NOTE: 1099 reporting has been updated to comply with changes set forth by the IRS tax forms for tax year 2023
IRS Info: https://www.irs.gov/instructions
If you have any questions, please contact firstname.lastname@example.org
Below are instructions on printing the 1099 forms for your contract employees & the 1096 summary report that will be sent to the IRS.
NOTE: 1099/1096 dollar amounts reported are based strictly on vendor payments & charges.
You need to ensure that the following information is entered regarding your company: 'company name', 'address', 'EIN number, 'state EIN number' (if appropriate).
Company information is set up via:
Menu > Admin/manager > System setup > Account information > Account setup.
If you use GL companies, you will set up this information for each GL company from: Menu > Admin/manager > System setup > GL settings > GL companies. If you are not using GL companies, then you only need to populate the company address information in the section above.
NOTE: You must enter a 'company name', 'address', and 'EIN number'(s) for each GL company you have created.
Vendor information is set up via the vendors company record by going to Menu > Purchasing > Vendors. Then create or find an existing vendor in the system.
Ensure the following fields are entered in the record:
Vendor details > Company info
- Company name
Purchasing defaults > Payment options
- DBA (if appropriate)
- 1099 Form (i.e. NEC, INT,MISC)
- BOX (i.e. 01)
- EIN Number
Entering data for the previous/starting year
When you Go live for accounting in Workamajig, your balances are already set, but you may not have all the transactions needed to print an accurate total for your 1099 in Workamajig for the first year. So here is what you can do:
- Create one payment per vendor for the total amount that is not already entered in Workamajig.
- Apply it to an expense account of your choosing.
- Click Opening transaction.
- Click Post.
- Repeat steps 1-4 for all vendors.
- Print the 1099.
This way you can print the amount total for the 1099 report form, yet since Opening transaction is checked, it will not affect your GL.
Workamajig bases 1099/1096 reporting on vendor payments only. It does not look at vendor invoices or expense reports. If the vendor has a designated 1099 form and box selected, all payments will be considered for 1099/1096 reporting.
If an amount is included on the payment that should have been excluded from 1099 reporting, simply open the individual payments. On the payment line is a box for you to enter the 'excluded from 1099' amount. This field can be edited even though the payment has been posted and cleared.
If payment hasn't been created yet, this information can be entered at the time of creating the payment. See how to set this up on the Select invoices to be paid page
NOTE: The amount reported for 1099's is based on payments. Credit card charges made to the vendor will only be included if selected to 'include credit card charges' checkbox is selected. By default, credit card charges made to the vendor will be excluded.
The following is an example of where the exclude option is in Credit card charges (after the charge has been created).
Exclude from 1099 via Vendor invoice
The Select invoices to pay screen allows you to enter the amount to 'exclude from 1099' while paying the invoice. To see this information directly on screen, the 'exclude from 1099' field needs to be added to the layout.
Customizing fields to the layout
While in the Select invoices to pay screen, click on …MORE > System settings > Edit columns and check the box next to 'exclude from 1099' field which will add it to the columns. Adjust the display order as needed. Click DONE and SAVE.
Printing the 1099/1096 forms
To print the appropriate form, go to Menu > Everyone > Reports > AP reports > 1099 (Misc/Int/NEC) form.
1. Run the report form
Choose 1099 Misc, 1099 Int, 1099 NEC, 1096 Misc, or 1096 Int from the drop-down.
Select the appropriate options:
Date range: vendor payment dates to be included in the report
Min. amount: enter min. value for total payments made to the client to be included in the report
Include credit card payments: check to include credit card charges used to pay vendor invoices
Exclude CSI/vCard payments: check to exclude any payments made using CSI/vCard
Exclude ACH payment: check to exclude any payments made using the ACH payment function
NOTE: for the 1096 report, you must fill in the field 'contact person' before printing. This person is generally the person responsible for your 1099 reporting to the government.
2. Generate the PDF
Click Generate > PDF from the Run report screen.
This will create a formatted file that will be used to send to your printer.
- The forms you can purchase are listed in the next section.
NOTE: The Print & Download buttons appear in different areas based on the browser.
3. Print/send the PDF to your printer
Ensure the following settings are set on your printer. Otherwise, the form will not print correctly:
- Page scaling = None.
- Uncheck Auto-rotate and center.
- Uncheck Fit to page.
- For Acrobat Reader X: set Size Options = Actual Size and Rotate = Portrait.
- There have been some reports that the above instructions still do not print correctly. In this case, it is usually due to you viewing the PDF in a browser window, which may affect how it prints. Please save the file to your desktop, then open the file in Acrobat Reader. This should resolve the sizing issue.
- If the total number is in the incorrect place, this is usually caused by the vendor record not having a 1099 box selected.
Where to get the printing forms
You can get the appropriate tax forms from www.staples.com.
This method will generate a file to upload to the IRS eFile system. Before using this method, you must set up an account with the IRS.
Workamajig does not control this method. All requirements needed to eFile should be set up and confirmed with the IRS.
NOTE: Electronic filing of 1099 forms with the IRS negates the need for 1096 report.
1. Run the report form
Choose 1099 Misc, 1099 Int from the drop-down.
2. Generate the TEXT file
Click Generate > TEXT from the Run report screen.
3. Enter the appropriate information in the fields provided
- Transmitter control code: enter the Identifier code provided by the IRS
- Contact name: Enter the full name of the person that will be the point of contact for your agency
- Contact telephone number: Enter the area code + phone number for the point of contact for your agency
Contact email address: enter the email address for the point of contact for your agency
- Combined federal/state filer: check if appropriate for your agency
- Prior reporting year: check if appropriate for the current filing
- Test file: check if sending a test filing to the IRS test server
4. Click Generate text file
This will create a plain text file that you will save to your computer. You then upload this file on the IRS eFile website.
NOTE: An error report will be presented if any errors are found. These will need to be corrected before you can eFile. You can view the file/report after pressing Text for a more detailed analysis of this file for errors. However, if prompted to save/overwrite the file after viewing it, click NO.