total payments to (checks written) SETUP OPTIONS Vendor 1099 Info Tab Federal Tax ID Vendor Alternate Address for 1099 Category

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1 1099 Reporting Tracking and printing of laser 1099 forms and reports are automated utilizing 1099 flagging of accounts payable invoices. The printing of these forms is designed to use the IRS official 1099 forms which can be obtained from the IRS or purchased from an office supply store (Advantage does not sell or supply 1099 forms) laser forms can be printed for a single Federal ID or for multiple Federal IDs in a single database by selecting the Bank associated with each Federal ID (Office) forms will include total payments to (checks written) for vendors with rent, other income and nonemployee compensation amounts of $600 or more, royalty amounts of $10 or more and gross proceeds paid to an attorney in any amount information is based on the vendor pay to code in the check register. SETUP OPTIONS Vendor The Pay to Name and Address are used on the 1099 unless an alternative 1099 address is entered and checked to Use on the 1099 Info tab Info Tab To issue a 1099 to a Vendor the vendor must be activated as a 1099 Vendor. The 1099 Info tab holds the Vendor s default information. Federal Tax ID - Enter the Vendor's Federal Tax ID number Vendor - Select this check box if the Vendor should receive a 1099 Form. Alternate Address for Select the Use check box if the address entered in this section should be printed on the vendor s If this box is not checked, the Pay To Address on the Main tab will be used. Category - Select the type of payment for this Vendor: o Non Employee Compensation Page 1 of 5

2 o o o Other Income Rent, Royalties Gross Proceeds to Attorney Printing Amounts in Box 3 Other Income To report payments in Box 3 (Other Income), you have the ability to enter a description for this information by adding it to the sort option field on the Defaults/Notes tab Agency Maintenance Settings When initially implementing your system you would have made a decision on how the system defaults should work for the recording of 1099 invoices. There are two approaches that can be taken when processing 1099 vendor invoices. All invoices posted to a vendor are flagged for 1099 reporting. Specific invoices posted to a vendor are flagged for 1099 reporting. Page 2 of 5

3 ACCOUNTS PAYABLE ENTRY If the agency option Flag individual vendor A/P invoices as 1099? is checked, a field displays on the Accounts Payable Entry screen called 1099 Invoice. This feature allows you to mark individual invoices for the specified vendor as 1099, while others can remain non If the Issue 1099 field is checked on the Vendor record, this field will be checked by default, but may be changed. When the field is checked, the paid invoice amount will be included in the 1099 total for the year. If the field is not checked, the invoice amount will not be included in the 1099 total. Page 3 of 5

4 If the Agency Maintenance option Flag individual vendor A/P invoices as 1099? is not checked a 1099 field will not display. Invoices posted to the vendor will be flagged as 1099 based on the Vendor 1099 Info settings in the Vendor maintenance application at the time invoices are input into the Accounts Payable application. CORRECTING INVOICES TO INCLUDE/EXCLUE FROM 1099 TOTAL Corrections can be made to 1099 invoices that are included or excluded incorrectly on the 1099 report. This could have occurred by checking or unchecking the 1099 checkbox for a vendor invoice or if the 1099 flag was not setup correctly and invoices were input. You will first need to activate the Vendor as a 1099 Vendor. This is done in the Vendor maintenance application. See the information above under Setup Options, Vendor, 1099 Info Tab. In the Accounts payable application, click on the (Search) button. A search can be done on any of the following fields: Invoice, Invoice Date, Entry Date, Description, Vendor, Vendor Name, Invoice Amount, Approval Status, Payment Hold and 1099 Invoice. Additionally, to search for invoices by date, use the Sign column to see all invoices greater than, less than, or equal to a certain date. Use the drop down to enter a symbol and then enter the invoice date in which the invoices should be compared. The 1099 flag can be modified on multiple invoices simultaneously using the Enable Edits check box. Once the invoices are displayed, click the Enable Edits checkbox. This will turn the fields red indicating they can be edited. Once the related 1099 Invoice check boxes have been modified, click the (Save) button. The 1099 flag on an invoice can also be modified by selecting the invoice in the Accounts Payable application screen and clicking on the (Modify) button and checking or unchecking the 1099 Invoice checkbox and saving the modification REPORTS 1099 reports and laser forms are printed from Adassist Accounting Reports 1099 Reports forms will include total payments to (checks written) for vendors with rent, other income and nonemployee compensation amounts of $600 or more, royalty amounts of $10 or more and gross proceeds paid to an attorney in any amount information is based on the vendor pay to code in the check register. Page 4 of 5

5 Before printing the actual forms, we suggest that you print the forms to plain paper to test the alignment to your pre-printed forms. If the test printout does not align with the actual 1099 form, you may need to make adjustments to your print driver s margins (if you need assistance contact your IT person) or you may try printing to a different printer. Report Options Standard Report Prints the total of payments to all vendors flagged as 1099 vendors. This report also includes pay to address information, tax ID, income type and total amount paid. This report can be printed or exported to Excel. All Vendors Report Prints a summary by Pay To code in the check register of all payments for the date range selected. This report includes the tax ID, total amount paid, marked 1099 (yes or no) and the vendor status (active or inactive). This report can be printed or exported to Excel. Standard Form (Laser) Prints the 1099 laser forms for the date range and address options selected. Only total payments to (checks written) each vendor is included in on the form. Standard Report with A/P Detail - Prints the total of payments to all vendors flagged as 1099 vendors including summary G/L disbursement information. This report also includes pay to address information, tax ID, income type and total amount paid. Starting Check Date / Ending Check Date - Enter the date range of payments you are reporting on. Select Bank - Select all if you are a single corporation and you will be filing all payments under a single Federal ID Number. Select a Range or List to choose the Bank(s) that are associated with a single corporation if you file under multiple Federal ID Numbers. Your Company Information - When you are ready to print your 1099 forms enter the appropriate entities address, phone and Federal ID Number. Use 1099 Address Name Option Print Pay To Name when Use 1099 Address option is checked in Vendor Maintenance Print Vendor Name when 1099 Address option is check in Vendor Maintenance Note: When Use 1099 Address option is not checked, the Pay To Name will always be used. Page 5 of 5