Set up IRS 1099 forms

Set up IRS 1099 forms in [!INCLUDE [prod_short](../../includes/prod_short.md)] to calculate reportable vendor payments and prepare forms for submission. Reporting periods, forms, form boxes, and vendor defaults determine which 1099 information is added to purchase documents. Confirm filing requirements and deadlines with the IRS or your tax adviser for the reporting year.

This article describes setup for the IRS Forms app. For the earlier workflow, go to Set up and use the IRS 1099 form.

Set up IRS 1099 forms with the guide

Use Set up IRS 1099 forms on Assisted Setup to open the IRS Forms Guide. The guide creates reporting periods and their form setup for the reporting year.

Wichtig

In earlier versions that require feature activation, first enable Feature Update: Enable using 1099 forms to transmit the tax data to the IRS in the United States on Feature Management. Those versions can offer Create New Setup and Transfer Existing Data in the guide. These toggles aren't available in the current guide. Migration options depend on your installed version; don't assume that every historical reporting year was transferred automatically.

When upgrading from the legacy workflow, review which reporting years were migrated before creating forms. The IRS Forms automatic upgrade targets eligible legacy data for 2025 and 2026, rather than every historical year. Review earlier years separately and confirm the migration options available in your installed version.

In older versions of the guide that show Create New Setup and Transfer Existing Data, choose Create New Setup for a new configuration. To migrate an existing configuration, choose Transfer Existing Data, review the affected data, and choose whether to use a background job before accepting the update.

1. [!INCLUDE [open-search](../../includes/open-search.md)], enter Assisted Setup, and then choose the related link.
2. Choose Set up IRS 1099 forms.
3. Become familiar with the feature, and then choose Next.
4. In the Reporting Year field, specify the year for which you want to include data.
5. Choose Next. To retain links to the vendor ledger entries behind calculated form amounts, turn on Collect Details For Line.
6. Optionally, use Protect TIN to mask taxpayer identification numbers on printed reports for vendors, or for both vendors and your company.
7. In Business Name Control, enter the control name your company registered in the IRS's National Account Profile (NAP) database.
8. Choose Next, and then Finish.

Hinweis

Collect Details For Line supports drill-down into calculated amounts, but requires additional database space. If you leave it off, the app still calculates totals without storing the individual entry details. Protect TIN retains the last four characters and adds a mask, such as ****-1234. Masking helps protect identification numbers on printed or emailed copies. It doesn't change the identification numbers submitted electronically.

Review general IRS setup

To review or change the general setup, follow these steps:

1. Choose the icon, enter IRS Forms Setup, and then choose the related link.
2. On the General FastTab, you can change the setup for the Collect Details For Line and Protect TIN fields.
3. On the IRIS FastTab, you can change the Business Name Control.

4. You can also use the Email Content Setup action to set up or edit the email you want to send to your recipients:

   • Change the subject on the Email Subject FastTab.
   • Change the email body text in the Email Body FastTab.

5. Close the page.

Copy IRS reporting setup across companies

If you manage multiple companies, you can copy an IRS 1099 reporting period setup from one company to other companies. This helps ensure that IRS forms and form box configurations are consistent across all legal entities.

When you copy a setup, [!INCLUDE [prod_short](../../includes/prod_short.md)] copies forms, form boxes, vendor setup, form statements, and adjustment records to the destination period in the selected companies. Copied adjustment records have an amount of zero, so you must enter any adjustments needed for the new period.

Before copying, create the destination reporting period. Choose a destination that doesn't already contain form setup. The copy report requires consecutive reporting years.

1. Go to the IRS Reporting Periods page, select the period you want to copy from, and run the Copy Setup action.
2. In From Period, select the source reporting period.
3. In To Period, select the destination reporting period.
4. Select the companies to which you want to copy the setup in the Companies field.
5. Select OK to run the report.

After the report runs, the selected companies use the same IRS 1099 forms and form box setup as the source reporting period.

Set up reporting periods and 1099 forms

To configure reporting periods and forms, follow the steps:

1. Choose the icon, enter IRS Reporting Periods, and then choose the related link.
2. Enter a period number, and then specify the Starting Date and Ending Date.
3. To set up specific 1099 forms for this period, use the Forms action to open the IRS 1099 Forms page. To learn more about the forms, go to Types of IRS forms.
4. On the IRS 1099 Forms page, specify form types, such as MISC or NEC. For each form, choose Form Boxes to open IRS 1099 Form Boxes.
5. On the IRS 1099 Form Boxes page, set up sources for your form type using the No. and Description fields. You must fill in the Minimum Reportable Amount field based on the IRS instructions for the reporting year.
6. Close the IRS 1099 Form Boxes page.
7. Close the IRS 1099 Forms page.

For IRIS submission, use the four-digit reporting year as the period number.

Tipp

Create a reporting period for each year. Use Copy Setup on IRS Reporting Periods to reuse the previous year's setup. Review the copied form boxes and enter new adjustment amounts before creating form documents.

Set up 1099 reporting for vendors

On the IRS Reporting Periods page, you can run the Vendor Setup action to open the IRS 1099 Vendor Form Box Setup page. Use the page to map the form boxes to each vendor in the period. When you create a document for a vendor, [!INCLUDE [prod_short](../../includes/prod_short.md)] uses this setup to fill in the form boxes. To do so, follow the steps:

1. In the Vendor No. field, choose the vendor.
2. In the Form No. field, specify the type of 1099 form.
3. In the Form Box No. field, specify the number of the 1099 form box that payments should go to.

You don't need to set up vendors manually, and you can use the Suggest action to run IRS 1099 Suggest Vendors automation. This action lets you choose different types of filters to apply to the vendors in the list. Afterward, you just need to add the default Form No. and Form Box No. for the list of vendors.

Hinweis

This vendor setup is related to the specific period you configured on the IRS Reporting Periods page.

You can also open IRS 1099 Vendor Form Box Setup from Vendors or Vendor Card by choosing IRS 1099 Setup.

You might need to do some more setup on the Vendor Card page. To do so, follow the steps:

1. Choose the icon, enter Vendors, and then choose the related link.

2. On the Vendor Card page, the fields related to 1099 reporting are on the Payments FastTab. The fields contain default values from the IRS 1099 Vendor Form Box Setup configuration:

   • IRS Reporting Period
   • IRS 1099 Form No.
   • IRS 1099 Form Box No.

3. To confirm that your vendor provided signed consent to receive their 1099 form electronically using email, turn on Receiving 1099 E-Form Consent. First provide an address in either E-Mail For IRS or Email.

4. To use a different email address for IRS-related emails, you can enter the address in the E-Mail For IRS field on the Payments FastTab. Otherwise, [!INCLUDE [prod_short](../../includes/prod_short.md)] uses the address in the Email field on the Address & Contact FastTab.
5. If the vendor is set up to require FATCA filing, turn on the FATCA Requirement toggle.

Before you send an IRIS transmission, review the company and vendor taxpayer identification numbers, company contact name and telephone number, and address details. The system validates these values before sending. If multiple vendors share a taxpayer identification number within the same form type, each vendor must have a Preferred Bank Account Code that points to a unique Bank Account No.

Create 1099 form documents

1. [!INCLUDE [open-search](../../includes/open-search.md)], enter IRS 1099 Form Documents, and then choose the related link.
2. Select Create Forms.
3. In the Period field, select the reporting period.
4. Fill in the remaining fields as necessary, and then select OK. [!INCLUDE [tooltip-inline-tip_md](../../includes/tooltip-inline-tip_md.md)]

For calculation details and document review, go to Use the IRS 1099 forms.

Print report configuration

To print the form substitute documents, there are a few things to set up. A Form Statement is already configured for each form, but you can change or update them if needed. To do so, follow the steps:

1. To configure or customize the printed form, choose the icon, enter the IRS Reporting Periods, and then choose the related link.
2. Use the Forms action to open the IRS 1099 Forms page.
3. Choose the form, and then choose the Edit Statement action.

4. On the IRS 1099 Form Statement page, you can set up filters and rules that apply to the form document lines when you print. You can use the following fields to set up the 1099 form statement:

   • Row No.: Specifies a number that identifies the line. The number is used as a form box number on the printed report.
   • Description: Specifies a description of the 1099 form box on the printed report.
   • Print Value Type: Specifies the print value type of the statement. If you select Amount, the report prints the amount calculated by the filter expression. If you select Yes/No, the report prints either Yes or No based on the condition.
   • Filter Expression: Specifies the filter expression of the statement.
   • Row Totaling: Specifies a row-number interval or a series of row numbers.
   • Print with: Specifies whether amounts on the 1099 form box are printed with their original sign using Sign or with the sign reversed using Opposite Sign.

5. Close the page.

6. On the IRS 1099 Forms page, select a form, and then select Edit Instructions to open IRS 1099 Form Instructions. Fill in Header for bold text and Description for regular text.

Hinweis

Instructions explain the purpose of each box for recipients. In the standard report layout, recipient instructions start on the second page. Confirm the required wording with the IRS for the reporting year.

Related information

• United States local functionality
• Submit and report the IRS 1099 forms
• Register new vendors
• Work with [!INCLUDE[prod_short](../../includes/prod_short.md)]

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