Generate 1099 Electronic File

Use this option to create electronic files of your 1099 data for submission to the IRS. When you create a file, the system generates a summary report of the output. A Yes or No printed at the end of the summary indicates whether the organization participates in a federal/state filing program. The system prints a detail report listing all information included in the file if the Print Detail checkbox in the setup page is selected.

Menu Path

From the Fund Accounting menu, select Periodic Routines. From the Periodic Processing menu, select 1099 Processing. Select the desired Generate 1099 Electronic File option

• Generate 1099-Misc Electronic File

• Generate 1099-NEC Electronic File

• Generate 1099-G Electronic File

• Generate 1099-Int Electronic File

Create Electronic File of 1099 Forms

1. On the Generate 1099-X Electronic File page (where X indicates the 1099 type of Misc, NEC, G, or Int), the data in the Electronic File Setup section, with the exception of Extract Payee Control Name, defaults from the 1099 Setup page. Change this information as needed.

2. Select the field in the Extract Payee Control Name field to remove blanks and special characters from the vendor name as specified by Federal regulations.

3. In the File Indicator field, select one of the following to indicate the type of forms to include. For information on filing corrections, refer to the IRS publication, General Instructions for Forms 1099, 1098, 5498, and W-2g.

   • O- Original

   • R - Replacement

   • C - Correction

   • 1 - Omission

   • 2 - Correction Type 2

   • T - Test

4. If this is a Replacement file, you must complete the Alpha Char and File Name fields. You may skip these fields with the other File Indicators.

5. In the File Type field, select one of the following, and click OK:

   • 1 - Electronic File

   • 0 - Tape

6. If you are filing for a prior year, select Prior Year File. Refer to the Electronic File for a Prior Year section of this page for additional steps to file for a prior year.

7. If this is a Correction file, two additional fields appear. Complete the fields to identify the records being corrected, and then click OK:

   • Vendor Number: Enter the number of an individual vendor, or use the pipe symbol to identify selected vendors, for example, 1190|2340|3210.

   • Alternate Vendor Number: To generate a form for an alternate vendor, enter the appropriate code, as stored in the Alternative Vendor Address table. If needed, use the pipe symbol to enter multiple codes.

   • If both fields are blank, the correction file contains all vendors in the work file affected.

8. Up to three Print pages display in succession. Click OK after you enter settings on each page. Following are the outputs and default file names for these pages:

   • Electronic File: Default file name is 1099tpeX.tpe.

   • 1099 Detail Report: Default file name is 1099dtlX.rpt.

   • 1099 Summary Report: Default file name is 1099sumX.rpt.

   • The X in the default file names represents the first letter of the forms being produced (m, n, g, or i). 

   • The second page only displays if the Print Detail field in the 1099 Setup page is selected for producing the 1099 Detail report. On each Print page, enter your settings, and click OK.

9. Click OK.

Electronic File for a Prior Year

IRS regulations state that position 6 on the transmitter (T) record is required to be a P when generating an electronic file for previous years, beginning with 2013. For the current reporting tax year, position 6 must be blank. To populate the P in the transmitter record, you must select Prior Year File on the Generate 1099 Electronic File for the file type you need to create. Additional steps are required to capture the correct data for the prior year file:

1. Navigate to Setup Main 1099 Parameters and change the tax year to the one that you want to report.

2. Make sure that the vendor records on the appropriate Maintain 1099 Work Files page are for the year that you want to report.