Frequently Asked Questions
Frequently Asked Questions
The purpose of this webpage is to address the questions that we receive most often. Please review the list of questions and answers provided below and if your question is not addressed click here to send an email to our technical support team. You can also call our customer service line at (770) 406 - 8326. If our lines are busy you will be prompted to leave a message. One of our trained specialists will return your call. The information available here is organized by category. Select the category most appropriate to your question where you can view the questions and answers listed.
Before I Buy
What
forms are included in EASITax?
How can I get other forms in EASITax?
How can I try the software first?
What does EASITax require to work on my computer?
You say you print plain paper, will I need to buy anything
else?
I want to E File, what do I buy?
When I buy EASITax, can I download it immediately or does
it come in the mail?
Can you explain the different types of software you have
on your site?
I used the software last year, but my computer
crashed and I have a new one, can I still buy the upgrade?
EASITax Forms
EASITax currently includes W2, W3 Transmittal, 1099 MISC, 1099 DIV, 1099 INT, 1099 R, and 1096 Transmittal. We also offer 1099 S, 1099 C, and 1098 forms available for add on to EASITax for only $49.95 each. Finally, we also have the forms required for electronic file generation available in our EASITax E-File add on.
Process to Add Forms
EASITax was built using a forms design system named PaperWorks which is available from EASI. Customers who are interested in adding forms to EASITax not currently available can contact us via email with the name of the form they would like to have added or with any requests for licenses for PaperWorks so they can automate their own forms.
Try Before Buy
EASITax is a fully functional shareware product that will enable the user to get a total feel for the product before deciding to purchase. The limitation of the shareware is in printing. When trying to print, "SAMPLE" will appear on all forms until a password is purchased and entered. To download the shareware product please click here.
Computer Requirements for Operating EASITax
EASITax requires a Windows Operating System and at least 24MB of available space on the hard drive in order to be installed. EASITax currently will run on Win NT, Win 2000, Win XP, and Win MCE.
EASITax and Plain Paper Printing
EASITax will print on plain paper for the forms that the IRS and SSA allow to be printed on plain paper. The software, while capable of printing any forms on plain paper, is in compliance with the IRS and SSA requirements. See below for a brief over view of those rules, but keep in mind that the IRS website and the SSA website is still the first place you should check to ensure you know the rules.
The SSA (Social Security Administration) allows all of the W2 and W3 forms to be printed on plain paper. They do require that the forms be perforated and that the employee be provided instructions. You can purchase either plain paper or pre-printed forms for W2 and W3 on our site, click here. If you are going to use pre-printed forms, you must use the laser approved forms. EASITax goes through a yearly approval process to qualify in printing plain paper and pre-printed forms for the SSA.The IRS has more stringent requirements. The only form that you can print on plain paper is Copy B. With that, they require copy B to be printed on special plain paper that is perforated with instructions printed on the form. Copy A and the 1096 Transmittals have to be printed on special pre-printed forms with red magnetic ink. This is due to the machines they use to read the data on the forms optically. The other copies are required to be printed on pre-printed forms. You can purchase all the forms that you need on our site, click here for 1099 MISC.
I need to eFile, what do I buy?
You will need to have both EASITax and EASI eFile. Our eFile software does not work as a stand alone product. It gets information required to compile the electronic file from your EASITax data. Here is an overview of the software options and links to purchase them.
New Users - You can purchase the EASITax New User Bundle, click here.
Upgrade from last year - You can purchase the EASITax Upgrade Bundle, click here.
Already have EASITax - You only need to purchase EASI EFile, click here.
Note: It is the responsibility of the purchaser to ensure that they meet the requirements for electronic filing and have already applied for the necessary required PIN and Control Codes. For more information on what you are required to do for electronic filing, please visit the IRS website.
Download or CD Rom
When you purchase EASITax and the payment is processed, you will be redirected to a page allowing you to download the software you purchased. Additionally, you will be sent an email containing your password for registering your software. If you prefer to receive it in the mail on CD, you can purchase a CD from us on the software page. If you choose that option, a CD-Rom will arrive in the mail and you can then load the software and use the password that was emailed to you when you purchased. Further, you can download the software before you purchase to test it and see how it works. When you purchase, all you need to do is enter the password in your existing downloaded copy. Another download is not required.
Explaining the Software Options
EASITax works hard to provide valuable options to customers that can be as broad or narrow in scope as the user may require. Please see the chart below for an explanation of the different types and combinations of software available.
|
Software
|
Description
|
Graphic
|
| EASITax 2008 | This is the product that you would purchase if you want to be able to enter or import data and print forms for distributing to the IRS/SSA and receipients/employees. |
 |
| EASITax Upgrade | This is the product that you would purchase if you had EASITax 2007 and want to upgrade for 2008. If you did not upgrade in 2007 and have a 2006 version, you will need to purchase a new user license. |
 |
| EASITax CD-Rom | The CD-Rom offers you the entire EASITax program library on one CD-Rom. This is a great option for back-up. Just purchasing the software on CD will not provide you with the passwords required to register the software. |
 |
| EASITax E File | You would purchase this in addition to either EASITax 2008 or EASITax Upgrade if you also wanted to electronically file your returns with the IRS. |
 |
| EASITax New User Bundle | This is a package offering of EASITax 2008 & EASITax E File. Buying them at the same time in a bundle provides a $10.00 discount off the combined price. |
 |
| EASITax Upgrade Bundle | This is a package offering of EASITax Upgrade & EASITax E File. Buying them at the same time in a bundle provides a $10.00 discount off the combined price. |
 |
| EASITax Data Entry | This software is for users that want to have multiple people able to enter, import, or edit data but only require 1 printing license. The purchase price is lower; however, without purchasing at least one full use version of the software it will not prove very useful. |
 |
| EASI 1098 | This is an add on to the EASITax 2008 or EASITax Upgrade software and will not work when EASITax is not already installed. This automated the 1098 form for users who also required filing their 1098 forms. |
 |
| EASI 1099 S | This is an add on to the EASITax 2008 or EASITax Upgrade software and will not work when EASITax is not already installed. This automated the 1099 S form for users who also required filing their 1099 S forms. |
 |
| EASI 1099 C | This is an add on to the EASITax 2008 or EASITax Upgrade software and will not work when EASITax is not already installed. This automated the 1099 C form for users who also required filing their 1099 C forms. |
 |
This is a pretty frequent question. We are in the business of computers and we know that it is unrealistic to expect our users to have the same exact computer every single year they use our software (and we hope you will use our software for many, many, years). Your registration, when you purchased, included information about who you were, your email address, physical location, company name, etc. These elements are checked when you go to purchase this year for exactly who you are and what your customer identification is. When you run into a situation with a new machine or you have uninstalled and backed up to a network drive, just contact us and let us know. We will help you through the process of installation and data management. It should be as EASI as installing your download and letting EASITax handle the rest.
I
selected all of my forms, but the shopping cart only has my software.
What is my Partner Code?
I want to pay with a credit card, not PayPal.
Adding Items To Shopping Cart
Most likely, when you added your software you entered 1 in the box and pressed the 'order' button. However; when you went to add the forms, you have to make sure that you add the quantites and type one at a time. See the steps below for more details. When you want to add items to your shopping cart, the process is simple.
Let's use the following example to see how to add all the products. I need to buy 1 copy of EASITax 2008, 100 1099 MISC Copy A, and 25 1096 Transmittal forms. Here is what I would do.1. Add your first item to your shopping cart.
2. Now select 'Return to shop'. Add another product by changing the quantity from zero and pressing the 'order' button.
3. Now your shopping cart also include 100 Copy A 1099 MISC forms. (NOTE: If you click outside of the Order button it may just refresh the screen. If you do not go to the shopping cart after pressing the order button then you have not ordered the forms)
4. This time, return to shop will take me back to the 1099 MISC forms webpage and all I need to do is scroll down to the 1096 forms, change the quantity from 0 to 25, and press the order button.
Partner Code
A partner code is used to identify certain groups of people that we have business arrangements with. Very few customers will need a partner code. If you are not familiar with partner codes, then leave the field blank and continue in your shopping process. If you are familiar with partner codes, but can't remember yours, please contact the organization that provided your partner code and they will be happy to provide the code to you again.
Paying, Credit Cards, and PayPal
Paying is even EASIer this year. We have a simplified interface for paying with VISA or MasterCard. American Express and Electronic Check payments can be made through PayPal. You do not need a PayPal account to purchase our product using PayPal. When you get to the PayPal screen simply choose the option to pay with Credit Card or Bank Account. It is important to note that PayPal changes the screen layout around and your page may look different from the screen shot below. Please make sure that you are look over the entire page for the option to 'continue' and pay with a credit card.
Installing EASITax
I
have a new computer this year, can I still Upgrade?
How do I install EASITax?
EASITax is asking for a password, but I don't have one.
New Computers and Upgrades
When you come on line to purchase, make sure that you register on the final screen with your email account from last year. That will be validated against your order before a complete download will be sent. When you do that, we will provide you with a full install and the fact that your old files are no longer on your machine, will no longer be an issue. Please contact us if you have any questions about how this works.
How To Install
Installing EASITax is very easy. When you click on the link to download the program, it will first return a window that says "Do you want to run or save this file?" Answer the question "Run".
It may then also prompt you to verify that you want to run indicating that the publisher could not be verified. This simply means that Microsoft does not have our product registered in their known programs database. Answer this question "Run".
When the install program is done downloading from the website into your temp files, another window will open asking if you want to install EASITax 2008. Answer it 'Yes'.
The self-extract file will open to install all of the files and folder to your machine that will enable EASITax to run. Allow the program to install to it's default location. The program will then be installed.
EASITax Password
EASITax will ask you for a password when you open the program. You obtain a password by ordering and successfully paying for a license on the EASITax Website. Once you have paid with your credit card, select 'Return to Merchant' and you will be delivered to a screen showing what you bought, how many licenses for software and which types, as well as the options to view other orders. Your password will also be on that screen. Additionally, your password will be delivered to you via email with your receipt of purchase. If all of these things have failed, and you have not received your password, please send us an email. In your email please include the email address used during your purchase along with the date you bought. Our customer service department will look up your order and deliver the information to you. Of course, you can also contact us by phone at (770) 406 - 8326 and someone we will be happy to look up your account and provide your password.
Import / Convert & Export
How do I
import my data?
I used EASITax last year, will it convert my files?
Auditing requires me to export my files, how do I do that?
My computer crashed but I had my data backed up, how can I
get last year's data?
How many characters are allowed for importing?
How do I import my data?
Option 1:
Using the EASITaxImport2008.xls file, place your data in the corresponding columns. For example, the recipient's social security number should go in recipientID column. Delete all of the other tabs from the file. You will now save the document using the 'SAVE AS' command. Choose 'comma delimited file (.csv)' as the type of file you want to save and use one of the following naming schemes.
. W2 data should be saved as w2.csv
. 1099 Misc data should be saved as 1099misc.csv
. 1099 R data should be saved as 1099R.csv
. 1099 Int data should be saved as 1099INT.csv
. 1099 Div data should be saved as 1099DIV.csvSave to: C:\Program Files\EASITax\Solutions\EASITax2008\Forms folder
When you open EASITax it will advise that records have been found for import.
When the import completes, you will be notified of the number of records imported.
Option 2:
Save your data file to any location you choose. Make sure that the data is saved as a .csv (comma delimited file).
1. In EASITax go to the file menu option and then choose import.
2. Browse to the file location.
3. Select what type of table you are importing to. THIS IS VERY IMPORTANT.
4. EASITax will then import the records and provide you with a count of the number of records it has imported.
When the import completes, you will see the status bar change the number of records that are now located in the database.
Click here to download these import instructions in .pdf format.
I used EASITax last year, will it convert my data?
EASITax is built to scan your files and locate the previous versions on your machine. When last year's file is located, the program will prompt the user that "Files from a previous year have been detected, would you like to convert them now?" followed by the option to select "Yes" or "No". When the user answers "Yes" the program converts the data files and zeroes out the dollar amounts so you can enter new totals. This process exists in an effort to streamline the yearly tax preparation process. For some users, converting the data is not a valuable tool and for them, answering "No" is the best option. If the user answers "No", they will also have the option of selecting whether or not they are asked the next time they log in to the software.
NOTE: If the users data files from the previous year have been moved, stored in a different location, or deleted from the program; the program will not know to prompt for converting. If this has happened, please contact us for more information on how to import last years data files.
How do I export my data?
1. Open a new Excel spreadsheet on your desktop.
2. From the menu bar select Data
3. Select Import External Data
4. Select Import Data
5. Above is the Select Data Source menu that will come up. From this menu choose 'Connect to New Data Source' and choose 'Open'.
6. This will launch a Data Connection Wizard that looks like the photo below:
7. This connection wizard will allow you to import your data into Excel.
a. Choose 'Other/Advanced' and hit 'next'
b. Choose Microsoft Jet 4.0 OLE DB Provider and hit 'next'
c. On the connections tab below #1 'Select or enter database name' click on the button to the right to browse your computer files.
d. You will want to go to the following location to get the EASITax files C:\Program Files\EASITax\Solution\EASITax2008\Forms and select the file EASITax2008.mdb file.
*NOTE: Do not accidentally select EASITax2008Schema.mdb, it does not contain your data records. Also, you may not see the .mdb extensions if your computer settings are set to not show them...in that case just select EASITax2008.
8. Once you select the file, you will be prompted to select what database table you want to import. For example: If you are working on 1099 MISC, then you would want to select 1099MISC from the selection list (DO NOT select 1099MISCTotals). Click next.
9. On the 'Save Data Connection File and Finish' you will most likely want to leave it set to the default settings shown on the screen. This option allows you to save the file in a location and with a name of your choosing. Click finish.
FILTER:
By being on a cell in a column of your data, you can go to 'Data, Filter, Auto
Filter' which will place drop down options for each column header. This filter
allows you to select criteria that you want to see all of the files for. This
can be helpful in allowing you to view all records for a Payer or all records
for a state, etc.
SUBTOTALS:
Use the subtotal feature to select what criteria to use to add subtotals for
your data. If you want to see totals by Payer you can use this function. Select
Data and Subtotals. This will bring up the subtotal selection criteria. It is
critical to make sure your data is sorted by whichever criteria you want to
have the subtotals done for. The data will automatically be sorted by Payer
Name when you export it so if you want to subtotal by state, sort by state
first and then perform this function. So you have sorted by 'Recipient State'
on 1099 MISC. Select Recipient State from the drop down box for 'At Each Break
In' to have your subtitles show there. If you want to sum the data select the
sum function from the 'Use Function' criteria. Choose which columns to add
subtotals to. If you want subtotals for state income tax withheld, select that
column by placing a check in the box next to that column header. You can use
the checkboxes or not, that is your choice. If you are manipulating data that
was previously subtotaled then you should use the 'replace current subtotals'
option. Click ok when complete and see your data subtotals.
Click here to download these export instructions in .pdf form
My computer crashed and I want to convert, what do I do?
If you know the location of your previous year data file, then we can help you get your data converted. Follow the instructions below and you can still convert previous year data into your current version of the software. NOTE: EASITax will only convert the last year version of the software. It will not convert two year's or more back.
- Install EASITax to your computer allowing it to install to the default location.
- Locate your previous year data file and move it to the following location on your computer: C:\Program Files\EASITax\Solutions\EASITax2008\Forms
- Open EASITax (If you have received your password to unlock this years version you can enter it then or select Use Trial).
- You will be prompted that previous year data has been found.
It is that EASI! No hard work, no spreadsheets to build, no duplicate work inputting data elements; you are ready to enter amounts, generate transmittals, and print your records!
Importing, Field Lengths, and eFiling....
The IRS and SSA have very specific formatting instructions for the length of each field. Prior to importing you may want to make modifications to your import data file where massaging your data may be more easily accomplished. The information here is meant to provide a guideline for the program specifications defined by the IRS Requirements; however, the IRS Website is the ultimate source of information.
1099 Forms
Recipient Name Recipient ID Recipient Name 2 Recipient Address Recipient City Recipient State Recipient Zip Code Payer Name Payer ID Payer Address Payer Address 2 Payer City Payer State Payer Zipcode Payer Phone
W2 Forms
|
Import
Field
|
Character
Length
|
| Payer Name |
57
|
| Payer ID |
9 (aka
EIN)
|
| Payer Address |
22
|
| Payer Address 2 |
22
|
| Payer City |
22
|
| Payer State |
2
|
| Payer Zipcode |
5
|
| Recipient ID |
9
(aka SSN)
|
| Recipient Last Name |
20
|
| Recipient First Name |
15
|
| Recipient Name Suffix |
4
|
| Recipient Address |
22
|
| Recipient Address 2 |
22
|
| Recipient City |
22
|
| Recipient State |
2
|
| Recipient Zipcode |
5
|
Once your import file contains all of your data, you can locate these data fields and modify your data manually prior to import. Should you choose not to do this, EASI eFile will modify the data through truncation logic to reduce the number of characters to fit the IRS specifications. This is accomplished through modifications to fields like RecipientAddress where Street becomes st and Boulevard becomes blvd. Any place that EASI eFile can not truncate the characters based upon this type of logic, a straight truncation is performed and the number of characters over the required count is simply removed from the back.
Data Storage and Back-up
Now
that the season is over, I want to uninstall but keep my data.
My company has a network where I would like to put my data
file?
What does EASITax do to secure my data?
What file do I need to back-up if I want to back-up
my EASITax Data?
I am updating my Operating System, do you have a
procedure for that?
How do I delete all of the records in EASITax?
Do I have to keep entering payer(employer) information if
they have many recipients, or is there a place to create profiles?
When I opened EASITax it asked if I wanted to convert and I did but
didn't see the data.
I am a multi-year user who converts my data, I don't want to delete
vendors from my database, how can I exclude them?
Keeping data if I uninstall, need to back-up, change computers, upgrade operating systems, etc.
EASITax, in the spirit of keeping things easy, has a single data file that is all you need to worry about backing up, recovering, moving etc. This data file is located in the C:\Program Files\EASITax directory. The storage directory that file is located in for 2008; however, is different from previous years. This information will share both years information to ensure that you can also back up previous year data if required.
2008 Storage Information
Your 2008 data file is located in C:\Program Files\EASITax\Solutions\EASITax2008\Forms directory. Within that folder there is a file called EASITax2008.mdb. (NOTE: You may not see the .mdb at the end of the file name depending on how you have chosen to configure your MS Windows settings, if that is the case you are wanting to focus on EASITax2008, not EASITax2008Schema).
This is the file that you will need to move, back-up, etc. This access file is where all of the data you have imported, converted, or entered is currently stored. Make sure that this file is kept safe and is not deleted, manipulated, or detroyed in anyway. (NOTE: Opening this file and making changes in MS Access is done at your own risk).
2008 Storage Information
Your 2008 data file is located in C:\Program Files\EASITax\Solutions\EASITax2008\Forms directory. Within that folder there is a file called EASITax2008.mdb. (NOTE: You may not see the .mdb at the end of the file name depending on how you have chosen to configure your MS Windows settings, if that is the case you are wanting to focus on EASITax2008, not EASITax2008Schema).
This is the file that you will need to move, back-up, etc. This access file is where all of the data you have imported, converted, or entered is currently stored. Make sure that this file is kept safe and is not deleted, manipulated, or detroyed in anyway. (NOTE: Opening this file and making changes in MS Access is done at your own risk).
2005 or earlier Storage Information
Your 2005 and earlier files are stored in C:\Program Files\EASITax\Forms directory. Within that folder there is a file called EASITax2005.mdb, EASITax2004.mdb, etc. (NOTE: You may not see the .mdb at the end of the file name depending on how you have chosen to configure your MS Windows settings, if that is the case you want to focus on EASITax2005, not EASITax2005Schema).
This is the file that you will need to move, back-up, etc. This access file is where all of the data you have imported, converted, or entered is currently stored. Make sure that this file is kept safe and is not deleted, manipulated, or damaged in anyway. (NOTE: Opening this file and making changes in MS Access is done at your own risk).
Back-up your Data:
Backing up your data is an important part of the tax preparation process. The IRS has record retention rules as does your company. When you back-up your data (the frequency should be determined by yourself or your corporate policy) make sure that you don't move the file, but rather make a copy of the file. There are some software tools that will do this for you automatically and you may want to check with your IT department to see if they have any back-up software tools. If your IT department allows it, there are several great tools available on the shareware network that will automatically sync files and folders together whether it is to keep each the same or just back-up one to the other. Outside of the automatic back-ups that can be set, you can simply click once on the file name to highlight it, CTRL+C (or use file, copy) and then go to the other file location and CTRL+V (or use file, paste) to make a copy. If you are backing up to CD or floppy, just file your computer's prompts when attempting to record the file onto disk.
Changing Computers:
If you are going to be changing computers, for whatever reason, the process is a little different. Before you delete files from your old machine, make sure that you make a copy of EASITax2008.mdb (if it is for tax year 2008).
- On your new machine, the first thing you need to do is install EASITax2008 and allow it to be installed to the default location.
- Once the installation is complete, locate your C:\Program Files\EASITax\Solutions\EASITax2008\Forms directory and copy in your saved EASITax2008.mdb file.
- Open EASITax2008 from your Start\Programs option.
- Enter your password.
- EASITax will prompt that previous year data has been found and ask if you want to convert it.
- Answer 'YES'.
Complete! You have successfully saved your data from your old computer, installed EASITax on your new computer, moved your data over to the new machine, and converted it into the new version of EASITax on your new computer!!!
Upgrading Operating Systems:
If you are upgrading your operating system, backing up your critical data is very important. EASITax, because of IRS record retention rules, contains just such data. Follow these instructions and you can ensure you EASITax data stays intact.
- Open the following folder C:\Program Files\EASITax\Forms and select any file that says EASITax200X.mdb (NOTE: You may not see the .mdb file extension, it depends on how your MS Windows settings have been configured. If that is the case, select any file that says EASITax200X (where 'X' represents the last digit of the year for the version of the software you had purchased) and not EASITax200XSchema). These are the files that you will want to make sure you back up.
- Once you have completed your upgrade, make sure that your system is stable and then reinstall your version of the software. For EASITax2008, click here.
- When your installation is complete, you can move all of your files back to the C:\Program Files\EASITax\Forms directory. The exception is if EASITax2008.mdb was one of the files that you moved. If EASITax2008.mdb is one of your backed up files, move that file to C:\Program Files\EASITax\Solutions\EASITax2008\Forms directory.
Network Data File Storage
The only way to truly Network is to have multiple licenses of EASITax. You can certainly back up your data file to the network without any problems. While storing back-ups of your data is completely workable, moving your data file from your local machine to your network will cause the program to create a new data file. Only networked versions of EASITax will have the correct settings to look outside of your local machine for a data file. To back-up your data to the network, please do the following:
- Open C:\Program Files\EASITax\Solutions\EASITax2008\Forms directory.
- Locate the EASITax2008.mdb file (NOTE: you may not see the .mdb file extension name depending on how your machine has been configured, should that be the case look for the EASITax2008 file, not EASITax2008Schema).
- Make a copy of this file click on it once to highlight it and either press CTRL+C or select the Edit/Copy command.
- Locate the space on your Network Drive where you want to back-up the data and either CTL+V or select the Edit/Paste command to place the copy in your shared drive.
You may also want to check with your IT department for any software they have that provides automatic back-up capabilities. If allowed by your IT department you can also check the shareware sites on the internet for software you can try before you buy and some free versions that will perform this function for you automatically. What you must remember is that backing up your data is the only available option for a single use license of EASITax. You can also contact us for more information about the Networking license options available with EASITax.
What does EASITax do to secure my data?
EASITax is just as concerned about the safety and security of your data as you are. EASITax data is stored in the most secure location on your machine, your program files. This location is not shared, unless the user takes specific action to make it so, and as such the data is not accessible over wireless networks. In addition, the data you enter/import into EASITax is located in a single file which is easily back-up. Finally, we offer you a virus, adware, trojan free software. Just see these awards/certifications below:
|
VIRUS
CHECKS
|
||
 |
 |
 |
 |
 |
 |
While, computer security and data security is the individual user/company responsibility, we at EASITax will continue to care about your data and maintaining it securely on your machine.
How do I delete all of the records in EASITax?
Select the Advanced option from the Tools menu and then select the Delete All Records From this Form option.
Multiple Employers and establishing profiles
EASITax handles unlimited payers/employers and unlimited recipients/employees. There are no profiles to establish in the system, you simply enter payer information and save your first form, then each time you click 'NEW' you will see the previous payer/employer data remain. When you are ready to enter a new payer/empoyer set of records, simply type over the existing information and after saving the first form each time 'NEW' is pushed the newest employer information will pre-populate. EASITax was built to have some sense about how it interprets your movements within the software. This was done to alleviate the need to enter yet more information into the program. Why build countless files in a profile section just to be able to enter more countless files for your records? The EASI way to do data entry is to do less.
My converted data doesn't show up.
Sometimes when you convert data the program does not show the data until the database is refreshed. If this happens to you, it is very EASI to correct the problem.
That is it! Now when you open the EASITax program, select the form type you imported your data to (using the open command option) and your data should be available for view. If you accidentally imported your data in addition to converting it, click here to go to the instructions for deleting all records and starting your program from scratch. You can also contact us via email to ask any questions or get further direction.
Excluding records instead of deleting them
There are times when you convert data that certain recipients/employees from your previous year will not require you to produce forms this year. We have customers who have requested a method whereby they don't have to delete said individuals from the database. In an effort to solve that problem, we have developed the instructions below as a work around to removing employees/recipients from the database.
- Convert your data as normal.
- When you open the program use the open command to go to the form that includes the data you wish to exclude (NOTE: Sometimes you may be required to close the program and restart it before your converted data is viewable).
- Using the Spreadsheet view locate the record(s) in question and one at a time open them into the data entry view by double clicking on the records in spreadsheet view.
- At either the begining or end of the Payer/Employer name add the word EXCLUDE and save\overwrite existing file. (NOTE: You must change the payer/employer name to avoid getting an incorrect count of forms on your transmittal).
It is literally that EASI. You will maintain the record in the database and a simple modification to remove EXCLUDE from the payer/employer name will add it back to your active records for that payer/employer for the next year.
All About Forms
What
Forms do I need if...?
Do I have to print the W2 Copy A on the red magnetic ink
forms?
Why can't I print all of my forms on plain paper?
What are the blank forms used for?
What forms do I need to print if I plan on efiling with
EASITax?
When I order forms how long does it take for them to
be shipped?
How do I know if I need to print state forms?
If I order a quantity of 50, is that 50 forms or 50 sheets?
Why should I buy forms when I could use the IRS free ones?
Which Forms do I need if...?
The kind of forms, the different types within each form, and which ones you may be required to have can all be very confusing. Below you will find a chart outlining the different types by general description and within each type what each copy is for and who should receive them. The IRS is the only true source of tax advice and we are not licensed tax experts, any information we provide is strictly our opinion.
Click on the link cooresponding to the Form you wish to review
W2
/ W3
1099 MISC / 1096
1099 INT / 1096
1099 DIV / 1096
1099 R / 1096
W2/W3
|
Copy
|
What
it is for
|
Who
receives it
|
|
Copy A
|
Copy A For the Social Security Administration, send the entire page with the W-3 to the Social Security Administration. Photocopies are not acceptable. | Social Security Administration |
|
Copy B
|
Copy B to Filed with the Employee's FEDERAL Tax Return. This information is being furnished to the IRS for the employees personal tax return and is matched against the submission of Copy A. Preparers should print this form (with instructions) for the employee. EASITax will print this on plain paper and is SSA approved for plain paper printing. Preparers may choose to print on the 2-up or 4-up plain paper with perforations available on our website. | Employee, ultimately IRS |
|
Copy C
|
Copy C for the Employee's Records. | Employee |
|
Copy D
|
Copy D is for the employer to keep in their records. (NOTE: Their are record retention requirements from the IRS and you should ensure that you are in compliance with these requirements). | Employer |
|
Copy 1
|
Copy 1 is for the State, City, or Local Tax Department. The Employer should submit this copy to each level required based upon the rules for the state, city, or local tax departments. | State, City, and/or Local |
|
Copy 2
|
Copy 2 is for the employee to file with their State, City, or Local Income Tax Return. | Employee, ultimately the state, city, and/or local tax report |
|
W3
|
W3 Transmittal is a summary of the amount paid to employee, amount taxes deducted, and many other important items. These totals are prepared automatically with EASITax. Once you have prepared and saved all of your W2 foms in the software, press the icon on the outlook toolbar that says W3 / 1096. The employer who is on your screen, at the time you press the transmittal button from the W2 screen view, will be totaled. Every form with that same employer information will be counted to prepare the number of forms, each dollar amount totaled (based on the SSA requirements), and almost all of the required information for the W3 will be pre-populated for you. Simply provide the remaining information, save, and print. | IRS |
1099 MISC / 1096
|
Copy
|
What
it is for
|
Who
receives it
|
| Copy A |
Copy A is for the Internal Revenue Service. This copy must be printed on pre-printed laser approved forms with red magnetic ink. Printing on plain paper or on forms that look like they have red magnetic ink is not allowed and can result in fines per incorrectly filed form. These forms should not be cut or seperated in anyway and should be submitted to the IRS in bulk with a 1096 Transmittal form on top. The General Instructions for 1099 forms publication from the IRS specifies the following for copy A.
|
IRS |
| Copy B |
Copy B is for the recipient. This copy may be printed on plain paper; however, it is required that the plain paper be perforated with instructions for the recipient. The employee is to use this copy to prepare their personal filing for the IRS. In the general instructions for 1099 instructions located at the IRS Website, if Copy A is filed with the IRS then you are required to furnish statements to the recipients containing the information furnished to the IRS and, in some cases, additional information. |
Recipient, ultimately the IRS |
| Copy C | Copy C is for the Payer. This copy may be used for records or any other reporting requirements not otherwise outlined on the form. | Payer |
| Copy 1 | Copy 1 is for the state tax department. The Payer should submit this copy to the state when the state is one that requires reporting by the Payer. For a list of these states, please see the IRS Website. | State Tax Department |
| Copy 2 | Copy 2 is for the recipient to submit with their individual state income tax return when the state requires reporting by the recipient to the tax department. For a list of these states, please see the IRS Website. | Recipient, ultimately the State Tax Department |
| 1096 | The 1096 Transmittal should be prepared and submitted to the IRS along with the 1099 MISC Copy A forms that are printed on the pre printed red magnetic ink forms. This form should be on top and no forms should be stappled or bound together in anyway. This form must be printed on the IRS approved laser forms with red magnetic ink. Printing on plain paper or printing onto pre printed forms that are red but are not printed with magnetic ink can result in fines per incorrectly filed form. | IRS |
Caution: According to the instructions for 1099 MISC available on the IRS Website, "Because paper forms are scanned during processing, you cannot file with the IRS Forms 1096, 1098, 1099, or 5498 that you print from the IRS website." Further, in the General Instructions publication for 1099, failure to provide recipients their copies on time and complete can result in fines up to $50.00 per form.
1099 INT / 1096
|
Copy
|
What
it is for
|
Who
receives it
|
| Copy A |
Copy A is for the Internal Revenue Service. This copy must be printed on pre-printed laser approved forms with red magnetic ink. Printing on plain paper or on forms that look like they have red magnetic ink is not allowed and can result in fines per incorrectly filed form. These forms should not be cut or seperated in anyway and should be submitted to the IRS in bulk with a 1096 Transmittal form on top. The General Instructions for 1099 forms publication from the IRS specifies the following for copy A.
|
IRS |
| Copy B |
Copy B is for the recipient. This copy may be printed on plain paper; however, it is required that the plain paper be perforated with instructions for the recipient. The employee is to use this copy to prepare their personal filing for the IRS. In the general instructions for 1099 instructions located at the IRS Website, if Copy A is filed with the IRS then you are required to furnish statements to the recipients containing the information furnished to the IRS and, in some cases, additional information. |
Recipient, ultimately the IRS |
| Copy C | Copy C is for the Payer. This copy may be used for records or any other reporting requirements not otherwise outlined on the form. | Payer |
| 1096 | The 1096 Transmittal should be prepared and submitted to the IRS along with the 1099 INT Copy A forms that are printed on the pre printed red magnetic ink forms. This form should be on top and no forms should be stappled or bound together in anyway. This form must be printed on the IRS approved laser forms with red magnetic ink. Printing on plain paper or printing onto pre printed forms that are red but are not printed with magnetic ink can result in fines per incorrectly filed form. | IRS |
Caution: According to the instructions for 1099 MISC available on the IRS Website, "Because paper forms are scanned during processing, you cannot file with the IRS Forms 1096, 1098, 1099, or 5498 that you print from the IRS website." Further, in the General Instructions publication for 1099, failure to provide recipients their copies on time and complete can result in fines up to $50.00 per form.
1099 DIV / 1096
|
Copy
|
What
it is for
|
Who
receives it
|
| Copy A |
Copy A is for the Internal Revenue Service. This copy must be printed on pre-printed laser approved forms with red magnetic ink. Printing on plain paper or on forms that look like they have red magnetic ink is not allowed and can result in fines per incorrectly filed form. These forms should not be cut or seperated in anyway and should be submitted to the IRS in bulk with a 1096 Transmittal form on top. The General Instructions for 1099 forms publication from the IRS specifies the following for copy A.
|
IRS |
| Copy B |
Copy B is for the recipient. This copy may be printed on plain paper; however, it is required that the plain paper be perforated with instructions for the recipient. The employee is to use this copy to prepare their personal filing for the IRS. In the general instructions for 1099 instructions located at the IRS Website, if Copy A is filed with the IRS then you are required to furnish statements to the recipients containing the information furnished to the IRS and, in some cases, additional information. |
Recipient, ultimately the IRS |
| Copy C | Copy C is for the Payer. This copy may be used for records or any other reporting requirements not otherwise outlined on the form. | Payer |
| 1096 | The 1096 Transmittal should be prepared and submitted to the IRS along with the 1099 DIV Copy A forms that are printed on the pre printed red magnetic ink forms. This form should be on top and no forms should be stappled or bound together in anyway. This form must be printed on the IRS approved laser forms with red magnetic ink. Printing on plain paper or printing onto pre printed forms that are red but are not printed with magnetic ink can result in fines per incorrectly filed form. | IRS |
Caution: According to the instructions for 1099 MISC available on the IRS Website, "Because paper forms are scanned during processing, you cannot file with the IRS Forms 1096, 1098, 1099, or 5498 that you print from the IRS website." Further, in the General Instructions publication for 1099, failure to provide recipients their copies on time and complete can result in fines up to $50.00 per form.
1099 R / 1096
|
Copy
|
What
it is for
|
Who
receives it
|
| Copy A |
Copy A is for the Internal Revenue Service. This copy must be printed on pre-printed laser approved forms with red magnetic ink. Printing on plain paper or on forms that look like they have red magnetic ink is not allowed and can result in fines per incorrectly filed form. These forms should not be cut or seperated in anyway and should be submitted to the IRS in bulk with a 1096 Transmittal form on top. The General Instructions for 1099 forms publication from the IRS specifies the following for copy A.
|
IRS |
| Copy B |
Copy B is for the recipient. This copy may be printed on plain paper; however, it is required that the plain paper be perforated with instructions for the recipient. The employee is to use this copy to prepare their personal filing for the IRS. In the general instructions for 1099 instructions located at the IRS Website, if Copy A is filed with the IRS then you are required to furnish statements to the recipients containing the information furnished to the IRS and, in some cases, additional information. |
Recipient, ultimately the IRS |
| Copy C | Copy C is for the Recipient. This copy is to be used for record purposes. | Recipient |
