1099/1096 Forms — Printing

You can use Accounts Payable to track payments to vendors who are subject to 1099  reporting, and print the data on official 1099 MISC/1096 forms.

You must select the Use 1099/CPRS Reporting option in the Options form to accumulate 1099 data and print this report. A 1099 form is printed for a vendor only if you selected 1099 for the Tax Reporting option in the vendor record.

Sage 300 ERP Accounts Payable comes with a sample 1099 (AP1099.rpt)/1096 (AP1096.rpt) format, designed for laser printers. (The format was valid at the time this program was released. If the form changes, you can update the report formats using Crystal Reports.)

For information on the contents of the forms, see 1099/1096 Forms — Features.

If you add non-standard codes

• Only standard 1099-MISC codes are printed on the stock 1099/1096 Amounts report.

When to print

Print 1099 or 1096 forms at the end of each calendar year, after you have entered all transactions for the calendar year.

To print the report

1. Select the Print 1099/1096 forms icon from the A/P Vendor Reports folder.

   If you are printing 1096 forms, select the check boxes for the following options, as necessary:

   • Preaddressed Form. Select this option if you are using preprinted forms that already include the address, so that the program does not print the address.
   • Final Filing. Select this option if you are not required to file Forms 1099, 1098, 5498 or W-2G in the future.

2. Select:

   Form. Select the type of report you want to print. You can choose 1099 or 1096.

   For Tax Year. Select the year for which you want to report 1099 data.

   Use Form. Select the name of the 1099 form or 1096 form to use. Click the Browse button (or press the Alt and B keys together) if you are not sure of the name of the form, then select the form from the list that appears.

   Vendor Number. Select a range of vendor numbers.

3. Enter payer information, including the name, address, telephone number, and tax number of your company.

   If you are printing 1096 forms:

   • From the Type field, select the type of tax number you are using (your employer ID number or social security number).
   • Enter an optional contract name and e-mail address.

   If your company is not in the U.S., select the Foreign Entity check box.

4. Click Print.

   If printing to a printer, Accounts Payable displays the print destination form to let you confirm your printer selection and change the number of copies to print. Choose OK if the settings are correct; otherwise, choose Cancel or Setup.

   If printing to a file, Accounts Payable displays the name of the file, so you can change it or cancel printing.

   If printing to the screen (preview), Accounts Payable displays the report. If you want, you can then export it to a file or send it to the printer.

   If printing to an e-mail, Accounts Payable displays an e-mail message form for you to fill in, and inserts the report as an attachment when you choose Send.

   If printing to a schedule, Accounts Payable displays the Schedule Report form.

5. If you want to use the same settings the next time you print the form, select the Save Settings As Defaults option from the Settings menu.

Printing alignment copies

To print a test copy of a 1099 or 1096 form to check the alignment of the forms in your printer, click the Align button. You can repeat this step as often as needed when the printing destination is set to Printer.

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