Creating PDF Files

Note: If emailing forms to recipients, the IRS requires Issuers to recieve permission from the recipient to email their information returns.
See: Requirements for furnishing information returns electronically: Consent Requirments



Consent

Paperless Reporting to Payees/Recipients with PDF

There are two methods to Create PDF files:


Method One:
Click the Print Icon in the menu bar or click the 'File' menu and select 'Print (create) Laser Forms'.
Print Laser Forms
Select the copy required to save from the Graphic Forms section.
  • After making a selection, click Print.
Laser Forms Setup
A new window will populate, from the selection labeled Printer, use the drop-down menu to select Microsoft Print to PDF. or Save as PDF.
  • Once selection is made, click Print.
Windows Print Settings
The system should prompt a new window that will initialize the PDF process.
  • Click OK to proceed.
OK
Users will then be able to name the PDF file and save it in any folder of their choosing.
  • Default folder being the E20XX - PDF.
Save PDF File




Method Two:
The second method is to us the PDF Creator system in the program.
  • Users can access this system through the File menu and select the option Print (Create) FORMS to PDF from the drop-down list.

  • Or by selecting the red PDF button on the menu bar. Print PDF
Create PDF
Print Range: Set the starting and ending line in 1099 Express. Users can create any range of payees.
Print Range
Number of Files: Put each recipient's form in a separate PDF file to email or save all recipient's forms in one PDF file.
  • This PDF File can be saved to be archived or to email forms to the recipients.
Number of Files
Security: Set the Security Radio buttons to either password protect or not.
  • If the Issuer chooses to password protect, each PDF will be locked.

  • Personally Identifiable Information (PII) must not be disclosed and should be kept private. The PDF is encrypted, so it can't be viewed with other software, for example, Notepad.

  • Disclosure of PII could result in identity theft or possible legal action.

  • PII includes a person's Tax ID number, name, address, money amounts, account number, etc.

  • As this information is included on the 1099, the PDF file must be password-protected and encrypted if it is to be emailed.
Security
User Password: When 1099s are saved in SEPARATE PDF FILES and the Radio button has been selected to encrypt, the User Password default is the recipient's Tax ID number without dashes.
  • When all 1099 forms are saved in ONE PDF FILE, you must set the User Password to something like "Jane" or "Richard", when asked to do so.

  • Clicking cancel will stop the entire process and the file will not be generated.
Password
Filename Options:
  • Option 1: The default file name is a Sequence Number, Company, FormType, Last 4 of the SSN, and Payee Name.

  • Option 2: The filename can be created from the account number column 14, OR ANY COLUMN in the 1099 Express grid by specifying the column number.
File Name
PDF Save Folder: The default folder for the PDF files are saved in the 1099Express - E20XX - PDF found in the Documents folder in the File explorer.
  • Users can change the save location by selecting the Set PDF Save Folder before creating the PDF File(s).
File Name

Masking: The IRS requires masking of tax ID numbers, for example XXXXX1234. Masking is intended by the IRS as extra security for mailed paper forms. However, it can also be used to provide extra security when e-Mailing PDF forms to recipients.
  • It's an elegant solution: if the recipient can access the PDF, they already know the masked numbers within it.
Authority: In the 1099 series General Instructions, Section M, ~ Page 17, see the heading electronic recipient statements (in the left column). Under these rules: E-Mail all 1099 series forms except form 1098-C.
  • The recipient must give their consent and be able to generate a printed copy.

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