Accounts Payable: Print 1099 Forms Accounts Payable: Print 1099 Forms
This screen is accessed through 1099 Forms on the Accounts Payable Reports menu..
Print for Tax Year (spin box)
Use this box to select the desired tax reporting year. When the year is changed, the contents of the vendor list box below will be recalculated based on the selected year.
List of Vendors and Amounts (list box)
This box contains a list of all the vendors who were paid during the selected tax year. Each vendor line displays the vendor Federal ID, the amount paid during the year, and the type of 1099 to be printed.
Recalculate Amount Column (button)
This program will recalculate the amount paid to each vendor for every year the program has been tracking accounts payable. The Accounts Payable Invoice History file is the source for the raw data.
The following screen will come into view when the Recalculate Paid This Year Balances button is pushed.
Press the Proceed buttonand the amounts will be recalculated. Press the Cancel button and the program will return to the last screen.
This program recalculates the amount paid to each vendor for the current year and for all previous years. The new figures for the selected Tax Year will be displayed in the Amount column.
Use these buttons to manually change the settings and/or amount paid for the selected tax year. The following window will allow the change:
1099 Minimum
Forms will not be printed for vendors who were paid less than the indicated minimum amount.
Payer's State
Enter your company's state designation here.
State Tax ID Number
Enter your company's state tax id number here.
Mask Vendor ID (check box)
If this box is checked, the Vendor ID number will be masked when printing the form. This box should only be checked when printing forms to be sent to the vendor.
Select whether to print on purchased forms for sending to the IRS or to print on blank paper for distribution to vendors.
Include Instructions to Recipient (check box)
This checkbox only applies to forms printed for distribution to the vendor.
Printing Order (radio options)
Select whether to print the forms in Vendor Number or Vendor Name order.
1099-NEC, 1099-MISC and 1099-INT Settings
Check the box(es) to print the desired form(s). Since these reports will print on purchased forms, a method is provided for adjusting the Print Height (the space allowed at the top of the form before printing begins) and the Space Between Forms, since two forms print on each page. Click the Alignment button to print a test form for alignment purposes.
Print Account Number from Vendor File (check box)
If this box is checked, the system will print a value in the Account Number field on the 1099 form.
1096 Printing
Check the Print box if a 1096 (totaling) form is to be printed. Use the Print Height setting to adjust the space allowed at the top of the form before printing begins. Use the Checkbox Nudge setting to push the printed check marks right or left and up or down. (positives and negatives are allowed) if necessary. Enter the Contact Name and Email Address of the person printing the forms.
Export Text File for Online Reporting (button)
Reporting Electronically 1099 allows for transferring of 1099 information to a text file for transmission to the proper government tax authority. This program is identical to Printing 1099 forms with one exception: Instead of printing the information on 1099 forms, the computer will display the following prompt when the button is pushed.
Type of File to Export
There are two general types of text file that can be exported. The xml file can include all the different 1099 types in one file. The csv file can include only one 1099 type, so if multiple 1099 types are issued, the user must generate a csv file for each 1099 type.
Include Header Row
This checkbox is only relevant if one of the csv export file types is selected. If the box is checked, the first row of the resulting csv text file will include column headings.
Information for Tax Year
Select the Year for which the tax information should be generated. Use the up and down arrows to select the desired year.
Contact Name & Email Address
This information will be encoded into the file so the IRS can contact the person who created the file.
Folder & Filename
Enter the location and filename of the file to be created.
Transmitter Control Code
Enter the transmitter control code assigned to the company by the IRS. This is only necessary when exporting the xml file type.
Generate (button)
The tax information will automatically be written to a disk file in the specified location. When the process is completed, the following screen will come into view.
The file can now be uploaded to the taxing authority.
Print Forms for Tagged Vendors (button)
Clicking this button will print the forms according to the settings specified above.
Report Description: 1099-NEC
Company Name
This field contains the Company name (up to 32 characters).
Address #1 & #2
These lines contain the street address of the company. Each field can hold up to 20 characters.
City, State, ZIP
This line contains the city, state, and ZIP code.
Phone number
This field contains the Company phone number.
Company ID
This field contains the Federal ID # of the current company.
Vendor ID
This is the Federal ID # of the vendor.
Vendor Name
This field contains the vendor name (up to 32 characters).
Amount Paid This Year
This is the amount paid to this vendor this year. This field is automatically maintained by the system, but may be edited manually.
Address #1 & #2
These lines, each 20 characters, are the street address of the vendor. Depending on the printer selected, they will either be on the same line or separate lines.
City, State
This field contains the city and state (up to 17 characters).
ZIP
The ZIP code (up to 10 characters) is displayed in this field.
1099-NEC for IRS or Vendors
This form must be printed on authorized pre-printed forms. The only thing the accounting program prints is the information to fill in the fields.
This program prints the entire form, two vendors to a page (unless instructions are included).
This report also prints on an authorized pre-printed form.
