Step 6: Create the Digital File

This section shows how to create the informative returns' electronic file for Hacienda. This file should be sent to Hacienda through the Colecturía Virtual.

Make sure you have not marked the returns as Completed.

1. From the Print/Preview menu, select Informative (480s).
2. Select the company from the Companies list and the informative return type from the Choose from section.
3. In the Digital file section, click Digital File to create the electronic file for Hacienda. The Create File? pop-up window appears.
4. Click Yes to continue. The Question pop-up window appears.
5. Click Yes to include in the return the Preparer's information entered in File/Setup Defaults.
6. If you click No, the Submitter Info window appears. Complete the fields and click OK. The Create Digital File for Hacienda window appears.

The file name of the informative return includes the following information: F=File; 4806A=type of return created; Y=Year; XX=the last two digits of the tax year.

The digital file automatically includes the 480.5 return for the 480.6A, 480.6B, 480.6C, 480.6D, 480.7, 480.7A, 480.7B, 480.7C, and 480.7D Informative Returns.

7. On the Create Digital File for Hacienda window, click Browse to select a destination for the new file.

8. Click Create.

If you are creating the electronic file for the 480.6B, a pop-up window will ask if you want to also create the electronic file for the 480.6B.1 report. To create it, you must have the 480.6B.1 report created on the Data Entry section. If you chose to create the electronic file of the 480.6B.1 report, two files will be created: F4806BYXX and F4806B1YXX (XX=tax year). Make sure you include both files when creating the data file.

If an alert message appears stating that Preparer's data is missing, make sure the following information is completed in the Preparer's window: Preparer's name, company, telephone, email, employer ID, and PIN for the SSA. Make sure the Addresses tab includes the W-2 and 480 Addresses.

If a message appears stating to add control numbers for the informatives selected, make sure you entered the control numbers in the Informative tab and assigned them in Step 2: Assign Control Numbers.

9. A confirmation message appears indicating that the file was created. Click OK.
10. Click the Electronic Filing Form button to print the form. Click OK in the message to continue.
11. Click Transmittal Form to print it. Click OK in the message to continue.

On the transmittal form, make sure that the contact name and phone number are complete and correct.

12. Click Close to exit this window.
13. If necessary, continue on Step 7: Complete 480s to mark these informatives as completed.

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