Print or generate Form 1099 in Accounts Payable

Generate Aatrix 1099s

1. In Accounts Payable, select Tasks, Government eFile and Reporting, Form 1099 (USA).
2. If you receive a prompt to update tax forms, complete the process.
   • 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).
3. 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.
4. Choose your next steps based on whether you're working with saved reports or new reports.

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:
   • Reprint completed 1099s.
   • Print or eFile incomplete 1099s.
   • Correct completed 1099s.
   • Delete the report and start over. If you already submitted a filing for this report, use the option to Correct Completed 1099s instead.
     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 you distributed copies. If you select No, the steps will resume with the Verify company information section below.
   • To look up a recipient's e1099 Password information, select e1099 Password Lookup. Click Next and follow the prompts.
4. Click Next.
5. Select the vendors to include on this report in the Vendors to Process window. Then click Next.
6. In the Generate Form 1099 (USA) window, click Generate.

New reports

Enter the following information for new reports.

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 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.
   • The report includes the vendors with income that meets or exceeds this amount.
5. Federal ID Number: Enter the FEIN you want to use when filing the 1099 or accept the prefilled number.
   • 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.
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 vendors to include on this report in the Vendors to Process window. Then click Next.
9. 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 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.
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 don’t 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, 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.
   • The text on the window shows you the correct account number format.
   • 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: LA, MT, NC, 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.
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, more 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.
    • If you have any recipients who elected to receive their 1099 form electronically, obtain a consent form. Refer to Electronic 1099 Consent Form.
13. 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 doesn’t update your accounting data. Correct the data within Accounts Payable for the changes to be permanent.

You can add more 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.

Steps to verify

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.
   • If you need to report more amounts in other boxes, enter them manually in the grid.
7. 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 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 states and need to report amounts in wages/income and tax boxes, scroll to the right. 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 prints 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 prints 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 add 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.
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 change 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, decide if you want to purchase a PDF archive. Make your selection and 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, it will prompt you 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 want to print the list, click Print. Then click Next.
8. 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.
   • Notes:
     • We 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. You can choose eFile or Print Incomplete 1099s to complete the eFiling and/or printing.

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.