1099 Print & File User`s Manual
Contents
1. This fite contains one record for every payer entered File Name MM1099PR Record Format PRREC Key Field s COMPNO TYPE FIELD NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTION N COMPNO 3 3 0 Company number A TYPE 1 dE Type of return P EIN 5 9 0 Payer taxpayer ID A PRNCTL 4 4 Payer name control A PRNAM1 40 40 Payer name line 1 A PRNAM2 40 40 Payer name line 2 A PRADDR 40 40 Payer address A PRCITY 40 40 Payer city A PRSTAT 2 2 Payer state A PRZIP 9 9 Payer zip code A PRFORN 1 1 Foreign corporation Y blank A TAGENT a 1 Transfer agent in Name 2 Y blank A AI 14 14 Amount indicators 1 9 A E A STEIN 10 10 Payer state ID number A FSFILE 1 1 Combined Federal State filer Y blank A LSTFIL 1 1 Last year to file under name TIN2 Y blank A 1D01 20 200 10 30 Alternate state employer IDs A sTO1 20 40 2 30 Alternate state abbrev A PRPHON 15 15 Payer telephone 6 ext Section 5 Page 35 File Layouts E LAYOUTS Payee Master File This file contains one record for every payee entered File Name MM1099PE Logical file Record Formats PAREC PBREC PDREC PFREC PJREC PKREC PLREC PMREC PPREC POREC PSREC PTREC PVREC2. continued FEED NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTION The following additional Prov PY D TITLE6 SWH LWH PEDATE OVRSTE CRRCT2 TIN2ND 10 7 7 4 2 Fas fields are used vith return type 7 1099 PATR 10 120 12 2 6 0 2 1 1 Title of other pass th State income tax withh Local income tax withh Date entered Overriding state 2nd trans of a 2 tran correction Y blank 2nd TIN notice Y blan The following additional fields are used with return type L 5498 Rollover for IRA SEP SIMPLE Combat zone JG AF JE EF IF PPrPuP PY Pp DD DDD The following additional DUDA AAA AA PP yy ty SEP CZ5498 TY5498 AM5498 PEDATE OVRSTE CRRCT2 TIN2ND PC5498 PY5498 RM5498 RC5498 BK5498 PMTTYP ISSN NAME IADDR CITY ISTAT ZIP ILLSTS DATCER QCONT SWH LWH PEDATE OVRSTE CRRCT2 NN BO ENE NE N N 00 gt 5 RNODHANEA Y NE o N N 00 HS ields are used vith return type T aH SO o D a E eer D ae E E o A NON EN BS A A hp h FORWONDOCOOF o HNO M ox ONN Contribution tax year Contribution amount Date entered Overriding state 2nd trans correction Y blank rough el el S k of a 2 trans 2nd TIN notice Y blank Postponed contribution code
3. Page 16 Payee Data ROLL DOWN Pages the payees or payee directory backward Section 3 Page 17 Payee Data Print Payer Payee Data Option 3 on the MM1099 menu Prints an edit from the payer and payee files for selected company numbers This edit should be used to verify your data prior to building the electronic file Payees with zero in all amount fields will not print Explanation of screen prompts Company number s to print Enter ALL to print all payers and payees on file Enter a Single number followed by XX to print data for those companies that begin with that number For example to print an edit for companies 101 109 enter 1XX Enter a company number to print only that payer s data The default is ALL Combine matching taxpayer ID s Enter YES to combine amounts for payees that have matching taxpayer ID numbers Name and address information will be taken from the first payee in the group The default is NO Run in batch Enter YES if you wish to run this job in batch mode The default is YES Job queue If you entered YES to run in batch enter the job queue to run from The default is QBATCH Printer output queue Enter the name of the output queue to place this report on This entry defaults to your default output queue F Lines per inch Enter the number of print lines per inch The default is 6 F
4. Characters per inch Enter the number of characters per inch The default is 10 Form type Enter a special form type to use The default is STD Copies Enter the number of copies to be printed The default is 01 Hold spooled file Enter YES if you wish to hold the printout on the output queue for printing at a later time Explanation of command and function keys available F3 Cancel this job Section 3 Page 18 Print Data Enter Update Transmitter Data Option 4 on the MM1099 menu Maintain transmitter and basic authorization information Explanation of screen prompts Payment year Transmitter control code Transmitter EIN Transmitter name Is transmitter a foreign entity Person to contact Telephone number Contact email address File Return Company name Address City ST ZIP Enter the year for vhich the report is being prepared Update each year Enter the five character code assigned to you by the IRS Enter the employer identification number of the transmitting organization Enter only numeric characters This number must not be zero Enter the name of the organization transmitting the file If the transmitter is located in a foreign country enter a Y Otherwise leave this entry blank Enter the name of the person to contact about the electronic files Enter th contact telephone number of the
5. Enter the name of the RPG program to be created DO NOT use a program name that begins with MM Enter a brief description of this import program Enter the name of your file that contains the payee data to be imported DO NOT use a period in this file name A file label may be entered when the import program is run Enter the record length of your data file Enter the From and To field positions for the various items that your file contains For the numeric amount fields enter the number of decimal positions that are used in your file for this item For the numeric fields enter P if this field in your file is packed or enter B if this item is binary Otherwise leave this entry blank You must either enter the field positions of a company number field in your data or you must enter a company number to use For example if you enter a company number of 100 all records in your input file will be imported as company number 100 You must either enter the field positions of an payee number field in your data or you must enter a starting payee number For example if you enter a starting number of 000000010 the first record in your input file will be imported as payee number 10 the second record as 11 the third as 12 etc Page 31 Create Payee Import Taxpayer ID Direct sales Importing Your Data File s If you choose to import thi
6. Maintain a file of payees for output of 1098 1099 5498 W 2G information to IRS the Explanation of screen prompts Company number Type of return Date entered Payee number Taxpayer ID 2nd TIN notice Payee name control Pay name line 1 Pay name line 2 Section 3 Enter the 3 digit nun payer of this payee Enter one of the fol nber assigned to the owing return codes 3 1098 X 1098 C 2 1098 E 8 1098 T 4 1099 A B 1099 B 5 1099 C P 1099 CAP 1 1099 DIV F 1099 G J 1099 H 6 1099 INT T 1099 LTC A 1099 MISC M 1099 SA D 1099 OID 7 1099 PATR Q 1099 Q 9 1099 R S 1099 S L 5498 V 5498 ESA K 5498 SA W W 2G This company number return type combination must be on the payer master file En Th T En reference this payee customer number identification number number th T EN number of the payee security number or employer identi Enter only numeric characters nu Th OI ter the date this payee was ADDED IMPORTED e default is today s date ter a number etc e taxpayer up to 20 characters to You may use an account Do not enter TIN ter the 9 digit taxpayer identification You may enter a social E ication mber is field only appears for Forms and B D PATR MISC Enter Y 1099 INT DIV if the IRS has notified you t
7. or service CUSIP number Number of shares exchanged Class of stock Corporation name and addr Description of item or service service Shareholder cannot take on loss on tax return State income tax withheld Local income tax withheld The following prompts Date the debt was cancelled Was debt discharged in bankruptcy Description of debt Is Payee personally liable for debt services for which the proceeds are being reported If amount code 2 stocks bonds etc is ntered enter the CUSIP number of the items reported Enter the number of shares of the corporation s stock which were exchanged in the transaction kal nter the class of stock that was exchanged E i ter the corporation name and address Enter a brief description of the item or for which the proceeds are being reported Enter Y if shareholder cannot take a loss tax return Enter any state income tax withheld This entry is optional Enter any local income tax withheld This entry is optional appear for return type 5 1099 C Enter the date when the debt was cancelled YYYYMMDD Enter a Y if the debt was discharged in bankruptcy Otherwise leave this entry blank Enter a description of the origin of debt Enter a Y if the borrower is personally liable for the loan amount The following prompts appear for return type D 1099 OID
8. PWREC PXREC P1REC P2REC P3REC P4REC P5REC P6REC P7REC P8REC P9REC Key Field s COMPNO TYPE PENUM FIELD NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTI N N COMPNO 3 3 0 Company number A TYPE 1 1 Type of return A PENUM 20 20 Payee number A PENCTL 4 4 Payee name control P TIN 5 9 0 Taxpayer ID number A PENAM1 40 40 Pay name line 1 A PENAM2 40 40 Payee name line 2 A PEADDR 40 40 Payee address A PECITY 40 40 Payee city A PESTAT 2 2 Payee state A PEZIP 9 9 Payee zip code A PEFORN 1 1 Foreign addr Y blank A TINTYP 1 Type of TIN 1 EIN 2 SSN blank N A A CORECT 1 1 Corrected return Y blank P AMT1 7 12 2 Payment amount 1 P AMT2 7 1292 Payment amount 2 P AMT3 7 12 2 Payment amount 3 P AMT4 7 T272 Payment amount 4 P AMT5 7 12 2 Payment amount 5 P AMT6 7 1272 Payment amount 6 P AMT 7 7 1272 Payment amount 7 P AMT8 7 T272 Payment amount 8 P AMT9 7 12 2 Payment amount 9 P AMTA 7 12 2 Payment amount A P AMTB 7 12 2 Payment amount B P AMTC 7 12 2 Payment amount C P AMTD 7 12 2 Payment amount D P AMTE 1 12 2 Payment amount E P PEDATE 4 6 0 Date entered A OVRSTE 2 2 Overriding state A CRRCT2 1 1 2nd trans of a 2 trans The UP P Section 5 TTOTRO 1 TUTYPE 1 1 NOTDB 1 1 PEDATE 4 6 0 Page 36 correction Y blank following additional fields are used with return type Q 1099 Q A 1 Trustee to trustee rollover Y blank Type of tuition payment 1 2 Not desinated beneficiary Date entered File L
9. Use Amount to Report limits Enter YES to output only those records that meet or exceed the Run in batch Job queue required to fi Otherwise ent in batch mode If you entered le dollar minimums r NO to output all Enter YES if you wish to run this job The default is YES YES to run in batch enter the job queue to run from The default is QBATCH Explanation of command and function keys available F3 Section 3 Cancel this job Page 20 Build Electronic File Transfer e File to PC Option 6 on the MM1099 menu Transfers the electronic file IRSTAX that was created in 5 to the PC Explanation of screen prompts Delete file after transfer electronic file Y El 109 keep PC Drive Directory Path If you wish to Delete the from disk after the transfer enter Otherwise enter NO You may want to The file on disk until you have saved a Copy The default is YES Enter the PC drive and path without trailing backslash For example to copy the e file to the TEMP directory on the C drive enter C TEMP Explanation of command keys available F3 Cancel the job When complete you should have a file named IRSTAX on your PC This file can be electronically uploaded to the IRS via their FILE system Filing Information Returns Electronically Please refer to IRS s Publication 1220 for detailed instructi
10. amp File library and main menu MMO1CL Enter Update Payer Data Maintain a file of payers who report 1098 1099 5498 or W 2G s electronically MMO2CL Enter Update Payee Data Maintain a file of payees for output of 1098 1099 5498 or W 2G information MMO3CL Print Payer Payee Data Print an edit of payer and payee information for verification MMO4CL Enter Update Transmitter Data Maintain transmitter and basic authorization information MMO7CL Build Electronic File Build electronic file for the IRS MMO8CL Reset Payee File for New Year Sets amounts in the payee file to zero and optionally retains payee names and addresses MMO 9CL Create Payer Import Program Enter user file information Section 7 Page 45 CL Program Descriptions and build RPG program for importing payer data CL Program Descriptions CL Prog Name Description MM10CL Get user file name from import program specifications MM11CL Create Payee Import Program Enter user file information and build RPG program for importing payee data MM12CL Print 1098 1099 5498 W 2G Forms Print 1098 1099 5498 or W 2Gs on 1l wide continuous preprinted or blank laser forms MM13CL Print Payee Labels Print payee labels for mailing forms Section 7 Page 46 CL Program Descriptions Y MO 04 OU N Ra 01CL 04CL
11. 8 50 90 Menu Procedures 1 CALL MM1099 MM 2 CALL MM1099 MM 3 CALL MM1099 MM 4 CALL MM1099 MM 5 CALL MM1099 MM 6 CALL MM1099 MM 7 CALL MM1099 MM 8 CALL MM1099 MM 9 CALL MM1099 MM 50 GO MM1099 IMP 90 SIGNOFF OFRGHOAD Menu Documentation MENU MM1099 1099 Print amp File for 2010 Enter Update payer data Enter Update payee data Print payer payee data Enter Update transmitter data Build electronic file Transfer e file to PC Print 1098 1099 5498 W 2G forms rint payee labels Reset pay file for new year Go to File Import Menu Sign OFF Menu Descriptions MENU IMPORT 1099 Print amp File File Import Menu Import Tasks 1 Create payer import program 2 Run payer import program 3 Create payee import program 4 Run payee import program Utilities 20 Display Print record layout for external file s 90 Sign OFF Menu Procedures 1 CALL MM 2 CALL MM 3 CAL MM 4 CALL MMI 20 MMFFD 90 SIGNOFF 099 MM09CL 099 MMG 099 MM10CL 0 99 MMH Laser Tax Form Overlays The following 300 DPI and 600 DPI overlays may be used to print actual tax forms and data together onto blank perforated t
12. YES to combine amounts for payees that have matching taxpayer ID numbers Name and address information will be taken from the first payee in the group The default is NO Use Amount to Report limits Enter YES to print only those forms that meet or exceed the Section 3 Page 22 Print Forms Run in batch Job queue Printer output queue Form type Copies Hold spooled file required to file dollar minimums Otherwise enter NO to print all Enter YES if you wish to run this job in batch mode The default is YES If you entered YES to run in batch enter the job queue to run from The default is QBATCH Enter the name of the output queue to place this report on This entry defaults to your default output queue Enter a special form type to use The default is STD Enter the number of copies to be printed The default is 01 Enter YES if you wish to hold the printout on the output queue for printing at a later time The default is NO Explanation of command and function keys available F3 Cancel this job Section 3 Page 23 Print Forms Print Payee Labels Option 8 on the MM1099 menu Prints payee labels Explanation of screen prompts Company number s to print ID s Combine matching taxpayer Run in batch Job queue Printer output queue Form type Copies Hold spooled file En for s
13. ee eens Run payee import program ssr eer o cece eee ee eee eee 18 19 TABLE OF PART 2 SYSTEM DOCUMENTATION Section 5 File Layouts Section 6 Program Descriptions Section 7 CL Program Descriptions Section 8 Menu Descriptions APPEND IX A Laser Tax Form Overlays CON TE ENT S System Description Introduction The purpose of this manual is to provide you with a step by step approach towards using the features of this package as a stand alone system or in conjunction with your data files This manual is designed to be used in conjunction with IRS Publication 1220 entitled Specifications for Filing Forms 1098 1099 5498 and W 2G Electronically You should receive this publication when you are approved to file Please consult this publication for detailed information concerning reporting requirements This manual will provide you with sufficient information to 1 Understand the function of each menu option in the package 2 Perform the installation tasks 3 Operate the system in an efficient productive manner and 4 Import your data file s into our format Part 1 of this manual INSTALLATION AND OPERATION cover all of the above Part 2 of the manual SYSTEM DOCUMENTATION contains detailed referenc material describing the programs procedures and menus used in 1099 Print File In rare cases where the import system is n
14. is located in TE the pay resides in the US enter the valid state abbreviation E the payee resides in the US enter the valid 9 digit zip code assigned by the U S Postal Service If only the first five digits are known enter trailing blanks E If the payee is located in a foreign country enter a Y Otherwise leave this entry blank Enter 1 if the taxpayer ID is an employer identification number EIN or enter 2 if the TIN is a social security number SSN If the TIN is unobtainable due to legitimate cause leave this entry blank Payers must make every effort to obtain valid TINs for payees reported If this payee s state withholding refers to a state other than the primary payer state enter the appropriate state abbreviation This alternate state abbrev and corresponding employer ID should be entered in the payer record Enter Y if this is a one transaction correction or the first of a two transaction correction See IRS Publication 1255 or 1220 for specific instructions on how to file corrected returns Enter Y if this is the second transaction of a two transaction correction You are prompted for up to 14 amounts The prompts are dependent on the amount codes that were selected for this company and return type during payer entry appear for return type 9 1099 R SE Enter Y i reporting a distribution fro
15. name of your file which contains data to be imported The default is the name that you entered when the import was created Enter the library name for this file The default is LIBL Select records from user file Enter YES if you wish to select certain records from your user file for importing The default is NO This option utilizes IBM s Query Record Selection function Please refer th IBM Query User s Guide for detailed instructions Enter YES if you wish to run this job in batch mode The default is YES If you entered YES to run in batch enter the job queue to run from The default is QBATCH Enter the name of the output queue to place this report on This entry defaults to your default output queue Enter the number of print lines per inch The default is 6 Enter the number of characters per inch The default is 10 Enter a special form type to use The default is STD Enter the number of copies to be printed The default is 01 Enter YES if you wish to hold the printout on the output queue f for printing at a later time The default is Page 33 Run Payee Import Importing Your Data File s NO Explanation of command and function keys available F3 Cancel this job Section 4 Page 34 Run Payee Import F LE LAYOUTS Payer Master File
16. person to Enter the email address of the person to contact Enter the name of the organization to which the file should be returned Enter the str t address for return of the file Enter th fil code return city state and zip Explanation of command keys available F3 End the job Section 3 Page 19 Transmitter Data Build Electronic File Option 5 on the MM1099 menu Build electronic file for the IRS This step will create a file named IRSTAX Please note The IRS no longer accepts diskettes or tape The PC file can be filed electronically using the Explanation of screen prompts Company number s to use Enter ALL to u Transmittal type Combine matching Fas payees on file IRS s file servic se all payers and Enter a single number followed for those compa with that numbe to build a file by XX to use data nies that begin r For example 101 109 enter company number payer s data for companies 1XX Enter a to use only that The default is ALL O CRT Enter whether the data in this shipment is an O riginal C orrection R eplacement or T est file taxpayer ID s Enter YES toc payees that hav numbers Name will be taken f the group The ombine amounts for e matching taxpayer ID and address information rom the first payee in default is NO
17. the insured Status of illness Date certified Qualified contract State income tax withheld Local income tax withheld The following prompts Distribution code Section 3 If a repayment amount is entered OR Qualified Reservist DD Designed Disaster Enter 2 letter combat zone JG Joint Guard IF Iraqi Freedom AF Allied Force EF Enduring Freedom JE Joint Endeavor Amount of U S forces combat zone contribution Year YYYY of combat zone contribution appear for return type K 5498 SA Enter 1 for an HSA Enter 2 for an Archer MSA MSA Enter 3 for a Medicare Choice MSA appear for return type T 1099 LTC Enter 1 for per diem or 2 for reimbursed amount Enter the taxpayer ID number of the individual for whom the benefits are being paid Enter the name of the individual Enter the address of the insured Enter the city state and zip of the insured Enter 1 if chronically ill or 2 if terminally ill Enter the date of a doctor s certification of the status of the insured s illness YYYYMMDD Enter Y if qualified long term care insurance contract Enter any state income tax withheld This entry is optional Enter any local income tax withheld This entry is optional appear for return type M 1099 SA Enter a code 1 2 3 4 5 or 6 to identify a Page 14 Payee Data Distributio n fro
18. to run in batch enter the job queue to run from The default is QBATCH Enter the name of the output queue to place this report on This entry defaults to your default output queue Enter the number of print lines per inch The default is 6 Enter the number of characters per inch The default is 10 Enter a special form type to use The default is STD Enter the number of copies to be printed The default is 01 Enter YES if you wish to hold the printout on the output queue f for printing at a later time The default is NO Page 29 Run Payer Import Importing Your Data File s Explanation of command and function keys available F3 Cancel this job Section 4 Page 30 Run Payer Import Importing Your Data File s Create Payee Import Program Option 3 on the IMPORT menu Enter user file in defined files ormation and build RPG program for importing payee data Menu option 20 will display or print field descriptions for externally These descriptions include field position offsets to aid you in entering the From and To Field Positions for your file to be imported Explanation of entry fields Program name Program description File name Record length From and To Field Positions Decimal Positions Packed Binary Special considerations Company number Payee number Section 4
19. 1 1 Foreign addr Y blank A TRNAM1 40 40 Transmitter s name line 1 A TRNAM2 40 40 Transmitter s name line 2 A CNNAME 40 40 Contact name A CNPHON 25 25 Contact telephone number A CNEMAL 35 50 Contact email address A FRNAM1 40 40 File return name line 1 A FRNAM2 40 40 File return name line 2 A FRADDR 40 40 File return address A FRCITY 40 40 File return city A FRSTAT 2 2 File return state A FRZIP 9 9 File return zip code P TOTPE 5 8 0 Total payees in transmittal Program Descriptions Program Name Description MMQ1 Enter Update Payer Data Maintain a file of payers who report 1098 1099 5498 or W 2G s electronically MMQ 2 Enter Update Payee Data Maintain a file of payees for output of 1098 1099 5498 or W 2G information MMQ 3 Print Payer Payee Data Print an edit of payer and payee information for verification MMQ 4 Enter Update Transmitter Data Maintain transmitter and basic authorization information MMO5 Build Electronic File Build electronic file for the IRS MM0 6 Calculate total number of payees in transmittal MMQ 8 Reset Payee File for New Year Sets amounts in the payee file to zero and optionally retains payee names and addresses MMQ 9 Create Payer Import Program Enter user file information and build RPG program for importing payer data MM10 Get user file name from import program s
20. 1099 Print amp File 2010 Version User s Manual for the AS 400 A product of Acclaim Software 1907 Chesapeake Trail SW Decatur AL 35603 866 531 6562 FAX 877 296 4765 Web www acclaim software com Copyright 2010 Acclaim Software PART 1 TABLE OF CON TE ENT S INSTALLATION AND OPERATION Section 1 System Description Te OC O Sn cred Ro cd EN Maas fete a AES En An Disclaimer Of Waranty ig es da a Ec bas ds Section 2 Installing the Package Ens tal ae ron Check ste eta Ds pols wid Bal eras Gas D Aes Section 3 Operating Instructions GEttang SEAT so i SS Bb ye Sw eee dates Ore Wek cd RES Swe aha Enter Update payer datas pes bee ras Pal Se es tie he See eee ae Enter Update payee data encima ae Pelee dialed eda ee Print payer payee data jueus ewe ese pessa mes Ee esa ds Enter Update transmitter data tate ee cedit ee ea are was Butild electronic EU es tea es da Ed ere ES taa Transfer e Fil to PC sues cs meno a Se BRE eee des Print 1098 1099 5498 W 2G TOMS L o ooono lt PEINE payee Labals cals eb sie ee ee re ad Reset payee file for new year 2 cee ee eee eee Section 4 Importing Your Data File s Recommended guidelines wees eae eee whe weal e Create payer import program ooooooooooooooooooooo Run Payer import program asese ses ks aA pa we bela c l eS dos Create payee import program cee eee ee ee
21. Description of obligation State income tax withheld Local income tax withheld The following prompts Date of closing Address or legal desc transferred Section 3 Enter a brief description of the obligation for which the proceeds are being reported Enter any state income tax withheld This entry is optional Enter any local income tax withheld This entry is optional appear for return type S 1099 S Enter the closing date YYYYMMDD Enter the address of the property or a legal description of the property Page 12 Payee Data Property or services Enter Y if transferor received or will received receive property other than cash or services as part of the consideration for the property transferred State income tax Enter any state income tax withheld This withheld entry is optional Local income tax Enter any local income tax withheld This withheld entry is optional The following prompts appear for return type 1 1099 DIV Foreign country If foreign tax is entered enter th foreign country or U S possession to which the tax applies State income tax Enter any state income tax withheld This withheld entry is optional Local income tax Enter any local income tax withheld This withheld entry is optional The following prompts appear for return type 6 1099 INT Foreign country If foreign tax is entered enter th f
22. ESCC SWH LWH PEDATE OVRSTE CRRCT2 TIN2ND 39 7 7 4 2 39 12 9 12 2 6 0 2 1 1 Liable for repayment Y blank fields are used with return type D 1099 OID Description of obligation State income tax withheld Local income tax withheld Date entered Overriding state 2nd trans of a 2 trans correction Y blank 2nd TIN notice Y blank The following additional fields are used with return type S 1099 S DP Hu PP yy ty The following additional PPro iy LP A DATCLS DESCS PROPRC SWH LWH PEDATE OVRSTE CRRCT2 5 39 PIN OBS AI A and return type 6 PEDATE OVRSTE CRRCT2 TIN2ND 40 7 7 4 2 40 12 2 12 2 6 0 2 1 1 Date of closing YYYYMMDD Description Property or services received Y blank State income tax withheld Local income tax withheld Date entered Overriding state 2nd trans of a 2 trans correction Y blank ields are used with return type 1 1099 DIV 1099 INT Foreign country State income tax withheld Local income tax withheld Date entered Overriding state 2nd trans of a 2 trans correction Y blank 2nd TIN notice Y blank The following additional fields are used with return type K 5498 SA Section 5 Page 39 File Layouts A MEDCHO 1 1 HSA Archer MSA M C MSA 1 3 Section 5 Page 40 File Layouts LE LAYOUTS Payee Master File
23. FD or CZ5498 code Postponed year YYYY RMD date YYYYMMDD lt exist Repayment code QD DD BK if bankruptcy amount d d 1099 LTC Type of payment indicator 1 2 Soc Sec of the insured Name of the insured Address of the insured City of the insured State of the insured Zip code of the insure Status of illness 1 2 Date certified YYYYMM Qualified long term care contract Y blank State income tax withh Local income tax withh Date entered Overriding state 2nd trans of a 2 tran correction Y blank d DD el eld o d LE LAYOUTS Payee Master File continued FELD NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTION The following additional STUSTS STUGRD CHGRM PEDATE OVRSTE CRRCT2 PPuP SP BPR I e fields are used with return type 8 1098 T Half time load Y blank Graduate student Y blank 1 Changed reporting Y blank 6 0 Date entered 2 Overriding state 2nd trans of a 2 trans correction Y blank The following additional fields are used with return type P 1099 CAP SEP SHREXC STKCLS PEDATE OVRSTE CRRCT2 PP yp Py hk PNBOOU zO Date of exchange Shares exchanged Class of stock Date entered Overriding state 2nd trans of a 2 trans correction Y blank pa FNOOC OC o
24. N98SAC6 A N 2G Copy A NW2GA3 W 2G Copy 1 NW2G13 W 2G Copy 1 NW2GB3 W 2G Copy NW2GC3 W 2G Cop NW2G23 W 2G Copy NW2GD3 To print 1099 forms on blank preprinted tax forms you must have a printer configured to print overlays There are two options either an IPDS printer configured as AFP YES ora PCL compatible laser printer configured for Host Printer Transform HPT Just check the device description and if need be change the TRANSFORM parameter to YES you should also make sure you have the latest PTFs installed on your system especially any AFP related PTFs
25. The following additional fields are used with return type M 1099 SA DSCOD1 MEDCHO SWH LWH PEDATE OVRSTE CRRCT2 AS The following additional ENS AA VIA 1 Distribution code 1 HSA Archer MSA M C MSA 1 3 12 2 State income tax withheld 12 2 Local income tax vithheld 6 0 Date entered 2 Overriding state 1 2nd trans of a 2 trans correction Y blank TRIND TAIIND TBFMVI MKMDYR VIN DESCV DATCON DATSLV DONEE RBIND DEDIND DESCGS OVRSTE CRRCT2 PD OP PO PUN A YP gt pa ps pK fields are used with return type X 1098 C Arm s length trans Y blank Transfer after improvements 1 Transfer below FMV 39 Make model year 25 Vehicle or other ID 39 Description of improvements 6 0 Date of contribution 6 0 Date of sale Donee provided goods services Intangible religious benefits 1 Cannot claim deduction gt 500 18 Description of goods services 2 Overriding state 1 2nd trans of a 2 trans correction Y blank F LE LAYOUTS Transmitter Master File This file contains only one record File Name MM1099TR Record Format TRREC FIELD NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTION N YEAR 4 4 0 Payment year A TCC 5 5 Transmitter control code P TREIN 9 9 0 Transmitter s EIN A TRFORN
26. This entry is optional appear for return type W W 2G Enter the category for the type of wager 1 9 Enter the date of the winning event Enter the ticket number card number machine serial number or any other information that will help identify the winning transaction Enter the race or game applicable to the winning ticket Enter the initials of the cashier and or the window number making the winning payment Enter the location of the person paying the winnings Enter the first identification number of the person receiving the winnings Enter the second identification number of the person receiving the winnings Enter any state income tax withheld This entry is optional Enter any local income tax withheld This entry is optional appear for return type 4 1099 A Enter the date of the acquisition of the secured property or the date that the property was abandoned YYYYMMDD Enter a Y if the borrower is personally liable for repayment of the debt Otherwise leave this entry blank Enter a brief description of the property appear for return type B 1099 B Enter 1 for gross proceeds or 2 for gross Date of sale Description of item Section 3 proceeds less commissions and option premiums Enter the trade date of transaction YYYYMMDD Enter a brief description of the item or Page 11 Payee Data
27. Y blank ields are used with return type 4 1099 A 8 0 1 39 6 0 2 1 Lender s date of acquisition YYYYMMDD Borrower is liable Y blank Description of property Date entered Overriding state 2nd trans of a 2 trans correction Y blank ields are used with return type B 1099 B 1 8 0 13 39 8 10 1 60 19 2 12 2 6 0 2 1 1 Page 38 Gross proceeds indicator 1 2 Date of sale YYYYMMDD Amt Code 2 CUSIP number Description of item service Shares exchanged Class of stock Shareholder cannot take loss on tax return Y blank Corporation name address State income tax withheld Local income tax withheld Date entered Overriding state 2nd trans of a 2 trans correction Y blank 2nd TIN notice Y blank File Layouts LE LAYOUTS Payee Master File continued FIELD NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTION The foltowing additional fields are used with return type 5 1099 lt P DATCAN 5 8 0 Date debt was cancelled A BNKRUP 1 1 Debt discharged in bankruptcy Y blank A DESCD 39 39 Description of origin of debt P PEDATE 4 6 0 Date entered A OVRSTE 2 2 Overriding state A CRRCT2 1 1 2nd trans of a 2 trans correction Y blank A PERLIB 1 1 Is borrower personally The following additional o PY A D
28. a PCL compatible laser printer configured for Host Printer Transform HPT Just check the device description and if need be change the TRANSFORM parameter to YES you should also make sure you have the latest PTFs installed on your system especially any AFP related PTFs Explanation of screen prompts Company number s to print Enter ALL to print all payers and payees on file Enter a Single number followed by XX to print forms for those companies that begin with that number For example to print an edit for companies 100 199 enter 1XX Enter a company number to print only that payer s data The default is ALL es Form type to print Enter one of the following form codes to print 3 1098 X 1098 C 2 1098 E 8 1098 T 4 1099 A B 1099 B 5 1099 C P 1099 CAP 1 1099 DIV F 1099 G J 1099 H 6 1099 INT T 1099 LTC A 1099 MISC M 1099 SA D 1099 0ID 7 1099 PATR Q71099 Q 9 1099 R S 1099 S L 5498 V 5498 ESA K 5498 SA W W 2G l wide or laser forms Enter 1 to print on l wide forms or enter L to print on preprinted or blank laser forms The default is 1 wide Overlay if blank laser forms See Appendix A for a list of valid form overlays for printing forms and data onto blank perforated tax forms Leave this entry blank for preprinted laser forms F Combine matching taxpayer ID s Enter
29. ax forms Form Name Overlay for 300 DPI Overlay for 600 DPI 1098 Copy B N1098B3 N1098B6 1098 Copy C N1098C3 N1098C6 ere Es ea a a a pe a 1098 C Copy B N98CB3 N98CB6 1098 C Copy C N98CC3 N98CC6 1098 C Copy D N98CD3 N98CD6 ESA AAA 1098 E Copy B N98EC3 N98EC6 AE AE AA 1098 T Copy C N98TC6 AA a SE ES 1099 A Copy C AS A eis 1099 B Copy B 1099 B Copy C A a A 1099 C Copy B 1099 C Copy C AA A AAA 1099 CAP Copy B 1099 CAP Copy C A eee 1099 DIV Copy B 1099 DIV Copy C EA i a E m 1099 G Copy B 1099 G Copy C FE AE RE El 1099 H Copy B 1099 H Copy C AAA A E AA 1099 INT Copy B 1099 INT Copy C A SE EE 1099 LTC Copy B 1099 LTC Copy C 1099 LTC Copy D AS EE ES AA 1099 MISC Copy 1 NMISC13 MISC16 1099 MISC Copy B 1099 MISC Copy 2 NMISC23 MISC26 1099 MISC Copy C NMISCC3 MISCC6 a EA ES 1099 OID Copy B 1099 OID Copy C Form Name Overlay for 300 DPI Overlay for 600 DPI 1099 PATR Copy B 1099 PATR Copy C PAE A AAA CAES 1099 Q Copy B 1099 Q Copy C A ESE ESA ES 1099 R Copy 1 1099 R Copy C 1099 R Copy 2 99 R Copy D RD3 A A 1099 S Copy B SB3 109925 Copy SC3 Da El 1099 SA Copy 1 SAB3 1099 SA Copy C NSAC3 ES O 5498 Copy I N5498B3 N5498B6 198 Copy N5498C3 N5498C6 A EE 198 ESA Copy 98ESAB3 N98ESAB6 198 ESA Copy C N98ESAC3 N98ESAC6 PI 198 SA Copy B 98SAB3 N98SAB6 5498 SA Copy C 98SAC3
30. ayouts LAYOUTS Payee Master File continued FIELD NO FIELD FIELD FMT NAME BYTES LENGTH DESCRIPTION A OVRSTE 2 2 Overriding state A CRRCT2 1 1 2nd trans of a 2 trans The following additional PPro E PP D DUU DSCOD1 DSCOD2 DISTPC RASEP TOTDST NOTDET S SDIST LDIST YRDRC PEDATE OVRSTE CRRCT2 F 2 2 7 1292 12 12 2 2 7 1229 5 9 2 5 9 2 4 6 0 4 6 0 2 2 1 1 E correction Y blank ields are used with return type 9 1099 R Distribution code 1 Distribution code 2 Percentage of total dist IRA SEP SIMPLE dist Y blank Total dist Y blank Taxable amount not determined Y blank Local income tax withheld Name of locality Percentage of total annuity contract State income tax withheld State distribution Local distribution Year of Designated Roth Cont Date entered Overriding state 2nd trans of a 2 tran correction Y blank o The following additional fields are used with return type A 1099 MISC D D DWU A The following D D DWU Section 5 DIRECT SWH LWH PEDATE OVRSTE CRRCT2 TIN2ND TYRFND SWH LWH PEDATE OVRSTE CRRCT2 1 7 T22 7 192 4 6 0 2 2 1 1 1 3 4 0 7 12 2 7 12 2 4 6 0 2 2 1 1 Page 37 Direct sales of 5000 or more Y blank State income tax withheld Local income tax withheld Date ente
31. eedy value Make model year Vehicle or other ID of vehicle Vehicle description Date of contribution Donee provided goods or individual for signif icantly below fair market value Enter a description o Enter the date th organization services in exchange Intangible religious benefits in exchange Deduction of 500 or more En in En Enter Y cannot be claimed Date of sale Description of goods or services received m EN Enter a description o received in exchange ter the date of sale Enter the make model and year of vehicle Enter the vehicle or other identification number of the donated vehicle f material improvements or significant intervening use and duration of use contribution was made to an YYYYMMDD ter Y if the donee provided goods or services exchange for vehicle ter Y if the intangible religious benefits were provided in exchange for vehicle if the under law doner cannot claim a deduction of more than 500 for vehicle YYYYMMDD z any goods or services for vehicle Explanation of command and function keys available Display an alphabetized directory of all payees help screen F3 End the job F4 F12 F23 Delete this payee HELP key Displays a ROLL UP Pages the pay Section 3 Return to the previous entry screen s or payee directory forward
32. elected companies ter ALL to print all payers an si d payees on file Entera ngle number followed by XX to print data for those companies th example companies 101 109 En on at begin with that number For to print an edit for enter 1XX ter a company number to print ly that payer s data The default is ALL En ter YES to combine amounts for payees that have matching taxpayer ID numbers wi th Name and address information 11 be taken from the first payee in e group The default is NO ter YES if you wish to run this job En in en default m mn place this report on If you entered YES to run in batch mode The default is YES batch ter the job queue to run from The is QBATCH ter the name of the output queue to This entry defaults to your default output queue the printout on the output queue printing at a later time Enter a special form type to use default is STD The Enter the number of copies to be printed The default is 01 Enter YES if you wish to hold for The default is NO Explanation of command and function keys available F3 Cancel this job Section 3 Page 24 Print Payee Labels Reset Payee File for New Year Option 9 on the MM1099 menu Sets amounts in the payee file to zero and optionally retains payee names and addresse
33. his entry blank Enter Y if the payer is approved to file in the Combined Federal State Filing Program Otherwise leave this entry blank If Y state K records will be output in the electronic file for participating states Enter the amount codes that will entered for this form type for this payer The available codes are listed below the prompt In most cases the box numbers on paper information returns correspond with the amount codes used to e file Enter up to 30 alternate state employer IDs and state abbreviations that may be reported for this payer alternat Enter th state employer ID number Enter the state abbreviation which corresponds to the state ID number above Explanation of command and function keys available F3 End the job F4 Display an alphabetized directory of all payers that have been entered You may select a payer from this directory for editing Roll forward and backward or position the directory alpha search until you find the payer you want Then enter the line number of that payer F12 Return to the previous entry screen F23 Delete this payer HELP key Displays a help screen ROLL UP Pages the payers or payer directory forward ROLL DOWN Pages the payers or payer directory backward Section 3 Page 7 Payer Data Option 2 on the MM1099 m enu Enter Update Payee Data
34. ime work load Enter Y if student is enrolled exclusively in a graduate level program appear for return type Q 1090 0 Enter Y 1 rollover reporting a trustee to trustee F Enter 1 if private payment Enter 2 if state payment Enter 3 if Coverdell ESA Otherwise leave this entry blank Enter Y if the recipient is not the designated beneficiary appear for return type P 1099 CAP Enter the date the stock was exchanged for cash stock in the successor corporation or other property received YYYYMMDD Enter the number of shares of the corporation s stock which were exchanged in the transaction Enter the class of stock that was exchanged appear for return type J 1099 H Enter the number of months you are eligible Page 15 Payee Data for advance payments The following prompts Payment is arms length trans to unrelated party Transfer after improvements Transfer below fair market for health insurance advance payments appear for return type X 1098 C F Enter Y i F Enter Y i arm s length transaction vehicle will payments in Amt Code 4 is an to an unrelated party not be transferred for money other property Or services befor completion of material improvements or Significant intervening u Enter Y if vehicle is se transferred to a n
35. m an IRA SEP SIMPLE or Roth conversion If a total distribution is made to more than one person enter the percentage received by this payee Enter Y if the payment in Amount Code 1 is Page 9 Payee Data Taxable amount not determined Percentage of total annuity contract Year of Designated State income tax withheld State distribution Local income tax withheld Name of locality Local distribution Distribution code 1 Distribution code 2 a total distribution that closed out the account Enter Y if you CANNOT compute the taxable amount of the payment entered in Amt Code If an annuity contract is part of a multiple recipient lump sum distribution enter the percentage of the total annuity contract Enter the first year YYYY a designated Roth contribution was made Enter any state income tax withheld This entry is optional Enter the amount of distribution for this state Enter local income tax withheld on this distribution This entry is optional Enter the name of the locality This entry is optional Enter the amount of distribution for this locality Enter a code 1 2 3 4 5 6 7 8 or 9 to identify a distribution category nter a code A D G J L N P T W 1 2 or 4 to identify a distribution category tl The following prompts appear for return type A 1099 MISC Direct sales of 5000
36. ma Medicare Ch Information oice MSA from HAS Archer MSA State incom withheld Local incom withheld The following prompts Origination Fees origination Capitalized Interest M C e tax e tax The following prompts Box 1 or 2 for Jan Mar Student carrying half time load Have you changed your reporting method for 2007 includes amts 2010 Graduate student The following prompts Trustee to rollover Type of tuition payment Recipient i designated beneficiary The following prompts trustee s NOT the Date of exchange Number of shares exchanged Class of stock The following prompts Number of months eligible Section 3 distribution category Enter Y if the distribution is froma Medicare Choice MSA Enter 1 for an HSA Enter 2 for an Archer MSA MSA Enter 3 for a Medicare Choice MSA Enter any state income tax withheld This entry is optional Enter any local income tax withheld This entry is optional appear for return type 2 1098 E Enter Y if Amt Code 1 includes loan fees and or capitalized interest appear for return type 8 1098 T E Enter Y if you have changed your method of reporting from received to from billed Enter Y if payments received or amounts billed relate to academic period Jan Mar 2010 Enter Y if student is carrying at least one half the normal full t
37. name Note Device name is usually TAPO1 for tape and OPTO1 for CD lt 3 Enter CALL MM1099 INSTALL 4 To install the PC Components insert the CD or diskette in your PC 5 Click Start Run and enter drive letter setup Note Substitute drive letter with your CD or diskette drive 6 Check the download section of our website at www acclaim software com for any last minute updates fixes prior to using the software INSTALLING A NEW RELEASE Save the existing 1099 Print amp File library Mount a tape and key the following Enter SAVLIB LIB MM1099 DEV your device name 2 Rename the existing 1099 Print amp File library to a different name Key the following Enter RNMOBJ OBJ MM1099 OBJTYPE LIB NEWOBJ MM109908 3 Insert the CD or tape 4 Enter RSTLIB SAVLIB MM1099 DEV your device name Note Device name is usually TAPO1 for tape and OPTO1 for CD lt 5 Enter CALL MM1099 INSTALL 6 To install the PC Components insert the CD or diskette in your PC If you installed these components last year it is not necessary to reinstall them and you can skip the next step 7 Click Start Run and enter drive letter setup Note Substitute drive letter with your CD or diskette drive 8 Check the download section of our website at www acclaim software com for any last minute updates fixes prior to using the s
38. oftware When you are satisfied that the new release is operating properly you can delete the renamed 1099 Print amp File library MM109908 Section 2 Page 3 Installation Checklist Operating Instructions Getting Started Once you have installed the MM1099 library you may sign on to MM1099 using either of two methods Method one is to sign off of the current session and Sign back on to library MM1099 menu MM1099 The second method is to simply enter the command STR1099 while signed on to any library The following menu should appear MM1099 1099 Print amp File for 2010 Select one of the folloving Enter Update payer data Enter Update payee data Print payer payee data Enter Update transmitter data Build electronic file Transfer e file to PC Print 1098 1099 5498 W 2G forms Print payee labels Pas Reset payee file for new year COI OX UI BE NR 50 Go to File Import Menu 90 Sign OFF c 1987 2010 Acclaim Software Selection or command gt Please note An organization planning to submit an electronic file should submit a written request to the IRS Form 4419 for authorization to do so A five character alpha numeric Transmitter Control Code will be assigned and included in an acknowledgment letter After you have received approval to file electronically you do not need to reapply each year The MM1099 menu is numbered in the general order you
39. ons in using this service This publication can also be downloaded from our website at www acclaim software com in the Support Documentation section Please note This step requires the installation of the PC components that were included on your installation media It was designed to function with and requires the installation of iSeries Access Client Access on the PC running this step If you have iSeries Access installed on your PC yet are Fas E running a different form o emulation this option may not function properly We have also included an iSeries Access transfer request with our PC Components This file is named IRSTAX TTO and is located in the MM1099 directory on your PC If you experience difficulties in running this menu option you may use open the transfer request file and manually run the transfer from within iSeries Access If your PC is connected via Twinax emulation you must manually transfer using this IRSTAX TTO file Section 3 Page 21 Transfer e File to PC Print 1098 1099 5498 W 2G Forms Option 7 on the MM1099 menu Prints 1098 1099 5498 or W 2Gs on 1 wide paper forms or preprinted laser or blank laser forms w overlay for selected company numbers To print 1099 forms on blank preprinted tax forms you must have a printer configured to print overlays There are two options either an IPDS printer configured as AFP YES or
40. or more State income tax withheld Local income tax withheld Enter Y to indicate direct sales of 5000 or more of consumer products to a person on a buy sell deposit commission or any other commission basis for resale anywhere other than in a permanent retail establishment Otherwise leave this entry blank Enter any state income tax withheld This entry is optional Enter any local income tax withheld This entry is optional The following prompts appear for return type F 1099 G and amount code 2 Refund is for tax year refund credit Income tax refund from income trade or business Section 3 Enter the tax year for which the or offset was issued Enter Y to indicate the state or local Tax refund credit or offset applies to income from a trade or business Otherwise leave this entry blank Page 10 Payee Data State income tax withheld Local income tax withheld The following prompts Type of wager Date won Transaction number Race or Game Cashier Window First ID Second ID State income tax withheld Local income tax withheld The following prompts Lender s date of acquisition or E knowledge of abandonment Borrower s liability Description of property The following prompts Gross proceeds indicator Enter any state income tax withheld This entry is optional Enter any local income tax withheld
41. oreign country or U S possession to which the tax applies State income tax Enter any state income tax withheld This withheld entry is optional Local income tax Enter any local income tax withheld This withheld entry is optional The following prompts appear for return type 7 1099 PATR and amount code 6 Title of other pass Enter the title of the credit reported in Amount through credit Code 6 State income tax Enter any state income tax withheld This withheld entry is optional Local income tax Enter any local income tax withheld This withheld entry is optional The following prompts appear for return type L 5498 RA SEP or SIMPLE Enter 1 if reporting a rollover or Fair Market Value from an IRA 2 if reporting a SEP 3 if reporting a SIMPLE 4 if reporting a Roth IRA Otherwise leave blank T Reporting a RMD2 Enter Y if reporting a RMD Required Minimum Distribution for next year RMD distribution date YYYYMMDD Ex Jan 5 2010 for 2010 20100105 Section 3 Page 13 Payee Data Postponed contribution year YYYY Ex 2010 or leave blank Repayment Code Combat Zone indicator Contribution amount Contribution tax year The following prompts Information from HAS Archer MSA M C The following prompts Type of payment Taxpayer ID of insured Name of the insured Address of the insured City State Zip of
42. orts or files using Query or for converting a PC file using Client Access Please note If your payee information is located in two or more files you should create two or more import programs The only requirement is that all user files contain a common payee number As each import program is run matching payee information will be combined in the MM1099PE master file For example one import program might import payee name and address data anda second import program might import the year to dat distribution amounts for these same payees Special tip After importing if you discover errors in the field positions that you input to the import program generator you may wish to reset the file using menu option 10 recreate the import program and run the import again Section 4 Page 26 Recommended Guidelines Importing Your Data File s Create Payer Import Program Option 1 on the IMPORT menu Enter user file information and build RPG program for importing payer data Menu option 20 will display or print field descriptions for externally defined files These descriptions include field position offsets to aid you in entering the From and To Field Positions or your file to be imported Explanation of entry fields Program name Program description File name Record length From and To Field Positions Packed Binary Special considerations Company n
43. ot capable of automatically inputting your data this information will aid a programmer in writing a program to import your data files into our format Section 1 Page 1 Introduction System Description Disclaimer of Warranty This software and manual are sold as is and without warranties as to the validity of data entered or converted by the user Acclaim s guarantee is limited solely to the accuracy of the software with respect to the official requirements for producing electronic files for the IRS Because of the diversity of conditions under which this package may be used Acclaim Software can assume no liability for the misuse of any part of the package It is the user s responsibility to insure that the information submitted to the IRS is correct and valid If the user decides to revise the software and or convert their data into our file formats the user should test the program thoroughly before relying on it Any liability of Acclaim Software will be limited exclusively to product replacement or refund of the purchase price to the original purchaser only Section 1 Page 2 Disclaimer of Warranty Installing the Package Installation Checklist The entire 1099 Print amp File library named MM1099 is contained on 1 tape or CD NEW INSTALLATION 1 Insert the CD or tape 2 Enter RSTLIB SAVLIB MM1099 DEV your device
44. pecifications MM11 Create Payee Import Program Enter user file information and build RPG program for importing payee data MM1 2 Print 1098 1099 5498 W 2G Forms Print 1098 1099 5498 or W 2Gs on 1 wide continuous preprinted or blank laser forms MM13 Print Payee Labels Print payee labels for mailing forms Section 6 Page 44 Program Descriptions CL Program Descriptions CL Prog Name Description INSTALL Install the STR1099 command into QGPL MMA Print Payer Payee Data Display prompt screen and run MM03 MMC Transfer e File to PC Run iSeries Access transfer request to copy IRSTAX file to the PC MMD Build Electronic File Display prompt screen and run MM07 MMF Reset Payee File for New Year Display prompt screen and run MMO9 MMG Run Payer Import Program Display prompt screen and run MMIMPPR MMH Run Payee Import Program Display prompt screen and run MMIMPPE MMI Print 1098 1099 5498 W 2G Forms Display prompt screen and run MM12 MMJ Print Payee Labels Display prompt screen and run MM13 MMIMPPE Run Payee Import Program Import payee data from user file into Payee master file MM1099PE MMIMPPR Run Payer Import Program Import payer data from user file into Payer master file MM1099PR MM1099 Switch to 1099 Print
45. red Overriding state 2nd trans of a 2 trans correction Y blank 2nd TIN notice Y blank additional fields are used with return type F 1099 G Amount Code 2 Tax year Of refund State income tax withheld Local income tax withheld Date entered Overriding state 2nd trans of a 2 trans correction Y blank File Layouts F LE LAYOUTS Payee Master File continued FMT FIELD NAME NO FIELD BYTES LENGTH FIELD DESCRIPTION used with return type 2 1098 E A The following additional f Pru P Pr AA AA we The following additional f FU PPy YP Pp The following additional f PPP PPP o wy LP D Section 5 ORGFEE DSCOD1 DATWON TRANS RACE CSHIER PEDATE OVRSTE CRRCT2 DATACO LIABLE DESCA PEDATE OVRSTE CRRCT2 GRPROC Thle following additional fields are sE Ri Ns Y A UI O UI VU He 5 SF 5 13 39 8 10 1 IO BA AJ O 1 Includes loan origination fee Y blank ields are used with return type W W 2G 0 O1 CF E aaa vol 15 129 12 2 6 0 Type of wager 1 8 Date won YYYYMMDD Transaction number Race or game Cashier initials window Window First ID Second ID State income tax withheld Local income tax withheld Date entered Overriding state 2nd trans of a 2 trans correction
46. s This step should be done after all e files are prepared or before the next year s data is to be entered Please note Acclaim Software recommends that you backup the master files each year prior to resetting This backup may prove useful if you are later audited Explanation of screen prompts Company number s to use Enter ALL to reset all payees on file Enter a single number followed by XX to reset payees for those companies that begin with that number For example to reset companies 100 199 enter 1XX Enter a company number to reset only that payer s data The default is ALL Retain payee names and addresses Enter YES to keep the payee names and addresses from last year Enter NO to clear names and addresses in addition to setting amounts to zero The default is YES Run in batch Enter YES if you wish to run this job in batch mode The default is YES Job queue If you entered YES to run in batch enter the job queue to run from The default is QBATCH Explanation of command keys available F3 Cancel the job Section 3 Page 25 Reset Payee File Importi Acclaim ng Your Data File s Recommended Guidelines Software recommends that you follow these guidelines should you decide Lt YO E to import your data into our file formats u wish to import your data file s it is best to use our exclusi
47. s item your data may be stored as 63 1234567 or it may be stored as 631234567 If the taxpayer ID in your file contains a hyphen you should enter Y for the prompt Are hyphens included Otherwise leave that entry blank 1099 MISC If you choose to import this item the amount itself will not be imported If the amount is 5000 or more the direct sales entry for this payee will be set to Y when your import program is run Explanation of command keys available F3 F4 F12 Section 4 End the job Display an alphabetized directory of all payee import programs that have been entered You may select a program from this directory for editing Roll forward and backward or position the directory alpha search until you find the import program you want Then enter the line number of that program Return to previous entry screen Page 32 Create Payee Import Option 4 on the IMPORT menu Explanation of screen prompts Program name that User file name to import the file program Library Run in batch Job queue Printer output queue Lines per inch Characters per inch Form type Copies Hold spooled file Section 4 Importing Your Data File s Import payee data from user file into Payee master file MM1099P Run Payee Import Program GI Enter the name of the RPG import program was created Enter the
48. should follow in generating your e file 1 Enter your payer information or import your own payer data into our MM1099PR file format We recommend that you import your payer E data only if you are reporting for several payers 2 Enter your payee information or import your own payee data into our MM1099PE file format Print the payer and payee data for verification Enter information regarding the organization transmitting the data HS W Section 3 Page 4 Getting Started Operating Instructions Be sure the payment year is entered for the year being reported 5 Once you have entered all of the necessary information and E verified that it is correct you must build the electronic file 6 The next step is to transfer the file to your PC You should also make a backup copy in case of loss or damage of the original during shipment 7 Transmit your file electronically by March 31 2010 8 Optionally print 1098 1099 5498 or W 2Gs on continuous or laser forms 9 After you are completely finished with the current year s data and the IRS has confirmed your file you can reset the amounts in the payee file to zero Payee names and addresses may be retained Please note Payers whose data will be submitted must not send the same data to the IRS on paper forms Consult IRS Publication 1220 for detailed information regarding submitting corrected returns The ne
49. to perf program you to The m is disc are gen file st ve import program generator You may also write a custom program orm that function If you do decide to write your own custom please remember that future releases of this package may require make changes to your custom program ost simple approach is to use our import program generator which ussed in the next few pages on this manual The RPG programs that erated will suffice in most cases However there are some user RPG pro program either LE YO should file la ructures that may require further modification of the generated gram If your files are designed in such a way that an import cannot be generated by our import program generator you must write your own import program or manually enter your data u decide to write your own import program s your program s add to the MM1099PR and or MM1099PE files and should follow the youts exactly You should assign company numbers return types and payee numbers to your records so that each record is unique Once your data is imported you may revise the data using options 1 and 2 on the MM1099 menu All files included in this system are externally defined The specifications for each of the master files is included at the end of this manual You may want to use these specifications for creating special rep
50. trol found on of your 1099 package that you r the IRS This package is not t with the electronic filing pack package contains instructions f This entry E filing the label eceived from o be confused age The 1099 or paper filing Enter the payer s name be blank name of the transfer agent Ot entry may contain a continuatio payee s name or blanks Enter Y if the entity in Payer This entry must If the Transfer Agent prompt is Y enter herwise this n of the name line 2 is the transfer agent Otherwi this entry blank If the Transfer Agent prompt is shipping address of the transfe Otherwise enter the shipping a payer Page 6 se leav Y enter the r agent ddress of the Payer Data City ST Zip Payer phone amp ext Is payer a foreign entity Last year to file Approved for Combined Federal State filing Which amounts will be entered Additional states to be reported State ID State If the Transfer Agent prompt is Y enter the city state and zip of the transfer agent Otherwise enter the city state and zip of the payer if this is a U S payer Enter the payer s telephone and extension If the payer is located in a foreign country enter a Y Otherwise leav entry blank this Enter Y if this is the last year you will Otherwise file under this payer name and TIN leave t
51. umber Payer taxpayer ID Section 4 Enter the name of the RPG program to be created DO NOT use a program name that begins with MM Enter a brief description of this import program Enter the name of your file that contains the payer data to be imported DO NOT use a period in this file name A file label may be entered when the import program is run Enter the record length of your data file Enter the From and To field positions for the various items that your file contains For the numeric fields enter P if this field in your file is packed or enter B if this item is binary Otherwise leave this entry blank You must either enter the field positions of a company number field in your data or you must enter a starting company number For example if you enter a starting number of 100 the first record in your input file will be imported as company number 100 the second record as 101 the third as 102 etc If you choose to import this item your data may be stored as 63 1234567 or it may be stored as 631234567 If the payer s EIN in your file contains a hyphen you should enter Y for the prompt Are hyphens included Otherwise leave that entry blank Page 27 Create Payer Import Importing Your Data File s Explanation of command keys available F3 F4 F12 Section 4 End the job Display an alphabetized directory of all pa
52. wice within 3 calendar years that e payee provided an incorrect taxpayer ID th nu En th th mber ter the first 4 letters of e payee In the e first 4 the case of a business letters of the first surname of use word of the business name su utilize the Payer Name Line 2 only the name of the payee mu Enter the nam e of the payee rname first I ltiple payees significant preferably f more space is required If there are whose taxpayer ID has been provided can be entered in this field The names of the other payees should be entered in the second pa If the paye yee name lin is available in th only the remaining portion of the name in this field Page 8 name requires more space than Pay Name Line 1 nter If there are multiple payees Payee Data Address City State Zip code Is payee a foreign entity Type of taxpayer ID Override withholding state Correction 2nd transaction of a 2 trans correction Payment amounts The following prompts TRA SEP SIMPLE dist or Roth conversion Percentage of total distribution Total distribution Section 3 this field may be used for those payees names who are not associated with the taxpayer ID above Enter the mailing address of this payee If the payee resides in the US enter the city the payee
53. xt few pages of the manual discuss the features of each one of the menu options available Section 3 Page 5 Getting Started Enter Update Payer Data Option 1 on the MM1099 menu Maintain a file of payers who report 1098 1099 5498 or W 2G information to the IRS Explanation of screen prompts Company number Type of return Payer taxpayer ID Payer state ID Payer name control Payer name line 1 not Payer name line 2 the Transfer agent Address Section 3 Enter a 3 digit number to ident payer payers on one electronic file company numbers with the same f Enter one of the following retu ify this If you plan to output multiple assign irst digit rn codes 3 1098 X 1098 C 2 1098 E 8 1 B 1099 B 5 1099 C P 1099 CAP F 1099 G J 1099 H 6 1099 INT A 1099 MISC M 1099 SA D 1099 098 T 4 1099 A 1 1099 DIV T 1099 LTC OID 7 1099 PATR Q 1099 Q 9 1099 R S 1099 S L K 5498 SA W W 2G Enter the 9 digit employer iden 5498 V 5498 ESA tification number assigned to the payer numeric characters The number be zero Foreign corporations required to have an EIN may le blank Enter the employer state identi Enter only must not that are not ave this entry F ication number assigned to the payer is not required for electronic Enter the name con
54. yer import programs that have been entered You may select a program from this directory for editing Roll forward and backward or position the directory alpha search until you find the import program you want Then enter the line number of that program Return to previous entry screen Page 28 Create Payer Import Option 2 on the IMPORT menu Explanation of screen prompts Program name that User file name to import the file program Library Run in batch Job queue Printer output queue Lines per inch Characters per inch Form type Copies Hold spooled file Section 4 Importing Your Data File s Run Payer Import Program Import payer data from user file into Payer master file MM1099PR Enter the name of the RPG import program was created Enter the name of your file which contains data to be imported The default is the name that you entered when the import was created Enter the library name for this file The default is LIBL Select records from user file Enter YES if you wish to select certain records from your user file for importing The default is NO This option utilizes IBM s Query Record Selection function Please refer th IBM Query User s Guide for detailed instructions Enter YES if you wish to run this job in batch mode The default is YES If you entered YES
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