Contents - Index


Printing Reports


 

REPORTS

PRINTING CONSIDERATIONS

The program's print specifications were designed in accordance with those provided by Nelco Tax Forms, Inc., Green Bay, Wisconsin telephone no. (800) 266-4669.  We recommend purchasing forms from Nelco as they are one of the largest suppliers of preprinted forms and offer very competitive prices.  Print specifications are standard throughout most suppliers.  If your form's supplier conforms to the standard specifications, the program will function properly.

 

DOT-MATRIX PRINTING:

Dot matrix printing does not deliver a true impact onto paper.  It is important to consider the following factors when printing onto continuous feed preprinted forms.

 

The number of parts there is to the continuous feed preprinted forms being used [Three-part (3), four-part (4), six-part (6)].  Three-part (3) paper in both carbon and carbonless form should work with most dot matrix printers that are in reasonably good condition.  For W-2's they come in what is referred to as a "twin set."  One half is the employer's copies and the other is the employee's copies.  Six-part (6) paper is the difficult one.  In carbon form, the impact can barely make it through to the sixth part.  In carbonless form, it barely makes it to the fourth part. Therefore six-part (6) carbonless forms are not recommended for printing.  If you have already made an investment in six-part (6) forms, the only viable solution is to manually separate the forms into three-parts (3) each and perform the print operation twice.

 

The condition of the dot matrix printer and the quality of the print it delivers.  Some older printers may not deliver the quality or darkness required.  The ribbon may also be in poor condition and therefore require changing.  The impact of the printer may also need to be adjusted (bold/near letter quality/double strike).

 

LASER PRINTING - Printing onto laser printers is available in two varieties.

Preprinted laser bond sheets - must be purchased from a form's manufacturer such as Nelco or Great Lakes.  The Federal copy (Copy A) is in red ink and the other p copies are in black (State, File copy and Recipient copy).  While the output is superior to a dot-matrix printer, this method requires extra printing since a laser printer cannot print multi-carbon forms.  However there is no need to align the forms or collate the forms after they are printed.  They are simply loaded into the paper tray.

Tip:  Some users avoid purchasing a File copy by making photocopies of the Federal form and keeping it for the files. Some even photocopy the Federal and send it to the state.

 

The laser engine which prints onto blank bond paper - The W-2/1099 Filer is able to produce exact replicas of the IRS forms.  The Federal copy must still be filed on preprinted forms with red ink.  The requirement to file the Federal copy on red preprinted forms may be circumvented by filing the client on magnetic media.  Filing on magnetic media is actually easier than filing on paper and saves you time and money

 

LASER PRINTING COMPARED TO DOT-MATRIX PRINTING:

Advantages             Disadvantages

(1) No alignment necessary.       Print job must be run more than once

(2) Crisp clear output on every copy.

(3) No collating or separation of forms.

(4) Substantially less paper jamming.

 

INKJET PRINTING:

Inkjet printing is similar to laser printing however some older models may not work correctly

 

If a laser printer is selected, there is an option of printing 2 employees on a W-2 page or 1 employee 4 times on a W-2 page (the 4 up form) or 1 employee twice on a page for those states without a state tax.  That option will be selected each time the PREPRINTED option is selected for printing.

 

Order of printing:

(1) Taxpayer ID#   (3) Alphabetical  (5) Control # (7) Reporting code

(2) Order entered   (4) Account #   (6) Zip code

 

 

PREPRINTED

This option is to be used whenever a preprinted form has to be printed.  A preprinted form may be either a continuous feed form for the dot-matrix printer or a laser cut form for the laser printer.  Use this to print form W-2's and 1099's.

 

LASERENGINE

Please note that even though this product generates an actual regulatory form, the Federal copy must still be printed using the preprinted "red ink" forms through the PREPRINTED option unless the payor is being filed on magnetic media.

 

TRANSMITTALS W-3/1096

Use this to print transmittal forms W-3/W-3C and 1096.  If a transmittal is being printed, the program will automatically summarize the necessary information.

 

 

 

OTHER

Summary Reports - A simple summary of all numeric data for the form indicated of a particular payor.  Essentially it is the same information (plus more) that appears on a W-3/1096.  Useful for verifying the accuracy of information input to control totals.

Edit Reports - This report should be scanned for the accuracy of form input prior to the actual printing of the data onto preprinted forms.  This list may also serve as a pro-forma schedule for the following year if you want to show the numbers used.

Proforma Reports - Same as the Edit Reports but any numeric amounts are zeroed out.

State/Local Wage Listings - A detailed printout of each employee and their withholdings.

Payor Name Listing - detailed listing of all payor permanent information; ID#, name, and address.

Employee / Recipients Master - detailed listing of all employee/recipients in the system.

Labels - Can be generated for either Payors or Employee/recipients.  When printing employee/ recipients, it is done for 1 payor at a time and the user selects the form for which records have been entered under.  Only the Avery 5160 or compatible label formats are supported.  This format is 10 down and 3 across the page.

Report Margins - Form printouts can be adjusted in increments of 1/1000th of an inch.  If you have the laser engine, you can also move the image in addition to the data.

Report Fonts on Forms - Select a default font for form output.  Recommended: Ariel 10

Report Sort Defaults - Choose a default sort order which can be overridden at print time

Change System Date - for W-3/1096 transmittals where the date prints on the bottom.