Printing Forms

MAG‑FILER lets you print your data on forms for IRS and SSA paper filing and copies to Payers, Payees, or the state. These include:

1042-S (laser created only)

1097-BTC

1098 (series)                      

1099 (series)

3921

3922

5498 (series)

W-2

1096

W‑2G

W3 

Note: MAG-FILER does NOT print to PRE-PRINTED on the following: W-2 4 Up, W-2 3Up, W-2 4 Down, 1099-R 4 Up, 1099-Misc 3 per page, 1099R – 3up, Universal forms,W-2G – 3up,  and  1042-S.   The program will print the forms in the laser created format only using blank or blank perforated paper.

MAG‑FILER prints forms in the following formats.

Laser-created facsimiles of all official IRS and SSA forms.

These are identical to the official forms and use HP LaserJet printers on blank perforated paper.  MAG-FILER also has formatted 2, 3, and 4 copies for particular forms using blank perforated paper.  Use these forms for sending the Payer, Payee, and state copies.   These forms CANNOT be used for paper filing to the IRS and SSA with the exception of SSA black and white laser created Copy A of W-2’s and W3’s.

 

Laser-created “Substitutes” Copy B’s for Forms 1097, 1098 series, 1098 series, 1099 series, 3921, 3922, and  5498 series.

These are printed with the Payer and Payee address on the top third of the page, so they will appear in the correct position when the form is folded in thirds and inserted into a standard business single window envelope. The form itself appears in the middle third of the page, and form’s instructions appear in the bottom third.  Use these forms for sending to Payees requiring only Copy B.

 

These substitutes are designed to print on LaserJet, DeskJet, and Inkjet printers. Like MAG‑FILER laser-printed facsimiles, laser-printed substitute forms are not acceptable for paper filing to the IRS.

 

Official pre-printed IRS and SSA forms.

An Official form can consist of Copies A, B, C, etc. where MAG-FILER places only data on a pre-printed form.  Use these forms for IRS/SSA filing and Payer, Payee, and state copies.  Pre-printed forms are available from approved vendors, and are acceptable by the IRS and SSA for paper filing.

Note:   MAG-FILER uses your Windows default printer settings.  Change printers by selecting Print to Screen and using the printer tool at the top or by exiting program to change printers in Windows.

MAG-FILER’s payee search option cannot be used for printing.

To print forms, follow these steps:

  1. Display the desired Payer/Filing type (Filing types = MISC, INT, etc.) on the Payer Information detail window, and then click on the Payees button. The Payee Information list window is displayed.
  2. Click on the Print button. The Print Format window appears:

 

 

Format

Select the copy of the form to print laser created facsimiles.  

To print to official pre-printed forms, such as Copy A, B, etc., click the Pre-Printed Forms  (displays a checkmark).  Ignore Copies B-E if checked.  Data will print to the form regardless of which copy is selected.  

Note:   A common question is ‘How do I print Copy A?’  Answer: If Pre-Printed Forms is checked, this tells the program to print only data to the form.  Format is used for laser printing to print the words Copy B, C, etc.  Ignore the Which Copy selection that’s ticked.

1096 Printing 

      1096 pre-printed official form  - select the form choice under Print and check the pre-printed forms box.  

      1096 laser created for File Copies ONLY - select Print and do not check the pre-printed forms box.  The laser created 1096 cannot be used to send to the IRS.

      1096 pre-printed corrected form  Click Filter then Corrected payees. Once your list is filterd Click Print and Paper Filing 1096 Transmittal.

 

W3 Printing - To print W3 pre-printed official forms click Print and check the pre-printed forms box.   Printing a W3 without checking the pre-printed forms box will print a black and white laser created copy used with the W-2 Copy A B/W format that is acceptable for paper filing to the SSA. 

Form copies can be printed on blank perforated paper, regular blank laser printer paper, or official pre-printed IRS and SSA forms. Blank perforated paper (some with instructions on the back) and official forms can be ordered from a forms supplier. The specific types of copies that can be printed vary for the different form types.  See copies summarized in the following:

 

Copies B – E can either be printed to blank perforated paper for laser created printing or printed to pre-printed forms ordered from a supplier.

The 4 Up, 4 Down, 3 Up, 2 Up-1099-MISC, & Universal forms print laser created, one Payee per page.  Order forms and compatible envelopes from Nelco @ 800-266-4669.

 

OTHER COPIES 

Copy A                     Prints IRS 1098’s, 1099’s, 5498’s, & W-2G to pre-printed forms. Print SSA   W-2’s to pre-printed forms or MAG-FILER laser created black and white forms.  IRS form 1042-S will not print to pre-printed forms.    

W-2 - B&C               Creates a laser created format with a Copy B & C and prints the same Employee on a page.

W-2- Copy A B/W    Creates a laser created format for paper filing to the SSA.  MAG-FILER is an SSA approved vendor of this format.

W-2 – Mailer            Prints a laser created format to a 8 ½ x 14 Nelco #80640 PressureSeal sensitive blank form, 4 Up, copies B, C, 2, & 2, same Payee on a page.

W-2 – Univ               Prints a laser created format to 8 ½ x 11 blank paper, same Payee on a page, and copies B, 2, C, & 2 including instructions.  Order blank perforated forms and compatible envelopes from Nelco.

W-2 – Univ Mailer    Prints a laser created format to a 8 ½ x 14 Nelco #80650 PressureSeal blank form, universal format, and copies B, C, 2, & 2.   

MISC – Mailer          Prints data to a 8 ½ x 11 PressureSeal pre-printed form, same Payee on a page.   This is a special format that has been set up for a forms vendor other than Nelco.

MISC – Mailer#2      Prints data to a 8 ½ x 11 Nelco #80487 PressureSeal pre-printed forms, same Payee on a page.  Order this special form from Nelco using the order # above.

MISC – 2Up             Prints laser created format, Copy B and Copy 2, different Payees per page.  

MISC – 3 per page    Prints laser created format, Copy B, different Payees per page.  Order the same standard envelopes used for 1099-A, etc.

MISC – Univ            Prints a laser created format to 8 ½ x 11 paper, same Payee on a page, and copies 2, B, 1, & C including instructions.  Order blank perforated forms and compatible envelopes from Nelco.

MISC – Univ Mailer Prints a laser created format to a 8 ½ x 14 blank sheet of Nelco # 80650 PressureSeal paper, same Payee on a page, and copies 2, B, 1, & C including instructions.  Order blank mailer forms from Nelco.

MISC – Legal            Prints a laser created format to 8 ½ x 14 paper, same Payee on a page, and copies 2 & B.  This format is used with a pressure sensitive form printed by forms vendor Miami Systems.

Substitute                  Print a laser created format with one Payee, to regular blank paper, Payer/Payee address information, facsimile Copy B form and instructions per page. Used on all forms with the exception of 1042-S and W-2.  Uses your companies #10 single window envelope where the window starts 7/8-inch from left of envelope. 

1099-R – 3 Up          Prints a laser created format to 8 ½ x 11paper, same Payee on a page, and copies B, C, & 2.  Order blank perforated forms and compatible envelopes from Nelco.  Only the first local tax w/h, locality, and distribution prints.

1042-S – 3 Up          Prints a laser created format to 8 ½ x 14 paper, copies B, C, and D same Payee on a page.  Compatible with Nelco envelopes #42SSWENV05.

W-2G – 3 Up            Prints a laser created format, Copy B, 2, C same Payee per page.  Order the same standard envelopes used for 1099-A, etc. Pre-printed not supported by MAG-FILER.

1096                         Pre-printed official IRS total form used in paper filing of all 1097, 1098’s, 1099’s, 3921, 3922, 5498’s, W‑2G’s.  A laser created format is available for the Payer’s copy only.

W-3                          Pre-printed official SSA total form used in paper filing of pre-printed Forms W-2.  Also prints a laser created black and white facsimile for paper filing laser created forms.

1042 (fill-in)             Displays Form 1042 to fill-in and print.  Send this form to the IRS for 1042-S reporting.   

Incl Instructions        Prints Form 1042-S instructions for the 3 Up format to 8 ½ x 14 paper.

                                 Prints 1099-Misc and W-2 instructions for the 4 Up format to 8 ½ x 11 paper. 

Note: MAG-FILER does NOT print to PREPRINTED formats W-2 4 Up, W-2 3 Up, W-2 4 Down, 1099-R 4 Up, 1099-Misc 3 per page, 1099-R 3 Up, Universal, W-2G 3 Up, and 1042-S all formats. The program will print the forms in laser created format only.  Order compatible envelopes from Nelco 800-266-4669.