An overview of the 1042-S List Export function.
The 1042-S List in Calculus is a tool for managing 1042-S data, generating reports, creating and saving custom filters and views, and exporting data to external files.
Administrators with Export 1042-S CSV, 1042-S PDF or 1042-S TXT permissions can export the following the Form 1042-S list:
- Export to CSV - contains the data for the generated 1042-S forms
- Export to PDF - contains the PDF files of the 1042-S forms
- Export TXT file - contains the TXT file that is to be filed with the IRS through FIRE
Export to CSV
To export a CSV file, please follow these steps:
1. Login to your Calculus account.
2. Head to Form 1042-S List
3. Select the records you wish to export 1042-S data for.
4. Select the Actions button at the top.
5. A side panel will open with different actions, click on Export to CSV.
6. A CSV file will immediately start downloading.
Note: In the side panel you can select to Action all records in your 1042-S List.
Important: If you have applied a filter or view the csv export will reflect the modifications.
Export to PDF
To export the 1042-S forms PDF files for all records, please follow these steps:
1. Login to your Calculus account.
2. Head to Form 1042-S List.
3. Click the E-file button.
4. In the right-hand panel click Export.
5. In the 1042-S Export pop-up click on PDF.
Note: If you have also generated 1042-S forms for vendors you will see 2 options for exports for the users and vendors.
6. A ZIP file will immediately start downloading.
The ZIP file will contain all 1042-S copy A (Withholding Agent's copies) and a separate folder for the recipient copies B, C and D. If any for the foreign nationals have not consented to receive the forms electronically the 1042-S copies will be in a separate sub-folder named Paper 1042-S.
To export 1042-S forms for particular records, please follow these steps:
1. Login to your Calculus account.
2. Head to Form 1042-S List.
3. Select the records you wish to export 1042-S PDFs for.
4. Select the Actions button at the top.
5. A side panel will open with different actions, click on Export to PDF.
6. A PDF file will immediately start downloading.
Note: In the side panel you can select to Action all records in your 1042-S List.
Export TXT file
To export the TXT file(s), please follow these steps:
1. Login to your Calculus account.
2. Head to Form 1042-S List.
3. Click the E-file button.
4. In the right-hand panel click Export.
5. In the 1042-S Export pop-up click on TXT.
Note: If you have also generated 1042-S forms for vendors you will see 2 options for exports for the users and vendors.
6. In the next screen you can generate the txt or generate a test file to submit to the IRS through FIRE.
7. Once you select to generate the txt you will receive a notification once the file is ready within Calculus and at your email.
8. Reload the page or access the TXT Export screen and the file will be ready for exporting.
The file has the date it was generated, the name of the document, type, view option and status. Click View to open the TXT file and save it to your device.
Important: Before you generate the TXT file, please make sure you have contact person in Account Data.
The Status column has a drop-down with the following choices:
- Generated - when the TXT file has been generated
- Not Yet Processed - when the TXT file has been submitted to the IRS through FIRE, but not yet processed
- Good, Federal Reporting - when the TXT file has been filed and accepted by the IRS
- Bad - when the TXT file has been filed with the IRS, but was rejected due to errors
You can change the status of the TXT file(s) once filed with the IRS to record the result of the submission to the IRS.