Printing 1096 & W3's

A 1096 or W-3 Transmittal can ONLY be generated for records with a printed status. Check your print status of your recipients. If your recipients are pending, you must first update your recipients to a printed status. If you have already printed and your status is still pending , this you have skipped marking a window in the print wizard. To update the print status with out printing again:

• On the toolbar select the Create/Print Forms tab and the Print Tax Forms icon. Use the Selected Form drop menu to select the form type to process. 
• You will now select Print Tax Forms:
   All pending forms for the current filer (default selection)
• Click the "Begin Print Process" button to access the Print  Wizard.
• When the wizard prompts you to choose which copies you want to make DO NOT SPECIFY ANY TYPE OF FORM (leave whatever is checked checked.), From this point on do not select/or mark any boxes, simply continue to select next at each screen.
• When you reach the screen will prompt you:                                                                     "You have not selected any copies to print  TIP: If you wish to simply change the status of the forms without actually printing them, press PRINT button, to select forms to print press the back button"           
• Press the OK button , then press the PRINT button.   
• At the screen which states "Are these forms ready to send to the IRS." Select the option of - I have printed and verified my Red Copy A's, then select FINISH. The status will change from PENDING to PRINTED and you will now be able to complete your 1096 or W3                
• Things to keep in mind:

- Print a test page to blank paper to minimize form waste. Align margins if data does not align in the proper box.

- Wait until mid to late February to print your transmittal (and associated Copy A's) to incorporate as many recipient change requests as possible.

- The red ink on the preprinted W-3 is invisible to the IRS scanners. Although your data should ideally align in the proper box, it is OK if the data slightly overlaps the red ink.

To generate a W-3 (for a 1096 follow the same procedures except select the 1096 button)

• On the toolbar select the Filing Forms tab and click the Generate W-3 icon. Click the "Begin a   New Form W-3 Process" button to access the Form W-3 Print Wizard. To proceed with the
• Print Wizard click "Next". Use the "Back" button at any time to go back a step.            
• Select the payer type to process. Only records with a printed status are available for selection
• Tag print sessions. Multiple print sessions of the same payer type may be included in this W-3   Click "Next" to proceed.
• Verify Contact Name and Phone Number. E-mail Address and Fax Number are optional fields.   Click "Next" to  proceed.
• Print a test alignment to minimize form waste. When satisfied with alignment click "Next" to      proceed.
• Review W-3 summary and if satisfied, click "Print" to begin printing.
• The program prompts you to place the preprinted W-3 form into the printer. Click "OK" when the printer is ready
• Indicate if the Transmittal is ready to send to the IRS:
• Select "YES - My W-3 printed correctly" if you are satisfied with the W-3. These forms will have a Filed W-3 status. Remember to mail your Copy A's and W-3 to the IRS by February 28, 2007.
• Select "NO - My W-3 is not correct" if you are not satisfied with the W-3. Discard the W-3. These forms will continue to have a printed status.
• Click "Finish" to exit the W-3 Wizard