Sending A/P 1099 Electronically

2 Sending 1099 s Electronically... 3 Creating Electronic 1099 File... 4 FTP (File Transfer) Maintenance... 5 Control Records... 6

Sending 1099 s Electronically The A/P 1099 s can be submitted to the government electronically. This option will create a file in the format required by the government. This file can then be transferred to a PC using FTP to then be transferred electronically to the Government. There are several control records that must be setup in addition to the already existing control records used to print the 1099 s. These control records are listed at the end of this section. 3

Creating Electronic 1099 File To create the Electronic 1099 File, take the 1099 report menu option off the A/P report menu. On this menu take option to create the Electronic 1099 File. The same screens will display that are available, when the report of the Miscellaneous 1099 s is created. The following screen will only display when you are creating the Electronic 1099 file. Selected fields on this screen are required. You will be required to input the payment year. This is the 4 digit year for which you are reporting the 1099 information. This will default for you. The transmitter control code assigned by the government is also required. This is a 5-character code assigned by the government The electronic file name is only needed if this is a replacement file. If so, you must input the electronic file name specified by the IRS when sending the replacement. If this is test file being sent to the IRS to test the format of the file, answer Is this a Test Only? question with a value of Y. This information will be considered test only and will not be observed by the IRS. If this is a replacement file, answer the Is this a Replacement File? question with a value of Y. You will be required to input the 2-character replacement alpha field and the electronic file name. 4

FTP (File Transfer) Maintenance Once the file is created, it can be transmitted from the 400 to the PC. FTP will be used to transfer the file from the 400 to the PC. The following FTP maintenance must be created in order to transfer the file. The FTP maintenance option is located off the other maintenance options from the maintenance menu. The type of transaction will always be M1099. The vendor customer, address code and type code will be empty. The IP address will be the IP address of the PC the file is being transferred to. The user id and password are used with the FTP transfer software and will be defined on the PC. The subcommand will always be PUT. The local library will be your data library on the 400. The local file name must always be M1099T. The original file that is built has additional keys added to the file for use by Maddenco, but the file sent to the IRS will not contain these additional key fields. When the option is taken to send the file from the 400 to the PC, the original file will be copied to the M1099T file removing the additional fields. The member name will remain blank. The remote directory will be the directory on the PC where the file is to be transferred. The remote file will be the name of what you want the file to be called on the PC. The option to transfer the file is on the 1099 Report menu. You must have the FTP server running and have created the above FTP maintenance to transfer the file. If the transfer fails an error will be written to the system error log file. 5

Control Records COCNTADD Contains the address of the person to contact at your company if the IRS has any questions about the 1099 information reported. (Required) COCNTCTY Contains the city for the address of the person to contact at your company if the IRS has any questions about the 1099 information reported. COCNTNAM Contains the name of the person to contact at your company if the IRS has any questions about the 1099 information reported. (Required) COCNTNM1 Contains the company name of the person at your company to contact if the IRS has any questions about the 1099 information reported. (Required) COCNTNM1 Contains the extended company name of the person at your company to contact if the IRS has any questions about the 1099 information reported. (Not Required) COCNTPHN Contains the phone number of the person to contact at your company if the IRS has any questions about the 1099 information reported. (Required) COCNTSTE Contains the two-character state abbreviation for the address of the person to contact at your company if the IRS has any questions about the 1099 information reported. (Required) COCNTZIP Contains the zip code of the person to contact at your company if the IRS has any questions about the 1099 information reported. (Required) COTRNFID Contains the transmitter s nine-digit Taxpayer Identification Number. (Required) COTRNNM1 Contains the name of the transmitter, which is used in normal business. (Required) COTRNNM2 Contains the extended name of the transmitter, which is used in normal business. (Not Required) 6