Beginning with the 2019 tax filing, SSI is partnering with Mag-Filer for the filing of tax forms. This comes at no additional cost to our customers. As a result of this partnership, we will no longer support printing 1099s and W-2s through Agvance. Instead, Recipient copy 1099s, W-2s, and W-3s can be printed directly out of MagFiler and SSI will provide full support for the Mag-Filer software.
Note: It is important to update to Agvance version 6.0.14071 prior to performing End of Year tax reporting to take advantage of the Mag-Filer software.
Mag-Filer is used to create 1099s and W-2s and print substitute 1099 forms, which print on white paper instead of pre-printed forms. Recipient copies of the 1099-MISC forms may optionally be emailed. Mag-Filer can create electronic files and guides through filing with the federal government and most states. Support for the Mag-Filer software is provided by SSI.
For information on Canadian Tax Forms, see Canadian T4A and T5 Forms.
Setup
This area is used for installing Mag-Filer for tax reporting. To complete the installation, contact SSI Support for the required activation key.
The Mag-Filer program is installed directly from within Agvance. Go to Accounting / End of Periods / Print EOY Tax Forms / Setup.
Enter the Path to MagFiler Databases or select the Browse icon to select where the Mag-Filer database will be created. It is recommended to select the folder current data is in (such as AVDATA).
Select the version of Mag-Filer to be installed from the drop-down.
Select Install.
Enter the Activation Key provided by SSI Support.
Select OK to continue through the installation process.
The first time Mag-Filer is launched after completing these steps, it must be opened from the 1099 or W2 menu, NOT from the Mag-Filer icon on the desktop. This ensures the desktop icon points to the correct Mag-Filer database.
1099s
- Choose the 1099 Type to be created.
- Select the File Type under the File Output section. Enter the appropriate Tax Year and all necessary information for electronic filing. The Media Output Path determines where this file will be saved.
- Select Write to create the 1099 file.
Note: When selecting Rent/Misc/Gross as the 1099 Type, two files will be created. One file (IRSTAXNEC.csv) is created for nonemployee compensation, which is no longer reported on the 1099 Misc form. The second file (IRSTAX.csv) is created for rent and gross, which is reported on the 1099 Misc form. Both files should be imported into Mag-Filer.
- 1099 Type – Select the type of 1099 to be issued. Each type prints on a different government form.
- Get 1099 info from where – Select whether the 1099s are based on A/P Vendor information or the optional Patronage module.
- Federal Payer ID# – Enter the Federal Employer ID Number as it should appear on the forms.
- Minimum Qualifying Amount – Vendors with a 1099 Type selected on their file (found at File / Open / Vendor on the 1099 / Payment Info tab) and an amount in the 1099 Paid YTD equal to or greater than the amount entered here will have a 1099 printed. The Minimum Qualifying Amount varies depending on the style of 1099. Check with your accountant if there are any questions about the qualifying dollar figure.
- State Payer ID – For printed 1099s, this is the state-assigned ID.
- Print Account ID as Account number (optional) – Select this option to print the Vendor ID on the 1099 as the Account Number.
- Select Vendors – This is run for all Vendors who qualify for the selected 1099 form type or manually select Vendors.
- Location – The Location defaults to All which includes all Vendors or Patrons. However, if the 1099s must be reported by Location, select the specific Location to report.
- Print Address – These options allow the ability to determine which line or lines of the address from the Vendor file should print.
- Media Output Path – Indicate where the 1099 file should be created. This could be a location on a hard drive or a removable storage device. For example, it might be c:\send\.
- File Type – Select Original, Test, Replacement, or Correction to indicate the status of the file being sent.
- Contact Name – Enter the name of who the government should contact if there are questions.
- Contact Phone – Enter the phone number of the contact.
- Contact Email – Enter the e-mail address of the contact.
- Tax Year – Enter the tax year the file represents.
- Prior Year Data Indicator – Select this option if the data is from the year prior to the one just closed.
- Transmitter Control Code – Enter the five-character alpha/numeric Transmitter Control Code (TCC) assigned by IRS/MCC. A TCC must be obtained to file data electronically.
- Payer Name Control – This 4-character control ID is obtained from the mailing label on the Package 1099 that is mailed to some payers each December. If no packet was received from the IRS, the first five letters of the company name may be entered.
Note: There is no posting associated with the running of 1099s.
Importing 1099 Files
Once the file has been created, it may be imported into Mag-Filer including both Payer and Payee information. This may be done directly from Agvance or manually from within the Mag-Filer program.
To import the file directly from Agvance, select Import to Mag-Filer.
Agvance locates the file titled IRSTAX.csv and imports it into the Mag-Filer program which launches after the file is imported. If a username and password were created for the Mag-Filer database, there will be a prompt to enter User Login credentials. The IRSTaxNEC file should be imported into Mag-Filer using the manual import option.
Manually Importing Files
In Mag-Filer go to Utilities / Import / Payers and Payees from File.
Select the file created from Agvance. Once the file is imported into Mag-Filer, the imported data should be reviewed, changes (if necessary) made, and forms printed and/or electronically filed.
W-2s
Preview and save W-2s.
Go to the Electronic File tab of the Preview / Print W-2/W-3 Forms window, select the correct Tax Year and enter all necessary information for electronic filing. The Output File Path determines where the file will be saved. Select Create File.
Importing W-2 Files
Once the file has been created, it may be imported into Mag-Filer including both Payer and Payee information. This may be done directly from Agvance or manually from within the Mag-Filer program.
To import the file directly from Agvance, select Import to Mag-Filer.
Agvance locates the file titled W2REPORT.csv and imports it into the Mag-Filer program which launches after the file is imported. If a username and password were created for the Mag-Filer database, there will be a prompt to enter User Login credentials.
State Reporting
Illinois requires an electronic file to be filed monthly for state unemployment. This file can be created by completing the information at Accounting / End of Periods / Print EOY Tax Forms / State Reporting / Illinois and choosing Create File.
The file created is a .csv file which may be uploaded on the Illinois TaxNet site.
