Printing

This section provides answers to common questions about printing issues.

What steps should I take to prepare to print W-2, 1099-Misc/NEC, and 1095-C forms using Spectrum?

Take these steps to prepare for printing year-end forms:
  1. Confirm that forms have been ordered (unless you are printing the plain-paper format). Pre-printed forms are available from Viewpoint Forms.
  2. Print copies of the Notice to Employee if you plan to issue plain-paper W-2s.
  3. Review accuracy of W-2 information.
  4. Print W-2s on plain paper (to confirm that the printer settings are directed at the correct printer and the figures align in the form).

  5. More information is provided in these areas:

A blank window displays when I preview the W-2, W-3, or 1099-Misc/NEC report. It may have some of the form information on it, but no data is displayed. What can I do?

  • Make sure that there are W-2 forms or 1099-Misc/NEC forms to print by verifying that the the Build W-2 Forms or 1099-Misc/NEC Form Update were done.
  • Verify that you are logged into the correct company.
  • If you can view a W-2 or 1099-Misc/NEC Form on the maintenance screen, but are using selection criteria on the starting screen to select a specific employee, it is possible that you entered the employee code rather than the employee alpha reference (usually the last name). Verify the employee alpha reference in Employees or press F4 at the Employee alpha field to select from a list of valid employee alpha codes.
Note: You also have the option to preview all of the forms and then select the page number of the employee you want to print by using the from page number / to page number selection available during the printing process.

Does Spectrum print the W-3 form (Transmittal of Wage and Tax Statements) that is submitted with the W-2s?

Yes. See the Print W-3 button on the W-2 Form Maintenance screen.

The W-2, 1095-C, and 1099-MISC/NEC forms print our company name, address, and employer tax identification number. Where does this information come from?

The company name and address are stored in the Company Installation screen.

The employer tax identification number is stored in the main US Tax Table Maintenance screen.

For 1099-Misc/NEC, input the Federal tax ID number in the print starting screen for 1099s. Go to Accounts Payable > Period End > 1099 MISC/NEC Form, and select the Print button.