Edit 1099 Information

After you select a taxable entity using Query, the taxable entity ID and name display in these non-editable fields. Use the Company Taxable Entity Information screen to correct the taxable entity ID and/or name, if necessary.

The untitled field to the right displays the taxable entity description.

Note: The taxable entity's address does not display on this screen. Before printing 1099s, review the taxable entity address information in the Company Taxable Entity Information screen to make sure it is correct. Only address line 1 of the taxable entity's address prints on the 1099 form (along with the city, state/province, and postal code). Address line 2 and address line 3 do NOT print on the 1099 form.

This non-editable field displays the calendar year you selected from Query. All 1099 information created for this taxable entity and calendar year will display in the table window.

This non-editable field displays the taxable entity's tax ID.  Use the Company Taxable Entity Information screen to correct a wrong or missing tax ID, if necessary.

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 display in this field; these amounts can differ from the Total 1099 Amount field.

Note: After you save this screen, the Total Taxable Amount field will reflect each new line added to 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, including both taxable and non-taxable payments.

This field displays the pay vendor's ID. This field is editable only on new lines. On a new line, enter a valid pay vendor ID (up to 12 characters) or use Lookup to select one.

Note: If you use Lookup in this field to select a pay vendor ID, your choices will be limited to those that have already been flagged for 1099 creation in the 1099's group box in the Header tab in the Vendor User Flow screen. To keep this Lookup accurate, change old vendor statuses individually in the 1099s subtask.

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 1099 type. Use Lookup if you want to change the listed 1099 type.

The amount of 1099 income associated with this pay vendor and cash organization combination displays in this field. Although you can edit this amount, 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.

Use the Check Detail subtask to view payment information for each pay vendor by cash organization to help you reconcile discrepancies in 1099 income. To view this information, select the checkbox on the line you want to see detailed and select the Check Detailsubtask link.

This field displays the pay vendor's long name. In Form View, this untitled field displays to the right of the Pay Vendor field.

Use the Vendor User Flow 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 (up to 20 characters) 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 Vendors screen.

After correcting the tax ID in this screen, you should make the same corrections to the Tax ID field in the 1099's group box in the Header tab of the Vendors screen.

The address code designates which of the vendor's addresses to use on the 1099. The default payment address ("Default" in the Payment Address field in the Vendors screen) automatically displays in this field.

To change the address code on either new or existing lines, enter (up to ten characters), 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 Vendors screen. You cannot save if you enter a different address code for the same pay vendor.

Note: If you created 1099 information for a vendor without an address in the Vendors screen, this field will be blank. When you print a 1099 for a vendor without an address, the Recipient's Address field on the form will be blank. Because all 1099s should include the recipient's address, we recommend that you set up addresses for all 1099 vendors in the Vendors screen. You can check the accuracy of these addresses by printing the Vendor Information Report.

Select this checkbox to print the address.

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 tab of the 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.

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 verifies that the pay vendor and cash organization combinations before validation have 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.

If the address code represents a foreign address, "F" will display in this required field.

If the address code represents a domestic address, a "D" will display in this field. The system uses the Country field in the vendor's address from the 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 Vendor User Flow screen.

Use this optional field to record any notes, up to 254 characters in length. 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 display.

This non-editable field displays the date on which the information was created or entered. If this is a new line, today's date will display.