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Form Changes for TY 2009 in Acrobat PDF format
    W-2
    1098-E
    1099-B
    1099-C
    1099-G
    1099-M
    1099-P
    1099-R
    1099-S
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Extracting Data from Accounting Software Packages
Generally, to produce a data file for us to process from your accounting software, you'll need to produce
a data file or report using the functions available within your accounting package.

The information below uses current and historic versions of Quickbooks for illustration. Basically, you
should be able to extract your data and save in a format which we can process using one of these methods:
Print to File
Save As..
Print to PDF
Export to Excel

A Quickbooks quick summary:
In Quickbooks versions prior to 2007, Intuit allows you to print W-2, W-3 and 1099-M to FILE, using the
Windows generic/text FILE printer. We have software designed to convert these files, and have used this
method for many years. When printing to file, always select "preprinted forms" so that the resulting file contains
only text data.

In version 2007, Quickbooks no longer supports printing W-2/W-3 forms to the FILE printer. I never received an official explanation, but I assume this was done to increase support for their payroll services. In versions 2007 and later, you can print your W-2/W-3 forms to pdf files if you have Adobe Acrobat or other pdf software installed. We can convert these pdf files also. Just be sure to select "preprinted forms" when printing from Quickbooks.

Note that, as of this writing, Quickbooks still allows you to print your 1099-M forms to FILE.

These guidelines for extracting data from QuickBooks apply to most accounting software packages.

Extracting W-2 data from Quickbooks depends on the version of Quickbooks. Significant changes were
made by Intuit Quickbooks for tax year 2007 and later years, changing the effective methods for extracting
W-2 data. Click on your version of Quickbooks below for more information on exporting your data.
QB 1999-2005 QB 2006 QB 2007 (and later versions).

You can still print forms 1099-M simply by selecting the FILE printer. The FILE printer is available to all
Windows software. Instructions for setting up the FILE printer can be found here.

NOTE: If you can't print to the Windows FILE port, you may be able to print to (or Save As..) a pdf file,
or a ps (postscript) file. We can convert your data from either of these formats.
You may also have the option of saving as or exporting to an Excel file, which we can also use for conversion.
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QuickBooks 1999-2005
NOTE: This instruction set is relevant to all Quickbooks versions before version 2006 and for most accounting
software packages.

Installing a Generic text printer from Windows

First, install a “generic text printer” from Windows:
Start->Settings->Printers->Double-Click on “Add Printer”
Click Next until you see the “Add Printer Wizard” screen with 2 columns (Manufacturers Printers)
Scroll down the Manufacturers to “Generic”. The only selection is “Generic/Text Only”.
Highlight the selection and click Next. At “ports available”, select FILE.

W-2 Forms
Now, launch your software program (Quickbooks or other) and print your W-2, other form or report. Before the actual print begins, you should be given the option of selecting your printer. Click on the arrow and select the “Generic Text Printer” before beginning to print. You will be asked for a filename. Use the browse.. button to place your file in a convenient location and give it a name. Your software should now print to the filename you’ve given. By default, it will have a .prn extension, i.e., fname.prn.

NOTES:
1) If your software does not allow you to select printers, you may need to temporarily set the
Generic Text Printer as your default printer.
2) If you aren’t given the “browse” option, your .prn file may be in your accounting program directory.
3) If you are on a networked system, you may need to work with your System Administrator, and
request permission to temporarily “Capture the Printer Port”.

Example step-by-step process for Quickbooks versions to and including 2005:
1) Employees->Process Payroll Forms->Select W-2, select OK
2) Next screen is titled "Process W-2s. If you've reviewed them, select "Mark All". Now select "Print W-2s".
3) Next screen, select "Pre-printed form" - OK
4) At printer name, scroll down to "Generic/Text Only on FILE:" Printer type: Continuous.     Select print.
5) Next screen allows you to determine where your file will go. Your folders are displayed on the right. Choose a
     location where you'll be able to locate the file. I use a folder called c:\temp. In the left corner, give it a file name.
    Press OK. Printing begins to file. There will be several pages to print, but it processes quickly. The prn file will be in
    "C:\temp" in this example. Note: You can also produce a W-3 file using this method and send it along, giving me a
    reference to reconcile totals.

The process for printing 1099-M forms is similar:
Go to the help index, select 1099s -> Printing 1099-MISC forms

To send your data to us – your prn file, send an email to gary.bockmon@bockmon.com and attach the prn text file to the email.

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QuickBooks 2006
QB 2006 can be set up and run on Windows 2000 or Windows XP. The procedure for XP is outlined here.
NOTE: As we discovered this year, when you update W-2 forms and data for 2007 and future years, you will
need to follow the instructions as outlined below for Quickbooks 2007.

Windows XP and QuickBooks 2006
XP has plug and play functionality for printers. The procedure for setting up a generic text printer is slightly different from previous Windows versions:

INSTRUCTIONS FROM MICROSOFT:
1. Click Start, and then click Printers and Faxes (or Settings->Control Panel->Printers
    and Faxes).
2. Double-click "Add a Printer", and then choose the following options in the wizard:
            a. Click Local Printer.
            b. Click to clear the Automatically detect and install my Plug and Play printer check box.
            c. Click on the arrow at "Use the Following Port", and select FILE (Print to file).
            d. Next screen, select Generic in the Manufacturer box.
            e. Click Generic / Text Only in the Printers box.
            f. Name the printer, or use the default name, "Generic Text Printer".
                 At "Do you want to use this printer as the default printer", select "No".
            g. Click Do not share this printer.
            h. Click No when you are prompted to print a test page.
            i. Click on "Finish" and your text printer is installed and should now be displayed
                 along with any other installed printers at "Printers and Faxes".
3. The "Generic/Text Printer" is now available to any Windows program.
     Start your accounting program, prepare your forms W-2 for printing as you normally
     would if printing to an attached printer. Select the forms option, “preprinted forms”.
4. Scroll down and select your printer as "Generic/Text Only".
    NOTE: QB2006 will list your default printer. Unless you have selectected the Generic/Text printer as your
    default, you should click on “Printer Setup”. This allows you to select the Generic/Text Printer.

When you begin to print, Windows prompts you for a file name. Enter an appropriate
filename here, and, from the Directory window, select a folder to print to. This can be
your desktop, or any folder on your local hard disk. I keep a folder called "C:\Temp" for
this purpose. If you fail to select a folder, the text file will likely print to your default
directory. You can also use the "Find" or "Search" function available on the Start Menu
to locate your file.

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QuickBooks 2007 and future years

Beginning with the 2007 versions of Quickbooks, the print-to-file method using the Windows generic text FILE printer
is no longer an efficient process for extracting W-2 data from Quickbooks. We can now offer a similar method for
W-2 data extraction and conversion using the portable document format (pdf).

If you are using Quickbooks for tax year 2007 or later years, you can still opt to use our services:
      a. We can convert files from the pdf format. If you have purchased a version of Adobe Acrobat, you should be
           able to print your W-2/W-3 forms to a pdf file (or export as pdf).

          There are also other software programs available that will allow you to print to a pdf file.

           A free PDF file printer, called doPDF, can be downloaded here:    Download doPDF page
           Another example is PDFCreator, available for download at http://sourceforge.net/projects/pdfcreator/
         If you choose the option of printing to a pdf file, Start your accounting program, prepare your forms W-2 for
           printing as you normally would if printing to an attached printer. Select the forms option, “preprinted forms”.
           select the PDF printer, and choose a file name when prompted.

      b. If you wish to follow the process of printing each W-2 to a separate file (1,2,3..etc), you can zip these and
           send these files to us. This can be a fairly quick method (hint: there is a built-in buffer in this file-naming/
           file-writing process, so you can enter the next filename (number) while Quickbooks is writing the current
           form to file.   We will stitch these files together, convert and process your files for $.95 per form.

      c. Print your forms to plain paper and mail these copies to us for manual data entry and electronic
          filing. Our current price for this service is $1.50 per form.

NOTE that a text file for forms 1099-M can still be produced using the original method of printing to FILE.