Problems with Forms 1099 Names and Addresses

Problems with Forms 1099 Names and Addresses

There is an issue as to which name and tax ID number to use on the Form 1099. If the vendor is a sole proprietor, the IRS states that the individual’s social security number and actual name shall be used.  Their employer ID number (which is what’s used on Forms 941, W-2, 940, etc.) should not be used; neither should their DBA name. The problem is, when printing the Form 1099, GP always uses the Vendor Check Name field from the Vendor Maintenance window as the 1099 name. Often, the vendor check name is a DBA name and not the name of the proprietor. For instance, it’s ‘Joe’s Construction Co.’ and not ‘Joe Smith’. It’s ‘Joe Smith’ that should be used on the Form 1099.

Also, the address that the vendor wants the 1099 to be mailed to is sometimes an altogether different address from the mailing address used for checks. Starting with version 2015 (I think), a new Address ID was added to the Vendor Maintenance window labeled ‘1099’. Unfortunately, the Vendor Check Name is not a field associated with a  Vendor Address ID. Consequently, while the addition of a 1099 address ID specification does solve the address problem, it does not solve the name problem.

One suggestion on how to resolve the name problem, is to use an address ID named ‘1099’ along with a modified report. For those vendors where an alternate name is desired, create a special Address ID named ‘1099’ and place the name you would like to print on the Form 1099 in the Contact field. You would then need to modify the report used to print the 1099s.

To modify the 1099 Laser Miscellaneous report, follow the steps below:

1.     Open the Report Writer application using the menu or by selecting Alt+9.

2.     Click on the Reports toolbar button.

3.     Insert the 1099 Laser Miscellaneous report into the Modified Reports List.

4.     Click on the 1099 Laser Miscellaneous item in the Modified Reports list and select the Open button to open the Report Definition window.

5.     Click on the Tables button to open the Report Table Relationships window.

6.     Click on the 1099s To Print Temporary File table and then click the New button.

7.     Select the PM Vendor Master File table and click OK to add it to the report.

8.     Click on the PM Vendor Master File table and then click the New button.

9.     Slect the PM Address MSTR* table and click OK to add it to the report.

10.   Your Report Table Relationships window should then look like this upon completion:

 

11.   Click the Close button to close the Report Table Relationships window.

12.   Back on the Report Definition window, click on the Layout button and the Report Layout Window will open.

13.   In the Toolbox window, select Calculated Fields and then click the New button to open the Calculated Field Definition window.

14.   Fill in the window using the following settings.

a.     Name: Alt Check Name.

b.     Result Type: String.

c.     Expression Type: Conditional.

d.     Click the Fields Tab.

                                       i.    Fields tab Resources: PMVendor Master File.

                                      ii.    Fields tab Field: Vendor Address Code – 1099.

                                     iii.    Click the Add button.

                                      iv.    Click the equals (=) button in the Operators section.

e.     Click the Constants tab.

                                       i.    Constants tab Type: String.

                                      ii.    Cnstants tab Constant: 1099.

                                     iii.    Click the Add button.

f.     Click into the True Case section.

                                       i.    Select the Fields tab.

1.     Fields tab Resources: PM Address MSTR.

2.     Fields Tab Field: Vendor Contact.

3.     Click the Add button.

g.     Click into the False Case section.

                                       i.    Select the Fields tab.

1.     Fields tab Resources: 1099s To Print Temporary File.

2.     Fields tab Field: Vendor Check Name.

3.     Click the Add button.

4.     Your completed calculated field will look substantially similar to this:

 

h.     Click the OK button.

15.   On the Report Layout, remove the existing Vendor Check Name field from the report and place the new Alt Check Name calculated field in its place. Upon completion, your Report Layout window will look substantially similar to this:

 

16.   Close the Report Layout window and click the Save button on the dialog box presented.

17.   Click OK on the Report Definition window and then return to Microsoft Dynamics GP using the File menu item.

18.   Grant security to the Modified Report using the Alternate/Modified Forms and Reports window.

Now when you print your Forms 1099 the name field will display the Alt Check Name field instead of the Vendor Check Name field if your 1099 Address Code is equal to ‘1099’. One drawback from this approach is that you’d need to be sure to modify the report each year to allow for changes that may be made as part of the year-end update. The year-end update does not update the layout of modified reports.