Building the G/L Workfile (F045141)
After you create and review the current year reportable amounts in the 1099 Audit File (F045144), you run the Build G/L Workfile program (P04514) to create the 1099 G/L Workfile (F045141) from which you print your 1099 returns.
When you run the Build G/L Workfile program, the system retrieves the Type 3 and Type 4 records from the 1099 Audit File and summarizes them by:
Type of Return
Supplier Address Book Number
Company
The Build G/L Workfile program does not generate a report. You must view workflow messages to ensure that the program completes successfully.
You can run the Build G/L Workfile program multiple times, if necessary. Each time you run this program it either adds records to the end of the workfile or adds to the amount of an existing record. To avoid erroneously updating existing records in the workfile, make sure that you use different data selection each time you run the program. If a record exists for the same payee, payer, company, and type of return, the system updates the record and adds to the amount, which might overstate the amount.
After you build the 1099 G/L Workfile, you can run the Preview Media report (P04512FP) to verify the amounts, as well as use the 1099 Adjustments program (P045101) to modify amounts as necessary.
Navigation
From The G/L Method (G04221), choose Build G/L Workfile
Processing Options
Data Selection
The program includes the following predefined data selection that you must not change: Record Code EQ *VALUE (with values established for 3 and 4).
You can add additional data selection to limit the transactions that the system retrieves from the 1099 Audit File, such as company or a range of object accounts. Review these guidelines when setting up additional data selection:
Do not include Calendar Year as data selection. The system uses the value of the Calendar Year processing option from the 1099 Processing Option Setup program.
Do not include data selection based on amounts. The system uses the minimum amounts established in the 1099 Processing Option Setup program when you run the Preview 1099 Media and the Write Media programs; therefore it is unnecessary to exclude suppliers based on IRS minimums.
Considerations for Backup Withholding
If you have withheld and paid taxes on behalf of suppliers, you need to report the amount withheld in the Federal Income Tax Withheld box on the 1099 form. You can do this in one of two ways:
Use the A/P Ledger Method to select the backup withholding records.
Enter 1099 adjustments.
See Setting Up Suppliers, Understanding Backup Withholding for the A/P Ledger Method, or Updating the 1099 Workfiles for more information.