Contents -

Quick Start Procedures
Steps to File to the IRS/SSA

The following briefly explains the steps required to E-file (electronically file) your data to the IRS or SSA. 

Please note: Starting with Tax Year 2006, Diskette filing to the IRS and SSA has been discontinued.  CD's are also not accepted.


IRS E-filing requirements for uploading Forms 1099, 1098, 5498 or W2G.

1. You must have an IRS Transmitter Control Code  (TCC #) in order to
e-file to the IRS.  Use the same TCC# to file all form types and different
EIN's.  Submit Form 4419 to apply for a TCC#. 

2. All transmitters must create a new account at the IRS web site
https://fire.irs.gov/firev1r/.

IRS E-filing requirements for uploading Forms 1042S.

1. You must have an IRS Transmitter Control Code  (TCC #) in order to
e-file Forms 1042S to the IRS.  Note: You must submit a different Form
4419 if applying for 1042S filing.  Submit Form 4419 to the IRS to apply for
a TCC#.   Note: Your 1042S TCC# will be different from the TCC# used
for 1099's.

2. If you e-file IRS Form 1099's, login using the same account as in
step 2 above.  If you only file Form 1042S, you will need to create a new 
account at the IRS site.  

SSA E-filing requirements for submitting Forms W-2.
 
Every submitter must have an assigned Personal Identification Number 
(PIN) to efile to the SSA.  
 
The SSA requires each submitter to register for E-filing.  Visit their web
site:  socialsecurity.gov/employer/ .   


1. Installation (install password = 07irs#ssa)
Insert the CD in your disk drive at your workstation for a local install.  The CD installation
should auto start.  Enter the install password and select the destination directory to send
program files to the network or local workstation drive.   Network installation occurs at the
server with setting up shortcuts on each users workstation to \Magwin2007\mag.exe at the
servers drive site.

2. Program start up
Select Mag-Filer 2007 from the Windows Start menu or from a shortcut created on your
desktop.

3. New Payer/Employer
Set up a new Payer/Employer name, address and contact information and it's form type (Form types or Filing Types are Misc, Int, etc).
  • Click the New Payer and then the Detail tab at the Mag-Filer Payer Information - 2007 Tax Year window.
  • Enter Payer information relating to the form you are reporting.  You must select the Filing type (1099Misc, 1099Int, W2, etc.) from the drop-down menu.

    (Note: Use the <Tab> key or the mouse to advance to each field and click Save upon record completion).

    4. Enter Payee/Employee data
    Manually enter each Payee or import data from an ASCII file format (refer to the manual for 
    importing).
      
  • Select the Payer by clicking on the file from the list or detail window.  The payer line will be highlighted.
  • Click the Payees and then New Payee button.  A blank Payee window will appear for entry.
  • Manually enter Payee data or import data from an ASCII comma delimited file.  Refer to manual for importing.
       
    New Import - Refer to MAG-FILER's user guide -  Importing Data into MAG-FILER.

    QuickBooks Import - Refer to MAG-FILER's user guide - QuickBooks Import.

    MAG-FILER previous Year's Data Import - Refer to MAG-FILER's user guide - Mag-Filer
    Payer and Payee Data or Only Payer Data.

    McKesson, Flexi, CMI, and EDS Imports - Refer to your accounting software for instructions to import
    data into MAG-FILER.  Import formats have been created in MAG-FILER.  See the user's guide - Importing
    Data into MAG-FILER, starting at step 15.

    (Note: Use the <Tab> key or the mouse to advance to each field and click Save upon record completion).

    5. Validate Payee data and balance all amount fields. 
    Check all data for valid entries.  Payees with a SSN as TIN (xxx-xx-xxxx) should be
    displayed in MAG-FILER as last name suffix comma space first name space middle initial and 
    payees with an EIN as TIN (xx-xxxxxxx) should be displayed as is.  Valid characters for all
    name and address fields are alpha, numeric, blank, ampersand (&), hyphen (-), comma (,), 
    apostrophe (' ), forward slash (/), pound sign (#), and the percent (% used as "in care of").  No 
    other special characters such as those used in foreign addresses are acceptable.  
     
    Data must balance to your accounting reports.  Use the Report option for balancing.
  • Select Report from the Mag-Filer Payee Information window for validating and totaling your entries.
  • The Totals window displays totals for the number of records and each amount field.
  • Click Run Report to print out Payees for verifying.  Note: The page size default is for 8 1/2 by 11 portrait and will fit 4 to 5 amounts on one page.  See Reports in the manual to get more amounts to appear per page.

    6. Print forms (optional)
    Print Pre-printed forms or Laser Created (created form to blank paper with data) forms for Payer, Payee, State, and IRS Copy A.
  • Click the Forms Print button from the Mag-Filer Payee Information window.
  • To print Pre-Printed Forms (blank official forms already printed):  Select Pre-Printed Forms (Copies A, B, etc.), Send to: and What to Print.  Do NOT select Which Copy.
  • To print laser created substitute forms (prints form and data to blank paper):
  • Select Which Copy, Send to: and What to Print.  Do NOT select Pre-Printed Forms.

    MAG-FILER uses the Windows default printer and must be set up before MAG-FILER start up.  A different printer may be selected by printing the forms or reports to screen, and using the Printer Setup icon.

    7. Mag File
    Create the file for IRS ( Forms 1099, 5498, 1098 or W2G), IRS (Form 1042S), SSA (W-2), or W-2 State reporting by Internet (Electronic Filing). You MUST E-file if your payee/employee count is 250+ for one form type (MISC, W2, etc.).  You will need to log on to the SSA or IRS sites to upload the file created by MAG-FILER.
  • Select the Mag File button from the Mag-Filer Payer Information - 2007 Tax Year window.
  • Payer files that are marked Yes in the Mag-File column at the Payer List will process.
  • Fill out the Mag-Filing Information window.
  • Print Transmittal forms to check total records filed and keep as your file copy.
  • Check Payer, Payee, and file information of the file ready for upload. Be sure to note the file size for comparison to the IRS/SSA file upload confirmation. 
  • The program will link you to the following web sites for logging on and uploading your files.
    SSA   socialsecurity.gov/employer/
    IRS     fire.irs.gov/firev1r/ 

    Do not E-file and also send IRS/SSA Copy A's for paper filing an employer or payer.