IRS Extract
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Overview of IRS04
The IRS Extract allows your organization to generate the files needed to electronically report 1099 information to the IRS.
Once payee information has been loaded into the IRS Reporting system, you can generate the IRS data file. To do so:
- From the DDI Connect main menu, double-click IRS Reporting System
- Double-click Reports
- Double-click IRS Extract. The parameters screen will launch:
You have the following fields available to you:
| Field | Description |
|---|---|
| Tax year | Enter the tax year that you are performing the extract for. This field is required |
| Form code | Enter the form code or click the list icon to select from a list of forms configured for your organization. This field is required |
| Payer | Enter the payer number or click the list icon to select from a list of payers configured for your organization. This field is required |
| Transmitter | Enter the transmitter number or click the list icon to select from a list if transmitters configured for your organization. This field is required |
| State | If you wish to perform the extract for a particular state, you can enter the state abbreviation or click the list icon to select from a list of states configured in your system |
| Only include records which have state tax withheld | If left blank, all records will be included. If selected, only those records with state tax withholdings will be extracted |
| AIC include | If you wish to extract only those records with one or more AI codes, you can type the code or codes, separated by commas, or click the list icon to select from a list of AI codes |
| AIC exclude | If you wish to exclude records with one or more AI codes, you can type the code or codes, separated by commas, or click the list icon to select from a list of AI codes |
| File Mode | Select the file mode that you wish to generate. Your options are: Test, Original, Replacement or Correction. The IRS recommends that first time submitters generate a test file to ensure accuracy prior to submitting the original file |
| Test count | If you wish to limit the test file to a certain number of records, you can enter that count here. Leaving it at 0 will pull all qualifying records |
| Extract filename | Type the path and file name, or click the folder icon to navigate to the directory you wish to save the file in. The file is required to be in .dat format |
Print Options
After clicking the Print Options button you will see the following options. Choose the desired options and click OK to return to the report parameters screen.
| Option | Description |
|---|---|
| Printer | Click the drop down arrow to select from a list of available printers. DDI Connect uses your default printer unless told otherwise |
| Format | Click the drop down arrow to select from a list of available formats. Select paper size, number of columns, and number of rows for printing. Each report has built-in format defaults. Select “Use Defaults” to use the built-in report defaults. The number of rows and columns controls the print size and amount of information per page |
| Memo | If you wish, you can add a memo to the output of the report. NOTE: It is recommended that Word documents be saved with the .docx extension |
| View Report | This option generates a pdf file that is displayed on the screen when the report is generated |
| Archive Report | If this option is selected, the system will archive the report in the DDI Connect report archives. For information on working with archived reports, please reference this page: Archived Report Viewer |
| Print Report | If selected, the system will generate the report output to your default printer. NOTE: You will also receive a pdf version of the report, displayed on your screen |
| Print via PDF | Prints directly to your printer. |
| This option allows you to send a .pdf attachment of the report to the indicated users' email addresses. When OK is clicked, a dialog box will open requesting a recipient | |
| Duplex/Top | Prints the report on both sides of the paper in landscape style. The printer must be capable of printing on both sides or an error will occur |
| Duplex/Side | Prints the report on both sides of the paper in portrait style. The printer must be capable of printing on both sides or an error will occur |
| Green bar | Adds shaded, horizontal bars to the report, making it easier to read across columns |
| No dialog | Selecting this option means that no ‘Report Completed’ dialog will display after the report has been generated |
| Extra copies | If you want extra copies of the report generated, type the number in this field |
When you have entered your criteria, click Start. The system will generate the .dat file, as well as display a report showing the summary of the extract results. Click below to view a sample of the report output and the .dat file
