Instructions to process IRS forms 1099 in PeopleSoft
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1 Instructions to process IRS forms 1099 in PeopleSoft Step 1. Identify vendors designated as 1099 vendors for reporting purposes. From the Query Viewer menu, run the query LC_1099_VENDORS. Enter council business unit and view results. This query identifies vendors configured as 1099 vendors as indicated by the Y in the Withholding column. Review the output of the query to validate whether the vendors are applicable to 1099 reporting. Page 1 of 24
2 Step 2. Identify vouchers designated as 1099 applicable. Run the query LC_1099_ WITHHOLD_INFORMATION. Review the voucher information, if the information is accurate; proceed to Step 6 to generate IRS 1099 Misc. forms and the electronic filing txt file. If there are vendors or vouchers missing or incorrect data in the output of the query, run the query LC_1099_VENDORS_VOUCHERS. This query identifies vendors with 1099 applicable vouchers. Review the Vouchers with 1099 Flag filed, vouchers marked Y are set up for 1099 processing. Vouchers marked N are not set up for 1099 processing. If vouchers flagged N should be Y, proceed to step 3. Otherwise proceed to Step 6 to generate IRS 1099 Misc. forms and the electronic filing txt file. Page 2 of 24
3 Step 3. Select vouchers Flagged as N on the LC_1099_Vendors_Vouchers query as 1099 applicable. Navigate to Vendors>1099/Global Withholding>Maintain>Update Vendor Withholding Vendors SetID: Enter the Business Unit Start Date: 01/01/20XX End Date: 12/31/20XX Click on the Vendor Tab, enter the selected Vendor ID, Location and Business Unit, if applicable. Page 3 of 24
4 Click on the New Withhold Details Tab: Vendor ID: Enter the Vendor ID number(s) selected from the query LC_1099_VENDORS_VOUCHERS. Location: Select the location. New Withhold: Select Y. Entity: Select IRS. New Type: Select New Jur CD: Select FED. New Class: Select 07 Non Employee Compensation. Click Save. Page 4 of 24
5 Step 4. Update 1099 Withholding information. Navigate to Vendors>1099/Global Withholding>Maintain>Update Withholdings. Create a new run control if this is the first time running this process, otherwise search for the run control under the Find an Existing Value tab. Request ID: Enter a value (e.g.1). Description: Enter a description (e.g. Update 1099 Withholding Info). Process Frequency: Select Always Process. Process Options: Select Process Only Vendor Updates. Click Save then Click Run. Page 5 of 24
6 Server Name: Select PSNT Check the box next to Withholding Update Process Click OK. Step 5: Print the list of vendors with associated 1099 vouchers. From the Query Viewer menu, run the query LC_1099_ WITHHOLD_INFORMATION. This query should list all the vouchers for the vendors ready to generate 1099 forms. Page 6 of 24
7 Step 6. Generate the 1099 Misc. forms and the Test Electronic File for the IRS. Navigate to Vendors>1099/Global Withholding>1099 Reports>Withhold 1099 Report Job Create a new run control if this is the first time running this process, otherwise search for the run control under the Find an Existing Value tab. Page 7 of 24
8 1. Request ID: Enter a request ID, example Description: Enter a description, example 1099 Processing. 3. Process Frequency: Select Always Process. 4. Include Manual Overrides: Check the block. 5. Control SetID: Enter Business Unit. 6. Control ID: Select 1, Boy Scouts of America 7. Calendar SetID: Select SHARE. 8. Calendar ID: Select Fiscal Year Calendar, example 02, Calendar 9. Fiscal Year: Enter fiscal year, example Use Report Date for Vendor: Check the block. 11. Period: Select 1, Period Type of File/Return: Select Test until 1099 information is validated and final 1099s are ready to be produced. Select Original/Correction for final 1099 process. Page 8 of 24
9 13. Withhold Type: Select All. 14. Vendor Select Options: Default is blank or you can select all vendors or specify vendors. 15. AP 1099 sort order: Default is blank or you can select Name Sort, TIN Sort or Vendor ID sort. 16. Click Save. 17. Click Run. The following screen will appear: Check the box next to 1099 Job then click OK. Page 9 of 24
10 After submission of the job, check the process monitor for the status. Once the Run Status shows Success and the Distribution Status Shows Posted, navigate to Report Manager Page 10 of 24
11 Click on the 1099-MISC Copy B link to view and print the 1099 forms. Page 11 of 24
12 Click on the 1099 Report link to view the file to be sent to IRS. The Test text file will look similar to the example below: Page 12 of 24
13 Click on the 1099 Report Details link to get the Test txt file to electronically file with the IRS. Page 13 of 24
14 Move your mouse pointer over the IRS_001_1_XXXXXX.TXT link and press the right mouse button. A menu similar to the example above will appear, click the Save target as link to save the file to a file folder. Page 14 of 24
15 Save the file to a folder location that will be used when uploading the file to the IRS website. Page 15 of 24
16 Step 7. Generate the 1099 Misc. forms and the Electronic File for the IRS. Navigate to Vendors>1099/Global Withholding>1099 Reports>Withhold 1099 Report Job Create a new run control if this is the first time running this process, otherwise search for the run control under the Find an Existing Value tab. Page 16 of 24
17 1. Request ID: Enter a request ID, example Description: Enter a description, example 1099 Processing. 3. Process Frequency: Select Always Process. 4. Include Manual Overrides: Check the block. 5. Control SetID: Enter Business Unit. 6. Control ID: Select 1, Boy Scouts of America 7. Calendar SetID: Select SHARE. 8. Calendar ID: Select Fiscal Year, example - 02, Calendar 9. Fiscal Year: Enter fiscal year, example Use Report Date for Vendor: Check the block. 11. Period: Select 1, Period Type of File/Return: Select Original/Correction for final 1099 process. 13. Withhold Type: Select All. 14. Vendor Select Options: Default is blank or you can select all vendors or specify vendors. 15. AP 1099 sort order: Default is blank or you can select Name Sort, TIN Sort or Vendor ID sort. 16. Click Save. 17. Click Run. Page 17 of 24
18 The following screen will appear: Check the box next to 1099 Job then click OK. Page 18 of 24
19 After submission of the job, check the process monitor for the status. Once the Run Status shows Success and the Distribution Status Shows Posted, navigate to Report Manager Page 19 of 24
20 Click on the 1099-MISC Copy B link to view and print the 1099 forms. Page 20 of 24
21 Click on the 1099 Report link to view the file to be sent to IRS. The text file will look similar to the example below: Page 21 of 24
22 Click on the 1099 Report Details link to get the file to electronically file with the IRS. Page 22 of 24
23 Move your mouse pointer over the IRS_001_1_XXXXXX.TXT link and press the right mouse button. A menu similar to the example above will appear, click the Save target as link to save the file to a file folder. Page 23 of 24
24 Save the file to a folder location that will be used when uploading the file to the IRS website. IRS Website: Page 24 of 24
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