Relius Government Forms 1099/W-2 for New Users Tom Hunsinger

1. Relius Government Forms 1099/W-2 for New Users Tom Hunsinger

2. Introduction

3. Introduction Tom Hunsinger • Who? • 9+ years at Relius/Peak 1 • Started in Tech Support • Tech Support Manager • RGF online presenter

4. Introduction If you have connection problems during the presentation: • Continue to listen to the voice portion of the presentation • Try to log in again to the meeting using your browser • For more help, call Relius Training Online Meeting Support at (800) 326-7235 ext 5890

5. Introduction What we will cover today: • RGF 1099/W-2 Desktop • Creating a Filer • Opening Forms • Adding & Deleting Records • Validation • Viewing, Sorting & Tagging Records • Printing • Carry Forward

6. Introduction Definitions: • Each filer, payer, lender, or trustee is saved as a file. • In this presentation I will refer to this data file and entity as the filer. • The file has the extension “w” plus the last 2 digits of the tax year, e.g., filename.w09

7. Introduction Each form in the file is a separate table in the Filer’s database.

8. Introduction There are two kinds of forms: • Single record forms • Only one form is saved in the file • Includes Forms 945, 1042, and 4419 • Multi-record forms • Each form will have a copy for each recipient • Each recipient is referred to as a record • Includes Forms1099MISC, 1099R, and W-2

9. 1099/W-2 Desktop

10. RGF 1099/W-2 Desktop • There are four main areas of the RGF 1099/W-2 desktop • Task pane • Tool bar • Menu bar • Status bar

11. RGF 1099/W-2 Desktop Tool Bar Menu Bar Task Pane Status Bar

12. RGF 1099/W-2 Desktop • The Task Pane is used to easily access frequently used features or guide you through multistep procedures • There are four different task panes • Getting Started • Carry Forward • Import • Electronic Filing

13. RGF 1099/W-2 Desktop You can choose between four different task panes by clicking on the dropdown box

14. RGF 1099/W-2 Desktop You close the task pane by clicking on the “X” to make it easier to view the forms when open

15. RGF 1099/W-2 Desktop You open the task pane by right-clicking on the tool bar and selecting tasks

16. RGF 1099/W-2 Desktop There are other items and options that will be available on the 1099/W-2 Desktop depending on what tasks are performed in the application. I will point out and discuss many of these items as we go through the presentation. You will find there are many ways to perform a task in RGF 1099/W-2. In this presentation I will generally show only one of the methods to perform a task. Additional methods are covered in Help. Please review these other procedures and use the one that works best for you.

17. Creating a New Filer

18. Creating a New Filer Click on File in the Menu Bar, select New and finally select Create Filer (or use Ctrl+N keyboard shortcut)

19. Creating a New Filer • This opens a blank Filer Information Worksheet (FIW). Before we cover the FIW, let’s look at a couple of things that have appeared on the 1099/W-2 desktop Tabs Tool tip Notes/Edit check dropdown

20. Creating a New Filer The tabs that appeared on the right side of the form window allow you access form features. • You can enter data into the open form when the Form tab is selected. • You can view the errors and warnings for the open form by selecting the Errors/Warnings tab. • You can add notes to a field or to the open form by selecting the Notes tab. I will cover these form features in detail shortly.

21. Creating a New Filer Another item that appeared when the FIW was opened was the Notes/Validation dropdown box. • This dropdown box appears in the active field of all forms. It disappears after 3 seconds if you do not click on it. If you move to another field another dropdown will appear. You can change this delay using the Tools\Options\Tool Tips Delay adjustment. • If you click on this dropdown you can add or view notes or validation issues for that field.

22. Creating a New Filer The last item that appeared when the FIW was opened was the Field Tips text box. • Field Tips give you information about the data that needs to be entered in a field. It disappears like the Notes\Validation dropdown after 3 seconds. If you move to another field another Field Tip will appear. You can change this delay using the Tools\Options\Tool Tips Delay adjustment.

23. Creating a New Filer Now let’s get back to the Filer Information Worksheet. • The FIW contains information that appears on the filer, payer, lender, etc. section of the IRS forms. • The FIW is not a form that is filed with the IRS. Instead it is a way to enter data once and not have to retype that information on every form you create. • Enter as much information as you feel you need or have available. You can always reopen the FIW to edit or add information.

24. Creating a New Filer We’ll start filling in the FIW by working on the top section shown below:

25. Creating a New Filer Simply select a field and start typing! When the active field is selected it will change color.

26. Creating a New Filer I entered an invalid entry in the field below. The Notes/Validation dropdown box changed and now a caution symbol is displayed. Let’s click on the dropdown and see what happens. Caution!

27. Creating a New Filer You can see it shows that there is an error or warning that there is an invalid Tax ID entered.

28. Creating a New Filer At the same time, the Error/Warning tab indicates that there is an issue on the form as well.

29. Creating a New Filer If we click on the tab we can see all of the errors and warnings on the form.

30. Creating a New Filer Let’s suppose that in this example we only have the incorrect Tax Payer ID that was entered and will have to come back later after doing some research to find out what the number really was. We may want to add a note to this field explaining what the issue is and why an invalid number is entered. All we need to do is click on Notes/Error Warning dropdown, and type in the Notes tab whatever we think would be helpful when we come back to the form.

31. Creating a New Filer

32. Creating a New Filer Using these tools, fill in as much information as you can on the FIW. In this example I will only fill in a couple of the fields. When you are finished click on the Save icon on the Task Bar.

33. Creating a New Filer A dialog box appears letting us know that we have validation errors or warnings on our form. We will cover Validation later, so for now we will click on “No” to save the form rather than go into to validation.

34. Creating a New Filer The Save dialog appears so you can save the file. Default Data Directory Unique File Name Current File Extension

35. Creating a New Filer • The default Data Directory is set when you open the 1099/W-2 application for the first time. You can change the default directory using the Tools menu and select Options. The General tab allows you to change the default directory. • The Unique File Name is created by the application by combining the Filer’s name, Plan number, and EIN. You can change the file name to anything they want and the extension will be added when the file is saved. • The Current Year File Extension is determined by the version of the 1099/W-2 application. You should not change the extension because the file will not be found by the application. The correct extension is automatically added to the file name.

36. Creating a New Filer I have selected the File Name box and changed the file name to Sample Filer. The application will automatically save it with the W09 extension.

37. Creating a New Filer To close the saved form just click on the File menu and select Close.

38. Opening Forms

39. Opening Forms Let’s see what we have when we bring up the Open dialog. Just click on the File Open icon on the Task Bar.

40. Opening Forms On the left side of the box is the Side Bar Explorer. The Explorer allows you to get to other frequently used folders quickly. The Folder dropdown will also allow you to navigate to other resources quickly. Folder dropdown Side Bar Explorer

41. Opening Forms If we click on one of the files in our data folder you will see the forms and the number of records in each form will appear in the right window.

42. Opening Forms Select the form you wish to open by clicking on it. You can either double-click on it to open it of select it and click the Open button.

43. Opening Forms The selected form will open and be ready to work on.

44. Adding & Deleting Records

45. Adding & Deleting Records We are looking at the 1099-R that we opened in the last section. Remember that the right window showed there was only one record in this form. We can verify this by looking at the status bar at the bottom of the screen.

46. Adding & Deleting Records The two easiest ways to add a record is to either click on the add record icon on the tool bar or hold down the Ctrl key on your keyboard and tap the letter “A”.

47. Adding & Deleting Records Now you see we have a new 1099-R for this filer ready for us to fill with data.

48. Adding & Deleting Records After entering the data for the recipient and saving the form, notice how that the number of records in the bottom left corner of the window now indicates that we have two records for the filer in this form.

49. Adding & Deleting Records Deleting a record is just as easy as adding one. You can either click on the menu icon or hold down the Ctrl key on your keyboard and tap the “D” key.

50. Adding & Deleting Records The application’s default settings remove the deleted form from view but it is not removed from the filer’s form database. If you wish to be able to view deleted forms that are in the database click on the Tools menu and select Options.