Printing Vendor 1099s

Note: Be sure the fields on the General screen (tab) within the Vendor 1099s option have been completed prior to printing the vendor 1099s.

$image\btn_mini.gif$ 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 print 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 print the 1099-NEC forms, or click the 1099-MISC tab to print the 1099-MISC forms.
On the appropriate screen (either the 1099-NEC or 1099-MISC screen), click the Print 1099s tab.
In the Report field, click the down-arrow button to select the desired format to use to print the 1099-NEC or 1099-MISC forms. For 1099-NEC forms, select 1099s NEC - 3 on a Page to print three 1099-NEC forms on a page using a laser printer and preprinted forms, blank forms, or plain paper (with the system printing the 4-digit year in the 'For calendar year' box on each 1099); select 1099s NEC - 3 on a Page - Preprinted Form with Two Digit Calendar Year to print three 1099-NEC forms on a page using a laser printer and preprinted forms (with the system printing only the 2-digit year in the 'For calendar year' box on each 1099); or select 1099s NEC - Pressure Seal to print two 1099-NEC forms on a page, along with the mailing information (vendor name/address and return address), using a laser printer and pressure seal preprinted forms or pressure seal blank forms (with the system printing the 4-digit year in the 'For calendar year' box on each 1099). For 1099-MISC forms, select 1099s MISC - 2 on a Page to print two 1099-MISC forms on a page using a laser printer and preprinted forms, blank forms, or plain paper (with the system printing the 4-digit year in the 'For calendar year' box on each 1099); select 1099s MISC - 2 on a Page - Preprinted Form with Two Digit Calendar Year to print two 1099-MISC forms on a page using a laser printer and preprinted forms (with the system printing only the 2-digit year in the 'For calendar year' box on each 1099); or select 1099s MISC - Pressure Seal to print two 1099-MISC forms on a page, along with the mailing information (vendor name/address and return address), using a laser printer and pressure seal preprinted forms or pressure seal blank forms (with the system printing the 4-digit year in the 'For calendar year' box on each 1099).

Note: The 1099s NEC - Pressure Seal and 1099s MISC - Pressure Seal formats require the necessary equipment in order to fold and seal the 1099s.

Enter the distance in inches from the top edge of the 1099 to where the information should print in the Top Margin field. The margin cannot be greater than 2 inches, but can be up to 4 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The default top margin for the specified report (format) will appear initially (each time a format is selected), but can be changed as needed.
Enter the distance in inches from the left edge of the 1099 to where the information should print in the Left Margin field. The margin cannot be greater than 2 inches, but can be up to 4 digits long (including the decimal point) and will be rounded to 2 decimal places by the system if capable. The default left margin for the specified report (format) will appear initially (each time a format is selected), but can be changed as needed.
Enter the minimum 1099 accumulation amount for which to print the 1099-NEC or 1099-MISC forms in the Minimum to Print field. The amount can be up to 14 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.

Select the Preprinted Forms field if printing the 1099-NEC or 1099-MISC forms on preprinted forms. A checkmark will appear in the box if the field is selected.
If reissuing a 1099-NEC or 1099-MISC form that was previously furnished to a recipient, select the Print Corrected 1099 field to print an X in the Corrected box on the 1099 form. A checkmark will appear in the box if the field is selected.
If the Preprinted Forms field is not selected, the Print Instructions for Recipient field is enabled. Select the Print Instructions for Recipient field to print the recipient information included on the back of the 1099-NEC or 1099-MISC form, whichever is applicable, along with the specified copies of the 1099-NEC or 1099-MISC forms. If the field is selected, the instructions print as a separate page after each vendor's 1099s. A checkmark will appear in the box if the field is selected.

Note: This field does not apply if using the 1099s NEC - Pressure Seal format or the 1099s MISC - Pressure Seal format, as the instructions will not print with the pressure seal formats even if this field is selected.

To print only the last 4 digits of the federal IDs for the vendors on the 1099-NEC or 1099-MISC forms, select the Print Last Four Digits of Federal ID field. If this field is selected, the first digits of the federal IDs will be masked (for example, XX-XXX1234 or XXX-XX-4321). A checkmark will appear in the box if the field is selected. Leave the field unselected to print the full federal IDs on the 1099s.

To print the vendor name and address information on the 1099s with an extra space between the lines for the name, address, and city/state/zip, select the Recipient Address Formatted with Extra Spacing field. A checkmark will appear in the box if the field is selected. Leave the field unselected to print the vendor name and address information on the 1099s without extra spacing between the lines. Typically, this field is left unselected (it was primarily used in the past when printing the Copy A, if applicable).

Example of Recipient Address Formatted with Extra Spacing Field Selected

Example of Recipient Address Formatted with Extra Spacing Field Unselected

If the Preprinted Forms field is not selected, the Copies to Print section is enabled. The Copies to Print section is only applicable if printing 1099-NEC or 1099-MISC forms on plain paper or blank forms (or pressure seal blank forms, if applicable). If applicable, enter the number of copies (0 to 2) to print for each vendor of the Copy 2, Copy B, and Copy C in the appropriate fields.

Note: The system does not print the Copy A with the plain paper format as the 1099-NEC and 1099-MISC forms must be submitted to the IRS electronically.

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 Print 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, whether the vendor is defined to have tax forms emailed, and whether the vendor has already been submitted to the IRS. Specify the vendors for which to print the 1099-NEC or 1099-MISC forms, whichever is applicable, 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.

Tip: Utilize the Tax Forms Email field (column) to filter the vendors in order to select or exclude those that will receive a 1099-NEC or 1099-MISC form via email (for example, filter for False on the Tax Forms Email field (column) when printing 1099-NEC or 1099-MISC forms for the recipient copies to omit printing the paper copies for those vendors who will receive a 1099-NEC or 1099-MISC form via email).

Click the Save button.
Click the To Screen button to preview the 1099-NEC or 1099-MISC forms, whichever is applicable, on the screen, or click the To Printer button to print the 1099-NEC or 1099-MISC forms directly to the printer.

Tip: SUI recommends running the 1099-NEC or 1099-MISC forms to plain paper as many times as necessary to make sure they are correct before printing on your preprinted forms or blank forms, if applicable. To verify that the settings are correct and there are not any wrapping issues before printing all the 1099-NEC or 1099-MISC forms, first specify to only print for three or four vendors; then print the remaining 1099-NEC or 1099-MISC forms if all settings are correct. Also, if planning to place the 1099-NEC or 1099-MISC forms in window envelopes for distribution purposes, be sure to test that the 1099-NEC or 1099-MISC forms fit properly into the envelopes before printing all the 1099-NEC or 1099-MISC forms.

Note: If printing the 1099-NEC or 1099-MISC forms on plain paper or blank forms (or pressure seal blank forms, if applicable), use the To Screen button only when viewing the 1099-NEC or 1099-MISC forms to test your settings; then close the preview screen, and print the entire file of 1099-NEC or 1099-MISC forms by clicking the To Printer button to avoid any memory issues with your computer and printer. When the 1099-NEC or 1099-MISC forms are sent to the printer using the To Printer button, the system spools two hundred 1099s at a time and sends them as a separate print job; therefore, there should not be any memory issues when printing the 1099-NEC or 1099-MISC forms directly to the printer.

Repeat these steps as many times as needed in order to print all the necessary copies of both the 1099-NEC forms and the 1099-MISC forms.