1099 Reporting

Objective: The 1099 Balances screen can be used to audit 1099 data for Services Providers by Association.  Then, 1099 information can be produced in a format for printing 1099 forms or in a format to be submitted to an out-sourced 1099 service for electronic filing. 

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.

The 1099 Balance Screen, like all Service Provider screens, can be filtered by a combination of Service Providers and/or Associations by clicking on the Provider or Association name.  You can also select All Providers or All Associations.

There are four tabs on the 1099 Balance Screen: 1099, Non-1099, Status, and Reporting.

The 1099 Tab

Information will populate on this tab for those vendors that have "Send 1099" tagged on their Service Provider record.

• Drill into a record to see the list of invoices that make up the balance.
• Click Exclude to remove any invoices that should not be reported for 1099.

• Balances from 1099 imports will show as Balance Prior to Vantaca for any associations that had activity outside of invoices paid through Vantaca. 
  • For example: Invoices during this year, but prior to your company's Vantaca activation date.
• A new beginning balance amount can be entered by clicking the New Balance Record button at the top of the screen

After selecting "New Balance Record", fill in the Year, Amount, Association and Provider.

Once a 1099 Beginning Balance is added, it can be edited or deleted using the appropriate buttons.

Submitting from 1099s Tab

• To submit 1099s for individual Association/Service Provider combinations, simply select the box next to what you are generating and click the appropriate closing box.  

1. Close and Create Export File for Submission - This option will create an action item that contains a CSV file to be submitted to Nelco or a third party 1099 Processor. The file can be electronically submitted to Nelco via the action item or the file can be downloaded and submitted via your Third Party Processor's site.
2. Close and Create Report for Printing - This option will create an action item that contains two PDF reports.  One PDF will contain all of the information to be printed on 1099 form stock. *The other PDF will contain all of the summary information to be printed on 1096 form stock. This 1096 reflects the current changes to the 1099 process.*

The Non-1099 Tab

Information will populate on this tab for any service providers that do not have "Send 1099" checked on the Service Provider record.  The Non-1099 Tab will also show any individual invoices that were excluded from the 1099 tab.

• Click "Include" to move an item to the 1099 Tab.

• If you need to move all of a Service Provider's invoices, go to the Service Provider record and set that Service Provider to receive 1099's. Navigate to the Service Provide record screen by selecting Edit for the desired Service Provider through Service Provider list. 

The Status Tab

The Status Tab shows a summary of all associations and the amount of open versus closed 1099 forms for that association.  Once you have reviewed the data for an association and you are ready to produce 1099 forms, check the box around the applicable Association or Associations and choose one of two options:

1. Close and Create Export File for Submission - This option will create an action item that contains a CSV file to be submitted to Nelco or a third party 1099 Processor. The file can be electronically submitted to Nelco via the action item or the file can be downloaded and submitted via your Third Party Processor's site.
2. Close and Create Report for Printing - This option will create an action item that contains two PDF reports.  One PDF will contain all of the information to be printed on 1099 form stock. The other PDF will contain all of the summary information to be printed on 1096 form stock.

Once you have produced 1099 forms for an Association, it will show a Closed status. You can click "Select" to go to the action item containing those 1099 files or you can click "Reopen" to make any necessary adjustments and recreate the 1099 file.

***Note - you must have the correct permissions to be able to reopen an association. Please contact your System Administrator to adjust your permissions.

Closing an Association and creating 1099 forms will create an Action Item with the appropriate attachment.  The action item is a global item and will not be linked to any particular association. Click "Select" to open the action item and access the document.

Reporting Tab

Rather than needing to find your XNs through the All Action Item page, the Reporting Tab shows the Action Items generated from the 1099 process. From here you can see where each 1099 is in the process, and step them as needed. If generating to Nelco, you will have a One-Time Link to send the 1099 data to Nelco's system. If you need, for some reason, to regenerate that data and that link, it will be necessary for Nelco's security purposes to Reopen that 1099 and re-submit. 

For more information on electronic submission please reference our article:  1099 Electronic Reporting through Nelco

TIP: If you are using the Printing option, when you open your attachment in the Review and Print Report step, there will actually be 3 attachments available. The first is the standard 1099, which will show 2 identical copies of the same 1099 for each vendor on each page. The Second is the 1099A which will have 2 1099's per page, but each will be a different vendor. The third is the 1096 form. They can be accessed by clicking the drop-down at the top of the attachment window or by pressing the "Prev" and "Next" buttons next to that drop-down.

ADDITIONAL NOTES

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. If you are looking for the 1096 form, or believe there may be an error in the format of your current form, refer to the TIP in the section above before submitting a support ticket.