Contents of the Print/Create 1099s and Magnetic Media Screen

Use the fields and options to configure the Print/Create 1099s and Magnetic Media screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Generate

Field Description
Print 1099s

Select this option to print 1099s on paper. This option is the default setting for your print options. You can either print 1099s or create magnetic media. If you save your parameters for this screen, this option is identified in the Query table as PRINT.

Create Magnetic Media

Select this option to create a magnetic media file of 1099 information. If you save your parameters for this screen, this option is identified in the Query table as CREATE.

You can create a magnetic media file for only one company at a time. If you select this option, Costpoint changes the Taxable Entity selection range Option to One and the Pay Vendor selection range Option to All. These are the only available range options when creating magnetic media.

Print Option

Select one of the following print options from the drop-down list:

  • Print Test 1099
  • Print 1099

If you print a test 1099, you can make sure the forms are correctly aligned in the printer and all the printer settings are correct. After the test form prints to your satisfaction, select Print 1099 to print the 1099s.

If you select the Create Magnetic Media option, this field is unavailable.

Selection Ranges

Field Description
Calendar Year

Use the drop-down list to select the year for which you want to print or create 1099s. Although you can print 1099 information for past or future years, Costpoint supports only the current year 1099 print format.

Pay Vendor Name

Use this group box to select a range of pay vendors for the 1099s. Pay vendors are identified by vendor ID.

Field Description
Option

Use this drop-down list to select the range of pay vendors to be included.

If you select the Print 1099s option, the default setting for this field is All but you can change it. If you select the Create Magnetic Media option, Costpoint sets this option to All and prevents you from selecting another setting.

Valid options are:

  • All: Select this option to include all available pay vendors. The Start and End fields are disabled for this option.
  • One: Select this option to include only one pay vendor and then enter that pay vendor in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of pay vendors. Enter the beginning pay vendor for the range in the Start field and enter the ending pay vendor of the range in the End field.
  • From Beginning: Select this option to include a range of pay vendors that begins with the first of all the available pay vendors and ends with the pay vendor that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of pay vendors that begins with the specific pay vendor that you enter in the Start field and ends with the last of all the available pay vendors. The End field is disabled for this option.
Start

Enter, or click to select, the starting pay vendor for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending pay vendor for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Taxable Entity

Use the fields in this group box to specify your taxable entity ID. All the 1099 information for this taxable entity's vendors is printed/created. Deltek recommends that you select only one of your taxable entities at a time to keep tax information separate for each of your taxable entities.

Field Description
Option

If you are creating a magnetic media file, Costpoint automatically sets this option to One and prevents you from selecting another. The Start field is still available.

Start

Enter, or click to select, your one taxable entity ID.

End

Do not use this field. Doing so would result in printing more than one of your taxable entities on each print/create session. Deltek recommends that you select only one taxable entity at a time in order to keep tax information separate for each of your taxable entities.

1099 Types to Include

Select the 1099 types that will be included in the printed 1099 or magnetic media file. These options are available only if the Calendar Year is 2019.

Field Description
Non-Employee Compensation Select this option to include only non-employee compensation types in the printed 1099/magnetic media file.
All Other Types Select this option to include only other 1099 types and exclude non-employee compensation in the printed 1099/magnetic media file.

Options

Print Format

Field Description
1099-MISC Standard 

Select this option to print standard 1099-MISC forms. Two forms print per page.

Use 1099-MISC forms to report other types of compensation or miscellaneous income such as rents, royalties, and medical and healthcare payments.

You can use this option with either impact or laser printers. This option is selected by default.

If you select this option and the Calendar Year is 2019 or earlier, Costpoint uses the old report format for 1099-MISC. Otherwise, if you select this option and the Calendar Year is 2020, Costpoint uses the new report format for 1099-MISC.

1099-MISC Self-Mailer

Select this option to print 1099-MISC Self-Mailers (sealed automatically by machine). You typically use this option if you have a large number of 1099s to print. You can use this option only with laser printers.

If you select this option and the Calendar Year is 2019 or earlier, Costpoint uses the old report format for 1099-MISC. Otherwise, if you select this option and the Calendar Year is 2020, Costpoint uses the new report format for 1099-MISC.

1099-NEC If you entered 2020 as the Calendar Year, select this option to print standard 1099-NEC forms. Two forms print per page.
Use 1099-NEC forms to report:
  • non-employee compensation (formerly in 1099-MISC Box 7, now in 1099-NEC Box 1) such as payments to independent contractors, freelancers, vendors, consultants, and other self-employed individuals;
  • federal income tax withheld (formerly in 1099-MISC Box 1, now in 1099-NEC Box 4) which is a portion of an employee's wage that is not included in their paycheck but is remitted directly to the federal, state, or local tax authorities.

If you select this option and the Calendar Year is earlier than 2020, printing the format displays error and validation messages stating that the NEC format is not available for calendar years prior to 2020.

1099-NEC Self-Mailer

Select this option to print 1099-NEC Self-Mailers (sealed automatically by machine). You typically use this option if you have a large number of 1099-NECs to print. You can use this option only with laser printers.

If you select this option and the Calendar Year is earlier than 2020, printing the format displays error and validation messages stating that the NEC format is not available for calendar years prior to 2020.

Copy B Options

The fields in this group box are enabled when the Print 1099s option is selected. Use these fields when you want to mask the Recipient ID when you print 1099 forms for recipients (Copy B). If you mask the Recipient ID on Copy B, the other copies you give the payee should also include the masked IDs. You should not mask the Recipient ID on any forms field with the IRS (Copy A) or with state or local governments.

Field Description
Recipient ID Masking

Select this check box when you want to mask the Recipient ID when printing. Only the last 4 digits will be displayed on the printout.

Recipient ID Masking Character

Select a character from the drop-down list which will be used to mask a portion of the Recipient ID. Choose either * (asterisk) or X.

This field is enabled when you select the Recipient ID Masking check box.

NEC Copy To Print

The options in this group box are enabled if the Calendar Year is 2021 and when you select 1099-NEC in the Print Options group box. Use these options to select the NEC copy you want to print.

Field Description
Copy A Select this option to print the IRS Service Center copy of form 1099-NEC.
Other Copies Select this option to print the receiver and payer copies of form 1099-NEC.

Magnetic Media Information

Field Description
Test

Select this option to send a test 1099.

Prior Year

Select this check box to indicate that the year in the Calendar Year field is not the current tax year for which 1099s are being created.

For example:

  • Current Calendar Year = 2018
  • Current Tax Year for creating 1099s = 2017
  • Calendar Year on screen = 2015
  • Prior Year check box is selected

The application will print/create magnetic media for 2015, and will put a P in the Prior Year Data Indicator field, to indicate that the data being reported is for a prior tax year.

Location

Enter, or click to select, the location of the file.

Override File

Click this check  box to overwrite an existing file with the same name.

File Name

Use alphanumeric characters to enter a file name in this field. The name that you specify in this field will be used to identify this batch of 1099s. The file name should be unique to prevent duplication.

Contact Name

Enter the name of the person to contact if the IRS/MCC encounters problems with your file or transmission.

Phone Number/Ext

Enter the phone number/extension of the person to contact if the IRS/MCC encounters problems with your file or transmission. Hyphens are not necessary in this field; for example, the phone number (304) 263-8700, extension 5234 would be 30426387005234.

Email Address

Enter the email address of the person to contact if the IRS/MCC encounters problems with your file or transmission.

Transmitter Info

Field Description
TIN

Enter your company's nine-digit Tax Identification Number (TIN) in this optional field. If you leave this field blank, the TIN for the Taxable Entity selected on this screen is used. The TIN was originally entered on the Set Up Company screen.

Control Code

Enter the five-character, alphanumeric transmitter control code assigned to you by the IRS. This field is required if you are creating a magnetic media file.

Name

Enter a name in this optional field. If the transmitter name and the company name are the same, you can leave this field blank. If the transmitter name is different from the company name, enter the transmitter name here.

Create 1099 Magnetic Media File

Click from the toolbar menu to create the magnetic media file.

Programming Changes to the Magnetic Media File for Costpoint Version 5.0

These changes are hard-coded and cannot be altered. The Description and Remarks section has already been programmed into the magnetic media file format. The user need not take any action.

Record Name: Transmitter "T" Record

Field Position Field Title Length Description and Remarks
376 Vendor Indicator 1 Required. Enter the appropriate code to indicate whether your software was purchased by a vendor or produced in-house.

V = Your software was purchased.

377-416 Vendor Name 40 Required. The name of the company from which you purchased your software.

Deltek, Inc.

417-456 Vendor Mailing Address 40 Required. Enter the mailing address.

2291 Wood Oak Drive

457-496 Vendor City 40 Required. Enter the city, town, or post office.

Herndon

497-498 Vendor State 2 Required. Enter the valid US Postal Service state.

VA

499-507 Vendor ZIP Code 9 Required. Enter the valid nine-digit ZIP code assigned by the U.S. Postal Service. If you know only the first five digits, left-justify the information and fill the unused positions with blanks.

201712823

508-547 Vendor Contact Name 40 Required. Enter the name of the person who can be contacted concerning software questions. Omit hyphens. If no extension is available, left-justify information and fill the unused positions with blanks.

7037348606

563-582 Vendor Contact Email Address 20 Required. Enter the email address of the person to contact concerning software questions.

JoeSmith@deltek.com

583-748 BLANK 166 Enter blanks.
749-750 BLANK 2 Enter blanks or carriage return/line feed (CR/LF) characters.