Generate Aatrix 1099s

1. In Accounts Payable, select Tasks, Government eFile and Reporting, Form 1099 (USA). Update Aatrix, if prompted.
   • To ensure you’re always in compliance with the latest government-mandated changes, select Automatic Update. After the automatic update has run, re-open Tasks, Government eFile and Reporting, Form 1099 (USA).
2. In the Form 1099 (USA) window, select whether to open a new or saved report. This window appears only if you have already saved a report.
   • If you choose to open a saved report, select the Federal ID number and click Open. In the Open Report window, select the report you want to open and click Edit.
   • For new reports, enter the following:
     1. 1099 Amounts to Report: Select whether to generate the report by the total paid to vendors or by fiscal entity.
        • If you select Fiscal Entity, you must also select the GL Prefix. This is visible only if you selected Retain totals per GL prefix in File, Company Settings, AP Settings.
     2. Form: Select which 1099 form to generate.
     3. Reporting Year: Select the correct year from the dropdown list.
     4. Minimum Reporting Amount: Enter the minimum reporting amount.
        • The report includes vendors with income that exceeds this amount.
     5. Federal ID Number: Enter the FEIN you want to use when filing the 1099 or accept the prefilled number.
        • If you set your fiscal entity to the data folder, enter the FEIN manually. It doesn’t prefill even if you enter the FEIN in General Ledger, File, Company Settings, GL Settings.
        • If you set your fiscal entity to GL Prefix, the FEIN prefills from the General Ledger set up. Check under Setup, Prefix/Base, (Prefix A, Prefix B, or Prefix C), Fiscal Settings.
     6. Foreign Entity: You can’t process 1099s using Aatrix if you select Foreign Entity.
        • This checkbox prefills if you select the Foreign Entity box in your fiscal entity.
        • If you set your fiscal entity to the data folder, locate this checkbox in General Ledger. Check under File, Company Settings, GL Settings, Calendar/Fiscal Settings.
        • If you set your fiscal entity to GL Prefix, locate this checkbox in your General Ledger fiscal entity. Check under Setup, Prefix/Base, (Prefix A, Prefix B, or Prefix C), Fiscal Settings.
     7. Click Next.
3. Select the vendors you want to include on this report in the Vendors to Process window.
4. In the Generate Form 1099 (USA) window, click Generate.
5. In the 1099 Setup Wizard window, select No thanks, start processing my 1099/1096s then click Next.
6. Verify your Payer TIN number then click Next.
7. The Multiple Data Files window allows you to merge multiple 1099 files under the same EIN. Select Yes, I use Multiple data files for this EIN and click Next.
8. In the Multiple 1099 Data Files window, click Save.
9. Enter a file name to save your 1099 file and click OK, then click Close.
10. Repeat steps 1-9 for each entity, except on the last entity DO NOT click Close.
11. While in the Multiple 1099 Data Files window, select the applicable 1099 files from step 9. Click Merge, then click Yes.
    • If vendors have the same TIN and these fields match, you’ll receive a prompt to merge them. Answer as appropriate for each duplicate vendor.
      • Taxpayer ID Number
      • First Name
      • Last Name
      • Company Name
      • TIN Flag
      • All address fields
      • Account Number (this is the Vendor ID)
12. Verify or enter your company payer information then click Next.
13. Select the appropriate tax preparer type then click Next.
14. In the State & Local Tax Items window, assign the correct tax account number. Add state and local taxes as needed. Fields can 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.
    • The text on the window shows you the correct account number format.
    • More information:
      • 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. This is the state that it sends the 1099 to, if they require them.
      • The following states require account numbers listed on the 1099 forms even if there’s no withholding: LA, MT, NC, VT, and WI. The software will automatically place these state account number on the 1099 forms.
      • To populate an account 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 was no withholding. The state account number will populate on the form if you include a taxable amount.
15. Click Next.
16. If this is a 1099-INT or 1099-DIV, the Foreign Countries or U.S. Possessions window will appear. If any of your recipients have foreign taxes withheld, click Add to enter the countries' names. If you add any countries, more boxes will become available in the W2/1099 Preparer grid.
17. Click Next.
18. 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.
19. 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 grid marks cells in red when you have missing or incorrect information. Any changes you make in this grid doesn’t update your accounting data. Correct the data within Accounts Payable for the changes to be permanent.

1. In the W2/1099 Preparer window, verify the recipient Taxpayer ID (TIN) and click Next Step.
2. Verify the recipient FEIN checkbox and click Next Step.
3. Verify the recipients' names and addresses and click Next Step.
4. Verify the income boxes and click Next Step.
   • If you need to report more amounts in the other boxes, manually enter them in the grid.
5. Verify the Filing State and click Next Step.
   • See more information before proceeding if you receive the following errors: "One or more of the filing states require a state account number" or "The highlighted state(s) require an Account Number when filing 1099s".
     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 4-8 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 any states, scroll to the right to report amounts in wages and tax boxes:
   • 1099-NEC: Enter the appropriate amounts in Box 7 [state] income and Box 5 [state] tax withheld. The state and account number print in box 6 on the form.
   • 1099-MISC: Enter the appropriate amounts in Box 18 [state] income and Box 16 [state] tax withheld. The state and account number print in box 17 on the form.
   • 1099-INT: Enter the appropriate amounts in [state] wages and Box 17 [state] tax withheld. The state prints in box 15 and the account number prints in box 16 on the form. If you added a Foreign Country or U.S. Possession, enter the amount in Box 6 foreign tax paid. The country or U.S. possession prints in box 7.
   • 1099-DIV: Enter the appropriate amounts in [state] wages and [state] tax withheld. The state prints in box 14 and the account number prints in box 15 on the form. If you added a Foreign Country or U.S. Possession, enter the amount in Box 7 foreign tax paid. The country or U.S. possession prints in box 8.
7. 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. If you selected any eFile options, you'll receive a prompt asking if you want to purchase a PDF archive. Make your selection, then click Next.
5. If you added any states, select the states you wish to file then click Next.
6. Review the forms that will generate in the Review Data window. If you want to print the list, click Print. Click Next.
7. Review your 1099 forms. If you need to make corrections, close the window and start over. If the forms are correct, follow the prompt to print copies and click Next Step. Repeat this step for each form you selected to print.
   • Notes:
     • It’s recommended you save your copies to a .pdf file for easy access and reprinting later.
     • If you skip printing or eFiling any forms, you can come back to this saved report. Choose eFile or Print Incomplete 1099s to complete the eFiling and/or printing.

eFile your forms using the Aatrix eFile center

1. On the Aatrix Secure eFile - EIN NOT ENROLLED window click I have Enrolled and have my Login ID.
2. Enter your Username and Password and click Login.
3. Follow the prompts to complete the eFiling process.