How to Print 1096 Forms in QuickBooks Desktop

Introduction

As a business owner, it's important to stay on top of your tax responsibilities. One essential form that you may need to file is the 1096 form, also known as the Annual Summary and Transmittal of U.S. Information Returns. This form is used to summarize and transmit certain types of information returns, such as 1099-MISC forms, to the IRS.

If you're a QuickBooks Desktop user, you'll be glad to know that the software provides a convenient feature to help you print 1096 forms.

In this article, we'll guide you through the process of printing 1096 forms in QuickBooks Desktop, ensuring that you can fulfill your tax obligations with ease.

Understanding the 1096 Form

Before we dive into the steps for printing 1096 forms in QuickBooks Desktop, let's take a moment to understand the purpose and contents of the form.

Purpose of the 1096 Form

The 1096 form serves as a summary document for certain information returns that you file with the IRS. It provides the IRS with a quick overview of the total number of information returns you are submitting, as well as the total amounts reported on those returns.

Contents of the 1096 Form

The 1096 form includes the following important fields:

Name and Address: Enter your business name and address in the designated fields at the top of the form.

Employer Identification Number (EIN): Provide your business's EIN, which is assigned by the IRS, in the appropriate field.

Account Number: If you have been assigned an account number by the IRS for filing purposes, enter it in the designated field. This is optional and may not be applicable to all businesses.

Type of Return: Indicate the type of information returns you are summarizing and transmitting. In the case of 1099-MISC forms, for example, you would select "1099" as the type of return.

Total Number of Forms: Enter the total number of information returns included in your submission.

Total Amount: Provide the total amount reported on the information returns you are submitting.

Now that we have a good understanding of the 1096 form, let's move on to the steps for printing it in QuickBooks Desktop.

Step-by-Step Guide to Printing 1096 Forms

To print 1096 forms in QuickBooks Desktop, follow the steps outlined below:

Step 1: Ensure Proper Setup

Before you can print 1096 forms, make sure that your QuickBooks Desktop is properly set up to handle this task. Here's what you need to do:

Update QuickBooks: Ensure that you have the latest version of QuickBooks Desktop installed on your computer. Updates often include bug fixes and improvements that can enhance the printing process.

Check Printer Compatibility: Verify that your printer is compatible with QuickBooks Desktop. Refer to the printer's documentation or consult the manufacturer's website to confirm compatibility.

Load Appropriate Forms: Load the correct 1096 form into your printer. QuickBooks supports pre-printed 1096 forms that meet IRS requirements.

Step 2: Access the Print Forms Center

In QuickBooks Desktop, you can access the Print Forms Center to manage and print various tax forms, including the 1096 form. Here's how:

Go to the Vendors Menu: From the top menu bar, click on "Vendors" to access the Vendors menu.

Select Print 1099s/1096: From the Vendors menu, choose "Print 1099s/1096" to open the Print Forms Center.

Step 3: Set Up 1096 Form Printing

In the Print Forms Center, you'll need to configure the settings for printing 1096 forms. Follow these steps:

Choose the Appropriate Year: Select the tax year for which you need to print the 1096 form from the "1099/1096 Year" dropdown menu.

Verify Company Information: Ensure that your company's information, such as name and address, is correct. If any changes are needed, click on the "Company Preferences" button to update the information.

Review 1099 Information: Confirm that the 1099 information displayed is accurate. If any changes are necessary, click on the "1099 Setup" button to make the required adjustments.

Select the 1096 Form: In the Print Forms Center, choose the 1096 form from the list of available forms. Ensure that the correct form is selected.

Step 4: Review and Print 1096 Forms

Once you have set up the printing preferences, it's time to review and print the 1096 forms. Follow these steps:

Review Form Details: Double-check the information displayed on the 1096 form, such as your business name, address, and total amounts. Make sure everything is accurate before proceeding.

Print a Sample: If you want to preview the form before printing, click on the "Print Sample" button. This will generate a sample copy of the 1096 form that you can review on your screen.

Print the Forms: When you're ready to print the 1096 forms, click on the "Print 1096" button. QuickBooks will send the forms to your printer, and you can collect the printed copies for submission to the IRS.

Step 5: Distribute Copies as Required

After printing the 1096 forms, you may need to distribute them to the appropriate recipients. Here's what you should do:

Retain a Copy: Keep a copy of the printed 1096 form for your records. This will serve as documentation of your submission to the IRS.

Send Copies to Recipients: If you have included information returns, such as 1099-MISC forms, with your 1096 form, provide the appropriate copies to the recipients as required by the IRS.

Conclusion

Printing 1096 forms in QuickBooks Desktop is a straightforward process that can help you fulfill your tax obligations with ease.

By following the steps outlined in this article, you'll be able to generate accurate and professional-looking 1096 forms that are ready for submission to the IRS. Stay organized and compliant by leveraging the power of QuickBooks Desktop for your tax-related task