1. NextGen Purchasing 1099 Handling & Reporting
Resource 2018

2. 1099 Vendors
Federal Reporting tab

3. 1099 Vendors

4. 1099 Vendors File As Individual
Federal Reporting Name 1 will be formatted to Last Name first. This is noted as the preference in Publication 1220.
Federal Report Name 2 can be entered and will print on the 1099 form.

5. 1099 Vendors

6. 1099 Vendors File As Business
Federal Reporting Name 1 will be formatted exactly as it is entered on the General Tab, minus special characters and characters prohibited from the file.
Federal Reporting Name 2 can be entered and will print on the 1099.

7. 1099 Vendors
1891

8. 1099 Vendors
2 Vendors with the same EIN. Flagged to print Individual Return. Each vendor will get their own 1099.

9. 1099 Vendors

10. 1099 Vendors
2 Vendors with the same EIN not flagged to print Individual Return. The Master File will combine 1099 Amounts from both vendors. They will be listed twice on the Master File.

11. 1099 Vendors

12. 1099 Vendors
Vendor TIN Report: List of vendors with matching TIN’s.

13. The Vendor TIN Report is also one of the Preliminary Reports listed during the 1099 Process.

14. 1099 Vendors
Extra 1099 Master Records can be deleted during the 1099 Process, Master Maintenance.

15. Flagging Invoices for 1099
Invoices for 1099 vendors will default with the 1099 flag checked on the line items.
Line items can be unchecked as 1099 is desired.

16. Electronic Filing NextGen is designed for electronic filing.
A 1096 CANNOT be printed from within the NextGen Software.
How to get approval to file electronically
File Form 4419, Application for Filing Information Returns Electronically/Magnetically, at least 30 days before the due date of the returns. Once approved IRS will assign a Transmitter Control Code (TCC).  If you already have a TCC for filing by magnetic media, you do not need another TCC for electronic filing.  Form 4419 can be faxed to the IRS at (877) from within the U.S. or the form can also be mailed to the address below:
Internal Revenue Service
230 Murall Drive, Mail Stop 4360
Kearneysville, WV 25430

17. Preparing to Report 1099’s
1099 Reports can be ran at anytime from the Reports Menu

18. Preparing to Report 1099’s
Enter 1099 in the Name search criteria and click FIND to list all of the 1099 related reports.

19. Preparing to Report 1099’s
1099 Vendor Edit Report

20. Preparing to Report 1099’s
List any vendors that have invoices flagged as 1099 but no 1099 info is selected on the vendor.

21. Preparing to Report 1099’s 1099 Vendor Report
Can be ran for Only Vendors with 1099 Amounts or ALL vendors flagged as 1099, regardless of whether they have invoices flagged 1099 or not.

22. Preparing to Report 1099’s
In the following example we did not select ‘Only Vendors with 1099 Amounts’. You can see the vendor Julie’s Bake Shop has a 1099 Amount of $1, and the CTD (Calendar To Date) Amount is $1,

23. Calendar Year End 1099 Processing

24. Calendar Year End 1099 Process
1099 Payer
Check the 1099 Payer for accuracy. Select 1099 Payer from the 1099 Process Menu. Click Find to list all the 1099 Payer records in your system. If no payer records exist select NEW from the ribbon bar and fill in the appropriate info

25. Preparing to Report 1099’s
1099 Payer

26. Calendar Year End 1099 Processing
1099 Transmitter
Check the 1099 Transmitter for accuracy. If no transmitter record exists select NEW from the ribbon bar and fill in the appropriate info.

27. Calendar Year End 1099 Processing
1099 Transmitter

28. Calendar Year End 1099 Processing
Multiple EIN’s per Account Control Changes have been made to the AP Division to accommodate for sites who have different EIN/Payer records per Account Control. If you have multiple EIN’s based on the account control you will need to check the AP Division/Federal Reporting Tab to ensure that the correct payer and transmitter is associated to the correct Account Control. You can find this under Purchasing\Administration\AP Divisions

29. Calendar Year End 1099 Processing
Click on Find to list your AP Divisions. Double click on the division to open it.

30. Calendar Year End 1099 Processing
Select the Federal Reporting Tab. Click the + beside FM Division to expand. All account controls that are in the system will be listed. Verify the 1099 Payer and 1099 Transmitter are correct per Account Control.
Example: 143 Central Cafeteria fund may have a separate EIN than the other school funds. After making the appropriate changes select Save and Close from the ribbon bar.

31. Calendar Year End 1099 Processing
Select New from the Ribbon Bar to start a new batch.
Once you have started, you can save the process and exit. Then you will be able to select Find to pull up previously saved Processes.

32. Calendar Year End 1099 Processing
Tax year:Select Appropriate Tax Year
Choose whether or not the ‘Threshold amount must be met to report’
Select the AP Division or Divisions.

33. Calendar Year End 1099 Processing
Notice the Tasks Options some can be ran prior to building the 1099 Master.

34. Calendar Year End 1099 Processing
1099 Invoice Utility: Allows you to edit the invoices flagged as Any changes made will be saved on the Vendor History.
If you make changes thru this utility after the 1099 Master has been built you will need to rebuild the Master, however keep in mind any changes you made to the 1099 Master File will be lost!
Select the vendor to edit, you may edit the vendor Federal Reporting Info if needed, click Next to proceed.

35. Calendar Year End 1099 Processing
Notice this vendor has 2 invoices listed.
Invoice is already flagged as 1099 for all line items.
Invoice 5459 is not flagged.
Place a check mark in the box to select invoice for 1099, or remove the check mark to deselect.
Click FINISH to save changes

36. Calendar Year End 1099 Processing
Click Yes to Confirm or No to Cancel.
When you have finished with the 1099 Invoice Utility, select Cancel at the bottom or Back from the Ribbon Bar, to return to the 1099 Process.

37. Calendar Year End 1099 Processing
Preliminary Reports:
Allows you to run Preliminary Reports prior to building the 1099 Master File.
These reports may also be accessed thru the reports menu.
Be sure to check the preliminary reports for changes to vendors or amounts that need to be made. These can be corrected thru the 1099 Invoice Utility before continuing.

38. Calendar Year End 1099 Processing
1099 Edit Report: This will list any vendors that have at least one invoice flagged as 1099 that have any Errors or Warnings. Vendors with only Warnings will still receive a Any Errors will have to be corrected before the Vendor will receive a 1099.
1099 Edit Report –Errors Only: This will list all vendors that have errors and will not receive a 1099 until the error listed is corrected.
1099 Summary Report: This is a listing of all vendors with the total invoice amount, paid and unpaid. As well as the total 1099 Amount, paid and unpaid.
1099 Detail Report: - This will list each invoice separately, for all vendor. It shows the Invoice Amount, 1099 Return, Amount Code, and 1099 amount.
Vendor TIN Report: List any vendors that have matching TIN’s. (Multiple vendors with the same TIN)
1099 Vendor Edit Report: This report will list show vendors that have invoices flagged as 1099, but the Vendor is not a 1099 vendor. It will also list the invoices that are flagged as 1099.

39. Calendar Year End 1099 Processing
1099 Master- Reports: This option can only be ran after the Master has been built. This will list the 1099 Master Report and the 1099 Master Edit Report.
Build 1099 Master: Click in the box beside the option.

40. Calendar Year End 1099 Processing
NOTICE: You will want to verify your vendor Federal Reporting information from the Preliminary Reports and make corrections prior to building the Master file. Any changes made thru the Vendor Maintenance or Invoice Utility after building the 1099 Master File will not be reflected.

41. Calendar Year End 1099 Processing
Optional: Include all Vendors flagged as 1099 with all their Invoices for the Tax Year OR Include all Vendors flagged as 1099 that have no Invoices for the Tax Year.
***If neither option is checked the system will select all vendors having paid Invoice Line Items that are flagged as 1099 for the reporting Tax Year.

42. Calendar Year End 1099 Processing
1099 Master-Reports: Available after building the 1099 Master File.
1099 Master Report: A listing of all vendors that are on the 1099 Master.
Master Status: Corrected: If changes are made after the vendor has been reported.
New: Status of ALL vendors until the efile is created.
Reported: Status after the efile has been created.

43. Calendar Year End 1099 Processing
1099 Master Edit Report: Lists any edits that will need to be correct before continuing.
You may select Only reportable vendors or you may also select to Show Vendors Below the Threshold.

44. Calendar Year End 1099 Processing
1099 Master Maintenance: Add, delete or maintain vendor information on the Master File. Any info added here will not be saved on the Vendor History.

45. Calendar Year End 1099 Processing
1099 Master Maintenance: Find to list Vendors on the 1099 Master. Vendors will be listed by the Federal Reporting Name. New from the ribbon bar to add a vendor not on the Master File.

46. Calendar Year End 1099 Processing
1099 Master Maintenance
Changes will only be reflected in the Master File.
Can change anything not ‘greyed’ out.
Tabbed Options for other changes.

47. Calendar Year End 1099 Processing
Master Details: Double click the detail record listed to change the Amount Code or Payment Amount.
Add Master Detail: Allows you to add detail for a Vendor you did not pay in your system.
Not saved on vendor history!!

48. Calendar Year End 1099 Processing
Associated Invoices: Allows you to maintain invoices associated to the vendor.
Associated Credit Memos: Allows you maintain Credit Memo’s associated to vendor.
Not saved on vendor history!!!

49. Calendar Year End 1099 Processing
***After making any changes or additions to the Master File you should go back and run the 1099 Master File Reports again for verification. Also keep in mind if you rebuild the Master File after changes are made, these changes will be reversed.

50. Calendar Year End 1099 Processing
Print 1099 Returns:

51. Calendar Year End 1099 Processing
If there are errors you will prompted by an Errors Box containing the errors.
You may select the Options and export the errors to Excel or Word.
Select NO if you wish to stop and correct the errors.
Select YES, if you wish to continue and not correct the errors:

52. Calendar Year End 1099 Processing
Print Options: All vendors with New Status Vendors that have already been reported All Vendors With Corrected Status. If this is your first run thru of the process they will all be All Vendors with New Status. If you are printing a corrected 1099 then you would select Corrected Status.
After making your selection click NEXT

53. Calendar Year End 1099 Processing
If you would like to print a range of vendors or just one individual vendor click on the Ellipses in the Vendor From and Vendor Thru boxes to bring up a vendor selection screen:

54. Calendar Year End 1099 Processing
Load your printer with the 1099 forms, select the correct Printer, select the Print Copy you wish and click Execute.

55. Calendar Year End 1099 Processing
Confirm if you are ready to print.
You may change the Print Copy type to each copy until all have been printed. Once you have completed printing all the desired copies, click Finish at the bottom:

56. Calendar Year End 1099 Processing
Create IRS E-file: After you print your forms you will have the option to create the e-file to be sent to the IRS. Click in the box beside of Create IRS File.

57. Calendar Year End 1099 Processing
Click on the ellipses on E-file Path to browse your computer and select the location to save the e-file.
You may choose This is a TEST E-file if you would like to run a test file first.
Select All Vendors with New Status if this is not a Corrected file or if you are not recreating a file you have already reported.

58. Calendar Year End 1099 Processing
Once you have made your selections click Finish.
You will receive confirmation of the file created and the path it is located. This is the file you will submit to the IRS. Please make note of the filename and location as you will have to access this when you file.
You will be prompted with the following screen, if you would like to complete the batch select Yes. If you would like to leave the batch open for possible corrections and changes click No.
Click Close.

59. Calendar Year End 1099 Processing
You will be returned to the 1099 Process screen select Save And Close from the Ribbon Bar to Exit.
This COMPLETES the Nextgen 1099 Process.

60. Submitting Electronic File
Browse to and log in using your user ID and password
At Menu Options click “Send Information Returns”
Enter your TCC
Enter your EIN
Click “Submit”
The system will display your company information.  Verify or update company information as needed then click “Submit”
Click “Original File”
Enter your 10 digit PIN
If your IRSTAX file was copied to a diskette or flash drive, place diskette/flash drive from Local Government software into PC

61. This completes the NextGen Purchasing 1099 Handling and Reporting Presentation Thanks for attending!