Use this screen to view, edit, and add 1099 income information for pay vendors by taxable entity. The system retrieves existing 1099 information from the 1099 table and updates the table with any modifications you make here. You can use this screen to change the vendor's 1099 amount and address code, to add 1099 information for individual vendors, and to delete lines of information for existing vendors.
Use Query or Find to select a taxable entity and a calendar year. After you have selected a taxable entity and a calendar year, the table window is automatically populated with all the appropriate 1099 information. You can then use Subquery to limit the number of rows in the table window.
Because the Edit 1099 Information screen is available only by querying the 1099 table, you must have already created 1099 information in the Create 1099 Information screen. After 1099 information is created, use this screen to edit it as many times as necessary. After you have finished making changes, print the 1099 Edit Report as a final check on your 1099 information. Make sure all edits have been completed before printing 1099s.
After you select a taxable entity using Query or Find, the taxable entity ID and name display in these non-editable fields. After the taxable entity, calendar year, and tax ID are displayed, you can use Subquery to limit the rows in the table window. Use the Set Up Company Info screen in Costpoint General Ledger to correct the taxable entity ID and/or name, if necessary.
This non-editable field displays the calendar year you selected in the Query table or by using Find. All 1099 information created for this taxable entity and calendar year will display in the table window. After the taxable entity, calendar year, and tax ID are displayed, you can use Subquery to limit the rows in the table window.
This field displays the taxable entity's tax ID. After the taxable entity, calendar year, and tax ID are displayed, you can use Subquery to limit the rows in the table window. Use the Set Up Company Info screen in Costpoint General Ledger to correct a wrong or missing tax ID, if necessary. This field is required.
This field displays the pay vendor's ID. This field is editable only on new lines and is required. On a new line, enter a valid pay vendor ID or use Lookup to select a vendor ID from the main vendor table.
Before saving, the system checks new lines to validate that the pay vendor and cash organization combination has not been duplicated in the 1099 information for this taxable entity and calendar year. If the pay vendor and cash organization combination already exists in the 1099 table, you will not be able to save.
This field displays the organization from which the vendor was paid. This field is editable only on new lines. After you add a pay vendor to a new line and tab out of the field, the system fills in this field with the pay vendor's default cash organization. (This organization is linked to the default cash account defined in the Defaults subtask of the Maintain Vendors screen.) If you want to use a different cash organization, enter the organization number or use Lookup to select an organization from a list of cash account/organizations. This field is required for all new lines.
The system performs two validations on this field. When you tab out of the field (on a new line), the system checks that the organization is linked to a cash account set up in the Cash Accounts screen. When you save, the system checks new lines to validate that the pay vendor and cash organization combination has not been duplicated in the 1099 information for this taxable entity and calendar year. If the pay vendor and cash organization combination already exists in the 1099 table, you will not be able to save.
This field displays the 1099 type. Use Lookup if you want to change the listed 1099 type. Each pay vendor must have only one 1099 type.
This non-editable field displays the pay vendor's name, up to 25-characters long. Use the Maintain Vendors screen to change the pay vendor's name, if necessary, and then recreate 1099 information using the Create 1099 Information screen.
This field displays the pay vendor's tax ID. If you are adding a new line for a vendor without a tax ID, you can enter the tax ID here. Changes you make to the pay vendor's tax ID in this screen, however, update only the 1099 table. A missing or incorrect tax ID will not be corrected in the Maintain Vendors screen. After correcting the tax ID in this screen, you should make the same corrections to the Tax ID field in the 1099s subtask of the Maintain Vendors screen. This is a required field.
The address code designates which of the vendor's addresses to use on the 1099. The Print 1099s/Create Magnetic Media screen will then print only the first line of this address (Address Line 1 from the Maintain Vendors screen) on the 1099 form. (The city, state/province, and postal code are also printed.) The default payment address (marked with a "D" in the Maintain Vendors screen) automatically fills this field. If none of the vendor's addresses have been designated as a default, the first payment address in the table defaults into this field. (Addresses are listed in alphabetical order by code in the Maintain Vendors screen.) To change the address code on either new or existing lines, enter, or use Lookup to select, a valid address code from the Vendor Address table. You must have already set up address codes for use with the vendor in the Maintain Vendors screen, or you will not be able to save. You cannot save if you enter a different address code for the same pay vendor.
If the address code represents a foreign address, an "F" displays in this required field. If the address code represents a domestic address, "D" displays in this field. The system uses the Country field in the vendor's address from the Maintain Vendors screen to determine whether the address is foreign or domestic. If you did not enter an address for the vendor, even if you entered an address code, "N" displays in this field. Because the magnetic media file stores foreign/domestic address information, you should enter the vendor's address in the Maintain Vendors screen.
The amount of 1099 income associated with this pay vendor and cash organization combination displays in this editable field. Although you can edit this amount as you choose, there must always be a value greater than zero in this field. If there is no amount, you should delete the line. This field is required for all new lines. The system updates the amount in the 1099 table with any changes you make.
Use the Check Detail subtask to view payment information for each pay vendor by cash organization that will help you reconcile discrepancies in 1099 income. To view this information, highlight the line you want to see detailed and select the Check Detail pushbutton.
Use this optional field to record any notes, up to 254 characters in length, about the edits you made. This field is editable on both existing and new lines.
This non-editable field displays the user ID of the person who created or entered this information. If this is a new line, your user ID will be displayed here.
This non-editable field displays the date the information was created or entered. If this is a new line, today's date will be displayed here.
Select this pushbutton to open the Check Detail subtask, where you can view payment data for each pay vendor in the table window of the Edit 1099 Information screen.
This non-editable field displays the total amount of all 1099s that your company has issued to all its vendors. This field displays the year-to-date total of all payments made to all your company's vendors, regardless whether the payments were identified as taxable or not.
This non-editable field displays the total currency amounts that were identified as taxable when paid to the vendors. Only payments previously identified as taxable are displayed in this field; these amounts can differ from the Total 1099 Amount field.