Review the following for technical information about the Create 1099 Audit File program (P045144).
The program performs the following:
Deletes all unprocessed Type 1 and Type 2 records (Closed Item field is blank) and deletes all Type 3 records from the F045144 workfile.
Uses the setting in the Calendar Year processing option from the 1099 Processing Option Setup program (P04510STUP) to select records that have the G/L payment date within that calendar year.
Uses the setting in the Payment with Discounts processing option for the Create 1099 Audit File to determine whether to use the net or gross payment amount.
Uses the A/P Matching Document Join file (F0413J) to select posted payments for the specific calendar year based on the value in the Payment Date field. The program ignores all void payments, regardless of the void payment date.
Uses the Address Book Master file (F0101) to verify that the payee or supplier has a P or N in the Person/Corporation Code field. If neither the payee nor supplier has a P or N in the Person/Corp Code field, the system does not include their payment records.
Uses the value in the Payment ID field of the payments it chooses in the F0413 file to locate the supporting voucher details in the A/P Matching Document Detail file (F0414).
Uses the value in the Document Number, Document Type, and Document Company fields in the F0414 file to locate the supporting posted G/L transactions in the Account Ledger file (F0911).
Evaluates the G/L distribution for each of the F0911 detail records it chooses to determine if it should include the G/L object and subsidiary for further processing.
If the G/L account exists in one of the PX AAI ranges, the program includes it.
If the G/L account matches an RNV account in either the 4320 (Received Not Vouchered) or 4355 (Received Not Vouchered Tax) AAI tables in the Distribution & Manufacturing AAIs (P40950), the system selects corresponding records from the Purchase Order Receiver file (F43121) that have the value 2 in the Match Type field.
Then, the system evaluates each of the F43121 records it selects to determine if the values in the Object and Subsidiary fields are in the 1099 PX AAI ranges. The system includes only payment amounts for records in the PXxxx AAI ranges.
Creates the Type 1 records for 1099-reportable expense vouchers.
The system creates Type 1 records for each voucher with 1099-reportable expenses for the current year based on the PXxxxx AAIs. The system summarizes voucher detail records by company, and then by object and subsidiary accounts. The system recognizes both the company with the expense accounts you enter, as well as the company in the voucher, and updates the corresponding Company fields in the 1099 Audit File record (F045144).
For example, the current 1099 reportable payment number 7892 for $300 has 1099 reportable expenses of $200. The system creates the Type 1 expense distribution records for a total of $200. The system creates the Type 2 and 3 records for an amount up to, but no more than, $200.
Creates the Type 2 records for payments for 1099-reportable expenses.
The system creates Type 2 records for each payment of 1099-reportable voucher expenses for the current year based on the PXxxxx AAIs. The payment might include amounts that were not 1099-reportable expenses and the payment might also be less than the voucher expense amount (due to discounts), therefore the system recalculates the payment amount that it uses in the Amount field in the F045144 workfile.
The system first subtracts any non-1099-reportable expenses from the payment amount, and then allocates the remaining payment amount to 1099-reportable voucher expenses in ascending order. If there is a remaining voucher expense amount, the system enters this in the Remaining Amount field in the record. Depending on the total expenses related to the voucher, the Type 1 and Type 2 amounts might not net to zero and might leave a balance in the Remaining Amount field.
For example, you enter a voucher for $1000 and create a payment for $1000. There is a $200 non-1099 reportable voucher expense. The system allocates the $800 to the voucher expenses and creates a Type 2 for $800. The system enters $800 in the Amount field and 0 in the Remaining Amount field.
Creates the Type 3 records for current 1099-reportable expenses.
The system creates Type 3 records to use when you run the Build G/L Workfile program (P04514). The system copies each Type 2 record and uses the reversing sign for the Amount field. For example, if the Type 2 Amount field contains 1000-, the Type 3 record Amount field is 1000. When you run P04514, the system does not include the Type 2 records; it includes the Type 3 records.