1099 E-File Federal Setup: You will first need to Setup your E-File account. Select File Maintenance, Company Heading File, select your Company, click on Edit, make sure you have a valid e-mail address and Federal ID Number for your company. Under “E-File Setup” you will need to enter in your First & Last name, User ID and Password then click on the Setup Account button. You should then be flagged that ‘Your account has been activated.’ Click OK. If you have more than one company, you will need to setup the E-File account for all of them. Create E-File: After you have ran all of your 1099 reports and are ready to print your forms select EOY, 1099 Forms / E-File. For Filing For select Federal, under Select Report Type you have the option to Print Only, Create E-File Only and Print and Create E-File. Select your desired company number and enter the Company Federal ID Number. Click OK, you may be flagged “E-Filing requires that the ‘Owner/Vendor’ name be separated into First, Middle Initial and Last names. If you are not sending to the person′s name, then you need to assign an ‘Association Name’.” You have the option “Would you like Roughneck to try and convert your names for you?” You will need to do this so your E-File data is in the correct format. If you choose NO, then you may manually do this by going into the Owner or Vendor file. To be sure that your E-File IRS names are correct go to the Owner and Vendor files and check the ‘IRS E-File Name’, NOT the IRS Reported Name. Roughneck will print out a report showing you how your Owner/Vendor names were divided. Once your E-File names are correct the system will perform a sanity check and alert you if there are any obvious errors, if so you will need to correct them before continuing. If printing your 1099’s forms you will next be asked about a 1096 form. Edit E-Filer: The 1099 E-Filer screen will now appear.   You have several options here.   You can Send Now, Send Later or Edit Payee.   If you need to adjust an Owner/Vendors Amount, Name, ID number, etc...  Click on the Edit Payee button.   This will allow you to make changes.  Important Note: Any changes made from this application WILL NOT reflect any other files outside of the E-File such as, Transaction File, Employee File, Trial Balance, Bank Rec., etc.... Send Now: Once you click on Send Now you will be prompted “Before sending, please name this file in case you need to send it again” and you will click OK. Now you will see a box called “Save As” and you will type the name of the file. Example: 2011FED1099 and then click OK. You will next be prompted to enter in User ID and Password (previously setup in the E-File Setup in your Company Heading File). Once you have entered in the required information and it is successful, you will be taken to the Transmit Confirmation screen. Here you will have the option to Print Receipt, Bill Me, Pay Now or Decline. We strongly suggest printing out your Receipt before you send your file. This will have the Batch ID Number for reference. Send Later: You will be prompted to enter in a name for the saved file so that you can send at a later point in time, if not ready to Send Now. Once you create your saved file name, you will receive a message telling you where you will find the saved file: EOY, Send E-File / Check Status, Send Saved 1099 E-File. Important Note: If you Save For Later and you exit out of the E-File process to make Owner or Vendor changes, the Saved File created WILL NOT reflect the changes made after exit. The Close button will take you completely out of the E-File process and you will need to start again, unless you previously saved a File to which you can access after closing.

If you have any questions on how any of this works PLEASE give us a call and we can help you with this.

1099 E-File State Create File: After you have ran all of your 1099 reports and are ready to print your forms select EOY, 1099 Forms / E-File. If you are filing for your State, then make sure to select Your State for Filing For. Select your Report Type: You have the option to select Print Only, Create State E-File Only or Print and Create State E-File. To create your State E-file you will need to include the Company State ID Number when filing for your State. Refer to CREATE E-FILE from above (Under Filing for Federal) for detail on the message: “E-Filing requires that the ‘Owner/Vendor’ name be separated into First, Middle Initial and Last names. If you are not sending to the person’s name, then you need to assign an ‘Association Name’.” Now you are ready to click OK.   Kansas: You will need to fill out your KW-3 form.   This form will be reported to Kansas via E-file. Other States: Some other states like Oklahoma and Mississippi have additional forms that will need to be submitted. You will be flagged to fill out and submit these forms. Edit Payee: Refer to EDIT PAYEE from above (Under Filing for Federal).   Send Now: Refer to SEND Now from above (Under Filing for Federal).   Send Later: Refer to SEND LATER from above (Under Filing for Federal).   The Close button will take you completely out of the State E-file process and you will need to start again, unless you previously saved a File to which you can access after closing.

W2 E-File Federal Setup: You will first need to Setup your E-File account. Select File Maintenance, Company Heading File, select your Company, click on Edit, make sure you have a valid e-mail address and Federal ID Number for your company. Under “E-File Setup” you will need to enter in your First & Last name, User ID and Password then click on the Setup Account button. You should then be flagged that ‘Your account has been activated.’ Click OK. If you have more than one company, you will need to setup the E-File account for all of them. Create E-Filer: When you are ready to Print of E-File your forms select EOY, W-2 Form / E-File. If you are filing for Federal, then make sure to select Federal for Filing For. Select your Report Type: You have the option to select Print Only, Create E-File Only or Print and Create E-File. You are required to include the Company Federal ID Number when filing For Federal. Click the OK button and you will be taken to the W2 Federal E-File screen, if you choose to Create E-File for Federal. Here you will see a list of all Employees to be E-Filed. Edit Payee: If you need to edit one of your employees, you can do so from this screen. You can quickly locate the employee by clicking on the Find button and selecting from the options. Once the employee is located, then click the Edit Payee button and make any necessary changes and click OK. Important Note: Any changes made from this application WILL NOT reflect any other files outside of the E-File such as, Transaction File, Employee File, Trial Balance, Bank Rec., etc.... Send Now: Once you click on Send Now you will be prompted “Before sending, please name this file in case you need to send it again” and you will click OK. Now you will see a box called “Save As” and you will type the name of the file. Example: FEDPAYROLL2011 and then click OK. You will next be prompted to enter in User ID and Password (previously setup in the E-File Setup in your Company Heading File). Once you have entered in the required information and it is successful, you will be taken to the Transmit Confirmation screen. Here you will have the option to Print Receipt, Bill Me, Pay Now or Decline. We strongly suggest printing out your Receipt before you send your file. This will have the Batch ID Number for reference. Send Later: You will be prompted to enter in a name for the saved file so that you can send at a later point in time, if not ready to Send Now. Once you create your saved file name, you will receive a message telling you where you will find the saved file: EOY, Send E-File / Check Status, Send Saved W-2 E-File. Important Note: If you Save For Later and you exit out of the E-File process to make Employee changes, the Saved File created WILL NOT reflect the changes made after exit. The Close button will take you completely out of the E-File process and you will need to start again, unless you previously saved a File to which you can access after closing.

W2 E-File State Create File: If you are filing for your State, then make sure to select Your State for Filing For. Select your Report Type: You have the option to select Print Only, Create State E-File File Only or Print and Create State E-File File. To create your State E-File file you will need to include the Company State ID Number for your State. Now you are ready to click OK. Edit Payee: Refer to EDIT PAYEE from above (Under Filing for Federal). Send Now: Refer to SEND NOW from above (Under Filing for Federal). Send Later: Refer to SEND LATER from above (Under Filing for Federal). The Close button will take you completely out of the State E-File process and you will need to start again, unless you previously saved a File to which you can access after closing.