Steps to
Complete General Screen within Vendor 1099sNote: Below are the instructions for emailing the 1099s to vendors as a password-protected .PDF file attachment, with the password being the last 6 digits of the vendor's Federal ID number. If 1099s will be delivered electronically to vendors, proper consent may be required from the vendors; refer to Part 4, Section 4.6 of IRS Publication 1179 for more information. In order to email the 1099s to the vendors, complete the following: 1) complete the General Options tab in the Email Manager option (if not already completed) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab in the Email Manager option, add an email address to use when emailing 1099s; 3) complete the Default Email Address ID field in the Direct Deposit/1099 Options section on the Accounts Payable tab in the Email Manager option, if desired; 4) enter up to three email addresses (for Business, Personal, and/or Other) in the Vendor File for each vendor who will have a 1099 emailed; and 5) select the Tax Forms field for each applicable email address for the vendors (a checkmark will appear in the box if the field is selected).
Tip: Be sure the fields on the General screen (tab) within the Vendor 1099s option have been completed prior to emailing the vendor 1099s.
Steps to
Complete General Screen within Vendor 1099s
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 email the 1099s.
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 1099-NEC tab to email the 1099-NEC forms, or click the 1099-MISC tab to email the 1099-MISC forms.
On the appropriate screen (either the 1099-NEC or 1099-MISC screen), click the Print 1099s tab.
Complete the fields for printing the 1099-NEC or 1099-MISC forms for the format that will be emailed to the vendors (must be the plain paper format), select the Print Instructions for Recipient field, and select the desired vendors; refer to the instructions for printing 1099s, if needed.
Note: Only the selected vendors that have an email address entered in the Vendor File with the Tax Forms field selected will be emailed a 1099-NEC or 1099-MISC form.
Click the Save button.
Click the Email button.
The Email Options screen will appear; complete the email options as needed.
Steps
to Complete the Email Options
Click the Execute button to send the emails.
Note: If the first email is unable to be sent successfully, a prompt will appear asking to continue trying to send the remaining emails; click Yes to continue sending the remaining emails, or click No to quit sending the emails at this time (and, if desired, edit the Recipients List and then resend). If an email is rejected because an incorrect email address was entered for a recipient, the rejection notice will be sent to the address entered in the Reply To Email Address field if using the hosted mail server, or the address entered in the From Email Address field if using your organization's mail server.
A message will appear in the status bar on the Email Options screen once the emails have been sent.
Click the X in the upper right-hand corner to close the Email Options screen.
Note: If there were one or more emails (1099s) not successfully sent, the Cancel button and Retry button appear at the bottom of the Email Options screen. If desired, edit the Recipients List and then click the Retry button to try resending the emails (1099s) to those vendors who did not have one sent initially; otherwise, click the Cancel button to close the Email Options screen.