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Important Notes about 1099s

Accounts Payable Checklists

Accounts Payable FAQs

Produce Vendor 1099s

Access this form using Activities>Accounts Payable>Produce Vendor 1099's. It is only available if the organization's functional currency is USD (US Dollar).

Use this form to collect the data used to report 1099 information, for each vendor specified to receive a Form 1099 (Maintain>Accounts Payable>Vendors - 1099 Information Tab). Then process and print the data using Aatrix®.

First, select the Form Type and Form, then verify the Year that you are using to view and/or print 1099 information.

You can filter this data, and then click OK to begin the output process. The system creates a data file (.auf), which Aatrix® uses to populate up to four different types of 1099 forms (DIV, INT, R, NEC, and MISC), and prints the forms on paper or generates an Electronic file. The format of the Electronic file is based on the Federal 1099 format.

MIP manages tax form updates automatically for you; therefore, the Form Updates button is not available. See Nonprofit Online.

 

Form Type: Select a form type of New or History. New creates a new data file (.auf) and opens the Aatrix® form. History opens a list of previously produced data files so that you can modify or reprint your forms.

Form: Select a form such as 1099-MISC, 1099-R, 1099-DIV, 1099-INT, 1099-NEC, or W-2G Recipient. Only the 1099s that you have designated vendors for are available for selection.

Year: The year displays, which automatically defaults to the previous year to collect 1099 information. You can select any year, but note that the data will print out in the format of the current year's 1099 forms. For example, if you select last year's data to reprint a 1099, it will print on this year's 1099 form.

Form Updates: If available, use this button to check for Aatrix® updates and the most current forms; as there may be Aatrix® software and/or form changes.

Filters: Use the filter to limit which items are included in the data file.

  • Available Filter, Selected Filter: Select an item in the Available Filter column, and click the Mover ( > ) to move it to the Selected Filter column. Once an item is in the Selected Filter column, set up its filtering criteria. Then, the data is limited to what falls within the designated filter criteria.
  • Compares To: Select an operator from the drop-down list. The operator compares the value in the Selected Filter column with the values in Criteria 1 and Criteria 2 to determine which items are displayed in the Available Items table.
  • Criteria 1: Enter a value to compare with the item in the Selected Filter column. When using Like or Not Like, you can use "%" to represent any number of characters.
  • Criteria 2: Enter a value for the end of a range if the Compares To column contains the Between or Not Between operators.
  • Be sure the appropriate information has been completed on the Maintain>Accounts Payable>Vendors>1099 Information tab, in order to generate the 1099s.
  • The State Tax ID is required by some states. This also aids in tracking income for alimony and child support. The State Tax ID number for the active organization is entered using the Maintain>Accounts Payable>Vendors>1099 Information tab. Verify that the State Withholding Collected check box is selected, and the State and State Tax ID are entered on the Maintain>Accounts Payable>Vendors>1099 Information tab. This ID may not be required in all states, but it is still a good idea to complete it. Some states use the FEIN as the State Tax ID. You should contact your state tax authority to determine what they require.
  • If you set up the vendor's street address using the Maintain>Accounts Payable>Vendors - Addresses Tab, the system prints this information in the Street Address box on the 1099 form. If your address is more than three lines, some characters may be truncated. You should reformat the address (on the Address tab) so that it fits on three lines.
  • Form 1099 Federal Copy A and Form 1096 data is designed to print on government mandated pre-printed forms. Your Payer and Recipient copies are designed to print on plain paper or government mandated plain perforated laser paper. These forms and laser paper are available online. Refer to Preprinted Checks and Forms for a list of part numbers to use when ordering.
  • If you are required to send your 1099s using electronic filing, the IRS provides you with a Payer Name Control. This is entered after you select the efile option on the Aatrix® 1099 Processing page.
  • To produce a 1099 for a vendor, vendors must meet the following two criteria:
    • Their vendor record indicates they are to receive a 1099 form (Vendors - 1099 Information Tab on the Maintain>Accounts Payable>Vendors form for that vendor).
    • They have disbursements posted in the selected tax year of at least $0.01 calculated for a valid 1099 box.

Note: In the MIP 2020.3 release, any MISC-07 coded activities with an effective date of 1/1/2020 or later have been automatically updated to NEC-01.