Importing Vendor 1099 Data

Users with Add authority to the Import Vendor 1099 Information security component can import vendor data from a third-party system into the New World ERP software.

In addition, users must have Print authority to the Import Vendor 1099 Information-Edit Listing and Import Vendor 1099 Information-Error Listing components to print the listings.

See Set User Permissions for more information on how to set these permissions.

To import vendor 1099 data, follow the steps below:

  1. Go to Financial Management > Year-End Processing > Vendor 1099 Processing and click the 1099 List icon.
  2. On the 1099 List page, click Import to open page 1 of the Import Vendor/Payee 1099 Information screen, where you can define the 1099 import batch.
  3. Select the 1099 Tax Year. The current year is the default value (e.g., 2008). 1099 data can be created for previous tax years.
  4. In 1099 Company, select the company’s federal tax ID. This field is required. The company’s tax ID(s) populates this drop-down list.
  5. Select the 1099 Type. This field is required. The possible values are 1099-MISC, 1099-INT, 1099-R, 1099-G, and 1099-S.
  6. Click Next to continue. You are taken to page 2 where you can define the specifications to use for the import.
  7. Select the Import Type value. This field is required. Values (e.g., XML) are defined in the Import Type master file (Maintenance > System > Import/Export > Import Type List).
  8. Type the Import File Location/Name value or click Browse to locate the value. This field is required. It may contain up to 256 characters.
  9. The Merge with Existing 1099’s field appears on this page if there are already 1099 transactions for the 1099 Tax Year, 1099 Company, and 1099 Type specified on the previous page.
    • If this field is displayed, the check box is selected by default.
    • If you clear the check box, a warning informs you that “Multiple 1099’s of the same type could be issued to the same Vendor/Payee.”
  10. Click Next to continue. You are taken to page 3, which displays the validation results and allows you to complete the import.

Note: On the 1099 Import, the Last Name, First Name, and Middle Name fields have a field size of 40 to 65 characters. If extra characters are entered, a warning message indicates that this is why the file will not import; this warning also displays on the Error Listing.

The Processing Options section of page 3 allows you to indicate which edit and audit reports to generate and whether to complete the import.

  1. If you select the Import 1099 Transactions check box, it indicates that valid transactions should be included in the import process.

    The default value is based on the validation results. It is selected by default if there are no error messages or only warning messages. By default, it is not selected if there are any error messages.
  2. If you select the Print Import 1099 Transactions Edit Listing check box, this tells the system to create this listing and to include every valid transaction that will be part of the import batch.

    The default value is based on the validation results. If there are any transactions without an error message, the check box is selected by default. If there are no error-free rows, by default the check box is not selected.
  3. If you select the Print Import 1099 Transactions Error Listing check box, this tells the system to create this listing and to include every transaction in the import table that has an error or a warning message associated with it.

    The default value is based on the validation results. If any warning or error messages exist, the check box is selected by default. It is selected by default if no errors exist.

This section contains the import batch summary counts and amount fields and cannot be edited.

  • The Total Transactions Processed field displays the number of transactions processed in the validation.
  • The Total Transactions Processed with Errors field displays the number of transactions that had errors.
  • The Total Transactions to Import field displays the count of transactions that did not have any errors. This is the total number of transactions that will be imported.

This section is a grid that displays all the warning and error messages generated in the validation process and the transactions associated to each message. If there are no error messages for any transactions in the batch, the text “No Validation Error or Warning Messages Exist” will display instead of the grid.

The grid is sorted by error type (error messages first, then warning messages).

  • The Type column displays either Error or Warning, based upon the type of message that was triggered.
  • The Count column displays the number of transactions with this particular validation message.
  • The Message column displays the message text.

When the primary row in the grid is expanded, the grid displays the following additional columns.

  • The Payee Name column displays the name of the Payee associated with the transaction.
  • The Payee ID Number column displays the ID number that is used as the vendor’s ID number. This is most likely the SSN, the Federal Tax ID, or the State Tax ID number.
  • The Payee ID Number Type column displays the type of ID being displayed for this payee. In addition to the options shown in the previous column, Driver’s License Number, Employee Number, Other, or Undefined may also be displayed.
  • The Payee Account Number column displays the account number associated to the payee. It is blank if no account number is defined.
  1. Click Finish to finalize the import. Page 4 displays, indicating that the transactions have been imported and the requested reports (Edit and Error Listings) have been sent to myReports.
  2. You can now continue 1099 processing as usual.
See Also

1099 List

Vendor 1099 Processing