Building the A/P Workfile (F045143)
The Build A/P Workfile program (P04514FP) builds the 1099 A/P Workfile (F045143), which the system uses to generate your 1099 returns. This program selects all posted payments for the current reporting year that you made to suppliers with a Person/Corporation code of P or N.
You run the program for each form and box combination that you need. You can either set up a specific version for each form and box type, which you specify in the Type of Return processing option, or you can run the same version and change the processing option and data selection.
The program does not generate a report. You must view workflow messages to ensure that the program finishes successfully.
After you build the F045143 workfile, run the Preview Media report (P04512FP) to verify the amounts, as well as use the 1099 Adjustments program (P045101) to modify amounts as necessary.
Setting Up Versions of the Build A/P Workfile Program
You must run the Build A/P Workfile program for each 1099 form and box that you need. Therefore, you might need to run the program multiple times, once for each box/type combination. 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 updating existing records in the workfile, ensure that you use different data selection each time you run the program. If a record exists for a payee, payer, company, and type of return, the system updates the record and adds to the amount.
To eliminate duplication, for example, by running the program twice for the same form/box combination, you might want to create a separate version of the program for each form/box that you use.
Carefully review the data selection for the Build A/P Workfile program (P04514FP) to avoid overstating amounts, as in the following examples:
The Write Media program (P04515) combines records from the 1099 G/L Workfile (F045141), the 1099 A/P Workfile (F045143), and the 1099 Adjustment file (F045145). If you use both the G/L and A/P Ledger methods, make sure that you do not select the same vouchers for both methods, or your 1099 amounts will be overstated.
If a record has values in both Category Code 07 and the 1099 fields, and you run a version of this program for each of them, 1099 amounts in the F045143 workfile and on the 1099 form will be overstated.
Before You Begin
Update the 1099 Reporting (category code 07) or Flag for 1099 fields on voucher pay items, as necessary.
Back up the 1099 workfiles. See Backing Up 1099 Workfiles
Clear the 1099 A/P Workfile. See Clearing and Purging 1099 Workfiles
Navigation
From The A/P Ledger Method (G04222), choose Build A/P Workfile