1099 Workfile Maintenance

Use 1099 Workfile Maintenance to edit or delete (if necessary) vendor 1099 records that were created during the Build 1099 Workfile routine.  In addition, you can enter new vendor 1099 records not previously created.  This feature can be handy if you have a last minute payment to a vendor and you do not wish to Build the 1099 Workfile again.  The 1099 Workfile Maintenance window contains all the fields that are on the 1099 form, but the window looks slightly different.  During the Build 1099 Workfile routine, the vendor 1099 records are created with the vendor's name, address, and the vendor's Payments YTD dollar amount is assigned to the appropriate 1099 box.  A vendor may have payment amounts for more than one 1099 code.  In that case the Build 1099 Workfile will assign the appropriate amount to the appropriate box.  You can edit these amounts and other vendor 1099 fields, if necessary.  

Notes:

• NDS recommends that you first print the 1099 forms on plain paper to proof them for accuracy and before making any edits.

• For more information on the 1099 steps and tasks, see 1099 Forms Procedure.

• For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To see directions for...

• Opening 1099 Workfile Maintenance, click More.

   

  1.  Click Utilities from the Menu Bar.

  2.  Click 1099 Forms.

  3.  Click 1099 Workfile Maintenance.
  
  Or, use the keyboard shortcut:  [ALT] [t] [1] [m].

   

  1099 Workfile Maintenance Window Example:

  

   

• Creating a New 1099 Record, click More.

   

  To create a new record choose one of these methods:

  • Enter the new Vendor Number and click Retrieve , or press [ENTER].
    Keyboard shortcut:  [ALT + t]

  • Or, enter the new Vendor Number and click File from the Menu Bar; next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tip:  To indicate that you are building a new 1099 Record, New  displays near the Vendor Number.  Default entries display and the first field is highlighted to let you know you can begin entering information.

   

  1099 Workfile Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Vendor Number	Enter the defined Vendor Number for the vendor receiving the 1099. (6.0 numeric)
  	To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed records.
  	To view all of the existing Vendor 1099 Records, click Search.  From the Search list you can select the record to change or delete. Keyboard shortcut: [ALT + r]
  	To display an existing Vendor 1099 Record, enter the Vendor Number and click Retrieve, or press [ENTER]. Keyboard shortcut: [ALT + t]
  Payer Name and Address Information Tip: The Payer Name and Address information is maintained on the Company Control Options Record.
  Payer Name	Displays your Company Name.
  Street Address	Displays the street address portion of the mailing address for your company.
  City, State	Displays the city and state portion of the mailing address for your company.
  Zip Code	Displays the Zip Code portion of the mailing address for your company.
  Telephone	Enter the Payer Telephone Number. (10.0 numeric) Tip: For Vendor 1099s created during Build 1099 Workfile, the 1099 Parameter record Telephone Number is assigned.
  Recipient Information Note: For Vendor 1099s created during the Build 1099 Workfile routine, the Recipient Name and Address information is generated from the Vendor Master information.
  Recipient Name	Enter the name of the vendor. (up to 30 characters)
  Address 1	Enter the address line 1 for the vendor's mailing address. (up to 20 characters)
  Address 2	Enter the address line 2 for the vendor's mailing address. (up to 20 characters)
  Address 3	Enter the address line 3 for the vendor's mailing address. (up to 20 characters)
  Zip Code	Enter the Zip Code for the vendor's mailing address. (up to 12 characters)
  Account Number	Enter thevendor number as the Account Number for the vendor. (6.0 numeric)
  1099 Amounts
  15a - Section 409A Deferrals	Enter the dollar amount for Section 409A - Deferrals, if applicable. (7.2 numeric)
  15b - Section 409A Income	Enter the dollar amount for Section 409A Income, if applicable. (7.2 numeric)
  1 - Rents	Enter the dollar amount for rent, if applicable. (9.2 numeric)
  2 - Royalties	Enter the dollar amount for royalties, if applicable. (9.2 numeric)
  3 - Other Income	Enter the dollar amount for other income, if applicable. (9.2 numeric)
  4 - Federal Tax W/H	Enter the dollar amount for federal tax withholding, if applicable. (9.2 numeric)
  5 - Fishing Boat Proceeds	Enter the dollar amount for fishing boat proceeds, if applicable. (9.2 numeric)
  6 - Medical Payments	Enter the dollar amount for medical payments, if applicable. (9.2 numeric)
  7 - Nonemployee Comp	Enter the dollar amount for non-employee compensation.  (9.2 numeric)
  8 - Substitute Payments	Enter the dollar amount for substitute payments, if applicable. (9.2 numeric)
  9 - Paid Direct Sales	To maintain the default setting of No, press [TAB].  Or, to set to Yes, click Yes in the drop-down list.
  10 - Crop Insurance	Enter the dollar amount for crop insurance, if applicable. (9.2 numeric)
  13 - Excess Golden Parachute Pmts	Enter the dollar amount for golden parachute payments, if applicable. (7.2 numeric)
  14 - Gross Proceeds Paid to an Attorney	Enter the dollar amount for gross proceeds paid to an attorney, if applicable. (7.2 numeric)
  16 - State Tax W/H	Enter the dollar amount for state tax withholding, if applicable. (7.2 numeric)
  17 - State/Payer State ID	Enter the Payer State ID, if applicable. (up to 14 characters)
  18 - State Income	Enter the dollar amount for state income, if applicable. (7.2 numeric)
  16 - State Tax W/h	If you paid the vendor for work in another state, enter a second dollar amount for state tax withholding, if applicable. (7.2 numeric)
  17 - State/Payer State ID	If you paid the vendor for work in another state, enter the second Payer State ID, if applicable. (up to 14 characters)
  18 - State Income	If you paid the vendor for work in another state, enter the second dollar amount for state income, if applicable. (7.2 numeric)

   

• Editing an Existing 1099 Record, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the record to be changed, enter the Vendor Number and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  
  Tip:  If you do not know the Vendor Number, you can click Search  to see a list of Vendor 1099 Records.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save , or press [ENTER].
  Keyboard shortcut:  [ALT + s]

   

• Deleting an Existing 1099 Record, click More.

   

  1.  To display the record to be deleted, enter the Vendor Number and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Vendor Number, you can click Search  to see a list of vendors.

  2.  Click File from the Menu Bar, and next click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.

  Example:

  

   

  Note: After you click Proceed, you will see the following message on the Status Bar.