1099’s

Accounts Payable – Month End – 1099 Process

Build the 1099 payment batch using any (or a combination) of the following three methods:

1. Generate. All cash disbursements for the year will be generated into this 1099 batch. Once generated, you can use the filtering options to view which vendor payments are already coded for 1099 reporting, as well as add (or delete) additional vendor payments from the 1099 browse. Payments will be displayed as one total vendor payment amount.

2. Tag by Vendor. You may browse the history of individual payments for any vendor and edit the 1099 code on any invoice line.

3. Manual Add/Edit. You may manually add or edit the total payment amount for any vendor.

The 1099 payment batch will be built and displayed on this screen. Click Display at any time to refresh the screen.

Option 1: (Generate)

If a 1099 code was assigned to each invoice during invoice entry for this year, you can simply generate the 1099 reporting information that has already been tagged in this way. All vendor payments (whether or not they have a 1099 code) will be generated into the 1099 browse.

You can then use the above filters for analyzing what has been tagged for 1099 reporting and use the Tag by Vendor option described below to review and edit the tagged amounts.

If this box is checked, the 1099 payment batch for the year will be first cleared to generate vendor payments for the year.

You may check this box and rerun Generate at any time. If you run Generate a second time with this box unchecked, you will have duplication of payment amounts.

Note: The Generate option does not change or delete the 1099 code on individual invoice lines.

Click OK to generate the 1099 payment amounts.

Click Display to refresh the screen. You can now view the total payments, payments tagged for 1099 reporting, and payments not tagged for 1099 reporting. From this screen, 1099-tagged amounts may be edited or deleted, you may browse the vendor history, or you may edit the vendor information such as address.

Amount tagged for 1099.

Scroll to the right to view vendor addresses. You can right click on a vendor to edit vendor information from here.

Payments with no 1099 code.

Total payments

Tag by Vendor described below.

You can view individual payment amounts to a vendor, as well as tag/untag invoice amounts for 1099 reporting by selecting 1099 – Tag by Vendor from the menu.

This example shows a payment was tagged for 1099 for a vendor who does not have a vendor code. To delete a vendor from this 1099 batch, right click, Tag by Vendor, and edit the 1099 code on the invoice line/s; or you can highlight the line and click Delete.

You may filter the 1099 reporting information you want to view.

View by - by vendor name, number, or code.

Year – the 1099 reporting year.

1099 Code – the 1099 code on the individual invoice lines.

Vendor Code – the vendors’ 1099 code.

W-9 on File - filters vendors’ W-9 on File flag.

Federal ID# - filters vendors’ federal ID#.

Click Display at any time to refresh the screen.

Option 2: (1099 - Tag by Vendor)

To browse and/or edit the payment amount tagged for 1099 reporting for a vendor, select 1099 – Tag by Vendor. Select the vendor. All payments to this vendor for the year will be displayed.

Select the 1099 code and click Tag All to tag all payment lines for this vendor.

Select blank code and click Tag All to untag all payment lines for this vendor.

Select the 1099 code (or blank) from the dropdown on the individual payment line. Enter a code to tag for reporting; blank code for payments not to be reported.

Click Display to refresh the screen of amounts tagged for reporting.

Note: The vendor code alone does not dictate what prints on a 1099. Regardless of the filter selections on this browse screen, forms will be printed for any vendor that has an amount tagged for the year and a 1099 Code (2^nd column) M. You can establish the tagged amount of > $600 when printing forms. 1099’s print from what is tagged on the 1099 file only. Example: if a vendor has a vendor code “M” but no payment lines are tagged, a 1099 will not print for this vendor. If a vendor has a blank code but has payment lines tagged, a 1099 will be printed for this vendor.

Option 3: (1099 – Add)

This option allows you to manually add the total 1099 payment amount by vendor to the 1099 batch. This option is a simple way to manually enter 1099 payment amounts without utilizing the auto-Generate or dealing with individual payment lines for each vendor. To use this manual option, simply enter the 1099 code, the vendor#, and the 1099 amount. The remarks line is for internal office notes only.

Option to dump the information displayed (as well as vendor addresses) to Excel.

Print button at bottom of this screen prints whatever is displayed. This will print the filtered list as shown, not necessarily what is tagged to print on the 1099-MISC form.

Highlight any column and right click to Hide or Unhide the column. You may save and name the View of selected filters and columns.

To print a list of what is tagged to print on the 1099-MISC forms (depending on the filters selected), select 1099 MISC forms from the menu.

Printing the 1099-MISC forms:

To print the forms – go to Print – 1099 MISC Forms.

Blank stock: To print on blank perforated laser paper. Prints two vendors per page. Select the Form you wish to print.

Pre-printed form: Use the IRS approved pre-printed Form 1099-MISC – laser 2 up. You may reprint the forms as often as necessary for multiple copies.

1099 forms will be printed only for vendors with payment amounts equal or greater than the amount keyed here

Test Align: Prints one 1099 page for testing the printed alignment. See Help Text for information on changing the vertical alignment.

Print: Prints the actual 1099-MISC forms.

See Help Text for 1099’s for more detailed information.