1. United States 1099 Year-End Processing Guide
  2. Generating 1099 Returns

Generating 1099 Returns

When you print 1099 returns or generate the electronic workfile, the Write Media program (P04515) makes use of the records in the 1099 Combined Workfile (F04514) as its primary data source. The system generates the F04514 file each time you run the Preview Media (P04512FP) or the Write Media programs. The system generates the F04514 workfile by merging the records from the following workfiles:

  • 1099 A/P Workfile (F045143)

  • 1099 G/L Workfile (F045141)

  • 1099 Adjustment File (F045145)

The system also uses the information from the following files in conjunction with the F04514 data:

  • 1099 Tax Information File (F0451401)

  • 1099 Securities Identification (F04510)

  • One Time Payment (F0411AB)

  • One Time Payment - 1099 Information (F0411AB9)

In addition, the Write Media program also retrieves data from the Address Book files, for corresponding address book numbers in the F04514. The system processes the data from these sources to create the current-year 1099 returns, based on the current year 1099 reportable payments that you sent to your suppliers.

You use the Write Media program to generate both the printed forms and the electronic workfile that you send to your suppliers and the IRS, respectively. The program accesses the processing options for version ZJDE0001 of the 1099 Processing Option Setup program (P04510STUP) to retrieve the Calendar Year so that it selects only the current calendar year workfile records.

To understand how the system utilizes certain information located in the processing options or from other sources, review the following topics:

  • Minimun amounts

  • Mailing information

  • Foreign suppliers

  • CUSIP information

  • Write Media options

  • Form types

Minimum Amounts

The IRS establishes the minimum dollar amounts for reporting for each box on the 1099 forms. If your payments to a supplier equal or exceed these amounts, you must submit 1099 information to the IRS and send a 1099 form to the supplier. JD Edwards World includes the current IRS minimum amounts in the Minimum Amounts processing options for the 1099 Processing Option Setup program (P04510STUP); however, you should verify that the values in the Minimum Amounts processing options meet the current year IRS requirements.

IRS regulations require you to file 1099 information if you withheld any federal income tax for a supplier. To comply with the regulation, the Write Media program ignores all minimum amounts if the following boxes contain an amount:

  • 1099-MISC, Box 4 (Federal income tax withheld)

  • 1099-DIV, Box 4 (Federal income tax withheld) or Box 7 (Foreign tax paid)

  • 1099-INT, Box 4 (Federal income tax withheld) or Box 6 (Foreign tax paid)

  • 1099-NEC, Box 4 (Federal income tax withheld)

Mailing Information

You must prepare a 1099 return for the legal entity, not for the individual supplier or individual company. The Write Media program retrieves the mailing information based on the address book numbers in the Supplier Combining Address Book Number and Company Combining Address Book Number fields in the F04514 workfile. The system updates these two fields in each record in the 1099 workfiles, regardless of whether the Alternate/Related Address Combining processing options are set in the 1099 Processing Option Setup program. If you are not using the combining feature, the system uses the supplier number to update the Supplier Combining Address Book Number field and the company's address book number to update the Company Combining Address Book Number field.

Note:

The address book number of the company might not be the same as the company number. If the company's address book number is different from the company number, you must enter this in the Company Address Number field of the company record in the Company Numbers & Names program (P00105). See Setting Up Companies for information about IRS requirements for company information.

Foreign Suppliers

If you have suppliers with addresses outside of the United States, you must indicate this information on the 1099 return in the Foreign Country box.

See Identifying Foreign Suppliers in Setup Supplier and Company for more information.

The country of the payee's mailing address must be on the 1099 return. Ensure that:

  • 1 is in the Print Country field for each foreign supplier's country in the Country Constants Revisions program (P0070).

  • 1 is in the Include Country Data Specifics processing option for the Write Media program.

CUSIP Information

If you have suppliers that report tax-exempt interest in box 8 of the 1099-INT form, you must supply a list of the CUSIP numbers and corresponding amounts to identify each bond and security. Depending on the number of CUSIP records you enter in the 1099 Securities Identifications File (F04510), the system prints the CUSIP information differently on the 1099-INT form:

  • If you have only one CUSIP record, the system prints the CUSIP number in the Account Number field on the form and includes the amount in box 8 (Tax Exempt Interest).

  • If you have only one CUSIP record for the amount and have *BLANK as the CUSIP ID, the system includes the amount in box 8 and leaves the Account Number field on the form blank.

  • If you have multiple CUSIP records with different CUSIP numbers, the system includes the amount of all records in box 8 and prints VARIOUS in the Account Number field on the form.

  • Regardless of whether the supplier has CUSIP information, if they have an amount in box 9 (Specified private activity bond interest); the system adds it to the amount in box 8 (Tax-exempt interest).

    For example, if the amount for TOR 68 (box 8) is $100.00 and the amount for TOR 69 (box 9) is $12.00, the system prints $112.00 in box 8 and $12.00 in box 9.

Write Media Options

The Write Media Version field on the Write Media screen allows you to specify the DREAM Writer version to use to retrieve the processing option, data selection and data sequencing information for the Write Media program.

The Write Media program might require that you complete additional fields on the screen depending on the Output Type and Form Type you select.

Form Types

The Write Media program can produce any of the following forms and reports as well as the electronic workfile:

Form Type

Description

Preprinted Forms

Prints information on preprinted 1099 continuous-fed forms.

For each supplier that receives a 1099 form, the 1099 return information prints in the appropriate box and on the appropriate type of return. Each return includes the supplier's legal name, along with the mailing address and the tax ID for the supplier, as well as the company responsible for the payments to the supplier.

Miscellaneous, Dividend, Interest, and Nonemployee Compensation forms print in the standard two-to-a-page format approved by the IRS. Interest forms print in the standard three-to-a-page format approved by the IRS.

Preprinted forms print 30 characters of the name and address unless you specify to print 40 characters in the corresponding processing option.

Laser Form

Prints information on preprinted 1099 laser forms.

For each supplier that receives a 1099 form, the 1099 return information prints in the appropriate box and on the appropriate type of return. Each return includes the supplier's legal name, along with the mailing address and the tax ID for the supplier, as well as the company responsible for the payments to the supplier.

Miscellaneous, Dividend, and Nonemployee Compensation forms print in the standard two-to-a-page format approved by the IRS. Interest forms print in the standard three-to-a-page format approved by the IRS

Laser printers all have different print properties. If you use a laser printer, you might need to use the Create Custom Form program (P045152) to ensure that the information prints properly and completely within the appropriate boxes on the preprinted forms.

Laser forms print 30 characters of the name and address unless you specify to print 40 characters in the corresponding processing option.

Paper Facsimile Report

Prints a facsimile of the 1099 form on 8 ¾ by 11 inch paper if you do not have preprinted forms.

The facsimile report is acceptable for sending to the supplier and for your internal records, but it cannot be sent to the IRS.

It includes the information that the supplier should report on an income tax return, as well as the Instructions to the Recipient that are provided by the IRS on preprinted forms.

The facsimile report prints 40 characters of the name and address.

Workfile

Use for electronic filing.

Creates a workfile to use for electronic media filing.

Proof Report

Prints a preliminary review of the information that you will send to the IRS.

You can adjust the F045141, F045143, and F045145 workfiles and rerun this program as many times as necessary to ensure that your returns are correct before you do your final 1099 processing.

Before You Begin

  • Ensure that you built the 1099 A/P Workfile (F045143) if you use the A/P Ledger method.

  • Ensure that you built the 1099 G/L Workfile (F045141) if you use the G/L method.

  • Verify the 1099 reportable amounts using the Preview Media program (P04512FP).

  • Use the 1099 Adjustments program (P045101) to make corrections, as necessary

  • Visit My Oracle Support for year-end details on the JD Edwards World product. Check the Update Center or browse the JD Edwards World Knowledge website for potential late-breaking news on current year 1099 processing.

Navigation

From The G/L Method (G04221) or the A/P Ledger Method (G04222), choose Write Media