Maintain 1099-G Work Files

Menu Path: Fund Accounting > Periodic Routines > Periodic Processing > 1099 Processing > Maintain 1099-G Work Files

Use this option to add, change, delete, and review 1099-G work file records.

In Fund Accounting > Reference Tables > Reference Tables > Vendor List or Alternate Vendor Address, a message displays asking to update the 1099 record with your changes if any of the following conditions exist:

• Changes are made to a vendor's Federal Tax ID or any of the fields on the 1099 Name and Address tab
• The system month is January
• 1099 information exists for the prior year

Add a Transaction Record to the 1099-G Work File

1. Choose the Maintain 1099-G Work Files page.
2. Click Add New.
3. Complete the page's fields. For information on specific fields, refer to the Fields section below.
   1099-G Header Information Section
   
   • Complete all fields in this section, except Continuous, Address 2, and Account Number. The Alternate Vendor field requires an entry, but you may accept the 0 default.
   • Select the Continuous field to enter more than one record.
   • When selecting a vendor, information from the vendor's record defaults to the payee fields (Payee Federal ID through Account Number). This information will default from the 1099 Name and Address tab on the Vendor List. If necessary, change the default data.

   1099-G Detail Information Section

   • Enter only amounts for the 1099-G boxes that apply.
   • Enter all amounts as positive values.
4. Click OK. Add another record if the Continuous field was selected. Otherwise, return to the Maintain 1099-G Work Files page.

Select and Display Existing 1099-G Records

1. Choose the Maintain 1099-G Work Files page.
2. In the Search Criteria section, enter criteria in the following fields to identify the records to display:
   Tax Year: Tax year for the 1099-G records, which defaults from the 1099 Setup page.
   
   • Change the default to select records from another year if needed.
   • To display all records in your 1099-G work file, leave this and the other fields blank. Vendor Number Codes identifying vendors in the Vendor List, as well as those added to the work file that do not exist in the Vendor List.
   • To select multiple vendors, use the pipe symbol, for example, 1250|1300|1420.

   The remaining fields can be blank:

   Payee Federal ID	Taxpayer Identification Number (TIN) assigned to vendors by the IRS.
   Alternate Vendor	Codes identifying the alternate vendors associated with transactions, as stored in the Alternate Vendor Address table.
   Payee Name	Names of the vendors, as stored in the Vendor List.

3. Click OK. The vendor records that match your criteria display in the page's List section.
   
   • Change or delete the displayed records as needed.
   • Print Vendor List information on the vendors displayed if needed.
4. Refer to the following procedures for information on these functions.

Change a 1099-G Work File Record

1. Choose the Maintain 1099-G Work Files page.
2. Complete the previous procedure for selecting and displaying work file records.
3. In the page's List section, select the record you want to change.
4. Click OK.
5. Change the desired fields. For information on a specific field, refer to the Fields section below.
   1099-G Header Information Section
   
   • The Tax Year, Vendor, and Alternate Vendor fields cannot be changed.
   • Select the Continuous field to change more than one record.

   1099-G Detail Information Section

   • Add or change amounts as needed.
   • Enter all amounts as positive values.
6. Click OK:
   • If you selected the Continuous checkbox, the next record from the List section in the Maintain 1099-G Work Files page displays. Repeat steps 3-6.
   • If you left the Continuous checkbox blank, you return to the Maintain 1099-G Work Files page.

Delete a 1099-G Work File Record

1. Choose the Maintain 1099-G Work Files page.
2. Complete the procedure for selecting and displaying work file records.
3. In the page's List section, select the record to delete.
4. Click Delete.
5. Click Yes.

Generate a Report on Selected Vendors

1. Select the Maintain 1099-G Work Files page.
2. In the Search Criteria section, identify the vendors you want to include in the report. To include all vendors, leave all fields blank.
3. Click OK.
4. Click Print.
5. In the Print window, specify how to generate the report.
6. Click OK. The report's default file name is 1099v_list.rpt.

Fields

The following are descriptions of the fields in the 1099-G Header Information and 1099-G Detail Information. For descriptions of the fields in the Maintain 1099-G Work Files page, refer to the procedure for selecting and displaying 1099-G records.

1099-G Header Information Section

The following fields identify the 1099-G record and the associated vendor: