The following forms are provided in ALL versions of EASITax;

Importing from Excel (.csv)

Step 1 Use the Data/Import option to export at least one sample data record from EASITax. Then, open both the exported file and your data spreadsheet with Excel.

Step 2 Replace column names in row 1 of your data spreadsheet with the equivalent column name from the export file. Column order does not matter and all unused columns should be removed.

Step 3 Set numeric column formats to General, set zip-code and EIN columns formats to text.

Step 4 Save modified data file as a .csv file and then use the Data/Import to read it into EASITax. Discard the exported file, it is no longer needed.

That's It! Changes can be made in EASITax, or you can update in Excel and re-import to EASITax. TIP: The Tools menu provides an option to empty the database for re-importing.

Adding and editing records

Data can be entered into the fields on top of the screen or directly into its associated spreadsheet column. As data is entered, values are synchronized as you type. The toolbar on the left side of the screen represent all of the criteria necessary in order to perform all of the functions needed in order to fill out, print, and file your 1099 or W2 information to the IRS. Each of these options are described below;

Printing on forms or plain-paper

The 'Print' button displays a list of printing formats and settings available for this form. Formats are provided to print directly into the blanks of the official IRS forms or to print on plain-paper.

The following formats are provided; - Pre-printed All Copies (A, B, C, etc) - Plain paper Copies A,B,C, etc. - Pre-printed Copy B Same Recipient - Plain paper Copy B Same Recipient Align form using Top and Left margins. No changes needed for most laser printers. TIP: Hold Ctrl while clicking row header to select multiple rows.. Print SS #'s as xxx-xx-7654 on non-Federal copies.

NOTE: Federal Copy A and 1096 MUST be printed on the official IRS pre-printed forms (red magnetic ink) and will not be accepted on plain paper formats. E-filers do not need to submit any paper forms.

W3/1096 Transmittal Summaries

This option creates the 1096 and W3 Transmittal Summary records by counting and totaling the amount fields on each form. This should be done AFTER all of the forms have been filled and amounts verified.

Select Type of Form and Payers to be included. The Payer list shows unique payer names found Provide contact information that will appear on each 1096 form generated. Fields will be filled in from existing records in the 1096 or W3 form database, if any..

Status is reported once completed and the user is given an option to open the transmittal form database. This is the equivalent of clicking the 'Open' button and selecting the '1096 Transmittal Summary' or 'W3 Transmittal Summary' to show the equivalent records that were generated.

NOTE: This option MUST be redone if there are any changes made after it was last ran. Also, it MUST be up to date before running e-file.

Electronic Filing

You will need to obtain a PIN number from the IRS FIRE for electronic filing

• Make sure all of the recipient forms are in the database and the amounts are correct

• Generate your Transmittal Summary records
  
  

Clicking the “E-File” button will display the following screen;

Select the type of form being submitted. Choose which Payers to include in this file IRS File Types include the following options; - Original submission - Replacement file - Correction (only used when requested by IRS) Use the Auto-create option (default) so Profile does not need to be created. Enter the PIN assigned by the IRS or SSA

The 'Next' button will display a progress screen while file generation is in progress. The data will be audited and any errors will be listed and also written to a .log file that can be opened in Notepad. The IRS file will only be generated if the audit reports no errors.

Copying data from last year

On start-up, if EASITax detects data from the previous tax year, a prompt will ask if you wish to convert the data to the current tax year. This is useful if most of your recipients did not change. Check the “Do not ask again” box to eliminate the start-up prompt..
Data from ALL of the forms used last year will be added to the current tax year. Amount fields will be empty so you can easily update amounts for each recipient.

This option can also be selected from the Tools menu so you can browse to an alternate file location to select the database, EASITaxYYYY.mdb, (YYYY=tax year).

Default folder locations are described in the section “Backing up your database”.

Backing Up Your Database

The simplest way to ensure that your data is safely stored away is to simply use the Export option to generate a .csv that is compatible both with EASITax and MsExcel.

In some cases however, you may need to move your current and previous years data to another machine or a network server. The folder and file locations are described below;

All folders and data files are shown relative to the path where EASITax is installed on your computer.

The easiest way to find the install directory is to right click your mouse over the desktop icon you use to start EASITax and then select the 'Open File Location' option from the menu that appears. A folder view to the installed folder will be opened.

The 'Solutions' folder contains the data for the current and previous tax years. Each tax year has its own folder tree labeled as 'EASITaxYYYY' (where YYYY is the tax year).

Copy the entire Solutions directory to save ALL data for ALL tax years.

Copy the EASITaxYYYY folder to backup a single tax year

Local Area Network Setup

Step 1 – Install EASITax on one of the workstations.

Step 2 – Enter the printing or e-file password from your invoice on initial activation of EASITax. Then, select the 'Show Password Screen' option from the Tools menu to enter the Multi-user password.

Step 3 – Copy data folders from the local workstation folder to the network drive.

All folders and data files are shown relative to the path where EASITax is installed.

The easiest way to find the install directory is to right click your mouse over the desktop icon you use to start EASITax and then select the 'Open File Location' option from the menu that appears. A folder view to the installed folder will be opened.

The 'Solutions' folder contains the data for ALL tax years. Within the Solutions folder is a separate folder tree for each tax year. Each tax year has its own folder tree labeled as 'EASITaxYYYY' (where YYYY is the tax year).

Solutions → EASITaxYYYY

NOTE: First time setup on the server should copy the entire Solutions folder tree to the network drive. For each year thereafter, only the EASITaxYYYY folder tree should be copied so previous year tax data will not be overlaid.

Step 4 – Map the workstation data path to point at the network folder location by selecting the Network Setup option from the Tools menu. The 'Browse' button can be used to select the EASITaxYYYY.mdb file on the network. This file is located at the following relative path;

Solutions → EASITaxYYYY → Forms → EASITaxYYYY.mdb

That's It. The network data file will be used to store all data from this workstation. NOTE: If the Multi-user password has not been entered, the LAN path will not be restored after restarting EASITax.