1099 Electronic Filing Name Control

Follow these guidelines when entering names for an individual taxpayer. Keep in mind, when 1099 Electronic Filing is created, the system looks at the four characters entered in the Name Control field.

Note: Name Control is a required field. Proprietor Name is only needed when it is different than the Vendor Name.

1. Maintain>Accounts Payable>Vendors>Vendor tab>Name. Enter the first name first and last name (surname) second, for example, Brian Jones.
2. Maintain>Accounts Payable>Vendors>1099 Information tab:
   • Name Control - Enter JONE
   • Proprietor Name - Enter the first name first and last name (surname) second, for example, Brian Jones
3. The printed 1099 shows the following in the address field:

Brian Jones
Brian Jones
Street Address
City, State, Zip

4. The Electronic Filing shows correctly for Name Control "JONE" and the matching Social Security Number.

Follow these guidelines when entering names for a business that is operated by a sole proprietor.

1. Maintain>Accounts Payable>Vendors>Vendor tab>Name. Enter the Vendor's name, for example, Ann Miller's Child Care Center.
2. Maintain>Accounts Payable>Vendors>1099 Information tab:
3. Name Control - Enter MILL
4. Proprietor Name - Enter the name of the sole proprietor, for example, Ann Miller
5. The printed 1099 shows the following in the address field:

Ann Miller
Ann Miller's Child Care Center
Street Address
City, State, Zip

6. The Electronic Filing shows correctly for Name Control "MILL" and the matching Social Security Number.

Name Control Examples

The following examples may be helpful to filers in understanding the Name Control. The first column contains the official name, while the second column, Name Control, is how the name must be shortened and formatted in order for the Electronic file to accept it.

If the surname is less than four characters, use only those characters for the Name Control. Do not use special characters or embedded blanks. In the case of a business, other than a sole proprietorship, use the first four significant characters of the business name. Disregard the word "the" when it is the first word of the name, unless there are only two words in the name. A dash
(-) and an ampersand (&) are the only acceptable special characters. Surname prefixes are considered, e.g., for Van Elm, the Name Control is VANE.

Individuals	Name Control
Jane Brown	BROW
John A. Lee	LEE
James P. En, Sr.	EN
John O’Neil	ONEI
Mary Van Buren	VANB
Juan De Jesus	DEJE
Gloria A. El-Roy	EL-R
Mr. John Smith	SMIT
Joe McCarthy	MCCA
Pedro Torres-Lopes	TORR
Maria Lopez Moreno	LOPE
Binh To La	LA
Nhat Thi Pham	PHAM

Corporations	Name Control
The First National Bank	FIRS
The Hideaway	THEH
A&B Café	A&BC
11TH Street Inc.	11TH

Sole Proprietor	Name Control
Mark Hemlock DBA The Sunshine Club	HEML
Mark D’Allesandro	DALL

Partnership	Name Control
Robert Aspen and Bess Willow	ASPE
Harold Fir, Bruce Elm, and Joyce Spruce et al Ptr	FIR

Estate	Name Control
Frank White Estate	WHIT
Estate of Sheila Blue	BLUE

Trusts and Fiduciaries	Name Control
Daisy Corporation Employee Benefit Trust	DAIS
Trust FBO The Cherryblossom Society	CHER

Exempt Organizations	Name Control
Laborer’s Union, AFL-CIO	LABO
St. Bernard’s Methodist Church Bldg. Fund	STBE