Yearli Guide
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  1. Yearli Guide
  2. Yearli Desktop
  3. Printing

How to Print

Print to PDF

  1. Click the Print Forms button.
  2. Choose the payer.
  3. To choose specific recipients to save to PDF:
    • Click on the Recipient List tab.
    • Select the recipient(s) to be included.
      • To select more than one recipient, press and hold the Ctrl key on the keyboard while selecting recipients.
  4. Choose the desired form type.
  5. Choose the desired copy of the form.
  6. Click the Preview button.
  7. In the top left corner, choose the Save PDF document floppy disk icon.
  8. Name the file and choose where to save the PDF.
  9. Click Save.
  10. The PDF file will be saved to that location.

Blank Forms

Blank forms are forms that are printed on blank printer paper. W-2 and 1095 forms can be filed to the SSA and IRS on blank paper.

Pre-Printed Forms

Pre-printed forms are forms that already contains the form image, onto which the form information is printed. When choosing the pre-printed form type through Yearli, only the information in the form fields will be printed; the form image itself will not print when printing pre-printed forms. The IRS requires that Copy A of 1099 forms and the 1096 be filed to the IRS on pre-printed paper.

Printing Recipient Forms

  1. Click Print Forms button.
  2. Double click on the payer.
  3. Choose the return type from the Select Return column. Only the returns created for the recipient will be available to print.
    • Copy A for forms is only available utilizing the pre-printed print type.
    • For W-2’s, choose the Employment type.
  4. Select recipients by the Select All link or hold Ctrl and select each recipient.
  5. Choose either Blank Form or Pre-Printed under the Select Print Type field.
  6. Select a copy of the return to print under Select Copy.
  7. Click Print to print the forms directly to the printer or Preview to display the forms on the screen before printing.

To print forms for specific recipients, click on the Select Recipients tab prior to clicking on print or preview. To select multiple recipients press and hold the Shift or Ctrl key and click in the gray grid area on the left of the recipient TIN for each recipient that should be printed. All recipients can be selected by checking the All Recipients that have this return option.

If printing forms to be paper filed with the IRS it will be required to print the forms on the pre-printed red Copy A form. The IRS also requires that a 1096/W-3/1094 accompany the printed forms.

Copy A is not available for forms that have been e-filed through the E-file Center, or corrections made to be e-filed. You do not need to send a copy of the form to the IRS; the E-file Center takes care of that for you.

Printing a 1094-C Form

  1. Click the Payer List button.
  2. Choose the 1094 form in the Form List.
  3. Click the Print button on the right side of the window.

Printing a 1096, W-3, or 1094-B Form

  1. Click the Print Forms button.
  2. Select the payer.
  3. To choose which recipients appear on the transmittal:
    • Click the Recipient List tab.
    • Select recipients by using the Select All link or hold the Ctrl key on the keyboard and select each recipient.
  4. Choose the transmittal type from the Select Return column.
  5. Choose either Blank Form or Pre-Printed under the Select Print Type field.
  6. To print the forms for multiple payers at a time:
  7. Click Print to print the forms directly to the printer or Preview to display the forms on the screen before printing.

Some things to keep in mind:

  • The transmittal can be printed without first printing or previewing Copy A of the forms. From the Recipient List, select the recipients whose form information should be included on the transmittal to ensure accurate totals on the transmittal form.
  • A 1096 or W-3 does not need to be printed or filed for returns that were e-filed through the E-file Center.

Print for Selected Payer Groups

  1. Click the Payer Groups tab.
  2. Highlight the Payer Group to print.
  3. The print utility will print all Recipient returns under each payer within the group sequentially.
  4. Click Print.

Printing an E-file Center Confirmation

  1. Click on the E-file Center menu.
  2. Choose Status.
  3. Place a checkmark next to the order number(s).
  4. Click on Order Status Detail.
  5. Click on the printer icon in the upper left corner.

Printing an E-Filed State Reconciliation

To prevent reconciliation forms that have been filed electronically from being filed as a duplicate on paper, state reconciliation forms that have been e-filed cannot be printed through the Yearli program. If you would like a copy of the form for your records, you could consider taking a screenshot of the reconciliation data entry screen.

Saving a Screenshot of the Reconciliation Screen

  1. Click on the Payer List button.
  2. Double click the state reconciliation form in the Forms List.
  3. Press the Ctrl, Alt, and Print Screen keys on your keyboard.
  4. Open a new Paint or Word document.
  5. Press the Ctrl and V keys on your keyboard.
  6. Save the document.

Printing a Journal

  1. Click the Print button.
  2. Choose Journals.
  3. Choose the desired journal.
    • For a list of journals and what is displayed on each, please see the Available Reports article.
  4. Click OK.
  5. Choose the applicable payer, form, or state information.
  6. Click Print.

W-2 Printing Options

Printing for Selected States

  1. Check the State Only checkbox in the Select State/Locality section.
  2. Select the State(s) from the list.
    • The list of states is populated from the entries made in State One and State Two of the W-2 Return Information tab. Excludes Copy A.
  3. Click Print.

Printing for Selected Localities

  1. Check the Locality Only checkbox in the Select State/Locality section.
  2. Select the Locality/Localities from the list.
    • The list of localities is populated from the entries made in Locality One and Locality Two of the W-2 Return Information tab.
    • Excludes Copy A.
  3. Click Print.

1099 Printing Options

  • Mask Recipient SSN (in the format XXX-XX-1234) & Mask Recipient EIN (in the format XX-XXX1234).
    • Click the Mask Recipient TIN checkbox in the upper right of the Print 1099 Returns Window to print only the last four digits of SSN or EIN on Recipient copies.
    • Masking of Recipient SSN or EIN is available for 1099 Recipient copies, generally Copy B and Copy 2 (also Copy C for 1099-R), following IRS guidelines.
      • SSN and EIN masking is not available on Form W-2G.

1095 Printing Options

  • Mask recipient SSN (in the format XXX-XX-1234). 
    • Click the Mask Recipient TIN checkbox in the upper right of the Print 1095 Returns Window to print only the last four digits of SSN on Recipient copies.
    • Masking of Recipient SSN is available for 1095 Recipient copies, following IRS guidelines.

Additional Information

  • Select return: Select a return type from the list.
  • Select print type: Click a radio button to select blank form or pre-printed form.
    • The Pre-printed form option must be chosen in order to print or preview Copy A of 1099.
  • Select copy: Click in the Select Copy list. Use your arrow keys or the scroll bar to move up and down through the list.
  • Select print options: If you would like printed forms to include payer information, click the Print payer information checkbox. Payer information is automatically printed when Blank Form is selected as the print type.
    • Click the Printer Setup button to change the current printer. Note that the current printer is displayed directly to the above of the Printer Setup button.
    • Adjust text alignment: Change the number of units displayed in the Horizontal and Vertical boxes to regulate alignment. 1 unit is equal to 1/1000 of an inch.
      • Option is not available for blank forms.
    • Horizontal: Positive numbers move data to the right, negative numbers move data to the left.
    • Vertical: Positive numbers move data up, negative numbers move data down.
  • Select Recipients: Use the Recipient List tab to select specific recipients to be printed. The default is to print for All recipients.
    • To select recipients, click to highlight the recipients you would like to print. Click, hold, and drag to select multiple recipients. Use press and hold the Shift key or Ctrl key and click to select adjacent or non-adjacent recipients in the list.
    • To change the recipient display order, click the column heading to change the sort order. The recipients can be sorted by TIN, Name or Misc Search.
  • Payer Groups
    • Use the Payer Groups tab to print 1099s for a group of payers. Simply highlight a Payer Group in the list.
  • Mask Recipient SSN (in the format XXX-XX-1234) & Mask Recipient EIN (in the format XX-XXX1234): Click the Truncate/Mask Recipient TIN checkbox to print only the last four digits of SSN or EIN on Recipient copies.
    • Masking of Recipient SSN or EIN is available for 1099 Recipient copies, generally Copy B and Copy 2 (also Copy C for 1099-R), following IRS guidelines.
    • SSN and EIN masking is not available on Form W-2G.
  • Form Copies
    • W-2 Copies
      • Copy A - Sent to Social Security Administration with accompanied W-3.
      • Copy B - Distributed to employee.
      • Copy C - Distributed to employee.
      • Copy D - Preparer keeps for own records.
      • Copy 1 - Sent to state tax department.
      • Copy 2 - Distributed to employee.
    • 1099 Copies
      • Copy A - Sent to the IRS with accompanied 1096 (pre-printed red form only).
      • Copy B - Distributed to employee.
      • Copy C - Payer copy.
      • Copy 1 - Sent to state tax department.
      • Copy 2 - Distributed to employee.
    • 1095 Copies
      • Federal Copy - Sent to the IRS with the accompanied 1094.
      • Federal Continuation Page - Sent to the IRS with accompanied 1095s.  
        • Used if the recipient has more than 6 covered individuals.
      • Recipient Copy – Landscape.
      • Recipient Copy – Portrait.
    • Transmittals
      • Transmittals are required by the IRS to be transmitted with printed W-2s or 1099s.
      • When electronically filing forms, a transmittal is not required to be sent for 1099 or W-2/W-2C forms.
      • W-3 - Used to transmit Copy A of form W-2 to the SSA.
        • The W-3 is a summary of the W-2s being submitted.
      • W-3c - Used to transmit Copy A of form W-2c to the SSA.
        • The W-3c is a summary of the W-2cs being submitted and can correct an original W-3.
      • 1096 - Used to transmit Copy A of forms 1099, 1098, 5498 and W-2G to the IRS.
        • The 1096 is a summary of the forms being submitted.
      • 1094-B/1094-C - Used to transmit 1095-C and 1095-B forms.
        • The 1094-B and 1094-C are summary forms for the 1095 forms being filed.
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