1099 Processing

Menu Path: Fund Accounting > Periodic Routines > Periodic Processing > 1099 Processing

The options on the 1099 Processing menu enable you to copy accounts payable payment information into work files and maintain these files for generating 1099-MISC, 1099-G, 1099-INT, and 1099-NEC forms.

The 1099 processing options are discussed in the general order you would follow. Maintenance and report options can be used at any time to change and review files. All of the options in these sections are from the 1099 Processing menu, except for Modify 1099 Transactions and Clear 1099 Amounts, which are on the Fund Accounting > Periodic Routines > Periodic Processing menu.

Once you are satisfied with the contents of your files, print the 1099 forms, and create the electronic files. You can also audit changes made to your work files and purge audit records and work files from previous years.

Prerequisites

Before working with 1099 files, complete the following steps:

1. Print Accounts Payable checks for any outstanding payables. Outstanding payables may cause incorrect 1099 amounts for vendors.
2. Run the Backup Fund Accounting to Disk option from the System Administration menu.
3. Verify that the 1099 Types table contains the required 1099 Form and Box codes. Refer to the Fund Accounting Reference Tables section.
4. Verify that records in your Vendor List table have the correct 1099 Form and Box codes, including those for the 1099-MISC, 1099-G boxes, and 1099-NEC boxes. Continue to report the Non-Employee Compensation data as Form 1099-MISC, box 7 in the Vendor List. The Create 1099 Work file reports the information on the 1099-NEC.

Procedural Synopsis

The following is a synopsis of the steps involved in processing 1099 information. Except as noted, the options mentioned are from Fund Accounting > Periodic Routines > Periodic Processing > 1099 Processing.

Setup

1. Modify the 1099 Types on check records as needed, accessed through Fund Accounting > Periodic Routines > Periodic Processing > Modify 1099 Transactions.
2. Use 1099 Processing's Setup Parameters options to enter setup information for creating your 1099-MISC/NEC, 1099-G, and 1099-INT work files.
3. Use the Create 1099 Work File option to bring the current accumulated Vendor amounts into the various work file areas.
4. Use the Print Edit List options to review records for each 1099 Type. Use these options at any time to confirm modifications.

Processing

1. Modify data for 1099 Types using the Maintain Work File options. You can change or delete records as needed. You also can add 1099 records that were not brought in from accounts payable or the vendor file.
2. Use the Print Audit Listing of Changes option to review changes made to the 1099 work file.
3. When you are satisfied the work file information is correct, use the Print Forms options to generate 1099-MISC, 1099-G, 1099-INT, and 1099-NEC forms.
4. Use the Generate Electronic File options to create a 1099 data file.
5. Transfer the electronic file to the IRS.

Year-End

• Use the option accessed through Fund Accounting > Periodic Routines > Periodic Processing > Clear 1099 Amounts to remove 1099 amounts from vendor records. Once this data is cleared, you can begin processing vendor payments for the new year.

Before running this option, you must verify that the data in your 1099 work file is correct.

Purging

1. Use the Purge Work File option to clear 1099 work file records from previous years as needed. Usually, you should retain your current work file and audit file records for at least a year.
2. Use the Purge Audit File option to clear your 1099 audit files from previous years as needed. As with work files, you should retain audit files for at least a year, in case you need to verify 1099 changes from the past year.