Submit and report the IRS 1099 forms
This article describes how to report and submit IRS 1099 forms [!INCLUDE [prod_short](../../includes/prod_short.md)].
Register with the IRS
You can't print 1099 reports directly on preprinted forms. You can submit 1099 forms using magnetic media or through integration with the IRIS. If you prefer to manually populate your 1099 forms, you can gather all necessary information from the IRS 1099 Form Documents and fill them out manually, outside of [!INCLUDE [prod_short](../../includes/prod_short.md)].
You can print or email 1099 copy substitutes to your vendors, including all the details the original form requires.
Submit using integration with IRIS
[!INCLUDE [prod_short](../../includes/prod_short.md)] provides an API that integrates the IRS's Information Returns Intake System (IRIS) so that you can electronically file your returns. To learn more about IRIS, go to the IRS website.
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After create 1099 form documents for vendors, when you post invoices for vendors and apply payments to them, the Amount field on the 1099 Form Document page updates. It's a good idea to review the amount before you submit the information.
To submit your 1099 form using IRIS, follow these steps:
- [!INCLUDE [open-search](../../includes/open-search.md)], enter IRS 1099 Form Documents, and then choose the related link.
- Choose the Create Forms action.
- On the IRS 1099 Create Form Documents page, select the reporting period in the Period field.
- Fill in the remaining fields as necessary, and then choose OK. [!INCLUDE [tooltip-inline-tip_md](../../includes/tooltip-inline-tip_md.md)]
- On the IRS 1099 Form Documents page, review the value in the Amount field.
Choose the Release action.
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You can release multiple documents at the same time. Select the lines for the documents, and then choose the Release All action.
[!INCLUDE [open-search](../../includes/open-search.md)], enter IRIS Transmissions, and then choose the related link.
- To combine all released 1099 documents so that you can send them to the IRS, on the IRIS Transmissions page, choose the Create IRIS Transmissions action.
- On the Create Transmission IRIS page, fill in the Reporting Period field, and then choose OK.
- On the IRIS Transmissions page, choose the value in the Period No. field to open the IRIS Transmission page, where you can review the information before you submit it.
- If the information is correct, choose the Send action.
After you submit the document to the IRS by using the API, the status of the document on the IRS 1099 Form Document page changes to Submitted.
Submit using magnetic media
Submitting 1099 forms as magnetic media using the FIRE portal is optional for cloud users. However, it's the only available option for on-premises users because the Microsoft security certificate for A2A communication can only be used in the cloud.
To prepare magnetic media for submission, follow these steps:
- Choose the
icon, enter IRS 1099 FIRE, and then choose the related link. - On the request page, specify the tax year for the 1099 forms that you want to report in the Calendar Year field, and the control code of the transmitter that is used to electronically file 1099 forms in the Transmitter Control Code field.
- Fill in the other fields as necessary, and choose OK.
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If you want to test this feature, select the Test File field to print a test file.
Print the document
After calculation, you can use the Print action to print the document. When you print the report, you can choose which copy to print. You have the following options:
- Copy B is for the vendor.
- Copy C is for the sender.
- Copy 2 is the second copy for the vendor.
Make corrections
When you send information to the IRS, some checks happen in the background that help ensure that the transmission contains the required information, and that the information is correctly formatted. If the transmission contains an error, it's status changes to Rejected. To learn more about handling rejected transmissions, go to Correct a rejected transmission.
However, the background checks don't verify values, such as amounts. If you discover that you submitted an incorrect amount in a transmission that was accepted, you can correct the amount and resubmit. To learn more, go to Correct an accepted transmission.
Correct a rejected transmission
If the IRS finds an error in your transmission, on the IRIS Transmission page, the status of the transmission becomes Rejected. If that happens, use the Show error(s) link to open the Error Information page, where you can find out what to fix. After you correct the error, choose the Send Replacement action to resubmit the information. Repeat these steps until the status of the transmission becomes Accepted. To view a history of your attempts to submit, choose the Transmission History action.
Correct an accepted transmission
If you discover a mistake after the IRS has accepted your submission, for example, you submitted incorrect amounts for some vendors, you can correct the error and resubmit.
To correct a mistake and resubmit, follow these steps:
- [!INCLUDE [open-search](../../includes/open-search.md)], enter IRIS Transmissions, and then choose the related link.
- Open the 1099 document that you want to correct, and choose the Allow Correction action.
- Choose the Reopen action, make your correction, choose the Release action, and then close the page.
- On the IRIS Transmission page, the Needs Correction checkbox is selected for the lines you corrected.
To resubmit the lines, choose the Send Correction action. [!INCLUDE [prod_short](../../includes/prod_short.md)] only sends the lines you corrected.
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The Corrected field is useful for double-checking that the correction was made. If a line was corrected and accepted by the IRS, the field contains Yes.
Email automation
Prerequisites
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You can only send the document via email if its Status is Submitted. This restriction helps you avoid sending an unsubmitted document to the vendor.
To send forms to your vendor, you must set up the consent and the email on the Vendor Card page. These settings include enabling the Receiving 1099 E-Form Consent field to acknowledge that your vendor provided signed consent to receive their 1099 form electronically using email.
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If your vendor gives consent for delivering 1099 forms via email, you can use the E-Mail For IRS field, but you can also keep this field blank and fill-in the standard E-Mail field. It will be used for sending instead.
When the form document is created for a certain vendor, the values are inherited from the vendor card. You can see the values on the Email FastTab of the document if you select Show more. After you create the document, you can't change the consent value in the document, but you can change the e-mail if needed. You can also change default values on the Vendor Card page. [!INCLUDE [prod_short](../../includes/prod_short.md)] will apply these changes to all open (where the Status is Open) 1099 form documents if you confirm with Yes.
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Before you send emails, you must configure the accounts you use for email on the Email Accounts page.
Send emails
To send 1099 form to a specific vendor, you can do so from the chosen 1099 Form Document by choosing the Send Email action. It's also possible to automate this process, and to send emails for multiple 1099 documents. To do that, open the IRS 1099 Form Documents list page, select one or more documents, and choose the Send Email action.
After you run the Send Email action, select the report type you want to send. You can choose Copy B or Copy 2 (required in some situations). By default, emails are sent only to vendors you haven't already sent them to. If you want to send emails for all selected documents (and resending for some of them), enable the Resend Email option on the request page.
After you select OK, an email is sent immediately for one document or, if you're sending multiple emails, it will be scheduled through the Job Queue Entry. If the email is sent successfully for a certain document, the Copy B Sent or Copy 2 Sent flag is set on the IRS 1099 Form Document page.
If you try to send email for only one document and sending failed, an error dialog displays. If you try to send email for multiple documents and sending fails, the error is logged to the Email Error Log field on the IRS 1099 Form Document page. When the job for sending multiple documents is finished, the results are recorded in the activity log. To open the Activity Log page, choose the Activity Log action on the IRS 1099 Form Documents page.