Print forms

Learn how to create print files to send to recipients.

After you have added your data and it looks accurate, the next step is to create print files to send to recipients.

Go to Print on the side menu.
Click Create print file.
Select one of the following options:
- Original: Forms that have not needed to be corrected.
- Correction: Forms that were previously transmitted and have to be corrected.
Select which forms to print.
You can customize what your printed forms will look like and opt in to Sovos print services. Read the article on print settings for details about each field.
Click the Arrow icon next to a form type to expand the section and review your control totals.
The control totals are based on the criteria you selected in the Data selection and Reprint options sections.
Tip: If the Refresh control totals button is enabled, the control totals displayed are not the most recent. Click this button to get the latest control totals.
If the control totals look accurate, click Create print file.
Review the print settings your selected in step 4, then click a form type tab to preview the forms. Repeat for all form types.
- Click the Arrow icon next to the form type to expand the section and review the control totals.
- Use the arrows at the top of the preview section to scroll to the next form.
- Use the search bar to search for a specific form by name, TIN, or account number.
Note: If you see a loading circle next to the form type, your print file is not ready yet. The print file will be ready in a few moments.
If the preview looks accurate, click Approve and print.
- If you need to start over, click Cancel print, then click Cancel print again on the pop-up. The forms will be marked as cancelled and you can start the printing process again.
- If you want to save the print file to print it later, click Go back. The print file will be saved in the Approve and print section of the Print page.
On the pop-up, click Print to Sovos.
To download the forms to keep a copy on your computer, click the Download icon next to each form type. You can also download them later on the File Manager page.

Track the status of the print files in the Print activity section of the Print page. The status is displayed in the Print status column. Click a row to view a summary of the print order or to download the forms.

Print settings

Learn about the data selection and print options available when creating print files.

The print settings section of the Select data to print page is highlighted,

Data selection

Payers and forms: All payers and forms are selected by default. If you don't want to include a payer or form, click the Arrow icon and clear the checkbox.
Include forms under federal limit: The IRS has a limit for what must be reported. Select this checkbox to include all forms and ignore those limits.
Include forms with errors: We recommend fixing errors in your data before printing. If you want to ignore errors in your data and print the forms anyway, select this checkbox.
Note: If selected, forms with errors and forms whose recipient has errors will be printed.

Reprint options

Forms that have already been printed can be reprinted.

To reprint these forms, select Include forms marked as reprint or Include all forms.
If you don't want to reprint any forms, select Include forms not marked as reprint.

Print options

Print notes: You can include notes on your printed forms. Print notes are customizable and will be printed on all forms in the print order. Click Edit to select an existing print note from the dropdown, or select New print note to create a new one.
Mask TINs on forms: When TIN masking is enabled, only the last four digits of TINs will be printed on the forms. TIN masking is enabled on all forms by default. Click the Arrow icon and clear the checkbox for any form type whose TINs you don't want to mask.
Use Sovos print services: This option is selected by default. If you don't have Sovos print services, uncheck this box, and the print file will not be sent to Sovos. A PDF will be generated to be printed locally instead.
CAUTION: If you are using Sovos print services, check that the recipients' Local print checkbox in the Output options section is not selected. If it is selected, their forms will not be included in the print order. If you are not using Sovos print services, the recipient's Local print checkbox must be selected.

Create print notes

Learn how to create a new print note to include on your printed forms.

Print notes are customizable and will be printed on all forms in the print order. Saved print notes can be used on any form type and print order.

Follow the first 3 steps in the article on printing forms.
Under Print options, click Edit next to Print notes.
Select New print note from the dropdown.
Enter a print note name in the field and enter what you want the print note to say in the four lines. Then click Save.
Each line allows for up to 34 characters.
Click Save edits.

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