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:

■	set up your payroll information, including loading the latest tax tables—see Set up payroll.

■	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 Prepare 1099s and 1096. x.

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.

6	If you want to filter or customize the vendor list, 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	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.

8	Select the vendors whose information you want to print:

■	1099s—Click in the select column next to each vendor to select or deselect the forms you want to print.

■	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.

9	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.

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

■	Starting a new payroll year

■	Paying your employees