End-of-period procedures > Preparing 1099 and 1096 forms > Preparing 1099 and 1096 forms using your company file information
Preparing 1099 and 1096 forms using your company file information
Before you can prepare 1099 statements or 1096 forms from your company file information, you need to:
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set up your general payroll information, including loading the latest tax tables—see Set up payroll.
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set up a card for the 1099 vendor—see Setting up cards for 1099 vendors.
To print 1099 and 1096 forms
1
Go to the Purchases command center and click Print 1099s and 1096.
2
Select 1099 or 1096 in the Form field.
3
If you want to view or edit your company information:
a
click the arrow next to the company Name & Address field. The Company Information window appears.
b
Make any required changes and click OK.
4
[Form 1096 only] Enter the contact person, telephone number, fax number and email address you would like to appear on Form 1096. Information entered in this window will be saved, and will appear in this window when you prepare 1096s in the future.
5
Click OK. The Review [1099s or1096] Before Printing window appears.
caution : Transactions used to calculate the amount shown on the 1099s may have been purged message
If this message appears see ‘Reviewing 1099 window - Purged Transactions’ before you continue with this process.
6
You can filter the vendor list by selecting all or each vendor from the 1099 Vendors field or if you want to filter the vendor list and customize the form, click Advanced Filters. The Advanced Filters window appears.
a
Make your filter selections in the top and middle section of the window.
b
Select the form layout you want to print.
caution : Forms that don’t meet government requirements won’t be accepted
If you customize 1099 and 1096 forms and they don’t meet government requirements, the forms won’t be accepted. Use the standard form layout unless advised otherwise by your accountant or an authorized government representative.
c
Click OK. The Review 1099s [or 1096] Before Printing window reappears.
7
You can select the accounts used to pay the vendor by selecting all or each account from the Accounts field. If an account is deselected on the accounts list then the payments made from that account will be excluded from the total amount for the vendor.
8
If you want to review or change the vendor amounts that will be printed, click the zoom arrow next to the vendor’s name. The Vendor 1099 Information window appears. Make the required changes and click OK.
9
If you want to exclude specific payments, click the arrow next to the amount for the vendor. The Review Vendor Payments window appears.
a
Deselect each payment to exclude from the amount to be reported on Form 1099-MISC.
b
Click OK. The Review 1099s [or 1096] Before Printing window reappears
tip : If total amounts don’t equal
If the total amount of each transaction does not equal the total amount being reported, some transactions may have been purged. For more details, see ‘Reviewing 1099 window - Purged Transactions’.
10
Select the vendors whose information you want to print:
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1099s—Click in the select column next to each vendor to select or deselect the forms you want to print.
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1096—Click in the select column next to each vendor whose information you want to include on form 1096. Click the icon at the top of the column to select or deselect all vendors in the list.
11
Click Print.
tip : Back up your company file
After you’ve printed all the required 1099s, make a backup of your company file. Once the payroll year is closed, you won’t be able to print 1099 forms. If you’ve made a backup, however, you can restore the backup and print the required forms.
To edit 1099 amounts
1
Go to the Purchases command center and click Prepare 1099s and 1096. The Set Up 1099s and 1096 window appears.
2
Select 1099 in the Form field and click OK.
3
The Review 1099 Before Printing window appears.
caution : Transactions used to calculate the amount shown on the 1099s may have been purged message
If this message appears see ‘Reviewing 1099 window - Purged Transactions’ before you continue with this process.
4
Click the zoom arrow next to the vendor name whose form you want to edit. The Vendor 1099 Information window appears.
5
Make the required changes and click OK.
Related topics
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Starting a new payroll year
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Paying your employees

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