Generate Aatrix 1099s

1. In Property Management, select Tasks, eFile Form 1099.
2. In the Form 1099-INT window, select whether to open a Saved or New report. (This window appears only if you have a saved report.)

Saved report

1. Select the Federal ID number and click Open.
2. In the Open Report window, select the report you want to open then click Edit.
3. Select the option from the Available Actions that you want to perform: Reprint Completed 1099s, eFile or Print Incomplete 1099s, Correct Completed 1099s, Start Over, or e1099 Password Lookup.
4. Click Next.
5. Select the leases to include on this report in the Leases to Process window then click Next.
6. In the Generate Form 1099-INT window, click Generate.

New report

1. Payer Source:
   1. Select GL Prefix to use the payer information listed in the GL prefix associated with the property. For example, you assigned GL prefix 001-004-00 to the property. However, the fiscal entity is 001, which can have a different address.
   2. Select Data Folder to use the payer information listed with your company in File, Company Settings, General. The Payer Source doesn't display if you select Data Folder in GL, File, Company Settings, GL Settings.
2. Properties to Process: Select which properties you want to include in this run. You can select multiple properties if they share the same fiscal entity and the same year in the Period End column. The date in this column is the current period on the property (PM, Setup, Properties, General, Controls tab).
   Tip: Use SHIFT to select a range of properties and use CTRL to select specific properties.
3. Reporting Year: Select the correct year from the drop-down list. You can run 1099s for the current or previous year.
4. Federal ID Number: Enter the FEIN you want to use when filing the 1099 or accept the prefilled number. It prefills the FEIN from the fiscal entity you set up.
   • You set your fiscal entity to a data folder: Enter the FEIN manually. It doesn’t prefill even if you entered the Federal ID in GL Settings.
   • You set your fiscal entity to the GL prefix: The FEIN prefills based on your fiscal settings. You can check the FEIN under Setup, Prefix/Base, [Prefix A, Prefix B, or Prefix C], Fiscal Settings.
5. Minimum Reporting Amount: Enter the minimum reporting amount. The report includes leases with interest equal to or that exceeds this amount.
6. Foreign Entity: You can’t process 1099s using Aatrix if you select Foreign Entity.
   • This check box prefills if you selected the Foreign Entity box in your fiscal entity.
   • You set your fiscal entity to a data folder: Locate the box in GL Settings and Calendar/Fiscal Settings.
   • You set your fiscal entity to the GL prefix: Locate the box in your fiscal entity setup. Check in General Ledger, Setup, Prefix/Base, [Prefix A, Prefix B, or Prefix C], Fiscal Settings.
7. Click Next.
8. Select the leases to include on this report in the Leases to Process window then click Next.
9. In the Generate Form 1099-INT window, click Generate.

Verify company information

1. If you received a 1099 Company Information message, click OK.
2. Select if you want to do a test drive or No thanks, start processing my 1099/1096s. Click Next.
3. Verify your Payer TIN number, then click Next.
4. The Multiple Data Files window lets you merge multiple 1099 files of the same form type. This allows you to file them under the same EIN. Read the instructions on this window carefully. Select your answer, then click Next. See steps if you need to merge files for your 1099s.
5. Verify your company payer information, then click Next.
6. Select the appropriate tax preparer type, then click Next.
7. In the State & Local Tax Items window, assign the tax account number. Add the state and local taxes you need to report on the 1099s. These prefill if you already completed a federal or state tax form.
   • Click Add to enter new tax items
   • Click Remove to delete any taxes for states that you don’t want to print 1099s
   • Click Edit to change the items already listed
   • Notes:
     • If you add any states, more boxes will become available in the W2/1099 Preparer grid.
     • The W2/1099 Preparer grid contains a column for the filing state for each recipient. It sends the 1099 to this state, if they require them.
     • The following states require account numbers listed on the 1099 forms even if there’s no withholding: CT, LA, MT, NC, PA, VT, and WI. The software will automatically place these state account number on the 1099 forms.
     • Populate an account number on the form that isn't one of the above states: Add taxable amounts for the state in the Preparer grid. You can leave withholding blank if there's no withholding. The state account number will populate on the form if you include a taxable amount.
8. Click Next.
9. Foreign Countries or U.S. Possessions: If any of your recipients have foreign taxes withheld, click Add to enter the countries' names. If you add any countries, boxes 6 and 7 will become available in the W2/1099 Preparer grid.
10. Click Next.
11. Select the appropriate options in the Data Verification window, then click Next.
    • If you have any recipients who elected to receive their 1099 form electronically, obtain a consent form. Refer to Electronic 1099 Consent Form.
12. In the Recipient Identification Numbers window, select the RIN formatting options you want to use, then click Next.

Verify 1099 information and totals

The W2/1099 Preparer window displays information in a grid. The columns in the grid correspond to the boxes on the form.

Verify information highlighted for each step. The form indicates missing or incorrect information with a red cell.

Any changes you make in this grid don’t correct your accounting data. Correct the data within Property Management for the changes to be permanent.

1. In the W2/1099 Preparer window, verify the recipient Taxpayer ID (TIN), then click Next Step.
2. Verify the recipient FEIN check box, then click Next Step.
3. Verify the recipients' names and addresses, then click Next Step.
4. Verify the income boxes, then click Next Step.
5. Verify the filing state, then click Next Step.
   • If you receive an error that the state requires an account number, see information about the error before continuing.
     
     1. Click Go back and correct.
     2. From the Edit menu, select Company Setup.
     3. Click Next until you reach the State & Local Tax Items window.
     4. Click Add to next to the State Tax Items box.
     5. Select the State.
     6. Select the appropriate withholding Tax Name.
     7. Enter the Tax account number.
     8. Click OK.
     9. Repeat steps 4 through 8 for any additional states.
     10. Click Next.
     11. Continue to the W2/1099 Preparer window. Click Next until you are in the amounts grid.
6. If you added states and need to report amounts in box 17, scroll to the right. Enter the amounts in wages/income and taxes boxes for the appropriate states.
   • The state prints in box 15 on the form.
   • The tax account number prints in box 16 on the form.
7. If you added any foreign countries and need to report amounts in box 6, scroll to the right. Enter the appropriate amounts in boxes 7 (wages) and 6 (tax) for the appropriate countries. The country prints in box 7 on the form.
8. Click Next Step.

Print and/or eFile your forms

1. If you receive an Aatrix eFile ad, review the information then click Next.
2. Select the applicable options for printing and/or eFiling your forms, then click Next.
3. Click Next.
4. In the Review Data window, review the list of forms that will generate. If you want to print the list, click Print. Then click Next.
5. Review your 1099 forms. If you need to make corrections, close the window and start over. If you don't, follow the print prompts at the top of the screen, then click Next Step. Repeat this step for each form you selected to print.
   • We recommended you save your copies to a .pdf file for easy access and reprinting later.

eFile your forms using the Aatrix eFile center

1. Confirm you're enrolled with Aatrix.
2. Complete the account setup steps.
3. On the Aatrix Secure eFile - EIN NOT ENROLLED window, click I have Enrolled and have my Login ID.
4. If you have an account with Aatrix, the Aatrix Secure eFile - Login window will display. Enter your Username and Password and click Login.
5. Complete the eFiling process.