Tip: Be sure the steps for generating, verifying, and printing the 1099 forms, along with completing the fields on the General screen (tab) within the Vendor 1099s option, have been completed prior to creating the state 1099 electronic file; refer to Steps 2-10 on the Accounts Payable End of Calendar Year Checklist.
From the Accounts Payable screen, select the Government Reporting menu and then Vendor 1099s.
The 1099 Search screen will appear listing all the Calendar Year Ending Dates for which there is data. Double-click on the Calendar Year Ending Date for the desired calendar year for which to create the file.
A message may appear stating that there is a check with a check date after the date the 1099s were last generated; if the message appears, click Yes to continue regenerating the 1099s if needed, or click No to open the 1099s without regenerating.
Note: If the 1099s are regenerated, any changes manually made to the 1099s will be lost.
The Vendor 1099s screen will appear.
Note: The system checks the 1099s for common errors, and if there are errors found, a screen will appear listing the errors; if applicable, correct the errors at this time. If a vendor has a negative 1099 total, an error message will appear in the status bar stating there are negative 1099s; the negative 1099s must be resolved at this time. To determine the vendor(s) with the negative 1099 total, click both the 1099-NEC tab and the 1099-MISC tab to see if the error message displays for either set of forms, and if the error message appears, click the Find button on the applicable screen and review the Total Payments column.
Click the Create State Electronic File tab.
Enter the minimum 1099 accumulation amount for which 1099-NEC or 1099-MISC forms to include on the file in the Minimum to Report field. The amount can be up to 6 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. Typically, $600 will be entered in this field.
Note: The system will update the Vendor Selection List to display vendors with a 1099 accumulation for the applicable form type (1099-NEC or 1099-MISC) for the amount entered in this field and higher.
The State to Report field will automatically be completed with the appropriate state abbreviation for your organization for which state's information to include, and the field cannot be changed.
The State ID Number field is enabled if IA, ID, or NE is specified in the State to Report field. For Iowa organizations, enter your 9-digit or 12-digit state withholding permit number (without hyphens) in the State ID Number field. For Idaho organizations, enter your 9-digit state withholding account number (without hyphens) in the State ID Number field. For Nebraska organizations, enter the employer number assigned to your organization by the state (up to 9 digits) in the State ID Number field.
All vendors with a 1099 accumulation for the applicable form type (1099-NEC or 1099-MISC) equal to or greater than the amount entered in the Minimum to Report field appear in the Vendor Selection List on the bottom of the screen. The information for each vendor displays, including the information in the various boxes. Specify the vendors for which to include on the file by clicking the box for the Selected column to the left of the desired vendor. A checkmark will appear in the box if the vendor is selected. To select all the vendors listed on the screen, click the Select All button located above the Vendor Selection List. If desired, change the filters to modify the vendors displayed here. If needed, click the Clear All Selection button to remove all the filters (display all vendors) and unselect any previously selected vendors.
Click the Save button.
Click the Execute button to continue creating the file.
At the Create Report File screen, select the desired path (drive and folders) for the destination location and click the Save button. The system will default to the location that was last specified.
Note: Do not change the name of the file that will be created.
A message will appear in the status bar after the file was created.
Note: For Idaho organizations only, if the 1099s include Idaho withholding, the RV record will need to be built within the state's system and then manually appended within the file created from the School Accounting System.