User Guide

Tax-Print.com Forms Made Easy

TABLE OF CONTENTS Tax-Print Application Overview ....................................................................................... 3

Installing, updating and uninstalling, ............................................................................ 3

Purchasing and Registering......................................................................................... 5

Starting the Application ................................................................................................... 6

Using the Demo Application ............................................................................................ 7

Taking a Tour .............................................................................................................. 7

Using the Demo........................................................................................................... 7

Using the Application....................................................................................................... 7

Choose a Form............................................................................................................ 7

Payer Data................................................................................................................... 8

Recipient Data ............................................................................................................. 9

Importing Data ........................................................................................................... 11

Navigation.................................................................................................................. 13

Finding and Sorting Recipients.................................................................................. 13

Using the Quick Find Folders ........................................................................................ 14

Displaying Quick Find Folder Recipients List............................................................. 14

Using Quick Find to Calculate Totals and to Print...................................................... 15

Viewing totals ................................................................................................................ 15

Printing .......................................................................................................................... 16

Choose Recipient records to be printed..................................................................... 16

Check the Output options to be printed ..................................................................... 16

Printing pre-printed forms.............................................................................................. 17

QUICK REFERENCE GUIDE ....................................................................................... 19

KEYBOARD SHORTCUTS ........................................................................................... 22

Tax-Print Application Overview The purpose of Tax-Print software is to provide an easy method for printing tax forms (i.e. to print Misc and W2 paper forms using plain or pre-printed paper, etc…)

Installing, updating and uninstalling,

Installing • Download Tax-Print Installer from the web site at http://www.Tax-Print.com.

(Choose a folder on your local hard drive -- i.e. C:\my programs -- and make a note of the destination folder.)

NOTE: Destination Folder location is:

• Locate the destination folder containing the Tax-Print Installer • Double click on the Tax-Print Installer icon to begin the installation process.

The following screen displays:

• Click [Run] to begin the installation process

• The Setup dialog begins. Follow the instructions on the following screens:

• Review the Welcome screen

• Accept the License Agreement

• Note the destination location for the program (the default is C:\Program Files\Tax-Print\20098)

• Note the location for the program shortcut (the default location is in the Program folder of the Start Menu

• If desired, select additional shortcut locations on the Desktop or the Windows Quick Launch bar

• In the “Ready to Install” dialog, review the information. To make changes, click [Back], make the desired changes and return to the “Ready to Install” dialog by clicking on [Next].

• Click [Install] to complete the installation.

Updating To check for updates, click the Buy Now/Check for Updates button. If a new version of Tax-Print is available, the Installer can be downloaded from the website and run on your computer. After installing over an existing application, the program will ask if the user would like to update the new application with the existing data set. Click [Yes] to import your data into the updated application. Click [No] to skip this step and continue with new data.

Uninstalling • The Tax-Print installer automatically places an uninstall icon in the Start

Menu. To uninstall the application from your computer:

• Click Start>All Programs>Tax-Print 2009 to display menu options.

• Click Uninstall Tax-Print. The Tax-Print 1099 and W2 Uninstall dialog

displays.

• Click Yes to continue with the uninstallation process.

Purchasing and Registering Once Tax-Print has been purchased a Registration Number will be immediately provided to the purchaser online and will also be sent to the purchaser via e-mail. This Registration Number must be registered to activate Tax-Print and remove the Demo watermark information from the printouts.

To Purchase NOTE: Access to the Internet is required.

• Tax-Print can be purchased from the website at: www.tax-print.com OR purchased in the Application

• Start Tax-Print (Tax-Print Registration dialog displays)

• Click [DEMO] • Click [Buy Now/Check for Updates]

• Follow online instructions to purchase the application and receive Registration Number

To Register • Start Tax-Print (Tax-Print Registration dialog displays)

• Enter the Registration Number (provided online AND via e-mail after purchasing the product)

• Click [Register]

Note: After registering, a dialog displays indicating that registration is completed. To return to the Registration dialog in the application: 1) click Help in the menu and 2) click “Register Tax-Print…” menu item.

Starting the Application • Click Start>Programs>Tax-Print (the application begins and

the Tax Print Registration window displays.

Overview of the Application Window 1. Recipient Toolbar (Add New Recipient, Print, Delete Recipient, Find) 2. Form Chooser (List of available tax forms) 3. Quick Find Folders (displays the number of Recipients in each grouping) 4. Payer List (displays the names of the Payers who have been entered) 5. Recipients List (displays the names of the Recipients associated with each

Payer) 6. Checkmark Area (add checkmark to select specific Payers or Recipients) 7. Data Entry (Enter the name and amounts to be print on form) 8. Tabs

Form (two tax forms are available for entering data) Totals (displays totals for data fields in the form) Print (provides options for printing on plain paper or pre-printed forms)

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Using the Demo Application The Tax-Print application is downloaded from the website and can be previewed before purchasing. When the application starts, the following dialog displays:

Taking a Tour The six (6) Tour text dialogs present a general overview for using the program.

Using the Demo The Demo version of the application is identical to the full version of the application with the EXCEPTION that the word DEMO appears on printed forms in the Demo version. After purchasing the application and entering the Registration Number, DEMO will not appear on printed forms. The data that is initially entered in the DEMO is still available for use in the purchased application and does not need to be re-entered.

Using the Application

Choose a Form Tax-Print supports two forms: 1) IRS 1099-Misc form and 2) SSA W2. Locate the form buttons in the upper left corner of the application window. Click on the desired form name.

Payer Data

Enter the first Payer Payer information is entered in the Form section:

• In the Form, click New Payer. The Payer Information area is now in the edit

mode and allows data to be entered into the form.

• Enter the Payer Information.

• When all Payer information is entered, click [Done]. The Questions dialog displays. [NOTE: the Payer’s Name has been added to the Payer list on the left side of the screen.]

• Click Yes to create a new Recipient Form for this Payer. (See below for

instructions on entering Recipient Data.)

Add Additional Payers • In the Form, click [New Payer] • Enter all Payer information

• When finished, click [Done].

Editing Payers • In the Payer List, select the Payer to be edited. NOTE: The selected Payer

name box turns blue.

• In the Form, click [Edit] • Make the desired changes

• Click [Done] when finished

Deleting a Payer • In Payer List, select Payer name. NOTE: The selected Payer name box turns

blue.

• In the Form, click [Delete]

Recipient Data

Enter first Recipient After entering Payer data, the Questions dialog displays. Click Yes in the dialog, to enable Recipient data to be entered into the Form Enter Recipient name. NOTE: Name is added to Recipient List. Enter additional pertinent information for the Recipient. NOTE: Data is saved automatically so additional steps for saving are not required.

To Add Additional Recipients: • Select the Payer name associated with the Recipient

• Click [New] on the Recipients toolbar

• Enter all Recipient information REMEMBER: Data is saved automatically so additional steps for saving are not required.

Editing Recipients • Select the appropriate Payer

• Locate the name of the Recipient in the Recipient list

• Select the Recipient name. Data associated with the Recipient displays in the Form

• In the Form, make the desired changes

Deleting a Recipient • In the Recipient List, click on the name to be deleted

• Click on Delete in the Recipient toolbar

• A dialog displays:

• • Click [Delete] to remove the Recipient form and name from the list

Importing Data

Import data from a text file or Excel spreadsheet If you have your Recipient data available from a secondary source, or just find it easier to type the data into a spreadsheet you can import that data directly into Tax-Print.

Import Data: • In the Form, click [Import…] • A dialog will appear asking you to select you data file

• Click [Open] once you have selected you data file

• Match the right column (Tax-Print field names) with your data displayed in the right column. Click on the double arrow in the right column to move the field up or down.

• Click the center column to turn on the import (arrow icon) or off (dash)

• Click [Import] when you are done mapping your data

Note: If you are using a spreadsheet with column header, check the “Don’t import first record (contains field names)” box in the lower left corner to avoid import a form with nothing by the header information.

• Click [Import] in the Import Options dialog

• When the import is complete, you will see a summary of your import. Click [OK] when are done.

Navigation

Moving between Recipients List tax forms for individual Payers A Recipients list is populated for each tax form. Therefore, each Payer will have a Recipient list for each tax form that is used. To display the Recipients list for each form:

• Click the Payer name in the Payer list (the Recipients list for the current form displays)

• To display another tax form Recipient list, select the desired form in the Form Chooser list. The associated list displays

Moving between Payers and Recipients The Recipient List is associated with an individual Payer. To display a specific Recipient:

• Click the Payer name in the Payer list (Recipients List displays)

• Select another Payer to display the associated Recipients List

• NOTE: It may be necessary to choose a different form in order to display the desired Recipient list.

Finding and Sorting Recipients

To Find a Specified Recipient:

• In the Recipient toolbar, enter the name to be found in the Find text box

• Click [>>] to begin the search NOTE: To remove the specified Find criteria, click [Clear]

To Select Multiple Recipients: It may be necessary to print only some Recipients and not others. To select:

• Click in the Checkmark Area located to the right of the Recipient name to check each Recipient. A checkmark appears in the Checkbox Area.

• Repeat for each additional Recipient to be checked

To Sort Recipients:

• Check the Recipients to be sorted

• Click the Drop Down arrow in the Sort By section to choose the desired sorting option.

• Click [Sort]

Using the Quick Find Folders The Quick Find Folders list displays the number of Recipients associated with the selected Form for the highlighted Payer. This organization provides a quick status check of Recipients associated with an individual Payer and tax form.

Displaying Quick Find Folder Recipients List Quick Find Folders can be used to display a specific folder list for the highlighted Payer:

• Select the Payer • Select the Folder (i.e. If Unprinted is selected, the unprinted Recipients list

displays for the selected Payer)

NOTE: Folder lists can be used with Totals and Print tabs..

Using Quick Find to Calculate Totals and to Print In the Quick Find Folders list:

• Select the desired Quick Find Folder In the Totals or Print tab

• Click All Records in List radio button

Viewing totals

Within the Totals tab are two additional tab options:

List: provides total field calculations for the Recipients records 1096: totals are displayed in the Annual Summary and Transmittal of

U.S. Information Returns form Each tab contains three radio buttons for displaying specific totals:

Current Record displays the totals for the current record selected in the Recipient list.

Checked Records displays the totals for all the records that have been checked in the Recipients List

All Records in List displays the totals of all the records in the selected Quick Find Folders list.

NOTE: Use Quick Find Folders to quickly choose a specific group of Recipients.

Printing A single form, group of forms, or all forms for a Payer can be printed.

Choose Recipient records to be printed • Select the Payer • Choose the Recipient(s):

o In the Recipient list, select the Recipient(s) to be printed OR

o In the Quick Find Folders list select the group of Recipient forms to be printed (All, Unprinted, Unfiled, Corrected, Done)

• Click the Print tab.

Check the Output options to be printed The “Plain Paper” tab will print all the forms to plain paper with the program printing the appropriate lines, boxes and wording for the form. The “Pre-Printed Paper” tab will print all forms as data only and should be used with pre-printed forms.

Plain Paper In the Include section, click the radio button for:

• Current Record (highlighted Recipient in Recipient list)

• Checked Records (in the Recipient list), OR

• All Records in List (from Quick Find Folders List selection) In the Ouput section,

• Check the type of form to be printed (Copy B, Copy 1, etc.)

• Click the radio button for Format (Standard or Mailer which allows the forms to be folded and mailed in a standard #10 windowed envelope.

• If desired, include Instructions: The Instruction will print with form if there is room, otherwise it will print on a separate sheet of paper, note this can be duplexed if your printer is capable of printing on both side of a sheet of paper. o Instructions: prints the accompanying IRS or SSA instructions with the

form. o Instructions Only: prints only the instructions and not the form

• Click the radio button to choose Copy A and 1096 Form Color: Black or Red

Verify that the Summary information is accurate

Click [Setup] to choose printer and paper options Click [Print] to begin the printing process

Printing pre-printed forms Pre-printed Paper

In the Include section, click the radio button for:

• Current Record (highlighted Recipient in Recipient list)

• Checked Records (in the Recipient list), OR

• All Records in List (from Quick Find Folders List) In the Ouput section,

• Check the type of form to be printed (Copy B, Copy 1, etc.)

• If necessary, modify Alignment so data will print accurately on the pre-printed form.

Verify that the Summary information is accurate

Click [Setup] to choose printer and paper options Click [Print] to begin the printing process

QUICK REFERENCE GUIDE FORM

Payer

Add New Payer Data

In the Form,

• Click New Payer

• Click Done

Edit Payer Data

In the Payer list

• Select the Payer to be edited In the Form,

• Click Edit (make changes)

• Click Done

Delete Payer In the Payer list

• Select the Payer to be deleted In the Form,

• Click Delete

• Click Done

Recipient

Add New Recipient Data

(Ctrl+N)

In the Payer list

• Select the Payer associated with the New Recipient On the Recipient toolbar

• Click New In the Form,

• Enter data for new Recipient

QUICK REFERENCE GUIDE Edit Recipient Data

In the Payer list

• Select the Payer associated with the New Recipient In the Recipient list

• Select the Recipient to be edited In the Form

• Edit the Recipient Data

Delete Recipient

In the Recipient list

• Select the Recipient to be deleted In the Form,

• Click Delete

• Permanently delete this ENTIRE Record? Delete

Other

Using Quick Find Folders

• Select the Payer • Select the Quick Find Folder to display the

associated Recipient list

TOTALS

Using List • Select Payer to display Recipient list

• Choose Form for Recipients to be displayed

• Choose Current Record, Selected Records, or All Records (as displayed in Quick Find Folder list)

Using 1096 • Select Payer to display Recipient list

• Choose Form for Recipients to be displayed

• Choose Current Record, Selected Records, or All Records (as displayed in Quick Find Folder list)

QUICK REFERENCE GUIDE PRINT ( CTRL P)

Printing Forms

• Select Payer to display Recipient list

• Select Recipient(s) to be printed.

• Click Print • Select Input option

• Select Ouput options for Plain paper OR Pre-Printed Paper

• Verify information in Summary

• Continue with [Setup] and [Print]

KEYBOARD SHORTCUTS

FORMS New Form Ctrl+N

Delete Form Ctrl+E

FILE Print Ctrl+ P

Exit Ctrl+Q

EDIT Undo Ctrl+Z

Cut Ctrl+X

Copy Ctrl+C

Paste Ctrl+V

Select All Ctrl+A

Find/Replace Ctrl+Shift+F

Find Again Ctrl+G

Replace and Find Again Ctrl+Alt+G

Find Selected Ctrl+Alt+H

Spelling/Correct Word Ctrl+Shift+Y

VIEW Zoom In F3

Zoom Out Shift+F3

INSERT Current User Name Ctrl+Shift+N