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How to Print 1099s in QuickBooks

It's that wonderful time of year again – time for 1099s.  Luckily QuickBooks offers a 1099 wizard that makes this process very easy.  However, like so many other QuickBooks features if you skip a step there's no telling what sort of results you'll end up with. 

Now that we've only got 7 days to go – tick tock, tick tock – I thought this would be the perfect time for a blog post describing how to properly print your 1099s using QuickBooks. 

Start by going to Vendors > Print 1099s/1096 to open the four-step wizard.  As tempting as it might be to skip a step, DON'T.  Every one of the steps serves a critical purpose in making sure your 1099s are prepared correctly.  If you don't see Print 1099s/1096 in your Vendor menu, go to Edit > Preferences > Tax: 1099 > Company Preferences and select Yes. 

So, here are the steps:

1. Review your 1099 Vendors

Make sure that all your 1099 vendors are marked with a "Yes" under the Eligible for 1099 column. If not, go to the vendor record and check the box next to "Vendor eligible for 1099" in the Additional Info tab.  This report also lets you know if you're missing any Tax ID's.  If you're missing one, get it from the vendor's W-9 form.  You are requiring all your vendors to complete a W-9 before you pay them, right?

2. Setup your 1099 Account Mapping

Make sure you've mapped all the accounts you use to pay your 1099 recipients here.  Map your rent expense account(s) to Box 1, your independent contractor account(s) to Box 7, and your legal fee account(s) to Box 14. You can select multiple accounts at the very top of each list, and the accounts selected don't have to be expense accounts.  For instance, subcontractors are often charged to asset accounts, like leasehold improvements.  If you pay your independent contractors for reimbursements or products, which don't have to be included on their 1099, make sure to create separate expense accounts for these payments.  It might look something like this:

Subcontractors
     Services
     Other

Don't change the thresholds, rents and nonemployee compensation should be $600 and there is no threshold for attorney's fees (meaning you report all payments). 

3. Run a Summary Report to Review your 1099 Data

Check to make sure that the amounts shown under each Box column is subject to 1099 reporting and that none of the Uncategorized income is.  If the Total column is correct but the breakdown between the columns isn't, you've got a problem with your account mapping.  Go back to Step 2.

4. Print your 1099s and 1096 Summary

If the alignment isn't accurate, select the Align button on the print screen. 

QuickBooks does not current support 1099 efile but Intuit Online Payroll does at a very reasonable price.  Even better, it allows you to pay your contractors through direct deposit.  Sound interesting?  Visit our Quickbooks Payroll page or give us a call at 800-707-0940 for more information.


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This article is provided for informational purposes and is not intended to be construed as legal, accounting, or other professional advice. For further information, please consult appropriate professional advice from your attorney and certified public accountant.

Ruth Perryman - QuickBooks Specialist Written by +Ruth Perryman

Ruth is the an Intuit Premier Reseller that offers great deals on QuickBooks POS and QuickBooks Enterprise. She has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

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39 Responses to How to Print 1099s in QuickBooks

  • Joelie Buchan says:

    I’m trying to print 1099 forms and am having difficulties. When I print out a form for a consultant, their name appears on the top of the form but a different consultant’s name appears on the bottom. Shouldn’t the same name appear on both the top and bottom of the form?

    • Hi Joelie,

      You print two different 1099′s per sheet of paper. You should print them in batches – all your Copy A’s, then all your Copy 1′s, then all your Copy B’s, etc.

      Ruth

  • Angel says:

    A 1099 did not print and the vendor is calling needing a copy. It shows on my report, how do I reprint the 1099?

    • Hi Angel,

      First, did you pay the vendor at least $600 for services? If not, they don’t get a 1099.

      Second, did you pay them with a credit card or through a 3rd party payment network like PayPal? If so, they don’t get a 1099.

      If none of these apply, go to Vendors > Print/E-file 1099s > 1099 Wizard, and select just the vendor you want to print. You should also make sure your 1096 includes the vendor.

      Ruth

  • Bev says:

    I have QB Premier Edition 2013, I have printed 1099 forms for many years with the older versions of QB Pro. For some reason this version is not picking up the Rent account for the 1099′s in 2012 (if I look at the 1099 summary report for previous years it does include the Rent category). I have the vendor marked as a 1099 vendor and I have the account mapped to Box 1: Rent. I am going crazy trying to figure out what I am doing wrong! Any ideas?

    • Hi Bev,

      How do you pay your rent? If it was through a 3rd party payment processor (ie., credit card, debit card, PayPal, etc.) you aren’t supposed to include it on your 1099. Instead, they’ll receive a 1099-K from the payment processor.

      You can review your list of excluded payments in the 1099 Wizard:

      quickbooks enterprise

      Ruth

  • Gavin says:

    This is a little late but would you happen to know if 2008 Nonprofit Edition can still prepare 2012 1099′s? It was working perfectly last year but this year the 1099 summary report is categorizing everything as Uncategorized and did not include all vendors (These are the same vendors as last year, coded to the same accounts, and the setup was not changed). Is it time to upgrade to 2013? Thank you,

    • Hi Gavin,

      If you have amounts in the Uncategorized column, it means you haven’t mapped those accounts to your 1099s. If it doesn’t include all your 1099 vendors, it means you either haven’t checked them as 1099 eligible or you didn’t pay them at least $600 last year.

      You can do both using the 1099 Wizard in Vendors > Print/E-File 1099s.

      Ruth

  • Jackie says:

    Hi,
    I’ve never done 1099′s before and just got appointed the task due to personnel changes. Im not clear on a few things.
    Mapping. If i haven’t mapped is this 100% necessary? Im not sure how to do it.
    Rent expense. Company pays rent to a realty company. Do i need to 1099?
    Time: Do i have enough time starting on Monday to do all i need to do in time for the deadline? Which is what again? AHH!!!

    • Hi Jackie,

      First, you should familiarize yourself with the 1099-MISC requirements. The IRS instructions are here:
      http://www.irs.gov/pub/irs-pdf/i1099msc.pdf

      Second, you definitely need to map your accounts because only certain payments should be included on the 1099 (see the Specific Instructions on page 1 of the instructions for more info)

      1099-MISC Deadline (1099-MISC Due Dates) for 2012 / 2013
      Send Copy B and Copy 2 of the 1099-MISC form to the recipient by January 31, 2013. The due date is extended to February 15, 2013, if you are reporting payments in boxes 8 or 14.

      File Copy A of the 1099-MISC form with the IRS by February 28, 2013.

      If you file electronically, the due date is April 1, 2013. To file electronically, you must have software that generates a file according to the specifications in Pub. 1220. Our W2 Mate software can be used to generate the electronic filing submissions you need. Penalty: If you are required to file electronically but fail to do so, and you do not have an approved waiver, you may be subject to a penalty of $50 per return for failure to file electronically unless you establish reasonable cause.

      2012 / 2013 1099 Deadline Penalty – 1099-MISC Deadline Penalty

      If you fail to file a correct 1099 information return by the due date and you cannot show reasonable cause, you may be subject to a penalty. The penalty applies if you fail to file timely, you fail to include all information required to be shown on a 1099 return, or you include incorrect information on a return. The 1099 penalty also applies if you file on paper when you were required to file 1099s electronically, you report an incorrect TIN (Tax Identification Number) or fail to report a TIN, or you fail to file paper 1099 forms that are machine readable. The amount of the 1099 deadline penalty is based on when you file the correct information return. The penalty is:

      $15 per information return if you correctly file within 30 days (by March 30 if the due date is February 28); maximum penalty $75,000 per year ($25,000 for small businesses).

      $30 per information return if you correctly file more than 30 days after the due date but by August 1; maximum penalty $150,000 per year ($50,000 for small businesses).

      $50 per information return if you file after August 1 or you do not file required information returns; maximum penalty $250,000 per year ($100,000 for small businesses).

      Ruth

  • Marie says:

    The correct amounts show in the 1099 Detail but when I try to print the summary only some of the vendors show a 0 amount. Do you know what I need to adjust?

    • Hi Marie,

      You’re only required to send a 1099 if you paid $600 or more. If you paid less than $600, they’ll show up on the summary report with zeros.

      Ruth