How to Print Form 1099 and 1096 in QuickBooks Desktop: A Complete Guide

henrymaartin1990
4 hours ago
3 min read

Filing taxes is a crucial responsibility for businesses, especially when dealing with independent contractors and non-employee compensation. If you're using QuickBooks Desktop, it offers tools to generate and Print Form 1099 and 1096 in QuickBooks Desktop. However, incorrect setup, mapping issues, or outdated software can lead to common printing errors.

This comprehensive guide will walk you through the step-by-step procedure to print 1099 and 1096 forms, common issues users face, causes of those errors, and practical solutions—all in line with IRS regulations.

Learn how to print Form 1099 and 1096 in QuickBooks Desktop accurately and avoid IRS filing errors. Call +1-866-500-0076 for help.

What Are Forms 1099 and 1096?

Form 1099-NEC/MISC is used to report payments made to contractors or freelancers.
Form 1096 is the summary transmittal form that accompanies paper filings of 1099s submitted to the IRS.

QuickBooks Desktop streamlines this process, but knowing how to configure it properly can save you from penalties and IRS non-compliance.

Prerequisites to Print Form 1099 and 1096 in QuickBooks Desktop

Before you begin printing, make sure you:

Use pre-printed 1099 and 1096 forms approved by the IRS.
Have the latest version of QuickBooks Desktop installed.
Have contractors and vendors properly set up in your vendor center.
Enable 1099 tracking for each applicable vendor.

Steps to Prepare and Print Form 1099 and 1096 in QuickBooks Desktop

Follow these detailed steps to ensure correct printing of your tax forms:

Step 1: Enable 1099 Vendor Settings

Go to Edit > Preferences.
Select Tax: 1099 from the left menu.
Click the Company Preferences tab.
Turn on Do you file 1099-MISC forms?

Step 2: Assign Vendor Payments to 1099 Accounts

Open the Vendor Center.
Double-click the vendor’s name.
Check the box Track payments for 1099.
Confirm the vendor’s Tax ID and address are entered.

Step 3: Map Vendor Payment Accounts

Go to Vendors > Print/E-file 1099s > 1099 Wizard.
Click Get Started.
Map accounts that are used for contractor payments to the appropriate 1099 boxes.

Step 4: Review Payments and Preview Forms

Review vendor payment details.
Preview 1099 and 1096 forms before printing.
Check for alignment issues.

Step 5: Print Forms

Load the pre-printed IRS forms in your printer.
Click Print 1099 and Print 1096.
Send the printed copies to contractors and the IRS as required.

Common Errors While Printing Form 1099 and 1096 in QuickBooks Desktop

Several users encounter technical issues such as:

1099 form not printing properly
Incorrect data alignment on forms
Missing vendor information
1096 totals do not match 1099 summaries
QuickBooks freezes during form printing

Causes Behind 1099/1096 Printing Issues

Outdated QuickBooks Desktop software
Missing or incorrectly mapped accounts
Incorrect vendor setup
Using non-compatible printers or drivers
Improper form alignment settings

Solutions to Fix 1099 and 1096 Form Printing Errors

Here are the tested solutions to fix your printing issues:

✅ Update QuickBooks Desktop

Go to Help > Update QuickBooks Desktop.
Install the latest updates and restart your system.

✅ Check Printer Compatibility

Use an inkjet or laser printer supported by QuickBooks.
Ensure that your printer drivers are updated.

✅ Re-Align Form Printing

During the final print preview, use "Fine Tune Alignment" to make micro-adjustments.
Do a test print before final output.

✅ Verify Vendor and Account Mapping

Double-check that each 1099 vendor is correctly set up.
Confirm payments are categorized under mapped accounts in the 1099 wizard.

IRS Submission Guidelines

When submitting forms, remember:

1099 forms must be sent to contractors by January 31st.
1096 forms must be sent to the IRS by February 28th if filing by paper.
Always retain copies of submitted forms for at least 3 years.

Tips to Avoid 1099 and 1096 Filing Mistakes

Double-check vendor details like name, address, and Tax ID.
Ensure all payments are recorded in the correct fiscal year.
Use IRS-compliant pre-printed forms.
File electronically when possible to reduce human error.

Conclusion

Learning how to properly Print Form 1099 and 1096 in QuickBooks Desktop is vital for IRS compliance and accurate vendor reporting. From setup to mapping and final printing, each step plays a crucial role. With the right approach and a bit of diligence, you can avoid costly mistakes during the tax season. For any persistent issues, don’t hesitate to reach out to QuickBooks professionals at +1-866-500-0076.