Maintain 1099-NEC Work Files

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

Use this option to add, change, delete, and review 1099-NEC 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-NEC Work File

Choose the Maintain 1099-NEC Work Files page.
Click Add New.
Complete the page's fields. For information on specific fields, refer to the fields below.
1099-NEC Header Information Section
- Complete all fields in this section, except Continuous, Address 2, Account Number, and Second Tin Notice. Note that the Alternate Vendor field requires an entry, though you can 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 information.
1099-NEC Detail Information Section
- Enter only amounts for the 1099-NEC boxes that apply.
- Enter all amounts as positive values.
Click OK. Add another record if the Continuous field was selected. Otherwise, return to the Maintain 1099-NEC Work Files page.

Select and Display Existing 1099-NEC Records

Choose the Maintain 1099-NEC Work Files page.

In the Search Criteria section, identify the records to display by entering criteria in the following fields:
Tax Year: Tax year for the 1099-NEC records, which defaults from the 1099 Setup page.

Change the default to select records from another year if needed.
To display all records in the 1099-NEC 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 does 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.

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

Change a 1099-NEC Work File Record

Choose the Maintain 1099-NEC Work Files page.
Complete the previous procedure for selecting and displaying work file records.
In the page's List section, select the record you want to change.
Click OK.
Change the desired fields. For information on a specific field, refer to the Fields section below.
1099-NEC Header Information Section
- The Tax Year, Vendor, and Alt Vendor fields cannot be changed.
- Select the Continuous field to change more than one record.
1099-NEC Detail Information Section
- Add or change amounts as needed.
- Enter all amounts as positive values.
Click OK:
- The next record from the Maintain 1099-NEC Work Files page's List section displays if the Continuous checkbox is selected. Repeat Steps 3-6.
- Return to the Maintain 1099-NEC Work Files page if the Continuous checkbox is blank.

Delete a 1099-NEC Work File Record

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

Generate a Report on Selected Vendors

Choose the Maintain 1099-NEC Work Files page.
In the Search Criteria section, enter criteria identifying the records to list, then click Find. To include all vendors, leave all the fields blank.
Click Print.
In the Print window, specify how to generate the report.
Click OK. The report's default file name is 1099n_list.rpt.

Fields

1099-NEC Header Information

The following fields identify the 1099-NEC accounts payable record and associated vendor:

Field	Description
Tax Year	Current tax year, as entered in the 1099 Setup page. If adding a record, select another year if needed. However, you cannot change the year or the Vendor Number and Alternate Vendor fields when changing existing 1099-Misc records.
Vendor Number	Code identifying a vendor, as entered in the Vendor List. Character/8 When adding a record, the system issues a warning if the code entered does not exist in the Vendor List. However, it still accepts the code. This enables you to issue a 1099 form to a party who is not a regular vendor.
Alternate Vendor	Code identifying the alternate vendor who received payment for this transaction. Enter the appropriate code, as stored in the Alternate Vendor Address table, or leave the field at its zero default if an alternate vendor does not apply.
Payee Federal ID	Vendor's federal Taxpayer Identification Number (TIN). Character/15
Payee Name	Vendor's name. Character/35
Secondary Payee Name	Secondary Vendor's name. Character/35
Doing Business As	Vendor's doing business as name. Character/35
Account Number	Vendor's account number. In most cases, use the recipient's vendor number, which defaults to this field from the Vendor List. However, if filing multiple 1099-NEC forms for a vendor, assign separate account numbers for each form. Character/20
Second Tin Notice	Checkbox indicating that you were notified twice by the IRS within three calendar years that the payee provided an incorrect Taxpayer Identification Number (TIN). Select the box if this applies. Leave the box blank, however, if the two notices were received within the same year or if no notices were sent.
Foreign Address	Checkbox indicating the vendor has a foreign address.
1099-NEC Detail Information Section	These fields are for entering the amounts of non-employee compensation paid to the vendor in each 1099-Misc category. For complete information on a category, refer to the 1099-NEC instructions from the IRS. 1 - Non-Employee Compensation - Non-employee compensation of $600 or more, including fees, commissions, and awards for services. 4 - Federal Income Tax - Federal income tax retained as a backup withholding, as required for recipients who do not furnish their Taxpayer Identification Numbers. 5 - State Income Tax - Amount of state income tax withheld in connection with the 1099-Misc payments. 6 - Payer's State - Two-character abbreviation identifying the state associated with the amount entered in the State Income Tax field. 7 - State Income - Amount of the withholding paid to the state.