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Accounts Payable Year-End Procedures

Electronically Filing Form 1099 at Year-End

Filing the Form 1099 for year-end in ACS.

Form 1099 reports miscellaneous income paid to independent contractors (nonemployee compensation). If you've paid an independent contractor $600 or more or royalties over $10 during a calendar year, you should file Form 1099 for that vendor. Most churches and organizations file Form 1099 as a part of year-end procedures.

Any vendor with invoices marked as 1099 and paid in the selected tax year receives a 1099. If the vendor is marked as a 1099 vendor during setup, all invoices for that vendor are marked as 1099 purchases unless you clear the 1099 option when entering invoices. For vendors not marked as 1099 vendors, you can mark an invoice as a 1099 purchase when entering invoices. After entering invoices, you can edit a vendor's record to add or clear the 1099 option.

When generating Form 1099, ACS selects only those vendors with purchases totaling $600 or more. To see these vendors, print the YTD Purchases List. You can also include deactivated vendors and vendors paid less than $600 or royalties under $10.

Before preparing Form 1099, we suggest and the Check/Invoice Cross Reference report to verify vendor totals.

Note:

Before E-Filing

Before you can electronically file tax forms, you must create an account. For more information, see Creating a Tax E-File User Account.

There is a third-party charge for electronic filing tax forms. Fees vary based on the number of records and forms filed, along with the services you choose. The total displays in the last step of electronic filing. To view current pricing, visit the ACS Tax E-File Website.

Preparing and Electronically Filing Form 1099

After you electronically file tax forms, you can view the E-Filing dashboard to complete forms you have started but not yet submitted for e-filing, check the status of your filings, view submitted forms, and view summary and reconciliation reports.
  1. Under Generate Reports, click the Period End Reports tab.
  2. In the drop-down list, select Accounts Payable 1099s and 1096, then click Go .
  3. To enter the beginning and ending date range for the information that you want to include in the 1099 totals, use Print Transactions From and to.
  4. To select report options, click the Setup tab.
  5. Enter Report Options, Vendor Options, and Selection Options. To learn more, see the Additional Field Information below.
  6. Click Tax E-File. If you have not yet created an account, the program prompts you to do so.
  7. To print the Validation Report, click Validation Report. We strongly suggest printing and reviewing this form to make any necessary corrections before transmitting.
  8. After reviewing the Validation Report and making any corrections, click Transmit File.
  9. The ACS E-Filing website opens in a new browser. Under Services, select the services you want to e-file, then click Add To Cart.
  10. Under Start Filing, select the vendors to e-file Form 1099 for, then click Add To Cart.
  11. Click Next to check out and electronically file your forms.

Viewing the Dashboard

You can view the dashboard after electronically filing tax forms.

After you electronically file tax forms, you can view the E-Filing Dashboard to complete forms you have started but not yet submitted for e-filing, check the status of your filings, view submitted forms, and view summary and reconciliation reports.
  1. Under Generate Reports, click the Period End Reports tab.
  2. In the drop-down list, select Payroll 941, W-2s, and ACA Forms, and click Go .
  3. On the W-2 tab, click Tax E-File.
  4. In the ACS Tax E-File window, click View Dashboard.

Form 1099 Additional Field Information

Detailed information that could be helpful for year-end.

Additional Field Information

Report Options

  • Sort by — To print 1099s in a particular order, select a sort option.

  • Fed Tax ID and State Tax ID — Verify your federal and state tax ID numbers. Boxes 17 and 18 must be completed before you can electronically file state 1099s.

Vendor Options

  • Include Inactive Vendors — To print 1099s for both inactive and active vendors, select this option.
  • Include 1099 Purchases Under $600 and Royalties Under $10 — To print 1099s for vendors with 1099 purchases that total less than $600 and royalties under $10, select this option.
  • Vendor Type — To filter by vendor type, select this option and click Select to choose the vendor types.

Selection Options

  • Vendor Code — To filter by vendor code, enter a range of vendor codes or click Lookup to select Vendor codes.
  • Vendor Name — To filter by vendor names, enter a range of vendor names or click Lookup to select Vendor names.
  • YTD Purchases — Enter a range of year-to-date purchase amounts as the filter.
  • YTD 1099 Purchases — a range of year-to-date 1099 purchase amounts as the filter.
  • Print 1096 — Click to select 1096 information for printing.
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Last updated: July 11, 2023