COINS OA 1099 Processing User Guide
Contents
1. The Create 1099 Magnetic Media File function creates an ASCII file of 1099 data to be sent to the government for reporting If any 1099 records have an error the number of error records is displayed with a message and the 1099 Magnetic Media File is not created until the errors are resolved The selection screen for this function is shown below It works in the same manner as the Generate selection screen d Company Information Create 1099 Magnetic Media File Kathi Reynolds A coins Main Output Options 1099 Year 2007 Fayer Name nu amp Magnetic Media File Name IRST AX save File in Directory opt oeprod dev var home katrey Additional selection screen fields on this screen are Magnetic Media File Name and Save File in Directory The government requires the file submitted to be named IRSTAX but you can change the name if you wish to do a test run Just make sure that the final creation of the file is named IRSTAX Do not create the file under a different name and rename the file using an operating system command This is because the file name is also stored in the ASCII file Renaming the file at the operating system level does not change the name saved within the ASCII file The ASCII file is located on the COINS server at the Save File in Directory The default path in this field saves the 1099 Magnetic Media file to your My Files directory This path such as coinsoa live var home katrey is set up2. A Coins User Manual for COINS OA 1099 Processing Date Jul 07 2010 rev Mar 06 2013 Document Version 2 0 Prepared by John Orloff Earliest available version of COINS COINS OA Construction Industry Solutions 6 Airport Park Blvd Latham NY 12110 2011 2013 Construction Industry Solutions User Guide for COINS OA 1099 Processing S 6A CO 2011 2013 Construction Industry Solutions The contents of this documentation and all other documentation provided are the property of Construction Industry Solutions COINS and are strictly confidential All rights reserved no part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the prior written permission of COINS Much care has been taken in the preparation of the documentation and COINS believes that the information given is accurate and reliable However no responsibility financial or otherwise can be assumed for any errors or consequences arising from the use of the material Companies names and data used in examples are fictitious unless otherwise noted The information contained in this document is subject to change Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 User Guide for COINS OA 1099 Processing CONTENTS DOV GROW ois sate ccan dens EE E teens E OE E T ands iawewe EEEE RES 1 2 General
3. GROUP Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 10 User Guide for COINS OA 1099 Processing A COINS 3 5 Step 5 Print 1099 Forms The Print 1099 Forms function allows 1099 data to be printed to a special preprinted 1099 form If any 1099 records have an error the number of error records is displayed with a message no 1099 s are printed until the errors are resolved 4 ot Company Information Print 1099 Forms Kathi Reynolds ni coins Form 1099 Form Federal USA Main Output Options 1099 Year 2007 Payer Name we amp From To Payee Number gt B There are two slightly different formats for 1099 forms The Form drop down box allows you to select either a Federal or Payee format The Federal format is used for the form that is sent to the government All other forms use the Payee format The 1099 Year and Payer Name fields on this selection screen are used in the same way as the Generate and Error Check selection screens in other words you can select a Payer for which to print 1099 data The From To Payee Number field allows you to print one form or a small subset of forms from the entire group This can be useful if part of a group of forms is destroyed from a paper jam or other printing problem Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 11 User Guide for COINS OA 1099 Processing A COINS 3 6 Step 6 Create 1099 Magnetic Media File
4. Repository gt Companies gt Click on a Company Name gt 1099 Info tab Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 2 User Guide for COINS OA 1099 Processing A COINS d per Company Information Company Summary Kathi Reynolds Aa coins Company JCO 1099 TEST SUPPLIER Optons Company Offices Accounts Nared SC ise CHAS Orders Performance tere Bidding Capabilities Other 1099 Compliance Insurances aii Agreements History Info TIN Type 2 SSN TIN Number 121329999 Box To Print 1099 Amount 7 Bank Account Number 04512735500 Alternate 1099 Name JOO SUPPLIER COMPANY NAME Foreign Payee F Fill in the fields on this tab according to the criteria below Print A 1099 Form For This Company A check box that causes 1099 data to be generated for this company TIN Type A drop down box for the Tax Identification Number Type with valid choices of EIN Employer Identification Number SSN Social Security Number and Unknown TIN Number A numeric field for the Tax Identification Number Box To Print 1099 Amount A drop down box with valid choices of 1 2 3 4 5 6 7 8 10 13 14 15a 15b 16 and 18 that refer to the boxes on the printed 1099 form Bank Account Number This optional data is the bank account number of the supplier or subcontractor company Alternate 1099 Name Allows you to override the supplier subcontractor company name printed on the 1099 forms Foreign Payee
5. Setup Maintenance ssesesessesessecescesesoecesoeoesoecescsceseececsscesesoecesoecssoecssoesesseseeseo 2 2 4 Flag COINS Company as United States COMPANY cccccccsssccceessececeesececeeeceeeeeseeeseusecetseneses 2 2 2 Central Repository Companies Workbench ccccccssseccccsseccccessccccesececeeseceseeecceeeuseeesseneees 2 2 3 Define Supplier Company Office and Subcontractor Company Office Relationships 4 3 Steps for Processing 1099 Data sesessssesessesescesesoscessecessecesescessscecesoecssoecssoecessesessesesseo 5 3 1 Step 1 Edit 1099 Payer Information cccccccccsseccceeseccceeecceeeesececaeecesseaeceeseueceesenecessugeees 6 3 2 Step 2 Generate 1099 Payee Data cc ceeccsccnsccsecesccsecceceseceseesecesetseceseeseceseesecescesecaseeseees 7 33 Step3 Edit 1099 Payee INPOMMatl OM wraciete cocaxiedeatascndavancenteniacensaucns vasucdeiaendeawedisecsasipeaneranecsts 9 34 Step 4 1099 Final Error Check icsssssisnsdecsacssateactesnchoceswasnoesnadessessleutesatusateynarectoomned staiieetiadiesds 10 3 5 SLED S Frit 1097 FORMS ccisiccnecd enna cemacininsarereigcs tenner ees eee ees 11 3 6 Step 6 Create 1099 Magnetic Media File 0 0 cccccccsssecccceseccceesececeesececseesceeseeecessuneceeeeees 12 Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 User Guide for COINS OA 1099 Processing A Coins 1 Overview This document describes 1099 processing which
6. e Bank Account Number e Alternate 1099 Name e Foreign Payee 3 Error checks are performed as this data is created Error messages are noted on each Payee record 4 Areport of the data created is produced along with any error information for each Payee record The generation of the 1099 data is processed by using the report generator This processing could take some time depending on the volume of transactions in COINS It is always recommended that this type of processing be run in the background A simple report is produced as a summary of the processing Checking the status of this report alerts the user that the 1099 data has been created successfully created with errors or is still being generated in background mode A sample report from the Generate 1099 Payee Data function is shown below Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 7 User Guide for COINS OA 1099 Processing 6A COI Generate 1099 Payee Data r USA Company A coins 1099 Year 2007 Payer ABC Construction Payee Payee Name TIN Number 1039 Amount 1035 Box Number 004011 Fly By Night Builders 6 462 50 EErorintormation x City is blank State is blank w 2ip Code is too shor m Zip Code Contains Non Numeric Data TIN Type is Unknown TIN Number is blank Diggi RUSSIA HOUSE 2 847 62 5 00208 Acme Open Order Limited 121 698 83 5 O06601 TABA HEIGHTS 137 257 00 10 ooTrors John Peter Brown 1 550 00 PT Error i
7. with the beginning representing the OA environment that you the current user are working in such as coinsoa live and the ending based on your My Files directory such as var home katrey where katrey is the user id variable To access the ASCII file My Files can be found at System gt My Files It is best to use the directory name that defaults but this can be changed Note that if the report generator does not have permissions to access the directory no file is created Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 12
8. A 1099 Processing A Coins 3 4 Step 4 1099 Final Error Check When the payee data has been reviewed and all errors have been fixed using Step 3 the 1099 Final Error Check function should be run to verify that all errors have been resolved The selection screen for this function shown below works in the same manner as the Generate selection screen 4 Company Information 1099 Final Error Check Kathi Reynolds coins Main Output Options 1099 Year 2007 Payer Name nu amp gt B The 1099 Final Error Check can be run as many times as needed It produces a report similar to the Generate 1099 Payee Information Report but only errors are shown Error checking is performed on data that are both generated and added Below is a sample 1099 Final Error Check Report with errors 1099 Final Error Check USA Company 1099 Year 2007 Payer ABC Construction Coins Payee Payee Name TIN Number 1099 Amount 1099 Box Number OOT OTE John Peter Brown 1 550 00 Error information x State is blank TIM Number is blank Below is a sample 1099 Final Error Check Report with no errors 1099 Final Error Check r USA Company A Coins 1099 Year 2007 Payer ABC Construction Payee Payee Name TIN Number 1099 Amount 1099 Box Number PAYER ABC Consitructon B06 042 31 S Error information NO ERRORS FOUND OK TO CONTINUE WITH PRINTING THE 1099 FORMS 10 FORMS FOUND TO PRINT IN THIS
9. A check box that indicates if the supplier subcontractor company is foreign Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 3 User Guide for COINS OA 1099 Processing A COINS 2 3 Define Supplier Company Office and Subcontractor Company Office Relationships The Accounts Payable Supplier Account Number and or the Subcontract Ledger Subcontractor Account Number must be linked to a company or office so that transactions can be related to a company when the 1099 data is generated This is maintained in Central Repository gt Companies gt Click on a Company Name gt Office tab gt Click on an Office Name gt Accounts tab 4 Company Information Office Summary Kathi Reynolds Bi coins Company JCO 1099 TEST SUPPLIER Office USA SUP i Office Addresses Accounts Orders Performance Capabilities Areas Captions Contacts Other Office Type HEAD Head Office Y Office USA SUP ka CIW Int Ref 755 Trading As Main Accounts General Account Number Account Name Currency Accounts Payable joosup1 JCO co50 1099 TEST SUPPLIER Subcontract Ledger Accounts Receivable Disallow in Accounts T e If this Company Office is a supplier to be used in the Accounts Payable module the account number of the supplier used in Accounts Payable should be entered on this screen e If this Company Office is a subcontractor to be used in the Subcontract Ledger module the account number of the subcontractor used in Sub
10. ank all data from all companies in COINS are reported under this Payer To only report one or more specific lists of COINS companies enter a comma separated list of company numbers with no spaces Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 6 User Guide for COINS OA 1099 Processing A COINS 3 2 Step 2 Generate 1099 Payee Data At this point in the processing the Payer record has been created from Step 1 but no data has been created from which to print 1099 s This function creates the 1099 data known as the Payee Information You must enter a 1099 Year if different from the default year and click the button to the right of the Payer Name to select a payer from a list that appears in a pop up box d S Company Information Generate 1099 Payee Data Kathi Reynolds A CO ns Main Output Options 1099 Year 2007 Payer Name a B s E The following processing takes place when this function is run 1 The payments to suppliers and subcontractors are totaled so that there is a value paid to each for the payment year based on the check date of each payment A 1099 Payee Information record is created for each company office with payments greater than the value entered for the Produce 1099s for Amounts Over in the Edit 1099 Payer Information function 2 The following data default from the Companies Workbench gt 1099 Info tab into the newly created 1099 Payee Information record TIN Type e TIN Number
11. contract Ledger should be entered on this screen e If this Company Office is both a supplier and a subcontractor an account number for both can be entered on this screen This causes the generation of 1099 data from both modules to be combined into one 1099 form Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 4 User Guide for COINS OA 1099 Processing A COINS 3 Steps for Processing 1099 Data A 1099 Processing Menu can be found in the Central Repository module under the Administration menu The steps involved for processing 1099 data are designed so that you can follow the six menu options in order from beginning to end Steps can be run as many times as needed Each menu option is discussed in more detail later in this document 050 US COINS Construction 50 al Central Repository f Hor e Page 1 Companies Contac Personn Job ts Workbench gl Grou ps Projects Projects Bank h m m m B L E EX 1099 Fin Firstba faintena oa nformation Edit 1099 Payer Generate 1099 Payee Data Edit 1099 Payee Information jal Error Check Print 1099 Forms H Create 1099 Magnetic Mi Construction Industry Solutions Jul dia File 07 2010 rev Mar 06 2013 Page 5 User Guide for COINS OA 1099 Processing 6a COINS 3 1 Step 1 Edit 1099 Payer Information A 1099 Payer is the Company issuing the 1099 forms to the suppliers a
12. is only available for COINS companies that have been defined as USA companies Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 1 User Guide for COINS OA 1099 Processing A COINS 2 General Setup Maintenance This section describes how to set up OA so that US companies can use 1099 processing 2 1 Flag COINS Company as United States Company 1099 processing is only available for COINS companies that have been defined as USA companies Non USA companies do not have any 1099 data entry tabs or menu items displayed For clients using COINS OA in the United States this should already be set up correctly 1 Goto System gt Company Setup gt Configuration gt Company Parameters and find the COMPLOC Parameter ID 2 Open the parameter and set the value of the company location to USA 3 a a i 7 Y i ER 5 E 1 R Eosen Compan kathiRemoias amp COINS w Company ID Description Value Required gt R y COMPLOC Company Location USA Wf fi Home Page My Files User Maintenance oystem Setup oystem Inquiries Report Setup Print Manager Company Setup Live Companies z Configuration CO Configuration Set Currency Company Parameters Attribute Parameters 2 2 Central Repository Companies Workbench Each Supplier and Subcontractor that needs to have a 1099 form generated must be flagged as such in the Companies Workbench This information is maintained in Central
13. nd subcontractors The typical COINS user only sets up one 1099 payer for each year but COINS can handle processing for multiple 1099 payers in the same year A sample data entry screen is shown below 4 Se Company Information Edit 1099 Payer Information Kathi Reynolds A C O n S wy i 10a Payer Name Payer TIN Number Year Ll Boe 2005 ABC Construction 112233445 ae 2006 ABC Construction 112233445 Os 2007 ARC Construction 112233445 O E 2007 ABC Paving 11223345 aA 2008 ABC Construction 112233445 Payer Address Address PO Box 123 City Albany F State NY Contact Name Fred Smith Phone S18 122 4567 Email Address fsmithi Companies to Process 1 50 Produce 1099 s for Amounts Over 600 00 Foreign Payer Payers State Number Last Year Filing 1099 s Payer Name Control Code Are You Filing on Magnetic Tape F Transmitter Control Code 10233 Transmitter Wedia Humber 564738 Some special fields of note in this function are Payer Name Once the Payer Name has been entered it cannot be changed because the 1099 data generated for this payer is tagged internally with this name Changing this name would break the link and stop processing You therefore need to take extra care when entering the Payer Name so that it is entered exactly how it should appear on the printed 1099 form Companies to Process This controls combining transactions from multiple COINS companies for 1099 reporting When left bl
14. nformation Address Line 11s blank City is blank State is blank Zip Code Contains Non Numeric Data TIM Type is Unknown TIN Number is blank Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 8 User Guide for COINS OA 1099 Processing 3 3 Step 3 Edit 1099 Payee Informat A Coins ion This function allows you to view and edit the 1099 Payee Data that was created with the Generate 1099 Payee Data function from Step 2 4 Company Information Edit 1099 Payee Information Kathi Reynolds GS COMMS 1099 Payee P 103 M Vear Number Name Amount E70 torman oe 2007 04i Fly By Night Builders 6 467 5p Slank City Blank State Short Zip Code Invalid Zip Code Unknown adi al ji TIN Type Blank TIN 0O 2007 006161 RUSSIA HOUSE 7 030 42 Direct Sales Indicator TIN Type Payee TIN Some things to note about this function are e A payee record can be added or changed in this function e The Generate function can be run as many times as need ed but if a payee record was generated then changed with this function the changes are lost when the data is regenerated e If anew payee record is added with this function the Generate function is run again The new payee record remains unchanged by the Generate function Construction Industry Solutions Jul 07 2010 rev Mar 06 2013 Page 9 User Guide for COINS O
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