AP> 1099s

1099s

Summary

The 1099s process is used to generate 1099 forms for Accounts Payable module vendors (use the Payroll module 1099-R process to generate 1099-Rs). The Print step of the process will fill in the boxes on a blank 1099 form, so you must have 1099 forms in order to use the process. The 1099 process also includes an Export step to generate an ASCII file of the 1099s. This file can be submitted to the IRS using the Filing Information Returns Electronically System (FIRE System). See IRS publication 1220 for more information on electronic filing or go directly to the IRS FIRE website: https://fire.irs.gov

When an AP module vendor is created (AP> Maintenance> Vendor), you can define if you are going to generate 1099s for that vendor on the Vendor Maintenance window (AP> Maintenance> Vendor> Details Tab> Default 1099 Type drop-down menu). All AP invoices for the vendor will be totaled on a 1099 when the 1099s are generated in AP> 1099s> Generate process. You can view a list of 1099 vendors by generating a Vendor Master report filtered by 1099 vendors (AP> Reports> Vendor Master> 1099 field> Vendors with 1099).

If you want to create a 1099 for specific invoices rather than generate a 1099 for all vendor invoices, you can select the specific invoices to be included on the 1099s during the Select Invoices step (AP> 1099s> Select Invoices).

If you do not need to add or remove specific vendor invoices from the 1099s batch, you can skip the Select Invoices step and generate the 1099s using the Generate 1099s step. All invoices attached to vendors that are set up as 1099 vendors will be included in the batch. You can return to the Select Invoices step if you find invoices that should not be included on the 1099s batch after the 1099s have been generated.

Related Links

Click here for information on vendor maintenance.

Step by Step

1     Open or create a 1099s batch.  

 

• The 1099s process is a single batch process, meaning you can process only one batch at a time. Click here for information on single batch versus multi-batch processes.
• If there is an open batch in the 1099s process, you will not be able to create a new batch. If you would like to create a new batch, you can either delete the existing batch (highlight the batch in the batch number drop-down at the top of the 1099s palette and press DELETE), or you can reset the steps on the palette by returning to the first step of the process. If you return to an earlier step of the process, all of the information in the previous batch will be overwritten.
• If there are no open batches in the process and you would like to create a new batch, select New in the batch number drop-down menu at the top of the palette. This will open the New Batch window. The batch number, batch month and batch year of the batch will not affect the 1099s that are generated in the process. The batch information is for reference purposes only.

2     Specify the batch Settings.  

 

• Select the type of 1099s you would like to generate in the Reporting Type drop-down menu.
• The Contract option is for California clients and is used to filter the invoices included on the 1099s using a check date filter. This will enable the Date From and Date To fields.
• The Limit field will filter all 1099s below the value entered in this field. This field is generally $600, which is the traditional 1099 reporting limit.
• If you have two vendor numbers for a single 1099 vendor, you may wish to reduce the limit so the vendor transactions are not filtered out.
• The Calendar Year field will default to the previous calendar year.
• The Date From and Date To fields are only enabled if you select Contract from the Reporting Type drop-down menu.
• Check the Use DBA Name toggle to include the vendor doing business as name on the 1099 Recipient 2 line.
  • The vendor DBA name is specified on the Vendor Maintenance window (AP> Maintenance> Vendor> General tab> Doing Business As field).
• Click the Save icon the save the batch settings.

3     Select the invoices to include on the 1099s. This is an optional step.  

 

• The Invoice selection process is used to display specific vendor invoices that could be included in the 1099s batch. You can skip this step if you do not need to review the specific invoices. This is a display step only. The vendors displayed in this step are not necessarily the same as the vendors included in the 1099s batch.
• Open the Invoices window (AP> 1099s> Invoices).
• Filter the vendors that will be displayed in the Filter section.
  • Click the Vendor From and Vendor To field labels to specify a range of vendors to be displayed. This will open the Vendor Selection window. All vendors will display in the Vendor Selection window, not just vendors that are set up as 1099 vendors (AP> Maintenance> Vendor> Details Tab> Default 1099 Type drop-down menu).
  • In order to include all vendors leave the Vendor From and Vendor To fields blank.
• Click the Refresh icon to update the window. The Vendors section below will populate with all of the vendors that fall within the range specified.
  • The Send 1099 toggle will be checked for each vendor that is set up with a default 1099 type.
  • The 1099 Type field will display the 1099 type set up for the vendor on the Vendor Maintenance window (AP> Maintenance> Vendor> Details Tab> Default 1099 Type drop-down menu).
• Highlight a vendor in the Vendors section, and the invoices associated with that vendor will populate the Invoices section to the right.
  • The Invoice Number, Amount, 1099 Type, and Original Vendor for each invoice will be displayed. Click on an invoice number to view the invoice details.
  • Click the 1099 Type field drop-down menu to edit the 1099 type for the selected invoice.
• The Totals section will display the total invoice amount for each 1099 type associated with the vendor.
• If any of the 1099 information has been edited, click the Save icon when complete.

4     Generate 1099s.  

 

• Any previously generated 1099s in the 99999.99.999 batch will be overwritten when 1099s are generated.
• When the generate step is processed, the system will look at the 1099 Type and 1099 Box fields on each included invoice line item to determine which 1099 boxes will be populated. These placements can be edited in the next step.
  • If a 1099 box is not defined, the system will use the default 1099 box for that form type. Default boxes are as follows: MISC = 7, G = 2, INT = 1, S = 2.
• Press ENTER to generate the 1099s immediately or enter a date and time in the field next to the Confirm icon to schedule the 1099s to generate at a later time.
• You can view the progress of the 1099s on the Job Viewer window in SS> Utilities> Show Scheduled Jobs. Click here for information on the Jobs Viewer window.

5     Edit the generated 1099s.  

 

• Open the Edit window (AP> 1099s> Edit) to view the generated 1099s.
• Highlight a vendor and press DELETE to delete the selected 1099.
• This will only delete the generated 1099. You can regenerate 1099s that were erroneously deleted using the Generate step (AP> 1099s> Generate).
• Click the Create icon drop-down menu to manually create a 1099. This will open the Add/Modify 1099 window. Each 1099 type shares the same General tab, but the Numbered Boxes tab will differ between types. Enter the 1099 information and click the Save icon to manually create a 1099.
• The 1099-MISC type is used for standard miscellaneous income.
• The 1099-INT type is used for income earned through interest.
• The 1099-G type is used for income resulting from government payments.
• The 1099-S type is used for income resulting from sales or exchanges of real estate.
• Highlight a 1099 and click the Modify icon to open the selected 1099. This will open the Add/Modify 1099 window. The fields in the window will populate with the information attached to the selected 1099.
• The General tab displays the general information on the 1099. Modify the information in any of the fields to modify the 1099.
• Changes to the vendor information on the 1099 will not update the AP module vendor record; changes will only update the information on the 1099.
• The Recipient Name 1 field will display the First Name and Last Name on the vendor record (AP> Maintenance> Vendor> General tab> Last Name and Fist Name field). Click here for information on the Vendor Maintenance window.
• Check the Receipt’s 2nd TIN Not toggle if the 2nd TIN Not box should be checked on the 1099.
• The Numbered Boxes tab displays the information in the numbered boxes on the 1099 form. Modify the values in any of the fields to modify the 1099.
• Click the Save icon when complete to save the changes to the 1099.
• The Save icon will only be enabled after changes have been made in the window.
• Review every 1099 carefully.

6     Print a Proof List.  

 

• Open the Proof List window (AP> 1099s> Proof List).
• Select the 1099 Type you would like to print. You can run this step more than once in order to generate proof lists for each 1099 type.
• Press ENTER to generate the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time.
• You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
• The proof list will display the Vendor Number, Vendor Name, and Tax ID for each vendor included in the report.
• Box totals will be provided for each of the type-specific 1099 boxes.
  • 1099-Misc will display Rents, Royalties, Other, Federal Tax, Fishing Boat, Medical, Non-Employee, Substitute, Crop Insurance, and Attorney Proceeds.
  • 1099-Int will display Interest Income, Early Withdrawal, Interest on Bonds, Federal Income Tax, Investment Expense, Foreign Tax Paid, Tax-exempt Interest, and Private Bonds.
  • 1099-G will display Unemployment Compensation, State Tax Refunds, Federal Income Tax, ATAA Payments, Taxable Grants, and Agricultural Payments.
  • 1099-S will display Gross Proceeds and Buyer's Real Estate Tax.
• The report will also provide a report total for each 1099 box.
• Review the proof lists carefully before printing the 1099s.

7     Print the 1099s.  

 

• The Print step is used to actually generate the 1099 forms. This step in the process will generate the forms on a PDF report. Once the step is complete, load the 1099 forms into a printer and then print the PDF report on the printer where you loaded the forms. The Print step will only print the box amounts. You will need 1099 forms. Click here for information on recommended form suppliers.
• Open the Print window (AP> 1099s> Print).
• The Line Spacing field is used to adjust where the text will print on the page.
• Increase the line spacing to move the print text lower on the page.
• Decrease the line spacing to move the text higher on the page.
• Select the 1099 Type that you would like to print. You can run this step more than once in order to generate 1099 forms for each 1099 type.
• Press ENTER to generate the 1099s immediately or enter a date and time in the field next to the Print icon to schedule the 1099s to generate at a later time.
• You can view the progress of the 1099s on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
• The organization phone number and information that will print on the 1099s is set up on the System Setup window (SS> Utilities> System Setup> Organization Info section). In order to change this information on all of the 1099s you will have to regenerate the 1099 batch after changes have been made to the organization information.

8     Create an ASCII file of the 1099s.  

 

• The export step is used to create an ASCII file that contains the 1099s. This file can be submitted to the IRS using the File Information Returns Electronically System (FIRE). See IRS publication 1220 for information on electronic filing.
• Open the Export window (AP> 1099s> Export).
• Select the 1099 Type that will be exported. You can run this step more than once in order to generate the export file for each 1099 type.
• Enter your contact information in the Export window. This information will not overwrite the organization information on the 1099s but in some cases will be included in the export file.
• Enter a Transmitter Control Code in the TCC field. This code is obtained from the IRS.
• The State Info field can be used to enter an EDD Account number.
• An Employment Development Department account number is for California users only.
• Check the Create as test file toggle if the export file is a test file.
• Checking this toggle will change the format of the export file.
• Check the Combine state and federal toggle if the 1099s are combined state and federal forms. This will change the format of the export file.
• Click the Confirm icon when complete to create the export file.
• Once the export has finished processing, the Export Settings window will open. This window is used to specify the export path for the ASCII file.
  • Check the Open toggle if you would like to open the exported file after it is saved locally.
  • Enter the export path location and click the Save icon to export the file to the local path.
• There is no commit step of the 1099s process so the 1099 palette will remain open after the export file of 1099s have been printed.  You can reprint 1099s throughout the year without having to regenerate them.

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