Initial Preparation
Before beginning the 1099 printing process, several preparatory steps must be completed to ensure smooth execution.
Form Requirements You'll need to purchase 4-part blank perforated 1099 forms if you plan to print them yourself. The Aatrix system, which is integrated with Sage 100, will print both the background and data on these forms.
System Verification Ensure your Sage 100 system is properly configured and up-to-date. The current versions of Sage 100 use Aatrix, a service that streamlines federal and state reporting processes.
Accessing the 1099 Printing Module
To begin the 1099 printing process, follow these steps:
- Navigate to Modules > Accounts Payable
- Select Reports
- Click on Form 1099 eFiling and Reporting
Initial Setup Configuration
Form Settings When the 1099 form appears, you'll need to configure several parameters:
- Set the Form type as Miscellaneous
- Select the correct tax year
- Set the Minimum YTD amount (typically $600)
- Click Accept to proceed
Automatic Updates If you see an update notification, select "Automatic Update" to ensure you have the most current forms. This is particularly important as Aatrix regularly updates their forms to comply with current IRS requirements.
Processing Steps
Step 1: Wizard Selection
After entering the initial settings, you'll be presented with two options:
- Test Drive: Recommended for first-time users to practice without saving changes
- Process Now: For actual 1099 processing with saved changes
Step 2: Company Information Verification
The system pulls company information from Sage company maintenance setup, but you can manually modify if needed. Key details include:
- Tax Identification Number (TIN)
- Company address
- Tax preparer information
- State and local tax details
Step 3: Vendor Information Review
A crucial step involves reviewing vendor information:
- Examine the list of vendors qualifying for 1099s
- Verify tax identification numbers
- Confirm addresses and payment amounts
- Make corrections as needed
Printing Options
Traditional Printing Method
If choosing to print physical forms:
- Select "Other Options" at the Print Options page
- Choose to print both 1099s and 1096
- Follow the system prompts for paper insertion
- Review preview screens before final printing
Electronic Filing Option
Aatrix offers electronic filing capabilities:
- Choose eFiling services option
- Select preferred processing timeframes
- Set up payment methods
- Create and store username and password for future use
Quality Control Measures
Before finalizing the process, several reports are available for review:
- Federal 1099s
- Federal 1096
- Recipient 1099s
- Recipient Instructions
- State 1099s
- State 1096s
- Payer 1099s
Troubleshooting and Verification
Common Issues to Check
- Verify all tax ID numbers are present and correct
- Ensure address information is complete
- Confirm payment amounts match your records
- Check that state tax account numbers are properly formatted
Data Management
Saving and Returning The system allows you to:
- Save work in progress
- Return to complete processing later
- Submit corrections as needed
- Maintain historical records
Best Practices
To ensure successful 1099 processing:
- Maintain current Sage support/maintenance plan
- Regularly update Aatrix forms
- Keep accurate vendor records throughout the year
- Verify all information before final printing or eFiling
Advanced Features
Electronic Distribution
Sage 100's modern versions offer multiple distribution methods:
- Traditional printing
- Email delivery
- Electronic filing
- Combined approaches
Record Keeping
The system maintains comprehensive records of:
- Printed forms
- Electronic submissions
- Payment histories
- Vendor information
Year-End Considerations
When closing out the year:
- Process all 1099s before updating to the new tax year
- Maintain copies of all submitted forms
- Archive electronic records
- Document any corrections or amendments
Compliance and Reporting
The integrated Aatrix system ensures:
- Current IRS compliance
- Accurate form formats
- Proper filing procedures
- Timely updates for regulatory changes
Future Planning
To streamline future 1099 processing:
- Document any unique procedures
- Note vendor-specific requirements
- Track any recurring issues
- Plan for system updates
By following these comprehensive instructions, you can efficiently manage your 1099 printing process in Sage 100. Remember that accuracy and attention to detail are crucial for successful tax reporting and compliance.
Citations: [1] https://www.erpvar.com/blog/sage-100-consultant-how-to-print-w2s-and-1099s-and-how-do-i-print-w2-w3-1099-and-1096s [2] https://www.compudata.com/how-to-process-1099s-in-sage-100-for-2022-tax-year-invoices/ [3] https://help-sage100.na.sage.com/2018/Subsystems/AP/APREPORTFIELD/Form_1099_eFiling_and_Reporting_-_Fields.htm [4] https://www.accountingadvice.co/how-to-print-1099-and-1096-forms-in-sage-100/