The Main Menu

The Generic menu is always visible. However, the Recipient menu is only visible when working on Information Returns or Annual Wage Reports. Generic menu items are discussed below. Recipient menu items are discussed in the topic Working with Tax Forms.

Electronic filers of Information Returns and Annual Wage Reports must complete the Transmitter and Submitter pages of the Transmitter/Submitter Information dialog, respectively. Transmitters requiring a Transmitter Control Code and Submitters requiring a User Id can apply directly from this dialog.

The Client (Filer, Entity) Management module manages all of your clients in distinct annual databases that can be rolled forward from year-to-year without any loss of prior year integrity. This module contains all of the tools necessary for adding, editing, deleting, importing, and copying client information.

Opens The Import Mapping Utility (IMU) for 2019. IMU can map any delimited text file or Excel® spreadsheet to a text file that Account Ability can import. The F2 key on your keyboard is a shortcut to this selection.

The Bulk Import Utility can be used to import returns across multiple clients simultaneously. In order to use this utility, you must assign each client's ID to the Client ID field in the schema. This is easily accomplished using The Import Mapping Utility.

Opens the Global Notes Dialog. Global notes are not specific to any one client and can be shared among users in a network environment. Global notes can be a rather useful tool for keeping track of specific tasks to be done either by you or others on your network. If notes exist, this selection is displayed as See Notes.

Account Ability's electronic reporting interface prepares information returns, annual wage reports, and TIN matching requests in specially formatted transmittal files. In particular, IRSTAX transmittals contain information returns formatted pursuant to IRS Publication 1220, W2REPORT transmittals contain annual wage reports formatted pursuant to SSA EFW2 or SSA EFW2C specifications, and BULKTIN.TXT transmittals contain TIN matching requests formatted pursuant to IRS Publication 2108A.

Unless otherwise specified, transmittals IRSTAX, W2REPORT (W-2), W2REPORT (W-2C), and BULKTIN.TXT are written to predefined folders IRS, SSA_W2, SSA_W2C, and BULK_TIN, respectively, within Account Ability's installation folder. To facilitate locating a transmittal for uploading, this selection allows you to copy the path of the desired transmittal to the Windows Clipboard.

When prompted by IRS or SSA for the file to upload, click the Browse or Choose File button and paste the desired path into the File name field of the Choose File to Upload dialog using the context menu.

•	If a selection appears disabled, a transmittal file does not exist.

•	Account Ability automatically copies a transmittal's path to the Windows Clipboard at the start of each electronic reporting session.

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Although Account Ability automatically copies a transmittal's path to the Windows Clipboard at the start of each electronic reporting session, one can inadvertently overwrite this path by copying and pasting other information during the reporting session. If this should happen, select the path again without closing the reporting session.

Use this selection to view, print, or delete filers from an existing IRSTAX or W2REPORT transmittal. You can choose to remove a filer from the selected transmittal by clicking the delete (

) button.

•	If a transmittal (IRSTAX, W2REPORT) appears disabled, the file does not exist.

Connects to the IRS FIRE System for filing Original, Correction and Replacement files. Electronic filers of Information Returns 1098, 1099, 3921, 3922, 5498 and W-G use The IRS FIRE System to upload and monitor the status of their electronic transmissions.

Connects to the IRS FIRE System for TEST file processing. This system is designed to support electronic filing tests for Information Returns only. The tax year 2019 time frame for testing electronically filed Information Returns is November 1, 2019 through February 15, 2020.

The electronic filing option automatically appends each file of Information Returns you create to a transmittal file named IRSTAX. A single IRSTAX transmittal can contain any combination of Information Returns for any number of clients. It is the IRSTAX transmittal file that ultimately gets transmitted to The IRS FIRE System. The IRS renames each file of Originals, Corrections, and Replacements it receives to ORIG.TCCNO.xxxx, CORR.TCCNO.xxxx, and REPL.TCCNO.xxxx, respectively, where xxxx is a numeric counter ranging between 0001 and 9999. In an effort to synchronize the files you transmit with those received by IRS, always use this selection to rename your IRSTAX file to the name supplied by The IRS FIRE System. Renaming each IRSTAX file you transmit also minimizes the likelihood of duplicate filings.

The Extension of Time to File Electronically module, located on the Client Reports Bar of the Client (Filer) Management module, creates a transmittal named IRS8809. Similar to IRSTAX, the IRS also renames each IRS8809 transmittal it receives. Use this selection to rename your IRS8809 transmittal to the name supplied by The IRS FIRE System.

•	If you use Account Ability's (Optional) EFILE Service, you will receive an email confirmation from IDMS. This email will contain the name assigned by IRS as well as instructions for renaming your transmittal file.

•	If you have a problem with an IRS transmittal and need to contact IRS FIRE, you will be asked to supply the name provided by IRS.

Although transmittal 4804 is no longer required of electronic filers, this selection can be used to view your IRSTAX file, if necessary. The option to print deprecated transmittal 4804 is also included for those desiring to use it for their own internal records when submitting and tracking transmittal files.

Each ACA transmittal you create is written to the Manifest Management and Testing module where it is ultimately manifested and submitted to the Affordable Care Act Information Returns (AIR) System.

Provides a link to the IRS Affordable Care Act Information Returns (AIR) Program website.

Provides a link to the IRS Affordable Care Act Information Returns (AIR) Login or Registration website.

Provides a link to Microsoft's free XML Notepad 2007 software. XML Notepad 2007 provides a simple intuitive user interface for browsing and editing XML documents. ACA users will find this tool extremely useful when viewing ACA XML transmittals, manifests and acknowledgment files.

AccuWage verifies W-2 transmittals prior to sending to SSA BSO. Once loaded, select submission type W-2 (Regulars)

•	Account Ability copies the path to your W2REPORT file to the Windows Clipboard prior to loading the AccuWage utility. When prompted for the File Name to be tested, you can paste (Shift Insert or Ctrl+V) the path to your W2REPORT file and click the Open button to easily locate your transmittal file.

AccuWage verifies W-2c transmittals prior to sending to SSA BSO. Once loaded, select submission type W-2c (Corrections)

•	Account Ability copies the path to your W2REPORT file to the Windows Clipboard prior to loading the AccuWage utility. When prompted for the File Name to be tested, you can paste (Shift Insert or Ctrl+V) the path to your W2REPORT file and click the Open button to easily locate your transmittal file.

The electronic filing option automatically appends each file of W-2s you create to a file named W2REPORT. A single W2REPORT file can contain W-2s for any number of clients. It is this W2REPORT file that ultimately gets transmitted to The Social Security Administration's Business Services Online (BSO). SSA assigns a wage file identifier (WFID) to each file it receives and renames the file accordingly. In an effort to synchronize the files you transmit with those received by SSA, always use this selection to rename your W2REPORT file to the name supplied by SSA BSO. Renaming each W2REPORT file you transmit also minimizes the likelihood of duplicate filings.

•	If you use Account Ability's (Optional) EFILE Service, you will receive an email confirmation from IDMS. This email will contain the WFID assigned by SSA and instructions for renaming your W2REPORT file.

•	If you have a problem with a transmittal and need to contact SSA BSO, you will be asked to supply the WFID provided by SSA.

The electronic filing option automatically appends each file of W-2Cs you create to a file named W2REPORT. By default, W2REPORT resides in the SSA_W2C folder located within your installation folder. A single W2REPORT file can contain W-2Cs for any number of clients. It is this W2REPORT file that ultimately gets transmitted to The Social Security Administration's Business Services Online (BSO). SSA assigns a wage file identifier (WFID) to each file it receives and renames the file accordingly. In an effort to synchronize the files you transmit with those received by SSA, always use this selection to rename your W2REPORT file to the name supplied by SSA BSO. Renaming each W2REPORT file you transmit also minimizes the likelihood of duplicate filings.

•	If you use Account Ability's (Optional) EFILE Service, you will receive an email confirmation from IDMS. This email will contain the WFID assigned by SSA and instructions for renaming your W2REPORT file.

•	If you have a problem with a transmittal and need to contact SSA BSO, you will be asked to supply the WFID provided by SSA.

TIN Matching u
The Internal Revenue Service’s Taxpayer Identification Number (TIN) Matching Program was established for payers of Form 1099 income subject to the backup withholding provisions of section 3406(a)(1)(A) and (B) of the Internal Revenue Code. Prior to filing an information return, a Program participant may check the TIN furnished by the payee against the name/TIN combination contained in the Internal Revenue Service database maintained for the Program.

The IRS Office of Electronic Tax Administration offers two TIN Matching options:

Interactive TIN Matching - This process accepts up to 25 input name/TIN combination requests online. Results are returned to the user in real time.

Bulk TIN Matching - This process accepts electronic transmittal files containing up to 100,000 name/TIN combinations for matching. Results are generally returned to you within 48 hours in a BULKTIN Response File.

In order to use a TIN Matching option, one must first register with IRS e-Services. Once registered, you will be able to create and submit transmittal files, as well as process BULKTIN Response Files, using Account Ability's TIN Matching Menu,

•	IRS e-Services Login/Registration connects you to IRS e-Services website.

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Create a BULKTIN Transmittal scans Account Ability's entire database for recipients to be tested and writes the results to a BULKTIN transmittal file formatted pursuant to IRS Pub. 2108A. This transmittal file is then uploaded to IRS e-Services for processing or submitted to IDMS (see Outsourcing Services below).

•	Rename a BULKTIN Transmittal. IRS assigns a unique transaction number to each BULKTIN transmittal file submitted for processing. Use this selection to rename your transmittal to this transaction number.

•	Open an IRS BULKTIN Response File. Response files are either downloaded from IRS e-Services or emailed to you from IDMS (see Outsourcing Services below). Once you have received your response file, use this selection to launch the BULKTIN Response Processing module.

IDMS offers a suite of optional outsourcing services for users of Account Ability. Outsourcing services include electronic filing (IRS and SSA), TIN Matching, and Print and Mail. With each of these services, transmittal files created by Account Ability are transmitted directly to IDMS for processing from the Outsourcing Services Menu,

•	To order IDMS's Print and Mail Service, see the Print and Mail link at www.IDMSInc.com.

•	To order IDMS's EFILE or TIN Matching Service, see the Order link at www.IDMSInc.com.

•	Users of Account Ability are not required to purchase an outsourcing service in order to use that feature.

Use this selection to specify a new location for The Import Mapping Utility or Account Ability's 2019 database.

Instructions for moving the 2019 database can be found online on our Tips Knowledge Base. Once the database has been moved, use this selection to inform Account Ability of the new location.

Queues the IDMS Laser Fonts for downloading. These fonts are required when drawing Information Returns and Annual Wage Reports on blank paper using the PCL printer configuration. This menu item is disabled for GDI and Dot Matrix configurations. For more information, see Automatic download of IDMS laser fonts on Printer Preferences.

Displays all users currently working in Account Ability. Also provides the ability to verify each user's session.

Opens the Account Ability Backup and Restore Utility. This selection is disabled if there are any tax forms open on your workstation.

Displays the Desktop page of the Preferences menu. Desktop preferences enable you to configure user interaction with Account Ability as well as the appearance of hints.

Displays the Focus Colors page of the Preferences menu. Focus colors can possibly assist those with visual impairments to identify the control receiving keyboard input.

Displays the Printers page of the Preferences menu. Account Ability delivers print jobs to your system's printer in the form of journal records. How these journal records are created depends upon the configuration you specify.

Displays the Laser, GDI Offsets page of the Preferences menu. If you use preprinted forms with Account Ability there is a chance you may experience printer alignment problems (i.e. Data prints too high, too low, too far to the right, or, too far to the left). Alignment problems, when they exist, can be corrected by specifying an offset to the row and/or column print positions.

Use the US Postal Services dialog to configure Intelligent Mail Barcode, First-Class Indicia information and Zip Code Lookup preferences.

Use this selection if you would like Account Ability to check for updates at program startup. If a service pack exists, a message will be displayed instructing you on how to download and install the update.

Use the Create Shortcut selection to easily create shortcuts to Account Ability on the Desktop, Start Menu, Programs Menu, Common Start Menu, or Common Programs Menu.

Use the Delete Shortcut selection to easily delete shortcuts to Account Ability from the Desktop, Start Menu, Programs Menu, Common Start Menu, or Common Programs Menu.

The Forms menu contains a list of all supported tax forms for reporting year 2019. Until a client has been selected for processing, this menu item appears disabled. Once enabled, however, you can open as many as five tax forms simultaneously for the selected client.

Open tax forms for the selected client are listed at the bottom of the Window menu item. When more than one tax form is open, use the Cascade and Stack selections to rearrange the forms.

Creates a secure connection, User ID, and Password required for remote desktop support by an Account Ability support technician. With this level of support a technician connects directly to your PC via a 128-bit secured internet connection that you initiate. The connection requires a system generated session ID and Password that you provide to the technician. Once connected, the technician will work with you interactively in order to solve the problem at hand. At the end of the session, the secured connection is destroyed and cannot be reinstated without a new session ID and Password.

This is the best way to email support issues to Account Ability's technical support department since your Account Ability serial (license) number is automatically embedded within the subject of the email. Technical support is free and unlimited to all licensed users of Account Ability.

Opens a brief overview of The Social Security Administration's Business Services Online (BSO).

Opens the Transmitter Information dialog. If you need to apply for an original Transmitter Control Code (TCC) or update an existing Form 4419, Application for Filing Information Returns Electronically, click File Form 4419, .

Opens a PDF document that you can complete and print as needed. The option to create an Extension of Time to File electronic transmittal can be found on the Reports Bar of Client (Filer, Entity) Management.

Connects to the United States Postal Service (USPS) website for the sole purpose of looking up USPS ZIP+4 and Delivery Points. Once an address has been submitted, the properly coded ZIP+4 address is displayed. Clicking on the Mailing Industry Information link displays additional information, including the Delivery Point. Account Ability automatically barcodes properly coded ZIP+4+Delivery Point addresses when printing on Pressure Seal Forms.

Displays a list of states and their respective Combined Federal/State Filing Program (CF/SF) and Federal Information Processing Standards (FIPS) codes. IRS established the Combined Federal/State Filing Program to simplify Information Returns filing for the taxpayer. IRS/IRB will forward this information to participating states free of charge for approved filers. Separate reporting to those states is not necessary. The following information returns may be filed under this program: 1099-DIV, 1099-G, 1099-INT, 1099-K, 1099-MISC, 1099-OID, 1099-PATR, 1099-R, 5498.

•	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.

Displays a list of sample text files that Account Ability can import. These files are included as a reference for those users interested in building an interface between Account Ability and their host application. For a description of each field, refer to Appendix A of the Account Ability user manual.

Displays a list of sample spreadsheet files in CSV format. These CSV files are included as a framework for those users interested in creating spreadsheets that Account Ability can import. For a description of each column, refer to Appendix A of the Account Ability user manual.

•	When working with sample spreadsheets, do not rename any column header.

•	When working with sample spreadsheets, delete any column that does not apply to your situation.

•	Always save your resulting spreadsheet using the comma separated value (CSV) format.

•	Once your CSV file is complete, use the Map by Name feature on the Tools menu of the Import Mapping Utility

Opens the Tip of the Day dialog. By default, the Tip of the Day dialog is automatically displayed each time you start Account Ability, unless otherwise specified.

If you upgrade your licensing, use this selection to enter your new serial (license) number.

Displays Account Ability's version, serial number, and licensing information. Click the Check for updates link to see if a service pack is available. If so, you will be prompted to download it,

Service Packs are automatically downloaded to the server. If the computer doing the download is the server, an installation shortcut is created on the desktop. Otherwise, installation instructions will be displayed.

•	The Check for updates link is not displayed on demonstration systems.

•	Account Ability automatically checks for updates at startup unless otherwise specified from the Preferences menu.

•	Service Packs are also posted to the Download page of Account Ability's website.

If you used Account Ability last year, the 2018 database should be detected automatically. If not, you can always use this selection to specify the location to be used.