vendor/voucher 1099 maintenance - northwestern...

Vendor/Voucher 1099 Maintenance

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12/15/2010, Vendor/Voucher 1099 Maintenance, vlr

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It is recommended that maintenance of 1099 withholding class is reviewed and corrected for vendors and vouchers as a best practices business process throughout the calendar year in preparation for the 1099 distribution activities at year end. There are 6 potential steps to complete the maintenance process. Steps 2, 3, and 4 should be done as appropriate and may not be necessary every time. Once the update steps of 2, 3, and 4 are completed, execute step 5 and 6 to post the updates to transaction tables and databases.

Step 1: Run reports to review and identify any vendors or vouchers that have incorrect 1099 withholding class:

a. 1099 Withholding Voucher/Vendor Mismatch report (NUFinancials) b. SC006 1099 Verification Report (Cognos)

Step 2: Update voucher line withholding class, if necessary Step 3: Update vendor record withholding class, if necessary Step 4: Update withholding balances with a lump sum adjustment entry, if necessary Step 5: Execute run control process to update withholding transaction tables with

accounting entries Step 6: Execute run control process to update databases with changes

Each step is detailed below.

Step 1: Run reports to review and identify any vendors or vouchers that have incorrect 1099 withholding class:

a. 1099 Withholding Voucher/Vendor Mismatch report (NUFinancials) b. SC006 1099 Verification Report (Cognos)

1099 Withholding Voucher/Vendor Mismatch

Navigation: In NUFinancials, Vendors 1099/Global Withholding General Reports Wthd Voucher/Vendor Mismatch

Once you create a run control set up, you can save and reuse it with new values as needed.


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A. Set up Run Control ID criteria

1. Enter Request ID 2. Enter Run Control ID 3. Select Business Unit and Vendor SetID, as shown 4. Select run dates 5. Click Run to execute run control request 6. Option: Click Save to save run control for future reuse

B. Select output options 1. Select checkbox for Mismatch Report line 2. Select Type and Format 3. Click OK

C. Click Process Monitor link to review run status.


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D. On success, click Process Name hyperlink

E. Select APY9010-Success hyperlink

F. Click View Log/Trace

G. Select APY9010-xxxxxx.PDF(xxxxxx represents the unique process instance)


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H. Review report, specifically LineW/H column

SC006 1099 Verification Report

Navigation: In Cognos, Project Café Reports Central Accounting Services

A. Run report for specific date range and review.


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Step 2: Update voucher line withholding class Use this to update one or more voucher lines with specific withholding information for specific vendors. Navigation: Vendors 1099/Global Withholding Maintain Update Voucher Line Withholding (Alternative navigation: Accounts Payable 1099 Maintain Update Voucher Line Withholding)

A. Search for specific vendor

Important: To change a vendor’s voucher lines to withholding applicable, you must first ensure that the withholding information on the vendor record is correct before executing the Update Withholding run control process.


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B. Search for voucher lines for specific vendor

1. Select Business Unit and tax year From Date and To Date 2. Select tax year Start Date and End Date 3. Click Search

C. Search results display listing voucher lines for selected vendor in the Details area. 1. Select one of four options:

Click checkbox to Clear Updated Withholding

Click Set All Lines to No Wthd to make withholding NOT applicable for all voucher lines listed

Click Set All Lines to Wthd to make withholding applicable for all voucher lines listed

Update voucher lines individually

2. Click Save


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Confirm/Correct Vendor Withholding Information Manually

On the Withholding Invoice Line Update Page

Set All Lines to Wthd Click to set all voucher lines to withholding applicable using the withholding information specified in the Withholding Type, Jurisdiction, and Withholding Class fields.

Set All Lines to No Wthd Click to set all voucher lines to withholding NOT applicable.

Withholding Type Specify the type of withholding for all voucher lines.

Jurisdiction Specify the withholding jurisdiction for all voucher lines.

Withholding Class Specify the withholding class for all voucher lines.

Clear Updated Withholding Select to delete all the previously updated voucher lines from the staging table upon save. This does not delete the voucher lines from the transaction table. It is for cleaning up previous update requests.

Curr W/H Indicates that withholding is applicable for the voucher line currently.

W/H Change the withholding on a voucher line, Y for withholding applicable and N for no withholding.

Class Change the withhold class for a withholding applicable voucher line.

Pymnt Date Displays the voucher payment date. Vouchers must be paid before you can update voucher lines.

Voucher Displays the voucher ID.

Line No. Displays the voucher line number.

Invoice Displays the voucher invoice ID.

Status If this field is blank, the line is not selected for update.

Update Status options:

P (pending) means that an update occurs the next time you run the Update Withholding process.

U means the Update Withholding process has run and the transaction tables are updated.


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Step 3: Update vendor record withholding class Use this when you want to update all voucher lines for a specific vendor with the same withholding information. This is a two part process:

1. Update the withholding information in the vendor record 2. Execute a run control to apply updated information to all voucher lines

Navigation: Vendors Vendor Information Add/Update Vendor Find an Existing Value



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B. Review vendor record and make updates to Identifying Information and Location tabs.

C. On the Location tab, click the 1099 link


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D. Enter 1099 information for vendor

1. Enter 1099 information 2. Click OK 3. Click Save on the vendor record page to save changes

E. Once all vendor records are updated, you need to apply the updates to the voucher lines by executing the following run control process.

Navigation: Vendors 1099/Global Withholding Maintain Update Vendor Withholdings Once you create a run control set up, you can save and reuse it with new values as needed.

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1. Select Vendor SetID 2. Select Tax Reporting Year dates 3. On Vendor tab, enter Vendor ID(s) and Locations for all vendor records updated in the

previous step (click to add rows). 4. On New Withholding Details tab, enter N or Y in New withhold box 5. When all vendors are entered, click Save

Once the page is saved, the status for each vendor line will read “Pending.”


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Step 4: Update withholding balances with a lump sum adjustment entry This step allows for adding an adjustment entry to a vendor’s withholding. If there are no adjustments for the vendor and all rows on the page are unavailable for entry, insert a row

(click ). Navigation: Vendors 1099/Global Withholding Maintain Adjust Withholding


B. Enter search criteria for vendor

1. Enter Business Unit, Entity, Type, Jurisdiction, Class, tax year Start and End Dates 2. Click Search

Note: this example is looking for class 07 in this example. If the vendor uses a different class, insert that class or leave the class field blank.


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C. In the Adjustments section, make updates on the Main Information and Transaction Info

tabs. 1. On the Main Information tab, enter or confirm information on Legacy/Original line

2. On Transaction Info tab, enter Basis Amt, Payment Date and Declaration Date (dates need to be within applicable tax year)

3. Option: On the Adjustment Reason tab, enter reason for adjustment 4. Click Save


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Step 5: Execute run control process to update withholding transaction tables with

accounting entries Once updates have been made (Steps 2, 3, and/or 4), the withholding transaction tables need to be updated with accounting entries. This run control does this. Navigation: Vendors 1099/Global Withholding Maintain Post Withholdings Once you create a run control set up, you can save and reuse it with new values as needed.

A. Set up run control criteria 1. Enter Request Id, Description, Process Frequency and Post Option as shown

below; select Through Date as applicable 2. Click Run 3. Option: Click Save to save run control ID


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B. Process Scheduler request page

1. Select the Withholding Posting process line 2. Select Type as Web and Format as TXT 3. Click OK

Return to the Process Monitor to be sure the process has run to “Success” before you continue to the next step.


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Step 6: Execute run control process to update databases with changes. Once updates have been made (Steps 2 or 3), and the withholding transaction tables have been be updated with accounting entries, the database needs to be updated with changes in preparation for creation and printing of 1099 forms. This run control does this. Navigation: Vendors 1099/Global Withholding Maintain Update Withholdings Once you create a run control set up, you can save and reuse it with new values as needed.

A. Set up run control criteria 1. Enter Request Id, Description, Process Frequency and Process Option as

shown below 2. Click Run 3. Option: Click Save to save run control ID


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B. Click OK on the Process Scheduler Request

Return to the Process Monitor to be sure the process has run to “Success” before you continue to the next step.

NEED HELP? Contact the Help Desk at 847-491-HELP (4357) or email [email protected]

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