1099 Forms. This document describes the following tasks related to 1099 forms in Accounts Payable:

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1 1099 Forms Overview This document describes the following tasks related to 1099 forms in Accounts Payable: Vendor File Maintenance Fields containing 1099 information 1099 Audit Report Reviewing 1099 information Review Vendor 1099 Info Reviewing and editing 1099 amounts 1099 Forms Printing 1099 forms 1099 Magnetic Media Creating a magnetic media file I. Vendor File Maintenance There are four fields in each vendor file that control the printing of 1099 forms. Navigate to: Accounts Payable>File Maintenance>File Maintenance/Lists>Vendors Page 1 of 12

2 Fields 1099 Box No. Enter the box number in which to print the amount on the 1099 form. NOTE: For most 1099 vendors the box number is 7, which is Non-Employee Compensation Name Enter the Sole Proprietor's Name, if applicable, whose name must be printed on the 1099 in addition to the Vendor s name Type Select the type of MISC INT 1099-MISC 1099-INT Tax ID No. Enter the vendor s Federal Tax ID Number, without dashes or spaces (ex ) Page 2 of 12

3 II Audit Report This report displays vendors that are eligible to receive a 1099 form, and the information that will appear on the forms. Only vendor with a value in the 1099 Box Number in File Maintenance will be included in the report. Navigate to: Accounts Payable>Reports and Inquiries>Vendor Reports>1099 Audit Report Fields Calendar Year Enter the calendar year for which to print the report. Minimum Amount Disbursed Enter the minimum disbursed amount; the default is the IRS minimum of $ for MISC. Type Select the form type. MISC INT ALL Miscellaneous Interest Miscellaneous and Interest Page 3 of 12

4 Payer's Federal Tax ID (multi-property only) Enter/Select a single Federal Tax ID number for the property that made the payments, or leave blank for all. Or Property ID (multi-property only) Enter/Select a Property ID; leave blank for all. If a Federal Tax ID was entered leave this field blank. Click Continue to select print options and run the report. The report will display a warning message if any 1099 information is missing for a vendor file. Page 4 of 12

5 III. Review Vendor 1099 Info Vendor disbursement amounts can be changed to correctly reflect the true 1099 calendar disbursements. Example: A vendor was paid a total of $70, When the 1099 audit report was run, the report displayed the entire amount, but only $70,000 should appear on the 1099, as $217 was for expenses. Navigate to: Accounts Payable>File Maintenance>Utilities>Review Vendor 1099 Info Fields Calendar Year Enter the calendar year to view. Property ID (multi-property only) Enter/Select a Property ID; leave blank for all. Click Continue. Page 5 of 12

6 Filter Information Vndr Alpha Enter part or all of a vendor alpha code. Status Select a vendor status. A Active I Inactive Blank Active and Inactive Vndr Name Enter part or all of a vendor name. Select a vendor in the browse window on the left side of the screen by clicking it or using the UP and DOWN arrows, or enter filter information and click Filter. The vendor s 1099 information will be displayed on the right side of the screen. The monthly disbursement amounts can be edited as necessary. Click Save; the annual total at the bottom of the screen will be recalculated. Page 6 of 12

7 IV Forms The 1099 form program is designed to print on pre-printed 1099 forms. The format for the 1099 form is defined by the government. The number of copies of each to be printed varies by state; some states require additional copies for city and local taxes. Data Plus supports two 1099 formats: 1099-MISC (2-up) and 1099-INT (2-up) for laser printers. Confirm with the IRS or an office supply store to be sure that the correct forms are used. Navigate to: Accounts Payable>Reports and Inquiries>Vendor Reports>1099 Forms Fields NOTE: The 1099 print task can be run as many times as necessary. Calendar Year Enter the calendar year for which to print the report. Minimum Amount Disbursed Enter the minimum disbursed amount; the default is the IRS minimum of $ for MISC. Page 7 of 12

8 Payer's Federal Tax ID (multi-property only) Select a single Federal Tax ID number for the property that made the payments, or leave blank for all. or Property ID (multi-property only) Enter/Select a Property ID; leave blank for all. If a Federal Tax ID was entered leave this field blank Type to Print Enter the form type. MISC INT Miscellaneous Interest Select up to 10 Vendors Enter up to ten vendor numbers; leave blank for all vendors. Click Continue to select print options and print the 1099 forms. Page 8 of 12

9 V Magnetic Media This task creates the ASCII file for the annual 1099 Magnetic Media reporting. The IRS accepts electronic filing at Verify the accuracy of the following data prior to running this task: Vendor Files Company Information file Properties files (multi-property only) Information is retrieved from the Company Information file, and in multi-property systems, it is also retrieved from the property file. It is critical that the Name, Address, Phone Number, and Tax ID are correct in the Company file, and that, in a multi-property system, that each property has the correct Federal Tax ID. IMPORTANT It is recommended that the 1099 Audit Report be run prior to creating the Magnetic Media file to verify that there are no errors or warnings. Missing vendor information may cause a vendor to be excluded from the Magnetic Media file. Navigate to: Accounts Payable>Reports and Inquiries>Vendor Reports>1099 Magnetic Media Page 9 of 12

10 Click OK to proceed to the next screen. Fields Calendar Year Enter the year for which the 1099 s are to be printed. Run as a Test File? Yes No Create a test file to submit to the IRS Create valid (live) file to submit to the IRS Minimum MISC amount Enter the minimum disbursed amount; the default is the IRS minimum of $600 for MISC. Include 1099 Type? Click the box to include 1099-MISC records in the magnetic media file. Minimum INT amount Enter the minimum disbursed amount; the default is the IRS minimum of $10 for INT. Include 1099 Type? Click the box to include 1099-INT records in the magnetic media file. Page 10 of 12

11 Payer's Federal ID Number/Property ID (multi-property only) Select a single Federal Tax ID number for the property that made the payments, or leave blank for all. or Property ID (multi-property only) Enter/Select a Property ID; leave blank for all. If a Federal Tax ID was entered leave this field blank. Transmitter Control code (required by IRS) Enter the Transmitter Control Code, as assigned by the IRS. Directory to place file Enter in the directory path in which to save the file, or click the drop-down arrow to browse to the directory. Transmitter Name (required by IRS) Enter in the name of the Transmitter; required by the IRS. Contact Name Enter the contact name for the company/property. Contact Phone Enter the contact's phone number, with no dashes or spaces (ex ) Contact Enter the contact's address. Click Continue to run. When the process is complete, the following message displays, showing the file path and name. If there are any further inquiries, please refer to our website or contact the Data Plus Support department. Website Data Plus Support Ext 3 Page 11 of 12

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