Vendor 1099 Forms Runbook

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4 Table Of Contents Table Of Contents 1099 FORMS PROCEDURE PARAMETER MAINTENANCE BUILD 1099 WORKFILE XML PRINT 1099 FORMS INSTRUCTIONS WORKFILE MAINTENANCE XML PRINT 1099 FORMS SAMPLE FIELD DESCRIPTIONS - INTRODUCTION INDEX ii

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7 1099 Forms Procedure The 1099 Forms Procedure describes how to set up and to process vendor 1099 forms. This includes the actual printing of the 1099 forms. You will use this procedure if you made payments to vendors for the types of goods and services that are considered miscellaneous income by the government. Important It is important that you create the vendor 1099s at the calendar year end before the Vendor Calendar Clear routine is run. Once the Vendor Calendar Clear routine is run the vendor Payment Amounts Year-todate are cleared. Vendor 1099 Forms Set Up 1. If your company name, address or Federal ID has changed within the last year, please contact NDS Technical Support for assistance with updating that information. The Company name and address are used as the payer name and address on the vendor 1099 forms. 2. Use 1099 Parameter Maintenance to maintain the minimum dollar amount the vendor's payments Year-To-Date must be to receive a 1099 and the telephone number to call if the vendor has questions. Vendor 1099 Forms Processing Follow these steps for printing vendor 1099s. 1. Run the Build 1099 Workfile routine. 2. Using plain paper, run XML Print 1099 Forms to print 1099s for proofing. Tip: You can print the Vendor 1099s as many times as necessary. 3. Proof the 1099s for accuracy. 4. Use the 1099 Workfile Maintenance routine to make edits to the vendor 1099s. You can create a new 1099 for a vendor, delete an unnecessary 1099 for a vendor or to make changes to an existing vendor If you make any changes print the 1099 forms on plain paper one more time to make changes all changes are correct. 6. Run the XML Print 1099 Forms this time using the actual 1099 forms. Note: After the 1099 forms have been printed and approved, you should not need to use the 1099 forms routines again until the end of the following year. However, the information remains in the 1099 Workfile until you run the Build 1099 Workfile routine again. You can verify, edit and reprint the information in the workfile as needed. If necessary, the workfile can be cleared and individual 1099 records can be created during 1099 Workfile Maintenance and printed during the Print 1099 Forms routine. For assistance, please contact NDS Technical Support. 1

8 1099 Parameter Maintenance Use 1099 Parameter Maintenance to maintain certain settings used for processing vendor 1009 forms. You can specify the minimum dollar amount vendors Calendar Paid Amount YTD or Payments Amount YTD must be in order for vendors to be issued a 1099 form. Tip: For more information on the 1099 steps and tasks, see 1099 Forms Procedure. Directions: OPENING 1099 PARAMETER MAINTENANCE 1. Click Utilities from the Menu Bar. 2. Click 1099 Forms. 3. Click 1099 Parameter Maintenance. Tip: Or, use the keyboard shortcut: [ALT] [t] [1] [1] Parameter Maintenance Window Example: CREATING A NEW 1099 PARAMETER RECORD Tip: To indicate that you are building a new 1099 Parameter Record, New displays near the top of the window. Default entries display and the first field is highlighted to let you know you can begin entering information. 2

9 1099 Parameter Maintenance Prompts To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut: [ALT + s] CAUTION To avoid losing data, you must save new or changed records Minimum Amount Tax Year Telephone Number Enter the minimum amount for the Vendor Payments YTD or the Vendor Calendar Paid YTD that will result in a 1099 being printed for the vendor. (7.2 numeric) Enter the Tax Year that you are printing the Vendor 1099s form. (ccyy) Enter the Telephone Number (starting with the Area Code) to call if there are questions regarding the 1099s. (10.0 numeric) - dashes optional) EDITING AN EXISTING 1099 PARAMETER RECORD CAUTION: To avoid losing data, you must save new or changed records. 1. To display the record to be changed, simply open the maintenance window. 2. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse. 3. Enter the data changes. 4. To complete the edit process, click Save, or press [ENTER]. Keyboard shortcut: [ALT + s] DELETING AN EXISTING 1099 PARAMETER RECORD 1. To display the record to be deleted, simply open the maintenance window. 2. Click File from the Menu Bar, and next click Delete. Keyboard shortcut: [ALT] [f] [d] 3. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine. Example: 3

10 Note: After you click Proceed, you will see the following message on the Status Bar. Build 1099 Workfile Use the Build 1099 Workfile routine to create vendor 1099 records for the vendors who are 1099-eligible and who have payments year-to-date that exceed the minimum amount specified on the 1099 Parameter record. Notes: A vendor is eligible to receive a 1099 if their 1099 Eligible/Default setting is set to a 1099 code and they have payments YTD that exceed the minimum amount specified on the 1099 parameter record. The 1099 Codes Table Use 1099 File setting determines the source of the amounts printed on the vendor 1099 form. If you select Use 1099 File, the Vendor Payment Amount YTD prints on the vendor If you do not select Use 1099 File, the Vendor Calendar Paid Amount YTD prints on the vendor For more information on the 1099 steps and tasks, see 1099 Forms Procedure. Directions: OPENING THE BUILD 1099 WORKFILE ROUTINE 1. Click Utilities from the Menu Bar. 2. Click 1099 Forms. 4

11 3. Click Build 1099 Workfile from the 100 Forms Menu. Or, use the keyboard shortcut: [ALT] [t] [1] [b]. Build 1099 Workfile Window Example: CHOOSING THE SELECTIONS AT THE PROMPT WINDOW Build 1099 Workfile Prompts Last Created On Displays the date the Vendor 1099 forms were last created for your reference. (mmddccyy) To run the routine, click Proceed or press [ENTER]. Keyboard shortcut: [ALT + p] To escape from the routine, without proceeding click Close. To close the window when the Status window displays *** Process Complete *** and the routine is complete, click Done. Keyboard shortcut: [ALT + d] Important: The Status window displays **** Process Complete **** when the process is ended. In addition, the Status window displays xxx Records Written for your reference. 5

12 To save a copy of the Build 1099 information displayed in the Status Window, click Save. Keyboard shortcut: [ALT + s] If you click Save, the following window displays: Save Workfile Prompts File name Save as type Enter the location and the name of the file to be saved. To specify the save as type, click a choice in the drop-down list. To escape from the routine, without proceeding click Close. To finalize the save, click Save. XML Print 1099 Forms Instructions Use the XML Print 1099 Forms Instructions to print the vendor 1099 forms. NDS recommends that you print the 1099s on plain paper before printing the actual 1099 forms to verify that the 1099 information is correct. If you find errors, you can use the 1099 Workfile Maintenance routine to make corrections before printing the actual forms. Tips: 6

13 1099 forms can be printed as many times as necessary until the Build 1099 Workfile is run before the next calendar year end. For more information on the 1099 steps and tasks, see 1099 Forms Procedure. For more information about running reports, see Print View. To see an example of the report, refer to the Report Samples chapter. Warning: The 1099 Codes do not match the box numbers for the associated amounts on the printed 1099 forms. Fund Accting 1099 Code 1099 Form Box Number 01 - Nonemp Cmp 7 - Nonemployee compensation 02 - Rents 1 - Rents 03 - Przs, Awds Other Income 04 - Med/Health 6 - Medical and health care payments 05 - Royalties 2 - Royalties 06 - Sub Pymts 8 - Substitute payments in lieu of dividends or interest 07 - Fishng Boats 5 - Fishing boat proceeds 08 - Crop Ins 10 - Crop insurance proceeds 09 - Fed Tax W/H 4 - Federal income tax withheld 10 - State Tx W/H 16 - State tax withheld Payer made direct sales blank blank Excess golden parachute payments Gross proceeds paid to an attorney Directions: OPENING THE XML PRINT 1099 FORMS INSTRUCTIONS 1. Click Utilities from the Menu Bar. 2. Click 1099 Forms. 3. Click Print 1099 Forms. Or, use the keyboard shortcut: [ALT] [t] [1] [x]. Print 1099 Forms Window Example: 7

14 CHOOSING THE SELECTIONS AT THE PROMPT WINDOW Print 1099 Forms Prompts 1099's Last Created On Displays the date the 1099 forms were created during the Build 1099 Workfile routine for your reference. Tip: Verify that the date the 1099s were last created is correct before proceeding. Last Good Vendor on Restart If your print 1099 forms run aborted unexpectedly, perhaps during a printer jam, you can restart it. Enter the last good Vendor Number that printed. (6.0 numeric) Note: When you run a restart, make sure that all your other options are the same as the original print run. Example: If your printer jammed on Vendor Number 4075, enter 4074 during the restart to indicate it was the last good Vendor to print. The reprint will start with Vendor Number To select the printer and begin printing, click Print or press [ENTER]. Keyboard shortcut: [ALT + p] To run the routine and print to the Print View window, click here. To escape from the print routine, click Cancel. Keyboard shortcut: [ALT + c] 8

15 1099 Workfile Maintenance Use 1099 Workfile Maintenance to edit vendor 1099 records that were created during the Build 1099 Workfile routine or to delete vendor 1099's from this maintenance if necessary. In addition, you can enter new 1099 records not previously created. This feature can be handy if you have a last minute payment to a vendor and you do not wish to Build the 1099 Workfile again. The 1099 Workfile Maintenance window contains all the fields that are on the 1099 form, but the window looks slightly different. During the Build 1099 Workfile routine, the vendor 1099 records are created with the vendor's name, address, and the vendor's Payments YTD dollar amount is assigned to the appropriate 1099 box. A vendor may have payment amounts for more than one 1099 code. In that case the Build 1099 Workfile will assign the appropriate amount to the appropriate box. You can edit these amounts and other vendor 1099 fields, if necessary. Notes: NDS recommends that you first print the 1099 forms on plain paper to proof them for accuracy and before making any edits. For more information on the 1099 steps and tasks, see 1099 Forms Procedure. For more information about working with data in fields, see the Data Entry Guidelines. Directions: OPENING 1099 WORKFILE MAINTENANCE 1. Click Utilities from the Menu Bar. 2. Click 1099 Forms. 3. Click 1099 Workfile Maintenance. Or, use the keyboard shortcut: [ALT] [t] [1] [m] Workfile Maintenance Window Example: 9

16 CREATING A NEW 1099 RECORD To create a new record choose one of these methods: o Enter the new Vendor Number and click Retrieve Keyboard shortcut: [ALT + t], or press [ENTER]. o Or, enter the new Vendor Number and click File from the Menu Bar; next click New. Keyboard shortcut: [ALT] [f] [n] Tip: To indicate that you are building a new 1099 Record, New displays near the Vendor Number. Default entries display and the first field is highlighted to let you know you can begin entering information Workfile Maintenance Prompts Vendor Number Enter the defined Vendor Number for the vendor receiving the (6.0 numeric) To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut: [ALT + s] CAUTION To avoid losing data, you must save new or changed records. To view all of the existing Vendor 1099 Records, click Search. From the Search list you can select the record to change or delete. Keyboard shortcut: [ALT + r] 10

17 To display an existing Vendor 1099 Record, enter the Vendor Number and click Retrieve, or press [ENTER]. Keyboard shortcut: [ALT + t] Payer Name and Address Information Tip: The Payer Name and Address information is maintained on the Company Control Options Record. Payer Name Street Address City, State Zip Code Displays your Company Name. Displays the street address portion of the mailing address for your company. Displays the city and state portion of the mailing address for your company. Displays the Zip code portion of the mailing address for your company. Telephone Enter the Payer Telephone Number. (10.0 numeric) Tip: For Vendor 1099s created during Build 1099 Workfile, the Telephone Number maintained on the 1099 Parameter record is assigned. Recipient Information Note: For Vendor 1099s created during the Build 1099 Workfile routine, the Recipient Name and Address information that displays is generated from the Vendor Master information. Recipient Name Address 1 Address 2 Address 3 Zip Code Account Number Enter the Recipient's name. (up to 30 characters) Enter the address line 1 for the vendor's mailing address. (up to 20 characters) Enter the address line 2 for the vendor's mailing address. (up to 20 characters) Enter the address line 3 for the vendor's mailing address. (up to 20 characters) Enter the Zip Code for the vendor's mailing address. (up to 12 characters) Enter the vendor number as the Account Number for the vendor Amounts 15a - Section 409A Deferrals Enter the dollar amount for Section 409A - Deferrals, if applicable. (7.2 numeric) 15b - Section 409A Income Enter the dollar amount for Section 409A Income, if applicable. (7.2 numeric) 1 - Rents Enter the dollar amount for rent, if applicable. (9.2 numeric) 2 - Royalties Enter the dollar amount for royalties, if applicable. (9.2 numeric) 11

18 3 - Other Income Enter the dollar amount for other income, if applicable. (9.2 numeric) 4 - Federal Tax W/H 5 - Fishing Boat Proceeds 6 - Medical Payments 7 - Nonemployee Comp 8 - Substitute Payments 9 - Paid Direct Sales Enter the dollar amount for federal tax withholding, if applicable. (9.2 numeric) Enter the dollar amount for fishing boat proceeds, if applicable. (9.2 numeric) Enter the dollar amount for medical payments, if applicable. (9.2 numeric) Enter the dollar amount for non-employee compensation. (9.2 numeric) Enter the dollar amount for substitute payments, if applicable. (9.2 numeric) To maintain the default setting of No, press [TAB]. Or, to set to Yes, click Yes in the drop-down list Crop Insurance Enter the dollar amount for crop insurance, if applicable. (9.2 numeric) 13 - Excess Golden Parachute Pmts 14 - Gross Proceeds Paid to an Attorney Enter the dollar amount for golden parachute payments, if applicable. (7.2 numeric) Enter the dollar amount for gross proceeds paid to an attorney, if applicable. (7.2 numeric) 16 - State Tax W/H Enter the dollar amount for state tax withholding, if applicable. (7.2 numeric) 17 - State/Payer State ID Enter the Payer State ID, if applicable. (up to 14 characters) 18 - State Income Enter the dollar amount for state income, if applicable. (7.2 numeric) 16 - State Tax W/h 17 - State/Payer State ID 18 - State Income If you paid the vendor for work in another state, enter a second dollar amount for state tax withholding, if applicable. (7.2 numeric) If you paid the vendor for work in another state, enter the second Payer State ID, if applicable. (up to 14 characters) If you paid the vendor for work in another state, enter the second dollar amount for state income, if applicable. (7.2 numeric) EDITING AN EXISTING 1099 RECORD 12

19 CAUTION: To avoid losing data, you must save new or changed records. 1. To display the record to be changed, enter the Vendor Number and click Retrieve, or press [ENTER]. Keyboard shortcut: [ALT + t] Tip: If you do not know the Vendor Number, you can click Search to see a list of Vendor 1099 Records. 2. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse. 3. Enter the data changes. 4. To complete the edit process, click Save, or press [ENTER]. Keyboard shortcut: [ALT + s] DELETING AN EXISTING 1099 RECORD 1. To display the record to be deleted, enter the Vendor Number and click Retrieve, or press [ENTER]. Keyboard shortcut: [ALT + t] Tip: If you do not know the Vendor Number, you can click Search to see a list of vendors. 2. Click File from the Menu Bar, and next click Delete. Keyboard shortcut: [ALT] [f] [d] 3. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine. Example: 13

20 Note: After you click Proceed, you will see the following message on the Status Bar. XML Print 1099 Forms Sample The XML Print 1099 Forms prints the vendor 1099 forms. Tip: To see instructions for running the report shown below, see the XML Print 1099 Forms Instructions. 14

21 Field Descriptions - Introduction In WebHelp, each field is described in a separate field description topic. Tips: A field description topic "pops-up" when you click the hyperlink for a field in WebHelp. In the software, to display help for a specific field (field-level help): 1. Click in a field. 2. Press [F2]. To find a list of field descriptions, look under "Field Descriptions" in the WebHelp index. You can use the following shortcuts to enter dates. Date Shortcuts TODAY D, W, M, or Y xd xw xm Enters today's date. Enters today's date. Adds x days to today. Adds x weeks to today. Adds x months to today. 15

22 xy Adds x years to today. Example: To enter a date five years in the future, type 5Y. Field Description Code The 1099 Code is an identifier for up to ten different 1099 categories that can be assigned to a vendor. Each code relates to a specific box on the 1099 Form, as depicted in the chart below. Tip: You can not add or delete 1099 Codes, because they are predefined by 1099 Codes Table Maintenance. Warning: The 1099 Codes do not match the box numbers for the associated amounts on the printed 1099 forms. Fund Accting 1099 Code 1099 Form Box Number 01 - Nonemp Cmp 7 - Nonemployee compensation 02 - Rents 1 - Rents 03 - Przs, Awds Other Income 04 - Med/Health 6 - Medical and health care payments 05 - Royalties 2 - Royalties 06 - Sub Pymts 8 - Substitute payments in lieu of dividends or interest 07 - Fishng Boats 5 - Fishing boat proceeds 08 - Crop Ins 10 - Crop insurance proceeds 09 - Fed Tax W/H 4 - Federal income tax withheld 10 - State Tx W/H 16 - State tax withheld Payer made direct sales blank blank Excess golden parachute payments Gross proceeds paid to an attorney Tip: For more information about the layout of the 1099, refer to the Print 1099s Report Sample. Where-Maintained: 1099 Codes Table Maintenance Where-Used: Vendor Master Maintenance, Vendor 1099 Totals Maintenance, Invoice Entry, Invoice Post, 1099 Forms, Print Tables Format: 01 through 10 16

23 Field Description Code Description The 1099 Code Description is text that describes each of the 1099 Codes assigned to a vendor. Where-Maintained: 1099 Codes Table Maintenance Where-Used: Vendor Master Maintenance Format: up to 12 characters Field Description Eligibility Option The 1099 Eligibility Option indicates if a vendor is eligible for 1099 Form reporting. If eligible, the option specifies which 1099 Code is the default value for the vendor during Invoice Entry. Options: 00 - Not Eligible: The vendor is not eligible for 1099 reporting Codes 01-10: The vendor is eligible for 1099 reporting. Click a 1099 Code in the list to serve as the default code during Invoice Entry, where it can be overridden. Tip: This 1099 Code only serves as a default. You can still use multiple 1099 Codes for a vendor if necessary. Where-Maintained: Vendor Master Maintenance Where-Used: Invoice Entry Format: predefined Field Description - Use 1099 File Option The Use 1099 File Option specifies the source of the amounts printed on the 1099 forms. Options: To print the Vendor Payment Amount YTD from the Vendor 1099 Totals file, select the box. Tip: Select the box if you have any Vendors who require more than one 1099 Code, have any vendors who require you to withhold taxes, or if you want to manually adjust the amounts for any vendors. To print the Calendar Paid Amount YTD from the Vendor Master file, de-select the box. Tip: De-select the box if all of your vendors use only one 1099 code each, and none of your vendors require taxes withheld. Note: In order for a vendor to be eligible to receive a 1099, their 1099 Eligible/Default option must be set to a 1099 code. Where-Maintained: 1099 Codes Table Maintenance Where-Used: Print 1099s Format: predefined Field Description - Vendor Address Line 1 The Vendor Address Line 1 field contains the first address line for the vendor, such as the street number and name. 17

24 Tip: If the vendor has a different Purchase-From address specified for a subsidiary during Vendor Master Maintenance, then the Purchase-From address prints on the Purchase Orders. Where-Maintained: Vendor Master Maintenance Format: up to 20 characters Field Description - Vendor Address Line 2 The Vendor Address Line 2 field contains additional address information, if necessary. Tips: Leave this field blank if there is no additional address information. If the vendor has a different Purchase-From address specified for a subsidiary during Vendor Master Maintenance, then the Purchase-From address prints on the Purchase Orders. Where-Maintained: Vendor Master Maintenance Format: up to 20 characters Field Description - Vendor Address Line 3 The Vendor Address Line 3 field contains the third line of address information for a vendor, usually the city name and the two-letter state abbreviation. Tips: For a complete listing of state abbreviations, refer to the United States Postal Service website, If the vendor has a different Purchase-From address specified for a subsidiary during Vendor Master Maintenance, then the Purchase-From address prints on the Purchase Orders. Where-Maintained: Vendor Master Maintenance Format: up to 20 characters Field Description - Vendor Calendar Paid Amount YTD The Vendor Calendar Paid Amount YTD is the amount of payments posted to the vendor during the current calendar year by the A/P Post Payments routine. Tips: Fund Accounting automatically updates this field. Do not manually edit the value unless directed to by NDS Technical Support. Depending on the setting for the Use 1099 File Option, this value may print on the 1099 form. Where-Maintained: A/P Post Payments Where-Used: Vendor Master Maintenance, Print 1099s Format: -7.2 numeric 18

25 Field Description - Vendor Payment Amount YTD The Vendor Payment Amount YTD is the accumulated amount paid to the vendor during the current calendar year. Tips: The A/P Post Payments routine updates this value for you. However, you can override the accumulated amount if necessary. This value may be a negative amount for the Federal Tax Withholding 1099 Code (09) and the State Tax Withhold 1099 Code (10). This value prints on the 1099 form if the Use 1099 File Option is selected during 1099 Codes Table Maintenance. Otherwise, the 1099 form prints the Vendor Calendar Paid Amount YTD. Where-Maintained: A/P Post Payments, Print 1099s Where-Used: Vendor 1099 Totals Maintenance, Format: 7.2 numeric Field Description - Vendor State Withholding Amount YTD The Vendor State Withholding Amount YTD is informational only. Tip: To enter a federal tax withholding amount for a vendor, typically you enter a negative amount for 1099 Code 10 during invoicing. The A/P Post Payments routine updates the Vendor Payment Amount YTD for the 1099 Code (or the Calendar Paid Amount YTD) with the negative amount. See Also: Vendor Tax Withholding Option, Vendor Federal Withholding Amount YTD Where-Maintained: Vendor 1099 Totals Maintenance Format: 7.2 numeric 19

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27 Index Forms Menu 1099 Parameter Maintenance...4 Build 1099 Workfile...7 XML Print 1099 Forms Instructions Miscellaneous Parameter Record - See 1099 Parameter Maintenance Parameter Maintenance Tax Form 1099 Code Code Description Eligibility Option...21 Print 1099s - Instructions...10 Use 1099 File Option s XML Print 1099 Forms Instructions...10 A Address - See Vendor Address Line 1 & Address - See Vendor Address Line C Calendar Paid Amount - See Vendor Calendar Paid Amount YTD...23 City - See Vendor Address Line D Data Field Descriptions...20 F Field Descriptions Introduction Code Code Description Eligibility Option...21 Use 1099 File Option...22 Vendor Address Line Vendor Address Line Vendor Address Line Vendor Calendar Paid Amount YTD...23 Vendor Payment Amount YTD...23 Vendor State Withholding Amount YTD...24 File Maintenance 1099 Parameter Maintenance...4 P Paid Amount - See Vendor Calendar Paid Amount YTD Payment YTD - See Vendor Payment Amount YTD Print 1099s - See XML Print 1099 Forms Process Build 1099 Workfile... 7 R Report Instructions XML Print 1099 Forms Instructions Report Samples XML Print 1099 Forms Reports... 7 S State - See Vendor Address Line State Withholding Amount - See Vendor State Withholding Amount YTD U Use 1099 File Opton V Vendor 1099 Eligible - See 1099 Eligibility Option Vendor 1099 File Option - See Use 1099 File Option Vendor Address Line 1, 2 & Vendor Calendar Paid Amount YTD Vendor Payment Amount YTD Vendor State Withholding Amount YTD W Withholding Tax - See Vendor State Withholding Amount YTD X XML Print 1099 Forms Sample XML Print 1099 Forms Instructions