Manage Files dialog

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For payroll compliance (annually licensed)

Use the Manage Files dialog to preview, recreate, or remove internet or magnetic files. You can also print a transmittal worksheet for states and forms that require one.

Choose Actions > Process Internet/Magnetic Files and then click the Manage Files button.

Fields & buttons

Filter fields

Use the filter fields at the top of the dialog to limit the number of files displayed. When the dialog is opened, the application pre-filters the information to include only data within the three months prior to the current system date. To clear this pre-set filter, click the Delete button in the Filter field.

For more information about filtering data in dialogs and screens, see Searching and filtering data.

File Location

The File Location for internet or magnetic files is listed at the bottom of the screen. This location can be modified only by choosing Setup > File Locations and modifying the location in the File Creation tab. 

Manage Files grid

The grid displays the jurisdiction, form, period end date, the number of clients, creation date, the last modified date, and the Batch File number of the created internet/magnetic files. The application assigns and increments a batch file number in this grid whenever a new file is created in the Process Internet/Magnetic Files screen for the same jurisdiction, form, and period end date. When you have sent the file, you can mark the Complete checkbox.

Note: If you mark the Complete checkbox for a file, the application ignores that file when it checks to see if files can be appended. Instead, the application does one of the following 2 things.

  • If the file contains Form 1099-MISC or 1099-NEC, the application will automatically create a new file and increment the Bath # column by 1 for subsequent 1099-MISC and 1099-NEC forms that are processed for the same client for the same jurisdiction and period end date.
  • If the file contains another form type (other than 1099-MISC or 1099-NEC), the application will display a message stating "Client [Client name] for form [Form type] with a period end date of [period end date] was found in a completed file and therefore cannot be queued."

Preview Selected button

The Preview Selected button opens either the Output File Preview dialog (for report format files) or the File Viewer dialog (for agency format files) so you can preview the file(s).

Note: To print a transmittal worksheet for a particular form, select the form and then click the Preview Selected button with the format set to Detailed Report.

Format

Choose either Agency, Detailed Report, or Condensed Report as the format for the files. The default option is Detailed Report, which shows the detailed data contained in the file for the selected files.

Note: To print a transmittal worksheet for a particular form, select the form and then click the Preview Selected button with the format set to Detailed Report.

Separate report per client

(Available only when Detailed Report is selected as the file format.) Marking this checkbox causes the application to create separate reports for each client when they are previewed or printed, so that they can be sent to client-specific FileCabinet CS drawers.

Remove Selected button

Click the Remove Selected button to remove the selected files.

Note: To delete client records from the file, mark the checkbox next to the Jurisdiction in which the records are contained, click the plus sign to expand the list of clients in that jurisdiction, mark the checkbox(es) next to the single client or multiple clients (by pressing the CTRL key when selecting clients), and then click the Remove Selected button or Delete button at the bottom of the dialog.

Recreate Selected button

Click the Recreate Selected button to recreate the selected file(s) at the specified file location.

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