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Report 1099M Workfile - Exceptions Only
Menu Path: Financial Mngmnt / Account Mngmt / Year-End
You may run the Exceptions Only report to verify all exceptions have been corrected. This report lists, by vendor, the information to be included on the 1099M and any exceptions encountered.
It notifies you about exceptions found that could be potential filing errors, as well as the total number of 1099M’s and the grand total of all 1099Ms to be generated.
It prints for every vendor within a selected range that has at least one box that meets or exceeds the starting amounts indicated in the Workfile Codes/Starting Amounts area.
NOTE: A truncation exception will allow 1099M processing to continue. Any other exception requires correction before the 1099M process can continue.
From the Create/Modify/Report 1099M Workfile screen, highlight Report 1099M Workfile - Exceptions Only.
Click the Run button. The Report 1099M Workfile - Exceptions Only screen opens.
The Calendar Year for the 1099M report displays at the top of the screen.
As needed, enter a Starting Vendor and Ending Vendor range. 1099Ms within this Vendor key range are included on the report.
The Report Format it set to C – Only Vendors w/Exceptions – to include only vendors with exceptions that need to be reviewed.
From the Workfile Codes/Starting Amounts frame, in the corresponding boxes, enter the Starting Amounts as needed.
NOTE: Refer to IRS guidelines for the appropriate amounts.
NOTE: Click the Code Definitions button to view the meaning of each of the boxes.
Click the Run button.
The Verify 1099M Exceptions screen opens indicating that the report generates exception messages for vendors who have inconsistent or invalid data.
Click the OK button.
The Output Destination screen opens.
The system prompts you to select a print option. You can select to print the reports to screen, to a printer, or to save the report for later viewing.
Click the OK button.
Review the data for each vendor that has exceptions and make corrections as needed.
Report 1099M Workfile - Totals Only
Menu Path: Financial Mngmnt / Account Mngmt / Year-End
You may run the Totals Only report to view accumulated amounts in the 1099M workfile. This report lists totals only information included in the 1099M workfile.
From the Create/Modify/Report 1099M Workfile screen, highlight Report 1099M Workfile - Totals Only.
Click the Run button. The Report 1099M Workfile - Totals Only screen opens. The Calendar Year for the 1099M report displays at the top of the screen.
As needed, enter a Starting Vendor and Ending Vendor range. 1099Ms within this Vendor key range are included on the report.
The Report Format is set to T – Only Total Page – Includes only the total page. This does not indicate any exceptions.
From the Workfile Codes/Starting Amounts frame, in the corresponding boxes, enter the Starting Amounts as needed.
NOTE: Refer to IRS guidelines for the appropriate amounts.
NOTE: Click the Code Definitions button to view the meaning of each of the boxes.
Click the Run button.
The Output Destination screen opens.
The system prompts you to select a print option. You can select to print the reports to screen, to a printer, or to save the report for later viewing.
Click the OK button.
Review the totals to ensure they are accurate.
Report 1099M Workfile - All Vendors
Menu Path: Financial Mngmnt / Account Mngmt / Year-End
You may run the All Vendors report to view information for each vendor as it appears in the 1099M workfile. Some districts print this report and retain it as a hardcopy record of vendor 1099M amounts.
From the Create/Modify/Report 1099M Workfile screen, highlight Report 1099M Workfile - All Vendors.
Click the Run button.
The Report 1099M Workfile - All Vendors screen opens.
The Calendar Year for the 1099M report displays at the top of the screen.
As needed, enter a Starting Vendor and Ending Vendor range. 1099Ms within this Vendor key range are included on the report.
The Report Format is set to A – All Vendors – Includes all vendors on the report with or without exceptions. It does not indicate any exceptions.
From the Workfile Codes/Starting Amounts frame, in the corresponding boxes, enter the Starting Amounts as needed.
NOTE: Refer to IRS guidelines for the appropriate amounts.
NOTE: Click the Code Definitions button to view the meaning of each of the boxes.
Click the Run button.
The Output Destination screen opens.
The system prompts you to select a print option. You can select to print the reports to screen, to a printer, or to save the report for later viewing.
Click the OK button.
Review the vendor's totals to ensure they are accurate.
If for some reason you feel it is necessary to recreate the 1099M Workfile, or you made changes to invoices via Accounts Payable that were not contained in the original workfile you may recreate the workfile to include those updated invoices.
Re-create 1099M Workfile
Menu Path: Financial Mngmnt / Account Mngmt / Year-End
On the Create/Modify/Report 1099M Workfile screen, highlight Create 1099M Workfile and click the Run button.
The 1099M Workfile Already Exists screen opens warning you that the file exists, when it was created and if you continue you will remove the current 1099M Workfile, remove any Federal Magnetic Media File that may exist and remove all 1099M Laser Merge Files that may also exist.
Click the Yes button to continue.
The Output Destination screen opens.
The system prompts you to select a print option. You can select to print the reports to screen, to a printer, or to save the report for later viewing.
Click the OK button.
The system accumulates the information and then generates the Vendors to Receive 1099M Forms report.
This report is sorted by Vendor, then invoice number. It includes the vendor’s TIN number, as well as the vendor’s 1099 type, the invoice’s check date, the amount of each invoice and the total to be reported on the 1099.
On the last page of the report, a summarization of the 1099 types and the amounts of each type and a grand total of all is displayed.
After the report is printed, the Verify 1099M Workfile screen opens indicating that a verification report will be generated that includes exception messages for vendors who have inconsistent or invalid data.
Click the OK button.
The Output Destination screen opens.
The system prompts you to select a print option. You can select to print the reports to screen, to a printer, or to save the report for later viewing.
Click the OK button.
The Report 1099M Workfile - Exceptions Only report generates. Print and review any exceptions/errors.
To display a list of vendors who had 1099M data generated, on the Create/Modify/Report 1099M Workfile screen, highlight Modify 1099M Workfile and click the Run button.
All Exceptions must be corrected. If any exceptions exist, you cannot proceed to Step 3 - Create 1099M Form Files.
Before you can print the forms or transfer the data to the IRS you must create the form file to be used.
All users must complete this section.
The files can be created on a designated spot on your hard drive or network drive, and/or they can be copied to diskette. Each time the creation process is run, any previous files with the same name are replaced.
Menu Path: Financial Mngmnt / Account Mngmt / Year-End
On the 1099M Processing screen, click the Step 3 Create 1099M Form Files button. The Create 1099M Forms Files screen opens.
Highlight the type of 1099M file to be created. You must run the processes individually:
Create Federal 1099M (Copy A)
Create Recipient 1099M (Copy B)
Create Payer 1099M (Copy C)
Create State 1099M (Copy 1)
Click the Run button.
Depending upon which file is selected to be created the appropriate Create 1099M screen opens:
Federal 1099M (Copy A) – Create Federal 1099M (Copy A) screen opens.
Recipient 1099M (Copy B) Self Sealer – Create Recipient 1099M (Copy B) screen opens.
Payer 1099M (Copy C) – Create Payer 1099M (Copy C) screen opens.
State 1099M (Copy 1) – Create State 1099M (Copy 1) screen opens.
As needed, enter a Starting Vendor and Ending Vendor. 1099Ms within this Vendor key range are included in the creation process provided they meet the other selection criteria.
Enter Workfile Codes/Starting Amounts as directed in the IRS 1099M instructions.
Click the Create button. The Directory Entry for Text Files screen opens.
Enter the directory to which you want the download files sent, or click the Browse button and select a directory.
Click the OK button.
Processing begins followed by the Laser Merge File Created screen indicating the total number of files created and the name and location of the file.
NOTE: Make a note of the file name and location.
Click the OK button.
Repeat for each of the remaining files to be created.
When all files have been created, click the Close button on the Create 1099M Form Files screen to return to the 1099M Processing screen.
To view the Laser Merge files you have created, on the Create 1099M Form Files screen, highlight View Form Files Information and click the Run button.
The 1099M Forms are printed from the files created in Step 3. See Creating 1099M Form Files for more information.
The standard laser 1099Ms can be printed at your site using the laser merge files created from the workfile. This requires a printing license that was assigned based on the 1099M order that was placed. The license was implemented when the PMP was loaded. If the Run button does not appear on the Print the 1099Ms screen, contact your Security Administrator to request security clearance.
IMPORTANT: Special processing is required for the Federal (Copy A), Recipient (Copy B), Payer (Copy C) forms.
For the Federal Copy (Copy A) the file is printed on preprinted forms, so the background is not needed for this copy. The file displays on screen with the background for Copy C but it will print the information for the Federal Copy A on the pre-printed forms.
For the Recipient Copy (Copy B) and the Payer Copy (Copy C), users need to print the instructions. When these files are printed they must be printed on a printer that is capable of duplex printing and the user should verify that the duplex option is selected.
Test pages should be created for each file type (recipient, payer and federal copies) and adjustments may be required for each. These adjustments are specific to the printer that has been selected to print the 1099Ms. Once the adjustments are made for each file type, they are retained in the software. If the print job is switched to another printer, new adjustments need to be made.
The new fonts for the forms are included in the PMP, but need to be installed at the workstation where the 1099M printing takes place.
Contact WSIPC Member Services for assistance in installing the new fonts
After the 1099M laser merge files have been created, take the following steps from the main menu to print the forms.
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On the 1099M Processing screen, click the Step 4 - Print the 1099Ms button. The Print the 1099Ms screen opens.
Highlight Print Federal 1099M Copy A Forms and click the Run button.
The Print Federal 1099M Copy A Forms screen opens indicating that prior to printing the forms you should load the forms into the printer.
Click the Yes button after forms have been loaded into the printer.
The Skyward FormView screen opens asking if you want to print a test page. If this is the first time you have requested printing the form, click Yes to print a test page.
The Print screen opens.
Select the printer on which the forms will be printed.
Click the Print button.
The Skyward FormView screen opens. If you need to make page adjustments, click the Yes button.
The Print Adjustment screen opens.
Vertical and Horizontal adjustments display. Enter the settings in the inches field to move the printing vertically, horizontally, or both.
Click the OK button.
Continue printing test pages until the 1099M is properly aligned.
Once the 1099M is aligned, select the sort order in which you want to view/print the 1099Ms.
Click File.
Select Print.
Select one of the following options:
Print All - prints the entire file.
Print From Current – prints the remaining file starting with the highlighted recipient.
Print Current – prints the highlighted recipient only.
Print Totals – prints the total sheet for the file.
The Print screen opens.
Select the printer and click the Print button.
Select File then Close when the printing of each file is complete.
As necessary, repeat for each Federal 1099M (Copy A) file that exists.
When all printing is complete, click File then Exit to return to the Print the 1099Ms screen.
Print Recipient 1099M (Copy B)
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On the 1099M Processing screen, click the Step 4 - Print the 1099Ms button. The Print the 1099Ms screen opens.
Highlight Print Recipient 1099M Copy B Forms and click the Run button
The Print Recipient 1099M Copy B Forms screen opens, indicating that prior to printing the forms you should load the forms into the printer.
Click the Yes button after forms have been loaded into the printer.
The Skyward FormView screen opens asking if you want to print a test page. If this is the first time you have requested printing the form, click Yes to print a test page.
The Print screen opens.
Select the printer on which the forms will be printed.
Click the Print button.
The Skyward FormView screen opens. If you need to make page adjustments, click the Yes button.
The Print Adjustment screen opens.
Vertical and Horizontal adjustments display. Enter the settings in the inches field to move the printing vertically, horizontally, or both.
Click the OK button.
Continue printing test pages until the 1099M is properly aligned.
Once the 1099M is aligned, select the sort order in which you want to view/print the 1099Ms.
Click File.
Select Print.
Select one of the following options:
Print All - prints the entire file.
Print From Current – prints the remaining file starting with the highlighted recipient.
Print Current – prints the highlighted recipient only.
Print Totals – prints the total sheet for the file.
The Print screen opens.
Select the printer and click the Print button.
Select File then Close when the printing of each file is complete.
As necessary, repeat for each Recipient file that exists.
When all printing is complete, click File then Exit to return to the Print the 1099Ms screen.
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On the 1099M Processing screen, click the Step 4 - Print the 1099Ms button. The Print the 1099Ms screen opens.
Highlight Print Payer 1099M Copy C Forms and click the Run button
The Print Payer 1099M Copy C Forms screen opens indicating that prior to printing the forms you should load the forms into the printer.
Click the Yes button after forms have been loaded into the printer.
The Skyward FormView screen opens asking if you want to print a test page. If this is the first time you have requested printing the form, click Yes to print a test page.
The Print screen opens.
Select the printer on which the forms will be printed.
Click the Print button.
The Skyward FormView screen opens. If you need to make page adjustments, click the Yes button.
The Print Adjustment screen opens.
Vertical and Horizontal adjustments display. Enter the settings in the inches field to move the printing vertically, horizontally, or both.
Click the OK button.
Continue printing test pages until the 1099M is properly aligned.
Once the 1099M is aligned, select the sort order in which you want to view/print the 1099Ms.
Click File.
Select Print.
Select one of the following options:
Print All - prints the entire file.
Print From Current – prints the remaining file starting with the highlighted recipient.
Print Current – prints the highlighted recipient only.
Print Totals – prints the total sheet for the file.
The Print screen opens.
Select the printer and click the Print button.
Select File then Close when the printing of each file is complete.
As necessary, repeat for each Recipient file that exists.
When all printing is complete, click File then Exit to return to the Print the 1099Ms screen.
Creating 1099M Magnetic Media File
Reference: IRS Publication 1220 (2003), Page GEN-4 and GEN-5
The IRS requires sites to file electronically if they have 250 or more forms to file. The requirement applies separately to each type of form.
For example, if you must file 500 Form 1099-M and 100 Form 1099-R, you must file Forms 1099-M electronically, but you are not required to file Forms 1099-R electronically.
It is the District's responsibility to perform the electronic filing with the IRS.
Menu Path: Financial Mngmnt / Account Mngmt / Year-End
On the 1099M Processing screen, click the Step 5 - (Optional) Create 1099M Magnetic Media button. The Create 1099M Magnetic Media screen opens.
Highlight Create 1099M Magnetic Media.
Click the Run button. The Create 1099M Magnetic Media screen opens.
As needed, enter a Starting Vendor and Ending Vendor. 1099Ms within this Vendor key range are included in the electronic file creation process provided they meet the other selection criteria.
Click the Create button. The Directory Entry for Text Files screen opens.
Enter the directory to which you want the files sent, or click the Browse button and select a directory.
Click the OK button.
The Output Destination screen opens.
The system prompts you to select a print option. You can select to print the reports to screen, to a printer, or to save the report for later viewing.
Click the OK button.
Processing begins followed by the Magnetic Media Created screen indicating the total number of files created and the name and location of the file.
NOTE: Make a note of the file name and location.
Click the OK button.
The 1099M Magnetic Media Verification Report prints.
The Magnetic Media Information screen opens.
To send the file to a disk, enter the Drive letter to which to send the magnetic file. If you are not sending the file to a disk, click the Close button.
Click the OK button. The Insert Blank Diskette screen opens.
Click the OK button.
A DOS window opens. Only one file should be listed.
Close the DOS window by following the prompts on the screen or typing Exit.
When the file is successfully created, you are returned to the Create 1099M Magnetic Media screen.
Click the Close button to return to the 1099M Processing screen.
To view the Magnetic Media file information created, on the Create 1099M Magnetic Media screen, select View Magnetic Media File Information then click the Run button.
The View Magnetic Media File Information screen opens displaying the File year, date created, file name, and location of the file.
Version 01.04.07.1 – 010236 (7/2004)