Issuing Corrected/New 1099 3.0

Supplemental Job Aid

Date: 05/23/2018

Revision History

Date / Version / Location / Update Description
05/23/2018 / 3.0 / Entire Document / Added more details to make manual adjustments
09/20/2016 / 2.0 / Entire Document / Transferred to new template, 9.2 updated screenshots, and changed ‘vendor’ to ‘supplier’.

Target Audience:Department AP Supplier Processor

Purpose: This Supplemental Job Aid provides the instructions for making adjustments to 1099 amounts in FI$Cal, then notify Vendor Management Group (VMG) to ensure the accuracy of the file submitted to IRS/FTB and the printed 1099(s) to the suppliers.The adjustments can be either correcting previously reported amounts or adding new amounts to be reported.

Corrections to 1099 data in FI$Cal:

Step 1: Navigation: Main MenuSuppliers  1099/Global Withholding  Maintain Adjust Withholding

Step 2: The Withhold Adjustments search page displays. Populate the following fields:

Supplier SetID: defaults to “STATE”
SupplierID: <ID corresponding to Supplier that needs Withholding Adjustments>

Click theSearchbutton.

Step 3: After selecting the appropriate supplier from the search results, the Withholding Adjustment page displays.

Populatethe following valid parameters:

On the “Search Criteria” section

  • Enter the appropriate BusinessUnit: Department’s corresponding Business Unit. This is a required field.
  • Select the Start Date and End Date: to display the 1099 reportable data for a specific date range. This field can be left as blank to see the 1099 data for all years.
  • Click the Search button.

On the Adjustments section:

  • If there is 1099 data reported on a supplier ID, below is expect result:

  • If there are more than 2 transactions, click “View All” to see all 1099 transactions
  • You can view, or make manual adjustments by navigating through each tab (Main Information, Transaction Info, Payment Information, and Ajustment Reason), or clicking the icon to show all columns / tabs.
  • If there is no 1099 reportable data on the supplier ID, below is expect result

  • There is no transaction displayed on the Adjustments section
  • View All is disable, but the icon to display all columns can still be used

Step 4: On the Withholding Adjustments page

For scenario in Step 3 if there is existing 1099 reportable data,

  • Navigating to each tab, click on the plus icon on the last transaction line you reviewed to create a new blank transaction line for manual adjustments

  • Clicking the icon to show all columns, then scroll the page to right side. Click the plus icon to create a new blank transaction line for manual adjustments.

For scenario in Step 3 if there is no reportable data displayed on the Adjustments section, it is not necessary to click the plus icon, unless there are multiple rows of data to enter. Select or enter the following information in the Adjustments Section to manually add the 1099 reportable anount:

Navigating through each tab under the Adjustments section

  • Main Information Tab:
  • Business Unit: <Department’s corresponding Business Unit>
  • Entity: “IRS”
  • Type: <1099 type [1099 (1099 Miscellaneous), 1099I (Interest), or 1099G (Government)]>
  • Jurisdiction: “FED”
  • Class: <The corresponding box number on the 1099 form>
  • For manual adjustment, please do not override the class on the original existing entry.
  • Add a reversal entry to zero out the existing 1099 reportable amount with the incorrect class. Then, add a new transaction line to enter the 1099 reportable amount with the correct class.
  • Please refer to the below examples regarding the Basis Amt for adding a reversal entry, and a new entry.
  • Rule: “RUL00”
  • Transaction Info Tab:
  • Basis Amt: <Withholding Amount>
  • Enter the withholding amount that needs to be reportable.
  • Please do not override or adjust the original existing entries.
  • Enter additional amount that needs to be reportable. For example, a supplier has a total 1099 reportable amount of $1000.00. However, it should have been $1800.00. Enter the additional amount of 800.00.
  • Enter reversal entry to reduce or zero out the existing 1099 reportable amount. For example, a supplier has a total 1099 reportable amount of $1800.00. However, it should have been $1000.00. Enter -800.00.
  • Liability Amt & Paid Amount:“0.00”
  • Payment Date & Declaration Date: <Date should be any date in the current withholding year>. The withholding year is the calendar tax year for 1099 reporting starting from January 1st to December 31st.
  • Payment Information Tab:
  • Currency: “USD” (only currency used in FI$Cal). When making manual adjustments, the currency field will be greyed out. This field is not required to be edited.
  • Posted Date:The Posted Date should be the date that the withholding transaction data gets written to the withholding table>. When making manual adjustments, the posted date will be automatically set as the date when 1099 data is manually entered.
  • Adjustment Reason Tab:
  • Creation Date: same date as the Posted Date. When making manual adjustments, the creation date will be automatically set as the same date as Posted Date.
  • Description: <Any valid value related to the withholding entry>

Click Save

Using the icon to show all columns / tabs

All fields will be displayed at once. Using the scroll bar to see all 1099 information of each transaction line. Enter all required fields that are mentioned above, then Save.

Step 5: After all adjustments are made, contact the FI$Cal Service Center and create a ticket to have the correct/new 1099 issued to the supplier.The ticket will be assigned to Vendor Mangement Group (VMG).

You have successfully completed adjustments to 1099 amount in FI$Cal.

FI$Cal.238–Issuing Corrected/New 1099 3.0
Updated05/23/2018Page 1 of 10