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I've printed all my 1099s/W- 2s, how come I can't create my 1096/W3
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.
- At the Printing Tax Forms screen choose the method to select pending forms for print:
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, 2003.
- 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.
- 1096 Differences:
- Selecting 1099 form to process for 1096. Pull down menu .
- Tagging the file(s)
How do I change a W3/1099 after printing the W3/1096
Go to your FILING FORMS tab and look at the bottom section COMPLETED FORM W-3 or 1096 PRINTED SESSION LIST. If there is something listed in that area you have told the program your W-3 is ready to be filed and you will need to follow the set of instruction marked #2. If there is not anything in the COMPLETED FORM W-3 or 1096 PRINTED SESSION LIST go back to the CREATE/PRINT FORMS TAB and follow directions #1.
#1 Select the ENTER & EDIT TAX FORMS, then highlight the person you want to reprint, right click on that person and select CHANGE, you will be given 3 options, select RESET TO PENDING, the program will ask you if you are sure you want to do this select YES, then it will tell you that "Request has been successfully completed." The status will change to back to pending, highlight the person you whose W-2/1099 you need to correct, select CHANGE and change and SAVE. If you have more than 1 person you will select the next person now and repeat these steps. Once the changes are done you will select PRINT TAX FORMS, go to BEGIN PRINT PROCESS and print the forms you need. When the program asks "I HAVE PRINTED AND VERIFIED MY COPY 'A' FORMS - THEY ARE READY FOR THE SSA", you will need to be sure they are complete and accurate.
Once this is done and you do select " I HAVE PRINTED AND VERIFIED MY COPY 'A' FORMS - THEY ARE READY FOR THE SSA", these forms will change from PENDING to PRINTED status and you can now print your W-3. Select FILING FORMS tab, GENERATE W-3 and BEGIN A NEW FORM W-3 PRINT PROCESS. When you get the part where you need to tag the files be sure you tag ALL the files, otherwise your W3 will not print correctly.
#2 To void a W-3/196 you will need to go to the W3 / 1096 tab, select W-3/1096 GENERATE, go to the bottom of the right side and select RESET (VOID) W-3 the program will ask "Are you sure that you want to VOID this form W-3? Voiding the form will also reset ALL of the tax form record in the selected W-3/1096 session # back to PRINTED (i.e. not FILED), Select YES and the W-3/1096 will be voided. Then return to CREATE/PRINT FORMS and select PRINT TAX FORMS< then highlight all the sessions that need to be reset, then select RESET SESSION, once this is done all the files will be reset to pending and any or all can be reprinted.
HOW DO I CHANGE A 1099 AFTER PRINTING AND FILING 1096
Follow the direction above, using the 1099 form needed and the 1096.