Objective: 1099 Balances can be submitted through an action item to Vantaca's 1099 Partner, Nelco. This article will cover the submission and ordering process for Nelco. For information on auditing 1099 data, generating an export file for other third party or producing 1099's for printing, please see our article: 1099 Reporting.
Access the 1099 Balances screen by hovering on the Service Providers Menu and selecting 1099 Balances.
***Note: If you do not have this menu item, contact your System Administrator to adjust permissions settings.
Once you have audited the 1099 information on the 1099 and Non-1099 Tabs, you can go to the Status tab and select the associations that you wish to generate for OR, on the 1099 tab select the Providers/Associations, and then select "Close and Create Export File for Submission." on either page.
***Note: It is highly recommended that you select all (or as many as you are prepared to close and submit) associations or providers at one time as this will minimize the number of Action Items and times requiring portal login.
This will create an action item called "1099 Export Data". Go to the Reporting tab and sort the XN column in descending order to view the item you just created. **You may need to refresh the page to see the most recent action item created. The item will show "1099 Export Data - Review 1099 Data" in the Status column on the Reporting tab for your Nelco export action item. If it is not yet in the Review status, you will need to wait for the generation to complete for your file to be ready. You can refresh the page periodically to check for its advance to the review step.
Drill into the item and click the attachment to then view and download the generated excel file. Once all information is verified, Click Step in the far right column for that XN to step or Approve it to "Send 1099 Data to Nelco."
The status of the association(s) or providers will now read "Closed". You can view how many providers are Open or Closed for an association on the Status tab.
If at any point you need to Reopen an association or provider, you can do this by selecting the items needing to reopen and using the "Reopen" button on the Status tab for the association for 1099 tab for the specific provider. Both of these options will function in the same manor.
Once the action item is stepped to "Send 1099 Data to Nelco.", you can then refresh your reporting tab and view the status message on your sent item. If the data was transmitted successfully, you will see a status message stating "Your 1099 was successfully sent to Nelco" with a link to the Vantaca/Nelco portal as seen below.
***Note: This may take a moment.
Use the link created on the item with the "View in Nelco" text to navigate to the Vantaca/Nelco portal which will open in a new window. Sign in with your Nelco user name and password. The first time that you send data to Nelco, use the "Create Acccount" link to set up your account.
***Important Note: You must use the link described above to finalize the data submission to Nelco. If you do not select the link and login to/create a Nelco account, the data associated with that action item will not be transmitted to Nelco and you will need to reopen and close those items again.
Once logged into Vantaca/Nelco portal, you will see a list of all forms that were submitted.
- On the left, select the appropriate service options
- Unselect any forms you are not ready to send and click "Next"
Review, add, or edit the email addresses imported for the service providers and click "Next". Service providers with email addresses will receive an email with a secure link to a portal for accessing their 1099 in addition to receiving the 1099 by mail.
Review a summary of the forms to submit. You can preview the individual 1099s or view a Summary or Detail Report. Click "Next" to continue.
Finally, enter your payment details and complete the checkout process. You can view the status of your job at any time from the Vantaca/Nelco portal by navigating to the Form Filing History page.
1. If the generation returns a blank file, it is likely one of two areas that should be reviewed:
- Either the Association or Service Provider is not set up with a taxID
- OR the amount for that provider/association is less than $600 total, which does not need to be reported and therefore is not generated.
2. If you do not have access to the Close & Create buttons, it is likely that the action item is not setup, you can contact our support team to have this setup for you.
3. When eFiling through Nelco, a 1096 form is not generated because that form is not needed when filing electronically, only through the mail.