How do I print or generate Form 1099 in Accounts Payable?

IMPORTANT: Filings are submitted by Form type and Federal Employer ID (FEIN or TIN). You are allowed to file only once for each Form type and Federal ID combination.

If you will be processing multiple runs for 1099s of the same Form type using the same FEIN in Accounts Payable and/or Property Management, be sure to select Yes, I use multiple 1099 data files for this EIN in the 1099 Setup Wizard. For detailed instructions on merging your 1099 data files, see How do I combine files for my Form 1099 in Accounts Payable?

Otherwise, you will select No, I use a single 1099 data file for this EIN.

Before you begin:

• Ensure you have posted all invoices and payments for the reporting year for the vendors.
• Verify the following settings are correct on the appropriate vendors in Setup, Vendors, 1099 Settings tab:
  • Vendor Receives a Form 1099 box is marked.
  • Correct Form Type is selected.
  • If reporting gross proceeds paid to attorney, that the Gross Proceeds Paid to an Attorney box is marked and the form type 1099-MISC Rents/Gross Proceeds is selected.
  • Recipients Tax ID Number is entered. If the vendor has not provided it, and you have sent the appropriate notices requesting it, mark the Second TIN Notice box.
  • Recipient's Tax ID Name is entered (as of version 20.3, up to 70 characters is allowed).
  • If you have any vendors who elected to receive their 1099 form electronically, verify the Electronic 1099 box is marked and the email address is entered. You must obtain a consent form from the vendors who elected this option. Refer to Electronic 1099 Consent Form.
• Use the 1099 Preparation report to verify information. Refer to Is there a report that will show the vendors and 1099 amounts in Accounts Payable?
• Back up your Accounts Payable files. Refer to How do I use File Tools to back up data files?
• Confirm you are enrolled with Aatrix. Refer to How do I enroll for Aatrix eFiling?

To Generate Aatrix 1099s:

1. In Accounts Payable, select Tasks, Government eFile and Reporting, Form 1099 (USA). You may receive a prompt to update tax forms when you open the eFile and Reporting window.
   • Note: To ensure you are 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 1099 report or Saved 1099 report. This window appears only if you have already saved a report. Then click Next.
   • For saved reports:
     1. Select the Form type and Federal ID Number.
     2. Click Open.
     3. In the Open Report window, select the report you want to open and then click Edit. This will open the 1099 History File Options window. Select the action you want to perform:
        • To Reprint Completed 1099s, refer to How do I reprint a completed 1099 form in Accounts Payable?
        • To efile or Print Incomplete 1099s, refer to How do I print 1099 or 1096 forms that I did not print from my original 1099 generation?
        • To Correct Completed 1099s, refer to How do I print a corrected 1099 in Accounts Payable?
        • To delete this report and start over:
          • IMPORTANT: If you have already submitted a filing for this report, you should use the option to Correct Completed 1099s instead of starting over.
            1. Click Close then close the Open Report window.
            2. Start the task again and select New 1099 report.
            3. Select the same form and enter the same Federal ID, then click Next.
            4. Select the vendors, then click Next.
            5. Click Generate.
            6. The History File Options window will open. Select Start Over then click Next.
            7. Answer the question that asks if copies had been distributed. If you select No, the steps will resume with the Verify company information section below.
        • To lookup a recipient's e1099 Password information, select e1099 Password Lookup then click Next and follow the prompts.
   • 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 selection 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 drop-down list.
     4. Minimum Reporting Amount: Enter the minimum reporting amount.
        • Vendors with income that meets or exceeds this amount will be included on the report.
     5. Federal ID Number: Enter the Federal ID Number (FEIN) you want to use when filing the 1099 or accept the prefilled number.
        • If your fiscal entity is set to data folder, the FEIN needs to be manually entered. It does not prefill even though the Federal ID may be entered in General Ledger under File, Company Settings, GL Settings.
        • If your fiscal entity is set to GL prefix, the FEIN will prefill based on what is entered in General Ledger under Setup, Prefix/Base, [Prefix A, Prefix B, or Prefix C], Fiscal Settings.
     6. Foreign Entity: You cannot process 1099s using Aatrix if you select Foreign Entity.
        • This check box prefills if the Foreign Entity check box is selected in your fiscal entity.
        • If your fiscal entity is set at the data folder, this check box is located in General Ledger File, Company Settings, GL Settings, Calendar/ Fiscal Settings.
        • If your fiscal entity is set at the prefix, the checkbox is located where you set up your fiscal entity in General Ledger 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, then click Next.
4. In the Generate Form 1099 (USA) window, click Generate.

Verify company information:

1. In the 1099 Setup Wizard window, select No thanks, start processing my 1099/1096s then click Next.
2. Verify your Payer TIN number and the type (EIN or SSN), then click Next.
3. The Multiple Data Files window allows you to merge multiple Accounts Payable and/or Property Management 1099 files of the same form type that need to be filed under the same EIN. Read the instructions on this window carefully, then select your answer accordingly, then click Next. If you need to merge 1099 data files, refer to How do I combine files for my Form 1099 in Accounts Payable?
4. Verify or enter your company payer information then click Next.
5. Select the appropriate tax preparer type then click Next.
6. Select the appropriate transfer agent type then click Next.
   • If you choose I use a Transfer Agent, clicking Next takes you to Transfer Agent Information (step 7)
   • If you choose I do not use a Transfer Agent, clicking Next takes you to State Tax Items (step 8)
7. Enter the required Transfer Agent information and click Next.
8. In the State Tax Items window, you can assign the correct tax account number and add all state and local taxes that need to be reported on your 1099 forms. If you have already completed a federal or state tax form, the items may be already filled in.
   • Click Add to enter new tax items.
   • Click Remove to delete any taxes for states that you do not want to print 1099s.
   • Click Edit to change the items already listed.
   • Tip: The text on the window shows you the correct account number format.
   • Notes:
     • If you add any states, additional 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 to which the 1099 will be sent, if they require them.
     • The following states require account numbers listed on the 1099 forms even if there is no withholding: LA, MT, NC, VT, and WI. The software will automatically place these state account number on the 1099 forms.
     • To have an account number populate on the form that isn't one of the above states, add taxable amounts for the state in the Preparer grid. Withholding can be left blank if there was no withholding, but the state account number will populate on the form if a taxable amount is included.
9. Click Next.
10. Complete the Special State or Local Tax Items and click Next.
11. 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, additional boxes will become available in the W2/1099 Preparer grid. Click Next.
12. Select the appropriate options in the Data Verification window then click Next.
    • Note: If you have any recipients who elected to receive their 1099 form electronically, you must obtain a consent form. Refer to Electronic 1099 Consent Form.
13. In the Recipient Identification Numbers window, select the RIN formatting options you would like 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. Missing or incorrect information is indicated with a red cell.

NOTES:

• Any changes you make in this grid does not update your accounting data. You must correct the data within Accounts Payable for the changes to be permanent.
• You can add additional recipients in this window by doing the following:
  1. From the Edit menu, select Rows, Insert.
  2. Enter the number of vendors you need to add then click OK.
  3. Enter the vendor 1099 information: name, address, TIN, amounts, etc...in the appropriate boxes.

1. The Preparer Steps window appears.
   1. Review the steps you need to perform.
   2. If desired, mark the box Don't show this message again.
   3. Click OK.
2. In the W2/1099 Preparer window, verify the recipient Taxpayer ID (TIN) then click Next Step.
3. Verify the recipient FEIN check box then click Next Step.
4. Verify the recipients' names and click Next Step.
5. Verify the recipients' addresses and click Next Step.
6. Verify the income boxes then click Next Step.
   • Note: If you need to report additional amounts in the other boxes, you may manually enter them in the grid.
7. Verify the filing state then click Next Step.
   • If you receive the error: One or more of the filing states require a state account number or The highlighted state(s) require an Account Number when filing 1099's, before proceeding see the information in Error: "One or more of the filing states require a state account number" (during AP 1099 generation):
     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 and items.
     10. Click Next.
     11. Continue to the W2/1099 Preparer window. Click Next until you are in the amounts grid.
8. If you added any states and need to report amounts in wages/income and tax boxes, scroll to the right to enter the appropriate amounts in wages/income and taxes boxes for the appropriate states:
   • 1099-NEC: Enter the appropriate amounts in Box 7 [state] income and Box 5 [state] tax withheld. The state and account number will 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 will print in box 17 on the form.
   • 1099-INT: Enter the appropriate amounts in [state] wages and Box 17 [state] tax withheld. The state will print in box 15 and the account number will print in box 16 on the form. If a Foreign Country or U.S. Possession was added, enter the appropriate amount in Box 6 foreign tax paid, the country or U.S. possession will print in box 7.
   • 1099-DIV: Enter the appropriate amounts in [state] wages and [state] tax withheld. The state will print in box 14 and the account number will print in box 15 on the form. If a Foreign Country or U.S. Possession was added, enter the appropriate amount in Box 7 foreign tax paid, the country or U.S. possession will print in box 8.
9. Click Next.
10. Review the Important Notice message.
11. Click either Agree or Double Check.
    • Agree will continue with the data as it is
    • Double Check will allow you to make changes before continuing

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 will be prompted to select if you would like 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. If you included certain states, you will be prompted to select the appropriate state form. Make your selection then click Next.
7. In the Review Data window, review the list of forms that will generate. If you would like to print the list, click Print. Then click Next.
8. Review your 1099 forms. If corrections need to be made, close the window and start over. If the forms are correct, follow the prompt at the top of the screen to print copies, then click Next Step. Repeat this step for each form you selected to print.
   • Notes:
     • It is recommended you save your copies to a .pdf file for easy access and reprinting later.
     • If you skip printing or efiling any forms in this report, you can come back to this saved report and choose eFile or Print Incomplete 1099s to complete the efiling and/or printing.

eFile your forms using the Aatrix eFile center:

1. If you have not enrolled with Aatrix, click Enroll to launch the Aatrix eFile Center. Refer to How do I enroll for Aatrix eFiling?
   1. Click Enroll and follow the prompts to setup your account.
   2. After completing the steps to setup your account, on the Aatrix Secure eFile - EIN NOT ENROLLED window click I have Enrolled and have my Login ID.
2. If you have an account with Aatrix, the Aatrix Secure eFile - Login window will display. Enter your Username and Password and click Login.
3. Follow the prompts to complete the eFiling process. Refer to How do I use the Aatrix Efile Center website?

Learn more: Visit Sage University to watch a video that shows you how to perform this task. Search for the Sage 300 Construction and Real Estate anytime learning subscription titled Year-end Procedures.