Paperless Reporting to Payees/Recipients with PDF

There are two methods to Create PDF files:

  1. Click one of the Print Icons in the menu bar of the 1099 Express program.

OR

  2. Click the 'File' menu and select 'Print (create) Laser Forms or choose the PDF Creator. If this method is prefered please read instructions below.

How to Create PDF file(s) using the PDF creator:

Click on Print PDF Icon in the main program or click on File and Select Create forms to PDF Files.

Print Range: Set the starting and ending line in 1099 Express. You can create any range of payees.

Number of Files: Put each payee's form in a separate PDF file to email or all payees in one PDF file, for your records or to archive.

Security: Set the Security Radio buttons to either password protect or not. If you choose to password protect, each PDF will be locked. Personally Identifiable Information (PII) must be 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. Since this information is on the 1099, the PDF file must be password protected and encrypted if it will be e-Mailed.

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.

Filename Options:
  ◦Option 1: The default file name is a Sequence Number, Company, FormType, Last 4 of the SSN, and Payee Name.

  ◦Option 2: Or The filename can be created from the account number column 14, OR ANY COLUMN in the 1099 Express grid by specifying the column number.

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 open the PDF, then he/she already knows the masked numbers in the PDF.

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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