Mag-Filer is used to create 1099s and W-2s and print substitute 1099 forms, which print on white paper instead of pre-printed forms. Recipient copies of the 1099-MISC forms may optionally be emailed. Mag-Filer can create electronic files and guides the user through filing with the federal government and most states. Support for the Mag-Filer software is provided by SSI.
The most recent general release must be installed prior to installing Mag-Filer. View the most recent Agvance version Update Documentation here. This setup includes an activation process which will require assistance by SSI support.
Install Mag-Filer
The Mag-Filer program is installed directly from within Agvance. Go to Accounting / End of Periods / Print EOY Tax Forms / Setup.
Enter the Path to MagFiler Databases or select the Browse icon to select where the Mag-Filer database will be created. It is recommended to create a folder where the current data is stored named MagFiler2021. Select this folder.
Select the version of Mag-Filer to be installed from the drop-down.
Select Install.
Enter the Activation Key provided by SSI Support.
Select OK to continue through the installation process.
The first time Mag-Filer is launched after completing these steps, it must be opened from the 1099 or W-2 menu, NOT from the Mag-Filer icon on the desktop. This ensures the desktop icon points to the correct Mag-Filer database.
Using Mag-Filer
To launch Mag-Filer, double-click on the new Mag-Filer icon on the desktop. On the initial launch of Mag-Filer, activation is required. Enter the main user's email address and select Next.
Additional fields display prompting for a Company ID and Activation Code. Enter the following in the appropriate fields.
Company ID: 56419
Activation Code: 2092
Select Next to continue and launch the Mag-Filer program.
Database Setup
A database is initially set up when the Mag-Filer program is first launched. If necessary, additional Mag-Filer databases can be set up and a path established before importing files. Within Mag-Filer, go to Utilities / Select Database / Create New Database. This saves the path where the data will be stored. SSI recommends the data be stored in the same location as the Agvance database (i.e. C:\Agvance Databases\Avdata). This ensures the data is regularly backed up and is properly stored on the server.
Note: If an additional database is set up, tax files will not be imported into the program when utilizing the Import to Mag-Filer feature from within Agvance. Any tax files to be imported into additional Mag-Filer databases will need to be imported manually from within the Mag-Filer program.
User Security
Users and database security are established at Utilities / Security / Enable Database Security. Once database security is enabled, all users launching Mag-Filer are prompted for a User name and Password.
Users are set up by selecting Add. At least one user with Admin rights is required.
Creating Files
W-2 and 1099 files must be created from Agvance. This file contains payer and payee information to be imported into the Mag-Filer program.
Create W-2 files
Within the Agvance Tax / W-2’s setup, preview and save W-2s.
Go to the Electronic File tab of the Preview/Print W-2/W-3 Forms window, select the correct Tax Year, and enter all necessary information for electronic filing. The output file path determines where the file will be saved. Select Create File.
Create 1099 files
Within Agvance Tax / 1099’s, select the 1099 type to be created.
Choose the File option under Output To section. Enter the appropriate Tax Year and all necessary information for electronic filing. The Media Output Path determines where this file will be saved.
Select Write to create the 1099 file.
Note: When selecting Rent/Misc/Gross as the 1099 Type, two files will be created. One file (IRSTAXNEC.csv) is created for nonemployee compensation, which is no longer reported on the 1099 Misc form. The second file (IRSTAX.csv) is created for rent and gross, which is reported on the 1099 Misc form. Both files should be imported into Mag-Filer.
Importing Files
Payers and payees may be imported into Mag-Filer from an Agvance-created file for both W-2s and 1099s.
Importing W-2 files
Once the file has been created, it may be imported into Mag-Filer including both Payer and Payee information. This may be done directly from Agvance or manually from within the Mag-Filer program.
To import the file directly from Agvance, select the Import to Mag-Filer button.
Agvance locates the file titled W2REPORT.csv and imports it into the Mag-Filer program, which launches after the file is imported. If a username and password were created for the Mag-Filer database, there will be a prompt to enter User Login credentials.
Importing 1099 files
Once the file has been created, it may be imported into Mag-Filer including both Payer and Payee information. This may be done directly from Agvance or manually from within the Mag-Filer program.
To import the file directly from Agvance, select the Import to Mag-Filer button.
Agvance locates the file titled IRSTAX.csv and imports it into the Mag-Filer program, which launches after the file is imported. If a username and password were created for the Mag-Filer database, there will be a prompt to enter User Login credentials. The IRSTaxNEC file should be imported into Mag-Filer using the manual import option.
Manually Importing Files
In Mag-Filer, go to Utilities / Import / Payers and Payees from File.
Select the file created from Agvance. Once the file is imported into Mag-Filer, the imported data should be reviewed, changes (if necessary) made, and forms printed and/or electronically filed.
Reviewing imported file information
On the Home tab within Mag-Filer, select the payer to be reviewed.
With the correct payer selected, choose the Payees button at the top of the window to review Payee information.
Select the Calculate Totals button at the top of the Payee Information window to review or print a totals report.
After reviewing totals and closing out of this report, select the Show Warnings button at the top of the Payee Information window.
Only payees with errors display in the payee list to the left. Go through each payee to view errors. Fields containing errors are outlined in red.
After making necessary corrections, select the Show Warnings option again to display all payees.
Make any other necessary changes to payee information or amounts in Mag-Filer.
For any 1099-MISC payees who request the Recipient Copy be emailed, enter an email address to email the forms instead of printing. The program marks the Emailed checkbox after the email is sent. When the recipient confirms they received their 1099-MISC copy, select the Confirmed box. If the recipient no longer wants to receive the Recipient Copy via email but wants the form printed and sent, choose the Opt-Out of Email option.
Printing Forms
Select Print Forms on the Payee Information window and select payees to receive printed forms from the drop-down menu option to display the Print window.
From the Format drop-down, select Substitute for 1099s when printing the Recipient Copy on white paper, 4 Up for the W-2 employee copy, or Copy C for the 1099 payer copy.
Select the correct tax year from the Year drop-down. Optionally select to Mask TIN #’s. Choose Preview to preview the documents before printing.
These forms can be folded to fit in a #9 or #10 window envelope. As window envelopes vary from different manufacturers, it is recommended to test folding one form to ensure the name and address display properly.
Any or all forms may be reprinted at any time.
Creating E-Files
Choose the E-File button on the Mag-Filer Payee Information window. Select Create New E-File.
In the What to File area, select the appropriate Tax Year to File.
Complete the information on the screen. When filing 1099 forms, the TCC# and contact information must be completed. For W-2 forms, the User ID must be entered, and in the Preparer Code, select the appropriate option. The most commonly used option will be Self Prepared, but one of the other options may be used. Choose the option appropriate for the specific situation. Select E-File.
Summary information is displayed, which may be saved and/or printed. Close the summary report. The Online Filing window displays.
Choose Continue to be linked directly with the IRS site to submit the electronic file.
