PRINT/CREATE 1099s AND MAGNETIC MEDIA
Use this screen to print 1099s or to create a magnetic media file of 1099 information. You must run these two processes separately.
Print 1099s and create the magnetic media file after you review all 1099 information using the Edit 1099 Information screen and the 1099 Edit Report.
Before printing the file, ensure that all vendor addresses are correct by checking the address codes on the Edit 1099 Information screen against the vendor address information on the Manage Vendors screen. (You can do this by printing the Vendor Information report.)
To ensure that your 1099 information is correct, print 1099s on blank paper before creating an electronic file (magnetic media). This enables you to check the final form of all 1099 information and correct any errors before printing actual 1099s or creating the magnetic media file. You cannot correct any errors after you create a magnetic media file; you must recreate the file.
See 1099s Overview for background information about creating and printing 1099s. See 1099 Income Calculation Examples for illustrations of how Costpoint calculates 1099s. See 1099 FAQs for more information.
Location
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 are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
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 in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in 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 in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Generate
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:
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Print Test 1099
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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
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.
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:
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All — Select this option to include all available pay vendors. The Start and End fields are disabled for this option.
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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.
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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.
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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.
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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.
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.
Options
Print Format
1099-MISC Standard
Select this option to print standard 1099-MISC forms. Two forms print per page. You can use this option with either impact or laser printers. This option is selected by default.
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.
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 filed with the IRS (Copy A) or with state or local governments.
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 that you will use to mask a portion of the Recipient ID. Choose either an * (asterisk) or X.
This field is enabled when you select the Recipient ID Masking check box.
Magnetic Media Information
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 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
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
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Field Position
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Field Title
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Length
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Description and Remarks
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376
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Vendor Indicator
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1
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Required. Enter the appropriate code to indicate whether your software was purchased by a vendor or produced in-house.
V = Your software was purchased.
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377-416
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Vendor Name
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40
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Required. The name of the company from which you purchased your software.
Deltek, Inc.
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417-456
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Vendor Mailing Address
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40
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Required. Enter the mailing address.
13880 Dulles Corner Lane
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457-496
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Vendor City
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40
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Required. Enter the city, town, or post office.
Herndon
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497-498
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Vendor State
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2
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Required. Enter the valid US Postal Service state.
VA
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499-507
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Vendor ZIP Code
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9
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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.
201714600
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508-547
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Vendor Contact Name
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40
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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
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563-582
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Vendor Contact Email Address
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20
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Required. Enter the email address of the person to contact concerning software questions.
JoeSmith@deltek.com
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583-748
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BLANK
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166
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Enter blanks
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749-750
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BLANK
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2
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Enter blanks or carriage return/line feed (CR/LF) characters.
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