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Frequently Asked Questions (FAQs)

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Questions in 'Data Entry' 
I forgot to report a few 1099 returns. What should I do?
How do I enter more than 2 states and/or 4 box 12 codes on Form W-2?
Can I begin entering 2016 returns using the 2015 version of Account Ability?
What is the CFSP field appearing on certain forms 1099 and 5498?
How should I enter an employee who does not have an SSN?
How do I enter an ITIN in Account Ability?
I need to enter several 1099s for the same recipient. The only thing changing is the account number and the amount. Is there a way for me to repeat the name, address, and taxpayer id without having to retype it each time?
Is there a way to arrange 1099 forms in alphabetical order?
How can I get each line of W-2 Box 14 to total correctly?
What date should be used when reporting timber royalties on Form 1099-S?
Why is the 'Forms' menu disabled (grayed out)?
How do I enter the hyphens in a recipient's SSN or EIN?
How do I enter state identification numbers on forms W2 and/or 1099?
Every time I try to save my 1099 recipient information I get the message 'Field Name Line 1 requires input'. Why?
How can I automatically post wages entered in box 1 on Form W2 to box 16?
How come the City, State and Zip code are automatically inserted every time I add a new recipient? Is there a way to prevent this?
Answers
I forgot to report a few 1099 returns. What should I do?
Create and print a 1099 for each recipient you originally overlooked.
Submit these 1099s to the IRS as ORIGINAL returns.

The following procedure is highly recommended:

  • Open Client (Filer, Entity) Management from the 'Module' menu.
  • Click once on the client to be used.
  • Select Copy... from the 'Client Task Bar'.
  • When asked "Are you creating a CORRECTION Client", reply No.
  • Assign a temporary Client ID.
  • Click OK to create a temporary client.

  • Enter the 1099s you overlooked using the temporary client.

  • Print and mail these returns as usual.
  • File these returns with IRS either electronically or on plain paper as ORIGINALS.

  • Once you are sure all returns have been successfully processed,

  • Open the original client's 1099s.
  • Select Import -> Another Client's Returns from the 'File' menu.
  • Select the temporary client's returns.

  • When done, your original client will contain the new returns.

    You can now safely delete the temporary client.
    How do I enter more than 2 states and/or 4 box 12 codes on Form W-2?
    You need to issue a second Form W-2 to the employee. If you issue a second Form W-2, complete boxes a, b, c, d, e, and f with the same information as on the first Form W-2. Show only those items that were not included on the first Form W-2 in the appropriate boxes.
    Can I begin entering 2016 returns using the 2015 version of Account Ability?
    You can use the 2015 version to begin entering your 2016 returns today!

    Here's the procedure:

    a) Start the 2015 version of Account Ability.
    b) Open the 'Client (Filer) Management' module.
    c) Click once on the client to be used.
    d) Select 'Copy...' from the Client Task Bar.
    e) Answer 'NO' to the Correction Client prompt.
    f) Enter a 'Client ID' to be used for reporting year 2016.
    g) Leave the 'Reporting Year' as 2015.
    h) Click OK.

    You can now begin entering your 2016 returns for the client you just created. When you receive the 2016 version, simply roll-forward these returns without initializing for a new calendar year. You will then be able to print and efile your returns pursuant to the latest IRS and SSA specifications.

    NOTE: All licensed users of Account Ability will be notified of the 2016 release during the month of September, 2016, via first class mail. This notification will contain a summary of changes, enhancements, and a 2016 order form.
    What is the CFSP field appearing on certain forms 1099 and 5498?
    CFSP is Account Ability's abbreviation for the IRS Combined Federal/State Filing Program. If you are an approved filer participating in this program, IRS/IRB automatically forwards original and corrected Information Returns 1099-B, 1099-DIV, 1099-G, 1099-INT, 1099-K, 1099-MISC, 1099-OID, 1099-PATR, 1099-R, and 5498 received electronically to the state entered in the CFSP field.

    For detailed information on the Combined Federal/State Filing program, refer to IRS Publication 1220 or contact IRS/IRB customer service at 1-866-455-7438, Monday through Friday, 8:30AM to 4:30PM EST. Customer service can also be reached electronically at mccirp@irs.gov.
    How should I enter an employee who does not have an SSN?
    Enter employee information as usual on form W-2.

    However, you must

    a) Leave the SSN box blank
    b) If an SSN has been applied for, check the 'Applied' box. Otherwise, leave 'Applied' unchecked.

    If an SSN has been applied for, the words APPLIED FOR will print on Form W-2. Otherwise, 000-00-0000 will print.

    In either case, the RW record will show 000000000, pursuant to SSA EFW2 specifications.
    How do I enter an ITIN in Account Ability?
    An Individual Taxpayer Identification Number (ITIN) is a nine-digit number that always begins with the number 9 and has a range of 70-88 in the fourth and fifth digit, example 9XX-70-XXXX.

    Enter ITINs as you would any other social security number with a 'TIN Type' of SSN.
    I need to enter several 1099s for the same recipient. The only thing changing is the account number and the amount. Is there a way for me to repeat the name, address, and taxpayer id without having to retype it each time?
    After typing in the first 1099, you can repeat the recipient's name, address, and taxpayer id on subsequent returns by double-clicking the Recipient ID Number field. This will activate Account Ability's Taxpayer Lookup Dialog. Selecting a recipient from this dialog automatically populates the name, address, and taxpayer id fields.

    FYI: For more information on the Taxpayer Lookup Dialog refer to the section

    Working with Tax Forms -> Common Tasks -> Adding Returns

    in the Tax Form Preparation User Manual located on Account Ability's 'Help' menu.
    Is there a way to arrange 1099 forms in alphabetical order?
    From the ORDER BY menu of form 1099, select RECEIPIENT NAME. This will order (sort) the file by the RECIPIENT NAME LINE 1 field. Since the form does not call for a FIRST NAME, LAST NAME (as does a W2 form), enter the recipient's name as LAST NAME, FIRST NAME (if applicable).

    For example, JOHN DOE would be entered as DOE, JOHN; PETER M. SMITH would be entered as SMITH, PETER M., and so on...

    When entering an entity name, enter it as usual (e.g. DAN'S AUTO BODY).

    You can also use the NAME CTRL field to alphabetize recipients by using the first 4 character's of the recipient's surname. In this case, you would select NAME CONTROL from the ORDER BY menu.
    How can I get each line of W-2 Box 14 to total correctly?
    It is important to note that Box 14 is not a numeric box! That is, each line can contain string (or alpha-numeric) information. Since there is no well-defined method of totaling alpha-numeric data, Account Ability filters out the non-numeric characters and totals whatever remains.

    Example: If Box 14, line 1, reads

    MW508FD = 12.34

    totaling would see it as $50,812.34. That is, first the non-numeric characters (MW FD =) would be stripped away leaving only the numeric characters (50812.34) for totaling. Re-writing this as MWFD = 12.34 would total it correctly.
    What date should be used when reporting timber royalties on Form 1099-S?
    The date would be when the economic interest or benefit of ownership shift to the transferee. Generally, the date the contract is finalized and the transferee has the right to the timber.
    Why is the 'Forms' menu disabled (grayed out)?
    You haven't selected a client for processing. Open Client (Filer) Management from the Module menu and double-click the client to be used. This will select the client to be used and enable the 'Forms' menu.
    How do I enter the hyphens in a recipient's SSN or EIN?
    You don't. Account Ability contains a TIN Type field which qualifies each taxpayer's identification number as either SSN, EIN, or N/A (not available). Although hyphens are not displayed on the screen, they are printed on all reports and forms.
    How do I enter state identification numbers on forms W2 and/or 1099?
    State identification numbers are not entered directly onto forms in Account Ability. Instead, they are entered into the client's 'State Identification Numbers' table, which can be found on the 'State ID' page of Client Management. Account Ability retrieves state identification numbers from this table automatically.

    TIP: While working on form W2 or 1099, if you rest your mouse on the reporting state for a few seconds Account Ability will display the currently recorded state identification number in a hint window (provided you have not disabled hints).
    Every time I try to save my 1099 recipient information I get the message 'Field Name Line 1 requires input'. Why?
    There are two name lines within the 'Recipient's Name' field. It has been reported that some users fail to see the hair-line cursor (or caret) when entering a recipient's name into this field. Consequently, you cannot see where you are typing so the recipient's name is inadvertently entered into the second name line instead of the first. Since Account Ability requires that something be entered into the first name line, the error is displayed.

    Probable Cause. Account Ability was designed to run at 96dpi, which is considered normal screen resolution. One can change this resolution by altering their Display Properties to use LARGE FONTS. This will definitely result in the loss of the caret in some, but not all, input fields.

    Solutions:

    (1) The best solution is to restore your Display Properties to 96dpi. To do this,

    (a) Open your system's Control Panel
    (b) Double-click on 'Display'
    (c) Click the 'Advanced' button on the 'Settings' page
    (d) On the 'General' page, change the Font Size to Small Fonts (96dpi).

    (2) Here's a workaround for those who insist on using LARGE FONTS. Enable focus colors so that you can see where you are typing. To do this, see the selection 'Focus Colors...' on the 'Preferences' menu.

    As you enter the Recipient's Name field you will now see that there are TWO name lines available, not one!
    How can I automatically post wages entered in box 1 on Form W2 to box 16?
    Account Ability automatically posts wages entered in box 1 to box 16 (State #1) for states in which wages are specified as taxable.

    To specify the states in which wages are taxable,

    (a) Open the client's W2 Form
    (b) Click on the Employer's name and address in order to display the 'Edit Filer' dialog
    (c) Click on the 'State ID' tab
    (d) Follow the directions on the 'State ID' page to record each state in which wages are taxable -- make sure you check the 'Tax' indicator
    (e) Click OK to close the dialog and save your changes.

    Changes made to box 1 will now be posted to box 16 for the states you entered.

    NOTE: This feature is not applicable when importing.
    How come the City, State and Zip code are automatically inserted every time I add a new recipient? Is there a way to prevent this?
    The option to repeat the last City, State and Zip code with each new recipient entered is controlled by you, not Account Ability. In order to disable this preference, select 'Desktop' from the 'Preferences' menu. Remove the check mark preceding the Repeat City, State, Zip (or Foreign) preference.

    NOTE: Turning this preference on when entering payers from a cooperative on Form 1098 will expedite data entry by repeating the entire street address.
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