IRS Mailmerge

Overview of IRS14

The IRS Mailmerge allows you to generate form specific mailmerge files, which can be used to populate substitute forms. These substitute forms can then be sent to vendors, borrowers and/or investors for their tax reporting needs. It is important to note that a separate merge file will be created for each substitute form used in the mailmerge process. To run a mail merge file:

• From the DDI Connect main menu, double-click IRS Reporting System
• Double-click Reports
• Double-click Mailmerge. The parameters screen will launch:

You have the following fields available:

Field	Description
Tax year	Enter the tax year that you are wishing to work with
Form code	Type the form code or click the list icon to select from a list of forms configured in your system
Payer	Enter the payer number or click the list icon to select from a list of payers set up in your system
State	If you wish to extract the information for only a particular state, type the state abbreviation or click the list icon to select from a list of states set up in your system
AIC include	If you wish to extract only those records with one or more particular AI codes on their records, you can do so here. Type the code or codes, separated by commas, or click the list icon to select from a list of active AI codes in the system
AIC exclude	If you wish to exclude records with one or more particular AI codes on their records, you can do so here. Type the code or codes, separated by commas, or click the list icon to select from a list of active AI codes in the system
Exclude if amount is zero	If selected, the system will not extract any records with zero amounts. If not selected, all records will be extracted
Exclude punctuation	If selected, punctuation such as commas, etc. will be filtered from the extract
Output format	Select the format that you wish to use. Your options are Report Only, Generate File or Load to Merge System. If you select the Load to Merge System, the system will prompt you to select the desired form. The merge results are then loaded to the Merge system. Selecting Generate File will allow you to perform the merge outside of the DDI Connect system. The output files are formatted in a .csv 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.
Email	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 finished entering your parameters, click Start. The system will produce a summary report with the results of the data file creation. Click below to view a sample of that summary report, as well as to view a sample of the .csv output (shown in PDF format for easier viewing).

Summary Report

Sample IRS Merge File