 6 At the Adding a Country Alias Record window type the alias that you are currently using in this case JPN in the first box top On the second box bottom enter the name of the country or click on the ellipsis for a complete list of IRS country names and codes With your alias and corresponding IRS country code selected click on the OK button i Adding a CountryAlias Record x An Alias is an alternate spelling or code that you can use to match your incoming import values to IRS country names and codes When an incoming value for a country name is the following JPN Translate it to the IAS country name and code of Japan Code JA w OK x Cancel Help 7 Now that you hawe your alias configured click on the Close button on the Browse Country Alias Translation window to return to the import wizard 8 You can now click on the Reap
115. 66 Pro database For more detailed recipient information including Account Numbers and status of any forms use the Control Totals report To run a report 1 From the task panel click the General Options tab and the Recipients List icon 2 At the Browse the Recipients File screen click Run Recipient Report 3 When 8966 Pro prompts to preview the report click Yes Select a Recipient Select a Recipient Select a Recipient All recipient records are stored in a master database that is accessible at any tax form To access this information at any data entry screen place your cursor in the Recipient TIN field and hit the lt F2 gt key or right click your mouse The Select a Recipient screen appears with ALL recipients for ALL filers available for selection At the Select a Recipient screen highlight a recipient and click Select or double click the recipient To Filter Recipients 1 Place your cursor in the Search Filter box 2 Select the View by TIN SSN EIN or View by Last Name tab 3 Enter your search criteria and hit TAB on your keyboard For example to view only recipients with last names starting with the letter B type B and TAB 4 To remove the filter click the Show All remove filter button Copyright 1099 Pro 2014 Recipients List a 5 12 Tagging Recipients Tagging Recipients 1099 Pro allows you to manually tag Select records for inclusion in a print session Tagging Records 1 On the ta
116. 7 Note You may receive an error during import or while manually entering a form if you ve indicated an incorrect Address Type of For Example C for Canada and Country Code of JA for Japan To fix this during an import of data abandon the import at the Edit Post or Abandon Import Records screen then go back and edit your data file to reflect the proper Address Type for the Country Test by re importing your file You may also manually correct the error upon importing and posting your data by highlighting the problem record and clicking on the Change Fix selected record button If you are manually entering Copyright 1099 Pro 2014 168 Lane 20 1 6 20 1 7 20 1 8 a form then highlight that form in the Enter Update amp View screen click the change button then modify the Country code and or Address Type to reflect the proper combination then save the record by clicking on the Save button Drag and drop methods Drag and Drop Methods Drag amp Drop Import Method Use if your import file contains your own unique headers or no headers at all Click on a field from the Available Input Fields and drag it across to the matching field in the Input Field list Repeat this procedure until all of the necessary fields have been assigned If the wrong field is accidentally assigned double left click the mouse on the incorrect field on the Input Field and the information is removed Then drag the correct field from the Available
117. 8966 8966 Pro HELP MANUAL 2014 Copyright 1099 Pro 2014 8966 Pro by 1099 Pro 1099 Pro provides secure and intuitive FATCA Form 8966 software capable of tax form management and IRS XML reporting The IRS is quickly finalizing the FATCA reporting requirements and will require Foreign Financial Institutions FFIs from Model 2 countries to report FATCA Form 8966 the FATCA report directly to the IRS FFIs from Model 1 countries that must report to their host country who in turn transmits to the IRS still must manage their FATCA Reports in one centralized location for ease of reporting 8966 Pro 2014 Copyright 1099 Pro 2014 Disclaimer All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the au
118. 9 Pro 2014 82 Lane 2014 22 1 3 a form have been issued and or reissued before they get the final information Regarding formal IRS corrections i e a correction to information AFTER it has been submitted to the IRS The IRS has very strict rules about which forms should have the Corrected and or Void boxes checked That s why the Advanced Options are only available for forms that go to the Recipient send the IRS an original form with the Corrected box checked and it will probably be rejected To enter a message or force an X to be printed 1 The Special Options for this run only tab allows you to specify an optional message to be printed on all Recipient copies for the print run For your convenience 1099 Pro provides a number of built in messages such as Re issued Form Revised and Re Issued Corrected and Re issued Replacement Copy Duplicate copy per request 2 You may also force an X to be printed in the corrected box for the forms by placing a check mark in this option For the few recipient copies that have a VOID box on them most forms don t you can force an X to be printed in that box as well Reminder Printing an X in the Corrected or Void boxes is purely visual Checking these boxes does NOT create a valid correction or VOID a form These special options apply to the current print run only If you need to use them for more than one print run you must set them again each time Maki
119. ATE procedure has detected an error in the syntax of the expression it is attempting to evaluate 1011 Variable Not Found The EVALUATE procedure has not found a variable used in the expression it is attempting to evaluate You must first BIND all variables used in the expression for them to be visible to EVALUATE Additional Services TINCheck TINCheck TIN Name Verification The IRS penalty for TIN Name mismatches is now 100 per mismatch The TINCheck service is an essential tool in identifying mismatch errors through an interactive and user friendly website prior to filing information returns Simply log in with a username and password and instantly gain access to multiple verification sources in one place Users also have the option of integrating the API web service into an existing accounts payable system allowing your company to seamlessly verify information while entering new vendor information into your database IRS TIN NAME MATCHING IRS TIN MATCHING Internal Revenue Service IRS Internal Revenue Service IRS This verification process for both EIN and SSN numbers ensures that payers file accurate payee TIN Name combinations reducing or eliminating yearly IRS TIN Name discrepancy penalties B Notices CP2100 A s 972CGs The IRS can assess penalties of up to 1 500 000 500 000 for small business for non compliance In the event of intentional disregard there is no limit EIN NAME LOOKUP SYSTEM ELS Internal Revenue Service
120. Audit Trail Browser click the Deleted Record Details button to display the contents of a deleted tax record NOTE The Master Audit Trail Browser will not reflect records that were deleted while Audit Trails were disabled See Master Audit Trail Browser 10 3 Master Audit Trail Browser Master Audit Trail Browser The Master Audit Trail Browser is available only to administrators or users with administrative access rights Use it to view all manual and cascading changes to all tax forms the Record History screen allows the viewing of individual tax forms only To view records 1 On the menu bar click File and Security and Administration 2 At the Administration screen click View Audit Trail Records 3 At the Master Audit Trail Browser screen refer to the Date Time User ID Field Name Old Value and New Value columns for invaluable information For deleted records click the Deleted Record Details button 10 4 Purge Purge Audit Trail Log Records The Audit Trail Record Log is invaluable should you need to track tax forms changes If the log becomes so big that the performance of 1099 Pro is compromised older records may be purged For most users however purging is not necessary and is generally not recommended as this valuable information is permanently deleted from the system To purge audit trail log 1 On the menu bar click File and Security and Administration 2 At the Administration screen click Purge Audit Tr
121. Check products and services contact us The TINCheck Sales and Support team is available Monday through Friday 8AM to 5PM PST Contact Sales Email sales tincheck com Phone 1 866 452 3467 Contact Support Email support tincheck com Phone 1 866 452 3467 Manage my TINCheck account TINCheck Managing your TINCheck account Note Before you can begin to use the TINCheck service an account needs to be created To review different plans please visit https www tincheck com plans Please visit https www 1099pro com videos asp and select the How to Use Integrated TIN Name validation to watch a brief tutorial on the TINCheck integration process In order to order to enter your tincheck account information into the software so that you can utilize real time tin verification please complete the following steps Click on File Click on Security and administration Click on Program Options Click on Set TINCheck Account In the TINCheck User login ID field please enter your TINCheck user ID Note This is normally an email address In the TINCheck Password field please enter your TINCheck password After completing the preceding two steps it is recommended that you click the Test my TINCheck connection now button to make sure that your account information has been entered correctly before Copyright 1099 Pro 2014 Additional Services 253 proceeding Note If in the future you would like to disable the software s
122. City Postal 40 E Mail 40 Account Number 20 Optional Grouping Fields for Querying Form Source 12 Category 6 Note The First amp Last Name fields print a combined maximum of 37 characters plus one space UNLESS the Last Name field contains 24 or more characters AND the First Name field contains 14 or more characters then the First Name field prints only 1 character regardless of actual characters in that field If there are 20 or more characters in the City field Canada is automatically truncated to Cana Form Specific Data All 1099 Forms Boxes containing dollar amounts allow a maximum of 12 numeric characters eo 1 234 567 890 12 Form 1098 Box 5 58 text characters 1099 A Box 6 52 text characters Form 1099 B Box 1b 13 text characters Box 5 26 text characters 1099 C Box 5 52 text characters Copyright 1099 Pro 2014 Printing Overview Kum 1099 DIV Box 7 16 text characters Form 1099 INT Box 7 16 text characters Form 1099 LTC Insured s Name 32 text characters Insured s Street Address 32 text characters Insured s City 18 text characters Form 1099 MISC Box 15a 12 numeric characters Box 15b 12 numeric characters Form 1099 OlID Box 5 62 text characters Form 1099 R Box 8 11 Box 14 14 text characters Form 1099 S Box 3 104 text characters Form 5498 Box X special for U S Armed Forces in designated special reporting 12 text characters For
123. Context Sensitive Help Use the lt F1 gt key at any screen to access context sensitive help screens To search for a topic At the 1099 Pro menu bar click Help Search the 1099 Pro Help file and at the Index tab type the first few letters of the word you re looking for For example type ali to display the Align Margins topic To print a topic Click the Print button or Use CTRL P to display the Print dialog box 2 6 Optimize Posting Optimize Posting When posting very large import files 1099 Pro may run out of RAM and terminate before the Post is complete Users can modify their INI file to optimize the Post process according to the amount of RAM in the machine running the Post By default the Post pauses every 2 000 records to commit new records Users can increase or decrease the number of records processed between commits to speed up the process Unless you are importing large amounts of records and have a powerful machine with Copyright 1099 Pro 2014 2 8066 Proe 2014 2 7 2 8 lots of RAM there is no need to modify the default value of 2 000 records To optimize posting 1 Exit 1099 Pro 2 In Windows Explorer go to lt DEFAULTPATH gt Admin and open Pro99T14 INI 3 Inthe System section modify the Post Commit entry accordingly do not enter a comma in the numeric value 32 megs of RAM Try the default and lower to 1000 if necessary 64 megs of RAM Use the default 96 megs of RAM Use the def
124. Defining a Custom Map Step 1 Importing Filers and Data The Import Wizard Step 2 Data Validation You will have the opportunity to test your data for errors Step 3 Posting the results of your import Post results of your import into the main Enter Update amp View Screen Database and Spreadsheet applications files can be imported into 1099 Pro thus relieving the burden of manually entering the information onto the tax form To see more information on importing for Delimited File Types or Excel See Import Maps for a Delimited File Type or Excel 20 1 1 1 Manage Import Maps Manage Import Maps The Browse Screen for Import Map files lists the type of mapping and the file format used for those maps Additional details are available such as Map Notes and Formatting Details for each map and Notes created during the time you created the map will be displayed in the Map Notes section Copyright 1099 Pro 2014 8966 Pro 2014 Import Wizard Select the type of data and format to use These options let you choose the contents and format for the file to Import Select the type of tax form to Import 1099 MiSC X then select highlight the import map to use Barry 1099 misc 366 Character fixed wicth import 2005 1099 MISC Default Map map currently transactional they Ai imports require a map that describes the fie Ackilupdate 1099 MISC Import maps Li Click on Add to create your own man if needed To Add
125. E GA HI IA ID IN KS LA MA MD ME MN MO MS MT NC ND NE NJ NM OH SC UT VA and WI Forms NOT Included In Program The following informational returns MAY NOT be filed under this program 1098 E 1098 T 1098 MORT 1099 A 1099 C 1099 LTC 1099 SA 1099 S 5498 SA and W2 G Forms INCLUDED in the program Copyright 1099 Pro 2014 Filing via eFile 131 The following information returns may be filed under the Combined Federal State Filing Program 1099 B 1099 DIV 1099 G 1099 INT 1099 MISC 1099 OID 1099 PATR 1099 R and 5498 Test Files 1 Electronic test files coded for this program must be submitted between is not available at this time 2 A test file is only required for the first year when you apply to participate in the Program Each record both in the test and the actual data file must conform to this Revenue Procedure 3 While a test file is only required for the first year when a filer applies to participate in the Program it is highly recommended that a test be sent every year you participate in the Combined Federal State Filing program Each record both in the test and the actual data file must conform to the current Revenue Procedure 4 Electronic filers must log on to the FIRE System within two business days to check the acceptability of their test file The new test file must be transmitted by between is not available at this time 1099 Pro Service Bureau If the Service Bureau is filing your inf
126. E With prior year reporting and custom reports at your disposal you can be sure that your information will be up to date and accurate in case of an audit or acquisition QUARTERLY FILING amp YEAR END STATEMENTS StateComply keeps you informed about filing and statement deadlines Whether you file on a quarterly or year end basis StateComply can generate a report specified to your needs COMPLIMENTARY SUPPORT Free customer support is available via phone email and online chat 5 days a week If you ever run into an issue a member of our support team will help you until the issue is resolved For more information on 1099 Pro products and services contact us 1099 Sales and Technical Support 888 776 1099 sales 1099pro com Glossary Glossary Copyright 1099 Pro 2014 Ee sl 10 Day Per IRS Pub 1220 part C section 7 If the electronic file is good it is released for mainline processing 10 calendar days from receipt Contact the IRS at 304 263 8700 within this 10 day period if there is a reason the file should not be released for further processing If the file is bad normal replacement procedures are followed 1096 Transmittal Use this form to transmit paper Forms 1099 1098 5498 39XX and W 2G to the Internal Revenue Service Do not use Form 1096 to transmit electronically For electronic submissions see Pub 1220 specifications for Filing Forms 1098 1099 5498 and W 2G Electronically Le 250 Rule The Ru
127. ESCRIPTION OF OTHER RIGHTS AND LIMITATIONS e Limitations on Reverse Engineering Decompilation and Disassembly You may not reverse engineer decompile or disassemble the Software except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation e Trademarks This EULA does not grant You any rights in connection with any trademarks or service marks of Licensor or its suppliers No rental service bureau leasing or commercial hosting You may not rent lease lend provide a service bureau environment for multiple clients or provide commercial hosting services to third parties with the Software The definition of a service bureau is set forth below Support Services Licensor may provide You with support services related to the Software Support Services Use of Support Services is governed by the policies and programs described in the user manual in online documentation or in other materials from the support services provider Any supplemental software code provided to You as part of the Support Services are considered part of the Software and subject to the terms and conditions of this EULA You acknowledge and agree that Licensor may use technical information You provide to Licensor as part of the Support Services Copyright 1099 Pro 2014 F136 Lane 2014 for its business purposes including for product support and development e WINDOWS 3 XX and Windows 95 ARE NOT SUPPOR
128. Electronic file information contained on 4419 forms Tag The act of selecting a filer or recipient TCC Transmitter Control Code A Transmitter Control Code number or TCC is required when filing electronically A TCC is composed of five alpha numeric characters If filing electronically via the Service Bureau a TCC is not required and this information need not be completed Technical Support See Technical Support TIN Taxpayer Identification Number NOTE All Forms 1099 must include payee tax identification numbers TINs A TIN is a social security number issued by the Social Security Administration an Employer Identification Number issued by the Copyright 1099 Pro 2014 ne as IRS or an Individual Tax Identification Number issued by the IRS Individual Tax Identification Numbers are generally restricted to certain foreign vendors who are not eligible for social security numbers TIN Matching See Bulk TIN Matching Transmitter Information The Individual or Organization responsible for filing the tax forms electronically to the IRS To obtain a TCC file Form 4419 to request authorization to file forms electronically Form 4419 must be mailed at least 30 days prior to the filing deadline for the electronic file Form 4419 may be printed at the Print Blank Forms screen For more information on TCC s contact the IRS MCC at 304 263 8700 U Un Installing The Select Uninstall Method screen offers two options for removing
129. Form Type Company Print Style Format Form Desc 1098 Moore MW 356 8 1 2 x11 Single Sided Zfold Instructions Copy B Wallace Pressure Seal 1098 TFP Data 5116 Pressure 81 2 x11 SingleSided Zfold Instructions Copy B System Seal 1098 Relyco PSB11Z 8 1 2 x11 Single Sided Zfold Instructions Copy B Pressure Seal 1098 Relyco PS356 Pressure 8 1 2 x11 Single Sided Zfold Instructions Copy B Seal 1098 Moore N11EZ Pressure 8 1 2 x 11 Single Sided EZFold Copy B Instructions Wallace Seal 1098 Alternate 5145 Blank 8 1 2 x11 Duplex 3 panelson Copy B Instructions B Address Comb Stock side 1 addresses on side 2 on Back 5498 Moore N11EZ Pressure 8 1 2 x 11 Single Sided EZFold Copy B Instructions Copyright 1099 Pro 2014 5498 1042 S 1042 S 1098 C 1098 E 1098 E 1098 T 1098 T 1098 T 1099 A 1099 A 1099 B 1099 B 1099 C 1099 C 1099 CAP 1099 CAP 1099 DIV 1099 DIV 1099 DIV 1099 DIV 1099 G 1099 G 1099 H 1099 H 1099 INT 1099 INT 1099 INT 1099 INT Copyright 1099 Pro 2014 Wallace Alternate Comb Moore Wallace Alternate Comb Alternate Comb Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Moore Wallace Alternate Comb Payer Combined Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Al
130. Forms Selection Options section you come across Example Reports won t print Solution Verify that you have selected the correct form type i e 1099 MISC from the drop down arrow to the left of the report Verify that you have specified the right status i e All Original Forms Except Corrections This means that every form regardless of the current form status will be displayed The All Pending Forms option will display forms that truly are in Pending Status The Pending Corrections for this Filer option does not appear in the View Print Control Total Reports screen unless you have a minimum of at least one form with a Corr Pending status 25 2 Form Counts Form Counts This report generates a listing of all forms sorted by filer detailed by print status This report is very useful for tracking the status of your forms and determining if records contain any errors or warnings To generate report 1 At the menu bar click Reports and Form counts by Filer Status all Filers all Form types 2 Click Yes to preview the report Copyright 1099 Pro 2014 are Lane 2014 25 3 25 4 Forms Issued By Filer Forms Issued by Filer The Summary of Forms Issued by Filer provides detailed recipient information for all forms issued by the selected filer s To run a report 1 2 3 From the menu bar click Reports and All Forms issued by Selected Filer Click Yes to preview the report At the Browse the F
131. HTTPS to upload your file Click Next In the next screen please confirm your settings in the summary window before starting the Upload Process Upload Type Upload for filing with the IRS Upload Method HTTPS secure transfer Total Filer Form Combinations Total Tax Forms File Name Example S9999999 ABC123 zip Type File Location i e lt DEFAULTPATH gt Uploads Contact Information Contact First and Last Name E mail Address and Phone Number Press Upload Now to submit your upload file to the Service Bureau for processing During the upload process the wizard uploads your file to the Service Bureau and provides you with a progress window to view the progress If you need to abort the upload process click the Cancel Stop the Upload button Alternatively you may manually transfer the file to the Service Bureau E mail your upload file to uploads 1099 Pro com You will receive an automatic confirmation of receipt of your e mail After the wizard finishes a set of final instructions will be printed for you on the printer shown below At this point you have the option of changing your default printer to another printer selection or accepting the default printer Make sure you are connected to the Internet before uploading Copyright 1099 Pro 2014 F280 Lane 2014 26 5 Sign and fax your Control Totals to the Service Bureau at 818 876 0202 If unable to upload via HTTPS e Select to Manually transfer your file to
132. IRS issued EINs Internal Revenue Service IRS issued EINs This lookup process will retrieve the company name that is associated with a given EIN number This lookup is only for public knowledge company EIN numbers it Copyright 1099 Pro 2014 Additional Services 251 does not return individual names from Social Security Numbers SSNs This lookup is very useful for getting the correct company name that was identified as a mismatch by the IRS TIN Matching process SPECIALLY DESIGNATED NATIONALS SDN PLC Office of Foreign Assets Control OFAC Office of Foreign Assets Control OFAC Unlike IRS penalties for TIN Name discrepancy payers neglecting to verify the Office of Foreign Assets Control OFAC lists open themselves up to civil as well as criminal penalties OFAC non compliance carries civil penalties of up to 1 000 000 per violation plus criminal fines of up to 10 000 000 and imprisonment ranging from 10 to 30 years DEATH MASTER FILE DMF Social Security Administration SSA Social Security Administration GSA The DMF is a continually updated list of all known deceased individuals It is used by the financial industry as well as government agencies to prevent identity fraud IRS TIN Name Matching does not discern whether or not a payee is deceased For some payers knowing whether they are paying a deceased individual is prudent Checking payees against the Death Master File gives the payer community the ability identify and prevent
133. IS NO WARRANTY OR CONDITION OF TITLE QUIET ENJOYMENT QUIET POSSESSION CORRESPONDENCE TO DESCRIPTION OR NON Copyright 1099 Pro 2014 F136 Lane 2014 17 2 INFRINGEMENT WITH REGARD TO THE SOFTWARE THIS EULA IS THE ENTIRE AGREEMENT BETWEEN THE PARTIES WITH RESPECT TO THE SUBJECT MATTER HEREOF AND SUPERSEDES ALL PRIOR AND CONTEMPORANEOUS ORAL AND WRITTEN AGREEMENTS AND DISCUSSIONS NO EMPLOYEE OF eFileViewer HAS THE POWER OR AUTHORITY TO MODIFY THIS AGREEMENT EXCEPT BY AN AGREEMENT IN WRITING WHICH BEARS THE SIGNATURE OF AN OFFICER OF THE CORPORATION 9 EXCLUSION OF INCIDENTAL CONSEQUENTIAL AND CERTAIN OTHER DAMAGES TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW IN NO EVENT SHALL eFileViewer OR ITS SUPPLIERS BE LIABLE FOR ANY SPECIAL INCIDENTAL INDIRECT OR CONSEQUENTIAL DAMAGES WHATSOEVER INCLUDING BUT NOT LIMITED TO DAMAGES FOR LOSS OF PROFITS OR CONFIDENTIAL OR OTHER INFORMATION FOR BUSINESS INTERRUPTION FOR PERSONAL INJURY FOR LOSS OF PRIVACY FOR FAILURE TO MEET ANY DUTY INCLUDING OF GOOD FAITH OR OF REASONABLE CARE FOR NEGLIGENCE AND FOR ANY OTHER PECUNIARY OR OTHER LOSS WHATSOEVER ARISING OUT OF OR IN ANY WAY RELATED TO THE USE OF OR INABILITY TO USE THE SOFTWARE THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES OR OTHERWISE UNDER OR IN CONNECTION WITH ANY PROVISION OF THIS EULA EVEN IN THE EVENT OF THE FAULT TORT INCLUDING NEGLIGENCE STRICT LIABILITY BREACH OF CONTRACT OR BREACH OF WARRANTY OF eFileViewer
134. Instructions To view local files 1 On the task panel click Forms amp Printing section and the More IRS Forms amp Info icon 2 At the Printing Blank Forms A Instructions screen set the Current View to Local files installed on my machine 3 Highlight a PDF document and click View the Selected Form The selected file opens automatically in Acrobat Reader To view files on internet 1 Verify you have an active internet connection 2 On the task panel click Forms amp Printing and the More IRS Forms amp Info icon 3 At the Printing Blank Forms A Instructions screen set the Current View to Web Files on IRS SSA sites 4 Highlight a PDF document and click View the Selected Form The selected file opens automatically in Acrobat Reader The 1096 Annual Summary amp Transmittal of U S Informational Returns is provided for informational purposes only Do not send a black and white printout of Form 1096 to the IRS they require it be pre printed with a special red ink Email Emailing tax forms Email Emailing Tax Forms The 1099 Pro software allows you to email a password protected PDF version of a Combined for Copyright 1099 Pro 2014 22 6 Printing Overview 187 Recipient or Pressure Seal Alternate Combined Layout version of the tax form please see below for additional explanations on the options available to you Note The 1099 Pro software will use the default mailing client for your computer if you
135. L OR OTHER DAMAGES Your exclusive remedy for any breach of this Limited Warranty is as set forth below Except for any refund elected by eFileViewer YOU ARE NOT ENTITLED TO ANY DAMAGES INCLUDING BUT NOT LIMITED TO CONSEQUENTIAL DAMAGES if the SOFTWARE does not meet eFileViewer s Limited Warranty and to the maximum extent allowed by applicable law even if any remedy fails its essential purpose The terms of Section 9 below Exclusion of Incidental Consequential and Certain Other Damages are also incorporated into this Limited Warranty Some states jurisdictions do not allow the exclusion or limitation of incidental or consequential damages so the above limitation or exclusion may not apply to you This Limited Warranty gives you specific legal rights You may have others which vary from state jurisdiction to state jurisdiction YOUR EXCLUSIVE REMEDY eFileViewer s and its suppliers entire liability and your exclusive remedy shall be at eFileViewer s option from time to time exercised subject to applicable law a return of the price paid if any for the Software or b repair or replacement of the Software that does not meet this Limited Warranty and that is returned to eFileViewer with a copy of your receipt You will receive the remedy elected by eFileViewer without charge except that you are responsible for any expenses you may incur e g cost of shipping the Software to eFileViewer This Limited Warranty is void if failure of the S
136. La a state ca enee teed orem Ja E BRS instructions i Re EC k Ae li DS wl an atte 45a Section 409A deterrats 45b Section 409A income s State tax withheld See AA Op EE Test Line 2 to the IRS H Ln2 Test Line 2 Reporting Thresholds Reporting Thresholds and Options Pro E SQL Corporate Suite now provides the ability to manage the built in state reporting limits thresholds which are applied when generating a State Subset eFile file Thresholds are used to determine which amounts should be reported and which should not Typically these thresholds are set by each individual state and may vary Copyright 1099 Pro 2014 Security and Administration Configuring Reporting Thresholds To configure State Reporting Thresholds please use the following steps 1 From under the File menu select Security and Administration 2 From the left pane click on the Reporting Thresholds button 1099 Pro Program Administration Global Administrative Options all Filers 3 From the Reporting Thresholds and Options window click on the Manage State CFS Limits and Settings button View Manage CFS Filing Thresholds Copyright 1099 Pro 2014 60 Lane 2014 At the View Manage CFS Filing Thresholds window you will see a list of all the current state thresholds for all states The View Manage CFS Filing Thresholds window provides the following options Select State This drop down
137. NAA EAEE AOA AA Ir EA ANARE TEA A AAE A ADEA AERAR EE 27 Keyboard SHOmcut niania ara OAKA AREENA Ta E E a 28 Browse Filers 28 Add a Bb Klee Ee 29 Change a UE 29 e Te GE 30 Deletea TEE 30 Filer Record Detail Sicec cic cesccccscescetessteeetcutaseetcccuoeecesdonestencboeeutelaceeteccaseecticoacetencasesctutaerendus 30 UE dl 31 Select Another Filet ccessceccceeeseeeceeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeneeseeeaeeeseeeeeenseeeseeess 31 Tag File e E T A cone cicteche A A T E T E doh TE E O eects 32 Copyright 1099 Pro 2014 Contents 5 Part V Recipients List 33 1 Recipient Lookup Account Selection ccesscecceeeeeeeeeeeeseeeeeeeseeeeeeeseeeeneeseeeaeeeseeeeeeeeeeeseeees 34 2 Recipient Lookup Screen ssssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nenna mennun nnmnnn nnmnnn 35 3 Adda H opient 2 eugeedeege edel A ANTEA ANERE EN EEEREN AA ONENAK ENAA 36 4 Change a Recipient cccccceeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeseeeseeeseaeeeeseaeeeeeseanseeesees 37 D Delete a Recipient seruran a aa ERA ENEE ENEE EEN ENEE ES 37 D Fornsissued Reporl seesi iasa seecdeesicadecetaccccccnsadeccccateccetdeddiectqcacecesstadecctcanceeecpaddececeaneccucs 37 T Group ACHONS rn ia a ENTE EE A aE NATA 37 8 Multiple Recipients One TIN cccecceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseseeeaeeeeseeeseeeseaeeeeeseaeeeeeseas 38 9 Recipient Record Details ccccceeeeceeeeeeeeeee
138. R optional Copyright 1099 Pro 2014 110 Lane 2014 e Taxpayer Identification Number TIN Type is a one digit number e 1 represents an Employer Identification Number EIN e 2 represents a Social Security Number SSN e 3 represents an unknown TIN type e TIN Number is the nine digit SSN or EIN for the taxpayer e TIN Name is the taxpayer s full name or business name e Account Number is an optional field which may contain a payer provided number which will help you interpret your Bulk TIN results Use this field to identify for example a bank account number Example For example the following Bulk TIN Matching data file shows a query of the database by a payer with account number 89765 for a match for TIN matches on two taxpayers e Matthew Mulberry who provided an SSN of 183 24 1111 e Acme Incorporated who provided an EIN of 562 61 1111 Data in txt file 2 183421111 Matthew Mulberry 89765 1 562611111 Acme Incorporated 89765 What is the maximum number of characters that can be used in a name The system will accept a maximum of 40 characters What if the individual s name exceeds 40 characters Use the first 40 characters of the individual s name in the last name first name format Will the system find a match if only have the individual s last name available Yes the system can match to the last name with a TIN supplied as long as the last name is associated with the TIN How long will it take to process my req
139. Recipient Select options The following list applies only if you have an existing list of recipients within the software e Select from Recipient list Default Choosing this option will allow people who are manually entering a record to pull information from the recipient list into the form e Select Recipients from forms ASP Only Choosing this option will only allow people using the ASP interface to pull information from the recipients list when manually entering a record e Select Recipients from Forms Corporate Suite and ASP only Choosing this option will not allow people using the Corporate Suite software or ASP interface to pull information from the already existing recipients database Force Recipients as New e Do not force Recipients as new Choosing this option will cause the software to ask the user who is entering recipient information if they would like to update users and forms already in the recipient database The above option applies on both manual entry and import All Recipients on import or manual entry are forces as new unique Choosing this option will create a new entry in the recipient database for every recipients information entered into the software The above option applies on both manual entry and import e Disable Recipient List Choosing this option will disable the storing of recipients information altogether and information will not be available to users manually entering forms or importing them into the
140. S for the person or organization filing the 1096 transmittal The terms filer employer and payer are sometimes used interchangeably Hotspot Hotspot Copyright 1099 Pro 2014 32 11 32 12 32 13 32 14 32 15 32 16 Ee Hotspot or popup items are indicated by a dotted line underneath a word or phrase Click the hot spot to view a popup information box Jump items are indicated by a solid line underneath a w ord or phrase Click the jump to link to a related help topic Import Map Import Map Import Maps describe the format and contents of external data files so that the information they contain can be imported into the program Location code Location Code Location Code Use to set up multiple filers w ith the same TIN allows different return addresses for different forms Payee B Record Payee B Record Payee B Record Contains the payment information from the information returns Payer A Record Payer A Record Payer A Record Identifies the person making payments Pending Pending All records are assigned a print status that determines their position in the filing cycle A pending record is available for printing and or changes The terms pending and not printed are sometimes used interchangeably See Print Status topic Pending Status Pending Status Select this option if you are still printing copies of these records These records maintain their pending print status and are available
141. Seal FOrms ccccssseceeeeeseeeeeeeeeeeeeeees Transmitter Information Copyright 1099 Pro 2014 Contents d T Create et ll O a a a cet ara cat ianccacacanseccysccbeesccaazcattsansckescase quays ceseedentseceatsenss 233 Part XXIX W 9 233 Te AW Re UE 233 2 WO MAIN Sereen ieia ie aaae a See ete ee eege EES SEENEN EEN 235 So WOREDI ee Seece ed eset EEEE e See 236 4 W 9 Single Batch Requests TTT 237 Be ENEE Tt HEEN 237 LR CLC 238 Part XXX Error Messages 239 1 Unable to open SystemID file 53 Invalid Clarion File cccceesseeeeeeeeeeeeeeeeeeeeeeneeeeeees 239 2 Unable to open required file ProTips 53 Invalid Clarion Pie 240 3 Unable to open SystemID 3 Path Not FOUNG ccssseccceeeseeeeeeeeeeeeeeeseeeeeeeseeneeeeneeeeeeess 240 4 Unable to open systemID 5 access CENIC cccceeeececeeeeeeeeeeeeeeeeeeneeseeeeeeeseeeenenseeeeeees 241 5 Unable to open required file ProTips 3 Path Not Found ccesseeeeeeeeeeeeeeeeeeeeeeees 241 6 File Access Error Error Invalid Record Declaration 47 242 7 Unable to Open SystemID 2 File not fOUNG cceeeececeeeeeeeeeeeeeeeeeeeeeseeeeeenseeeeneeeeeeeeeees 242 8 Unable to open required file ProTips 2 File Not Found kee 243 9 ECO002 Unable to open fileSl cccceeeeceeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeneesseeets 243 10 Could not load the DLL library C Windows USER32 DLL The specified module
142. Server where the software was originally installed from or the Webupdate was run from Note 1099 Pro uses a local ini file to store the data path of your remote data Verify the following If the 1099 Pro install was done under a different account wth a drive letter mapping then that same path will need to be mapped with the same drive letter For example If the Administrator of the computer has the remote drive as L and the user has the mapped drive as a K then the user will not be able to access the data See Multi User Considerations Multi User Considerations Multi User Considerations When running 8966 Pro software s multi user versions some tasks require exclusive control of certain files These tasks are detailed below Record Locking The multi user version of 1099 Pro software utilizes record locking when two or more users concurrently open the same record This allows users to simultaneously view the same record but prevents them from overriding each other s changes For example Users A and B open the same record User A changes an amount and saves the record User B then changes an amount and attempts to save the record User B receives a Record Was Not Updated warning and the record is automatically updated with User A s changes User B may then select a field to restore and use the lt F4 gt key to re populate what they had originally entered Import Locking During the final step of the Import Wizard Post Import Sessi
143. TED e All information created with this software must be verified by the User s for accuracy and completeness No warranty guaranty or representations are made with regard to accuracy or completeness of information from this product e Termination Without prejudice to any other rights Licensor or its suppliers may terminate this EULA if You fail to comply with the terms and conditions of this EULA In such event You must destroy all copies of the Software and all of its component parts 3 INTELLECTUAL PROPERTY RIGHTS All title and intellectual property rights in and to the Software including but not limited to any images photographs animations video audio music text and applets incorporated into the Software the accompanying printed materials and any copies of the Software are owned by Licensor or its suppliers All title and intellectual property rights in and to the content that is not contained in the Software but may be accessed through use of the Software is the property of the respective content owners and may be protected by applicable copyright or other intellectual property laws and treaties This EULA grants You no rights to use such content If this Software contains documentation that is provided only in electronic form you may print one copy of such electronic documentation You may not copy the printed materials accompanying the Software All rights not specifically granted under this EULA are reserved by Licensor and
144. TIN only Filters By placing check marks in the following boxes the software then filters the list based on the criteria you select Request Types to show e W 9 Show all W 9 requests only e W 9S Show all W 9S Requests Only Copyright 1099 Pro 2014 206 Lane 2014 29 3 e 1st B Notice Show only a list of first B Notice requests e 2nd B Notice Show only a list of second B Notice Requests e Show All By clicking this button you can place a check mark in all boxes automatically Request Status Types to show e Open Pending Shows all currently open pending requests e Close Resolved Shows all closed or resolved requests when corrected info has been received back from the recipient e Voided Shows all VOIDED requests e Escalated If you choose Escalate when you save the Recipient form the existing form is closed and you are taken directly to the Info Request wizard to create a new form View Print Report Allows you to run a report based on the current list of requests then print it out Issue New Requests Takes you to the Print Information Requests Screen View Reprint Selected You can reprint a request by highlighting it in the list and clicking this button You have the option to preview the request before sending it to the printer W 9 B Notices Request Tab Only Applicable if an open request exists for a recipient Your options for status requests are as follows e Leave the Request Open as Pending A
145. TREASURY OFAC SDN LIST Trigger Error 245 Troubleshoot Printer Issues Troubleshooting Control Totals 215 Trouble shooting Import Issues 154 Trouble shooting Pressure Seal Forms Turn Audit Trails On Off 86 Turn On Off Security 61 Tutorials 18 44 Types of Corrections 51 282 244 250 108 225 256 256 245 239 239 233 250 204 206 232 Copyright 1099 Pro 2014 U Unable To Access Index 245 Unable To Log Transaction 245 Unable to open required file ProTips 2 File Not Found 243 Unable to open required file ProTips 3 Path Not Found 241 Unable to open required file ProTips 53 Invalid Clarion File 240 Unable to Open SystemID file 53 Invalid Clarion File 239 Unable to Open SystemID 2 File not found Unable to Open SystemID 3 Path Not Found Unable to open systemlD 5 access denied Unable To ROLLBACK Transaction 245 Un Installing software 82 Unknown Error Posted 245 Unsupported Data Type In File Unsupported File Driver Function Update Options 68 Update Software 18 Update Users 60 Updates 68 Updating a Form 91 Updating a Record 91 Upgrade 17 upload 220 User Detail Report 62 User Group Detail Report 62 USER32 DLL 244 Using Bulk TIN Matching V Validate your data during import Validation 73 Validation Checking 103 Variable Not Found 245 Video Display Issues 26 Video tutorials 44 Videos 18 View a Map Report Viewing as Field List Viewing as
146. Tag Filers 8966 Pro allows you to manually tag Select filers for inclusion in a print session See Tagging Filers 4 1 Add a Filer Add a Filer 8966 Pro allows unlimited filers https www taxcalibur com support Please visit https www 1099pro com videos asp https www taxcalibur com support and click the How to Add a Filer video to watch a brief tutorial of the filer process To add a filer 1 From the menu bar click file and Filers Withholding agents 2 At the Filer Withholding Agent Master List screen click Add 3 At the Adding a Filer Record screen complete all fields 4 After completing all fields click OK to save the filer See Filer Record Details for a thorough explanation on each entry field 4 2 Change a Filer Change a Filer Changes made to a filer affect only records with a pending status To switch between existing filers use the Select Another Filer button Copyright 1099 Pro 2014 20 Lane 2014 4 3 4 4 4 5 To change a filer 1 From the menu bar click file and Filers Withholding agents 2 At the Filer Withholding Agent Master List screen click Change 3 At the Changing a Filer Record screen make changes and click OK 4 The Administrator prompts to update all pending records with the new filer information Users are encouraged to click Yes Contact Contact Use the Ada button to add a Contact Person Department and Phone Number Adding multiple contacts a
147. Tax Year Oat Oaz Oas Oa Jan O Feb OmMach Opri O May June O July OdAugust Sept Oot ONov O Dec OK X Cancel h o Deleted Record Options Copyright 1099 Pro 2014 8966 Pro 2014 11 11 1 o All activity choosing this option will show you all deleted option o Skip deleted If you choose this option deleted records will not be displayed on your report o Only deleted Choosing this option will display only deleted records on your report 6 Once you are done choosing the options you prefer click on the OK button 7 Now you will be given the option PREVIEW your report before it is printed Click Yes if you would like to view the report before it actually prints out Click NO to have the report begin printing or click Cancel to change your options before you begin printing your report Browse form records Work with My Tax Forms The Work with My Tax Forms screen is accessible via the task panel Forms amp Printing section and Work With My Tax Forms Tax Forms icon Use the Current Form drop down menu to select the appropriate form type Browse IRS Tax Forms Browse IRS Tax Forms The following instructions are PDF files contained within your local 1099 Pro installation 1099 Instructions via the internet General 1099 Instructions 1096 Transmittal 1098 Mortgage Interest Statement 1098 E Student Loan Interest Payments 1098 T Tuition Payments Statement 1099 A Acquisition or Abandonment of Secur
148. Text 139 Viewing Options 139 Virtual Mapping 168 242 240 241 245 245 113 226 156 216 139 22 8966 Pro 2014 Virus Checkers 76 Void Records 93 W W 9 Main Screen 235 WO Overview 233 W 9 Report 236 W 9 Single Batch Requests 237 W 9 Wizard 237 Warnings 103 Web Updates 75 Welcome Wizard 46 What can expect from the States Subset File Wizard 119 when to efile 133 When to file 148 Where to file 148 Windows Effects button 26 Withholding 67 Withholding State 97 wizard 160 X X Correction Box 181 oer ae Zip Code Look up 100 Copyright 1099 Pro 2014
149. The FIRE System can be accessed by opening a web browser accessing the Internet and typing in the address https fire irs gov in the address field To use the FIRE System you must have a valid Transmitter Control Code TCC Filers who currently have a TCC for Electronic filing do not have to request a second TCC for electronic filing All transmitters are required to have User ID Password and PIN which is obtained thru the FIRE System after obtaining a TCC For more information on the IRS Fire System select Forms from the main menu then select IRS instructions and blank forms from the drop down menu then double click on Filing Information Returns Electronically from the View or Print Blank Forms and Instructions PDF Format screen Alternately you can view the form va the internet by clicking here Electronic Filing Module Electronic File Module The Electronic File Module is available in the Enterprise or Corporate Suite Edition only You can either upgrade or use the Service Bureau to file electronically with the IRS on your behalf Filing Deadlines Paper filers must file returns by March 2 2015 Electronic filers may file returns electronically through March 31 2015 without a late filing penalty Electronic Filing functionality is available to Enterprise Edition customers as a free Web Update every December The IRS does not allow testing of the current year s Electronic File format until November 1099 Pro sends test fi
150. This feature is currently unavailable Copyright 1099 Pro 2014 8966 Pro 2014 20 1 1 4 1099 Pro Fixed Length Import Wizard Specify how the Import will affect existing Tax Forms These options let you specity whether new information wil update existing forms or replace them D Select the type of data processing that will be applied when this type of import is performed Processing Options for Tax Form tnports C Standard All Tax Forms are added as individual records independent of all other forms and regardless of whether other forms may exist in the system for the same recipient Transactional aggregation must be enabled It an existing forms are found for a recipient according to the form matching rules currently in effect for the Filer the new information wil update the existing record and be added as a transaction for that record Non matching forms are added as new C Year To Date Transactions are aided to existing tax forms to reflect the new YTD amounts and information Existing forms that are not included in the YTD import wil be flagged as zero drop candidates if the zero drop option is enabled E t me All existing Tax Form information for the Filer is deleted and replaced by the new forms Be Io H cancel Help 10 Finally confirm the settings on the summary screen before you click Finish Confirm the settings on the summary screen and click finished then close the Custom Import Maps scre
151. V i oa Aa Go M Part XXVI 4 5 Part XXVII 1 2 3 Part XXVIII Reprint Print Sessions Reprint RecordS sssssssesnnunsnnnnnnnnnnnnnnnnnnnnnnnnn Reset Print Geseion RENE EEN EEN Troubleshoot Printer Issues View Selected Records Pressure Seal Forms Pressure Seal and Alternate Printing Formats Pressure Seal and Alternate Printing Tutorial Queries Custom Query using Manual Override Custom Query Wizard Selecta User airaa co eatre ene ea eN a eaaa Reports Form Control Totale ee EE REENEN Troubleshooting Control Totals Form Counts aiarra iiaeaae ianei r ae Forms Issued By Filer s ssccceeeseeeeeeeseeeeeeees Import Map Reports ccscecceeeeeeeeeeeeeeeeeeeeeees Late Add Corrections Report Daily Totals Report by UserID Service Bureau Overview Service Bureau Packages Service Bureau Overview amp Upload Process Step 1 Creating an Upload File for Print Mail or E File Step 2 Approve Control Totals Step 3 File Upload Transfer amp Completion Bulk TIN Matching via the Service Bureau Overview Using Bulk TIN Matching Step 1 Creating an Upload File for Bulk TIN Matching Step 2 File Upload Transfer amp Completion for Bulk TIN Wizard SB Upload sceccceeeeeeeeeeeeeeeeeeeeeeeeees Reset Void Service Bureau Upload Tax Supplies Blank Copier Papel ccccesseeeeeeeseeeeeeeeeeeeeeees Preprinted Papel cccseseccceeeseeeeeeeseeeeeeeseeeeeeees Pressure
152. What does NOT happen when you reset an Import Session gt Recipient records added or changed during the import are NOT deleted or rolled back Ifyou wish to remove them that must be done separately Form totals for each Status level for each Log within this Import Session Log Id Form Status LC Pending Status same as importe w Proceed with ResetVoid X Cancel 20 10 Importing from QuickBooks Importing from QuickBooks 1099 Pro software can now import information directly from QuickBooks software To do so please follow the instructions below Note We recommend that you always import information from the most up to date version of the Quick Books software available Launch QuickBooks and your 1099 Pro software Click on Import new Tax Forms Click on Begin a new QuickBooks Import Process Click on Next Click on Connect to QuickBooks Open the QuickBooks software Choose the options Yes always allow access even if QuickBooks is not running ON Oa FWD Check the box that indicates Allow this application to access personal data such as Social Security Numbers and customer credit card information Copyright 1099 Pro 2014 178 8966 Pro 2014 9 Click on Continue 10 Click on Done 10909 Pro will now open and inform you that the connection was successful Click on Ok 11 Click on Next 12 Click on
153. YPE II Service Bureau Contact the 1099 Pro Service Bureau team to book your printing mailing and or electronic filing appoinment and for all Service Bureau related inquiries Phone 866 444 3559 toll free or 818 876 0200 E Mail sb 1099 Pro com Internet http www 1099 Pro com Instant price estimates are available online at http www 1099 Pro com servPricing asp Click here to learn more about the Service Bureau Upload Process Using Bulk TIN Matching Using Bulk TIN Matching Avoid 100 mismatch penalties Utilize 1099 Pro s Bulk TIN Matching Service Offer Details e 135 for up to 100 000 records e Contact so 1099pro com if the file is greater than 100 000 records e Approximately 24 hour turn around time e Access to a FREE trial of our individual TIN Matching service details below Bulk TIN Checking is an essential compliance and risk mitigation service that identifies TIN Name mismatches prior to filing with the IRS Penalties can be assessed at up to 100 record at the IRS s discretion Simple Upload Instructions 1 File format and secure upload specifications Click to view 2 Be sure to include TIN MATCHING UPLOAD TRANSMITTED as the subject of your email 3 You re finished Additional Services TINCheck com Another great option to validate your TIN Name combinations via individual checks or bulk TINCheck com is a straight forward and user friendly resource simply log in and instantly gain access to
154. a a anaana 181 FORGING Ef EE 181 Making Address Adiusttente EES EENEG 182 Form Limits Overview gegen Eden ENEE 183 Enabling Form Limits Filter geseet eege 183 PDF File Generation OVeCrview ccceeececeeneeseeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeaeenneeeseeets 184 Initial PDF Option cect ecesesseesesseeseeseeseessesseseseusesseeseesoesnesausaessesseuseeseeseesoesnesaesaesaesansaessnesnasausoasausaesaeneuaneas 184 Printing Blank Forms OV rvieW cceeseceeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeaeeeneeeeneees 186 Print IRS Form amp IMS truCtiOms eege ek EES 186 Email ZER e Lt TEE 186 Email No email IT EE 187 Assigning a Printed Status cccceececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeseseeeseeeeeeeseeeseeeneeesees 188 AR E T E eege Eechen Seege Eegeregie ee cues 188 Oil UR LE fecect cdevcencececedel soivecacsecdenauteevencducedecauerdvecadsadeeeaueterdendvexeecaues 191 PCE dl ue EE 192 Print Session Re Lu E 194 Printed Status vccccciedeccccsaveccedseceve E EE SCENE EE SEENEN 195 Printing Tax Forms WiZard ccccccceeeeeseeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeesneess 195 Puerto Rico compliant tax forms CS Version ONLy c ccceeeseeeeeeeseeeeeeeseeeeeeeseeeeeenseeeeeeees 197 Quick Printeren anA R AATE ARREA T E E AA AR ATAS 201 Copyright 1099 Pro 2014 10 Lane 2014 16 17 18 19 20 Part XXIII 1 2 Part XXIV i 2 3 Part XX
155. a into your 1099 Pro software 4 Create an upload file within your 1099 Pro software 5 E Mail or FTP your encrypted upload file to us on or before your appointment date Contact the SSAE 16 SOC I TYPE Il Service Bureau Contact the 1099 Pro Service Bureau team to book your printing mailing and or electronic filing appointment and for all Service Bureau related inquiries Phone 866 444 3559 toll free or 818 876 0200 E Mail so 1099 Pro com Internet htto Awww 1099 Pro com Instant price estimates are available online at http www 1099 Pro com servPricing asp Click here to learn more about the Service Bureau Upload Process Step 1 Creating an Upload File for Print Mail or E File Step 1 Creating an Upload File Only records with a printed or pending print status are available for inclusion in an upload file Refer to the Form Counts Report for an overview of all forms and their respective statuses In order for the Service Bureau to submit your upload file to the Combined Federal State Filing Program each filer must have the Combined Federal State Filer check box marked PRIOR to creating your upload file To review Filer information see the Browse Filer screen Printing and Mailing Please visit https www 1099pro com videos asp click the How to Print and Mail Using the Service Bureau video to watch a brief tutorial on printing and mailing using the Service Bureau 1 If you wish to have the Service Bureau print an
156. abeled by State Abbreviation Date amp Time with a TXT extension Example CA TAX 2 25 09 5 01PM TXT The eFile Viewer mentioned earlier will launch and you will be able to load and view your files or close the eFile Viewer Where you generate E Files also doubles as the Completed eFile Session List You can identify individual state files from the Completed eFile Session List as the Trans Type column will have the two letter state abbreviation followed by the type of file generated e g CA Original Detailed listings of any eFile file generated can be obtained by highlighting the eFile session in question and then by clicking on the button View Print Log Report These reports can be previewed to the screen and or printed Additionally the IRS form 4804 can be printed in the same manner if desired for any eFile session Note See IRS Publication 1220 for more details 16 2 eFile Wizard eFile Wizard If you require that your records be sorted by TIN when generating your electronic filing then you must add amp save the following line in the System portion of your ini file found in the Admin folder Default installation location is lt DEFAULTPATH gt Admin Pro99T14 INI Altering settings in this location could potentially damage the software please contact 1099 Pro if you need assistance with this process When completed your new entry should look like this System EnableMagTinSort 1 A value of 1 will sort by FilerID RCPT
157. able for you to set When complete click Next Click on a checkbox or radio button to turn the option on or off Category Options Available Additional Information and Details Characters 1 Convert to all UPPER case Character values include Names Address Fields Descriptions etc Amounts 1 Include Commas None 2 Include Dollar Signs Check Boxes 1 Blank for unchecked X for Check boxes are logical values Yes checked No True False On Off 2 Use Y N 3 Use T F 4 Use 0 1 Dates 1 mm dd yy Dates can be from a tax form box or 2 mm dd yyyy for example when a form was created 3 yymmdd 4 yyyymmdd Numeric 1 Round to the nearest whole Numeric values are numers that are number NOT dollar amounts like percentages or total shares EIN SSN 1 Formatted TIN type not EIN SSN values are Tax ID numbers required 2 Unformatted Must include the TIN type Text Multiline Convert to all UPPER case Text values are mulitline box values Don t convert CR LF export as is such as a transaction description Convert CR LF to a single space 7 Select specific fields to include in the export process Click on a field from the available fields on the 10 left and drag it across to the field neader screen on the right Alternatively you can click on the Add Field button to add a field to the field neader screen on the right Repeat this procedure until all of the necessary fields have been added to your layout If the wrong field is accidentally
158. ach point where a mail piece is scanned this information is updated once per day For example mail is scanned when the mail goes out for delivery and where available the estimated delivery date is shown as well In the event that a form recipient says that they did not receive a document you may wish to mail an additional copy to the recipient See QuickPrint or you may email them an encrypted PDF of their tax form see Email encryption For generalized information on this service from the USPS see Copyright 1099 Pro 2014 220 Lane 2014 26 2 1 https mailtracking usps com mtr landing resources confirm landingConfirmLaunch jsp We provide Printing amp Mailing Electronic Delivery Web Presentment Bulk TIN Matching and IRS Filing services to thousands of our users Our customers utilize the Service Bureau to save money minimize administrative headaches safeguard their sensitive data and benefit from our extensive experience Whether you have a large or small job consider the cost savings and the value of a job done right during your busiest months of the year We ve made the process simple 1 Purchase the appropriate 1099 Pro software package for the type of form you wish to file 2 Call or E Mail our Service Bureau to schedule an appointment date We must have your data by the agreed upon appointment date to ensure that it is posted online mailed or filed by the IRS deadline 3 Manually enter or import your dat
159. ack a step 5 If any records in the session contain errors or warnings you must decide how to handle them Options include Do not post records with errors Recommended Records without errors are posted and problem records are placed on hold so you can fix them at a later time Post records with Warnings Errors Post all records now You ll need to review individual records and manually update these fields at a later time 6 Specify how to deal with existing recipients in the 1099 Pro system Options include Match forms with existing Recipients but do not update addresses Ignore existing TINs add every Recipient as new Update the incoming tax form with my current Recipient information Update my Recipient information with new information from the tax forms 7 Review settings and click Finish to post your import session 20 1 1 7 Modifying an Existing Import Map Modifying an Existing Import Map Adding a header after import map creation for a custom import map with headers 1 Click on Import New Tax Forms from the left hand navigation menu 2 Click on Begin a new XXXX Import Process 3 Click Next 4 Click on Add Update XXXX Import Maps 5 Select the import map that you would like to add the new header to 6 Click on Change 7 Click Next 8 Click Next 9 Click Add 10 You will see two fields one labeled Mapped to Field and one labeled Field Name Column Copyright
160. ackup withholding Forms 1099 B INT DIV OID PATR and MISC With nteractive TIN Matching authorized payers can match up to 25 payee TIN and name combinations against IRS records prior to submitting an information return Bulk TIN Matching allows payers and or authorized agents filing any of the six information returns to match up to 100 000 TIN and name combinations In order to participate in TIN Matching payers must be listed in the IRS Payer Account File PAF database If your firm has not filed information returns with the IRS in one of the past two tax years the application will not be available to you at this time Click here to learn howto use Bulk TIN Matching Business Rules Business Rules are formulated in conjunction with the compliance experts from IRS Compliance to check that data being processed in 1099 Pro s software does not contain common formatting errors form specific errors is valid for State and Federal filing and can be used to separate records with different levels of issues for processing C C Record Contains the total number of payees and the totals of the payment amount fields filed for each payer and or particular type of return CFSF CFSFP Combined Federal State Filing Program The Combined Federal State Filing Program was established to simplify information return filings for taxpayers The CF SF Program allows the IRS to forward electronically filed information returns to participating states
161. age 1 of W 9 Comb W 2G Alt Recip BlankPaper 81 2 x11 Single Sided Copies C B 2 No Instructions Comb 23 2 Pressure Seal and Alternate Printing Tutorial Pressure Seal and Alternate Printing Tutorial This tutorial assumes that you have completed entering tax forms into the software and are ready to print If your Forms amp Printing box has been minimized simply click the drop down icon on the right hand of the box and proceed with the tutorial 1 To begin select Print Tax Forms from the Forms amp Printing box 2 You have several options to choose from at this point e ALL Pending forms for the CURRENT filer This option will include pending forms for the current filer e Manually select forms for the CURRENT filer This option will allow you to select forms for the filer that you currently have selected e ALL Pending forms for ALL Filers This option will automatically select ALL pending forms for ALL Filers e ALL Pending forms for SELECTED Fiers This option will select all pending forms for the Filers that you select 3 Once you have chosen the method that suits your needs click the Begin print Process button If you chose Manually select forms for the CURRENT filer you will be presented with this screen From here you can Tag which forms you would like to print once you are done choosing forms click Proceed to next step If you selected ALL Pending forms for SELECTED Filers you will be presented with t
162. ages result from one or more of the following issues e Incorrectly mapped data file e Inadequate user rights to read write edit data file e Third party anti virus software removing critical software files Unable to open SystemID file 53 Invalid Clarion File Unable to Open SystemID file 53 Invalid Clarion File CH Unable to Open SystemlD file 53 Invalid Clarion File Driver Type TOPSPEED File Error Solution This error most often occurs when the software is not linked to the correct data file This can be fixed by reinstalling and directing the workstation to the proper data folder Alternatively the software may be redirected to the correct data file by editing the INI file e Navigate to C 1099 Pro Pro99Txx Admin e Open the file called Pro99Txx INI Edit the file path associated with SAV GlobalDataPath to point to your data file e Save and run the software Please note that the default location for a single user install saves the data file in C 1099 Pro Pro99T11 Data If you are setting up a multi user workstation your data folder is most likely in a custom location specified during the server installation Copyright 1099 Pro 2014 F240 Lane 2014 30 2 30 3 Unable to open required file ProTips 53 Invalid Clarion File Unable to open required file ProTips 53 Invalid Clarion File CH Unable to open required file ProT ips 53 Invalid Clarion File Solution This error
163. ail Records 3 At the Purge Tax Data Audit Trail Record screen all records prior to the selected date are deleted Modify this date as necessary 4 Click Begin to start deleting records A warning screen reminds that all deletions are permanent Click Start Deleting to continue or Cancel to abort Copyright 1099 Pro 2014 o Lane 2014 10 5 10 6 10 7 Record History Record History The Record History screen displays audit trail information for the selected tax form and is available to all Access Groups Alimited version of the Master Audit Trail Browser this screen tracks all manual changes made directly to a record Cascading updates are not reflected NOTE If Record History does not reflect a known change to a tax form Audit Trails are or were disabled To learn more See Viewing Record History and Enabling amp Disabling Audit Trails Turn Audit Trails On Off Turn Audit Trails On Off Disable Audit Trails only if speed performance is critical to the user By disabling this feature tax form changes are not tracked AND the Record History screen is automatically disabled To turn audit trails On Off 1 On the menu bar click File and Security and Administration 2 The Administration screen indicates if Audit Trails are on or off Click Activate Audit Trails to turn on functionality Click Turn OFF Audit Trails to turn off functionality To view record history At the Work with My Tax Forms screen highl
164. ain envelope 3 Mail the package to the address listed below Use FedEx or similar to ensure fast secure package delivery Reset Void Service Bureau Upload Reset Void Service Bureau Upload Resetting an upload session voids deletes the entire upload session All forms automatically revert to their pre upload status To reset session 1 On the task panel select the Service Bureau section and the Printing amp Mailing icon 2 At the Completed Service Bureau Upload Session List screen highlight an upload session and click the Reset Void Session button 3 The Administrator prompts to confirm the void Click Yes to continue or No to abort Session status immediately updates to Voided Copyright 1099 Pro 2014 Tax Supplies 231 27 Tax Supplies Tax Supplies 1099 Pro Inc sells all of the tax forms and supplies necessary for use with 1099 Pro software at competitive rates All forms and supplies offered by 1099 Pro Inc are IRS approved All orders over 100 automatically receive a 10 discount Order in advance overnight shipping of forms can cost more than the actual forms Returns are NOT accepted after November 30 2014 Customer is responsible for all return shipping charges AU tax forms and supplies are subject to availability Prices subject to change without notice Online Ordering Customers may place orders online for laser forms and envelopes current tax year only In addition to placing orders c
165. alances as well as reconcile posted information to your business areas Additionally we will produce all federal state returns act as a transmitter on your company s behalf and generate payee statement files B Notices and management reports for you Quick Tour Quick Tour Overview of Information Reporting What is a 1099 Form According to the IRS and Federal tax law you must report to the IRS payments totaling 600 or more made to independent contractors over the course of the calendar year When a person is paid on the form 1099 MISC for example all money earned by the individual is paid on an untaxed basis His then the responsibility of the individual to file and pay the appropriate taxes These taxes can be owed to Federal State and Local governments Workers compensation and unemployment issues also must be addressed independently Who we are 1099 Pro Inc provides award winning 1099 software for filing tax forms 1099 1098 W 2 1042 S and many others For your convenience 1099 Pro carries a complete line of tax supplies including 1099 forms W 2 forms 1042 S forms and envelopes We also offer Print Mail E Filing services in the form of our Service Bureau To save you time and money 1099 Pro continues to offer complimentary technical support with the purchase of any of our software products The 1099 Pro Service Bureau The Service Bureau is a Print Mail E Filing service offered to users of 1099 Pro software All of
166. all HP printers but not universal and not always backward compatible This conceptual thinking enabled HP to minimize printer support problems and protect HP printer investment in applications and printer driver software It is why the HP laser printers quickly became the industry standard The PCL printer language is successful because the following points remain consistent across all levels Copyright 1099 Pro 2014 Printing Overview 193 1 All HP LaserJet series printers implement PCL printer language features consistently 2 HP printers implement the PCL feature in very cost effective formatters 3 HP printers have the ability to ignore most unsupported commands without causing the printer or issuing device to crash There are six major levels of PCL The creation of these levels was driven by the combination of printer technology developments changing user needs and application software improvements The first versions of PCL PCL 1 and 2 were used in HP impact and Inkjet printers in the early 1980s The major phases of the PCL printer language are as follows PCL 1 This version is supported by all HP LaserJet series printers except the HP LaserJet 3100 and 3150 series products It provided very basic printing and spacing functionality but was limited to only text printing and ASCII characters PCL 1 is the foundational base set of functions provided for simple single user workstation output It was created in the late 1970s
167. allation prior to installing workstation s Install 1099 Pro at the workstation Enter your multi user Registration code as prompted Select Workstation Installation as the Install Type Browse for the network drive and folder e g X 1099 Pro lt PRODNAME 8966 gt where X is the mapped network drive Allow the program files to reside on the local drive e g C 1099 Pro ProFAT14 If the Administrator enabled security the workstation is deemed a user Upon first entering 1099 Pro at the workstation a User ID as assigned by the Administrator is required For the Password enter new The User is then required to create their own unique password Multi User installation with Remote Data Program Location 1 Install Server Installing software a code ending with ME or MP will trigger a Multi user installation ALWAYS install the Server first noting that this PC will be the only PC where software updates can be applied Subsequent installations are Workstations Remote Data Program Location When installing the Server you are presented with an option to have your data and program DLL s reside on another PC Novell drive or Network Attached Storage e Check the box Allow Remote Server Installation to start the Remote Data Program Location e Click on the Browse button and select the destination directory Note that the value under Select Destination Directory must end with a pathname of Pro99T14 or similar depending
168. allows you to notify your recipients with a custom message such as Revised amp Re lssued or Corrected and Re Issued on the form This way they have some indication of what was done whether it was a correction to a SSN number for example or a confirmation of an address change To select or enter a message or force an X to be printed 1 The Special Options for this run only tab allows you to specify an optional message to be printed on all Recipient copies for the print run For your convenience 1099 pro provides a number of built in messages such as Re issued Form Revised and Re Issued Corrected and Re issued Replacement Copy Duplicate copy per request 2 You may also force an X to be printed in the corrected box for the forms by placing a check mark in this option For the few recipient copies that have a VOID box on them most forms don t you can force an X to be printed in that box as well 22 1 2 Forcing an X Forcing an X Why would want an X in the Corrected box Many people regard these revised re issued forms as a correction and want to have that box checked to help indicate to the Recipient that the new form has the correct information on it The Advanced Options will let you do that What s important to understand is that the IRS does NOT regard this a correction Since the information has not been filed with them yet they neither know nor care how many versions of Copyright 109
169. an additional fee upload your data to our Service Bureau for printing mailing and electronic filing to the IRS SSA 1099 Pro Enterprise Enterprise software is a powerful information reporting solution designed with simplicity in mind Enterprise supports the processing printing and paper or electronic filing of forms from series 1098 1099 3921 3922 5498 and W 2G Through the software you can generate a formatted transmittal file for the IRS Fire site or for an additional fee upload your data to our Service Bureau for printing mailing and electronic filing to the IRS SSA 1099 Pro Corporate Suite The 1099 Pro Inc Corporate Suite software combines the power of our Professional and Enterprise software with the speed performance and security of Microsoft s SQL Server technology making it the ultimate solution for businesses Corporate Suite supports the processing printing and paper or electronic filing of forms from series 1097 1098 1099 3921 3922 5498 W 2 W 2G and 1042 S Through the software you can generate a formatted transmittal file for the IRS Fire site or for an additional fee upload your data to our Service Bureau for printing mailing and electronic filing to the IRS SSA Copyright 1099 Pro 2014 Getting Started 15 The 1099 Pro Service Bureau The 1099 Pro Inc Service Bureau was established for the purpose of helping companies ease through the tax season successfully The Service Bureau features a high
170. an Advanced Print Option to allow you to shift the position of the Filer and Recipient Addresses either vertically or horizontally on a printed recipient copy and also force an X into the Corrected and VOID boxes on the form These options are only available on copies for Recipients not Federal or Local State copies or copies for your own records See Advanced Print Options for more information Copyright 1099 Pro 2014 Printing Overview e 22 1 Advanced Print Options Advanced Print Options 1099 Pro offers an Advanced Print Option to allow you to shift the position of the Filer and Recipient Addresses either vertically or horizontally on a pre printed recipient copy and also force an X into the Corrected and VOID boxes on the form These options are only available on copies for Recipients not Federal or Local State copies or copies for your own records Normally a Filer will issue a form in January and the information on that form will not change again it will simply be filed with the IRS later in February or March Sometimes though the Recipient may have been sent erroneous information or simply need to have an address changed If the form has not been filed with the IRS yet the Filer will only need to correct the information in 1099 Pro and issue a new revised form to the Recipient 22 1 1 Inserting a Custom Print Message Inserting a Custom Print Message Why would want to do this This is an optional task that
171. and Options Preference Update and Program options This area allows you to configure some of the programs general settings such as date range warning update checking and backup reminders See Preferences for more information Tax From Validation for Import and Entry These settings allow you configure the warning and error messages that 1099 Pro software displays when importing or manually entering forms See Custom Tax Form Validation Rules for more information Copyright 1099 Pro 2014 5 Lane 2014 9 1 9 1 1 Security Overview System Security Settings Password Requirements Step 1 Setting Password Requirements Step 1 Set Security Preferences Password requirements The Security Preferences Passwords requirements section allow you to configure details regarding a user s password such as password length lockout settings expiration and password format For Corporate Suite users you can also set the login type such as tying Corporate Suite security into Windows Active Directory security 1 To configure password login requirements click the Set Password requirements Set Security Preferences Corporate Suite button At the Modify System Security Settings window you have the option of configuring the following settings a Login Type Corporate Suite Only i Default Requires the user to enter the username and password assigned to during user creation Step 4 ii AutoFill Pre fills the login
172. and are now ready to generate a 1096 transmittal or electronic file Print Status Overview 22 8 Field Sizes Field Sizes Listed below are the maximum number of characters that will print in the respective field In some fields 1099 Pro may allow the entry of more characters than will actually print The maximum printable characters is assumed numeric unless otherwise stated Some field sizes are Copyright 1099 Pro 2014 Printing Overview 19 dependent on the selected address type USA Canada or Other foreign not Canada Filer Data Location Code Establishment No 4 Filer Name 36 Filer Name 2 36 Address 1 36 Address 2 36 City 21 State 2 ZIP 9 Department 6 Contact Name 24 Phone Number 10 Extension 5 RTN 9 Fax Number 10 E Mail 40 Recipient Data If using an SSN First Name 40 Last Name 40 Name Line 2 40 If using an EIN Company 40 Name Line 2 40 State ID Numbers State Abbreviation 2 State ID Number 14 Recipient Data If using an SSN First Name 40 Last Name 40 Name Line 2 40 If using an EIN First name 40 Company 40 Name Line 2 40 USA Address Type Copyright 1099 Pro 2014 190 8966 Pro 2014 Address 40 Address 2 40 City 21 State 2 ZIP 9 Canadian Address Type Address 40 Address 2 40 City 21 Province 2 Postal 6 plus 1 space Other Address Type Delivery St 40 Other loc 40
173. ask panel select General Options and the Importing Forms icon 2 At the Completed amp In Process Import Sessions screen highlight an import session and click the View Print Session Report button Click Yes to preview the report Reset Import Session Resetting an import session voids deletes all records The only exception is if some records from a pending import session have been upgraded to filed status Those records would not be voided Voiding an import session does not delete recipient information from the master recipient database To reset session 1 On the task panel select General Options and then the Import Forms icon Copyright 1099 Pro 2014 Imports Overview 175 2 At the Completed amp In Process Import Sessions screen highlight an import session and click the Reset Void Session button Only sessions with an Imported or Partial status are available for void 3 The Administrator prompts to confirm the void Click Proceed with Reset Void to continue or Cancel to abort Session status immediately updates to Voided 20 6 Reject Imports Reject Imports Records that contain certain errors are automatically rejected for import Reject errors include Missing Last Name and TIN Field contains non allowed negative amounts If the correct information is available users should exit the Import Post Wizard and fix the record at the Edit Post or Abandon Records screen If the correct information is not available users
174. assigned click and highlight the incorrect field and then click the Remove button Begin again by dragging the correct field from left to right until you are finished You may also click the up and down arrows to change the order of a specific field up or down in the list You also have the ability to customize the parameters of a mapped field In the Field Header list to the right double click on the field name until you see the Customize a mapped field screen pop up Next specify the name of the map description or title and the map usage notes Click Next when finished Next Select the destination folder Default location is lt DEFAULTPATH gt Exports It is preferable to create your file on a hard drive rather than floppy diskettes to avoid the possibility of disk error It is also faster Copyright 1099 Pro 2014 15 2 Exports 107 11 Confirm the settings on the summary screen and click finished then close the Browse the Export Map List Screen You will then be taken back to the 1099 Pro Export Wizard 12 If you created a new Custom Map Field you can now select it from the list and proceed to create your Export file with these new settings Export Wizard Export Wizard The 1099 Pro Export Wizard simplifies the process of creating export files You may export all Forms for All Filers or just the Filer Form Type that you need To view the files open Excel or Access and then open the export file s If you open the f
175. ation you will not be able to view or change the Update Checking options on the Program Preferences They will need to be set from the Server install e Workstations cannot run the actual web update process they can only check for new versions Once your Server has been updated each workstation will automatically update itself the next time 1099 Pro is run on that machine Copyright 1099 Pro 2014 8966 Pro 2014 9 6 9 7 You should always keep your 1099 Pro up to date to ensure that you have the latest features and fixes for any reported issues Installing Installing To install single user or Demo 1 Insert the CD ROM into your computer s CD ROM drive 2 On your Windows desktop click the Start button and select Run 3 Inthe Open field type x setup exe where x is the name of the CD ROM drive and setup exe is the name of the 1099 Pro executable 4 Click OK to start the setup program 5 Follow the instructions provided by the setup program If 1099 Pro prior year data is detected on your system the Roll Forward Utility activates Virus Checkers Disable virus checkers e g Norton McAfee ViruScan etc PRIOR to installation to avoid potential corruption Random errors in 1099 Pro are typically due to installation of software while running a virus checker After a successful installation re enable the virus checker See Multi User Network Installations Logging in as a Different User Logging in as a
176. atus Filer Name OSSFRO ACHING Ok 1099 Pro ing en amp Oct ten A ChangeView Totem 9 Rekesh A Cose 2 Heb To use the recipient lookup feature 1 First determine the search criteria you need to search by If you are running the search by name then type in either the first few letters of that company s name Last Name or First Name and then click on the Name button By Account number Click on the Account Number button By TIN use the TIN number etc 2 When viewing the results the recipient accounts are displayed below as well as the tax forms issued to each recipient 3 This search feature is considered to be more of an alternative to the search feature in the Work With My Tax Forms screen It s strengths lie in getting straight to the point with what tax forms and filers are tied to a recipient This search is not considered to be superior over running a queried search where you can really narrow down details of a search by state or by dollar amounts 4 New features allow you to Quick Print the form or Change View the tax form Hint To filter on a specific recipient account Highlight the account number in the Recipient Accounts window and then view the filtered results below in the list of Tax Forms issued to the Recipient Or just highlight Select all to display all results Add a Recipient Add a Recipient 1099 Pro allows unlimited recipients To add a recipient 1 From the task panel
177. ault or try increasing to 4000 128 megs of RAM Try 10000 256 megs of RAM Try 20000 512 megs of RAM Try 50000 512 megs of RAM Experiment 1099 Pro beta testers have successfully imported over 128 000 records in a single commit on a machine with 1 gigabyte of RAM 4 Save your changes and exit Pro99T14 INI 5 Open 1099 Pro and Post your import The Post Commit entry may need to be manually added to the System section Your entry should look similar to this System PostCommit 2000 Referential Integrity Delete Error Referential Integrity Delete Error The Referential Integrity Delete Error prohibits the deletion of a Filer Recipient State ID or State Abbreviation from the 1099 Pro database if used in any record For Examples e Jane Doe can t be deleted at the Browse Recipients screen if a Form 1099 MISC exists for her Note that recipients will be retained for deleted records as well e Arizona or AZ can t be deleted at the States Provinces screen if a Form 1099 MISC uses AZ in the recipient address First eliminate AZ in the 1099 MISC record and then delete AZ at the States Provinces screen Repair Files Repair Files The Repair option restores deleted files registry settings and DLL s It works only if you have access to the original installation EXE from which the application was initially installed For example if you downloaded a setup program from the Internet to your desktop then installed the progra
178. ax Forms icon Use the Current Form drop menu to select the form type to process 2 Atthe Printing Tax Forms screen choose the method to select pending forms for print All pending forms for the current filer default selection All pending forms for all filers Manually select forms for the current filer this option allows you to tag individual records All pending forms for selected filer this option allows you to tag individual filers for this print session Note 1099 Pro now contains a feature called Form Session Limits which provides with extra filtering options when printing forms Copyright 1099 Pro 2014 F196 Lane 2014 10 11 12 To print corrected forms if any have been created mark the Process and Print Corrected Forms Instead of Originals checkbox See About Corrections Click the Begin Print Process button to access the Print Wizard Select processing options for any records with errors or warnings atthe Confirm Processing screen Please note that filing records with missing or invalid data may result in the record being rejected by the IRS If your data contains no errors or warnings this screen will not appear The Print Wizard displays the number of recipients selected for printing To verify these recipients amounts or other information you are encouraged to first run a Control Totals report To proceed with the Print Wizard click Next Use the Back button at any time to go back a step Select Print
179. be in the 750 byte format per Publication 1220 from the IRS unless otherwise noted Not all states use this format 1099 Pro Corporate Suite generates files for the following states which use a format other than that laid out in publication 1220 AL CA CT ID IN MA MD ME NC NE NM OR PA UT VT and WI While 1099 Pro makes every effort to keep these formats updated it is your responsibility to verify the state s receiving your files will accept both the format and the data generated prior to submission Please see below for a special note regarding MA subset files for 1099 INT Background The IRS format as per Publication 1220 is the most widely accepted format for states receiving files However some states require different formats Check with each state to see if they will accept the Copyright 1099 Pro 2014 16 Lane 2014 16 1 2 format listed paper filing or 1099 Pro maintains various hyperlinks to states in the Compliance section of our website at www 1099pro com So how does 1099 Pro know the tax state for a recipient It s easy the tax state is determined by the following rules 1 State Withholding if there is state withholding on a form for a state then that state is the tax state regardless of the recipient s address or category These forms include 1099 B 1099 DIV 1099 G 1099 INT 1099 MISC 1099 OID 1099 R W 2G 2 Override default for State tax reporting If you use the optional Ove
180. begin e Follow the prompts by clicking Next then select any Advanced options if needed if not then click next If there is a new version a message will pop up to display the new version and a one line summary of what is included in the update Download the update and allow the update to install This process should begin automatically for you e After the process is finished confirm that your version number of the software matches with the version number of the patch download by going to the Help menu and selecting About If you continue to have problems downloading an update to the software it is possible you may have a firewall on your network or local machine preventing you from retrieving this update Check with your Administrator or disable your firewall As an alternative you may visit our host site at http host 1099 Pro com and search for the product by year and then by product type either Pro or Enterprise then search for the Web Update folder To Automate Checking Options for automating the update checking process are set via the Program Preferences which can be found on both the File menu and General Options tab on the left side of the 1099 Main Menu Notes e If your installation of 1099 Pro has Security turned on and you do not have Administrator level access you will not be able to view or change the Update Checking options on the Program Preferences e If Security is not turned on and you are on a workst
181. ber 304 263 8700 not toll free For TTY TDD equipment call 304 267 3367 not toll free The call site can also be reached by E Mail at mccirp irs gov The hours of operation for the call site are Monday through Friday from 8 30a m to 4 30 p m Eastern time Other tax related matters For other tax information related to business returns or accounts call 1 800 829 4933 Note Users wth an active internet connection can access many other files directly from the IRS SSA websites For details see Print Blank Forms amp Instructions 12 Browse Records Browse Records The Browse Forms screen allows you to view all forms of a particular form type which can be sorted in the order you designate From this screen you can Add Change Delete Print Total as well as perform Group Actions with your forms e Current Sort View Order Current Sort Order or Views available to 1099 Pro customers allow for sorting by certain criteria They are Last Name or Company by TIN or you have the ability to create custom views by selecting from available views in one window and displaying these views in the Enter Update amp View screen See Current Sort View Order for further details There are two ways to search for a form one from the keyboard depending on your sort order and one by using your mouse e Current Query Filter By default all forms for the form type selected are displayed You can choose to display a subset of the current form type by c
182. cate the file that you created using the 1099 Pro software Once you have located the file you will need to click on the Upload button Copyright 1099 Pro 2014 F130 Lane 2014 Test File This option is used to test your files for the upcoming tax year 1 Click on the Test File link 2 Click on Browse and locate the test file that you created using the 1099 Pro software Once you have done this click on the Upload button Once you are done with uploading any electronic files to us click on Logout to complete your upload session Log Off the FIRE System Thank you for using the FIRE system Please close your browser at this time The account information you entered remains in your web browser s cache until you close the browser Close Web Browser 16 3 Combined Federal State Filing Program Combined Federal State Filing Program The Combined Federal State Filing Program is open to electronic filers First time participants in this program must 1 Obtain a Transmitter Control Code TCC 2 Submit a test file to the IRS Test files may be generated via the Electronic Wizard Hard copy print tests are no longer acceptable Electronic test files may be submitted between is not available at this time A test file should consist of at least 11 total records for recipients from any of the states participating in the Program Participating States Participating states include AL AR AZ CA CO CT DC D
183. cate your preview preference Ask me before processing each copy default Copyright 1099 Pro 2014 F208 _8066 Proe 2014 22 18 22 19 Yes preview each selected copy type without asking me No send the forms directly to the printer without previewing them 5 The Select the Sort Order to Print Forms field is ghosted because only one record is selected for print 6 Enter an optional message to print in the upper right corner of the form 7 When satisfied with all entries click the Print Now button Click Close to exit this screen To reprint a group of forms see Group Actions To reprint an entire print session as opposed to an individual record see Reprint Print Session See Advanced Print Options Reset Print Session Reset Print Session to Pending Only print sessions with a printed status may be reset Resetting a session will reset ALL records to pending status This is usually for making a revision to a tax form For Example an incorrect address a dollar amount or a TIN number etc To reset an individual record see Print Status To reset session 1 On the task panel select the Forms amp Printing section and click the Print Tax Forms icon Use the Current Form drop down menu to select the form type to process 2 At the Completed Print Session List highlight a print session and click the Reset Session button 3 1099 Pro prompts Are you sure you want to reset these records to pending status Clic
184. cation of your upload file and details on uploading your file to the Service Bureau If steps 1 3 are all correct you need to check EVERY ONE of the following Control Totals Reports to confirm that the number of records and the control totals dollar amounts for each of the boxes are correct If you approve of the information on the control totals 1 Enter the total number of forms in the Acknowledge the total by re entering it here box 2 Type your name in the Signature box 3 Click Upload my File What to do if the Summary or Control Totals are not correct 1 Highlight the session upload at the Begin a new Service Bureau Upload Session Screen 2 Click on the Reset VOID Upload button to void the upload All of the forms associated with any of the logs that were part of the Upload Session will be reset back to their original pre upload status 3 Correct all problems you discovered while examining your Control Total Reports then return to the Service Bureau Upload Session Screen and create a new Upload file What to do next after you have examined the Summary and Control Totals Reports Copyright 1099 Pro 2014 22a Lane 2014 26 2 3 1 Return to the 1099 Pro Service Bureau Upload Center screen where the Service Bureau Upload Sessions are listed 2 On the list select any Pending log item that is part of this upload 3 Are these Processing Instructions correct 4 Are all of the Filers and Form Types
185. cause the software to check the records for the chosen Filer s and Form type s for errors or warnings prior to their being uploaded to the Service Bureau Note In order to adjust any records with errors or warnings you will have to exit the Service Bureau Upload wizard and use the Work With My Tax Forms area Copyright 1099 Pro 2014 222 8966 Pro 2014 11 e Folder The default location is C 1099 Pro Pro99T14 Uploads you have the option to change the location where a file will be created and uploaded to the Service Bureau from Note It is not recommended that you change the location from the default location Click on Create File to proceed 12 Once the upload file has been generated the wizard will print all of the necessary paperwork Filing needed for the next step These will include the following e A Summary report and Instructions sheet e Aone page control totals report for EACH filer and tax form type you select Please visit https www 1099pro com videos asp click the Filing Electronically with the Service Bureau video to watch a brief tutorial on the Service Bureau filing process 1 In the taskpanel under Filing My Forms choose Via the Service Bureau and click the Filing with the IRS Upload button Check for updates and if you like to add account numbers click the Start the Generate Accounts Wizard At the Create Upload File Wizard click Begin to proceed Use the Back button
186. click the General Options tab and the Recipients list icon 2 At the Browse the Recipients File screen click Add 3 At the Adding a Recipient Record screen complete all fields Use the lt F1 gt key at any time to access field specific information 4 After completing all fields click OK to save the recipient Copyright 1099 Pro 2014 5 4 5 5 5 6 5 7 Recipients List Change a Recipient Change a Recipient Changes made to a recipient only effect records with a pending status To change a recipient 1 From the task panel click the General Options tab and the Recipients List icon 2 Atthe Browse the Recipients File screen highlight the recipient and click Change 3 Atthe Changing a Recipient Record screen make changes and click OK 4 The Administrator prompts to update all pending records with the new recipient information Records with a printed or Filed 1096 status are not updated Delete a Recipient Delete a Recipient A recipient cannot be deleted if any records are associated with it To delete a Recipient 1 From the task panel click the General Options tab and the Recipients List icon 2 At the Browse the Recipients File screen highlight the recipient and click Delete 3 At the Confirm Delete screen click Yes to delete the recipient or No to cancel Forms Issued Report Run Forms Issued Report The Forms Issued for Recipient report details all forms issued to each recipient
187. code return to the Registration Services page and select the Confirm Registration link e Once your registration is officially confirmed you may complete the application for the TIN Matching Programs Notes on system use e Once you become a registered user you can immediately verify Names and TIN s interactively Simply type in the Name and TIN manually up to 25 at one time e BE SURE NOT TO SUBMIT THE SAME DATA WITHIN A 24 HOUR PERIOD OR THE SYSTEM WILL SUSPEND YOUR ACCOUNT FOR 96 HOURS e We suggest submitting in January 2014 e There are six potential responses from the IRS System How to respond to system results e Verify your data against the original W 9 form on file for the Recipient e Use the 1099 Pro software to send out additional W 9 s 1st B Notices or 2nd B Notices as applicable Copyright 1099 Pro 2014 e Finally send in IRS Corrections when applicable Protection from IRS Penalties e Due Diligence Using the TIN Matching System allows you to verify the accuracy of TIN and Name information prior to submitting information to the IRS e IRS Code 6724 provides any penalties under Section 6721 may be waived if the Filer shows the failure to provide a correct TIN on an information return is due to Reasonable Cause and not Willful Neglect e Filers may prove Due Diligence and receive a waiver from proposed penalties if they prove the TIN and Name combination they submitted matched IRS records Providing a copy of
188. configuring security will guide you through the process of assigning a user to a profile created during Step 3 To add a User to a User Profile 1 Click on the Add Remove Users from Profiles button located on the Security Options window 2 At the Security Assign Users Available User Profiles in Corporate Suite screen you will assign the users you have created to a profile 3 Select the profile you wish to add users to by clicking the Available User Profiles dropdown 4 Tag the users that you wish to have applied to the selected profile NOTE You must click Save prior to adding users to another profile 5 To tag a user highlight the user and click Tag button or click in the column to the left of their UserID Select which tax years users have access to under the profile Corporate Suite Only 1 Click Save Save my Changes to this Profile Year 2 Repeat the steps above to add users to additional profiles 9 1 6 Turn On Off Security Turn On Off Security Section 1 Accessing Security e To access the 1099 Pro security control panel select File from the program menu and then select Security and Administration e From the Global Administrative Options window click the Security Groups button on the left Security status is displayed in the blue box toward the top of the window next to the Security is currently On Off text If security is not e
189. cords that were imported with a printed status cannot be woid reset or delete The entire import session must be reset Copyright 1099 Pro 2014 Helpful Hints o Voided View the form unvoid the form or reprint the form Filed 1096 View the form reprint the form or create corrections Filed View the form reprint the form or create corrections SB Print Mail This status indicates that an upload file has been generated and marked with a request for the Service Bureau to print and mail your forms to your recipients SB Filing This status indicates that an upload file has been generated and you have elected the Service Bureau to file your forms to the IRS SB Print File This status indicates that an upload file has been generated and you have elected for the Service Bureau to Print amp Mail to your recipients then File your forms to the IRS Corrected Pend amp Corr File View the original or corrected form reprint the original or corrected form To access the Protected Form Update Options screen At the Work with My Tax Forms screen highlight any record with any print status except pending Click the Change button To Create Corrections Refer to About Corrections and Create Corrections A Tutorial 6 13 Registration code Registration Code A registration code activation code is provided upon proof of payment Registration codes are 14 alpha numeric characters e g R91234567XXXSE The algorithm of y
190. creation process Change of Status from Quick Print ASP Only e Disallow status changes from Quick Print Regardless of what copies are printed using the quick print tool the status of the form will not change e Allow Quick Print status chances option will not be checked e Allow Quick Print status changes option will be checked Restrict Creation of Filed Wrong Form Corrections es No Restrictions Anyone who has access to create corrections will have the ability to choose the filed wrong form option when a record will have its information manipulated Restrict for ASP only Representatives that use the ASP interface will not be able to choose the option Filed Wrong Form when manipulating a filed Record Restrict for ASP and CS Users in general will not have the option to choose the Filed Wrong Form option when choosing to alter a filed form Restrict Form 1099 LTC Box 5 This area will give you the option of what information is displayed when a 1099 LTC is printed out Note Box 5 indicates a Chronically Ill or Terminally Ill status Use Box 5 information for printing filing Information entered in box 5 of the 1099 LTC will be printed for all copies and included in electronic filing Suppress Box 5 for printing and filing This option suppresses printing or reporting via electronic filing information entered in box 5 of the 1099 LTC Options for allowing Processing Restrictions to be used with Tax Forms Note These restrict
191. ctory 3 Path Not Found The directory name specified as part of the path does not exist 4 Too Many Open Files The total number of file handles available has been used Check the FILES setting in the CONFIG SYS file or the user s or network s simultaneous open files setting in a network environment 5 Access Denied The file has already been opened by another user for exclusive access has been left in a locked state or you do not have network rights to open the file This error can also occur when no disk space is available Copyright 1099 Pro 2014 246 Lane 2014 7 Memory Corrupted Some unknown memory corruption has occurred 8 Insufficient Memory There is not enough unallocated memory left to perform the operation Closing other applications may free up enough memory 15 Invalid Drive An attempt to read a non existent disk drive has failed 27 Invalid Table Declaration An attempt to open a table that has an invalid table structure has failed This is normally found when a Dynamic File has been created incorrectly Also seen in IP Driver based applications 30 Entry Not Found A GET to QUEUE has failed For GET Q key the matching key value was not found and for GE TO pointer the pointer is out of range 32 File Is Already Locked An attempt to LOCK a file has failed because another user has already locked it 33 Record Not Available Usually an attempt to read past the end or beginning of file with NEXT or PREVIOUS
192. curity Number has 9 digits divided by 2 hyphens i e 333 22 4444 An EIN Employer Identification Number has 9 digits divided by 1 hyphen i e 22 7777777 The placement of the dash is critical Copyright 1099 Pro 2014 siosan 5 32 26 TIN SSN Masking TIN SSN Masking Use of this option allows you to print recipient copies of forms with the SSN masked i e 444 12 1234 will display as XXX XX 1234 for added security when mailing to the recipient Note when SSN masking is enabled for a filer or print run ALL copies printed for the recipient will be masked For example if the recipient receives both a recipient and a state copy the SSN will be masked on both IRS Rules and Restrictions for use of SSN Masking EIN or TIN formatted like 12 3456789 cannot be masked A masked SSN has an X for the first 5 digits Example XXX XX 1234 Masking is only available for Recipient copies For example if the recipient receives both a recipient and a State copy the SSN will be masked on both forms Masking can only be used on 1098 1099 and 5498 series forms as per IRS Notice 2009 93 Masking is available for Calendar years 2009 2012 Update per Notice 2011 38 1098 C is no longer allowed to be masked This software will automatically apply these rules as needed when SSN masking is selected 32 27 Transmitter T Record Transmitter T Record Transmitter T Record Identifies the Transmitter of Electronic file information co
193. curity and or the return address would be different for each Payer Code Additionally in an import file with recipient tax form data for more than one Payer Filer Payer codes can be used to define which Payers Filers the recipient tax form data should be posted to Country Defaults to USA Selecting Canada or a foreign country automatically reformats the address fields Filer Name Prints on all tax records Address Prints on all tax records Contact Information Use the Add button to add a Contact Person Department and Phone Number Adding multiple contacts allows you to change the contact information on different records use the Dept field at the Adding a Form Record screen At least one contact is required The phone number prints on all copies and 1096 Transmittals The Transmitter Submitter contact name is included in electronic files Fax This field is optional E mail This field is optional 4 6 Filer Reports Filer Reports The Filer Employer Payer Listing provides detailed information on filers including Name TIN Contact Information State ID Numbers and a history of any address changes To run a report 1 From the menu bar click file and Filers Withholding agents 2 At the Browse the Filers File screen click Run Filer Report All filers are automatically included in the report unless the Print Only One Filer check box is selected To pick and choose filers exit this screen and at the menu bar c
194. d REPLACEMENT files being sent electronically Although an authorized agent may enter their PIN the payer is responsible for the accuracy of the returns The payer will be liable for penalties for failure to comply with filing requirements refer to Publication 1220 Part A Please enter your 10 numeric PIN PIN Verify PIN 9 Now you will be redirected to the FIRE system account page where you can make modifications to your account or you can upload the file that 1099 Pro has created 10 To continue with the file upload process click on the Send Information Returns link in the top left corner 11 You will be asked to enter your TCC and EIN at this point Once you have entered this information click the Submit button Note If you do not have a TCC number you wll need to complete form 4419 and submit the completed document to the IRS http www irs gov pub irs pdt f44 19 pdf Copyright 1099 Pro 2014 Filing via eFile 129 Enter your TCC and EIN for Filing Information Returns Tec Eni 9 numerics no hyphens Do not send W 2 s on this system They must be filed via www ssa gov employer NOTE If you do not have a TCC orthe TCC EIN combination you entered does not appear to be valid please call toll free at 1 366 455 7438 for assistance 12 Now you will be shown your contact information You can make any adjustments that are necessary and once you are done click the Accept
195. d TIN and Ni No Death Master F meen eve 31 1 4 TINCheck Integration TINCheck Integration There a 2 ways you can give a user access to TINCheck integrated features If the end user is part of a built in access group the admin can create If the user is part of a custom access group you can simply modify the user profile under the access group Users belong to access group that are highlighted in green are using Built in Groups If using built in groups a new access group will have to be created to allow access to TINCheck Copyright 1099 Pro 2014 Additional Services 257 Access Groups 3 About Access Groups Access groups determine which Forms or Program Areas a User can access and what rights the user has accessing those forms or This group grants a user full All Areas Except Security access to all areas of the All Requests Full Rights software including the ability Custom MISC Only to modify Security and Export Tax Form Data Administration settings Tax File Tax Forms With IRS form access must be added Import Tax Form Data separately using additional Service Bureau Upload groups E g Tax Forms Full Tax Forms Edit Pending Rights Tax Forms Full Rights Tax Forms View Only W 9 Tracking Add Change Delete HM Groups that are this color are Built in Groups ai Close Help and cannot be deleted or changed other than just adding or removing members U
196. d to retain data for possible future reference Only records with a printed status can be voided To void a record 1 At the Work with My Tax Forms screen highlight a record and click Change to access the Protected Form Update Options screen 2 Click the Void the Form button 3 1099 Pro prompts Are you sure you want to do this Click Yes to wid the record Un Void a Record A voided record may be un voided or reset to a pending status To un void a record 1 At the Work with My Tax Forms screen highlight a record and click Change to access the Protected Form Update Options screen 2 Click the Un Void the Form button 3 1099 Pro prompts Are you sure you want to do this Click Yes to un void the record The record automatically reverts to pending status 12 4 Browse Notes Attachments Browse Notes All tax forms recipient forms and filer forms now have an icon button to the left of the SAVE button that lets you create and update notes for that item When you are on a data entry form the Notes button will change colors to help you know if there are existing notes or not e If the button background is BLUE no notes have been entered for the item yet or any existing notes have been deleted e If the button background is RED there are currently notes for the item Each note can contain up to 512 characters and you can have as many notes as you want for each item Every time a note is created or upda
197. d 95 state subset 95 StateComply 265 States Code Table 169 States Subset File Wizard 116 status 263 status codes 42 263 Step 1 Creating an Upload File 220 227 Step 1 Import Filers Recipients or Data 154 Step 2 Approve Control Totals 223 Step 2 Validate your Data 156 Step 3 File Upload Transfer amp Completion 224 Step 3 Final Import Post Results 156 stock 206 Stream Error 245 supersceded 95 Switch user 76 SWT 67 System Requirements 19 System Security Settings Password Requirements Step1 56 SE TRecord 140 Tag Filers 32 Step 3 File Upload Transfer amp Completion 219 Copyright 1099 Pro 2014 Tagging Recipients 41 Tagging Records 100 Tax Form Notes 93 Tax Identifcation Number Tax State 97 117 Tax Supplies 231 TCC 233 Technical Support amp Maintenance 18 Test Files 130 Text Alignments 26 the specified module could not be found Theme Effects button 26 This Single User version of 1099 Pro can only be used by one person at atime 244 Thresholds 78 TIN 255 263 282 TIN amp Name Matching TIN Masking 283 TIN Matching 226 How to 113 TIN Matching Overview tin validation 263 Tin Validation OFAC DMF SDN SSN EN 92 tincheck 226 250 252 255 256 263 TINCheck Built in 256 TINCheck Installation TINCheck Integration Too Many Open Files Toolbar 45 TOP SPEED TOPSPEED Tour 16 Transfer data 280 Transmitter Control Code Transmitter Information 233 Trappable Runtime Errors 245
198. d Test Print Export Tax Form Data File Tax Forms With IRS Li Iag X Untag amp Prev Tag Show Tagged Save Changes to Group w Tag All X Untag All KN Next Tag Add Notes for this Profile Up Tin For Ray X Cancel Help 31 1 5 Status Icons TINCheck Status Icons These status symbols can be found when adding editing an individual record you ll find them to the right of the TIN being checked Copyright 1099 Pro 2014 264 8966 Pro 2014 O voip CT CORRECTED PAYER S name street address city state ZIP code andtdephone no 1 Rems OMB No 1545 0115 1099 Pro Inc 23901 Calabasas Rd 780 00 201 4 Miscellaneous Suite 2080 KZ l Calabasas CA 91302 ncome Form 1099 MISC 5 Other income Federal income tax withheld 866 444 3559 oneiDep PAYER S Federal identification number RECIPIENTS identification S Fishing boat proceeds g Medical amp health care payments 95 8675309 95 4185342 Recipient s address View mode click for edit Nonermphyee compensation R Substitute payments in lieu of dividends or interest 1099 Pro Inc 891 00 Suite 2080 Payer made direct sales of 10 Crop insurance proceeds 23901 Calabasas Road 5 000 or Gees of consumer Products to a buyer Calabasas CA 91302 Gees eme 5 Ge Account number see instructions 2nd TIN 13 Excess Besse parachute 14 Gross ee paid to KSE an attorney al Tiot AL Optional Text is n
199. d W2 forms 1099 Pro Inc has added the ability to print to pressure seal forms in our 1099 Pro amp W2 Pro Professional and Enterprise products Several different formats of pressure seal forms are available from 1099 Pro Inc Our W2 Pro 1099 Professional and Enterprise software will be able to print on any of those forms and if there is a pressure seal form which you would prefer to use that is not already a listed printing option in the software contact our Service Bureau and we ll customize the software to accommodate you and your choice of form s Trouble Shooting Customers may experience issues when attempting to print on the large 8 5 x 14 pressure seal forms If the printer software is not configured correctly during the print process after selecting pressure seal forms any 8 5 x 14 form either preprinted or blank you will find that it appears that the printer is squashing the graphics and text The reason The default setting for most printers is 8 5 x 11 letter paper In order for the text and graphics to appear properly on the 8 5 x 14 paper you should select legal for the paper format If you are unsure about how to select legal paper during the print process you will want to contact your printer manufacturer Copyright 1099 Pro 2014 Transmitter Information 233 28 Transmitter Information Transmitter Information A Transmitter Control Code number or TCC is required when filing electronically A TCC is composed of fiv
200. d an additional cash field in Box 1 Gross winnings Add the ability to set withholding as a percentage in box 2 Federal income tax withheld Note Either Federal 25 State 5 or Federal 10 State 2 A drop down box for boxes 11 First I D and 12 Second I D Note The ID s used in these boxes can be defined under Security and administration then Business Rules Manage Data Entry Code Lists amp Options then click on the Code Type to view update of Recipient I D Types with that option selected you will have click on Add to add optional groups people to the box 11 or 12 drop down lists 1042 S Suppress No TIN Message Turning on this option will suppress the warning given if a form is entered and there is no TIN number assigned to the form at that time Filter the CSR list by Filer is Security is on Local Local Tab Recipient Address ZIP Code City Options 1 Convert City to UPPER case during manual entry ZIP lookups Clicking this check box will cause the program to automatically convert the City to all upper case characters when using the software s build in zip code to city matching utility Always convert Recipient City to UPPER case during printing When printing records from the Corporate Suite software or ASP interface the City name will always print in upper case regardless of what is viewed in the Work With My Tax Forms screen Local Options 1 Automatically reselect the last Filer at pro
201. d finishes a set of final instructions will be printed for you on the printer shown below At this point you have the option of changing your default printer to another printer selection or accepting the default printer Make sure you are connected to the Internet before uploading Sign and fax your Control Totals to the Service Bureau at 818 876 0202 If unable to upload via built in HTTPS e Select FTP to Manually transfer your file to the Service Bureau e Press Finish to create the files for manual transfer Special instructions will print out advising you how to proceed next It is you responsibility to make sure these records are transferred to the Service Bureau e Methods for sending records to the 1099 Pro Service Bureau when manual transfer is selected Method A Sending your file via email 1 Create an email ATTACH the upload file See printed paperwork for file name and location and address the email to uploads 1099 Pro com 2 SIGN and FAX your cover sheet to the phone number indicated on your printouts Copyright 1099 Pro 2014 Service Bureau Overview 229 Method B Uploading your file manually via the 1099 Pro uploads web site 1 Using your web browser access our secure FTP site at https uploads 1099 Pro com 2 Fill in the prompts using Login ID 1099upload Password 2004 3 Click the LOGIN button ten click UPLOAD at the lower left of the screen 4 Browse to your upload file See printed paperwork for
202. d mail your forms select the via the Service Bureau link under the Printing amp Mailing section on the left task bar If you would like the Service Bureau to electronically file your forms then click the via the Service Bureau link under the Filing My Forms section Copyright 1099 Pro 2014 Service Bureau Overview 221 2 At the Printing Mailing Filing and Bulk TIN Matching screen click either the Printing and Mailing Upload or Filing with the IRS upload depending on what action you want done 3 We highly recommend you check for updates to this program before starting any printing or filing process That will ensure that you have the most recent version of the software and the process will go as smoothly as possible See Web Updates for more information Note If you would like to have the software add account numbers to any records in the software that do not already have them click on Start the Generate Accounts Wizard and follow the wizard 4 At the Create Upload File Wizard click Begin to proceed Use the Back button at any time to go back a step 5 Step 1 Select Filers Choose a method for selecting eligible Filers e All of my Filers This will choose all eligible records for all Filers in the software e Select Tag Filers This will allow you to manually tag each Filer that will be included in the Service Bureau Upload e Current This will only use the currently selected Filer for uploading Filer information
203. d separately during import e Address Apt Suite This field is imported separately during import Copyright 1099 Pro 2014 Imports Overview 167 e City US and Canadian addresses enter city Foreign addresses only enter city country and postal codes e State US and Canadian states enter 2 letter abbreviation e Zip US and Canadian addresses enter postal codes Foreign addresses enter postal codes in City field e Canadian Postal Codes Required format is letter number letter a space then number letter number For example C3H 4W9 is a valid Canadian postal code e Country 1099 Pro contains a map by name column called Country that can contain the following A country name This is matched against the country file and if a match is found it assigns the proper country code to the form e g Japan An alias for a country name If a match is found for an alias it will convert it to the proper country name e g You may setup FR as an alias for France A country code and optionally one of the internal country key values for cases where there are multiple names associated with one code ex UK can be United Kingdom England Scotland Wales etc The format is a two character country code a slash and then the country key if any The country file is arranged so that if there is no key being imported it will use the most inclusive generic country name Examples UK translates to Un
204. d these documents from the program Update Notes Update Notes This screen will allow you to add or modify note Please see Browse Notes Attachments for all available note types Browsing by Form Browsing by Form All tax form browses now have a new button on them to initiate browsing tax forms using the update form This lets you move from form to form while viewing all of the data for each form To use this feature 1 Click on Forms amp Printing on the navigation bar on the left then click on Enter amp Edit Tax Forms You could also just choose Create Edit and View from the Forms menu 2 Select the type of tax form to browse Copyright 1099 Pro 2014 Browse Records 95 Select the individual form you want to start browsing at Click on the Browse by Form button 5 Use your PageUp and PageDown keys to move forwards and backwards through the list of forms If a form has been printed or filed you will only be able to view it If the form has a status of Pending you will be able to update it and save your changes 6 If you want to keep browsing after making changes to a Pending form just press PageUp or PageDown to continue You will be asked if you want to save your changes answer YES then your changes will be saved and the next form will be displayed 7 To stop browsing by form and return to the list just press Cancel or Save on any form Pw NOTE When you use Browse by Form your current View a
205. d waiting to generate your electronic files until the end of the filing period This allows you the maximum amount of time to correct any errors before filing with the IRS See eFile Wizard to learn how Account Number Generation Why would I need to generate Account Numbers 1099 Pro offers a feature that will generate account numbers for each form that does not have an account number IRS Publication 1220 states on page 77 that the IRS requires account numbers Enter any number assigned by the payer to payee that can be used by the IRS to distinguish between information returns This number must be unique for each information return See How to Generate Account Numbers for more information Generate State Subset The Create State Subset Files wizard will walk you through the file generation process As usual you can select all filers or selected filers all form types or selected form types and all states or selected states All files are generated in the IRS format detailed in Publication 1220 with record types T A B C K amp F See How to Generate State Subset Files for more information Copyright 1099 Pro 2014 116 Lane 2014 16 1 State Identification Number State ID numbers are assigned by the individual state For example in California the Employer Development Department EDD assigns a state ID number Check with your accountant or attorney to determine your company s state ID number Many companies do NOT ha
206. d you may add a longer error message in the Full error message text box o Lastly you may suggest a fix for your form error by typing it in the Suggestion how to fix box e When you have finished configuring your rule click on the Save button to save your changes and return to the Manage Business Rules Validation window Copyright 1099 Pro 2014 Security and Administration 9 5 Check for Updates Check for Updates This option requires a connection to the Internet If you do not have an always on connection please be sure you are connected before initiating an update check Overview This option uses the Internet to check the 1099 Pro Inc update servers for a newer version of this program Instead of running the full Web Update procedure from your Windows Start gt Programs menu you can now quickly check for updates from within 1099 Pro or even have the program automatically check for you If there is a new version a message will pop up to display the new version and a one line summary of what is included in the update To Check Manually From the 1099 Pro Help menu select the Check for updates to 1099 pro option Follow the steps below to manually check for an update e Close the 1099 Pro software e Click on the Start menu highlight Programs then find your 1099 Pro Professional or Enterprise item in the list and highlight it e Inthe menu for 1099 Pro find the Check for Updates item and click on it to
207. dE deg AECH EENEG 85 Master Audit Trail Browser REENEN EEN eee eee seca REENEN REENEN EE REENEN 85 PUIG E 85 Beeeorgd Hgtore eege ege Sects erected at See Shee cece ed cea EEE EE EE EENS 86 Turn Audit Trails OO ff a aee rappare aera e pE ee eee REENEN EEN ENEE REENEN ENEE 86 Audit Trail Report Filters cceeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeseeeaeeeseeeeeesseeeseeess 86 Copyright 1099 Pro 2014 Contents Part XI Browse form records 88 T Browse IRS Tax sFOrmSy ceciccsedeccasccedecodanceesecetdesqctsesscsacnadteccbssicedecpodssncisncsedeseneducetscnserecs 88 Part XII Browse Records 89 APSE try FOME ieceesedicecedecccccantes cece gege cade ce decececesndaceceeeeducouteedceeetesicccarseececessndeccessedcceuteeccceass 91 2 Add a RO CONG EE 92 GW Re EE 93 4 Browse Notes Attachme ntts 22 ccceeeeeceeeee ee ee eeee ee ee ee ence ne seee seen ee RENE EEN EEN ENEE 93 Update CT 94 5 Browsing Dy Form geesde eaaa a aA aR EA ENa A 94 ETC 95 6 Ca pitaliZation oaea AEEA AEA Eege Eege eet 96 7 Cascading e Ee LE 96 8 Change a Record ania aa A SEENEN 96 CR ER DEE 97 10 Deparment eebe uge Ee eege Eege Ee 97 11 Options for Tax Form Data Entry ccccceeeeceeeee seer eeee ence eeee ee eeeeeeeeeeeeeeeeeeseeeseeeseaeseeeseaeeeeesees 97 12 Print View Reporte cccscscceccocceccessencecescceeetecceccedescaneewcteedensecteneececceseeucacaseectucanendeccGeeetzucedeeteds 98 TS SOAR CMW EE 99 1
208. data For information on restoring your data files please contact Technical Support NOTE Restoring a data file means losing ALL changes made since the last backup Thus it s smart to backup your data on a regular basis How to restore data 1 Install your 1099 software 2 Locate your backup file which should be in zip format i e 1099 Pro Backup 9 AUG 2014 9 38AM ZIP and is usually located in the Data Backups directory Default is lt DEFAULTPATH gt Data Backups 3 Unzip this file by using the utility WinZip to extract all the contents of this file tps files to your lt DEFAULTPATH gt Data directory You can find more information on WinZip here 4 Open your software and run a form counts by filer report to verify your data When you restore data to your Data folder i e lt DEFAULTPATH gt Data You must always restore your data no earlier than the software version number that was used to create the backup For Example Let s say you backed up your data while your 1099 software was in version 12 01 2014 Well now your data is in that same version 12 01 2014 If you ever need to re install your software perform a check for updates and make sure you get your software version number current as of 12 01 2014 since most likely the version you install at first may be an earlier version Now drop your data in to the lt DEFAULTPATH gt Data and open your software If you receive an error 47 then you most likely either per
209. days after you receive the required verification You may stop backup withholding anytime within that 30 calendar day period after receiving verification NOTE You are not required to file a correction unless you are also making a change to the dollar amount reported It is your responsibility to send the appropriate B notice to the payee when required to obtain the correct Name TIN This information may not be solicited by telephone You need a TIN validation IRS Letter 147C or Form SSA 7028 as appropriate in order to stop current backup withholding or prevent backup wthholding from starting Third and Subsequent Notices Is a Third B Notice Required Generally you may ignore a third or subsequent notice of missing or incorrect TIN s if you completed the actions for the First and Second B Notices and the incorrect payee name and TIN combination and account number remain the same However if the CP2100 CP2100A Notice and listing s relate to the same payee but with a different Name TIN combination than on the first and second notice you must treat the notice as a first notice 29 2 W 9 Main Screen W 9 Request Main Screen From the W 9 Request main screen you can track update print amp view reprint all previously issued information requests Current View Sort Allows you to sort the list of Names or Businesses by Last Name or by Tax Identification Number Search for Name TIN This feature is used for searching by Name or
210. dress information is spaced to fit into an 8888 1 envelope If needed 1099 Pro can create a template for the address information to be displayed properly with other envelopes Copyright 1099 Pro 2014 Printing Overview 199 ZS Select 1099 INT Pressure Seal Format Alternate Comb 81 2 x 11 Duplex 3 Panels Per Side Blank 5145 Blank Stock Copy B Instructions B Address on Back Moore Wallace 8172 x 11 Single Sided EZ Fold Blank N11E2 Pressure Seal Copy B Instructions Moore Wallace 81 2 x 11 Single Sided Z Fold Preprinted MW 351 Pressure Seal Instructions Copy B Puerto Rico 81 2 x 11 Duplex 2 Pgs Inc Address Sheet Blank 480 64 No PR Tax WH Int Box 1 Instructions 8172 x 11 Single Sided Z Fold PSB11Z Pressure Seal Instructions Copy B gt To Print 1099 Misc s on approved Puerto Rico forms 1 From either the Quick Print screen or the Print Tax Forms screen select Pressure Seal ACL when asked to Select the type of paper you want to print on a Select Puerto Rico 480 6A Corp Partners to print 1099 Misc Copy A Puerto Rico forms for Corporations or Partnerships b Select Puerto Rico 480 6B Corp Partners to print 1099 Misc Copy B Puerto Rico forms for Corporations or Partnerships c Select Puerto Rico 480 6A Individuals to print 1099 Misc Copy A Puerto Rico forms for Individuals d Select Puerto Rico 480 6B Individuals to print 1099 Misc Copy B Puerto Rico form
211. ds at least 11 B Records per each A Record End of Payer C Record State Totals K Record if participating in the Combined Federal State Filing Program End of Transmission F Record See Part C for record formats Copyright 1099 Pro 2014 eFileViewer Overview Kun File Format Each record must be 750 positions T Record A Record gorge be rtd ogra of Identifies the Payer the institution or person making payments the type of document being reported amp other misc info e T aN L ma eaaa oo a Identifies the K Record aS O Kr AL R Payee the H Summary of State s Totals C Record P 4 specific for Combined Federal Summary of B records B payment State files Each state will have a separate K record for the payees and x money amounts by 7 payer and type of B info pertinent to F Record return yk that form e Ee 1 j End of Transmission Ce i KH K r K EZ lt lt SE Note When generating State files K records will be generated if you have checked the Combined Federal State Filing Program CFS for the Filer and if the form type is in the CFS program i e DIV G INT MISC OID PATR R 5498 K records will only be generated for states that participate in the combined program Use of the Category option can result in multiple K records if the Filer amp Form Type are in the CFS program Filers where you opt out of the CFS will not have K records To change the var
212. e Box by box totals Number of missing TINs and more To generate report 1 Select the form type to process from the drop down next to Current Form and then click on Form Totals Reports under Preparing My Forms section on the Task Panel 2 Report Filter and Form Selection Options Choose a method for selecting records e All Pending Originals for this filer e All Original Forms for this Filer e Use Query Wizard to choose or create a query e Manually select records tagging 3 Error and Warning Messages Choose how to print warnings and or errors This option is ghosted if Copyright 1099 Pro 2014 Reports 215 the Summary Version report format is selected 4 Report Record Ordering Options Choose how to sort the records e By Last Name e By TIN e By Account Number then Last Name 5 Report Format Options Choose a report format e Summary Version amounts only no address text or error warning detail e Extended Version all form details including address and errors warnings 6 Additional options include e Add custom notes for this report run e Print totals only Suppress individual form details e Print Preview select No never Ask Me or Yes Always 7 When satisfied with your selections click Print Now 8 At the preview screen go to the last page to view the box by box totals 25 1 1 Troubleshooting Control Totals Troubleshooting Control Totals If while printing from the Report Filter and
213. e amp view Screen You can then print the completed form for your records and for filing with the IRS Forms Status Values See topic on Forms Status Values G Generating Account Numbers See Account Number Generation Copyright 1099 Pro 2014 ne Group Actions Group Actions let you tag select a number of items and then perform a single action on them In all cases you will be asked to confirm your choice before the action is taken H History 1099 Pro lets you view a list of prior changes to a form Records with a pending status display the Changing a Record screen In the upper right corner of the form is a audit trails button Click the audit trails button This screen tracks all manual changes made directly to a record Import Many database and spreadsheet applications such as Microsoft Excel Access and Lotus 1 2 3 provide for the exporting of data to an ASCII file These files can be imported into 1099 Pro thus relieving the burden of manually entering the information onto the tax form If your data has already been entered once why type it again INI Files The Pro99T14 INI file contains information specific to your installation and is located at lt DEFAULTPATH gt Admin If installing to a directory such as Program Files it may be placed in C Windows The INI file may or may not be deleted during a custom uninstall This file can be manually deleted if you want to totally remove 1099 Pro from your sys
214. e data set and IRS regulations by E Mailing Compliance at compliance 1099 Pro com Filing Problems Filing Problems Users may scan their records for errors and warnings prior to generating a electronic file or Service Bureau upload file If errors or warnings are found in electronic files users may choose whether or not to process those records For uploads all records are processed no matter what the scan is just a last chance informational check Processing Records with Errors Warnings Errors and Warnings typically indicate missing or incorrect information Missing SSN s Ne ENG and State Fields will typically be a warning An incorrect Zip Code for example would generate an error Typically the IRS will accept uploads with errors and warnings but a high percentage of missing TIN s or other errors or warnings can cause the IRS to reject your file and or result in penalties Users are encouraged to make every effort to fix missing or invalid data but if they are unable to do so file the records anyway A good way to identify errors and warnings is to click on Reports from the main menu select Extended Reports and then limit the report to printing out only Errors amp Warnings Try to fix Errors amp Warnings before filing with the IRS Consider filing Form 8809 for a 30 day filing extension in order to submit more accurate data See Finding amp Fixing Records with Problems Penalties Penalties Copyright 1099 Pro 2014
215. e Corporate Suite edition of our software In 1099 Pro during the Import of Fixed Length files you also have the ability to customize the field size of a mapped field To customize a field during Fixed Width Import 1 Select specific fields to be included in the import process and add them to your layout You can do this by clicking and highlighting a field from the available fields on the left and then click the Add this field button which carries the Database Field from the left column over to the Field Value screen on the right 2 In the Field Header list to the right double click on the field name until you see the Customize a mapped field screen pop up The following chart explains the title of the field and its contents Customize a Mapped Field Field Number fu Position From through Field Size 20 wf Save X Cancel Help Field Number Field or Record Number Equivalent to a column in an excel spreadsheet Position From Through Location of the field value expressed in numeric positions from the first location to the last location Field Size Total Number of characters form the first position to the last position of the field value Mapped To Tax Form field that the Field Value is mapped or linked to Field Value Title of the specific field Copyright 1099 Pro 2014 152 8966 Pro 2014 Process Allows you to enable specialized processing rules for the imported field
216. e alpha numeric characters If filing electronically via the Service Bureau a TCC is not required and this information need not be completed Request a TCC To obtain a TCC file Form 4419 to request authorization to file forms electronically Form 4419 must be mailed at least 30 days prior to the filing deadline for the electronic file Form 4419 may be printed at the Print Blank Forms screen For more information on TCC s contact the IRS MCC at 804 263 8700 A single TCC may be used to file on behalf of multiple filers See How to Create a Transmitter 28 1 Create a Transmitter Create a Transmitter To create a transmitter 1 At the menu bar click File and Transmitter Information 2 At the Update eFile Transmitter Information screen Enter the IRS assigned TCC five alpha numeric characters Enter the IRS assigned TIN dashes MUST be inserted Enter the name of the company or individual owning the TCC Enter a contact name and phone number Enter the TCC owner s address 3 Click OK to save changes or Cancel to abort The transmitter information is incorporated into the electronic file The TCC displays on the Computer Generated Substitute Form 4804 Form 4802 report which prints automatically after creating your Electronic File If after creating electronic files you discover that your TCC was entered incorrectly the Electronic File session must be wided Changes made at the Update Electronic File Transmitter Info
217. e cannot be written to disk This usually occurs because no disk space is available or the user does not have the proper network rights 52 File Already Open An attempt to OPEN a file that has already been opened by this user 54 No Create Attribute An attempt to execute the CREATE procedure on a file whose declaration does not include the CREATE attribute 55 File Must Be Shared An attempt to open a file for exclusive access that must be shared Legacy error no longer used 56 LOGOUT Already Active An attempt to issue a second LOGOUT statement while a transaction is already in progress Copyright 1099 Pro 2014 246 Lane 2014 57 Invalid Memo File Some unknown memo file corruption has occurred For Clarion data files this could come from a corrupt MEM file signature or pointers to the memo file in the data file that are out of sync usually due to copying files from one location to another and copying the wrong MEM file 63 Exclusive Access Required An attempt to perform a BUILD file BUILD key EMPTY file or PACK file was made when the file had not been opened with exclusive access 64 Sharing Violation An attempt to perform some action on a file which requires that the file be opened for shared access 65 Unable To ROLLBACK Transaction An attempt to ROLLBACK a transaction has failed for some unknown reason 73 Memo File Missing An attempt to OPEN a file that has been declared with a MEMO field and the file co
218. e default query All Records is chosen then the report is identical to the Control Totals report See Print View Reports Group Actions Button Group Actions let you tag select a number of items and then perform a single action on them In all cases you will be asked to confirm your choice before the action is taken For Example Deleting a group of pending forms allows you to manually select or tag any number of pending forms for removal All associated notes for the forms will also be deleted See Group Actions for more information Browse by Form Button All tax form browses now have a new button on them to initiate browsing tax forms using the update form This lets you move from form to form while viewing all of the data for each form When you use Browse by Form your current view and Query settings will still be in effect just as if you were using the standard browse For example if you are viewing the list of forms in Last Name Company order and have a Query to only show forms that have Notes you will still see only forms that have notes in Last Name Company order when you switch to Browse by Form mode See Browsing by Form for further instructions Quick Print Form Button To quickly print any tax form from the Work With My Tax Forms screen highlight the form and click on Quick Print See Quick Print for further instructions Copyright 1099 Pro 2014 Browse Records oa 12 1 Entry Forms Entry Forms Browsing a
219. e files should be placed Export files can be created in a variety of formats including delimited and fixed length All formats are created as standard ASCII files Follow the steps below to create and or define an export map 1 From the main screen in 1099 Pro you can click on the Export Forms for Print Mail link in the navigation bar to the left or as an alternative click on Utilities tab on the main menu then click Export Tax Forms to ASCII file s 2 Read the introductory information and then click the Next button to continue 3 Click on the Add or Update Export Maps 4 Next Click Add to add a new export map to the list or highlight an existing entry in the Export Map List then click Change To delete and export map highlight it and then click the Delete button There are three columns which define an export map Map Type File Format and Details The description column gives details about the currently selected export map and the Notes windows to the right give additional details 5 When clicking Add or Change you are prompted to go through the wizard for creating and or modifying export maps click Next 6 Select your Export Data Type either a Tax Form Recipients or Filers Next select a File Format Copyright 1099 Pro 2014 F106 Lane 2014 either Delimited Fixed or XML Next set your Field Delimiter and End of Record Options When finished Click Next 7 The following options are avail
220. e import If using your own header records or none use the Drag amp Drop method Sample Import Files Sample Import Files Instructions for trouble free creation of your Forms Import File We strongly recommend all 1099 Pro users to Check out the sample Excel sheets called XLS Data Copyright 1099 Pro 2014 Imports Overview 169 Shells provided in the Import folder of your 1099 Pro software folder What you need to do is copy your data under the respective field names provided in the Excel sheet The following example should give you a brief idea of the procedure you need to follow 1 Access your 1099 Pro software folder Default lt DEFAULTPATH gt In this folder you need to access another folder called Imports 2 In the Imports folder double click on XLS Data Shells and in XLS Data Shells Double Click on the Excel sheet called 1099 Misc 3 Copy the first row containing all the field names onto a brand new Excel sheet Then copy your relevant data under the respective field names 4 Go through Import File Conventions completely before you go to the Next step 5 Save this excel sheet as a Text Tab Delimited file This file is now ready to be imported into the software 20 1 9 States Code Table States Code Table When you add or change information in a tax form the Employees master list or Employers master list you have the option of setting the State code via a list of state names and abbreviations You can
221. e tax return They check whether a name TIN combination is correct by matching it against a file containing all social security numbers SSNs issued by the Social Security Administration and against a file containing all employer identification numbers EINs issued by the IRS Then they Copyright 1099 Pro 2014 132 8966 Pro 2014 compare the name control on the payee document if provided to the name control on file If a name control is not provided or is provided incorrectly they develop it from the name s provided on the first two name lines of the information return If they can match a developed name control to the name control in our records they consider it to be correct If no match is found using this process they consider your name TIN combination to be incorrect Name Controls A name control consists of up to four characters To help ensure that the name TIN combination for an account matches the name TIN combination on SSA or IRS files use the following information when you open an account for a payee Individuals The IRS develops name control for an individual from the last name on the return For example Ralph Teak Dorothy Willow Joe McCedar For an individual that has a hyphenated last name they develop the name control from the first of the two last names For example Brandy Cedar Hawthorn Victoria Windsor Maple For Joint Names Regardless of whether the payees use the same or different last names th
222. e void reset or delete The entire import session must be reset Voided View the form unvoid the form or reprint the form Filed 1096 View the form reprint the form or create corrections Filed Mag View the form reprint the form or create corrections SB Filing View the form reprint the form or create corrections SB Print Mail View the form reprint the form or reset to pending SB Filing View the form reprint the form or create corrections Corr Pending View the form print the correction change the record and delete the correction Corr Printed view the form reprint the form Corr SB File view the form reprint the form Corr Mag view the form reprint the form To access the Protected Form Update Options screen At the Work with My Tax Forms screen highlight any record with any print status except pending Click the Change button To Create Corrections Refer to About Corrections and Create Corrections A Tutorial Reprint Corrections Reprint Corrections To reprint corrections 1 At the Work with My Tax Forms screen highlight any corrected record without a Pending print status Click the Change button 2 At the Corrected Options screen click the Reprint Correction Form button Copyright 1099 Pro 2014 3 The Administrator prompts to reprint ALL associated corrections or just the selected form 4 Atthe Print Options screen select the paper type pre printed laser blank stock or pressure
223. ectronically System FIRE System however you must have software that can produce a file in the proper format according to Pub 1220 The FIRE System does not provide a fill in form option The FIRE System operates 24 hours a day 7 days a week You may access the FIRE System via the Internet at_http fire irs gov See Pub 1220 for more information Who must file electronically If you are required to file 250 or more information returns you must file electronically The 250 or more requirement applies separately to each type of form For example if you must file 500 Forms 1098 and 100 Forms 1099 A you must file Forms 1098 electronically but you are not required to file Forms 1099 A electronically The electronic filing requirement does not apply if you apply for and receive a hardship waiver See How to request a waiver from filing electronically below Copyright 1099 Pro 2014 8966 Pro 2014 17 The IRS encourages you to file electronically even though you are filing fewer than 250 returns Filing requirement applies separately to originals and corrections The electronic filing requirements apply separately to original returns and corrected returns Originals and corrections are not aggregated to determine whether you are required to file electronically For example if you file 400 Forms 1098 electronically and you are making 75 corrections your corrections can be filed on paper because the number of corrections for Form 1098 is l
224. ed Preferences At the menu bar click File and Program Preferences or on the toolbar select the General Options tab and the Preferences icon Preferences allow you to make changes to general settings which affect how the software functions globally Q Copyright 1099 Pro 2014 Ee Queries The Query Wizard allows custom access to your data va an intuitive wizard driven interface All users can quickly create and save customized queries and then re use those queries D Recipients The receiver of a 1099 tax form Reports Reports are very useful for tracking the status of your forms and determining if records contain any errors or warnings 1099 Pro offers 3 main reports to choose from Form Control Total Forms issued by Filer and Form Counts Restore The 1099 Pro Backup Wizard automatically copies all data files and compresses them into a WinZip format You can use the program WinZip to restore your data to a location on your hard drive Rights Groups Activity Groups are used to allow or deny users from performing various activities within the system Examples may be rights to View tax forms or rights to Import Export tax form data Activity Groups assigned to users cause these users to inherit the rights assigned to the Group Activity Groups consist of two types Built in Groups Denoted by the blue green color Custom Groups that you create Note Built in Groups cannot be deleted or changed other than just add
225. ed 188 Maximum Size 188 Memo File Missing 245 Memory Corrupted 245 Menu bar 44 Microsoft Access 171 Minimum Password Length 56 Module Preferences 65 Multiple Recipients One TIN 38 Multi User Considerations 22 Multi User Installations 20 N Name Control 131 Networks 20 No Create Attribute 245 No Logout Active 245 Notes 93 OFAC 254 office of foreign assets control 254 Online Help 23 Online Help Tutorials 44 Online knowledge base 44 Open Window Cutoff 67 Optimize Posting 23 Optional Fields 77 Options for Tax Form Data Entry 97 Order 119 125 Overview 16 P Participating States 130 Password Expiration Options 56 Password Format Options 56 Password Lockout Reset 56 Password Options 56 Password Requirements 56 Passwords 61 Path Not Found 239 245 Copyright 1099 Pro 2014 Payer Code 30 PCL Printing 192 P Code 30 pdf 186 PDF File Genration Overiew 184 PDF Options 184 Penalties 104 Pending Status 147 Phone number 18 Post Commit Rate 23 Post Results 156 Preferences 65 72 Preprinted Paper 232 pressure 206 pressure seal 206 Pressure Seal Forms 206 232 Print 201 Print an Import Map Report 216 Print IRS Form amp Instructions 186 Print Options 181 Print Session Report 194 Print Users By Name Report 62 Print View Record Reports 98 Printed Status 147 195 printing 179 206 Printing Blank Forms 186 Printing Tax Forms Wizard 195 Pro Tips 239 Profiles 58 Program alread
226. ed Property 1099 B Proceeds From Broker amp Barter Exchange Transactions 1099 C Cancellation of Debt 1099 CAP Changes in Corporate Control amp Capital Structure 1099 DIV Dividends amp Distribution 1099 G Certain Government amp Qualified State Tuition Program Payments 1099 H Health Insurance Advance Payments No Longer Mandatory 1099 INT Interest Income 1099 LTC Long Term Care amp Accelerated Death Benefits 1099 MISC Miscellaneous Income 1099 OID Original Issue Discount 1099 PATR Taxable Distributions Received from Cooperatives 1099 Q Qualified Tuition Program Payments Under Section 529 1099 R Distributions From Pensions Annuities Retirement or Profit Sharing Plans IR s Insurance Contracts etc 1099 S Proceeds from Real Estate Transactions 1099 SA Distributions From an SA or Medicare Choice SA Formerly 1099 MSA 5498 IRA Contribution Information Copyright 1099 Pro 2014 Browse form records 89 5498 ESA Cover dell ESA Contribution Information 5498 SA or Medicare Chose SA Information Formerly 5498 MSA W 2G Certain Gambling Winnings Other Instructions W 9 Request for Taxpayer Identification Number and Certification Puerto Rico Form Instructions IRS Telephone Assistance Information Reporting Customer Service Site If you have questions about reporting on Forms 1096 1098 1099 5498 W 2 W 2G and W 3 you may call a toll free number 1 866 455 7438 You may still use the original telephone num
227. ed to one or more areas in your 1099 Pro software 1 The Audit Trail Activity Report is available by launching the software Click on File from the main menu Click on Security and Administration Click on the Audit Trails amp Logging button Click the View Print Audit Changes Report button Select the options you would like to have included in your Audit Trail Activity Report and then click the OK button 7 You will now be brought to a screen that will ask Do you wish to PREVIEW this Report a Click the Yes button to access the preview options b Click the No button to send the Audit Trail Activity Report to the printer to the printer without previewing c Click the Cancel button to continue without generating the Audit Trail Activity Report OO W bh Note Once the report prints out use the following legend to determine what changes have been made to the records and filers on the report Definitions of the items on the Audit Trail Activity Report are as follows T TIN Tax ID Number N Recipient Name R Recipient Name A Account Old values are on the left Copyright 1099 Pro 2014 Audit Traits 85 New values are on the right Subtype Audit report tool doesn t know what was done with the record TransType Audit report tool doesn t know what was changed on any transactions 10 2 Deleted Record Detail Deleted Record Detail From the Master
228. ed to print your request B Notices B Notices Overview If after submitting files to the IRS a mismatch is determined e g a recipient s name and TIN do not match the IRS records the IRS sends the Filer a 9872CG CP2100 or CP2100A Notice The Filer must then issue a Form W 9 and a B Notice to the recipient in question unless the Filer determines the error was on their part e g a typo Note the following The recipient has 15 business days to respond to the notice and the Filer has 30 businesses days to reply to the IRS with their findings The Filer need only issue a B notice 2 times in 3 calendar years to the same account Any data entered in the optional Location Code field must appear per the IRS on backup withholding notices Sample B Notices Download Pub 1679 A Guide To Backup Withholding from IRS Forms amp Publications The publication includes first and second sample B notice formats Customize it in a word processing program e g Microsoft Word and create a mail merge See IRS Instructions Copyright 1099 Pro 2014 30 30 1 Error Messages Common Error Messages amp Solutions Error messages can appear as pop ups within your software in the event of a software bug or user error Many of these errors have simple solutions that can be fixed by you your IT department or 1099 Pro s technical support team To avoid any possible data loss be sure to backup your data regularly Most error mess
229. ed when a Form 1099 INT should have been filed NOTE Two separate returns are required to make the correction properly Follow all instructions for both Steps 1 and 2 Correcting an Error Type 2 Step 1 Identify incorrect return submitted 1 Prepare a new information return 2 Enter an X in the CORRECTED box and date optional at the top of the form 3 Enter the payer recipient and account number information exactly as it appeared on the original incorrect return however enter 0 zero for all money amounts Step 2 Report correct information A Form 1098 1099 5498 or W 2G 1 Prepare a new transmittal Form 1096 2 Do not enter an X in the CORRECTED box at the top of the form Prepare the new return as though it is an original 3 Include all the correct information on the form including the correct TIN name and address Copyright 1099 Pro 2014 Corrections 53 B Form 1096 1 Prepare a new transmittal Form 1096 2 Enter the words Filed To Correct TIN Filed to Correct Name and Address or File to Correct Return in the bottom margin of the form 3 Provide all requested information on the form as it applies to those returns prepared in Steps 1 and 2 4 File Form 1096 and Copy A of the return with the appropriate service center NOTE Do not include a copy of the original return that was filed incorrectly 8 Account Generation Wizard Account Generation Wizard Generating Account Numbers Wh
230. eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeseeeseeeeeeseaeeeeeseeeeeeesees 39 10 Run a Recipient Report 2ccccsc sc ccc eee ccct sce ce cece ecctii et ce ecec eden EENS ENEE EENS ENEE 40 11 Selecta Recipients gedoe ege EE eebe cesundzcctcaadecectiddscttcaceccasesddzcctenadecees 40 12 Tagging Recipients 2 2 2002ceccsececnteseececccacssqatccazccecqaneectecanedecscaesscntcanzeqeccadsectecantdecccacsaenes 41 Part VI Helpful Hints 41 T Adobe Acrobat sceana aa A Aaa E a aa 41 2 Alternative import layOUt sssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nennu nennen nnmnnn 42 3 Canadian postal code ruleS cccceececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeaeeeseeeseeeeeeseeeeeeeseaneeeesees 42 4 Complance Semi arS ssiri EENS ege EENS ee ENEE 42 5 Form Status Values nce i2ic cists eege ee A Ee ACEN Ee Een deck 42 6 Map by Name IMP ort ecececeeeeeceeeee ence eeee ee eeeeee ee eeeeeeeeeeeeeeeeeeseeeeeseseeeseeesseeseeseeeseeeseaeneeesees 43 7 Master Audit Trail BrowSer ccccceeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeseaeseeeseeeaeeeseeeseeeseaeeeeesees 43 8 Master Tax FOr a a EEE E E cuevndtecectelcneececdtoucccntduevueceedectets 44 HN Menu b t eaaa EA EAA EEEa ENEE EES 44 10 Online Help Tutorials a snnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nennu nnmnnn nnmnnn nnmnnn nna 44 11 Online knowledge base ccceeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeseseseeeseeeseees
231. eeeeseeeeeeeseeeaeenseeeseeess 141 Electronic Sessions SUM mary Report sceseseeeeeeeseetessesseeseeseeseeseeseeseeseesoesoesaesoeesesseeseesoeseesesessensnnenees 142 Exporting a UE 143 Limitations Of Export a ccc scsssseseesesensesessessesseeseeseesoesoesaesaeesesseuseeseeseeseeseesaesaesaesaesaeseneseesaesoesaesaesensneaneas 144 Form Status Overview 145 Forms Status EU 146 ENT 147 Important Dates 148 Filing Deadlines 22 ccstct ccc ccce le dectsccidecedetcaticceteectaude secdce ci devede le cacti ee REAREA OLANA AAEE AENDA ki 148 Imports Overview 148 Import E IM POLE WIZAN o Asaa EEE A E A T E Manage Import Maps import or Export ann Import Map serenas aden aeaee EEGENEN aiaa afer coves 151 Customize a Fixed e EE 151 Delimited or Excel Import Map Wizard EE 152 Step 1 Import Filers Recipients or Data 154 Step 2 Validate your Data Step 2 Final Imp rt Post RES UNS gegoss ege ENEE 156 Modifying an Existing Import Men 157 Copyright 1099 Pro 2014 Contents 9 2 3 4 5 6 7 8 9 10 Part XXI 1 Part XXII 1 Quickbooks IM port Wizard ce eee etesteneeeseeseeseeseeseeseeseesoesnesaesaevaesaeesesseeseaseusoesaesaeuseeseeseesaesaesaesaesaevanvaneanss 160 Country Codes Table ccccscssssseesessssessessesseesesseeseesneseesaessesaesaevaesoeesessneseasausausaesaessesseuseesaesaesaesaesaevanvaneanss Country ANAS E E E EE AE E E ASE E EE Import File Conventions Drag and drop methods Map by Name c
232. eeeseaeseeesseneeeesees 44 12 Protected Nd sasea nea AEAEE Ora EEAS a 44 13 Registration ET 45 14 Cell TE 45 15 Welcome Wizard eege EES EEN EES e 46 16 e OUER DEE 46 Part VII Corrections 47 1 Corrected Options onenakin Errea AE AEAEE AAAA EE ies ANATRA ANNEANNE ASAA EAAS ATRASA 48 2 Creating a Cortechon SEENEN KEREN EEEE ERR EEEE eeeeeeaaeeeeeeeaseseeeseeeseeeaaseseeeeeeeseeeeeeesees 48 3 Delete Corrected FOrims ccceecececceeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeseeeseeeseeeseaeseeeseeeseeeseaeeseesees 49 E Ge e Nd CN 49 5 Reprint Corrections use eereedEe EES EEE ENEE EEN NNN SEENEN 50 6 Reprint Original siii22 2 2 2 s20d2 ccsecccttssnedecscteedcctecacecectaccecadandZectcaaedcetiaasdaectndsecnccanzcccscaasacate 51 Copyright 1099 Pro 2014 6 8966 Pro 2014 7 Part VIII 1 Part IX i CAN o Oo P Part X N OO oO PP OD ch Types Of Corre clone icscc cos cteccscteccccstecdeceescanccaathcccceseqazccantfeascte ceacucaavsdseces stieccettssdeceesteccceats 51 Account Generation Wizard 53 How to generate account NUMberS sssssssssnsunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nennu nnmnnn nna 53 Security and Administration 54 Security OVervi Weirin a Ai aA ENAS a PAASA EN Ria aaa aa 56 System Security Settings Password Requirements Step 1 s nsnsnnnnsnsusnnnnsnsnnnnrnrnnnnrnrnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nne 56 Security Access Groups Ste 2 uuu ccesetsesssseesessevsevseeseeseeseeneeseesaesaesseseeeses
233. en You will then be taken back to the main Browse the Import Maps screen If you created a new Custom Map Field you can now select it from the list If you make changes to your header name changes to your import file then you will need to modify your existing map or if you chose create a new map which matches those changes Step 1 Import Filers Recipients or Data Step 1 Import Filers Recipients or Data Importing of Filers Recipients is available exclusively to users of the Corporate Suite edition of our software To import filers recipients or data Please visit https www 1099pro com videos asp and click the Importing Using Standard Maps video to watch a brief tutorial of the import process 1 On the task panel in the General Options tab click Import New Tax Forms a Multi User Installations see comment below 2 Corporate Suite step select which form series you are importing For filer or recipient imports make any selection 3 At the Importing Information screen click on the on the Import records from Excel or a Delimited text file button 4 At the Import Wizard screen click Next to proceed Use the Back button at any time to go back a step Copyright 1099 Pro 2014 Imports Overview 155 5 Select the type of import you wish to process by selecting it from the drop down menu labeled Select the type of tax form to import If importing filers or recipients select FILERS or RECIPIENTS
234. ending to Printed Forms wth a Status of Printed or higher cannot be deleted or changed If your forms have a status of printed then you can only print out an entire print run or an individual form To revert the status back to Pending you can click on the Print Tax Forms icon and change the status back to Pending by clicking on the Reset button each print log Filed 1096 A paper 1096 Annual Summary and Transmittal can only be prepared for forms that have a status of Printed To revert the status back to Printed you can click on the File via 1096 paper icon and change the status back to Printed by clicking on the Reset button each 1096 log E Filed This indicates that a file for the IRS was created and uploaded to the IRS To revert the status back to Pending or Printed you can click on the File via eFile or disk icon and change the status back by clicking on the Reset button each eFile log SB Print Mail This status indicates that an upload file has been generated and marked with a request for the Service Bureau to print and mail your forms to your recipients SB Filing This status indicates that an upload file has been generated and you have elected the Service Bureau to file your forms to the IRS SB Print File This status indicates that an upload file has been generated and you have elected for the Service Bureau to Print amp Mail to your recipients then File your forms to the IRS Correcti
235. er and Paper Type Review the selected printer and change if necessary Choose your paper type Preprinted laser forms or Blank stock forms Select the copies you want to print The Combined Print option available when printing to Blank stock prints all recipient copies and instructions on one sheet of paper gt Did you know that 1099 Pro offers a special 3 up recipient version of Form 1099 MISC Select Blank stock and Combined Print to preview gt Review various ways to safeguard TINs Select a sort order to print forms By Last Name Company Name default By TIN By Zip Code use to pre sort mailings for the post office By State Abbreviation Indicate your preview preference Ask me before processing each copy default Yes preview each selected copy type without asking me No send the forms directly to the printer without previewing them Review print summary and if satisfied click Print to begin printing The Print Wizard pauses before printing each copy to prompt you to load the appropriate form into the printer Indicate if forms are ready to send to the IRS Select haven t printed my red Copy A yet if you are still printing copies of these records These records have a pending status and are available for edits and further printing Select I have printed and verified my red Copy A forms after printing approving all copies of these records These records are assigned a printed status and are now ready to generate a
236. eration for the call site are Monday through Friday from 8 30a m to 4 30 p m Eastern time For other tax information related to business returns or accounts call 1 800 829 4933 Complimentary technical support is limited to questions regarding 1099 Pro software We are NOT authorized to provide accounting tax or legal advice Please direct such questions to your accountant or attorney Calls may be limited during peak tax season 2 1 System Requirements system Requirements 1099 Pro minimum system requirements include e Windows 2000 ME XP 2003 V ISTA 7 2008 8 2012 e 32 or 64 bit operating system compatible e Intel Pentium Il Celeron or AMD Athlon Sempron Turion Minimum e 256MB RAM 512MB or more preferred e 100 MB free hard drive space e For use with ANY Windows compatible printer e Windows compatible network optional Copyright 1099 Pro 2014 20 Lane 2014 2 2 2 3 1099 Pro also requires display settings of 800x600 and small fonts to properly display windows and type Some Deskjet Inkjet or Bubblejet printers may not print to the bottom 1 2 inch of paper Install Install To install single user or Demo 1 Insert the CD ROM into your computer s CD ROM drive 2 On your Windows desktop click the Start button and select Run 3 In the Open field type x setup exe where x is the name of the CD ROM drive and setup exe is the name of the W2 Pro executable 4 Click OK to start the setup program 5 Fo
237. esececeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeseneess 278 Pil riseescceseccc cccsesscesecs Segdenwinide cectaies Dee 278 HOTS LEE 278 Import Ma pcs scch cess ccs cece dctteete ENEE EE 279 ele Re EE 279 Payee B Recordare nen aara era REA N ENNA AREA AE AREA EAA TeaTS 279 Payor A lte D 279 Pending BE 279 Pending CT 279 Recipient Em ployee siisc cs22cccccscecznd sovegececceg cnet AE EEA EAE TERIA AEEA EAIN E EE IATE 280 Roll Forward Utili E 280 SSAE 16 SOC Type Wis eege NEEN NEEN SNE SEENEN ENEE 281 Cl BE 282 State Totals K ET DEE 282 Ved E 282 Task Panel WEE 282 WCC EE 282 TIN ege ia a Dieses eege ee een dee ge Nee eege ee Ee dee EE 282 TIN SSN Ma SKIING EE 283 Transmitter T Record EE EERNEEE aA NaN AAEN EAER NEELA EEan ATA a 283 Index 284 Copyright 1099 Pro 2014 Getting Started 13 1 Getting Started oud Welcome to 8966 Pro 2014 1099 Pro Basic Software Functionality Add a filer Add a record Add a recipient Import forms Important dates Update Software Support V 3 3 2015 1 1 Disclaimer Disclaimer The 1099 Pro Inc methodology of flagging errors amp warnings is merely a tool to help detect some of the possible inconsistencies or omissions in your data 1099 Pro Inc does not assert that our system of detecting Errors and Warnings matches that of the IRS SSA or that our system will detect any or all errors in your data You may in fact have records that flag no Errors o
238. ess than the 250 filing requirement However if you were filing 250 or more Form 1098 corrections they would have to be filed electronically How to get approval to file electronically File Form 4419 Application for Filing Information Returns Electronically at least 30 days before the due date of the returns File Form 4419 for all types of returns that will be filed electronically See Form 4419 for more information Once you have received approval you need not reapply each year The IRS will provide a written reply to the applicant and further instructions at the time of approval usually within 30 days How to request a waiver from filing electronically To receive a waiver from the required filing of information returns electronically submit Form 8508 Request for Waiver From Filing information returns Electronically at least 45 days before the due date of the returns You cannot apply for a waiver for more than 1 tax year at a time if you need a waiver for more than 1 year you must reapply at the appropriate time each year If a waiver for original returns is approved any corrections for the same types of returns will be covered under the waiver However if you submit original returns electronically but you want to submit your corrections on paper a waiver must be approved for the corrections if you must file 250 or more corrections If you receive an approved waiver do not send a copy of it to the service center where you file
239. esses Sample Import Files 0 States Code Table 000 Import Status Overview Converting From Excel Fortmat ccccccceeeeeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseseeeeeeeseeeeeeesseeeeeees 170 Microsoft Access 2007 Rollup ProCe Qure ccceessecceneeseeeeeeeeeeeeneeseeeeeeeseeeaeeeseeeseeneeesseeees 171 De IMIG RS E eccnaececessccsaedsandccchnecdazscessteccussedstecnondenen audsaecsusicoseacedsechestcstensnece 174 Import Session Report cc01cecceecteez cece cetcceteeecwececeeewecdensececesersteaserecteaeseteuecdesteeecceestuecader 174 Reject MIM POMS secasses eraa a E EEAS ENA EnaA EEA AEA R A anaE a er a TAARE 175 Review Import S SSION cccceeeeseeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeeeeeseeeaeenseeeeeeess 175 Independent Contractor Reporting OVErVvVieW cesececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeeeseneeeee 176 Voiding an Import SCSSION ccceeeeeee cece ee eeeeee ee ee seen eeeeee ee eeseee ee eeseaeseeeseeeseeseeeseeeseeeeeeesees 176 Importing from QUICKBOOKS oo ceceeeeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeesesseeeeeesseeeeeesseneeeees 177 Printed 179 Print SO SSIOMNS oxo ec goe ee EEN dee AE dee ENEE SES 179 Printing Overview 179 Advanced Print Options cccccceeeeeceeeeeeeeeeeeeeeeeeeee ee eeeeeeeeeeeeeeeeseeeeeeeeeaeeeeaeeseeeseeeseaeeeeesees 181 Inserting a CUSTOM Print MESSAGE niii iieiea ei enaena aa aaa aaea ema aE aa aa a raana ra Ka aea
240. essible at any tax form To access this information at any data entry screen place your cursor in the Recipient TIN field and hit the lt F2 gt key or right click your mouse The Select a Recipient screen appears with ALL recipients for ALL filers available Copyright 1099 Pro 2014 e 5066 Proe 2014 5 1 for selection At the Select a Recipient screen highlight a recipient and click Select or double click the recipient See Selecting Recipients Tagging Recipients 8966 Pro allows you to manually tag Select records for inclusion in a print session See Tagging Recipients Using the Recipient Lookup Feature In the recipient lookup screen you can run a program wide search for a recipient then view a list of form types associated with that recipient as well at the form s statuses error statuses Filer Tax ID number applied to this Tax Form and Recipient and then the Filer Name This is helpful overall when you have a large number of records in the software and you need to find someone right away without having to go in and out of various filers to search for a single recipient See Recipient Lookup Feature W 9 New Request for Recipient Indicator Column to show if there have been requests for a recipient See W 9 Main Screen Issue a W 9 or B Notice This button initiates the wizard to generate a W 9 for the selected recipient This lets you issue forms one at a time without creating a batch See W 9 Wizard Recipient Lookup
241. ettes to avoid the possibility of disk error It is also faster 7 Click Finish to begin creating your export file Copyright 1099 Pro 2014 108 Lane 2014 15 3 Bulk TIN Matching IRS Bulk TIN Matching Overview The features contained within this section are available exclusively to users of the Enterprise and Corporate Suite editions of our software For all others contact the 1099 Pro Service Bureau for TIN Matching and Bulk Tin Matching options Did you know that if the Name and TIN SSN EIN do not match on your 1099 s that the penalty is 100 00 for each mismatch up to a maximum of 250 000 00 per company Fortunately the IRS has introduced the Interactive TIN Matching and Bulk TIN Matching Program for form types 1099 B DIV INT MISC OID and PATR only There are two steps to participate e Register for the IRS TIN Matching System This will take at least 4 6 weeks e Perform a 1099 Pro Web Update to acquire the latest updates for your 2014 software How to register for the IRS TIN matching program e First go to http www irs gow Tax Professionals e services Online Tools for Tax Professionals and click on the E Servces link e Click on Registration Services at the bottom of the page e After completing the online registration BE SURE TO SAVE YOUR USERNAME AND PASSWORD FOR FUTURE REFERENCE It will take about 10 business days to receive your IRS confirmation code by mail e Once you ve received the confirmation
242. ey develop the name control from the primary payee s last name For example Joseph Ash amp Linda Birch Edward amp Joan Maple Sole Proprietors The IRSs generally develop the name control for a sole proprietor who may have both a SSN and an EIN from the individual s last name not the business name on the information return For example Mark amp Jane Hemlock Karen Birch The Sunshine Caf Ace Computer Co NOTE Sole proprietors should enter their business trade or doing business as name on the second name line of the information return Other Organizations They develop the name control for other organizations from the entity s name on the original Form SS 4 which was used to apply for the EIN For example St Bernard s Methodist Church ABC Company Building Fund Main Street Store Knowing how name controls are developed should be helpful in the filing of correct information returns Reminder If a payee has changed his or her last name for instance due to marriage he or she SHOULD inform the Social Security Administration of the name change HINT On name line one of the Form 1099 a payor should enter the payee s first name and new last name if the change has been made wth SSA or the payee s first name former last name and new last name if the change has not been made wth SSA Copyright 1099 Pro 2014 Filing via eFile 133 16 5 Reset E File Session Reset eFile Session Void a eFile session and al
243. f the CP2100 Notice or the date you received it whichever is later Date the B Notice no later than 30 business days after the date of the CP2100 CP2100A Notice or the date you received it whichever is later The outer envelope must be clearly marked IMPORTANT TAX INFORMATION ENCLOSED or IMPORTANT TAX RETURN DOCUMENT ENCLOSED 2 Make sure that necessary information such as the date account number and BWH rate are on the B Notice before mailing it to the payee If you do not include the optional reply envelope be sure to provide return address information in your mailing 3 Update your records with the corrected information received from the payee and include it on any future information returns you file Do not send the signed Form W 9 to the IRS 4 Begin backup withholding on payments made to payees who do not return a signed Form W 9 response to the First B Notice no later than 30 business days after the date of the CP2100 CP2100A Notice or the date you received it whichever is later However you may begin backup withholding the day after the date you receive the CP2100 Notice Stop backup withholding no later than 30 calendar days after you receive the signed Form W 9 from the payee You may stop any time within that 30 calendar day period NOTE Do not file a correction unless you are also making a change to the dollar amount reported It is your responsibility to send the appropriate B Notice to the payee when required
244. fault This option will allow changed in recipient information to take place across multiple filer and different take forms so that if there are multiple form types for one filer you will not have to adjust them all This does not effect forms that have a status other than Pending Restrict to current Filer only This option will allow changes in a recipients information to adjust multiple form types at the same time but will not allow adjustments across multiple Filers e Disable Cascade This will disable the ability for adjusted recipient information to be spread across multiple form types and filers all together Error Level if missing Address Line 1 and 2 e No Error Default Turning on this option will disable the warning message if there is a missing Address line 1 or 2 for recipient information entered manually or via import Warning Turning on this option will give a warning message with a status of Warning when entering recipient information that is missing a Address line 1 or 2 for recipient information either manually or via import The error message of warning will not prevent the tax form from being save or from being brought into the software without prompt e Error Turning on this option will give a warning message with the status of Error when entering recipient information that is missing a Address line 1 or 2 for recipient information either manually or via import The warning status of Error is more severe than t
245. fer Protocol An Internet connection is required for this option Dial up DSL Cable Modem etc Select Built in FTP to upload your file via File Transfer Protocol to the Internet Click Next In the next screen please confirm your settings in the summary window before starting the Upload Process Upload Type Upload for filing with the IRS Upload Method FTP Built in Total Filer Form Combinations Total Tax Forms File Name Example S9999999 ABC123 zip Type File Location i e lt DEFAULTPATH gt Uploads Contact Information Contact First and Last Name E mail Address and Phone Number Press Upload Now to submit your upload file to the Service Bureau for processing During the upload process the wizard uploads your file to the Service Bureau and provides you with a progress window to view the progress If you need to abort the upload process click the Cancel Stop the Upload button Copyright 1099 Pro 2014 Service Bureau Overview 225 26 3 Alternatively you may manually transfer the file to the Service Bureau E mail your upload file to uploads 1099Pro com You will receive an automatic confirmation of receipt of your e mail After the wizard finishes a set of final instructions will be printed for you on the printer shown below At this point you have the option of changing your default printer to another printer selection or accepting the default printer Make sure you are connected to the Internet before
246. form type to process 2 At the Printing Tax Forms screen choose the method to select pending forms for print 3 Click the Begin Print Process button to access the Print Wizard 4 Select processing options for any records with errors or warnings at the Confirm Processing screen 5 Select Printer and Paper Type a Review the selected printer and change if necessary b Choose your paper type Preprinted laser forms or Blank stock forms 6 Select the copies you want to print a The Combined Print option available when printing to Blank stock prints all recipient copies and instructions on one sheet of paper 7 Select a sort order to print forms 8 Select Yes to preview each selected copy type without asking me 9 Review print summary and if satisfied click Print to begin printing 10 As the Print Preview screen loads you will see icons in the upper right corner of the screen See image 1 below a Make a PDF converts the print job to a PDF document and prompts you to save this file to a location on your hard drive The default location lt DEFAULTPATH gt PDF You may also view a PDF which converts the print job to a PDF document and then starts Adobe Acrobat to view the file and finally you can Password Protect a PDF which prompts you to password protect the file before generating it and then allows you to save to a location on your hard drive Click this button to begin the PDF generation process The print screen wi
247. formed the above task again or with your software closed just run the check for updates program to update the data and your software altogether For Multi user installs of the 1099 software follow the same procedure above Once you open your 1099 software on the workstation it automatically downloads and synchronizes with the server version 9 3 Rules and Options 9 3 1 1099 Module Preferences 1099 Module Preferences The features contained within this section are available exclusively to users of the Corporate Suite edition of our software Copyright 1099 Pro 2014 66 Lane 2014 9 3 1 1 Here we will explain what the preferences are for the various tabs contained within the 1099 98 5498 W 2G Preferences Options area in the 1099 Pro Corporate Suite software Global Global Tab Options that apply to ALL users e Require A full name and address before a form can be saved Checking off this option will require a full name and address to be entered when manually creating a record Auto capitalize names addresses amp localities during manual entry This will automatically place everything that was manually entered for a record in an upper case format when the text entry has been completed Hide the optional form Category field on data entry forms Checking this box hide the areas Source and Category on records when manually entering forms Note These fields are only used as a means of organizing data for searches e Remi
248. forms either by single form or in batches e Batches To issue forms in batches there are two options Use the Issue W 9 and B Notice Forms option under Utilities to access directly The second option is to Click on W 9 B Notices on the task panel then Issue New Requests from the Manage Information Requests window e Single Form Navigate to the recipient browse screen click on the Issue W 9 B Notice button to issue a form for the selected recipient Or on the W 9 tab on the Recipient update form click on Issue an Information Request Form button there as well See Begin W 9 Request Wizard for more information Current Query The Current Query field on this screen allows you to view All Batches for all filers or All batches for the current filer View Print Batch Report You can generate a report based on the current active W 9 requests containing the following information Current TIN Name Address TIN Name Address when issued Requester Form Type Status Date Created W 9 Wizard WO Wizard The W 9 Request wizard will help you to issue a group of new information request forms The status of these forms can then be tracked and updated as needed W 9 Request Wizard 1 At the Print Information Requests screen for W 9s and B Notices click the Print a new batch of Copyright 1099 Pro 2014 206 8066 Proe 2014 29 6 information request forms button Click Next 2 Choose the type of form you need to
249. free of charge for approved filers thus eliminating separate reporting to those states Control Totals The Control Totals report is an invaluable tool for reviewing recipient records Information contained in this report includes Form type Filers Name and TIN Recipient s First Name Last Name TIN Account Number and optionally their Address Individual record print status and date of last update Box by box totals Number of missing TINs and more Corrections If you filed a return with the IRS and later discover you made an error on it you must correct it as soon as possible For some corrections you must file two returns with Form 1096 and for some only one return with Form 1096 In addition you must provide statements to recipients showing the corrections as soon as possible If you fail to file correct information returns or furnish a correct payee statement you may be subject to a penalty E Copyright 1099 Pro 2014 270 8966 Pro 2014 Electronic Filing See IRS FIRE System EIN Employer Identification Number An Employer Identification Number EIN is also known as a federal tax identification number and is used to identify a business entity Generally businesses need an EIN Excel Spreadsheet Files When saving data in Excel use the Save As method to save your file in TXT TAB delimited format not XLS format Sample import files in this format are included in your 1099 Pro installation and are very help
250. fter you open the Electronic File you will see the contents of the file The upper left side of the window contains a listed hierarchy of T A C K and F records The B record is displayed in the lower left when you have an A record highlighted As you highlight each field i e The T record field for a Transmitter the right side of the window displays to data in relation to the current field selected on the left While navigating up and down in a vertically with the cursor keys on the keyboard you will notice that you must click with your mouse in order to have the right pane to display the data The top of the screen contains an overall summary of the Transmitter Detail There are also two different viewing options View as Field List and View as Text 17 2 1 Viewing Options Viewing as Field List Copyright 1099 Pro 2014 140 Lane 2014 For viewing the data in a field by field format From Thru Size Denotes the physical location of the fields Field Name Displays the title of the field that contains the data Field Value Contains the data manually entered by the filer or imported from an ASCII text file Viewing as Text For viewing the data in a record without fields The cursor position allows you to locate specifically where your cursor is within a record 17 3 File Format Transmitter T Record all fields marked required must include transmitter information Payer A Record Multiple Payee B Recor
251. ful These files appear out of alignment when viewed from a text editor such as Notepad but look great when viewed from Excel To import TXT TAB delimited files select TAB CR LF and Double Quotes as your delimiters in the Import Wizard Export Database The 1099 Pro Export Wizard simplifies the process of creating export files Export files are written in ASCII format delimited with a TAB character and may be easily opened in Microsoft Excel Access or Notepad SE F Record End of Transmission Filer The individual or organization filing the 1099 FIRE System Use the Filing Information Returns Electronically FIRE System to electronically upload informational returns to the IRS Electronic files created via the 1099 Pro Electronic File Wizard fully comply with required IRS record formats per Pub 1220 The FIRE System is available 24 hours a day 7 days a week to any transmitter and can be reached by visiting htips fire irs gov The FIRE System can be accessed by opening a web browser accessing the Internet and typing in the address htips fire irs gov Form Status Users must select an import status for their data in the first step of the import routine Import Data Selecting the correct status is important because aside from Pending the status of the session can only be reset by voiding deleting the entire session Forms Fill in forms allow you to enter information while the form is displayed 1099 Pro in the Enter Updat
252. fy an output file name and let eFileViewer create one A 750 Byte IRS File Conversion Utility 09 24 Copyright 1099 Pro 2014 A single input file may result in more than one output file All output files will be placed in a single directory which you may specify Output Directory Browse Enter the output file name If left blank a file name will be automatically created using the PTin and Form Type Recomended OutPut File Name You may designate a three character extension for output files If you wish this extension can be used to identify the output from a single input file Extension TAB Please select how you would like to handle custom data in positions 663 722 of the IRS file This data area is used in special cases and is not defined in IRS specifications e Ignore it Extract using the default format To begin converting your file press the Process button Process Exit 144 Lane 2014 17 5 1 Limitations of Export Limitations of Export This utility will create files that can be imported into 1099 Pro While the utility has been thoroughly tested you the user must exercise precautions to verify the accuracy of your data All output files will be given abbreviated names in the form of PTin plus the PTin Form Type Orig or Corr and a two digit number to account for possible duplicates in Filer Name and Form Type and a three character extension which you may specify A log of outpu
253. ges or No Do not make any changes The same applies to changes made to filer and contact information as well as manual changes made to the Recipient Master list directly Change a Record Change a Record Only records with a pending status are available for modification 1 Atthe Work with My Tax Forms screen highlight a record and click Change or double click to access Copyright 1099 Pro 2014 12 9 12 10 12 11 Browse Records 97 the Changing a Form screen 2 Make necessary changes and click Save Delete a Record Delete a Record 1 At the Work with My Tax Forms screen highlight the record and click Delete 2 1099 Pro prompts to confirm the deletion Click Yes to delete the record or No to cancel This report is based on the currently selected query if the default query All Records is chosen then the report is identical to the Control Totals report Department Department The Select Department feature allows you to quickly change the department phone number associated with the current filer contact When you click on the down arrow in the tax form the list of contacts is displayed Choose the contact by highlighting it and then click on Select You are taken back to the tax form and your current contact phone number and department ID are listed The name of the department does not print out Contacts can be added by clicking on File from the main menu and then selecting Filers list C
254. gram start Default On Turning on this option will automatically start the user viewing the filer information that they were viewing when they exited the software Show a reminder when using Add Recipient Turning on this option will enable a warning that states Tip In order to reduce typing and save time recipients are normally added to 1099 Pro as part of the process of creating their 1099 forms You do NOT need to add a recipient here before creating a tax form for them Do you still want to add a new recipient employee right now Whenever you add a recipient in the Recipient section Note You will also be given the option to disable this message at the time this message is displayed Show a reminder that First Name is discarded for EIN Company Note These options can be set changed by the user on each workstation Your choices here will provide the default Limits Tab Copyright 1099 Pro 2014 6a 066 Proe 2014 9 3 1 4 9 3 1 5 This area will allow you to set the accounting day limit entries on records so if you enter a specific date in these areas users will receive a warning that they cannot save the record because it goes beyond that date There are two different areas where dates may be entered the Transaction Accounting Date Cutoff and the Open Window Cutoff Date WEB ASP data entry only which is extremely useful because representatives that are only allowed to interface with the program using
255. h a correct payee statement you may be subject to a penalty To begin the process of making a correction s See Creating a Correction Do I need to file corrections with the IRS You need only file a correction with the IRS if you sent data to the IRS that was incorrect If for example you sent out your forms in January and you fixed any errors before sending your data to the IRS then the data the IRS has is correct Do I need to file corrections with my Recipients The IRS requires that you issue a correct payee statement to your recipients If you sent out forms with incorrect data to your recipients but not to the IRS then consider sending your recipients a revised statement from 1099 Pro that has the good data on it If the form is marked with a status of Corr Pend meaning that a correction was made after it was filed with the IRS or uploaded to the Service Bureau then an X will be marked automatically in the corrected box on the recipient form when it is printed If the correction doesn t really qualify as a correction but a revision because it has NOT been sent to the IRS or uploaded then you may use the Advanced Print Options feature to force an X in the corrections box As an alternative you may indicate the statement is revised by manually checking the Corrected box with a pen This will aid the recipient to distinguish the revised good statement from the previous 1099 form they received If you sent out forms with incorrec
256. hange Filer Add as described in Filer Record Details Options for Tax Form Data Entry Options for Tax Form Data Entry 1099 Pro contains a list of data entry options which can now be accessed in the Tax Form screen Inactive buttons in this list indicate the tax form is non edit able and therefore not available for use The image below displays how the button title changes after information has been entered Copyright 1099 Pro 2014 a 066 Proe 2014 A Audit Trail T Notes gt gt Has Hotes Preferences restate na gt L State CA Instructions i Form Help e Audit Trails This screen displays record history information for the selected tax form e Notes Allows you to View Add Update and Delete Notes for this tax form After entering in Notes the button changes to Has Notes with BOLD text to indicate that notes now exist for this form For more help on Notes See Browse Notes e Preferences Takes you to the Data Entry Preferences for Form screen where you can change the position of the First Name and Last Name Company orientation in how it is displayed on the tax form e Tax State Tax State is used for State filing only It is normally the same as the state withholding if any or address state unless there is an explicit need to override it e Withholding State When a tax form or electronic file is generated from our software the Withholding State is determined to be the state with dollar am
257. hat the rule is associated with e State Rule This box contains the actual rules used when the thresholds are evaluated If you are customizing a built in rule the Form Type Rule Type and State boxes will be grayed out You will only be able to Activate or De activate the rule and or customize the State Rule Editing the State Rule box There are two ways to edit the contents of the State Rule box 1 Manual Keying in of rules If you are familiar with the names of the fields and mathematical symbols used to evaluate the rules you can modify any existing rules or enter new rules at anytime Right Clicking in the State Rule box If you are new to customizing threshold rules this is the recommended method Copyright 1099 Pro 2014 Security and Administration at 2S Record Will Be Added x Active Form Type Rule Type State State Rule orm 039S6 Box2Amt gt 0 of Fos 0398 Box3Ame gt 0 ee orm10996 BoxBAmt lt gt 0 ot Foem10998 BoxSAmt lt gt 0 or cem10998 Boxl Deng lt gt D or Formn10S98 Box1 TAr lt gt 0 Select Operator N Right Click in State Rule Box to display fiekioperatos list Rule Syntax Ok Le swe Cone Her es Upon right clicking in the State Rule box a menu will appear with two options o Select DataField Clicking on this option will allow you to choose which amount field s you would like to have evaluated i e Box Amount 1 Box Amount 2 etc UE Selec
258. he command such as IN for initialize After the two letter mnemonic there may be one or more parameters that identify details of how to process the command HP made great efforts to yield an ease on selecting feature and capabilities in the PCL designs and procedures That ease rewarded HP with the popularity that is second to none in the industry for laser printers They have been active in creating other printer languages and utilities as well such as PJL a JCL type language and utility Print Session Report Print Session Report The Print Session report summarizes all records in a selected print session Details include recipient name TIN address account number individual box amounts and the record s print status To generate this report 1 On the task panel select the Forms A Printing section and the Print Tax Forms icon Use the Current Form drop down menu to select the form type to process 2 At the Completed Print Session List highlight a print session and click the View Print Session Copyright 1099 Pro 2014 Printing Overview 19 Report button Click Yes to preview the report 22 12 Printed Status Printed Status 1099 Pro assigns a print status to all records To determine a record s status go to the Work with My Tax Forms screen and refer to the Status column Print Status Overview Printed Records receive a printed status after selecting I have printed and verified my red Copy A forms at the la
259. he filing state on the record being printed must be Puerto Rico otherwise the following option will not appear e Click the printed form type that you would like and click Print Now button to begin the print process Quick Print Quick Print 1099 Pro makes it easy to quickly print a tax form using the Quick Print feature within the Enter Update and View Screen Please visit https www 1099pro com videos asp and select the Using Quick Print video to watch a brief tutorial of the quick print process To quick print a session from 1099 Pro Software 1 On the task panel select the Work With My Tax forms icon Use the Current Form drop down menu to select the form type to print Copyright 1099 Pro 2014 202 Lane 2014 N Highlight an existing record and click the Quick Print Form button 3 At the Print Options screen select the paper type Preprinted forms or Blank stock H selecting pre printed forms adjust margin alignment as necessary 4 Indicate your preview preference Ask me before processing each copy default Yes preview each selected copy type without asking me No send the forms directly to the printer without previewing them 5 Select the sort order to print forms this field is ghosted if the print session contains only one record By Last Name Company Name default By TIN By Zip Code use to pre sort mailings for the post office By State Abbreviation 6 When satisfied with all entries click the
260. he print menu In addition you are given the option to password protect your PDF file and save it to a location on your hard disk or on a network as well as view it in Adobe Acrobat plan on E Mailing my information over the Internet and I m concerned about security Does 1099 Pro generate PDF s that are secure 1099 Pro offers the option to encrypt and password the PDF for security This feature enables 1099 Pro to create and process encrypted PDF documents according to the Acrobat 5 0 standard Encryption is commonly used to prevent unauthorized viewing printing editing copying text from the document and doing annotations You can then control how they are used The Standard Security encryption feature of the PDF Library has been enhanced to provide 128 bit encryption support Click here to see the options available for PDF printing Initial PDF Options Initial PDF Options Window Generate PDF Options Generating PDF documents enables your organization to optimize the delivery of professional looking compliant documents This feature now available in 1099 Pro allows you print your reports to an encrypted PDF file which can also be password protected Follow the steps below to generate a PDF file To generate a PDF from a tax form or a report Copyright 1099 Pro 2014 Printing Overview 185 1 On the task panel select the Forms amp Printing section and the Print Tax Forms icon Use the Current Form drop menu to select the
261. he status of warning but is still capable of being brought into the software e Reject Turning on this option will give a warning message with the status of Reject when entering recipient information that is missing a Address line 1 or 2 for recipient information either manually or via import The warning status of Reject is the most severe message and records with the status of reject will not be allowed to be saved in the system Error Level if for SWT State Withholding Tax for non taxing states This is the error warning that a user will see if they enter information for State Withholding Tax for a non taxing state this will be via the Corporate Suite software or the ASP interface weather entered manually or imported into the software e No Error Default Choosing this option will not attribute an error message to forms that are entered with State Withholding Tax on non taxing States Warning Choosing this option will attribute an error message of Warning to forms that are entered with State Withholding Tax on non taxing States The error message of warning will not prevent the tax form from being save or from being brought into the software without prompt e Error Choosing this option will attribute an error message of Error to forms that are entered with State Withholding Tax on non taxing States The warning status of Error is more severe than the status of warning but is still capable of being brought into the softwa
262. he top of the list ST Online Help Tutorials Flash enabled tutorials walk you through various tasks including importing exporting printing Electronic File queries etc Tutorials simplify the 1099 Pro learning curve try one at http www 1099 Bro com Online Knowledge Base Provides a searchable database of over 200 solutions for all 1099 Pro Inc software products Access the Knowledge Base at http www 1099 Pro com iP Passwords The Logon screen requires you to enter a new password Passwords must be 3 8 characters should not be case sensitive and you cannot use the word new Payer Codes A Payer code is an alphanumeric shorthand used to identify a Payer Filer in the system You might set up several Filers with the same TIN in the system and the Payer Code is an easy way to identify the business area you are dealing with For example a Payer Code of BOD where reporting for the Board of Directors takes place Typically security and or the return address would be different for each Payer Code Additionally in an import file with recipient tax form data for more than one Payer Filer Payer codes can be used to define which Payers Filers the recipient tax form data should be posted to Corporate Suite Only The software will automatically assign Payer Codes if you do not Penalties See Errors and Warnings Pending These forms were inputted or imported Forms with a Status of Pending may be changed or delet
263. his screen where you must tag all Filers that you would like to print pending forms for Once you are done click Proceed to next step to continue 4 Now you will be shown how many recipients will have forms printed for them once you have confirmed this is the correct amount click on the Next button to continue 5 Now select Pressure Seal Alternate Combined Layouts for recipient combined copies and click Next to continue Copyright 1099 Pro 2014 20 Lane 2014 6 Now you will be given a list of forms you can print to once you have chosen your appropriate form press the Select button to continue 7 Now you will see the brief overview of the form type that you have selected If this is correct click the Next button to proceed If this is not the form type that you will be printing on click on Select the pressure Seal Format to use and you will be taken you back to the the prior step If you have chosen to print to Pre printed forms you will be given the option to adjust the alignment on the printouts you may want to print a test alignment page if you have a high volume of forms to print out To do so press the Print a Test Alignment Page now button once you are satisfied with your adjustments press the Next button to continue Now you can choose what methods your forms will be sorted by By Last Name Company Name Sorts the recipient by their Last Name of their Company name if not an individual By TIN EIN or SSN
264. his window validate all of your settings and click OK or to abandon your settings click Cancel If you have made Advanced Printer Option modifications then click Print to preview your changes and or click Print to print the form 22 2 Form Limits Overview Form Limits Overview 1099 Pro now contains a feature called Form Session Limits which provides extra filtering options when printing forms Why would want to use a Form Session Limits Filter Let s say you have a group of 1 000 forms that need to be printed You have already set the print process to generate ALL Pending forms for the current filer however you want to go the extra step and filter ALL Pending forms with a Zip code range of 90001 thru 90650 because your intention is to filter these forms and narrow them down to a specific county geographically within a large town or county The Form Session Limits Filter will make this possible 22 2 1 Enabling Form Limits Filter Enabling Form Limits Filter To enable the Form Session Limits Filter 1 At the Enter Update and View Screen where you can browse forms click the Forms amp Printing section on the task panel to the left side of the screen 2 Click the Print Tax Forms icon The software displays the Printing Tax Forms Screen where you can choose a printing method based on the criteria of your current selected form Your criteria selections are listed as Begin printing IRS approved tax forms ALL Pending
265. hs Using our service is very simple e Setup a FREE account online Enter or upload your recipient information Enter or upload your provider information Add your filings to your shopping cart and pay for the submission of them We take care of the rest As an added bonus if you already use 1099 Pro software to file your 1099 s then taking advantage of our ICR Service is even easier as we can get the information for your ICR filings right from your 1099 Pro export files For customers that want to use our ICR Service but that do not use 1099 Pro software for filing 1099 s you can manually enter information or you can upload comma tab delimited files Visit our website at http www 1099icr com for more information Existing 1099 Pro customers receive a discount and or free filing when using this service 20 9 Voiding an Import Session Review Import Session This section will allows you to void previously imported records In order for records to be voided they must match their original status Copyright 1099 Pro 2014 Imports Overview 177 RESET Session 1555 12 imported 1099 INT forms Please read carefully before proceeding What happens when you reset an Import Session gt Alltax forms associated with this import have original import status or were manualy deleted and will be deleted as result of the reset process gt Ifthis was a partial import all records still in the import hold file are also deleted
266. iable for the CFS click on File then Filers list and double click on the Filer to change any parameters If you have state withholding or if you use the category field you may generate multiple K records To suppress K records consider opting out of the CFS before generating files for states that do not participate in the CFS program 17 4 Loading and Viewing Files To load a new file or view existing files 1 Begin by opening the eFileViewer in the root of the program directory i e lt DEFAULTPATH gt or via the start menu under the 1099 Pro group for your program Find the file eFileViewer exe and double click to open 2 Click the Load New File button to load a file 3 Browse your local drive or network drive location for the Electronic File you want click on it once to select it then click Open The file you selected is displayed in the eFileViewer window Copyright 1099 Pro 2014 142 Lane 2014 4 View the selected file by first highlighting the one you want to open and click the View Selected File button Additionally you may delete a file by highlighting it and selecting Delete Selected File or close the eFileViewer Tool by Clicking the Close button NOTE In general when you open the eFileViewer and load a new file the file is copied to a temporary location on the local drive and is used as your temporary working file leaving your original Electronic File untouched 17 4 1 Electronic Sessions Sum
267. ield configuration box allows you to enable an extra field at the bottom of a 1099 MISC form To enable the Optional Field place a check in the checkbox labeled Allow use of 1099 MISC extra amount box Upon placing a check in the Allow use of 1099 MISC Amount Box the Enter a title for the box will become available Type the title for you optional amount field here e When you have finished configuring the optional amount field click on the Apply Now button to save your changes e When entering a form you will now notice that the Optional Text box will be available Copyright 1099 Pro 2014 8966 Pro 2014 9 9 1099 Pro Program Administration Global Administrative Options all Filers Ze Optional Fields Ke Form 1099 MISC Amount Box I Allow use of 1099 MISC extra amount box Enter a tite forthe box WZ Apply Now EX Changing a Form 1099 MISC Record 9595 O voip Cl CORRECTED PAYER S name street address city tate ZIP code snd dephone no OMB No 1545 0115 1099 Pro Ine 23901 Calabasas Road 2006 Miscellaneous Suite 2080 Calabasas CA 91302 Income Other income Federal income tax wt held 888 776 1099 PAYERS Federal Mertitication number RECIPIENTS identification number 6 Fishing boat proceads a 97 1234567 551 122 4544 Recipient s acdress View mode click for Edt mode Nererployer compere 8 Subst ents in be Bell CA 90201
268. ight a record and click Change Records with a pending print status display the Changing a Record screen Click the Audit Trail button located in the upper right corner of the screen Records with any other print status display the Protected Form Update screen Click the Field Update History button Audit Trail Report Filters Audit Trail Report Filters 1 In this section you may print or view a report showing an audit trail using that are narrowed down by filters 2 To begin this process click on the File button on the menu bar 3 Then Click on the Security and Administration button this will bring you to the Global Administrative Options window 4 From here click on the Audit Trails and Logging button here you will be taken to the Tax Form Audit Trail and Action Logging Options window 5 From here click on the View Print Audit Changes Report button you will be given the Specify Audit Trail Report Filters screen From here you can choose what options to use to filter down what information will go into the Audit Trail report o Limit Report to changes for one Form Type o All Forms Choosing this option will list all available form types on your report Copyright 1099 Pro 2014 Audit Trails o One Form Type select from list This option will let you choose which forms will be used in the report from a list You will be asked to TAG each form type you would like listed o Limit Report to changes for one PCode
269. ilers 28 Browse form records 88 Browse IRS Forms 88 Copyright 1099 Pro 2014 Browse Map List 149 Browse Notes 93 Browse Recipients 33 Browse Records 89 Browsing amp Working with Entry Forms 91 Browsing by Form 94 BUILD Cancelled 245 BUILD in Progress 245 Bulk 108 225 BULK TIN MATCHING 226 227 250 How to 113 Bulk TIN Overview 108 225 Bulk TIN via SB 227 Business 73 Business Rules 73 af C Record 140 CA 592 265 Canada 42 Canadian postal code rules 42 Capitalization 96 Cascading Changes 96 Category 188 CFSF 130 CFSFP 130 Change a Filer 29 Change a Recipient 37 Change a Record 89 96 Changes Revisions to a Tax Form 204 Character Spaces 188 Characters 188 Check for Updates 75 Checking For Updates 68 City Names 100 Clarion Trappable Runtime Errors 245 codes 263 Combine 171 Combined Federal State Filing Program 130 Commit Rate 23 Common Error Messages amp Solutions 239 Compliance 42 Compliance Seminars 42 Contact 18 30 Contact Information 30 Control Totals Report 214 Corrected Options 48 DENIED PERSONS LIST DPL 250 Copyright 1099 Pro 2014 Correction Types 51 Corrections 47 Corrections Box 181 Corrections Status 147 Could not load the DLL library 244 Country 162 Country Codes Table 161 CPE Units 42 Create a Bulk TIN file manually 109 Create a new Upload for Print Filing with the IRS 220 Create a Transmitter 233 Creates Duplicate Key 245 Creating a co
270. ilers File screen click the Tag button to select filers A red checkmark appears beside each tagged filer To sort filers prior to tagging use the View drop menu e Review Tag Key Shortcuts After tagging appropriate filers click Proceed to run the summary Import Map Reports Import Map Reports The Import Map report is an invaluable tool for reviewing import maps To generate or view an Import Map report 1 NOaponhy 8 9 Click on Import New Tax Forms under Preparing My Forms on the Task Panel OR Click on Utilities at the top Menu Bar then click Run the Import Wizard Click on Import records from a Delimited text file button Click the Next button on the Import LOAD Wizard Step 1 Screen Click on Add update form type Import maps button Highlight the Import Map you created in the Manage Form type Import Maps Screen Then Click on View Print Map button When prompted to Preview the Report click yes or you may click NO to send the report directly to your default printer If you elected to Preview the Report you can view the report on screen When satisfied with your selections click the printer icon to Print Now Information contained in this report includes e Form type e Creation Date and Time of the Import Map e Recipient s First Name Last Name TIN Account Number and optionally their Address e Individual record print status and date of last update e Creation Date and Time of the Report
271. iles can be imported in a variety of formats including delimited CSV Tab Delimited Pipe Delimited Fixed Length and Excel XLS or XLSX Follow the steps below to create and or define an Import map Defining a Delimited or Excel Map Type 1 From the main screen in 1099 Pro you can click on the Import New Tax Forms link in the navigation bar to the left or as an alternative click on Utilities tab on the main menu then click Run the Import Wizard 2 Click on Add update Mapped Imports 3 Next Click Add to add a new Import map to the list when prompted with Which type of import would you like to create click Delimited or Excel depending on the map type you wish to create To delete and import map highlight it and then click the Delete button Note There are three columns which define an Import Map Map Type File Format and Description The description column gives details about the currently selected import map and the Notes windows to the right give additional details Copyright 1099 Pro 2014 Imports Overview 153 4 When clicking Add or Change you are prompted to go through the wizard for creating and or modifying Import maps click Next 5 Select a File Format either Tab Delimited Comma or Pipe Next set your Field Delimiter and End of Record Options Click Next 6 Specify whether you want to Use a sample file to provide the column header information or e Select the file you wish to impor
272. iles in Notepad they will appear to be out of alignment because the files are Tab delimited NOTE All export files are Map by Name compatible and may be imported into another Filer directly To export data 1 At the menu bar select Utilities and click on Export Database to ASCII File s 2 At the 1099 Pro Export Wizard click Next to proceed Use the Back button at any time to go back a step 3 Onthe Select the type of data and format to use screen Click the drop down arrow and select your tax form type 4 Highlight the file format you want to export and click Next To add or update export maps click the Add or Update Export Map button See Export Maps for more information 5 Choose a method for selecting eligible tax forms Options include e Export tax forms for ALL Filers This option automatically selects every eligible form for all filers e Export tax forms for up to 25 selected filers This option prompts you to manually select tag the form types to include in the export file All filers are processed e Indicate whether or not a split filers and form types into separate export files Mark the check box to export each filer and form type as a separate export file Leave the check box unmarked for a single larger file containing all filers and form types 6 Select the destination folder Default location is lt DEFAULTPATH gt Exports It is preferable to create your file on a hard drive rather than floppy disk
273. in which will increase processing time A value of O default will sort by FilerlD Copyright 1099 Pro 2014 120 Lane 2014 To Generate Files 1 On the task panel select the Filing amp Corrections section and then the select Electronic Filing 2 At the Filing via eFile screen select the Create a new 1220 format file for eFile Begin a new file generation process in Corporate Suite button 3 At the 1099 Pro eFile Wizard read the first screen s instructions click Next to proceed 4 On the next screen check for updates and then click Next to proceed 5 lf your records are not associated with account numbers then run the Account Numbers generator and click Next otherwise click Next to proceed 6 Choose a method for selecting eligible records Eligible records include those that have NOT been voided or previously filed O ALL Forms for ALL Filers This option automatically selects every eligible form for all filers Selected Form Types for ALL Filers This option prompts you to manually select tag the form types to include in the export file All filers are processed Selected Form Types for Selected Filers This option prompts you to manually select tag both the filers and form types to include in the export file 7 Select the type of file to generate O O Original Select if submitting file for the first time to the IRS Correction Select if after submitting file to the IRS you need
274. including the Network Station ID e Field Name Field Type and Field Description Copyright 1099 Pro 2014 Reports 217 25 5 Late Add Corrections Report Late Add Corrections Report The Late Add Corrections report allows you to generate a report that reflects which Late Adds and Corrections need to be filed or have been filed since a specified date To generate a Late Add Corrections report select the Reports option from the top menu 1099 Pro Late Add Corrections Report Wizard Welcome to the Late Add Corrections Report wizard This wizard will walk you through the process of creating Late Add or Corrections Spreadsheet Using this Wizard gt Incases where there is additional information and help available for a topic you will see a Help button like this one netto it Click on the button to view the special help About the Late Addi Corrections Spreadsheet Generation Process D This reporting tool is meant to reflect which Late Adds and Corrections need to be filed or have been filed since a particular date 1st determine ifyou want to report on forms that have been filed or forms that need to be filed 2nd specify a Cutoff Date for forms filed on or after that date or for forms created on or before your Cutoff Date amp NOT filed p D 3rd specify your Filers PTINS amp Form Types gt 4th specify a Federal or State report amp the corresponding threshold criteria gt Lastly you can choose Summar
275. ing or removing members Roll Forward During installation the wizard automatically looks for prior year data files If files are located the wizard prompts to Copy 2013 Filers to 1099 Pro 2014 This is the only opportunity to roll forward prior year data into 1099 Pro 2014 Rule of 250 See 250 Rule S Search Access any recipient or filer via the Search Name field Security 1099 Pro offers two levels of security on and off e lf security is enabled access to 1099 Pro is limited to users with valid User ID Password combinations These users are restricted to specific tasks assigned by the Administrator This performs a twofold method of protecting sensitive company data Service Bureau 1099 Pro has a proven track record at printing mailing and electronic filing Our 1099 Service Bureau will relieve you of the burden of ordering supplies arranging for printing stuffing and mailing of your tax forms Copyright 1099 Pro 2014 8966 Pro 2014 Input your data into our software when you are ready to file you transmit an encrypted file via the Internet to a secured site where we Print and mail all recipient copies File required Federal copies File State copies if necessary Print Mail amp File Corrections SSN Social Security Number The nine digit Social Security number is divided into three parts e The first three digits are the area number If your Social Security number was assigned before 1972 when Social
276. ings error or reject error Users are encouraged but not required to fix warnings and errors prior to submitting their records to recipients or the IRS An option to manually check for errors and warning is available under the Utilities menu titled Check Update Error Status for all forms which you can invoke at any time See Filing Problems Warnings amp Errors Defined Warnings are Intended to flag a possible inconsistency or omission in the data that may result in the record being rejected by the IRS SSA Errors are serious flaws in the data that would most likely result in the record being rejected by the IRS SSA Reject Errors occur when the user has not entered correct data resulting in an automatic rejection Note Whether entering records manually or importing them 1099 Pro software will inform you if your records have any errors or warnings associated with them or if they were rejected Finding Problem Records 1099 Pro makes it easy to find problem forms Users may run a Form Counts Report to quickly determine which filer and form types have errors or warnings To view all errors and warnings in detail run a Control Totals Report Extended Version Users may also generate an error query at the Work with My Tax Forms screen Error Queries To create a query that limits the Work with My Tax Forms screen to just forms with errors and or warnings do the following 1 At the Work with My Tax Forms screen drop down
277. ion Create e file Quarterly State Create State xa Create State H MagMedia file WW Reporting ER Subset Files wo Subset Forms Completed MagMedia Session List Use the options below to view report reprint or reset void prior Current Query completed MagMedia sessions All sessions for this Filer E Skip voided sessions EE EE E penna J ESSE E 2182 1143 97 5 CA Original U 4 4 04 2007 12 52PM 1133 97 8888555 2 Original amp View Print Log Report amp Reprint Form 4804 x Reset oid MagMedia TA Generating Electronic Files D Create e file MagMedia file Clicking on the Create eFile button will begin the wizard for generating federal electronic filing files w Quarterly State Reporting Clicking on the Quarterly State Reporting button will begin the wizard for generating quarterly state files Copyright 1099 Pro 2014 124 Lane 2014 cx Create State Subset Files Clicking on the Create State Subset Files button will begin the wizard for generating a state subset electronic filing file eFile Session Log The eFile Session Log contains details regarding any files or forms you have generated using the eFile wizard The session log will display information all forms or files ever generated using 1099 Pro Se as i eal EES PETE Reset Voided 2182 1143 5 CA amp Original U 4 4042007 IS Filed Paper 2 Original Std 4102 2007 CAPROGRA1 ProggS06 Log The log number
278. ipient amp Filer List Only direct changes to a tax form are stored in the record history screen B B Record Contains the payment information from the information returns B Notice If after submitting files to the IRS a mismatch is determined e g a recipient s name and TIN do not match the IRS records the IRS sends the Filer a CP2100 or CP2100A Notice The Filer must then issue a Form W 9 and a B Notice to the recipient in question unless the Filer determines the error was on their part e g a typo Backup Data The 1099 Pro Backup Wizard automatically copies all data files and compresses them into a WinZip format By default 1099 Pro prompts for a daily backup Blank Paper Print Copy B amp or C directly onto blank copier paper This is good in case of an emergency when Blank Laser Perforated paper is unavailable might require special folding and or cutting to fit in standard IRS approved envelopes 1099 Pro Inc offers custom designed IRS regulation envelopes to fit copier paper Blank Laser Perforated Print Copy B amp or C directly onto blank laser perforated stock 1099 Pro prints the necessary graphics Easier to fold than blank copy paper because of the perforations and since it is blank it won t go out of date Bulk TIN Matching TIN Matching is a pre filing service offered to payers and or authorized agents who submit any of six Copyright 1099 Pro 2014 siosan 0 information returns subject to b
279. is a specific number assigned to every individual file generated by the eFile wizard Session The session number is a number assigned to any group of files generated together by the eFile wizard Filer TIN This is the TIN number of the filer that the assoicated records were generated for Form Type This is the form type of the records that were generated Copy Count The number of forms generated for that particular log Trans Type The Trans Type describes the type of transaction that was processed for that session Info The info field will display information regarding how the file was processed The information displayed here can be broken up into two categories 1 Federal Files e CFS This denotes that the file generated had the Combined Federal and State filing flag set to on in the file generated e Std This denotes that the file generated did NOT have the Combined Federal and State filing flag set on 2 State Files e The info field for state files use the following pattern Letter Letter e x U A e The first letter position denotes the primary process filter o U Unfiled Records o A All Records e The second position is a static plus e The third letter position denotes the threshold setting used o A Indicates that no thresholds were applied all eligable forms were selected o S Denotes that only state thresholds were applied o F Denotes that only federal thresholds were applied Session Date This field d
280. ish to correct 6 At this point you can click on the field that you wish to alter and enter a new value Note The only field that you may not alter at this point is the PAYERS information You will notice that all files that were changed will have their values turned blue also you will geta brief summary of what was changed in the correction type box located at the bottom of the form 7 Once you are done click on save form Note On this screen you will be given the option to preview the original form before it was corrected you will also be given the option to reprint it or view its audit trail When previewing the original you will not be able to alter any of the fields on the form you will however be able to add notes to it 8 You have now corrected your form click on the Close button and file your corrected form 7 3 Delete Corrected Forms Delete Corrected Forms Only corrected forms with a pending print status are available for deletion If a corrected form with a pending print status is associated with a corrected form with any other print status deletion is not possible You must first reset all associated forms to pending To delete corrections 1 At the Work with My Tax Forms screen highlight any corrected record Corr Pending Click the Delete button 2 At the Associated Corrected and Corrections Forms screen highlight the record and click the Delete button 3 The Administrator prompts to confirm deleti
281. isplays the date that the eFile session was run on Time This field displays the time at which the eFile session was run Reset Void This field indicates whether or not a particular session has been void reset File name This field displays where the file that was generated was stored amp view Print Log Report The View Print Log Report button will allow you to generate a totals report on the currently selected session AN Reset void MagMedia Copyright 1099 Pro 2014 Filing via eFile 125 The Reset Void eFile button will allow you to void reset the currently selected filing session along with any log i d s associated with that session 16 2 5 E File Sort Order Changing the default sort order If you require that your records be sorted by TIN when generating your electronic filing then you must add amp save the following line in the System portion of your ini file found in the Admin folder Default installation location is lt DEFAULTPATH gt Admin Pro99T14 INI Altering settings in this location could potentially damage the software please contact 1099 Pro if you need assistance with this process When completed your new entry should look like this System EnableMagTinSort 1 Note A value of 1 wil sort by FilerlD RCPTin which will increase processing time A value of 0 default will sort by Eier 16 2 6 FIRE upload process FIRE system upload This process applies to 1098 s 1099 s 5498 s
282. ited Kingdom as would UK 0 or UK 1 UK 2 Great Britain UK 3 Northern Ireland and so on The country name may also be spelled out however the spelling must match what is displayed in the list of acceptable country names in the 1042 S Instructions listed on the IRS s website For more information refer to the Instructions for 1042 S from the IRS Website at http www irs gov The last few pages of the 1042 S form instructions have both the country name amp country codes in the section entitled Country Codes e Check boxes Enter Y 1 X or T to mark the checkbox Enter N 0 zero F or leave the field blank to not mark the checkbox Values are not case sensitive Applies to all check boxes including the 2nd TIN Notice checkbox Form 1099 A A blank in box 5 automatically results in the No box being checked e Dates Required format is MM DD YYYY Unacceptable formats include Jan 3 2014 and January 3 2014 e Dollar Amounts Do not use commas or dollar signs e use 1250 00 not 1 250 Decimals are not assumed if none are contained in the amounts e g 1250 imports as 1 250 An import of 1250 0000 Access or double precision databases imports as 1 250 While error checking is performed on dollar signs and commas it is NOT performed on the actual dollar amounts e Multiple Import Fields Boxes on some form types allow for multiple import fields For example Form 5498 has five check boxes in box
283. its suppliers A service bureau for the purposes of this agreement refers to a business that provides services to third parties which include preparation printing and mailing of completed tax forms and information returns to the end recipients If Your purchase of the Software includes the right to act as a service bureau and utilize the software of the Licensor for this purpose Your written agreement with the Licensor will specifically contain language that will permit the additional use of the Software for that purpose 4 U S GOVERNMENT LICENSE RIGHTS All Software provided to the U S Government pursuant to solicitations issued on or after December 1 1995 is provided with the commercial license rights and restrictions described elsewhere herein All Software provided to the U S Government pursuant to solicitations issued prior to December 1 1995 is provided with RESTRICTED RIGHTS as provided for in FAR 48 CFR 52 227 14 JUNE 1987 or DFAR 48 CFR 252 227 7013 OCT 1988 as applicable 5 SOFTWARE MEDIA You may receive the SOFTWARE from the Internet on line network connection or in disk media or on a CD ROM or installed on the hard disk drive or ROM of your computer or in multiple forms of media Regardless of the number or type s of media you receive you may use only the media appropriate for your single computer You may not use the other media on another computer or loan rent lease or transfer them to another user for any purpo
284. ive actions are allowed by default Enabling them to disallow use e Restrict Do Not Print option Checking this box will disable a representatives ability to check the Do not print box in the ASP interface and Corporate Suite software Restrict Do Not File option Checking this box will disable a representatives ability to check the Do Not File box in the ASP interface and Corporate Suite software Restrict Do Not Merge option Checking this box will disable a representatives ability to check the Do Not Merge box in the ASP interface and Corporate Suite software Restrict User Hold option Checking this box will disable a representatives ability to click the Hold button on a form in the ASP interface and Corporate Suite software Specify the max number of records that will be return by Search engine in ASP In this area you can determine how man records will be returned when a search is initiated using the Form lookup utility within the ASP interface limiting this number can significantly reduce the amount of time that is used to search the database when a search criteria that is vague is used Note If no number is set it will default to returning 100 records 9 3 1 6 RCP Options RCP Recipient Options This area will allow you what rules apply to recipient information as it is entered into the system manually or if it is imported into the software via the import utility Copyright 1099 Pro 2014 8966 Pro 2014
285. izes quickly and uniformly These changes are NOT tracked through the Record History screen only direct changes to a tax form are tracked under record history See Changing a Recipient Delete A recipient cannot be deleted if any records are associated with it See Deleting a Recipient Run Forms Issued Report The Forms Issued for Recipient report details all forms issued to each recipient Includes filer recipient address and form status See Running Forms Issued Reports Group Actions Group Actions let you tag select a number of items and then perform a single action on them In all cases you will be asked to confirm your choice before the action is taken See Group Actions Multiple Recipients One TIN Occasionally a filer may issue multiple forms to the same recipient or issue forms to two individuals sharing one SSN or EIN For example Jane Doe DBA Jane s Courier Service and Jane Doe both use an SSN of 123 45 6789 However Jane Doe DBA and Jane Doe have different addresses To enter both recipients follow this procedure See Multiple Recipients w One TIN Run Recipient Report The Recipient Listing includes the Name TIN and Address of all recipients inthe 8966 Pro database For more detailed recipient information including Account Numbers and status of any forms use the Control Totals report See How to Run a Recipient Report Select a Recipient All recipient records are stored in a master database that is acc
286. k Yes to proceed or No to cancel After a print session is filed you must first void the 1096 transmittal and then you may reset the print session Troubleshoot Printer Issues Troubleshoot Printer Issues Margin Limitations 1099 Pro prints to most Windows compatible printers subject to the printer s margin limitations If your bottom margin is greater than 1 3 inch you may not be able to print data at the bottom of the page or you may have to print 2 forms to a page Check your printer s manual and or Maximum Printable Area for your BubbleJet Deskjet Inkjet or Laserjet if you have questions Preprinted forms accepting up to a 1 2 inch bottom margin 1099 MISC 1099 R Preprinted forms requiring 1 3 inch or less bottom margin 1098 1098 T 1099 DIV 1099 INT 1099 PATR 1099 S 5498 1099 B Needs 1 36 inch additional room at the bottom margin Data Truncation Copyright 1099 Pro 2014 Printing Overview 205 1099 Pro recommends a 1 5 inch 0 20 bottom margin when printing to blank paper Data truncation occurs if bottom margin is greater than 1 3 inch Suggested work around is to print 2 forms to a page instead of 3 forms per page Postscript Drivers 1099 Pro prints to almost all printers When opting to print to blank paper the forms and or fonts may print too large or otherwise print strangely This is typically due to printing with a postscript driver To resolve this situation try printing toa PCL 5 PCL 6 EMF or a
287. l records are automatically reset to their pre eFile status To reset session 1 On the task panel select the Filing amp Corrections and then File via eFile or Disk icon 2 At the Completed eFile Session List highlight a session and click the Reset Void eFile button 3 1099 Pro prompts Are you sure you want to void this transmittal Click Yes to proceed or No to cancel The Trans Type column indicates that the session has been voided 16 6 Rule of 250 Rule of 250 The Rule of 250 states that any filer submitting 250 or more forms of any one type must submit those forms electronically Failure to do so may result in fines of up to 100 per form If you are not signed up for the IRS FIRE system or do not wish to do so our SSAE 16 SOC TYPE Il Service Bureau offers electronic filing services Please call us at 866 444 3559 to schedule an appointment and obtain pricing General IRS Instructions for Forms 1099 1098 5498 and W 2G 1099 Informational Returns Electronic reporting may be required for filing all information returns discussed in these instructions see Who must file electronically on this page Different types of payments such as interest dividends and rents may be reported in the same submission Pub 1220 provides the procedures for reporting electronically and is updated annually Pub 1220 is available on the IRS website at www irs gov You can file electronically through the Filing Information Returns El
288. lability of transmitter files for research purposes FIRE System Specifics For detailed information on the FIRE System including data compression file preparation file naming and electronic filing protocols please review Pub 3609 Filing Information Returns Electronically PDF This publication is very helpful and will answer 99 of your questions and provides an IRS contact number for any remaining questions This can be located within 1099 Pro by clicking on Forms from the main menu then selecting IRS Instructions and Blank Forms then double click on Filing Information Returns Automatically 10 Day Window for Electronic Filers Per IRS Pub 1220 part C section 7 If the electronic file is good it is released for mainline processing 10 calendar days from receipt Contact the IRS at 304 263 8700 within this 10 day period if there is a reason the file should not be released for further processing If the file is bad normal replacement procedures are followed 16 2 2 FIRE System FIRE System Use the Filing Information Returns Electronically FIRE System to electronically upload informational returns to the IRS Electronic files created via the 1099 Pro Electronic File Wizard fully comply with Copyright 1099 Pro 2014 122 8966 Pro 2014 16 2 3 required IRS record formats per Pub 1220 The FIRE System is available 24 hours a day 7 days a week to any transmitter and can be reached by visiting https fire irs gov
289. le of 250 states that any filer submitting 250 or more forms of any one type must submit those forms electronically Failure to do so may result in fines of up to 100 per form See Rule of 250 for detailed information 4 4419 To obtain a TCC number file Form 4419 to request authorization to file forms electronically Form 4419 must be mailed at least 30 days prior to the filing deadline for the electronic file Form 4419 may be printed at the Print Blank Forms screen 8 8809 Purpose of form Use this form to request an extension of time to file 1098 series 1099 series W 2 series W 2G 5498 series 8027 1099 INT OID for REMIC and 1042 S forms A A Record Identifies the person making payments Access Groups Access Groups determine which Filers and tax form types a user can access and which tasks they can perform upon those tax forms By default all users can access ALL forms and All Filers unless you create your own Access Groups Built in Groups are groups that cannot be deleted or changed other than just adding or removing members Available built groups consist of All Forms All Filers The key to restricting forms and Filers to a user is to minimize the number of Filers and or forms you make available to them Account Generation Wizard 1099 Pro offers a feature that will generate account numbers for each form that does not have an account number IRS Publication 1220 states on page 77 that the IRS requires accoun
290. le path associated with SAV GlobalDataPath to point to your data file e Save and run the software Please note that the default location for a single user install saves the data file in C 1099 Pro Pro99Txx Data If you are setting up a multi user workstation your data folder is most likely in a custom location specified during the server installation 30 9 EC002 Unable to open files EC002 Unable to open files Copyright 1099 Pro 2014 zu Lane 30 10 30 11 x ECO02 Unable to open files Solution This error most often occurs when attempting to restore data from the wrong year e g data from 2007 into 1099 Pro for 2008 Users cannot restore data into a different year s software This is a security measure to ensure that users do not accidentally file the wrong data Recipient and filer information may be rolled over during or immediately after installing For more information see Roll Over Data Could not load the DLL library C Windows USER32 DLL The specified module could not be found Could not load the DLL library C Windows USER82 DLL The specified module could not be found Error Could not load the DLL Ma au C Windows USER32 DLL The specified module could not be found a Solution This error occurs when a user does not have full read write edit privileges to the location where the data folder is hosted Contact your IT department to verify the rights are proper in both the shared
291. lect tag the form types to include in this upload file All filers will be processed Selected Form Types for Selected Filers e This option prompts you to select tag the filer and the form types to include in this upload file Select the destination folder e The default location is lt DEFAULTPATH gt Uploads It is preferable to create your upload file on a hard drive rather than floppy diskettes to avoid the possibility of disk error It is also faster Enter your Contact Information and User Password e This information is used in case the Service Bureau needs to contact you and where your Bulk TIN results will be sent The password is used to encrypt the Bulk TIN matching results when they are returned to you Select the Printer for your Bulk TIN Matching summary and instructions e Here you may change the printer where you summary and instructions are printed See Step 2 Approving the Bulk TIN matching upload 26 3 3 Step 2 File Upload Transfer amp Completion for Bulk TIN Step 2 File Upload Transfer amp Completion Copyright 1099 Pro 2014 228 Lane 2014 Welcome to the Upload File transfer Wizard Pre Upload Checklist To Upload 1 Highlight the session you wish to upload at the At the Printing Mailing Filing and Bulk TIN Matching screen 2 At the bottom of the screen click the Complete Pending Upload button to proceed and choose the best option for upload At this point you now have the opportunity
292. led If Security is enabled the Security Access Log also tracks all logon attempts See Security Access Logs Security Reports 1099 Pro offers numerous reports to track users and access groups These security reports are available only to administrators or users with administrative rights See Security Reports Turn On Off Security 1099 Pro offers two levels of security on and off If security is enabled access to 1099 Pro is limited to users with valid User ID Password combinations These users are restricted to specific tasks assigned by the Administrator This performs a two fold method of protecting sensitive company data See Howto Enable or Disable Security Tax Form Audit Trail and Action Logging Options View Audit Trail Records The Master Audit Trail Browser is available only to administrators or users with administrative access rights Use it to view all manual and cascading changes to all tax forms the Record History screen allows the viewing of individual tax forms only See Master Audit Trail Browser Purging Audit Trail Logs The Audit Trail Record Log is invaluable should you need to track tax forms changes If the log becomes so big that the performance of 1099 Pro is compromised older records may be purged For most users however purging is not necessary and is generally not recommended as this valuable information is permanently deleted from the system See Purging Audit Trail Logs for more information Rules
293. les to the IRS and awaits full verification of the Electronic File format before releasing the electronic filing module to our customer base We employ this strategy to bring you a proven and tested product No customer of 1099 Pro has ever been penalized by the IRS due to a software error on our part Transmitter Control Code TCC A TCC is required if your company will be filing electronically via the 1099 Pro Enterprise Electronic File Module If you don t already have one we suggest you submit your request to the IRS at least 45 days prior to the March 2 2015 filing date To request a TCC number complete Form 4419 Application for Filing Information Returns Electronically This form may be printed directly from 1099 Pro software obtained by calling the IRS at 866 263 8700 or 304 263 8700 You may also call 1099 Pro Inc and we ll fax you a copy If your company doesn t have a TCC or you ve missed the deadline to apply for one our Service Bureau can file electronically on your behalf for a nominal fee Combined Federal State Filing Program CFS Participation in this program allows the IRS to forward certain 1099 information directly to participating states The following information returns may be filed under this program 1099 DIV 1099 G 1099 INT 1099 MISC 1099 OID 1099 PATR 1099 R and 5498 By checking the box Combined Federal State Filer for each Filer 1099 Pro will flag that electronic data going to the IRS to be formatted i
294. lick Reports and Forms Issued by Filer Click Yes to preview the report and then tag the appropriate filers 3 The Administrator prompts to preview the report click Yes 4 7 Select Another Filer Select Another Filer Copyright 1099 Pro 2014 32 8966 Pro 2014 4 8 Use the Select Another Filer button located at the top left of your screen to select a filer Current Filer JKB4 95 8675309 LOCODE Filer Name Line 1 Select Another Filer LETA CEIA 2013 v To select a different filer 1 On the task panel click the Select Another Filer button 2 At the Browse the Filers File screen highlight the filer to use and click Select Note The selected filer displays on the toolbar above the Select Another Filer button Tag Filers Tag Filers 1099 Pro allows you to manually tag Select filers for inclusion in a print session Tag Records 1 On the task panel in the Printing amp Mailing section click Print Mail Forms Myself Use the Current Form drop menu to select the form type to process 2 At the Printing Tax Forms screen choose the All Pending Forms for Selected Fiers option Click the Begin a New Print Process button At the Browse the Filers File screen click the Tag button to select filers A red checkmark appears beside each tagged filer See Tag Key Shortcuts below o To sort filers prior to tagging use the View drop menu 5 After tagging all filers click Proceed to initiate the Print Wi
295. lick on Next to continue 9 On the next screen you will be prompted to choose which field will be used as a primary key we recommend letting access choose the primary key Once you are done click Next to continue Copyright 1099 Pro 2014 8966 Pro 2014 10 You will then be asked to name the table that you have created and then click on Finish 11 You will be prompted to save the import steps that you used to create this table If you would like to click the Save Import steps checkbox Otherwise click Close 12 You will then be brought back to your MS access screen right click on the Tab labeled Table 1 and click close 13 Now double click on the table name for the table you created in order to open the table 14 With you table open right click on the table name under the All Tables drop down menu on the left hand side and click on Design View A PivotTable View AN PiyotChart View ke Design View 15 You will then be shown 3 columns Field Name Data Type and Description 16 Under the Field Name column you will find each of the boxes from your imported spreadsheet 17 Under Data Type you will see how MS Access sees the information in the boxes to the left 18 Here you will have to see if any of the boxes that you have imported have been imported as the incorrect data type It is necessary that all boxes that you would like to be aggregated be marked as
296. licking on Current Query drop down and use an alternate pre canned query e g Filed Corrections Only or create your own custom query e g Tax State CA Corrected forms only Note that the Status of a form can be used to create powerful queries to limit the records displayed For example if you had Printed a batch of forms and then you imported a 2nd batch you might want to limit the forms displayed to those with a Status of Pending which would exclude all form with a Statuses of Printed Filed Copyright 1099 Pro 2014 a Lane 2014 Add a Record 1099 Pro adding of records is limited to the current transaction limit of the version of 1099 software you re using These transactions can range anywhere from 5 K transaction up to an unlimited amount of transactions See Adding a Record and Registration amp Upgrades for more information Change a Record Only records with a pending status are available for modification Note Cascading updates are changes made to a filer amp recipient s information globally throughout all tax forms See Cascading Changes for more information See Changing Records Delete a Record Records may only be deleted if they are in Pending status You can either delete them individually or by using the Group Actions method to delete an entire group of forms See Deleting Records and Group Actions for more information Print View Report This report is based on the currently selected query if th
297. ll be displayed and then click ok to be taken directly to the PDF options screen Image 1 printing 11 In addition you may use the Search feature to search for characters on any of the pages to be printed or use the Toggle Stay after Printing feature to keep the tax form or report preview on the screen 12 When you are finished generating a PDF indicate if forms are ready to send to the IRS a Select I haven t printed my red Copy A yet if you are still printing copies of these records Copyright 1099 Pro 2014 186 Lane 2014 22 4 22 4 1 22 5 These records have a pending status and are available for edits and further printing b Select I have printed and verified my red Copy A forms after printing approving all copies of these records These records are assigned a printed status and are now ready to generate a 1096 transmittal 13 Click Finish to exit the Print Wizard Printing Blank Forms Overview Printing Blank Forms Overview Your 1099 Pro installation includes many useful IRS SSA forms and instructions Additionally users with an active internet connection can access current versions of these and other files directly from the IRS SSA websites All documents are in PDF format and require Acrobat Reader to be viewed or printed Download Acrobat Reader for free at www adobe com See View amp Print IRS Tax Forms amp Instructions Print IRS Form amp Instructions Print IRS Form amp
298. llow the instructions provided by the setup program If the 2013 software is detected on your system the Roll Forward Utility activates Virus Checkers Disable virus checkers e g Norton McAfee ViruScan etc PRIOR to installation to avoid potential corruption Random errors in W2 Pro are typically due to installation of software while running a virus checker After a successful installation re enable the virus checker Multi User Installations Multi User Installations The features contained within this section are available exclusively to users of the Enterprise amp Professional editions of our software Note If you are upgrading from a single user DEMO version of the software to a multi user version please perform the following steps 1 Close all applications including 1099 Pro On your Windows desktop click the Start button Go to Settings Control Panel and select Add Remove Programs Select 1099 Pro for the year you are upgrading and click the Add Remove button At the Select Uninstall Method screen choose Uninstall the program but KEEP data files and backups and then click the Next button to start the uninstall program 6 1099 Pro prompts you through the remainder of the uninstall routine 7 Once the process is done be sure to remove the Admin in the installation folder for the software year you just uninstalled 2 3 4 5 Once this is done follow the appropriate multi user installation ins
299. llows you to change the contact information on different records use the Dept field at the Adding a Form Record screen At least one contact is required The phone number prints on all copies and 1096 Transmittals The Transmitter Submitter contact name is included in electronic files To add edit a contact e Go to Manage Filer e Open or add Filer e Go to the Contact section The Add or Change Contact will allow the Contact page to open Delete a Filer Delete a Filer A filer can only be deleted if it is NOT associated with any recipient records To delete a Filer 1 From the task panel click File and Filer s List 2 At the Browse the Filers File screen highlight the filer and click Delete 3 At the Confirm Delete screen click Yes to delete the filer or No to cancel Filer Record Details Filer Record Details General Tab Taxpayer Identification Number Filers with an EIN or SSN may issue 1099s e Filers with an Applied For status may issue forms but cannot generate a 1096 Transmittal until a TIN is entered Payer Code A Payer code is an alphanumeric shorthand used to identify a Payer Filer in the system You might set up several Filers with the same TIN in the system and the Payer Code is an easy way to identify the business area you are dealing with For example a Payer Code of BOD where reporting for the Board of Copyright 1099 Pro 2014 Browse Filers 31 Directors takes place Typically se
300. location and the folders security settings If your IT department has confirmed that your security settings are set properly contact 1099 Pro Technical Support for additional assistance This Single User version of 1099 Pro can only be used by one person ata time Could not load the DLL library C Windows Copyright 1099 Pro 2014 Error Messages 245 USER32 DLL The specified module could not be found Program already in use This Single User version of 1099 Pro can only be used by one person at a time If you need multiuser capability please contact 1099 Pro Inc at m 888 Pro 1099 9AM to 5 PM PST to purchase a multi user license Solution This error occurs when a user does not hawe full read write edit privileges to the location where the software is installed Contact your IT department to verify the rights are proper in both the shared location and the folders security settings If your IT department has confirmed that your security settings are set properly contact 1099 Pro Technical Support for additional assistance 30 12 Clarion Trappable Runtime Errors Clarion Trappable Runtime Errors The following errors can be trapped in code with the ERRORCODE and ERROR procedures Each error has a code number returned by the ERRORCODE procedure and an associated text message returned by the ERROR procedure indicating what the problem is 2 File Not Found The requested file does not exist in the specified dire
301. ly secure SSAE 16 SOC Type II and PCI Compliant environment configured to process an unlimited amount of records and form types The Service Bureau can print and mail records to your recipients display records online securely via the Web Presentment service and electronically file your records with the IRS Continue reading to learn more about the services that 1099 Pro offers Using the simple upload wizard and secure FTP agent available in your 1099 Pro software you can easily transmit your records for printing mailing or filing To make sure you are taking full advantage of our information reporting solutions we offer free tech support via phone or live chat Services offered by 1099 Pro amp the Service Bureau Include Filing We can handle any volume of records for electronic filing An upload feature which safely sends your file directly to our Service Bureau is built in to every version of the 1099 Pro Inc software Print amp Mail Services Printing mailing and electronic delivery services are available Our SSAE 16 SOC Type Il Service Bureau offers a secure efficient and friendly solution Bulk TIN Matching The Service Bureau can transmit your file to the IRS Bulk TIN Matching Program A transmission of up to 100 000 records is simple via the 1099 Pro software s upload wizard and secure FTP agent Hosting Our hosted service provides unparalleled speed security and bandwidth in which to run 1099 Pro Software Our Q
302. m W 2G Boxes 3 5 6 8 amp 10 12 14 text characters each Form 3921 Box 5 7 characters Box 6 52 characters 40 for filing Form 3922 Box 6 7 characters 22 9 Margin Alignments Margin Alignments Alignment Adjustments when printing to Blank Stock Alignment adjustments can be made when printing to blank stock After choosing blank stock you can select Advanced Print Options at the Ready to Print summary screen Pre Printed Forms Address Alignment The Print Wizard offers the opportunity to print a test alignment and adjust margins accordingly prior to printing your forms A test alignment to a blank sheet of paper is a smart way to minimize form waste Test alignments print the characters X and 9 instead of your actual data Your data will print Copyright 1099 Pro 2014 e _ 8066 Proe 2014 22 10 assuming the software is registered at the last step of the Print Wizard To test alignment Initiate the Print Wizard it automatically prompts to print a test alignment prior to printing your forms If selecting preprinted laser as your paper type you are prompted to test alignment after selecting your copies to print For your first test print do not modify the default Top and Left margin settings Print the test to blank paper and then hold it and a preprinted form to the light to determine if data fits into the appropriate boxes If data does not align refer to Alignment Adjustments below Alignment Adjust
303. m while it was Copyright 1099 Pro 2014 Technical Support amp Maintenance 25 located on your desktop the setup program must still be located on your desktop when you attempt to use the repair option If you installed the application from a CD then you are prompted to insert the original installation CD after you click Next in the Select Uninstall method dialog box Did you install 8966 Pro while simultaneously running a virus checker If so you may have a corrupt installation Do not attempt to repair the files instead backup your data files perform a custom uninstall and then reinstall the software with the virus checker disabled To repair files 1 Close all applications including 8966 Pro 2 Backup your 8966 Pro data files 3 On your Windows desktop click the Start button 4 Goto Settings Control Panel and select Add Remove Programs 5 Select 8966 Pro and click the Add Remove button 6 At the Select Uninstall Method screen choose Repair and then click the Next button 7 Press Finish to start the repair 8 The repair prompts to replace TPS data files Although replacing these files will not affect your data it may impact your settings Thus when prompted to Repair Newer File we recommend selecting No or No to All 2 9 Safeguard TIN Safeguard TIN When printing forms via the Combined Print option the TIN may sometimes show through the envelope 1099 Pro Inc offers the following solu
304. mary Report Note These instructions apply to 1099 Pro Professional Enterprise and Corporate Suite only This walk through will guide you through the process of generating a eFile Log report To begin from the entry menu click on Reports then click on Electronic Sessions Summary report From there you will see the eFile Log Report Wizard welcome screen this will give you a brief overview of how the Wizard will assist you in generating a report when you are done reading this you may click on Next to proceed Now you will see the Limit Log Records for this eFile Log Report screen this will allow you to choose what information is included in your eFile Log Report e One or more filers By Pcode This option will generate the report of one or more filers and you will be given the option to choose the filers by Pcode e One or more filers By EIN This option will generate a report that will include filers that you have chosen by their EIN e One or more FormTypes This option will allow you to generate a report with all filers that have a specific form type e One or more Session ID s This option will allow you to generate a report that will include information from all session id s that you choose Note You will also have the option to Group and generate additional subtotals by EIN this option can be especially useful for tallying up a employees information by employer After you have chose what information will be included i
305. mat Illustration Viewing Options Your options for viewing data in a 750 byte record length file are viewing the data in a field by field format or to view it specifically as text See Viewing Options for more information Efile States Subset File Wizard eFile States Subset File Wizard The features contained within this section are available exclusively to users of the Enterprise and Corporate Suite editions of our software For all others contact the Service Bureau for CF SF Program options Just click on the Create State Subset Files button when you go to generate your eFile The wizard will walk you through the file generation process As usual you can select all filers or selected filers all form Copyright 1099 Pro 2014 Filing via eFile types or selected form types and all states or selected states All files generated will be in the 750 byte format per Publication 1220 from the IRS unless otherwise noted Not all states use the 1220 format Unnecessary form types amp state will be filtered out if filing with State Thresholds applied in Corporate Suite 1099 Pro updates these thresholds continuously but it is your responsibility to verify the accuracy of the thresholds If filing in 1099 Pro Enterprise all forms with a dollar value will be processed See Reporting Thresholds 1099 Pro Corporate Suite generates files for the following states which use a format other than that laid out in publication 1220 AL CA CT ID IN
306. mation Changes made here are temporary and affect this session only To make permanent changes exit the eFile Wizard and go to the Update eFile Transmitter Information screen 12 Verify Contact and Company Information Changes made here are temporary and affect this session only To make permanent changes exit the eFile Wizard and go to the Browse the Filers screen 13 Select filers for submission to the Combined Federal State Filing Program You must have prior permission from the IRS to participate in this program o Changes made to a filer s Combined status are permanent Combined status may also be set at the Browse the Filers screen 14 Click Finish to begin creating your electronic files o Electronic Files See FIRE System for information on uploading your file to the IRS Note Any data entered in the optional Location Code field flows through to the B record positions 41 44 as the Payer s Office Code 16 2 1 The Advantage of Filing Electronically The Advantage of Filing Electronically Online notification within 1 2 work days as to the acceptability of the data transmitted for Forms 1098 1099 5498 and W 2G It is the filer s responsibility to log back in to check results Later due dates than paper for electronically filed Forms 1098 1099 and W 2G Allowing more attempts than electronic filing to correct bad files before imposing penalties for Forms 1098 1099 5498 and W 2G Better customer service due to on line avai
307. ments Alignment adjustments are measured in hundredths of an inch from the default margin For example 0 25 would effect an adjustment of 14 inch Once a margin is adjusted it becomes a default setting for that form type until the margin is adjusted again Top Margin Positive numbers e g 0 25 move the data lower on the page Negative numbers e g 0 25 raise the data higher on the page Left Margin Positive numbers e g 0 25 move the data to the right Negative numbers eg 0 25 move the data to the left Review Margin Limitations PCL Printing PCL Printing Please contact Technical Support for more information about this feature High speed PCL printing is designed for printing thousands of forms In order to provide an efficient and effective way to control printer features across many different printing devices HP created PCL PCL was originally conceived and devised for HP s dot matrix and Inkjet printers The first printer in HP s LaserJet series the HP LaserJet was released in 1984 with the PCL 3 version of the language PCL commands are compact escape sequence codes that are embedded in the print job before being sent to the printer Issuance of the sequence was relatively easy from any high level language or from assembler HP PCL formatters and fonts were designed to quickly translate application output into high quality device specific raster print images The PCL printer language is common to virtually
308. ministrators or Users with administrative access rights The Master Audit Trail Browser offers greater functionality than the Record History screen Copyright 1099 Pro 2014 aa 8066 Proe 2014 6 8 6 9 6 10 6 11 6 12 including the ability to view all records and make changes directly to records See Audit Trails Master Tax Form Master Tax Form Master Tax Form In terms of Aggregating data the master tax form is considered to be the first tax form entered at the top of the transactions list Menu bar Menu Bar The menu bar is a traditional navigational tool located at the top of the 1099 Pro screen For example use ALT R to access Reports Online Help Tutorials Online Help Tutorials Online Help Tutorials Video tutorials are available to view for free at http www 1099pro com videos asp Online knowledge base Online Knowledge Base Provides a searchable database of over 200 solutions for all 1099 Pro Inc software products Access the Knowledge Base at http www 1099pro com support asp Protected Forms Protected Forms Records with a Printed Filed or Void print status are protected from changes or edits Use the Protected Form Update Options screen to access these records Listed below are the protected statuses and a description of the available update options for that same status Printed View the form reset the form to pending print status void the form or reprint the form Re
309. more Tab Automatically reselect the last Filer at start up Show a reminder using the Add Recipient Show a reminder that the first name is discarded for EIN Company Checking for Updates These options help to ensure that you have the most up to date version including any last minute changes from the IRS SSA Ask for confirmation every time before checking How often the program should check for updates Automatic adjustment recommended the program will check for updates occasionally during the Copyright 1099 Pro 2014 Security and Administration summer more frequently as tax season approaches and everyday at the height of the tax season Specified Interval 1 45 days Throughout the year Checks will occur at the interval you set here Set the number of days between update reminders Manual checking only you will need to use the menu options to check for all updates See Web Updates for more information on updating the software 9 3 3 Custom Tax Form Validation Rules Custom Tax Form Validation Rules 1099 Pro E SQL software allows you to create and manage tax form validation rules These rules are used for detecting errors and or warnings on tax forms Items such as invalid TINs invalid zip codes and the rules that govern how boxes should be filled out The software does come with a basic set of rules built in but this new feature will allow you to create your own validation rules at any time 1 To view change o
310. mp Working with Entry Forms About Updates amp Corrections View List of Changes to a Form Group Actions About Protected Forms Using Lookups Saving amp Canceling Changes Tips for Filing Forms How to use Update and Corrections Entry Forms An entry form is where you view and update information for a form recipient Concerning recipients or payees The recipient is defined as the person receiving the information return You can enter an unlimited number of recipients for a given filer Per IRS instructions the account number on the corrected form must remain exactly as it was on the original form Make any necessary changes additions or deletions to the form then save the form by clicking the Save button which will then take you back to the Enter Update amp View screen Keep in mind that any changed values or amounts turn blue to assist you in distinguishing between original information and corrections Saving and Canceling While viewing the 1099 Tax Form screen you may save your changes immediately by clicking the Save button or if you are unsure and wish to abandon those changes you may back out by clicking the Cancel button Changes to a Form Group Actions About Protected Forms Using Lookups Saving amp Canceling Some Tips for filling in a form and navigating through boxes While viewing a form 1099 Pro allows you to TAB through fields in the tax form For Example If you begin by entering information into Box 1
311. multiple verification sources in one place Extra Options e Complete list validation OFAC DMF EPLS LEIE TIN Name e Integrate an API web service into an existing AP system for seamless verification of new vendors e Prepaid plans or monthly subscription pricing plans are based on volume e Bulk TIN Checks with complete list validations available e FREE trial account just click on Register at www TINCheck com Copyright 1099 Pro 2014 Service Bureau Overview 227 To get started go to Step 1 Creating an Upload File for Bulk TIN matching 26 3 2 Step 1 Creating an Upload File for Bulk TIN Matching Step 1 Creating an Upload File To create an upload file 1 On the task panel under the Printing and mailing section click on Print Mail Forms Myself then click the Bulk TIN Matching Upload icon to elect to have the Service Bureau upload records for Bulk TIN matching 3 At the Upload Wizard click Next to proceed Use the Back button at any time to go back a step 4 You are then prompted with the Do you have the latest version of 1099 Pro screen We highly recommend you check for updates to this program before starting any printing or filing process That will ensure that you have the most recent version of the software and the process will go as smoothly as possible See Web Updates for more information Choose a method for selecting eligible records Selected Form Types for ALL Filers e This option prompts you to se
312. n the CFS program Some states e g California require reporting of other forms not in the CFS e g 1098 In this case you can create state specific files using 1099 Pro Enterprise or Corporate Suite or you can contact Copyright 1099 Pro 2014 Filing via eFile 123 our Service Bureau for specialized filing on your behalf Remember that current Enterprise and Professional customers can reference http www 1099 Pro com resourcecompliance asp for more information If you have an Internet connection you can also visit the 1099 Pro web site at www 1099 Pro com for the latest information and updates 16 2 4 Electronic Filing Session Window eF ile Filing Session Window The eFile Filing Session window contains many of the electronic filing functions available in 1099 Pro From this window you can generate the following electronic files 1 Federal eFile These files can be submitted to the IRS via their web site at http fire irs gov 2 State Quarterly File These files contain quarterly filing information for submission to a desired state 3 State Subset File State Subset files contain data for selected states ONLY Filing Tax Forms via e file MagMedia From here you can initiate a new Filing session void a session or report on forms in past Filing sessions Begin new MagMedia Filing session D Magnetic filing allows you to prepare tax forms to submit to the IRS electronically Click on help for more informat
313. n your report click on Next to continue Next you will be prompted to enter the date range for the eFile Log report If you would like to use the default date of 1 01 2014 to 12 31 2014 you can click on Next to proceed and begin the report generation process if you would like to narrow the dates the report will show you can click on the Select date range to use button Note If you clicked on the Select date range to use button you will be presented with a screen prompting you to enter the numerical date and time for your report you can enter the month day and year here Alternately you can choose which quarter to use or the tax year once you are done click on Next to continue Copyright 1099 Pro 2014 eFileViewer Overview 143 You now see a screen summarizing your selections for the report to be generated You can use the back button to modify your selections for the report to be generated Once you are done reviewing the information click on the Finish button to generate your report 17 5 Exporting a File Exporting a file 1 Begin by opening the eFileViewer in the root of the program directory i e lt DEFAULTPATH gt Find the file eFileViewer exe and double click to open 2 Click the Export button Review and accept the Readme and License Agreement 3 Specify the Output Directory Output File Name Extension type Specify how to display data in fields 663 722 It is recommended that you do not speci
314. nabled click on the Activate Security button to enable it You will be prompted to restart the program to finalize this change 9 1 7 Passwords Passwords Passwords can help protect sensitive company data First Time Logon If security is enabled during the Welcome Wizard the Administrator must create a new password the first time they logon to 1099 Pro 1 In the User ID field enter Administrator in the Password field enter NEW 2 Click OK 3 The Logon screen requires you to enter a new password Copyright 1099 Pro 2014 e 066 Proe 2014 a Passwords must be at least 6 characters b Passwords are case sensitive c Password cannot be NEW 4 After successfully creating a password Administrators are encouraged to create Users Lost My Password Ifa User forgets their password the Administrator may reset it 1 At the menu bar click on File and then on Security amp Administration 2 At the Administration screen click Security Groups and then click on Add Update individual Users 3 At the Browse amp Update the List of Users screen select the User whose password needs to be reset and click Change 4 At the Changing a User screen click the Reset button The password is automatically reset to NEW The next time the User logs into 1099 Pro they are required to change the password NOTE If the Administrator forgets their password they must contact Technical Support The purchaser of
315. nd Query settings will still be in effect just as if you were using the standard browse For example if you are viewing the list of forms in Last Name Company order and have a Query to only show forms that have Notes you will still see only forms that have notes in Last Name Company order when you switch to Browse by Form mode 12 5 1 State Status State Status Legend The features contained within this section are available exclusively to users of the Corporate Suite edition of our software Note if the state is known then the status below wll be preceded by the state abbreviation For example CA Orig Pending rig Pending ecord is to be filed as State Original rig Filed Record was filed with State as Original rig Filed CFS Record was filed CFS as Original Orig Filed ST cort Record is filed with State as Original and all State Correction s that exist for the Filed record filed with the State s Orig Superceded Record was IRS filed but not filed with the state Then a correction was created which will be an Original to the state Orig Pending but Record was IRS filed but not filed with the state Then a correction was filed with Superceded the IRS And then a correction of a correction was created which will be an Original to the state Orig Filed but Record was IRS filed but not filed with the state Then a correction was filed with Superceded the IRS amp with the state And then a correction of a correction was created which
316. nd me not to print the Red Copy A until February Backing Up Your Data Files Creating backup copies of your data files should be performed by your network and or your network Administrators on a regular basis Global Date Range Checking e Warn if dates entered on forms are outside of this range Enabling this option will cause the program to give a warning if an accounting date is entered that goes outside the specified date range entered Note The options for Date is before and or after will only apply if the Warn if dates entered on forms are outside of this range option is turned on Date is before If the date or prior entered at the time of record entry is before the date entered in this box the user will receive a warning or after If the date or after entered at the time of record entry is before the date entered in this box the user will receive a warning Form Options e Do NOT Allow Choosing this option will disable the ability to enter forms with an accounting date on or after 1 1 2014 Allow Now This will allow users the ability to enter forms with an accounting date on or after 1 1 2014 e Not until Jan 1st 2014 Default Choosing this option will only allow user to enter forms with an accounting date on or after 1 1 2014 Special Features Activate Extended Casino W 2G 1042 S options Turning on this option will enable W2G Copyright 1099 Pro 2014 9 3 1 2 9 3 1 3 Security and Administration Ad
317. ne of your file is a header as opposed to real data If you are doing multiple imports consider using our Map by Name headers The allowable number of characters for each field is discussed under Import File Conventions See the Import Wizard to begin the process of importing your data Error Checking and Validation of your data is performed on each import allowing you to reject or flag questionable records Sample import files are included with the software Note that only the fields boxes that you need are required and the order of your fields does not matter Technical support would be happy to import a sample file with you and then reset void your import See Finding amp Fixing Problem Records for more information Import Data Import Data 8966 Pro features an easy to use Import Wizard to simplify the import routine Many database and spreadsheet applications such as Microsoft Excel Access and Lotus 1 2 3 provide for the exporting of Copyright 1099 Pro 2014 Imports Overview 1 data to an ASCII file These files can be imported into 8966 Pro thus relieving the burden of manually entering the information onto the tax form Import Maps for a Delimited or Excel File Type 20 1 1 Import Wizard Import Wizard An import consists of a simple set of individual steps They can all be done at once or at different times Nothing is actually imported into your files until you have completed all three steps Initial Step
318. nformation for Jane Doe 2 Click Save to save Jane Doe s record 3 At the next Adding a New Record screen enter the shared TIN in the Recipient TIN field Jane Doe s name and address automatically fill the screen 4 Use SHIFT TAB to move backwards through the fields and overwrite the name and or address fields with Jane Doe DBA s information Click Save to save your changes 6 The Administrator indicates a possible recipient information mismatch Click No to not update Jane Doe DBA with the master record Also uncheck the Update All Other Pending Forms checkbox Gell Copyright 1099 Pro 2014 Recipients List 39 M At the Browse the Recipients screen only the master record Jane Doe is listed However the recipient record does list the DBA under the Accounts Namez2 tab 5 9 Recipient Record Details Recipient Record Details General Tab SSN EIN The placement of the dash in the TIN field is critical The entry of an SSN or EIN determines the formatting of the Name and Company fields First Name SSN Enter the recipient s First Name Last Name SSN Enter the recipient s Last Name Company EIN Enter the recipient s Company Name Line 2 Enter a second name or DBA as appropriate Address Type Defaults to USA Selecting Canada or Other reformats the address fields Address Enter the recipient s Address E mail This field is optional Accounts Name 2 Tab Name Line 2 This field is f
319. ng Address Adjustments Making Address Adjustments Address adjustments are measured in hundredths of an inch from the default placement For example a change of 25 would result in the address shifting down or to the right 1 4 of an inch To modify the position of the address vertically or horizontally 1 Choose the form type in the Current Form drop down menu above the Forms amp Printing section 2 Choose the method to be used for selecting the 1099 form to be printed 3 Click on the Begin Print Process button in the Print Forms for Recipients and the IRS screen 4 Select the print stock you will be printing on whether pre printed or blank stock forms Click Next 5 Choose a sort order Click Next to continue 6 Choose whether to preview the forms for printing Click Next to continue 7 On the summary screen you are then presented with a summary of your current printer print options paper type total recipients selected form sort order and other information Copyright 1099 Pro 2014 Printing Overview 183 a The Advanced Print Options button appears in the middle of the summary screen Click on Advanced Print Options button 8 On the Address Envelope Offsets tab begin by modifying the values for vertical and horizontal adjustments using the arrows As you make your adjustments the adjustment title will turn RED indicating that your adjustments may be too large When finished click OK 9 Toclose t
320. ng line from a TIN Matching bulk upload file is missing the TIN Name field 2 562611111 89765 This line would generate a 4 in the results data file E Mailed to you indicating an Invalid TIN matching request as follows 2 562611111 89765 4 15 3 2 IRS Incorrect TIN Flowchart IRS Incorrect TIN Flowchart Copyright 1099 Pro 2014 8966 Pro 2014 Flowchart for Incorrect Name TIN CP2100 CP2100A Software tracks date notice 1099 Software could ask the user if they would like to issue a WOU B notice after bulk TIN matching returns We should keep track within the software on recipients who have and have not had their information submitted to the IRS for TIN The payer only has to send two notices within a three year period Beyond the two notices the Payer has provided due diligence and doesn t need to take any further to issue a B notice action in acquiring the W9 and status Tin of the payee change is indicated in program prior submitted TIN info bulk TIN matching Payer uses software to issue a B notice and status change is indicated in program a certified W 9 within 30 business days Is the payee 1099 form item subject to backup withholding see dictionary for list of backup withholding items The Payer would update the payee s profile with the correct information and close out the pending 2 B Stop backup notice status
321. ng this feature o TIN Validation This verification process for both EIN and SSN numbers ensures that payers file accurate payee TIN Name combinations reducing or eliminating yearly IRS TIN Name discrepancy penalties B Notices CP2100 A s 972CGs o DMF Death Master File The DMF is a continually updated list of all known deceased individuals It is used by the financial industry as well as government agencies to prevent identity fraud o SDN OFAC Specially Designated Nationals SDN PLC Office of Foreign Assets Control OFAC Unlike IRS penalties for TIN Name discrepancy payers neglecting to verify the Office of Foreign Assets Control OFAC lists open themselves up to civil as well as criminal penalties Add a Record Add a Record Please visit https www 1099pro com videos asp and select the How to Add a Form video for a brief tutorial on the process for adding a form 1 On the task panel undering the Preparing My Forms section select Work With My Tax Forms Use the Current Form drop down menu to select the form type to process 2 At the Work with My Tax Forms screen click Add to access the Adding a Form Record screen Copyright 1099 Pro 2014 Browse Records 93 3 After completing all fields click Save The record is saved and a blank screen is presented for your next record Click Cancel to exit the Adding a Form Record screen 12 3 Void Records Void Records Records are voided instead of delete
322. nges by editing your INI file e Navigate to C 1099 Pro Pro99Txx Admin e Open the file called Pro99Txx INI e Locate the file path associated with SAV GlobalDataPath e Make sure the data file path does not contain a backslash at the end of the path or any periods if using a UNC For example stationx 1099pro com c xxxx e Save and run the software again Copyright 1099 Pro 2014 Error Messages 243 Please note that the default location for a single user install saves the data file in C 1099 Pro Pro99T1 1 Data If you are setting up a multi user workstation your data folder is most likely in a custom location specified during the server installation Please contact 1099 Pro Technical Support to further assist you in renumbering your records 30 8 Unable to open required file ProTips 2 File Not Found Unable to open required file ProTips 2 File Not Found xl Unable to open required file ProT ips 2 File Not Found Solution This error most often occurs if there was an error during installation or and error when mapping mapping the file path to your data folder First be sure you are not running the software from a network location 1099 pro must be run locally or from a client installation linked to a hosted data file The software may be redirected to the correct data file by editing the INI file e Navigate to C 1099 Pro Pro99Txx Admin e Open the file called Pro99Txx INI e Edit the fi
323. ns Sheets Your 1099 Pro installation includes many useful IRS SSA forms and instructions Additionally users with an active internet connection can access current versions of these and other files directly from the IRS SSA websites See Printing Blank Forms for more information Troubleshooting Printer Issues 1099 Pro prints to most Windows compatible printers subject to the printer s margin limitations If your bottom margin is greater than 1 3 inch you may not be able to print data at the bottom of the page or you may have to print 2 forms to a page Check your printer s manual and or Maximum Printable Area for your BubbleJet Deskjet Inkjet or Laserjet if you have questions See Trouble Shooting Printer Issues for more information Form Limits 1099 Pro now contains a feature called Form Session Limits which provides extra filtering options when printing forms See Form Limits for more information PDF File Generation Creating PDF files is fast and easy For Example You want to E Mail or electronically transfer your PDF file va the Internet This is now the preferred method of generating a PDF file instead of printing through a PDF printer selection or driver through the print menu In addition you are given the option to password protect your PDF file and save it to a location on your hard disk or on a network as well as view it in Adobe Acrobat See Initial PDF Options for more information Advanced Print Options 1099 Pro offers
324. ntag All Use this button to untag all records Flip Use this button or ALT F to reverse the tag status of an individual record Flip All Use this button or ALT L to reverse the tag status of all records For example if you have 3 records and only one record is tagged the Flip All button will tag the two previously untagged records and untag the original record e Prev Tag Use this button or ALT P to scroll backwards through tagged records e Next Tag Use this button or ALT N to scroll forwards through tagged records Zip Code Lookup Zip Code Lookup 1099 Pro allows you to quickly find or verify zip codes cities and states within the USA The Zip Code Lookup feature e Includes every 5 digit ZIP code in the USA e Includes FPO Fleet Post Office and APO Army Post Office ZIP codes e Allows you to search by city state or ZIP code Copyright 1099 Pro 2014 Browse Records 101 e Contains current ZIP code data Zip Codes can be looked up from either the City field shows all matching cities or the zip field more precise shows matching zips If you type a partial city or zip and then invoke the pop up the list will start at the closest approximation This database includes all zip codes and cities accepted by the United States Postal Service The USPS currently recognizes all United States ZIP codes by either their preferred or alternate city names USPS Codes P Preferred City Name Example Philadel
325. ntained on 4419 Copyright 1099 Pro 2014 8966 Pro 2014 Index 10 Day 121 1099 Compliance Seminars 42 1099 Module Preferences 65 1099 Pro Central 27 1099 Seminars 42 1220 119 130 140 0 250 forms 133 6274A 148 8 5 X14 Paper 206 232 Oa 96 DPI Setting 26 A A Record 140 About 1099 Pro Inc 13 About Corrections 47 Access Denied 245 access group 57 256 account 252 Account Generation Wizard 53 Account Number Generation 53 Acrobat 41 Activation 17 Activation Code 17 Activity Report 84 Add a Filer 29 Add a Recipient 36 Add a Record 92 Add a Transmitter 233 Add a User 60 Add or Create Records 89 Adding a Filer 29 Additional Services 218 Address Adjustments 182 Address Type 161 166 169 ADDRESS VALIDATION 250 Adjust Address 182 administration 54 256 Adobe 41 Advanced Print Options 181 Aggregate 171 Aggregating forms on a spreadsheet 171 Aggregation 171 Alias 162 Alignment Issues with text in tax forms 26 Alternate 206 Alternative import layout 42 Appearance 26 Assigning a Printed Status 188 Audit Trail Browser 43 85 Audit Trail Report Filters 86 Audit Trails 83 Audit Trails Activity Report 84 Authorization Code 17 Automatic 54 ss BNotices 238 B Record 140 Backup Data 64 Backup Wizard 64 BANNED PATRON LIST FOR CASINOS 250 Blank 206 231 Blank Copier Paper 231 Blank Laser Perforated 231 Blank Laser Perforated Stock 231 blank stock 206 Browse F
326. ntaining that memo data does not exist 75 Invalid Field Type Descriptor Either the type descriptor is corrupt you have used a name that does not exist in GET Q name or the file definition is not valid for the file driver For example trying to define a LONG field in an xBase file without a matching MEMO field 76 Invalid Index String The index string passed to BUILD DynIndex string was invalid 77 Unable To Access Index An attempt to retrieve records using a dynamic index failed because the dynamic index could not be found 78 Invalid Number Of Parameters You did not pass the correct number of parameters to a procedure called in an EVALUATE statement Note As of Clarion Version 6 2 9047 the SQL Drivers now add more information to the trace log file explaining why the ERRORCODE 78 was generated Copyright 1099 Pro 2014 Error Messages 249 79 Unsupported Data Type In File The file driver has detected a field in the file declared with a data type that is not supported by the file system the driver is designed to access 80 Unsupported File Driver Function The file driver has detected a file access statement that is not supported This is frequently an unsupported form different parameters of a statement that is supported 81 Unknown Error Posted The file driver has detected some error from the backend file system that it cannot get further information about 88 Invalid Key Length An attempt to CREATE a Clarion
327. ny open requests will be untouched and left in a Pending status e Close the Request This option is used when corrected info has been received back from the recipient etc e Voided VOID the request it should not have been issued After you VOID a request and save your changes that request can no longer be modified since it is now considered updated closed e Escalated If you choose Escalate when you save the Recipient form the existing form is closed and you are taken directly to the Info Request wizard to create a new form Your options to escalate are Escalate to the 1st B Notice or Escalate to a 2nd B Notice When escalating selecting either one of these options determines the proper screen you will be taken to W 9 Report W 9 Report Information Request Report Options available are as follows Select the Printer Selects the current printer to use to print the request Copyright 1099 Pro 2014 29 4 29 5 Select the Sort Order e By Last Name es By TIN Report Preview Enables you to preview the report before it is printed Request Types W 9 W 9S 1st B Notice amp 2nd B Notice Request Status Opened Pending Closed Resolved Voided Escalated Date Issued Range From Begin Date to End Date Filer to Include Option available for selection is All Filers W 9 Single Batch Requests Browse W 9 Single Batch Requests You can issue Information Requests i e W 9 W 9S 1st B Notice and 2nd B Notice
328. ny other non postscript driver Help File Print Problems Some print drivers may have difficulty printing hot spot or jump items For example instead of printing a dotted or solid line underneath the hot spot jump item only a blank line prints To resolve this issue install an HP 4L print driver and set it as the default printer Default Printer 1099 Pro may default to a specific printer Always review the selected printer while choosing your paper type in the Print Wizard To switch printers use the Select a Different Printer or Port button to access the Print Setup screen Random Errors Occasionally a virus checker e g Norton McAfee can corrupt the 1099 Pro installation and cause random inexplicable errors If this is happens backup your data files perform a custom uninstall and then reinstall the software with the virus checker disabled 12 CPI characters per inch 1099 Pro prints at 12 CPI to allow the maximum number of characters per field e g 36 characters in a name field Accordingly your printer must be set at 12 CPI To set your printer either Adjust the front panel of the printer manually by setting the CPI to 12 and selecting a font like Courier Do not select a proportional font or the IRS may fine you 50 for each form or On your Windows desktop click Start Settings Printers and highlight the printer Right click your mouse select Properties and click the Device Options tab if available may no
329. o 2014 146 Lane 2014 18 1 Forms Status Values Forms Status Values 1 Form Status values Pending 0 Printed 1 Printed Voided 2 Printed Filed1096 3 Printed FiledMag 4 Printed Uploaded 5 Filed Mag 6 Filed without printing Uploaded Equate 7 Uploaded without printing l Corrected Original with blanked amounts range 10 19 Corrected Pending 10 Corrected Printed 11 Corrected PrintedVoided 12 Corrected PrintedFiled1096 13 Corrected PrintedFiledMag 14 Corrected PrintedUploaded 15 Corrected FiledMag 16 Corrected Uploaded 1 7 l Correction record range 20 29 Correction Pending 20 Correction Printed 21 Correction PrintedVoided 22 Correction PrintedFiled1096 23 Correction PrintedFiledMag 24 Correction PrintedUploaded 25 CorrectionFiledMag 26 Correction Uploaded Equate 27 2 Voided Form This should already appear in the QW as a checkbox 3 Correction Type This is internal to the program 4 Error Status We ship with queries for these already 0 No errors 1 Warnings 2 Errors 3 Warnings Errors 4 Fatal major Error Copyright 1099 Pro 2014 Form Status Overview 147 18 2 Statuses Statuses Pending These forms were input or imported Forms with a Status of Pending may be changed or deleted Printed If you print out forms you will be asked if you have printed out your red copy A s If you answer yes then the status will be changed from P
330. o the filers amp recipient master list in 1099 Pro those changes are then cascaded or updated throughout all tax forms with a status of Pending Cascading updates help ensure that the entire filer and recipient information regardless of the tax form synchronizes quickly and uniformly When does the cascading of those changes take place As you make changes to a filer or recipient click Save to save your changes You are then prompted with the option to Update all Pending forms with these changes as well Place a check mark in the box if you want all changes to then synchronize throughout all pending tax forms To make changes on the current tax form only remove the check mark and proceed to save your changes If existing tax forms contain information that need updating and have statuses other than Pending i e Printed Filed Uploaded etc You must manually reset that form s status back to Pending and then go back and allow the software to include those tax forms in the cascading process made changes earlier to a tax form and now I am being prompted with a window Recipient Record may need updating or Possible Recipient Information Mis Match What do do now 1099 Pro will prompt you to update or synchronize changes if it sees that the existing information doesn t match with what is in the master recipient database It will continue to do this for all consecutive tax forms that require updating Click Yes to apply the chan
331. oftware has resulted from accident abuse misapplication abnormal use or a virus Any replacement Software will be warranted for the remainder of the original warranty period or thirty 30 days whichever is longer Outside the United States or Canada neither these remedies nor any product support services offered by eFileViewer are available without proof of purchase from an authorized international source To exercise your remedy contact eFileViewer Attn eFileViewer Sales Information Center 23901 Calabasas Rd Suite 2080 Calabasas CA 91302 or the eFileViewer subsidiary serving you 8 DISCLAIMER OF WARRANTIES THE LIMITED WARRANTY THAT APPEARS ABOVE IS THE ONLY EXPRESS WARRANTY MADE TO YOU AND IS PROVIDED IN LIEU OF ANY OTHER EXPRESS WARRANTIES IF ANY CREATED BY ANY DOCUMENTATION OR PACKAGING EXCEPT FOR THE LIMITED WARRANTY AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW eFileViewer AND ITS SUPPLIERS PROVIDE THE SOFTWARE AND SUPPORT SERVICES IF ANY AS IS AND WITH ALL FAULTS AND HEREBY DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS EITHER EXPRESS IMPLIED OR STATUTORY INCLUDING BUT NOT LIMITED TO ANY IF ANY IMPLIED WARRANTIES DUTIES OR CONDITIONS OF MERCHANTABILITY OF FITNESS FOR A PARTICULAR PURPOSE OF ACCURACY OR COMPLETENESS OR RESPONSES OF RESULTS OF WORKMANLIKE EFFORT OF LACK OF VIRUSES AND OF LACK OF NEGLIGENCE ALL WITH REGARD TO THE SOFTWARE AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES ALSO THERE
332. ompliance members have real world experience in a variety of industries and as a result are experts in federal law state tax local tax and payment types that are subject to reporting IRSCompliance s expertise and efficiency will improve your compliance and minimize financial risk to your company CUSTOM AND SCALABLE FEATURES Federal amp state filing for originals and corrections Quarterly wage reporting Independent Contractor Reporting TIN Compliance Management B Notices TIN matching W 8 and W 9 processing Balancing and reconciliation Transaction detail history and audit trails Penalty abatement Form 1099 K processing and reporting OPTIONAL SERVICES Withholding amp deposit services Policy and procedure development Regulatory publications webinars and events Standard and custom printing services Consulting risk assessment services and curing Penalty appeals Electronic filing services Electronic payee statement presentment Electronic solicitation and validation of W 8s amp W 9s 1099 Sales and Technical Support 888 776 1099 sales 1099pro com 31 3 StateComply StateComply Compliance at your Fingertips Copyright 1099 Pro 2014 F266 Lane 2014 32 The State of California Franchise Tax Board is starting to crack down businesses are now required to withhold 7 and report quarterly when making payments of more than 1 500 of California Source Income to any entity that is a non resident of California
333. on Click Yes to continue or Cancel to abort The deleted form immediately exits the Corrected Options screen and reverts to the Work with My Tax Forms screen with its pre corrected print status 7 4 Protected Forms Protected Forms Records with a Printed Filed or Void print status are protected from changes or edits Use the Protected Form Update Options screen to access these records Available update options vary according to the record s status Print Status Available Options Printed View the form reset the form to pending print status void the form or reprint the form Copyright 1099 Pro 2014 so Lane 2014 7 5 Records that were imported with a printed status cannot be void reset or delete The entire import session must be reset Voided View the form unvoid the form or reprint the form Filed 1096 View the form reprint the form or create corrections Filed Mag View the form reprint the form or create corrections SB Filing View the form reprint the form or create corrections SB Print Mail View the form reprint the form or reset to pending SB Filing View the form reprint the form or create corrections There are View the original or corrected form reprint the original or corrected form several s Print Statuses and their available actions Printed View the form reset the form to pending print status void the form or reprint the form Records that were imported with a printed status cannot b
334. on the software attempts to gain control of all records If the software is unable to gain control of a record because someone else has the record open it will notify the user and offer to post the files the slow non locking way or allow them to cancel Unlocking Records 1 Navigate to File 2 Click on Security and Administration Copyright 1099 Pro 2014 Technical Support amp Maintenance 23 3 In the Business Rules and Options section click on Browse System Process Locks 4 Highlight User and click Delete Remove the Selected Lock 2 4 Data Files Data Files 1099 Pro data files are suffixed with TPS For example filers tps contains filer data and states tps contains state data In a typical installation these files are located at C 1099 Pro Pro99T14 Data INI File The Pro99T14 INI file contains information specific to your installation and is located at C 1099 Pro Pro99T14 admin The INI file may or may not be deleted during a custom uninstall This file can be manually deleted if you want to totally remove 1099 Pro from your system or if you want to perform a clean reinstallation This file can remain if you want to reinstall the software but retain your settings 1099 Pro data files are suffixed with TPS For example filers tos contains filer data and states tps contains state data In a typical installation these files are located at C 1099 Pro Pro99T14 Data 2 5 Online Help Online Help
335. ons Corrections can only be done on a form that has a status of Filed SB Print File SB Filing or E Filed The status of these new forms will include Correction Form Counts The Form Counts Report is a great way to see the status of all forms Note 1 an in front of the status means that there may be an error with the form e g it is missing a SSN or address value Note 2 for exact Status values see the Query Wizard Copyright 1099 Pro 2014 148 Lane 2014 19 19 1 20 20 1 Important Dates Filing Deadlines Filing Deadlines Please note 1099 Pro Inc strongly recommends verifying all filing deadlines and addresses 1099 Pro Inc assumes no liability for inaccuracies or changes contained herein Imports Overview Imports Overview 1099 Pro features a powerful yet intuitive Import Wizard to make importing your data a breeze The general rule is that if you can see your data in a product like Excel then you can import your data Importing data that is delimited that is that each field is separated by a delimiter is easiest You can also import Fixed Length files such as files created for the IRS Microsoft applications such as Excel Access and SQL allow for you to save a copy of your data as a txt file see converting from Excel formats whereas older applications will allow you to save your data as comma separated values CSV which can easily be imported Importing can allow for File Headers where the first li
336. opy B Instructions Copy B 208 Lane 2014 1099 M ISC 1099 M ISC 1099 M ISC 1099 M ISC 1099 0ID 1099 OID 1099 PATR 1099 PATR 1099 Q 1099 Q 1099 R 1099 R 1099 S 1099 S 1099 SA 1099 SA 5498 ESA 5498 ESA 5498 SA 5498 SA MISC MISC MISC MISC MISC W 2 W 2 W 2 W 2 M oore Wallace Alternate Comb Moore Wallace Std Register 775 Pressure Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Alternate Comb Moore Wallace Alternate Comb TFP Data System Moore Wallace Nelco Relyco Moore Wallace Relyco Relyco TFP TFP N11C Pressure 8 1 2 x 11 Duplex C Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11ZPressure 8 1 2 x11 Single Sided Z Fold Seal 8 1 2 x 11 Single Sided Max 4 Seal Filer Lines N11EZPressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 MW 1304 8 1 2 x 14 Single Sided EZ Fold Pressure Seal 5145 Blank 8 1 2 x11
337. or reference only and reflects entries made at the data entry screen Account Numbers Enter as many account numbers as necessary Access this information at the Account Number field at any data entry screen via the lt F2 gt key W 9 B Notices Request Tab Only Applicable if an open request exists for a recipient This tab allows you to change you update the TIN Name and change the status of the request If there is no open request that tab is not shown Your options for status requests are as follows Copyright 1099 Pro 2014 40 Lane 2014 Leave the Request Open as Pending Any open requests will be untouched and left in a Pending status Close the Request This option is used when corrected info has been received back from the recipient etc Voided VOID the request it should not have been issued After you VOID a request and save your changes that request can no longer be modified since it is now considered updated closed Escalated If you choose Escalate when you save the Recipient form the existing form is closed and you are taken directly to the Info Request wizard to create a new form Your options to escalate are Escalate to the 1st B Notice or Escalate to a 2nd B Notice When escalating selecting either one of these options determines the proper screen you will be taken to 5 10 Runa Recipient Report 5 11 Run a Recipient Report The Recipient Listing includes the Name TIN and Address of all recipients inthe 89
338. ormation Click the Next button to continue Proceed to Step 2 of the import process Validating your data Trouble Shooting Import Issues Note When importing a text file from i e Microsoft Excel During the import you may run into a problem where during the process of assigning fields in the Specify Form Field Mapping Screen the software generates 0 records on the left hand side in the Available Input Fields column Typically this can be caused by the import file being locked in memory by the application Microsoft Excel or similar application across a network LAN or WAN The idea is to have Microsoft Excel or similar application to release control over the text file to be imported To solve this problem follow the steps below If working locally An individual computer not on a network First close all instances of i e Microsoft Excel or another program used to generate your text file for import Rename the file to a different filename i e import tab gt gt gt import2 tab Begin the Import Data process again starting with Step 1 above If working on a network Your import file resides on another computer such as a workstation or a server Again close all instances of i e Microsoft Excel or another program used to generate your text file for import Copy the file from the server to a folder on your local hard drive For Example C lmports Rename the file to a different filename i e import tab gt gt gt import
339. ormational returns a test file is not required ABOUT THE COMBINED FEDERAL STATE FILING PROGRAM The Combined Federal State Filing Program was established to simplify information returns filing for the taxpayer IRS MCC will forward this information to participating states free of charge for approved filers Separate reporting to those states is not necessary Some participating states require separate notification that the payer is filing in this manner Since IRS MCC acts as a forwarding agent only it is the payer s responsibility to contact the appropriate states for further information emphasis added All corrections properly coded for the Combined Federal State Filing Program will be forwarded to the participating states See IRS Pub 1220 for a complete description Contact your state agency for individual State requirements 16 4 IRS Name Control IRS Name Control For 1099 s and W 2G s The following overview provides an explanation on the taxpayer identification number matching process and the development of name controls Understanding this process could help decrease the filing of incorrect information returns such as 1099 documents used to report various types of income and W 2G s used to report gambling winnings The information returns you file must include a correct name and taxpayer identification number TIN combination to allow the IRS to match the information reported against the income included on the payee s incom
340. ot T Shia Optional text line 1 tee Bg Optional text line 2 an eae a8 TIN Name Validation Optional Grouping Filtering fields Checked Unknown TIN Validation Source Result Unknown ZILI Se Category SAMPLE Recipient Email SB 1099pro com Batch ID Clicking on the symbol will give you more information about it and allow you to validate the TIN once more by clicking on the Go to Validation button These icons show you the TIN Name validation status for the recipient of this tax form Unknown TIN Name not yet validated Match TIN Name matches IRS records No Match TIN Name does not match IRS records Warning Form TIN Type does not match IRS TIN Type Copyright 1099 Pro 2014 Additional Services 265 31 2 Managed Services Managed Services The 1099 Pro Managed Services team IRSCompliance can maintain your payee and payment database in our secure SSAE 16 SOC Type Il environment or on your secure servers Managed Services can support current and prior years of tax data for forms 1098 1099 5498 W 2G W 2 1042 S 3921 3922 as well as Puerto Rico payment information This service includes regulatory support compliance training and year end recipient statements Users can access the 1099 Pro Corporate Suite software to securely view and print their payee and payment information and perform data queries either online or through a secure network With more than 25 years of experience IRSC
341. ounts withheld For Example 1099 R Box 10 State Tax Withheld Tax State with no amounts withheld If there is no amounts withheld and you still want to designate a Tax State since the work or event took place in a specific state then use the Tax State override button to do this Click the State button to set a Tax State e Residence State If there is no Tax State then the state is the State of Residence IRS Instructions You can open the 2014 General Instructions and more specifically the Current Tax Form instructions Form Help Provides help for the current tax form 12 12 Print View Reports Print View Reports How to Print View Reports Copyright 1099 Pro 2014 Browse Records 99 1 At the Work with My Tax Forms screen click the Print View Report button 2 1099 Pro prompts to use the current query The current query is displayed in the upper right of the Work with My Tax Forms screen Click Yes to use the current query No for query options or Cancel to exit Query Options include Select a previously saved query e Create a New Query Do Not Apply a Query generates standard Control Totals report e Cancel Without Continuing 12 13 Search Search Use the Search field to quickly locate a recipient or filer To search AKA incremental index 1 Setthe Current View to the correct sort order criteria i e By TIN 2 Atthe Browse the Recipients Browse the Filers or Browse Forms
342. our registration code indicates the edition user license and number of transactions purchased See Registration topic 6 14 Toolbar Toolbar The toolbar provides quick access to common tasks Copyright 1099 Pro 2014 8966 Pro 2014 6 15 6 16 Welcome Wizard Welcome Wizard Upon first entering 1099 Pro 2014 the Welcome Wizard walks you through creating your first filer and activating optional security features eFile Archiving eFile Archiving The features contained within this section are available exclusively to users of the Corporate Suite edition of our software During Electronic File Mag Media State and Quarterly creation in the Electronic Filing link there is an option to Archive a copy of this file Checking the Archive a copy of this file box creates an archived Electronic File in the 1099 Pro database If an Electronic File is created and the Archive a copy of this file box is checked the file can be resent if your files have been lost or corrupted e 1099 Pro e file Select destination folder for your e file files This step lets you specify where your e file file s will be created gt The generation process will automatically provide a name for your electronic file s gt Files for electronic transmission will always be named IRSTAX NNNNN where NNNNN is a unique sequence number plus the type and tax year of the forms in the file plus the date and time
343. p select Properties go to the Settings tab Verify Screen resolution is 800x600 or higher Click Apply then OK 2 From the Settings tab click Advanced go to the General tab verify the DPI setting is 96 DPI You Copyright 1099 Pro 2014 2 12 2 13 3 1 Technical Support amp Maintenance may need to restart for these settings to take effect Windows Vista Adjusting your resolution and DPI settings 1 Right click on the desktop select Personalize choose Display Settings Verify Resolution is 800x600 or higher Click Apply then OK 2 On the Personalization screen click Adjust font size DPI Verify your setting is Default scale 96 DPI fit more information Click Apply then OK You may need to restart for these settings to take effect Windows 7 8 Adjusting your resolution and DPI settings 1 Right click on the desktop select Personalize choose Display on the left hand side of the screen Click Adjust resolution verify your display resolution is at 800x600 or higher Click Apply then OK 2 On the Display screen click Set custom text size DPI Verify scale is set to 100 96 pixels per inch Click OK You may need to restart for these settings to take effect Screen Resolution Screen resolution Screen resolution should ideally be set at 800x600 or greater with small fonts Special Help Button Special Help Button Use the lt F1 gt key at any screen to access context sensitive help screens The
344. pen the www TINCheck com website in your default internet browser Copyright 1099 Pro 2014 asa Lane 2014 TINCheck Validation service TIN Validation service information Sigh up for TINCheck services and Configure TINCheck Account TIN Validation is a service that you pay for that provides a real time validation of gt The Taxpayer Identification Number TIN and name against the IRS Database Note mismatches can resultin an IRS penalty of 100 for each mismatch L amp S TINCheck D DMF Result which returns if the TIN is a hit on the SSA s Death Master File OFAC Result which returns a hit if the person or entity is on a watchlist issues by the Office of Foreign Asset Control maintained by the US Treasury Sign up now ed Configure TINCheck FP pccount X Cancel Help 31 1 2 Manage my results TINCheck Managing your results In order to check the validity of a TIN that you re using on a tax record When editing an existing tax form or adding a new one click the Tax Validation button Click Check TIN Name Please note that when checking TIN s the TINCheck service also provides you with information on the following lists IRS TIN Name Matching TIN Matching Internal Revenue Service This verification process for both EIN and SSN numbers ensures that payers file accurate payee TIN Name combinations reducing or eliminating yearly IRS TIN Name discrepancy penalties B Notices CP2100 A s 972CG
345. phia 19101 A Alternate Example Phila 19101 Tip You can right click on the City or Zip Code fields to pull up the list of cities in the U S You may also type in the name of the City or Zip code in the search field As you type the software will narrow down the closest match based on your entry A third tab By State allows you to type in the abbreviation of the state to match the zip code your are searching for Select a Zip City State By ZIP code By City and State By State Search EI 302 Zipcode City State USPS a DS 91302 Calabasas C Hidden Hills Monte Nido Woodland Hills Canoga Park Woodland Hills Box Canyon Canoga Park West Hills Canoga Park Canoga Park Winnetka Bell Canyon Canoga Park West Hills PP DEEDEEDEE DEEDEE IE PRERPEREREREPR X Cancel Help 12 18 IRS Codes IRS Codes Please review the IRS Instructions for the form to find a current listing of codes These instructions may be found in our software by going to Forms and selecting IRS Instructions amp Blank Forms Copyright 1099 Pro 2014 102 Lane 2014 13 13 1 13 2 Current Sort View Current Sort View Record Sorting 1099 Pro offers built in views that are tied directly to the Search field To search for records by TIN the view must be set to By TIN Likewise to search for records by name the view must be set to By Last Name Company or By Filer Name as appropriate Failure to
346. pient copies by the IRS due date Our pricing includes first class US postage e Electronic Filing Only The 1099 Pro Service Bureau will file your data electronically with the IRS on your behalf e The Complete Package The 1099 Pro Service Bureau will print and mail recipient copies and file your data electronically with the IRS Our pricing includes first class US postage e Service Bureau Support for the IRS Bulk TIN Matching Program The SSAE 16 SOC TYPE Il Service Bureau as an authorized agent can submit TIN Name combinations to the IRS on behalf of our users and results are available to our customers within 24 hours We encourage our customers to use this servce to correct serious errors like invalid TIN numbers that would Copyright 1099 Pro 2014 Service Bureau Overview 29 likely result in a 972CG CP2100 or CP2100A notice from the IRS and possible penalties of 100 00 per mismatch Call to schedule a Bulk TIN appointment today 866 444 3559 e TRA97 Compliance Educational Institutions 1098 T form This option is unique to form 1098 T and designed for colleges universities The SSAE 16 SOC TYPE II 1099 Pro Serice Bureau prepares and mails the form 1098 T tuition statements and also files the forms electronically with the IRS Call for a quote 866 444 3559 The following services are available to 1099 Pro users for an hourly fee or flat rate Contact the Service Bureau for more information toll free 866 444 3559 or email
347. ply Alias Validation button to allow 1099 Pro to use your new country code alias Copyright 1099 Pro 2014 Imports Overview 165 Country Alias Validation Options Update Country Alias File 99 Reapply Alias Validation 9 After clicking on the Reapply Alias Validation button 1099 Pro will ask how you would like to apply your alias translations You can apply them to all records or records with problems only Administrator How would you like to apply the update Only records with problems 2 faster but not as thorough All records regardless of status checks every record for problems j Allrecords Cancel 10 Once your aliases validations have been applied 1099 Pro will be able to properly translate JPN to Japan or JP and the Invalid Country warning will be removed Copyright 1099 Pro 2014 166 8966 Pro 2014 20 1 5 BS 1099 Pro for 2006 Enterprise SQL View Fix Import Session Records Fie Reports Forms IRS Utilities Help Current Filer CALABA E Post or Abandon 1099 MISC Imported Records 35 418 e 342 Coerect errors before final posting of these records 123 22 10U2 o5 4 12322 1031 JACH 06 ok QS Browse Entes amp Edt 12322 1032 ACH 04 ok 12322 1033 ACH Oi ok E Print Tax Forms 12322 1049 ACH 07 ok D I Fom Totats Reports 12322 1050 ACH 15 ok DI More IRS Forms amp Info ae TS E K 555 331234 ACH 73 ok 77 7441233 ACH 32 ok Filing amp Correc
348. port for IRS Bulk TIN Matching Click Next 2 Select whether to include all Selected Form Types for All Filers or Selected Form Types for Selected Filers If you select the Selected Filers option then on the following screen choose the filer s you want to include in the export process If not then click Next 3 Note The IRS does not allow submission of the form types displayed in RED Only check these form types if you have verified with the IRS or appropriate counsel that it is legal to submit recipients receiving these form types Tag the form types you want to include in the export process and then click Next 4 Now specify where the export should be created you may accept the default location of lt DEFAULTPATH gt EXPORTS or click the Select the destination folder and choose another location 5 Click Finish to generate the file 6 In the Exports directory you will see two files a Your primary Bulk TIN file export with a date and time stamp in the file name indicating when you performed the export b A file with the same date and time stamped but the word duplicates is appended to the file name When submitting your file to us or to the IRS send the primary file not the file with the word duplicates The duplicates file is for your records as the IRS will penalize any uploads containing duplicates Some important things you should know for the Bulk TIN Matching Feature to function in the 1099 Pro soft
349. print Your options are e W 9 Request for Tax Payer ID number and Certification e First B Notice e Second B Notice e W 9S Request for Student Borrower s Tax Payer Identification Number 3 Next Specify the Requesting Filer who is mailing these forms You may also select a different filer by using the Select a Different Filer to use button 4 Choose an option for how Recipients will be selected either Manual or Automatic then click Next 5 Tag the recipients you want to send W 9 requests for by either manually tagging them or using the automatic feature which will select recipients based on the criteria of whether they have an invalid TIN or a missing TIN Click Next 6 Set the print options for your W 9 Forms Click Next Confirm your settings and then click Finish 8 After clicking Finish you are returned to the Create a New Batch screen If you are finished then click cancel to print these requests N Duplexing For users who have Printers with a duplexing unit there is an option to print on both sides of a sheet of paper k Follow steps 1 8 above then at the Print Preview screen initiate a print session by clicking the print icon at the top of the preview screen 2 On the Select Printer Screen click the properties button for your printer 3 Click the Finishing tab then locate the area Document Options on this screen 4 Place a check in the box to Print on both sides 5 Click OK and proce
350. problem with older operating systems Other performance efforts are faster printing of complex graphics more efficient data streams for reduced network traffic better WYSIWYG printing improved print quality truer document fidelity and complete backward compatibility The compatibility issues have caused many users to select PCL 5 as the language version The PCL printer commands activate the printer features Be design HP provided four general types of HP printer language commands Control codes PCL commands HP GL 2 commands and P commands A control code is a character that initiates a printer function for example Carriage Return CR Line Feed LF Form Feed FF etc PCL commands provide access to the printer s PCL control structure The PCL structure controls all of the printer s features except those used for vector graphics which are controlled by the HP GL 2 commands PCL commands other than single character control codes are also referred to as escape sequences That design provided very easy use from high level programming languages and in reality made the PCL the industry standard The terms are used interchangeably Once a PCL command sets a feature of the printer that feature remains set until that PCL command is repeated with a new value or the printer is reset to default In other words you turn on the feature and then turn it off HP GL 2 vector graphic commands are two letter codes that represent the function of t
351. r LaserJet 2500 series HP Color LaserJet 4500 series HP Color LaserJet 4550 series HP Color LaserJet 4600 series HP Color LaserJet 5500 Copyright 1099 Pro 2014 F104 Lane 2014 22 11 series HP Color LaserJet 8500 series and HP Color LaserJet 8550 series printers It offered no other changes except the commands needed to support color printing PCL 6 This version offered significan changes in the backward compatibility issue for HP PCL6 is very different from PCL5 and previous PCL versions One significant difference is the manner in which the commands are sent to the printer The target was performance and reliability the jury is still out on the question of better Prior to PCL 6 each new version of the language included commands not found in older versions as well as the older PCL commands As a result printers with more recent versions of PCL are backwards compatible with software that supports older versions of the language PCL 6 was released with the HP LaserJet 4000 series HP LaserJet 4100 series HP LaserJet 2100 series HP LaserJet 2200 series HP LaserJet 1200 HP LaserJet 3200 HP LaserJet 3300 HP LaserJet 4200 series HP LaserJet 4300 series HP LaserJet 5000 series HP LaserJet 5100 series HP LaserJet 8000 series and HP LaserJet 9000 series printers PCL 6 features new modular architecture that can be easily modified for future HP printers The efforts for faster post printing return to application have made somewhat of a
352. r Warnings and the IRS SSA may both reject your files and or records and assess significant penalties on the data or lack of data that you submitted or did not submit 1099 Pro Inc assumes no responsibility or liability for the detection of errors omissions inconsistencies warnings formatting accuracy or compete filing or processing of your data This software application identifies many but not all of the most common format errors in information compliance submissions The likelihood of submission rejection though not eliminated is greatly reduced when utilizing this application Even if no errors are identified by this software your submission could be returned or you could be penalized because of other errors 1 2 About 1099 Pro Inc About 1099 Pro Inc Copyright 1099 Pro 2014 14 2066 Proe 2014 1099 Pro Inc Founded in 1989 1099 Pro Inc is a market leading provider of information reporting solutions amp services for 1099 W 2 and 1042 S filers 1099 Pro develops and markets a comprehensive range of products that enable any size business or institution to effectively manage and be compliant with IRS requirements 1099 Pro products range from Client Server ASP applications capable of filing over 100 million records utilizing a MS SQL back end with a multi year presentation of forms via Internet Explorer to desktop software products for filing from 20 100 000 forms to www eFileMyForms com for internet filing of lt
353. r delete tax for validation rules click on File from the top menu and then select Security and Administration 2 At the Global Administrative Options window click on the Business Rules button on the left pane 3 Nowclick on the Tax Form Validation for Import and Entry button 1099 Pro Program Administration Global Administrative Options all Filers Click on a button to view of change those options Business Rules and Options Overall Program Options and Settings Securty Preference Update Grows and Program options Tax Form Validation a Logging for Inport and Entry Task Specific Options and Settings Combing es s Tax Form Print Codes g A Custom Messages Form Specific Rules and Settings Rules Reporting Q Thwestnids Gefore Petz 4 The Manage business Rules Validation screen summarizes the rules for a particular form and indicates if the rule is active where the rule is active and the severity Copyright 1099 Pro 2014 8966 Pro 2014 Manage Business Rules Validation Tax Form Meas E Valid for Tax Year ROI Bo WIT d v h areater than sum of p aris 2006 1099MISC R01 Yes No NINN ROZ Box 17 state missing for Box 16 amount Yes No EE ROS Box 16 wh is greater than box 18 income Yes No EZE RO4 Box 16 state wh greater than sum of payments Yes No E ROS Box 16 state w h specified for nonw h state 5 The DT Imp Web column determines where the validation rule is applied DT
354. re Copyright 1099 Pro 2014 8966 Pro 2014 9 3 2 e Reject Choosing this option will attribute an error message of Reject to forms that are entered with State Withholding Tax on non taxing States The warning status of Reject is the most severe message and records with the status of reject will not be allowed to be saved in the system Preferences Preferences Preference items allow you to customize 1099 Pro software To modify preferences 1 On the task panel click the General Options section and the Preferences icon or you can click on File and then select Program Preferences 2 At the Preferences screen all items except for Hide the optional form Category field on data entry forms are checked by default Uncheck an item to cancel its functionality Global Program Options Remind Me Not to Print Red Copy A Until February Require Full Name and Address Before a Form Can Be Saved Auto Capitalize Names Addresses amp Localities During Manual Entry Hide the Optional Form Category Field on Data Entry Forms Remind Me to Backup Every X Days The reminder defaults to 1 day although any number between 0 to 99 is allowed Set to 0 to backup every time you exit 1099 Pro To disable the reminder uncheck the box Range Checking Warn If Dates Entered on Forms Are Outside of this Range Date is before 1 01 2014 default entry Date is after 12 31 2014 default entry Other Options Located under the General
355. rea underneath the desired box and select Sum 25 For all areas that should have their information combined leave the Totals area at Group by This will combine their fields and this is what should be used for things like TIN Address types etc 26 Once you are done click on the Run icon 27 If everything was entered correctly you will be presented with a combination of all your matching forms as well as the totals for all the boxes where the prior information matched identically If Sum was chosen for an area that could not be Summed I E Form Category you will receive the following error message 28 Once that is done you will be presented with a new object that contains all the information that you chose to aggregate Copyright 1099 Pro 2014 8966 Pro 2014 20 4 20 5 29 You can now click on the External Data tab and over the Export area click on Text File 30 It is not recommended that you select any of the options on this page You will be given further options once you have clicked Ok 31 You will now see all your information in the Sample Export Format window In addition to this you will be given the option to save your text file as a Delimited or Fixed Width It is recommended that you choose Delimited file Click Next to continue 32 You will now be given the choice of what delimiter will be used It is recommended that you
356. recipients for ALL filers available for selection Adding a group of forms Group Actions let you tag select any number of recipients and then loop through the list creating new forms for them The program will automatically fill in the recipient information on each new form so all you have to do is fill in the specific box information for the form For additional flexibility you are also given the option to add the forms in any of four sort orders by name by TIN by State or by ZIP The Group Actions button can be found on the main Enter Update amp View screen at the bottom of the screen 1 Click the Group Actions button Select the Add tab then click the proceed with this action button On the next screen begin by selecting tagging all of the recipients you want to add to blank forms Next Select the Sort order in how these form will be placed Finish by filling out all information for each form and clicking save arwnr Viewing the list of prior changes to a form 1099 lets you view a list of prior changes to a form Records with a pending status display the Changing a Record screen In the upper right corner of the form is an audit trails button Click the audit trails button This screen tracks all manual changes made directly to a record TIN Validation This feature checks your recipients information against the lists below Note Please note that it is required that you have an account at TINCheck com prior to usi
357. ree at ADOBE s website Copyright 1099 Pro 2014 o 5066 Proe 2014 6 2 6 3 6 4 6 5 Alternative import layout Alternative Import Layout Standard Import vs Alternative Import Layout The standard import layout as used in the sample import files provides distinct City State and Zip fields The alternative import layout makes use of a single Combined City ST Zip field Use one or the other layout in your import file See Sample Import Files Canadian postal code rules Canadian Postal Code Rules Must be 7 characters Character 4 must be a blank Formatis letter number letter a space then number letter number For the first letter position 1 only these letters are acceptable ABCEGHJKLMNPRSTVXY For the letters in positions 3 and 6 these letters are acceptable adds W and Z2 ABCEGHJKLMNPRSTVWXYZ Valid example is C3H 4W9 Compliance Seminars Compliance Seminars For information about 1099 Pro sponsored seminars and conferences visit our web site at http www 1099 Pro com servTrainingSeminars asp for more information Form Status Values Form Status Values 1 Form Status values Standard tax form record status equates NOTE These values CANNOT be changed once a product is in the field Original record range 0 10 ePending Equate 0 ePrinted Equate 1 ePrintedVoided Equate 2 ePrintedFiled1096 Equate 3 ePrintedFiledMag Equate 4 ePrintedUploaded Equate 5 eFiledMag Equate 6 Filed
358. ress on Back Copy B Instructions Copy B Instructions B Address on Back Copies 2 B with Preprinted Instructions Copies 2 B with Preprinted Instructions Copies 2 B with Preprinted Instructions Copies 2 B with Preprinted Instructions Copy B Instructions PS1287 TX814 8 1 2 x 14 Single Sided EccentricBox Quad Copies B C 2 2 w W4 ZFold Instructions PS1289 TX814 8 1 2 x 14 Single Sided Eccentric Box Quad Copies B C 2 2 w W 4B ZFold 5224 ZFold 5225 ZFold Instructions 8 1 2 x 14 Single Sided EccentricBox Quad Copies B C 2 2 w Instructions 8 1 2 x 14 Single Sided EccentricBox Quad Copies B C 2 2 w Instructions Copyright 1099 Pro 2014 Pressure Seal Forms 209 W 2 Moore MW1288 8 1 2 x 14 Single Sided Eccentic Horizontal Quad Copies B C 2 Wallace ZFold 2 w Instr W 2 Moore MW1286 8 1 2 x 14 Single Sided Eccentic Horizontal Quad Copies B C 2 Wallace ZFold 2 W 2 TFP 5228 8 1 2 x 14 Single Sided EccentricHorizontal Quad Copies B C 2 ZFold 2 W 2 TFP 5227 8 1 2 x 14 Single Sided Eccenric Horizontal Quad Copies B C 2 ZFold 2 w Instr W 2 Moore MW1301 8 1 2 x 14 Single Sided EccentricHorizontal 3 Up Copies B 2 C Wallace ZFold w Instr W 2G AltRecip 5145 Blank 8 1 2 x11 Duplex 3 panelson Copy C B 2 Instructions Comb Stock side 1 addresses on side 2 Address on Back W 2G Alt Payer BlankPaper 81 2 x11 Single Sided Copy D P
359. rials and electronic documentation the Software The Software also includes any software updates add on components web services and or supplements that the Licensor may provide to You or make available to You after the date You obtain Your initial copy of the Software to the extent that such items are not accompanied by a separate license agreement or terms of use By installing copying downloading accessing or otherwise using the Software You agree to be bound by the terms of this EULA If You do not agree to the terms of this EULA do not install access or use the Software For purposes of this EULA the term Licensor refers to 1099 Pro Inc By installing copying downloading accessing or otherwise using the Software You agree to be bound by the terms of this EULA If You do not agree to the terms of this EULA Licensor is unwilling to license the Software In such event You may not install copy download or otherwise use the Software SOFTWARE LICENSE The Software is protected by intellectual property laws and treaties The Software is licensed not sold 1 GRANT OF LICENSE This EULA grants You the following rights e Single User Version You may install and use one 1 copy of the Software Only one user of the Software can use the Software Multiple use of the software concurrently requires additional Single User Version s e Tax year you may process 2014 tax forms as well as some other prior years with this software 2 D
360. right click on an existing State field in a tax form or an entry screen and select from the list of states The list that appears on the screen is determined by the Address Type you have selected For Example If you choose an address type of USA the list of states will appear Selecting Canada will allow you to select a province and other will allow you to select a country from the Country Codes Table Besetect state a By Abbrev By Name Locate Name C California CO Colorado CT Connecticut H DC District of Columbia DE Delaware FL Florida FM Fed States of Micronesiz G Georgia GU Guam HI Hawaii l lowa ID Idaho IL Illinois IN Indiana sl Cancel Copyright 1099 Pro 2014 170 8966 Pro 2014 20 1 10 Import Status Overview Import Status Users must select an import status for their data in the first step of the import routine Import Data Selecting the correct status is important because aside from Pending the status of the session can only be reset by voiding deleting the entire session Use the Import Session Report to review the status of records in an import session Import Status Overview Loaded Nothing has been done to the entire import other than the initial load In Process Something has happened to logs edit posted abandon etc but there are still more records left Completed All logs either posted abandoned or reset
361. rmation screen will NOT flow through to already created electronic files 29 W 9 29 1 W 9 Overview Form W 9 Overview To comply with the following IRS guidelines for W 9s amp B Notices see the W 9 Request Wizard Copyright 1099 Pro 2014 8966 Pro 2014 A person who is required to file an information return with the IRS must obtain your correct taxpayer identification number TIN to report for example income paid to you real estate transactions mortgage interest you paid acquisition or abandonment of secured property cancellation of debt or contributions you made to an IRA Use Form W 9 Request for Taxpayer Identification Number and Certification to request a recipient s TIN if the recipient is a U S person or U S resident alien If the recipient is a foreign person use the appropriate Form W 8 What is a backup withholding CP2100 CP2100A B Notice CP2100 CP2100A B Notice Backup withholding explained is used for the purpose of soliciting correct name TIN combinations There are actually two B notices the First B Notice and the Second B Notice The text of the Second B Notice is different from that of the First B Notice It instructs the payee to contact IRS or the Social Security Administration SSA to obtain the correct name TIN combination as shown in their records First B Notice 1 Send the First B Notice Form W 9 and an optional reply envelope to the payee within 15 business days from the date o
362. rom scratch using the Expression Builder which has additional Date and Function Categories 1 At the Query Wizard Field Selection window click the Manual button in the lower left of the window Copyright 1099 Pro 2014 212 8966 Pro 2014 Value Entry Review and Group Query Wizard Field Selection Select a field from the list below Fields to Evaluate Box 1 Amount Box 10 Window Box 11 First LD Box 12 Second D Box 13 State Abbrev Box 13 State ID Box 14 Amount Box 2 Amount Box 3 Transaction Box 3 type of wager Box 4 Date Won Box 6 Race Box 7 Amount Box 8 Cashier 2 Inthe Query Wizard Manual Override screen you may choose pre selected fields from the field list To open the Expression Builder click to the right of the Field List All Functions Math amp Trig Functions Text Functions Date amp Time Functions Other Functions Constants Form1099Misc Box1 OAmt Form 099Misc Box1 34mt Form1099Misc Box1 44mt Form 099Mise Box15Str Form 099Misc Box1 B mt Data and function categories Select the category of the function to be applied in this column Data and function names Contains a list of logical expressions to be applied to the query A logical expression consists of a field operator and value Copyright 1099 Pro 2014 Queries 213 Validate This button will compile and determine if the current expression has been constructed properly Clear Removes the
363. rrection 48 Current View 102 Custom Print Message 181 Custom Query Wizard 213 Custom Sort Order 102 Custom Tax Form Validation Rules 73 Custom View 102 Customize a Fixed Field 151 Deg Daily 217 Daily totals 217 Data 73 Data Entry 97 Data Files 23 Data Security 281 Dates 148 Dead Beat Dad Overview 176 Deadlines 148 death master file 250 254 Delete a Filer 30 Delete a Recipient 37 Delete a Record 89 97 Delete audit trails 85 Delete Corrected Forms 49 Delete Corrections 49 Deleted Record Detail 85 Deleting software 82 Delimited 107 Delimited Import Map Wizard 152 Delimited Import Mapping 152 Delimiters 174 Demo 17 286 Lane 2014 Department 97 Department Indicator 97 Different User 76 Disclaimer 13 Display 27 Display issues 26 Distribution Codes 101 DMF 254 duplex 206 duplex printing 206 E EC002 Unable to open files 243 Edits 73 Education 42 Effects Settings 26 Efile 115 119 eFile Archive 46 eFile Data 46 Efile Filing Session Window 123 efile reset 133 eFile Retrieve 46 E File Sort Order 125 E file States Subset File Wizard 116 eFileViewer Overview 134 EFiling 115 119 121 electronic 119 125 220 electronic filing 115 116 Electronic Filing Deadline 148 Electronic Filing Module 122 Electronic Filing Session Window 123 electronic filing wizard 119 Electronic Sessions Summary Report 142 email 30 186 Enabling Form Limits Filter 183 encrypted 186 encryption 186
364. rride default for State tax reporting button located on the right hand pane of the form entry window the selected state will override the recipient s state in their address 3 Recipient Address If there is no state withholding and a different state is not selected in the Override default for State tax reporting box as discussed above then the state in the recipient address will be used See eFile States Subset File Wizard to begin the process TIP Number 1 Be careful of potential duplicate filings where you may have already filed your data in the Combined Federal State Filing Program If you have specific questions concerning state filing please contact that state TIP Number 2 1099 Pro is capable of combining multiple filers with the multiple form types in one file If you want separate files for Filers A B and C and multiple form types then consider processing one Filer and Form type at a time TIP Number 2 1099 Pro is capable of combining multiple filers with the multiple form types in one file If you want separate files for Filers A B and C and multiple form types then consider processing one Filer and Form type at a time NOTE Currently 1099 Pro is unable to generate proper state subset files for the MA 1099 INT due to the fact that information that information is needed that is not discernible from the tax form Please contact the Massachusetts DOR for assistance in filing or a qualified tax advisor if you need to submit 1099
365. rvice organization s system was suitably designed to achieve stated control objectives and to operate effectively throughout a specified time period Type refers to a system designed for implementation on a specific date rather than throughout a specified time period Copyright 1099 Pro 2014 82 Lane 2014 32 20 32 21 32 22 32 23 32 24 32 25 For further information or report details please contact the 1099 Pro Service Bureau The Service Bureau Phone 866 444 3559 Email so 1099pro com SSN Social security numbers Social security numbers SSNs should be formatted as Dashes are required to differentiate EINs from SSNs there are 100 000 numbers that are identical except for the placement of the dash State Totals K Records State Totals K Records State Totals K Records Contains the summary for a given payer and a given state in the Combined Federal State Filing Program used only when state reporting approval has been granted Tag tag Individually tag select a record print session or filer Atagged item is marked bya red checkmark Task Panel Task Panel The task panel provides quick access to common tasks TCC TCC Transmitter Control Code Assigned to a filer when they have filled out Form 4419 at least 30 days prior to the filing deadline for the electronic file Print Form 4419 at the Print Blank Forms screen TIN TIN Taxpayer identification number An SSN Social Se
366. s The IRS can assess penalties of up to 1 500 000 500 000 for small business for non compliance In the event of intentional disregard there is no limit Specially Designated Nationals OFAC SDN PLC Office of Foreign Assets Control Department of Treasury Unlike IRS penalties for TIN Name discrepancy payers neglecting to verify the Office of Foreign Assets Control OFAC lists open themselves up to civil as well as criminal penalties OFAC non compliance carries civil penalties of up to 1 000 000 per violation plus criminal fines of up to 10 000 000 and imprisonment ranging from 10 to 30 years Death Master File DMF Social Security Administration The DMF is a continually updated list of all known deceased individuals It is used by the financial industry as well as government agencies to prevent identity fraud IRS TIN Name Matching does not discern whether or not a payee is deceased For some payers knowing whether they are paying a deceased individual is prudent Checking payees against the Death Master File gives the payer community the ability identify and prevent fraud Copyright 1099 Pro 2014 Additional Services 255 This Tin Name combination was previously validated with IRS and has valid results The most resent result is loaded below Click on Check Tin Name button if you wish to validate your TIN Name combination again TIN Check Date 770122014 IT EE User iD E Checked Via TINCheck Interactive TIN 123 2
367. s Built in groups will be colored in teal and cannot be modified or edited NOTE By default all built in User Profiles will have access to all current and Future Filers 2 Click Add to create a new user profile You may also select Change to modify any User Profiles The Quick Assign button will walk you through these steps in a wizard Clone Profile will allow you to clone a previously created profile and then edit the Filers and Access Groups assigned to it 3 After clicking Add Change or Clone Profile you will be working in the Update User Profile screen Here you will assign Access groups to Filers To create or update a user profile follow these instructions a Create a name for the User Profile b Tag the Filers that you wish to have access to To tag a selection highlight the line and use the Tag button or click in the tag column next to Filer s this profile will have access to c Highlight the filer you wish to configure and click the Assign Access Groups button to attach Access Groups that were previously created to the profiles d The Tag Access Group screen opens and allows you to select profiles that have previously been created Step2 e After you are done selecting profiles click Save to exit NOTE You will need to repeat steps C D and E for each filer that is in this profile 4 Upon exiting the Update User Profile screen you are returned
368. s for Individuals 2 Click Select 3 When you are done selecting the type of form you want to print click Print Now Note Since there are multiple pages required for a Puerto Rico printout 4 pages per recipient it is recommended that you put the printer in duplex mode before printing Currently address information is spaced to fit into an 8888 1 envelope If needed 1099 Pro can create a template for the address information to be displayed properly with other envelopes Copyright 1099 Pro 2014 20 8966 Pro 2014 T Select 1099 MISC Pressure Seal Format ey Vendor Paper Format Print Style Form Order Number Form Description Moore Wallace 81 2 x 11 Single Sided Z fold Preprinted MW 353 Pressure Seal Copies 2 B with Preprinted Instructions Moore Wallace 8172 x 11 Single Sided EZ Fold Blank N11E2 Pressure Seal Copy B Instructions Moore Wallace 81 2 x 11 Single Sided 2 Fold Blank N11Z Pressure Seal Copy B Instructions Moore Wallace 8172 x 11 Duplex C Fold Blank N11C Pressure Seal Copies 2 B Instructions elco 81 2 x 11 Single Sided 2 fold Blank LMISCPSB Press Seal Copies 2 B with Preprinted Instructions Relyco 8172 x 11 Single Sided Z fold Preprinted PS353 Pressure Seal Copies 2 B with Preprinted Instructions Std Register 8172 x 11 Single Sided Max 4 Filer Lines Preprinted See Copy 2 H Instructions on Back Preprinted TEP Data System 17 Ti Single Sided 2 fold 5113 Pressure Seal Copies 2 B
369. s whether or not there must be at least one lowercase character in a User s password j Require at least One 1 Numeric Character Determines whether or not there must be at least one numeric character in a Users password k Require Special Characters in Password Determines whether or not special characters i e A etc are required in a Users password NOTE You must specify which special characters may be used before enabling this option see K below Special Characters Up to 15 Define special character s which may be used during password creation 9 1 2 Security Access Groups Step 2 Security Access Groups Step 2 Creating and Managing Access Groups Access Groups allow an Administrator to define the Program Areas and Form types that a User will have access to as well as the level of access that they will have to them Users will only have the rights specifically assigned to them any rights not assigned are denied by default The rights available within 1099 Pro are View Access area Create Modify Delete Report Correct Print and Reset Void where applicable 1 Click Add to create a new access group You may also select Change to modify any access groups you have already created or to view the contents of a built in Access Group 1099 Pro comes with multiple built in access groups Built in groups are in a teal color on this screen and cannot be modified or deleted 2 After clicking
370. sa sge aedade aa aaa EE teeesedeuddeusesssteucds davetdcnduevier sed aaan 118 What can expect from the States Subset File Wizard cccssssseseseessessessessesseveevseeseeseennesnesesesoneseeaes 119 OPiS WAZ Ur E E TA batt ete aeane coun atic E tbe eeddesas TE The Advantage of Filing Hlectronically FIRE SYStOM ecsecetestsssssseesssseeseeseeeeesnesaenes Electronic Filing Module Blectronic Filing Session Window ccsscesseseerseeeeeessessseseneseneneeeseeneesseeesnessueeseesaneeseesenesseenenesseeneeeseeeseesnnee E File Sort Onde i iarain e aa siaaa aas adaa eaa cede ddeveactsddeccecvadenccd teeseudesdesandy ict eucusdadstvended Ciada FIRE upload process Combined Federal State Filing Program cccccceeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeesesseeeeeesseneeeees 130 IRS Name Control 22 eegdE EE gases dtenessecenetensdcecuesccdcccansdeecustaeeccesndes 131 Reset E File S e EE 133 Rule ee seess ge euee oucules E ds teesccsdeessadeteuscesiivedsnestdees 133 eFileViewer Overview 134 Installation and RegGistration cccecececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeseseeeeeeeeseeeeeeeseneeeees 135 License AGree mentanini esine aans aE eaaa adaa Aaaa sade da adaa esaia daraa aa iiaeaae dadaa ide aaas 135 eFileViewer Main Screen ENEE EEN ENER EEN REENEN EEN RRE 138 Vie WING e LTE 139 File Format ccc cites ccc eege EENEG 140 Loading and Viewing FileS ccceeesseeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseee
371. screen allows the user to indicate the date PRIOR to which log on records are purged Modify this date as necessary 5 Click Begin to start deleting records A warning screen reminds that all deletions are permanent Click Start Deleting to continue or Cancel to abort All purge attempts are permanently recorded in the log Copyright 1099 Pro 2014 er _ 066 Proe 2014 9 2 9 2 1 Data Maintenance Backup Data Backup Data The 1099 Pro Backup Wizard automatically copies all data files and compresses them into a WinZip format By default 1099 Pro prompts for a daily backup Remember it s smart to backup your data on a regular basis If a problem occurs and data files need to be restored a backup can save time and aggravation To modify the frequency in how often the backup occurs 1 Select File gt Security amp Administration 2 Click the Program Options button 3 Click the Preference Update and Program Options button 4 Locate the Backing Up Your Data Files header 5 Modify how often you are prompted to create backups or uncheck to disable prompts To backup data Access the Backup Wizard as prompted automatically by 1099 Pro see modify the backup prompt The Backup Wizard application Backup14 exe may also be accessed directly through Windows Explorer In a typical installation it is located at lt DEFAULTPATH gt All users must exit 1099 Pro prior to running the backup 1 At the 1099 Pro Back
372. se whatsoever 6 APPLICABLE LAW This EULA is governed by the laws of the State of California If this Software was acquired outside the United States then local law may apply The exclusive venue and jurisdiction for any dispute shall be Los Angeles County Court in the North Valley District 7 LIMITED WARRANTY Copyright 1099 Pro 2014 eFileViewer Overview 137 LIMITED WARRANTY FOR SOFTWARE ACQUIRED IN THE US AND CANADA eFileViewer warrants that the SOFTWARE will perform substantially in accordance with the accompanying materials for a period of ninety 90 days from the date of receipt If an implied warranty or condition is created by your state jurisdiction and federal or state provincial law prohibits disclaimer of it you also have an implied warranty or condition BUT ONLY AS TO DEFECTS DISCOVERED DURING THE PERIOD OF THIS LIMITED WARRANTY NINETY DAYS AS TO ANY DEFECTS DISCOVERED AFTER THE NINETY 90 DAY PERIOD THERE IS NO WARRANTY OR CONDITION OF ANY KIND Some states jurisdictions do not allow limitations on how long an implied warranty or condition lasts so the above limitation may not apply to you Any supplements or updates to the SOFTWARE including without limitation any if any web updates service packs or hot fixes provided to you after the expiration of the ninety 90 day Limited Warranty period are not covered by any warranty or condition express implied or statutory LIMITATION ON REMEDIES NO CONSEQUENTIA
373. sers already using custom access groups and profiles will need to update the access group to allow TINCheck integration Highlight the group and click the Change button Tag the Program Area named Allow access to TINCheck and the click the Modify button Copyright 1099 Pro 2014 258 8966 Pro 2014 Group Name Custom MISC Onl Tax Form or Area Access for this Group Total Tagged 1 Search Name Tag Access Form or Program Area Create Modify Delete Report Correct Print Reset Void Payee Verification Import Browse B Notices Request W9 Request First B Notice Request Second B Notice Request W9 S Request W8 BEN Zi Request W8 ECI E Request W8 EXP Request W8 IMY Request W8 Combined Allow access to TINChect Disallow access to ASP module Disallow access to CS module a Add notes for this Access Group 4 el e Click Select All Rights then Save Modify Access Rights Le Allow access to TINCheck Select the types of rights that should be granted within this area Create new items or initiate processes Modify existing items Delete existing items Run Reports on this area Correct or initiate Corrections related activities Print these tax forms or items Reset Void these processes Copyright 1099 Pro 2014 Additional Services 259 Group Name Custom MISC Only Tax Form or Area Access for this Group Total Tagged 1
374. sinesses defined as a business where your average annual gross receipts are 5 million or less Copyright 1099 Pro 2014 Getting Started If you intentionally disregard filing requirements you can pay a penalty of at least 100 per information statement with no maximum penalty There are three exceptions to these filing penalties e If you can demonstrate that your omission was due to an event that was beyond your control or due to some significant mitigating factor and was not willful neglect you may avoid the penalty You must also show that you acted in a responsible manner and took steps to avoid the failure to file e Aninconsequential error or omission is not considered a failure to include correct information because it doesn t prevent or hinder the SSA IRS from processing the Form W 2 or from correlating the information required to be shown on the form with the information shown on the payee s tax return e The IRS also has something called a de minimis rule for corrections when certain requirements are met Basically if the value provided to an employee is less than it would cost to fix the return it may sink beneath notice See the IRS Topic De Minimis Minimal Benefits Filing Accurate Information Returns The IRS issues very detailed and exacting instructions for filling out information returns For instance the IRS has very definite preferences for which forms can be used what font you should use no script charac
375. sk panel select the Forms amp Printing tab and the Print Tax Forms icon Use the Selected Form drop down menu to select the form type to process 2 At the Printing Tax Forms screen choose the Manually select forms option 3 Click the Begin Print Process button 4 Atthe Selecting Form Records screen click the Tag button to select records A red checkmark appears beside each tagged record See Tag Key Shortcuts below To sort records prior to tagging use the View or Query drop menus 5 After tagging all records click Proceed to Next Step to initiate the Print Wizard Tag Key Shortcuts Tag Use this button or ALT T to tag individual records Tag All Use this button or ALT A to tag all records Untag Use this button or ALT U to untag an individual record Untag All Use this button to untag all records Flip Use this button or ALT F to reverse the tag status of an individual record Flip All Use this button or ALT L to reverse the tag status of all records For example if you have 3 records and only one record is tagged the Flip All button will tag the two previously untagged records and untag the original record Prev Tag Use this button or ALT P to scroll backwards through tagged records Next Tag Use this button or ALT N to scroll forwards through tagged records 6 Helpful Hints 6 1 Adobe Acrobat Adobe Acrobat Use Acrobat Reader to open view a PDF file Download Acrobat Reader for f
376. so 1099pro com e Custom WMF Files Our team will design a detailed custom layout for your specific printing needs including logo and or statement design e Custom Programming e Custom Reports e File Translation Data Manipulation e Data Entry e Remote Hosting via the Internet e Full Service Provider e Corporate Suite Installation and Support e Filing to the States Filing via the CFSF program is included free of charge in our Service Bureau Package listed above If additional state filing is required our Compliance Team can assist you e Corrections Upload your corrections to the 1099 Pro Service Bureau via a secure FTP site to eliminate the tedious 1096 process Electronic filing of corrections via the Service Bureau is a 45 flat fee 26 2 Service Bureau Overview amp Upload Process Service Bureau Overview Why should I use the Service Bureau The 1099 Pro Service Bureau is proud to offer a wide variety of services to registered users of 1099 Pro all performed in our secure SSAE 16 SOC TYPE Il environment All Domestic Service Bureau Printing and mailing jobs come with IMB Tracing IMB tracing on domestic mailings by the 1099 Pro Service Bureau are sent out with an IMB Intelligent Mail barcode which reports the last time each 1099 individual was scanned by the post office We pre sort your mail and send it out in pallets to the regional post offices IMB information is not available until scanning by the Postal Service Facility At e
377. soeseesausaesaesaeuaevanvseeaneaneneesneuaesansans Security Manage Profiles Step 3 ccssesseseesesseesessessnesneseeseeseessesesesseeseesoeseesaesoesaesaeuevanvsneaneneeneesnasaesaneans Security Add Update Individual Users Step 4 Security Add Users to a Profile Step Bb ccc cscsesseeseeneenesseseseeseesseeseeseeseesaesaesaesaevevsnvanesnenneneeseesaesaneans Turn eilte td Passwords CG SOOT CT Security Access LOG cstssstssessesseeseeeseeseeseessesseeseseusevenesnesneneeneesaesaesaesaesaeeseesoeseusaesaesaesaeuaevanvanesneaneneeseesaesansans Data E Le Backup D DC Fee s tore taire Rules and Options geess erer eeg deene Ee ee eet ege eege geed eegene 1099 Module Preferences El IW enka Local siinses eet iy Limits bier Checking For Updates Update EE ROP Cegedel eege Preferences Custom Tax Form Validation Rules c ccsscsscsssssessneseeesersseessessseerseeeenessnessneseeeseneseessaeeseessneeseessnenseesenensneas 73 Reporting LC e Il DE 0 Check TE E 75 E Une D 76 Logging in aS a Different USer ccceeeeeeeeeeeeeeeeeeeeeeeeeeeee ee eeeeee ee eeseeeeeeeseeeseeeseeeeeeeseaeeeeesees 76 Optional dE EE 77 Reporting Thre snol dst iccccsi ce ccs eesti sececcec tecctie ct ce cced cd oe EENS ENEE EENS ENEE 78 Uriel insta Mii e BE 82 Audit Trails 83 Audit Trails Activity Re port ccccccceeeeseeeeeeeeeeeeeeeeeeeeeeeseeeeeeeseeeeeeeseeeeeeseeeeeeeseeeeeeeseeeeeeees 84 Deleted Record Detail Nee ed dee
378. sponse wil be sent to a secure object repository and an E Mail notification will be sent to you indicating a response is waiting You will have 30 days to access and download the results file Once accessed the results are retained for 3 days before being purged The same information you sent in the txt file will be returned wth one additional field containing the results indicator 16 Filing via eFile Filing via eF ile FIRE System Use the Filing Information Returns Electronically FIRE System to electronically upload informational returns to the IRS Electronic files created via the 1099 Pro Electronic File Wizard fully comply with required IRS record formats per Pub 1220 including the Combined Federal State Filing Program format If you have 250 or more records to file you must file electronically or you may be subject to IRS Penalties of 50 per record See IRS FIRE System for more information Service Bureau Upload Wizard The Service Bureau is proud to offer a wide variety of services to registered users of 1099 Pro Customers are encouraged to schedule their print amp mail and electronic uploads appointments now Rates and availability are not guaranteed until your appointment is booked See Service Bureau Upload Process to begin eFile Wizard The 1099 Pro eFile Wizard simplifies the process of generating Electronic files The Electronic File Wizard is available to purchasers of the 1099 Pro Enterprise Edition only We recommen
379. st step of the Print Wizard These records are available for inclusion in a 1096 came To modify a printed record you must first reset its print status to pending To reset this status for an individual record to make a revision go to the Enter Update amp View screen highlight the record and click the Delete button At the Protected Form Update Options Screen select Reset to Pending To reset this status for a print session go to Reports Print Sessions highlight the print session and click the Reset Session button Shortcut 1099 Pro includes a shortcut to assign pending records a printed status without actually printing the records To update records to a printed status without physically printing any paper Generate a false printing session 1 Follow the Print Wizard instructions through steps 1 4 2 At step 5 select Preprinted forms as your paper type and do NOT select any copies to print 3 Use the Next button to continue through the Print Wizard 4 At the Print Summary screen the Print Wizard will warn you that no copies have been selected to print Click OK to proceed and click the Print button 5 At the Are these forms ready to send to the IRS screen select I have printed and verified my red Copy A forms These records are assigned a printed status 22 13 Printing Tax Forms Wizard Printing Tax Forms Wizard To print forms 1 On the task panel select the Forms amp Printing section and the Print T
380. step of the import routine at this time click Finish and then Stop Remember to return at some point to modify delete or post this import session 6 A standard installation of 1099 Pro allows up to 5 000 transactions If the combined total of existing records in the database and imported records exceeds 5 000 the import may abort Note To handle more than 5 000 transactions contact Sales at 888 776 1099 Proceed to Step 3 of the import process Posting Results 20 1 1 6 Step 3 Final Import Post Results Step 3 Final Import Post Results 1099 Pro features a Import Wizard to simplify the import routine Steps include Import Data Review Import Session and Post Import Session Posting your import session 1 Consider optimizing the post process for very large imports 2 On the task panel select General Options and the Import New Tax Forms icon to access the Importing Information screen 3 Access the Post Import Records Wizard by Referring to the Completed and In Process Import Sessions window and selecting any import session with a Loaded or Partial status Select your import session then click Continue with Copyright 1099 Pro 2014 Imports Overview 157 Session and then Post This Session OR Continuing directly from the second step of the import routine Review Import Session and clicking Post This Session 4 At the Post Import Session Wizard click Next to continue At any time click Back to go b
381. t Value Field FORM 10336 AUXAMT2 Field FORM 10996 ALOAMT2 FORM 10396 SUXAMT3 Field FORM 10996 ALDAMT3 FORM 10598 ALAM T 4 Field FORM 10996 ALDCAMT 4 FORM 10398 BOX104MT Field FORM 10996 80 104MT FORM 10338 BOX 1AMT Field FORM10996 BOXI AMT FORM10396 B00QAMT Field FORM 10996 BOK2AMT FORM 10396 BOOGAMT Froid FORM 10996 BOKIAMT FORM 10396 BOX44MT Field FORM 10596 BOX44MT FORM10338 BOXSAMT Field FORM 10996 B0XSAMT FORM 10338 BOXBAMT Field FORM 10996 BUGSGAT Ces ze o Select Operator Clicking on this option will provide you with a list of all available operators that can be used to evaluate your rules Copyright 1099 Pro 2014 22 8966 Pro 2014 WH Select Value Si left parenthesis 1 left and right parenthesis as a set fight parenthesis ji mukiply two numbers add two numbers subtract two numbers rs value on the left is less than the value on the nght lt value on the left is less than o equal to the value on the night D value on the left is not equal to the value on the right two values are equal gt value on the left is greater than the value on the right gt value on the left is greates than or equal to the value on the right AND do a boolean AND of the values to the left and right Choosefexpression if true false Choose one option or another Choose number valuel value vakeN Choose option based upon value of number OR do a boolean OR of the values to the left
382. t be available You must know what control code s will set your printer to 12 CPI For example in the case of many Epson printers hit the lt ESC gt key type an uppercase M and lt ESC gt M then displays in the box This may differ for your printer Generic Print Driver If 1099 Pro indicates your driver is obsolete then consider installing an additional print driver Go to the Windows Machine connected to the printer Click Start Settings Printers and Add Printer In the left window select Generic and then Next Keep your existing driver select LPT1 if appropriate and name the printer Generic12CPI Indicate this is NOT the default printer and if prompted provide the computer with your Windows CD After installing this new print driver verify paper size is 82 inch x 11 inch and dip switches are off If you are on a Windows Network you must install this Generic12CPI driver on the computer connected to the printer and allow sharing To allow sharing click Start Settings Printers right click on Generic12CPI and select Sharing 22 20 View Selected Records View the Records Selected for this Process Copyright 1099 Pro 2014 F206 Lane 2014 23 23 1 This screen will give you a preview of the records selected for this print process This information is also available via log reports Pressure Seal Forms Pressure Seal Forms Support To meet the needs of customers who are printing out high volumes
383. t by clicking on the Browse button and then locating the file you wish to import Once you have selected your file click on the Open button to continue e You should now see a sample of your data click on the Next button to continue e Match each field from the input file on the left to the corresponding tax form field on the right by dragging and dropping To cancel a match drag from right to left or double click on it Alternatively you can use the Map by Name button which will automatically map all fields with matching names When you have mapped all of your fields click on the Next button to continue Map by Name using your own Column Entered Header List e f you placed a check in the Has a Header Record check box you will be prompted to enter your header values one header per line All header field values must be unique and fields that will not be mapped do not need to be added to the list e Match each field on the left to the corresponding tax form field on the right by dragging and dropping To cancel a match drag from right to left or double click on it Alternatively you can use the Map by Name button which will automatically map all fields with matching names When you have mapped all of your fields click on the Next button to continue 7 Set the Default Formatting and Processing Options for the Import Fields a Next specify your dollar amount format options for and using implied decimals then set your date field
384. t data to your recipients AND to the IRS then you must do a formal correction that will go both to the IRS and your recipients You can correct any form that 1099 Pro thinks has been filed with the IRS Forms with a status of Filed Uploaded or 1096 can be corrected as discussed at the Create Corrections topic For More Information You can view or print the form within 1099 PRO by choosing Forms Alt M from the general menu and then IRS Instructions and Blank Forms and then choosing lt PRODYEAR gt General Instructions for Forms 1099 1098 5498 and W 2G About Corrections Screen The About Corrections screen uses a red check mark to indicate any form types that contain corrected records Copyright 1099 Pro 2014 a 8966 Pro 2014 7 1 7 2 To access the About Corrections screen On the task panel select the Filing amp Corrections section and the Correcting Filed Forms icon Corrected Options Corrected Options The Corrected Options screen is a useful tool for viewing corrected and associated forms as well as for printing corrected and original forms Things to keep in mind All forms both corrected and non corrected are available at the Work with My Tax Forms screen A corrected form may not necessarily be near its original form Forms may have different TINs or names and be sorted accordingly Or corrections may be of different form types for example Forms 1099 INT and 1099 DIV per Image 1
385. t file names filers and form types is also created You may also print out this log file for reference Note Running eFileViewer more than one time can result in files that are overwritten Overwriting can occur if you direct eFileViewer to place the output in a directory with existing files from a previous eFileViewer session KNOWN LIMITATIONS All exports are in the format for 2014 form layouts If exporting data from a prior year format please verify that all boxes still exist in the 2014 format Caution The information on your printed form s and the information contained in the file sent to the IRS can differ on the following forms Please pay special attention to the below conditions where your original form and the data imported may vary The IRS file being processed does not contain the following fields hence they will not be present during import for all form type when using the Standard Address Apt Suite Country Form Category Form Source Tax State 1099 PATR Box 10 Other Credits and Deductions will not pass thru The following Items boxes are not contained in the IRS 750 file and will therefore not be present when imported into 1099 Pro Note State and Local Income Tax Withheld pos 723 746 in IRS specifications do not have a location to display on some forms and therefore will not always import if present 1098 Box 5 1099 B CORPORATION S name street address city state and ZIP code 1099 CAP Copyright
386. t numbers Enter any Copyright 1099 Pro 2014 2s Lane number assigned by the payer to payee that can be used by the IRS to distinguish between information returns This number must be unique for each information return The IRS has indicated that they will not reject files if they do not have account numbers but by having account numbers the IRS will be able to process any corrections that they encounter Activation Code A registration code aka activation code or product ID is provided upon proof of payment The algorithm of your registration code indicates the edition user license and number of record transactions purchased Aggregation The 1099 Aggregation Feature was designed to allow users to consolidate more than one tax form of the same type for one recipient under a given filer For example John Smith owns an automobile detail business and frequently comes by the movie studio to wax and wash the studios automobiles You the Filer issuing the 1099 MISC form pay John frequently on a bi weekly basis so instead of printing and issuing multiple 1099 forms for John you only want to view print it as one combined form This feature will allow you to view the aggregated box amount totals highlighted in green in the tax form which is a reflection of all tax form dollar amounts for this recipient under this master tax form only Audit Trails Audit Trails do NOT track the history of all manual and cascading changes to a Master Rec
387. tatus 1099 Pro assigns a print status to all records To determine a record s status go to the Work with My Tax Forms screen and refer to the Status column See Print Status for more information Margin Alignments Alignment Adjustments when printing to Blank Stock Alignment adjustments can be made when printing to blank stock After choosing blank stock you can select Advanced Print Options at the Ready to Print summary screen Pre Printed Forms Address Alignment The Print Wizard offers the opportunity to print a test alignment and adjust margins accordingly prior to printing your forms A test alignment to a blank sheet of paper is a smart way to minimize form waste See Troubleshooting Margin Alignments PCL Printing Copyright 1099 Pro 2014 160 Lane 2014 Please contact Technical Support for more information about this feature See High speed PCL printing is designed for printing thousands of forms Reprint Records 1099 Pro makes it easy to reprint an individual record from a print session See Reprinting Records for more information Reprint Print Sessions 1099 Pro makes it easy to reprint a print session See Reprinting Print Sessions for more information Reset Print Sessions Only print sessions with a printed status may be reset Resetting a session will reset ALL records to pending status To reset an individual record see Print Status See Reset Print Sessions for more information Printing IRS Instructio
388. tatus codes 42 Form Status Values 42 format errors 103 Forms 231 Forms Issued By Filer Report 216 Forms Issued Report 37 Forms Status Values 146 Frequently Asked Questions 18 FWT 67 BH Generate a false print 195 Generating Account Numbers 53 Getting Started 13 Global 66 Global Notes 93 Glossary 266 Group 57 Group Deleting Pending Tax Forms 37 Group Printing Pending Tax Forms 37 Group Reprinting Printed or Filed Tax Forms 37 Group Reset Printed Tax Forms to Pending 37 Group Un voiding Tax Forms 37 Group Voiding Printed Tax Forms 37 Group Actions 37 89 H Halt 239 Help File 27 history 86 255 Hours 18 How do Generate State Subset 117 ICR 265 ICR Overview 176 Copyright 1099 Pro 2014 Index Illegal Expression 245 Import 54 160 162 188 Import Data 148 Import Errors 103 Import File Conventions 166 Import filers 154 Import Map Reports 216 Import Recipients 154 Import Session Report 174 Import Wizard 149 Import yourdata 154 Important Dates 148 Importing from Quickbooks 177 Imports 148 independent contractor 265 Independent Contractor Reporting 176 INI Files 23 Initial PDF Options Window 184 Inserting a Custom Print Message 181 Install 20 76 Insufficient Memory 245 Invalid Clarion File 239 Invalid Data File 245 Invalid Drive 245 Invalid Field Type Descriptor 245 Invalid Filename 245 Invalid Index String 245 Invalid Key File 245 Invalid Key Length 2
389. tax forms located on one spreadsheet and combining them all into one sheet This walk though can be useful if you are exporting information from multiple databases and several of them have information for the same recipient 1099 Pro does not supply customers with Microsoft Office 2007 or Microsoft Access 2007 Microsoft Access Rollup Procedure for Microsoft Office 2007 You will need tax form information in an existing Excel spreadsheet prior to beginning this tutorial 1 Start Microsoft access 2007 2 Click on Blank Database and name it something appropriate If necessary select an alternate location to save your database file to 3 Click on the External Data tab 4 Click on Excel over the Import area 5 Click on Browse and you will be given the option to locate the excel file that you would like to import Make sure the option Import the source data into a new table in the current database is selected 6 You will then be presented with a screen showing you everything in your spreadsheet divided by columns It is HIGHLY recommended that you use headers for your columns in excel and you select the option First Row Contains Column Headings 7 Once you have verified that the information appears correct click on the Next button to proceed 8 Now you will be presented with a screen that will allow you to choose what type of information each column contains go through the list and then c
390. te that the default location for a single user install saves the data file in C 1099 Pro Pro99T11 Data If you are setting up a multi user workstation your data folder is most likely in a custom location specified during the server installation File Access Error Error Invalid Record Declaration 47 File Access Error Error Invalid Record Declaration 47 File Access Error Fie C Program Files Pro99T O6 Data SysPrets could not be opened Error Invalid A Record Declaration 47 Press OK to end this apphcation Solution This error can occur when either system latency or anti virus software interrupts the record numbering process Please contact 1099 Pro Technical Support to further assist you in renumbering your records Unable to Open SystemID 2 File not found Unable to Open SystemlD 2 File not found Solution This error most often occurs if there was an error during installation or if a third party virus protection software removed 1099 Pro program files Check to make sure a file called systemid TPS in file path C 1099 Pro Pro99Txx Resource If this file has been removed or was blocked from installation you may need to backup your data then uninstall and reinstall the software Be sure to list 1099 Pro as trusted software in your anti virus software to avoid having files removed If systemid TPS is still present it s possible that the file path to your data contains unacceptable characters This can be cha
391. ted the note will show the date and time of the action and either the User ID of the person who made the change if you have Security turned on or the network name ID of the machine where the change was made Depending on the type of note you may be able to view and update them from multiple places within the Copyright 1099 Pro 2014 a _ 8066 Proe 2014 12 4 1 12 5 program Global Notes These are visible everywhere within the program and can be viewed and updated from every Notes browse You can also enter Global Notes directly from the main File menu using the Global Notes option Filer Notes Filer notes are associated with a specific Filer and are only available on the update form for that Filer When entering notes for a Recipient you can also view update all Global notes Recipient Notes Recipient notes are associated with the individual recipient and can be viewed and or updated from both the recipient update form and from every tax form associated with that recipient When entering notes for a Recipient you can also view update all Global notes Tax Form Notes This type of note is attached to one specific tax form for one recipient When entering notes for a tax form you can also view update the notes for the recipient of the form as well as view update all Global notes Attachments Corporate Suite ASP Version Only You may attach documents to Filer Form Recipient Notes You will be able to View Downloa
392. tem or if you want to perform a clean re installation This file can remain if you want to reinstall the software but retain your settings Install See Instructions on Installing 1099 Pro IRS MCC The Internal Revenue Service a division of the U S Treasury Dept that is responsible for the assessment and collection of most federal taxes except those relating to alcohol tobacco firearms and explosives Established in 1862 the IRS derives most of its revenues from the collection of corporate and individual income tax K K Records Contains the summary for a given payer and a given state in the Combined Federal State Filing Program used only when state reporting approval has been granted Keyboard Shortcuts Keyboard shortcuts allow you to quickly enter or carry out functions by applying a combination of ALT SHIFT or Ctrl key Commands on your keyboard L Laser Forms Copyright 1099 Pro 2014 8966 Pro 2014 When using preprinted laser forms you must select the copies to print The Print Wizard pauses before printing each copy to prompt you to load the appropriate form into the printer For use with Copy A B C amp or 1096 Forms are perforated with each required copy preprinted with the necessary information Copy A in red drop out ink Copy B in black etc Saves toner and time Master Tax Form In terms of Aggregating data in a tax form the master tax form is considered to be the first tax form entered at t
393. ternate Comb M oore Wallace Relyco Pressure Seal Forms Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 MW1242 ZFold 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 5145 Blank 8 1 2 x 11 Duplex 2 Panels Per Stock Side N11EZPressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZPressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11ZPressure 8 1 2 x11 Single Sided Z fold Seal N11EZPressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal 5145 Blank 8 1 2 x11 Duplex 3 panels on Stock side 1 addresses on side 2 N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal MW352 8 1 2 x11 Single Sided Z Fold Pressure Seal 5145 Blank 8 1 2 x 11 Duplex 3 panels on Stock side 1 addresses on side 2 Blank Stock 8 1 2 x 11 Single Sided N11EZ Pressure 8 1 2 x 11 Single Sided EZ Fold Seal
394. ters where you should place the data in the blocks and where you can use zeros So follow the instructions carefully If the IRS can t interpret your forms you may be subject to a penalty of 50 for each return in an improper format Take me back to Getting Started 1 4 Registration amp Upgrades Registration amp Upgrades Software Activation If your software is running in DEMO mode you must enter your 14 character authorization code so your demo will unlock giving you access to all features Once you have your authorization code follow these steps to activate your software 1 From within the software Click on the menu item Utilities at the top of the screen 2 Select Software Registration Demo Activation 3 Enter your code amp click on the Activate Now button 4 If for some reason you code does not work please call the number below How to obtain an Authorization Code Internet go to www 1099pro com and purchase the software from our web site Phone call toll free 888 776 1099 or 888 pro 1099 from 6am 5pm PST or call 818 876 0200 E Mail sales 1099 Pro com Upgrading Transaction Limits Transactions are the number of actual tax forms that may be entered or imported regardless of print status into 1099 Pro A standard installation allows for 5 000 transactions To enter additional transactions you must upgrade 1099 Pro with a bump code Bump codes may be purchased online at www 1099pro com or by contacting
395. that you want to upload to 1099 Pro during this session listed above 5 For the eligible form types in the above summary is the CFSFP marked correctly for each filer CFSFP is the Combined Federal State Filing Program Note See the CFSFP help topic for more information 6 At the Printing Mailing and or Filing screen you can view a summary of Service Bureau Upload Sessions including The Filer TIN Form Type Form Count The Status Session Date Session Time The Upload Filename See Step 3 File Upload Transfer to the Service Bureau Step 3 File Upload Transfer amp Completion Step 3 File Upload Transfer amp Completion To Upload 1 Highlight the session you wish to upload at the At the Printing Mailing Filing and Bulk TIN Matching screen 2 At the bottom of the screen click the Complete Pending Upload button to proceed and choose the best option for upload At this point you now have the opportunity to examine the File Generation Summary Report and verify that all of the desired Filers and Forms are included Also check to see if you have examined each of the control total reports and sign them to certify that the information is complete and accurate to the best of your knowledge Ready to upload your file via Built in FTP using the Internet This is the preferred method of uploading to the 1099 Pro Service Bureau The wizard will automatically upload the file for you using the standard FTP File Trans
396. the Add button the Update Access Group window will open Here you will assign the rights to Program Area s and Forms To assign rights use the following steps a Specify a Group Name for your Access Group by clicking the Group Name field b Tag the program Area or Form type that will be configured To tag a selection highlight the line and use the Tag button or click in the tag column next to the Form or Program area you want to update c After tagging the line click Modify d The Modify Access Rights window will open and allow you to assign specific rights to the form or program area by clicking the check box to the left of the form you wish to modify Copyright 1099 Pro 2014 a 066 Proe 2014 e Click Save when you are done modifying access Rights to the form or program area f If you are done modifying Access rights click Save Group to exit and save your changes If you wish to modify more Area s or Groups repeat steps 2 5 If you wish to abandon all changes simply click Cancel NOTE If you Tag a Program Area or Form type and do not assign any other rights to it you have created a View only access rule This will allow you to enter an area or form but not to you wil be unable to make changes 3 You will be returned to Access Group screen You can continue to add or edit Access Groups from here When you are done click Close to return to the
397. the Service Bureau e Press Finish to create the files for manual transfer Special instructions will print out advising you how to proceed next It is you responsibility to make sure these records are transferred to the Service Bureau Methods for sending records to the 1099 Pro Service Bureau when manual transfer is selected Method A Sending your file via email 1 Create an email ATTACH the upload file See printed paperwork for file name and location and address the email to uploads 1099 Pro com 2 SIGN and FAX your upload reports and authorizations to the phone number provided on the paperwork Method B Uploading your file manually via the 1099 Pro uploads web site 1 Using your web browser access our secure FTP site at https uploads 1099 Pro com 2 Fill in the prompts using Login ID 1099upload Password 2004 3 Click the LOGIN button then click UPLOAD at the lower left of the screen 4 Browse to your upload file See printed paperwork for file name and location select it and then click UPLOAD to send the records to the Service Bureau 5 SIGN and FAX your upload reports and authorizations to the phone number provided on the paperwork Method C Sending your file on a disk via FedEx UPS USPS etc 1 Copy the upload file see printed paperwork for file name and location to a CD ROM preferred or floppy disk 2 Package the disk SIGNED Fax Cover Sheet and Instructions together using a study disk mailer not a pl
398. the W 7 d TIN ba backup withhold backup withhold until a TIN is received until a TIN is received to the IRS SSA 1099 software advises Filer Payer to use 1042S Pro software to issue a the 1099 recipient 1042S form Motor Software reminds the whether a W sa Make annual Payer about 9 has been STOP backu solicitations for making annual issued for a R TIN as required to A7 thaul withholding d i solicitations payee withou avoid penalty based on a date a TIN stamp of when last solicitation A was issued by the payer software 1099 keeps track on the status of all i al Payees who are missing a TIN Status are Ak maintained when data is rolled over from one year to another 15 3 4 Using Bulk TIN Matching Using Bulk TIN Matching If you have questions about specific tax regulations or regulatory services please contact IRSCompliance org via Phone 877 TAX REGS 877 829 7342 Email compliance IRSCompliance org How does the bulk TIN Matching work There are two methods to create a file to upload into the IRS s Bulk TIN Matching system create a file using the 1099 Pro Export Utility Enterprise amp Corporate Suite or use the Service Bureau Upload Utility Copyright 1099 Pro 2014 8966 Pro 2014 Use the Export for IRS Bulk TIN Matching wizard 1 To initiate the Export wizard for IRS Bulk TIN Matching select Utilities at the top of the screen in 1099 Pro then select Ex
399. the information that you ve just imported Troubleshooting If you receive an error stating that the 1099 Pro software could not establish a connection to Quickbooks take the following steps 1 Click on the start button Right click on Computer Click on Manage Expand Services and Applications Click on Services Scroll down to QuickbooksDB21 and right click on it Click Properties On the startup type drop down change it to Automatic and click ok o AON DOA FW PD Try connecting via the 1099 Pro software again Copyright 1099 Pro 2014 Printed mm 21 Printed Printed All records are assigned a print status that determines their position in the filing cycle A printed record is available for inclusion in a 1096 transmittal To edit a printed record you must first reset its print status to pending See Print Status topic 21 1 Print sessions Print Sessions A print session is any batch of records with a Printed or Filed 1096 print status See Print Status topic 22 Printing Overview Printing Overview Print Tax Forms The 1099 Pro Print Wizard simplifies the printing routine print to preprinted laser forms or blank stock See Print Tax Forms Wizard for more information Quick Print 1099 Pro makes it easy to quickly print a tax form using the Quick Print feature within the Enter Update and View Screen See Quick Print for more information Print S
400. the internet browser can have different limits for record creation allowing for a method of administration Note If the Accounting Date Cutoff Date or Open Window Cutoff Date are left blank the accounting date will not be enforced and no warning wil be issued regardless of the accounting date entered at the time of the records entry Checking For Updates Checking for Updates This area will assist you in the methods that the 1099 Pro program uses to check for updates Updates will help to make sure that the program abides by the latest rules and regulations set forth by the IRS SSA Ask for confirmation every time before checking Default on leaving this option on will cause the program to prompt you whenever it would like to connect to the internet in order to check for updates if you uncheck this box the program will connect to the internet in order to download updates without asking permission to do so Note Uncheck this only if your internet connection is Always on If a update is available you wil still be prompted before installation begins regardless of the status of this box How often does the program check for updates e Automatic Adjustments Recommended The program will check for updates occasionally during the summer more frequently as tax season approaches and finally everyday at the height of tax season Specified Interval 1 45 days Throughout the year You can adjust the number of days in between when the
401. they were created plus a file extension of IRS Examples Original forms IRSTAX 00021 Orig 2008 3 12 09 9 27AM IRS Corrections forms IRSTAX 00045 Corr 2007 5 01 09 4 15PM IRS A test file IRSTAX 00003 Test 2008 11 10 08 10 30AM IRS Location where the electronic file s will be created Click on the button to change the Destination Folder where generated file s will be placed C 41099 Pro Pro9SCS MagFiles Select the Destination Folder Checking this option keeps an original copy of this file as a Binary Large Object BLOB retrievable from the Electronic File browse should your original file become corrupted or lost Yer 2012 X_cancei 2 Hep If you need to retrieve your archived data e Click on Electronic Filing in the Filing amp Corrections section of your task bar e Highlight the eFile session e Click on Retrieve Archived File at the bottom of the screen Copyright 1099 Pro 2014 Helpful Hints 47 7 Corrections About Corrections An Overview When do I need to create a correction If you filed a return with the IRS and later discover you made an error on it you must correct it as soon as possible For some corrections you must file two returns with Form 1096 and for some only one return with Form 1096 In addition you must provide statements to recipients showing the corrections as soon as possible If you fail to file correct information returns or furnis
402. thor be liable for anyloss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document 8966 Pro 2014 Table of Contents Part I a P WD ch Part Il Part Ill 1 2 Part IV ON Oar WOOD ch Foreword 0 Getting Started 13 Dieclai met ege ven r ea aae a aae a e AEN SCENE EENS REESEN 13 About 1099 Pro NO niea ee cnet NEEN dENEREE EEN tee ceed ENEE NNN ENNEN 13 QUICK TEE 16 Registration amp Upgrades cceeccceceeeeeeeeeeeeeeeeeeeeeeeeneeeeeeseeeeeeeseeeeeeeeeeeseeseaeeaeeseeeseeeseaeseeesees 17 Update Software aeeie a ECO E EE EEEE ENEE EE ENEE ENEE ENEE dee 18 Technical Support amp Maintenance 18 System Require Me nts 2 cececccedenscceceeceedeecteesce scene edtecetdeterecteysectecurserectessdeuetdsteveccebserseuass 19 E CU 20 Multi User Installationsnc ee cetsenetetecnnencetectercuecciencecccuecececadeecctceuerebeectecewecauereuecedsecess 20 MulltticUser Consideration eege deene dee Eege Eden 22 Data d UC 23 Online ve DE 23 Optimize e WEE 23 Referential Integrity Delete Error cccceecececeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseaeeeeseeeeeeeeeaeseeesees 24 ReperElee geess eege gege EE EE EEN 24 Date guard TIN D 25 Special Hel p EE 26 Video Display SSue Saenen eiennenn tecdeneceduciaesetcectyeceecdan deedensestecuessvtdedevreececey 26 Sereen EL EE 27 Special Help Button dee ggeEee sde 27 The User Interface 27 1099 Pro e EC carnin ranae ara o AEN
403. tions A 77 7441234 ACH 38 ok ACH 02 ok File via 1096 papes ER File via eFie ot disk G Correcting Filed Forme Service Bureau General Options BD Fiers List M Recipients List H WAR Notices EE Post this Session Import Forms A Change Fix selected record ES Update County Alias File complete the import Hep Export Forms z z Delete temove selected record 99 Sea Alas Vakdation YC Deche Session A core Browsing Records Securty OFF Wednesday October 25 2006 MOTAM Import File Conventions Import File Conventions For a smooth import please thoroughly review these conventions PRIOR to creating your import file The order of data fields is not important and it s OK to have extra fields that won t be included in your import file e g phone number date of birth etc e Recep TIN Enter dashes in TINs to differentiate SSNs and EINs This is a required field e Last Name Company Enter Company if Recipient TIN is an EIN Enter Last Name if Recipient TIN is an SSN This is a required field e First Name Enter First Name only if Recipient TIN is an SSN If Recipient TIN is an EIN then we recommend you leave this field blank e Address Type Leave blank for US addresses Optionally enter C for Canada to validate the Canadian Postal Code format and or O not 0 for foreign addresses to turn on country address formatting See Country Codes Table for more information e Address Deliv Street This field is importe
404. tions to this problem 1 Instead of having the top panel show through the envelope try having the bottom panel show For example if the Combined Print option for Form 1099 R shows the recipient s TIN with the top panel Copy B for the mailing address then try folding the paper so the bottom panel Copy 2 shows through instead 2 Try a different print driver with your printer For example an HP 4SI with a PCL 5 driver will give different results than a PCL 6 driver 3 Try envelopes and paper from 1099 Pro For example the 8888 1 envelope is specifically designed for the Combined Print option in conjunction with blank paper stock 5145 See Tax Supplies 4 Take advantage of the SSN masking feature within 1099 Pro Copyright 1099 Pro 2014 8966 Pro 2014 2 10 Special Help 2 11 Special Help Some 1099 Pro Wizard screens offer a button for quick access to special help topics This button typically offers more detailed information than what is available via the standard Help button or lt F1 gt key Video Display Issues Form Display Issues If the data on the form appears distorted or out of alignment please follow the directions below to correct your resolution and font settings e Changing a Form 1099 MISC Record ecm 9595 O voip CT CORRECTED PAYER S name street address city state ZIP code andtdephone no 1 Rents OMB No 1545 0115
405. to the Service Bureau 6 Step 2 Form Types Choose a method for selecting the form type that will be included in the Service Bureau upload e All Form Types This will go through all form types in the software for the Filer s you ve chosen and include all eligible records entered for any tax forms e Select Tag Form Types This will allow you to manually choose Tag which form types are included in the Service Bureau upload e Current This will only use the currently selected form type and the eligible records therein for inclusion in the Service Bureau upload 7 Step 3 Upload Action Choose a method for selecting which process the Service Bureau will do with the forms 8 Step 4 Thresholds This option will allow you to determine how your forms will be processed If check marked tax forms without dollar amounts will not be included 9 Step 5 Contact Information This is the information that the Service Bureau will use to contact you should there be an issue with the information that you ve uploaded to them Click Update Contact to add the contact information 10 Step 6 Printer Several reports will print out at the end of the Service Bureau Upload Wizard these reports will print out from the chosen printer Extra Options e TIN Masking Choose an option to mask the SSN or EIN of your TIN e Extra Print Options Choose this for advanced printing mailing e delivery options e Error Scan Clicking this option will
406. to change data For example a TIN amount or form type were incorrect Test Select if creating a test file for submission to the Combined Federal State Filing Program Replacement of Original File Select if the IRS requests a replacement because the original file was damaged Replacement of Correction File Select if the IRS requests a replacement because the corrected file was damaged 8 Select how you want to submit the file to the IRS MCC Form 4804 is no longer required for electronic filing O Electronic Filing 9 Select whether to apply optional Federal Thresholds and the filtering criteria O Apply Federal Thresholds This option applies the Federal Thresholds to the data being considered for your eFile Do Not apply Federal Thresholds This option will NOT apply the Federal Thresholds to the data being considered for your eFile Use EIN in Threshold Filter Applies Federal Thresholds to a recipient for a particular form type and totals recipient amounts based on one Filer TIN Use PCode in Threshold Filter Applies Federal Thresholds to a recipient based on PCode as opposed to Filer TIN 10 Select the destination folder Default location is lt DEFAULTPATH gt MagFiles Also check the box at the bottom of the screen if you would like to Archive a copy of the file For more information on this option see section eFile Archive Copyright 1099 Pro 2014 Filing via eFile 121 11 Verify Transmitter Infor
407. to examine the File Generation Summary Report and verify that all of the desired Filers and Forms are included Also check to see if you have examined each of the control total reports and sign them to certify that the information is complete and accurate to the best of your knowledge Ready to upload your file via HTTPS This is the preferred method of uploading to the 1099 Pro Service Bureau The wizard will automatically upload the file for you using the standard HTTPS secure transfer Select HTTPS to upload your file Click Next In the next screen please confirm your settings in the summary window before starting the Upload Process Upload Type Upload for filing with the IRS Upload Method HTTPS Total Filer Form Combinations Total Tax Forms File Name Example S9999999 ABC123 zip Type File Location i e lt DEFAULTPATH gt Uploads Contact Information Contact First and Last Name E mail Address and Phone Number Press Upload Now to submit your upload file to the Service Bureau for processing During the upload process the wizard uploads your file to the Service Bureau and provides you with a progress window to view the progress If you need to abort the upload process click the Cancel Stop the Upload button Alternatively you may manually transfer the file to the Service Bureau E mail your upload file to uploads 1099 Pro com You will receive an automatic confirmation of receipt of your e mail After the wizar
408. tructions below Copyright 1099 Pro 2014 Technical Support amp Maintenance 21 1099 Pro is network neutral either a peer or server install is OK The only requirement is that one machine is designated as server and all others as workstations To perform network installation 1 Determine a network drive and folder to install 1099 Pro All workstations must have rights to this folder The software can use a UNC or a mapped network drive Install 1099 Pro on the server where the data will be stored Enter your multi user Registration code as prompted Select Webupdate Workstation as the Install Type Allow the program files to reside on the local drive Upon successfully installing 1099 Pro to the network click on the 1099 Pro icon on your desktop The Welcome Wizard walks you through setting up the software By default Audit Trails and Security are enabled Complete the Welcome Wizard and then re enter 1099 Pro Administrators use Administrator and NEW to logon for the first time with enabled security Administrator must create users and assign rights prior to installing 1099 Pro to workstations We recommend enabling Security If security is disabled ANY USER on ANY WORKSTATION can access 1099 Pro and view modify Administrator settings and all data This includes the potential for ANYONE to create himself as Administrator and lock you out of 1099 Pro To perform workstation installation 1 2 Complete network inst
409. type of form you wish to file 2 Call or E Mail our Service Bureau to schedule an appointment date We must have your data by the agreed upon appointment date to ensure that it is posted online mailed or filed by the IRS deadline 3 Manually enter or import your data into your 1099 Pro software 4 Create an upload file within your 1099 Pro software 5 E Mail or FTP your encrypted upload file to us on or before your appointment date Customers are encouraged to schedule their upload appointments now Rates and availability are not guaranteed until your appointment is booked Contact the SSAE 16 SOC I TYPE II Service Bureau Contact the 1099 Pro Service Bureau team to book your printing mailing and or electronic filing appointment and for all Service Bureau related inquiries Phone 866 444 3559 toll free or 818 876 0200 E Mail so 1099 Pro com Internet http www 1099 Pro com Instant price estimates are available online at http www 1099 Pro com servPricing asp Learn more about the Service Bureau Upload Process Service Bureau Packages 1099 Pro Service Bureau Packages These services are only available to 1099 Pro registered users The following standard options below are available Contact the 1099 Pro SSAE 16 SOC I TYPE Il Service Bureau 866 444 3559 direct 818 876 0200 or via email so 1099pro com e Print and Mail Only The 1099 Pro Service Bureau SSAE 16 SOC I TYPE II certified will print and mail reci
410. uest You should receive your results within 24 hours of the request How will receive my results A copy of the bulk upload file you submitted in e services TIN Matching will be E Mailed to you at the address you provided The results of each TIN Matching request will be appended to the original request How do interpret the results of my Bulk TIN Request You will receive a file containing the bulk request data you submitted along with the results The bulk data you provided in your Bulk TIN Request data file will be repeated A new field will be added to describe your results e 0 TIN and Name match 1 TIN was missing or was entered incorrectly 2 TIN entered is not currently issued 3 TIN and Name do not match 4 Invalid TIN matching request 5 Duplicate TIN matching request Copyright 1099 Pro 2014 Exports 1 1 1 e 6 TIN and Name combination matches IRS SSN records e 7 TIN and Name combination matches IRS EIN records e 8 TIN and Name combination matches IRS SSN and EIN records The following are sample results from a sample Bulk TIN data file 1 183421111 Matthew Mulberry 89765 2 2 562611111 Acme Incorporated 89765 0 As you can see the TIN provided by Matthew Mulberry is not currently issued The TIN provided by Acme Incorporated matched the IRS records What is an Invalid TIN Matching Request An Invalid TIN Matching Request has a required field missing on a line in the bulk upload file For example the followi
411. up Wizard screen click Next to proceed 2 Accept the default location for the backup file unless you wish to backup to another location such as a network drive Click on the button if this is the case 3 Accept the default backup location or use the ellipses to select a different location e g on a network drive 4 The program will automatically include the date and time of the backup file in the default name Accept the default name recommended or manually enter a name The extension of your backup file defaults to ZIP NOTE Backup twice to the same filename and you ll overwrite the existing file 5 Click Next to continue 6 Confirm your backup choices and click Back to revise or Proceed with Backup to continue This screen details Total data Files Total Size and Estimated Zip Size 7 1099 Pro indicates if backup was successful Note From Windows Explorer if you hover your mouse over the name of the backup file you wil see information about the backup file including the version of software that created the file Copyright 1099 Pro 2014 Security and Administration e 8 Use WinZip a shareware utility to access your backup data Download it at www winzip com 9 2 2 Restore Data Restore Data The features contained within this section are available exclusively to users of the Professional and Enterprise editions of our software lf your data files are damaged or destroyed use a backup file to restore
412. ustomers may view tax forms and a brief item description Try it at www 1099pro com click on the Products button and the Tax Forms hyperlink Online Customer Account Access Customers who ve purchased items in the past year may go online to view prior orders and activation codes Order tracking is also available to see if your order has been shipped Try it at www 1099pro com click on the Login button and follow the prompts Telephone Orders Customers may place orders for all tax supplies including laser for current and past tax years by telephone with our Sales team at 888 776 1099 27 1 Blank Copier Paper Blank Copier Paper Blank Copier Paper Print Copy B amp or C directly onto blank copier paper Good in case of an emergency when Blank Laser paper is unavailable might require special folding and or cutting to fit in standard IRS approved envelopes 1099 Pro Inc offers custom designed IRS regulation envelopes to fit copier paper Blank Laser Perf Print Copy B amp or C directly onto blank laser perforated stock 1099 Pro prints the necessary graphics Easier to fold than blank copy paper because of the perforations and since it is blank it won t go out of date Also prints instructions When using blank stock you must select the copies to print The Print Wizard features a Combined option that prints all required copies for the recipient on one sheet e g 1099 MISC Combined includes copies B 2 and instructions You ma
413. ve one See State ID Number for more information The Main Screen of the Electronic File Viewer with file open After you open the Electronic File you will see the contents of the file The left side of the window contains a listed hierarchy of T A B C K and F records As you highlight each field i e The T record field for a Transmitter the right side of the window displays to data in relation to the current field selected on the left While navigating up and down in a vertically with the cursor keys on the keyboard you will notice that you must click with your mouse in order to have the right pane to display the data The top of the screen contains an overall summary of the Transmitter Detail There are also two different viewing options View as Field List and View as Text See Electronic File Viewer for more information File Format Illustration The 750 Byte file structure may be either sequential or random lf a sequential file is created the record delimiter the combination of a CARRIAGE RETURN CR character and a LINE FEED LF character must occur in that sequence CR LF and only once following the end of each record There must be no delimiter before the first record Random files must have a record length of exactly 750 bytes The CARRIAGE RETURN and LINE FEED should follow the record after position 750 in what would be positions 751 amp 752 All data records must be a fixed length of 750 bytes See File For
414. ware 1 Maximum acceptable record limit size would be 100 000 records Excel 2003 or earlier has a 65 000 record limit if submitting to TINcheck 2 The acceptable file naming convention is as follows 1099 Pro_Bulk TIN _Batch_1_15 SEP 2014 txt no quotation marks or similar making sure the file name ends in lower case txt What can I expect for the IRS after upload my TIN match request The IRS return file will contain the following responses from the IRS Code Response 0 Name TIN combination matches IRS records 1 Missing TIN or TIN not 9 digit numeric 2 TIN not currently issued 3 Name TIN combination does NOT match IRS records 4 Invalid request i e contains alphas special characters 5 Duplicate request 6 matched on SSN when the TIN type is 3 unknown and a Matching TIN and name control is found only on the NAP DM1 database 7 matched on EIN when the TIN type is 3 unknown and a matching TIN and name control is found only on the EIN NC database 8 matched on EIN and SSN when the TIN type is 3 unknown and matching TIN and name control is found only on both the EIN NC and NAP DM1 databases Note If you submit a record without the required fields TIN Type TIN Name the response you will Copyright 1099 Pro 2014 Exports 1 15 receive will be Indicator 4 Invalid Request If you don t know the TIN Type enter 3 and the system will check both the SSN and EIN master files Within 24 hours the re
415. west CyberCenter facilities are connected with OC 768 bandwidth to our state of the art fiber optic IP network Independent Contractor Reporting Many states require ICR reporting in their efforts to collect child support and alimony You can report payments that you make to contractors by visiting IndependentContractorReporting com brought to you by 1099 Pro Inc CA592 California now requires 7 withholding and quarterly reporting when making payments to non California residents 1099 Pro Inc offers CA592 com as the best solution for form CA592 Electronic Delivery Give your recipients the option to access their forms from a secure internet site instead of receiving a mailed form The electronic delivery option significantly reduces costs Printing amp Mailing wth Web Presentment The Service Bureau can make your forms available for online viewing and reprinting via our secure internet site Web Presentment Only Print and mail your forms in house and have them available to view via our secure internet site Pressure Seal Printing Our Pressure Seal paper stock for customers uploading forms for printing and mailing adds additional security for recipients This eliminates the chance for information to be viewed through an Copyright 1099 Pro 2014 16 Lane 2014 1 3 envelope window Full Service Throughout the year our regulatory team will work with your team to process your payee and payment information imports and b
416. will be an Correction to the state rig n a Original State records for one of the non taxing states orr Active Record was filed with State and at least one state correction for the records is pending orr Pending Record is to be filed as State Correction orr Filed Record is filed with State as Correction Corr Superceded Record is created as state Correction but superceded by creating of new correction Corr Pending but Record was IRS amp state filed Then a correction was filed with the IRS And then Superceded a correction of a correction was created which will be an Correction to the state Corr Filed but Record was IRS amp state filed Then a correction was filed with the IRS and with Superceded the state And then a correction of a correction was created which will be an Correction to the state Copyright 1099 Pro 2014 a Lane 2014 12 6 12 7 12 8 Coins Correction State records for one of the non taxing stated hana Me state information on the record Capitalization Capitalization 1099 Pro capitalizes the first letter of names addresses and non ID boxes Form W 2G only during manual data entry This is a default Preference setting that may be cancelled Please note Account number and free form text fields have no special formatting State abbreviations are forced uppercase Cascading Changes Cascading Changes Frequently Asked Questions What are Cascading changes When you make manual changes t
417. x Cover Sheet and Instructions together using a study disk mailer not a plain envelope 3 Mail the package to the address listed below Use FedEx or similar to ensure fast secure package delivery Bulk TIN Matching via the Service Bureau Overview Bulk TIN Matching via the Service Bureau Overview Why should I use the Service Bureau The 1099 Pro Service Bureau has provided Print Mail E Filing services to thousands of our users Our customers utilize the Service Bureau to save money minimize administrative headaches safeguard their sensitive data and benefit from our extensive experience We ve made the process simple 1 Purchase the appropriate 1099 Pro software package for the type of form you wish to file 2 Call or E Mail our Service Bureau to set an appointment date We must have your data by the agreed upon appointment date to ensure that it is mailed or filed by the IRS deadline 3 Manually enter or import your data into your 1099 Pro software 4 Create an upload file within your 1099 Pro software 5 E Mail or FTP your upload file to us on or before your appointment date The Service Bureau is proud to offer a wide variety of services to registered users of 1099 Pro Customers are encouraged to schedule their Print Mail E Filing Bulk TIN uploads appointments now Rates and Copyright 1099 Pro 2014 206 Lane 2014 26 3 1 availability are not guaranteed until your appointment is booked Contact the SSAE 16 SOC I T
418. xibility you are also given the option to add the forms in any of four sort orders by name by TIN by State or by ZIP Deleting Pending Tax Forms Using this option you can select tag any number of Pending tax forms and delete them with one operation All notes associated with the form are also deleted Resetting Printed Tax Forms Back To Pending You can select tag any number of tax forms that have a current status of Printed and reset their status back to Pending so that they can be updated or deleted The selected forms can belong to any print session Voiding Printed Tax Forms You can select tag any number of tax forms that have a current status of Printed and change their status to Void so that they cannot be filed The selected forms can belong to any print session Un voiding Tax Forms You can select tag any number of tax forms that have a current status of Void and reset their status back to Pending so that they can be updated or deleted Multiple Recipients One TIN Multiple Recipients One TIN Occasionally a filer may issue multiple forms to the same recipient or issue forms to two individuals sharing one SSN or EIN For example Jane Doe DBA Jane s Courier Service and Jane Doe both use an SSN of 123 45 6789 However Jane Doe DBA and Jane Doe have different addresses To enter both recipients follow this procedure 1 Enter Jane Doe as normal at any Adding a New Record screen This will be the master recipient i
419. y Detail or Both for your spreadsheet e xo As 25 6 Daily Totals Report by UserID 26 Daily Totals Report by UserID The Daily Totals Report by UserlD will display the total s for changes made via manual entry by UserID You will need to specify the date you want to check and which filer s and or specific forms you want to be included in the report This report is useful for verifying changes made to records by an individual user Service Bureau Overview Service Bureau Overview Why should I use the Service Bureau NO customer has EVER incurred an IRS penalty due to an error on the part of 1099 Pro for information filed late or in an incorrect format to the IRS SSA The 1099 Pro Service Bureau is proud to offer a wide variety of services to registered users of 1099 Pro all performed in our secure SSAE 16 SOC TYPE Il environment We provide Printing amp Mailing Electronic Delivery Web Presentment Bulk TIN Matching Copyright 1099 Pro 2014 ave Lane 2014 26 1 and IRS Filing services to thousands of our users Our customers utilize the Service Bureau to save money minimize administrative headaches safeguard their sensitive data and benefit from our extensive experience Whether you have a large or small job consider the cost savings and the value of a job done right during your busiest months of the year We ve made the process simple 1 Purchase the appropriate 1099 Pro software package for the
420. y instead select the individual copies for the recipient but you will need to manually collate the copies Please visit https www 1099pro com videos asp and select the Quick Tips Print to Blank Paper video for a brief guide on printing on blank perforated paper Copyright 1099 Pro 2014 232 8966 Pro 2014 27 2 27 3 When printing instructions to blank paper you may Print them as part of the normal print run with one copy per recipient Remember to collate instructions with the recipient copies OR Print them on one sheet now and photocopy it as many times as needed Then use the reverse side of the photocopied sheets to print your forms If selecting this option do NOT print any copies at this time first prepare the instructions and then print the copies OR Print X pages at this time The IRS requires you to send both tax forms and instructions to recipients Preprinted Paper Preprinted Paper Preprinted Laser Perf When using preprinted laser forms you must select the copies to print The Print Wizard pauses before printing each copy to prompt you to load the appropriate form into the printer For use with Copy A B C amp or 1096 Forms are perforated with each required copy preprinted with the necessary information Copy A in red drop out ink Copy B in black etc Saves toner and time Pressure Seal Forms Pressure Seal Forms Support To meet the needs of customers who are printing out high volumes of 1099 an
421. y in use 244 Program Areas Functions Report 62 Protected Forms 44 49 ProTips 239 Purge 85 Purge Audit Trail 85 Purge Audit Trail Log Records 85 Query Wizard 211 Quick 201 quick books 160 Quick Print 201 Quick Tour 16 quickbooks 160 Quickbooks error 177 Copyright 1099 Pro 2014 R Recipient Lookup Account Selection 34 Recipient Lookup Screen 35 Recipient Notes 93 Recipient options 69 Recipient Record Details 39 Recipient Search 34 Record Changed By Another Station 245 Record History 86 Record Is Already Held 245 Record Limit 17 Record Limit Exceeded 245 Record Not Available 245 Record Not Found 245 Referential Integrity Delete Error 24 Registration amp Upgrades 17 Registration code 45 Reject Errors 103 Reject Imports 175 Remove audit trails 85 Removing software 82 Repair Files 24 Report Electronic Sessions Summary 142 Reporting Thresholds 78 Reports 31 40 Reports Overview 214 Reprint Corrections 50 Reprint Originals 51 Reprint Print Sessions 202 Reprint Records 203 requests 255 Reset Void Upload 230 Reset E File Session 133 Reset Magmedia Session 133 Reset Print Session 204 Reset to Pending 195 204 Residence State 97 Restore Data 65 results 254 255 Review Import Session 175 Revising a Tax Form 204 Revisions 195 204 Rights Summary Report 62 Roll Forward Utility 280 Rollup 171 RTN 30 200 Lane 2014 Rule of 250 definition 276 Rules 73 Run a Recipient Report 40 Runtime
422. y of our software or services The SSAE 16 effectively replaces the SAS 70 for reporting periods ending on or after June 15 2011 This standard applies to engagements undertaken by a Service Auditor for reporting on controls at organizations like 1099 Pro which provide services to their customers The controls in place at service organizations are likely to be relevant to a customer s internal control over financial reporting ICFR Details The SSAE 16 requires certain enhancements from the SAS 70 report such as the service organization provide a description of its system The description should include the services provided control objectives supporting processes policies procedures personnel and operational activities that constitute the organization s core activities relevant to its customers Additionally the SSAE 16 requires a Written Assertion by management be provided to the Service Auditor In this document management must assert that the system description and control objectives included therein are a fair presentation for the time period specified in the SOC 1 report SOC 1 reports are performed and issued under the Statement on Standards for Attestation Engagements No 16 SSAE 16 as explained above The controls addressed in a SOC 1 report are those that a service organization like 1099 Pro implements to prevent detect and correct errors or omissions in the information it provides to customers Type Il indicates that the se
423. y would I need to generate Account Numbers 1099 Pro offers a feature that will generate account numbers for each form that does not have an account number IRS Publication 1220 states on page 77 that the IRS requires account numbers Enter any number assigned by the payer to payee that can be used by the IRS to distinguish between information returns This number must be unique for each information return The IRS has indicated that they will not reject files if they do not have account numbers but by having account numbers the IRS will be able to process any corrections that they encounter This wizard will create unique Account Numbers for unfiled tax forms to satisfy the new requirement You can also individually specify which Filers and form types to process Things to keep in mind e Only unfiled forms with a status of Printed or Pending will be updated e Any form with existing Account information will NOT be changed regardless of status e You can manually replace generated account numbers at any time before filing e Account numbers are created using two letters from the last name the IRS form code and a number unique to that form For example one might look like this AB Q 0001234 See Generating Account Numbers 8 1 How to generate account numbers How to generate account numbers To Generate Account Numbers 1 At the Enter Update and View screen select Utilities from the menu at the top 2 Select Generate Account Numbers 3
424. you can use the option under 1099 Pro 2012 Enterprise Edition on your Windows Start Programs Menu aa Net Cone Image 2 Roll over utility available in Start Menu All Programs 1099 Pro folder Copyright 1099 Pro 2014 cesar 2 1099 Pro 2012 Enterprise Edition P Administrative Tools _ Adobe Design Premium CS5 5 Ak Adobe LiveCycle ES2 J APC A Beyond Compare 3 A Camtasia Studio 7 32 19 SSAE 16 SOC I Type II SSAE 16 SOC I TYPE Il Zei 1099 Pro 2012 Enterprise Edition EA 1099 Pro 2012 Enterprise Edition Help SW Backup 1099 Pro 2012 Enterprise Edition Data Files Check for 1099 Pro Updates d Open a 1099 Pro 2012 Enterprise Edition Excel Data Template BB Roll 2011 Data to 1099 Pro 2012 emm v Yv YV YV Y wv We A Run the 1099 Pro e File Viewer Definitions e SSAE 16 Statement on Standards for Attestation Engagements No 16 e SOC Service Organization Control Report No 1 e Type Audit of a system on a specified date e Type Il Audit of a system throughout a specified time period Overview The SSAE 16 is an attestation standard put forth by the Auditing Standards Board ASB of the American Institute of Certified Public Accountants AICPA SSAE 16 SOC Type Il is a high level security certification requiring a stringent audit process 1099 Pro s hosting and data facilities have passed this difficult audit without exception ensuring that your data is secure when using an
425. your paper returns Keep the waiver for your records only Penalty If you are required to file electronically but fail to do so and you do not have an approved waiver you may be subject to a penalty of 100 per return for failure to file electronically unless you establish reasonable cause However you can file up to 250 returns on paper those returns will not be subject to a penalty for failure to file electronically The penalty applies separately to original returns and corrected returns eFileViewer Overview eFile Viewer The eFile Viewer is a program that will allow you to view Electronic Files generated via the Electronic File Wizard This tool is run separately from the 1099 Pro software Copyright 1099 Pro 2014 eFileViewer Overview 135 17 1 Installation and Registration 17 1 1 License Agreement eFileViewer Tax Year 2014 END USER LICENSE AGREEMENT FOR eFileViewer SOFTWARE IMPORTANT READ CAREFULLY This End User License Agreement EULA applies to all versions of eFileViewer Software including but not limited to Demo Demonstration Free Single Client Server Network and Multiuser versions of eFileViewer Software This End User License Agreement EULA is a legal agreement between you either an individual person or a single legal entity who will be referred to in this EULA as You and the Licensor for the eFileViewer software technology that displays this EULA including any associated media printed mate
426. zard Pw Tag Key Shortcuts Tag Use this button or ALT T to tag individual filers Tag All Use this button or ALT A to tag all filers Untag Use this button or ALT U to untag an individual filer Untag All Use this button to untag all filers Flip Use this button or ALT F to reverse the tag status of an individual filer Flip All Use this button or ALT L to reverse the tag status of all filers For example if you have 3 filers and only one filer is tagged the Flip All button will tag the two previously untagged filers and untag the original filer e Prev Tag Use this button or ALT P to scroll backwards through tagged filers e Next Tag Use this button or ALT N to scroll forwards through tagged filers Copyright 1099 Pro 2014 Recipients List 33 5 Recipients List Browse Recipients Use the Recipients list screen to add change or delete recipients To access these recipients at any data entry form use the lt F2 gt key in the recipient ID Number field Add 8966 Pro allows unlimited recipients See Adding Recipients Change Changes made to a recipient only effect records with a pending status When you make manual changes to the filers amp recipient master list in 8966 Pro those changes are then cascaded or updated throughout all tax forms with a status of Pending Cascading updates help ensure that the entire filer and recipient information regardless of the tax form synchron

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