Accessing the W-9 Forms Screen
From the top Main Menu toolbar (File Menu), select ‘Reports’ > ‘Print W-9 Forms’ to invoke the Print W-9 Forms screen (shown below) to manually print and send a W-9.
When you print the W-9 form, the new account number will be printed on the form automatically. See the sections, Print W-9 Forms and Re-Print W-9 Forms below.
W-9 forms should be submitted when you open your first bank account.
To get the TIN number, see Tax Identification Numbers.
Print W-9 Options
The following options are available from the Print W-9 Forms screen:
- Trustee / Case – Select a Trustee Number or ‘-All-‘ and a Case Number or ‘-All-‘ from the respective drop-down menus. This form defaults to the current case.
- Print checkbox – Select or de-select the form(s) to print under the Print column for each one.
- Select All / Unselect All buttons – Click on the ‘Select All’ button to automatically mark the ‘Print’ checkbox of all the forms in the list. Click on ‘Unselect All’ to de-select all of the form(s) to print on the list.
- Print – The ‘Print’ button will send the selected report(s) to the printer.
- Print Setup – Allows for selecting where the forms will be printed.
- Cancel – Click on ‘Cancel’ to cancel all changes and close the active window.
- More Options – Click on the ‘More Options>>’ button to view additional Print W-9 Forms options (as shown in the next section, “W-9 Types to Show”).
- Mark as Printed without Actually Printing checkbox – Check this box and click on ‘OK’ when prompted to bypass printing and mark the W-9 as printed.
W-9 Types to Show
From the Print W-9 Forms screen, click on the ‘More Options>>’ button to view one or all of the following options (checkboxes) to “filter” the grid view:
- Manual W-9s that Need to be Printed
- Amended W-9s that Need to be Printed
- eW-9s Copies that Need to be Printed
- W-9s / eW-9s that Don’t Need to Be Printed (used to re-print W-9s).
Print W-9 Forms
From the Print W-9 Forms screen:
- Select all of the items you wish to print. As described above, you can de-select any items that you do not want to print. By default, all cases will be selected. Keep hard copies in your case files. (Note: If the W-9s have been e-signed you will see them in this list. If you do not see them, see Electronic W-9 Signing.)
- Click on the ‘Print’ button.
- Send the signed W-9, the check you are depositing, the deposit ticket and a copy of the Trustee’s Appointment document to Mechanics Bank via overnight delivery.
Re-Print W-9 Forms
From the Print W-9 Forms screen:
- Click on the ‘More Options>>’ button.
- Click in the box at the bottom of the screen, ‘W-9s/e-W-9s that Don’t Need to Be Printed’. You will then see a larger case listing (showing all of the W-9s that were printed in the past).
- Check the item(s) you wish to re-print in the Print column and click on the ‘Print’ button.