frequently asked questions
The IRS has changed the mailing address for the 1096 and 1099s. Please use the address below.
IMPORTANT
“Where to File” Address Change for 1096 and accompanying 1099 forms.
Please note the REVISED “Where to File” address changes for the 1096 form.
The IRS has consolidated the processing centers into two locations.
(These replace the addresses listed on the bottom right of the 1096 forms)
Please contact tech support if you have any questions at: techsupport@cardinalbrands.com
________________________________________________________________
If your principal business, office or agency, or legal residence in the case of an individual, is located in:
Alaska, California, Colorado, District of Columbia, Hawaii, Idaho, Illinois, Indiana, Iowa, Kansas, Maryland, Michigan, Minnesota, Missouri, Montana, Nebraska, Nevada, North Dakota, Oklahoma, Oregon, South Carolina, South Dakota, Tennessee, Utah, Washington, Wisconsin, Wyoming
Use the following Internal revenue Service Center address:
Internal Revenue Service Center
Kansas City, MO 64999
___________________________________________________________________________
If your principal business, office or agency, or legal residence in the case of an individual, is located in:
Alabama, Arizona, Arkansas, Connecticut, Delaware, Florida, Georgia, Kentucky, Louisiana, Maine, Massachusetts, Mississippi, New Hampshire, New Jersey, New Mexico, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, Texas, Vermont, Virginia, West Virginia
Use the following Internal revenue Service Center address:
Internal Revenue Service Center
Austin, TX 73301
___________________________________________________________________________
about the software
Where can the Tax Forms Helper software be purchased?
Why do I need to “update” the current version of Tax Forms Helper before using it?
using the software
How do I install the software manually?
How do I import data from a previous version into the current year’s version of Tax Forms Helper?
Can data from other software programs be imported into Tax Forms Helper?
What’s the easiest way to move from field to field?
How do I navigate from record to record?
How do I change an existing record?
How do I fix a "Grid View Index out of range" error or similar error?
Several records have been entered, but only the last one appears to have been saved in the software.
State ID doesn't show up on the W-2 form or the 1099-MISC. form.
How do I delete a State ID entry in box 15 of the W2 forms, or box 17 of the 1099-MISC. forms?
How can I backup the tax data I have entered?
I’ve installed the software but I can't open it up or get an error message when I open it.
I get an error message about needing to run the software with 256 colors or greater.
printing from the software
What’s the correct process to print out the tax forms?
Zeros (.00) appear on the screen but won't print on the form. (also $ signs and commas).
How can I print just one or a few records?
When using selection criteria, why are W2 or 1099-MISC. records that I have not selected, printing?
The print is too large, or not printing the text correctly, or nothing prints.
I am using Windows XP or 2000, and it is printing large text over small text.
technical support
Answers to most of your questions can be
found in the Help Menu in the software program or below.
Other questions can be directed to a technician:
Email: techsupport@cardinalbrands.com
Phone: (502) 570-8204
Fax: (800) 282-7329
Why purchase a new version of Tax Forms Helper™ each year
We produce new software every year to incorporate the changes in the tax
laws as well as any format changes that might have been made to the forms.
We recommend you purchase the current version to assure you are in compliance.
Note: Before using the most current version of Tax Forms Helper, you are asked to “update” it to assure it includes any last minute changes made by the IRS at the end of the year, after the software was originally released. See How to Update Your Software.
Update your current Tax Forms Helper to include last minute IRS changes
It is common practice for the IRS to make changes at the end of the calendar
year, after the most current version of Tax Form Helper has been produced
and shipped. And to address any glitches in the software. Therefore, before using the current version of Tax Forms Helper
software, you are asked to download a “Program Update”. It’s
a quick and easy process. Complete instructions are below.
To use the Update from the Web utility:
Start your Internet Connection
Open "Tax Forms Helper" software
Click on Update > Update from the web (on the toolbar, from within the tax software)
After the update downloads it will open the installation wizard
Follow the onscreen prompts
The software will automatically open again once you click on the "Finish" button
(as long as the check mark is left in the box)
Your tax data will not be affected by the update so you can update your software at anytime.
(Note that downloading the “Program Update” will NOT upgrade a pervious year’s version of Tax Forms Helper to make it suitable for the current year.)
If the only records that can be saved are the Employer/Payer records the update will need to be run again. But not through the software.
Running from a network
We don't recommend running the Tax Forms Helper from a network drive. The
software is designed to run from a local machine. Due to the variety of
the different network designs and software, Cardinal Brands is not able
to provide technical support for the software if it is being run over
a network.
Manually install Tax Forms Helper
Place the CD in the drive
Close anything that opens when you put the CD into the drive.
Double click on my computer
Right click on the CD Rom drive
Select open
Double click on the TFHSetup folder
Double click on the file TFH_Install.exe This will start the installation wizard.
Importing Data from previous year’s versions of Tax Forms
Helper
See Importing from last years software
Importing data from other software programs
Tax Forms Helper does not have the option to import data from other software
programs. Only data used in Tax Forms Helper the previous year can be imported
into the current year’s version. First time users will need to enter
records needed in order to use the program the initial year.
How to move from field to field easily
Use the tab button to move from field to field.
How to navigate from record to record in the software
To move from record to record, click on the hands on the toolbar at the
top of the screen.
If you do not see the hand icons, click on ‘Tool Bars’, ‘Database
Navigation’.
If "Database Navigation" is checked the hand icons will be on
screen.
There are four hand icons – two on each side of a number.
(The number shows total number of records. These numbers refer to the employer,
W-2, or 1099-MISC entries based on which screen is displayed, i.e. if Employer/Payer
Information is displayed, this number refers to the number of employers
entered.)
·
The hand pointing up; moves to the first record in the table.
·
The hand pointing left; moves back one record.
·
The hand pointing right; moves forward one record,
·
The hand pointing down; moves to the last entry in the table.
Another way to navigate through the records is to click on Tool Bars > Grid
View.
This will enable a grid at the bottom right of each of the screens that
will list all of the records that have been saved. When working with the
W-2s
and 1099-MISCs the grid will show all the records for the particular employer
listed in the upper left corner of the record. To change to another employer
within the W-2 and 1099-MISC screens, click on the Select Employer button
and select the desired employer.
To enter a new record
To fill out a new entry, click on FILE > NEW or click on the NEW icon,
(looks like a piece of paper with yellow rays around it). After you have
finished entering the record, click on the Save button or FILE > SAVE
to save the current record. Click on NEW and start the process over again
until all records have been entered.
To make changes to an existing record
If you need to make changes to a record that has already been saved, scroll
to the record you need to change and make it the active record on the screen. When you have made the desired changes, click on the computer
disk icon to save, or click FILE > SAVE.
Grid Index Error fix "Grid Index out of Range"
Disconnect the Grid View
Click on Toolbars > Disable Grid View Option
(this should place a check mark next to Disable Grid View option)
(This option will need to be disabled every time the software is opened)
Several records have been entered, but only the last one appears to have
been saved.
To enter more than one employee, W-2, or 1099-MISC, click on New button
to enter a new record or it will over-write the current record that is
onscreen. (see complete instructions for how to enter a new record)
To make the State ID appear on your forms
In order for the State ID to appear in box 15 of the W-2 or box 17 of the
1099-MISC, you’ll first need to enter the State Code and State ID
on the Employer\Payer screen. Do this by clicking on the Employer State Information button on the Employer\Payer screen.
After you enter the information on the Employer\Payer screen you will be able to select the state information by clicking on the drop down arrow and actually CLICKING ON the correct ID number on the W-2 or 1099-MISC form.
To delete a State ID on your forms
To delete a state code and ID from a record: Click on the drop down arrow
and click on button "Click here to clear State ID".
To backup and restore your data
To Backup the data in the Tax Forms Helper
·
Click Utilities> Backup Restore Files Utility
·
Click Backup Data To
·
Select the destination drive and directory you would like to save the information
to (if you want to backup to diskette, place disk in drive)
Tip: If you want to backup the data to a CD, backup the data to the hard drive. Then burn the file to CD using the software and procedure you normally use to burn a CD. If you have questions concerning your CD burning software, please contact the manufacturer of that software for assistance.
· Click OK
· A window will appear stating the backup is complete
· Click OK
To Restore the data to be used in the Tax Forms Helper
Warning: This process will delete all current viewable data.
·
Click Utilities> Backup Restore Files Utility
· Click Restore Data From
· Select the drive directory where the backup files was saved to
· Click OK
· A window will appear asking if the backup copy should replace the file
that is in the Tax Forms Helper directory.
·
Answer "Yes" for all the files that you would like to replace
· After all of the files have been copied to the Tax Forms Helper directory
a window will appear stating the restore is complete
· Click on OK
Installed the software, but I can’t open it.
See following instructions under “Error message referencing 256 Colors.”
Error when opening software:
"Flashfiler: T_Employer: Table cannot open its database:The database name is not set or doesn't exist [no error code]
Then
T_Employer: Cannot perform this operation on a closed dataset.
Solution: Update software
Error message referencing 256 Colors
If you are getting the Error that says you need 256 colors or higher follow
the instructions below to change your settings to 256 colors.
·
Click on Start > Settings > Control Panel
·
(Windows XP Start > Control Panel
· Double click on Display
· Click on settings
· Under Color Pallet or Color Quality - select 256 colors or higher
· Click OK
The process for printing your tax forms
Printing W-2 forms
Because of the variation in printers and printer drivers it is highly recommended
to print a test page on a blank paper and hold the printed page up to a
W-2 form in a well lighted area to check for alignment. Choose two W-2s
through the selection criteria to print a test page. Once the forms are
satisfactorily aligned they can be printed.
·
Load the printer with Copy A
·
Click FILE, PRINT
·
Click PRINT (leave the number of copies at 1)
·
Remove any extra copies of Copy A forms and load your next set of forms.
·
Print your second set of forms.
·
Repeat this process until all copies are printed.
NOTE: W-2 forms are printed two to a page. This means there are two different
W-2 employees on a page. If you select to print more than one copy at a
time the forms will have to be counted and placed in the printer in groups,
all at one time. (Ex. 10 sheets of copy A followed by 10 sheets of copy
1 etc.)
Printing 1099 forms
Because of the variation in printers and printer drivers it is highly recommended
to print a test page on blank paper and hold the printed page up to a
1099 form in a well lighted area to check for alignment. Choose
two 1099 through the selection criteria to print a test page. Once
the forms are satisfactorily aligned they can be printed.
·
Load the printer with Copy A
·
Click FILE, PRINT
·
Click PRINT (leave the number of copies at 1)
·
Remove any extra copies of Copy A forms and load your next set of forms.
·
Print your second set of forms.
·
Repeat this process until all copies are printed.
NOTE: 1099-MISC, DIV and R forms are printed two to a page. This means there are two different 1099-MISC recipients on a page. (three for 1099-INT) If you select to print more than one copy at a time the forms will have to be counted and placed in the printer in groups, all at one time. (Ex. 10 sheets of copy A followed by 10 sheets of copy 1 etc.)
Printing zeros, dollar signs and commas
The IRS requests that dollar signs, commas and zero values (0.00) NOT be
printed on the forms. The dollar signs and commas appear on the screen
to make viewing easier. None of them will print on the forms. Even if zeros
are entered and show on the screen they will not print on the forms.
If you are submitting a corrected form and the field requires zeros (0.00) per the IRS, click on File > Preferences and uncheck "Suppress printing of Zeros". This will allow zeros to print.
Printing specific records by using “Selected List” function
- This option will print selected records of a particular form type. To enable this function:
Select a form type (W-2, 1099-MIbSC, 1099-INT, W-3, 1096 for MISC, or 1096 for INT)
by clicking on the white circle to the left of the form type
– Selected list for W3 and 1096
Specific W2s and 1099s can be selected to be summarized on the W3 and 1096.
(Example: To send in a few corrected 1099s and the 1096 to accompany them. Select only the 1099s that have been corrected and need to be summarized on the 1096. Then print the 1096.)
Click the white circle to the left of 
‘Selected List’. The 
button to the right of the Print Options box will be enabled.
Click 
(This is a sample of what the Selected List screen looks like.)
- To select all of the records for a particular employer\payer – click in the box next to the employer\payer’s name. It will place a check mark next to the employer name and all records beneath that employer\payer (see the first employer\payer listed in the example above)
- To select particular employee\recipients – double click on the employer\payer to view the record(s). Then click on the desired records. The blue box inside the box ([PICTURE _bm22.bmp])next to the employer\payer signifies there are records selected for that employer\payer but not all of them. (see the second employer\payer listed in the example above)
If there are is not a blue box or check mark before the employer\payer then no records have been selected.
- To deselect a record – Simply click on check mark in front of the record and it will remove the selection
TIP - If there is a 
in front of the employer\payer that signifies that there are records listed for that employer\payer that are hidden. Double click on the employer\payer to show the records or click on the 
. A 
in front of the employer\payer signifies that all records listed for that employer\payer are visible.
- When all records, to be printed, have been selected
Click 
- The "Selected Items to Print" window will close and you are now back to the "Print Options" window
The box on the left lists all the records that have been selected to print
If there is a record listed that you don’t want to print or need to add a record to the list
Click on the 
or 
button to open the selection window again.
- Click on 
in the upper right corner of the Print Options Box to print the selected records.
Only one type of form (W-2, 1099-MISC, 1099-INT, W-3, 1096 Misc, or 1096 Interest)can be printed at a time.
Reset Selection Criteria
If the Selection Criteria function has been used previously, click on
the button to clear previous selections.
Print output is too large, or not printing the text correctly, or nothing
prints.
If you are trying to print and nothing prints or it's not printing the
text as it should try the solution below.
For XP and Windows 2000
·
Close the Tax Forms Helper 2002
·
Click on Start > Printers
·
Right click on the printer
·
Select Properties from the pop-up menu
·
Click on the Advanced tab
·
Select "Print Directly to Printer"
·
Click on OK.
·
Try printing again.
For Windows 98 and ME
·
Click on Start > Settings > Printers
· Right click on the printer
· Select Properties
· Click Details tab
· Click Spool Settings
·
Select "Print Directly to Printer"
· Click OK to the spool settings window
· Click OK to the printer properties window.
· Try printing again.
Using Windows XP or 2000 and
the print is large printing over small printing
·
Close the Tax Forms Helper
·
Click on Start > Printers
·
Right click on the printer
·
Select Properties from the pop-up menu
·
Click on the different tabs at the top. (all of the printer
drivers
·
are different)
·
Do you find an option for Draft/Black printing checked?
·
Check Normal/Color
·
Click on OK.
·
Try printing again.