WinTen - Tenmast Software
Contents
1. If you are performing magnetic media submission click Yes The Report Options dialog box opens If you are performing electronic submission click No and ignore the rest of this page s instructions Select the Printer radio button Make sure the cor rect printer for the report is selected and that you have removed the 1099 forms from that printer and loaded regular paper Then click OK to print your Form 4804 4802 Letter 8 x 11 in Upper Tray NOTE Be certain to sign your Form 4804 4802 TTE Completed before mailing it Once the printing process is complete a dialog box opens that tells you that the file creation process is complete Click OK to close this dialog box and return to the Create Forms Files screen At this point you have performed all of the func tions for which you will need the WinTen IRS 1099 Magnetic Media program Exit the Create Forms Files screen exit the program and remove the submission diskette from the drive WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Create Disk for IRS Page 10 2 MAIL THE DISKETTE STEP SIX Label the diskette with your agency s name and Transmitter Control Code TCC For details on the proper layout of this label see the documentation that you received with your TCC assignment Mail the diskette and your signed Form 4804 4802 to IRS Martinsburg Computing Center Information Reporting Program 230 Murall Drive Kearneysville WV 22. NOTE If the file contains more than one type of 1099 you will see these two dialog boxes once for each type of 1099 in the file A dialog box opens that tells you that your magnetic media data file has been created Click OK to close this dialog box Create Forms Files Transmitter Settings Test File Transmitter ITENMAST CITY HOUSING AUTHORITY Transmitter Name Cont Address 132 VENTURE COURT SUITE 1 City State ZIP LEXINGTON KY 40511 Contact Phone EIN Phone Ext TECH Name Control Tax Year State ID Foreign Entity State Federal Combined Transfer 7 Office Code al Last Filing Prior Y ear Filing Submission File Type File Name Original C Corrected C Replacement Hence ORE 1 X Cancel VIEW TOTALS There were 19 1099 MISC records submitted for TENMAST CITY HOUSING AUTHORITY Would you like to see the Amount Totals for these Records TOTALS 3 29999 44 TOTALAMDUNT TOTAL AMOUNT TOTAL AMOUNT TOTAL AMOUNT TOTAL AMOUNT TOTAL AMOUNT 0 00 0 00 0 00 0 00 0 00 61274 00 0 00 0 00 0 00 0 00 0 00 TOTAL AMOUNT TOTAL AMOUNT TOTAL AMOUNT TOTAL AMOUNT 1 2 4 3 4 4 4 5 qun TOTAL AMOUNT 7 8 9 A B TOTAL AMOUNT C COMPLETED YOUR IRSTAX FILE HAS BEEN CREATED THERE WAS 14 RECORD SER SUBMITTED YOU STARTED THIS PROCESS AT 15 41 25 IT 15 NOW 15 41 55
3. State ID Hegag17 state Federal Combined f Last Filing 7 Mame Control TEMM Foreign Entity 7 Transfer Agent 7 Payers Setup WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Setup Page 3 4 Payers Setup Tab Data Fields Transmitter Name These two fields are the payer s name as it should appear on tax documents Address This is the payer s street address City State ZIP This is the payer s city state and zip code EIN This is the payers EIN Employer Identification Number as assigned by the IRS State ID This is the state ID number issued to the payer for inclusion on 1099s if one has been issued Name Control Thisisthe payer s Payer Name Control as assigned by the IRS Phone This is the payer s phone number Phone Ext This is the extension for the individual who is the payer s primary point of contact for tax related issues State Federal Combined If the payer is filing combined state and federal sub missions check this box Office Code If the IRS has assigned the payer an office code a code indicating which IRS office must process the payer s submissions enter that code here Other Wise leave this field blank Last Filing If this is the payer s last year for filing 1099s check this box Transfer Agent If the payer uses a transfer agent an outside entity who is authorized to process the payer s 1099s for it check this box Hint Transfer Agents If the
4. WinTen IRS 1099 Magnetic Media 12 11 2002 Edition Generate Magnetic Media File Page 9 2 CREATE DISK FOR IRS STEP FIVE C Once the magnetic media data file has been cre ated you need to copy the file to a diskette that you will send to the IRS Stay on the Create Forms Files screen or return to it if you exited to the Main Menu Insert a blank diskette into your diskette drive Click Choose Directory the Create File for IRS button The Choose Direc tory dialog box opens Use the Drives drop down selection box to select your diskette drive A on most Windows computers if you re using a 3 5 floppy diskette Click the OK button A dialog box opens to remind you to load your dis LOAD DISKI kette if you have not already done so Click OK to continue WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Create Disk for IRS Page 10 1 dialog box opens that asks you to select your 4804 TYPE method of file submission electronic modem or magnetic mailed diskette We recommend that you perform magnetic submission If you prefer electronic submission obtain a copy of IRS Publi cation 1220 and follow the instructions on pages 77 83 of that document Click the Magnetic Mail button The program copies your magnetic media data file to the dis kette When the file copying process is complete a dialog Print 4804 box appears that asks if you want to print your 4804 4802 Transmitter Form
5. STEP ONE Once you have ensured that the program is set up correctly you need to add records for any payees to which your agency sent income that A require a 1099 and B were never entered in the Accounts Payable or Section 8 Tenant and Landlord pro grams To do this click the Review button or press V on the Main Menu NOTE If you have no additional 1099s to enter you may skip this step Main Menu Hint Why would need to add an additional 1099 The most common such situation is one where your agency sent a vendor a handwritten check and no one ever got around to entering that vendor s information in the appropri ate program It s still taxable income for the recipient but it s not in your database yet TENMAST IRS 1899 MAGNETIC MEDIA Review Add 1099 s 1 SOFTWARE 29 Edi Reports B Combine 5 m Bepons 9 elup Setup Exit 53 Index gt jun Review Comb List 3 IRS MAG Media Rots 14 Generate Media Disk E Index Database WinTen IRS 1099 Magnetic Media 12 11 2002 Edition Review Add Additional 1099s Page 4 1 ADD EDIT ADDITIONAL 109 SCREEN The Add Edit Additional 1099s screen contains the detailed information for one additional 1099 This screen contains the data fields that appear on the 1099 form that applies to the specified payee Add Edit Additional 1099 s Screen File Edit Tools D nr 4 0 Pri
6. TIN Not 13 Gldn Parachute Pmnt 14 Proceeds aa 16 State Inc Tax With 17 Payer s State Num 71 po 18 51866 Income WinTen IRS 1099 Magnetic Media 12 11 2002 Edition Review Add Additional 1099s Page 4 Changing the Payer of a 1099 If you need to change the recorded payer of an additional 1099 click the Reset Payer icon The Single 1099 dialog box opens Select the payer responsible for this 1099 and click Single 1099 x OK Payer ID Number TENMAST CITY HOUSING AUTHORITY 8 Purging the Additional 1099 Database If you need to delete all additional 1099 records at once click the Purge Records icon The program asks you to confirm your intention to delete these records If you click Yes the program deletes all additional 1099 records Hint Why would want to purge the database The most common use of this function is to wipe out addi tional 1099 records from a previous tax year as you prepare to process 1099s for the current tax year WinTen IRS 1099 Magnetic Media 12 11 2002 Edition Review Add Additional 1099s Page 4 5 WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Review Add Additional 1099s Page 4 6 COMBINE 1099 RECORDS STEP TWO After you have entered all additional 1099s see the previous chapter the nex
7. overwrite any changes you make during Step Three WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Review Combined 1099 List 6 5 WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Review Combined 1099 List Page 6 6 REPORIS STEP FOUR Now that the program has validated all your data you need to print your Pre 1099 report so you can make a final audit of your 1099 data Click the Reports button or press lt R gt at the Main Menu This opens the Reports dialog box ESB Menu El H 1 T e TENMAST SOFTWARE RSI099MAGNETICMEDIA Review Review Add 10992511 Combine Combine SS PBL 2 X Edi Review Comb List 3 Beond IRS MAG Media Rpts 4 Generate Media Disk 5 Index Index Database 4 Setup Setup Exit WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Reports Page 7 1 Reports Dialog Box This dialog box allows you to print three reports and one official IRS form SELECT REPORT TO RUN 4804 Transmittal Form Vendor Combined List Landlord Combined List x Cancel To produce a report click the button that corre sponds to that report The Report Options dialog box opens Select the correct destination for the report window if you are previewing the report printer if you are printing it and click OK zx Printer Destination Window Printer Default Printe
8. payer uses a transfer agent an outside entity who is authorized to process the payer s 1099s for it enter the transfer agent s name in the second Transmitter Name field Hint Last Filing You should only check this box if the payer is shutting down merging with another agency or otherwise undergo ing a change of status that would result in a new EIN or TCC being issued by the IRS WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Setup Page 3 5 The Color tab allows you to set the colors used in IRS 1099 Magnetic Media s screens The Fore ground set of radio buttons sets text color while the Background set of radio buttons sets the color of the background The Bright check box sets the high intensity version of that color Select the color scheme you want then click the Save icon to save your selections Transmitter Settings 4 Payers Setup WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Setup Page 3 6 Dir ectory Search Tab The Dir ectory Search tab controls the data areas from which the IRS 1099 Magnetic Media program draws payee data This tab is laid out like a spread sheet with each row corresponding to a separate Tenmast data area Each Tenmast data area needs to be entered on a separate line on this tab In the Directory Name field enter the full path to the data area Check the PBL and or Landlord boxes for that data area depending on whether the data area conta
9. 132 Venture Court Suite 1 a m a St Lexington KY 40511 6 f t http www tenmast com 0 Ware Support 877 359 5492 Because Software Should Be Simple support tenmast com Marketing 877 836 6278 info tenmast com Fax 859 367 7480 IRS 1099 Macnetic MEDIA User Manuat Version 12 17 2002 Fon Program Version 12 17 2002 AND LATER 2002 Tenmast SOFTWARE This page intentionally left blank INTRODUCTION The WinTen IRS 1099 Magnetic Media program is a data management program designed for use on computers running the Windows 95 98 ME NT or 2000 operating system The interface is designed for use in a Windows environment and includes point and click mouse actions pull down menus and Windows based help functions This manual contains all of the information you need to use the WinTen IRS 1099 Magnetic Mediaprogram here after referred to as IRS 1099 Version Information This manual is written for the 12 17 2002 release of IRS 1099 Magnetic Media It does not apply to pre vious versions of the program including MS DOS based ones and some sections may be inaccurate with regards to later versions Whenever Tenmast issues an update to this pro gram we will notify your agency through email If you have a current Update amp Support Agreement for this program you may download and install the update through the Tenmast Update Manager program During the download and installation proces
10. 5430 We recommend that you use a cardboard diskette mailing envelope available at most office supply stores to minimize the danger of damage to your diskette Hint TCC Diskette Label Format If you don t have your TCC documentation any longer you can get the diskette label format specifications from our Web site at http www tenmast com clients reading year end WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Mail Diskette Page II I
11. IRS 1099 Magnetic Media 12 17 2002 Edition Review Combined 1099 List Page 6 3 Changing Printed Status At the top left corner of the Add Edit Combined 1099s screen is a check box labeled Printed If this box is checked the program has already printed the current 1099 When you print a batch of 1099s the program prints only those 1099s that are not marked as printed If you print a batch of 1099s and need to re print some of them you must first mark the records in question as not printed There are three ways to unmark the printed status of one or more 1099s Printed Status Icon Click this icon to reset the current 1099 s printed ES status Printed Status for Type Icon Click this icon to reset the printed status for all 1099s for a specific type The Form dialog box opens Click the button that corresponds to the type of 1099 that you want to reset Printed Status for Payer Icon Click this icon to reset the printed status of all pE 1099s for a specific payer The Single 1099 dialog box opens Select the payer whose 1099s you want to reset and click OK Changing Submitted Status At the top left corner of the Add Edit Combined 1099s screen is a check box labeled Submitted If this box is checked the program has already placed the current 1099 in a file for submission to the IRS When you generate a magnetic media file for submission the program includes only those 1099s that are not marked as s
12. RVIEW The WinTen IRS 1099 Magnetic Media program is designed to assist you in collecting and processing the data for your agency s Form 1099s The pro gram supports Form 1099 MISC Form 1098 and Form 1099 INT Unlike most WinTen manuals this manual is arranged as a step by step set of instructions on the 1099 submission process Tenmast realizes that you submit 1099s only once a year and this manual is intended to be the primary resource you should need for performing this task This edition of the manual is for the 2002 tax year If you are not processing 1099s for the 2002 tax year i e it is January 2003 discard this manual and obtain a copy of the current version from Tenmast 1099 Processing Overview The sequence of tasks in processing your agency s 1099 forms has four phases Phase One Obtain your agency s Transmitter Control Code from the IRS If you have a Transmitter Control Code from the 2001 tax year use that one If you do not file 1099s electronically you do not need this Phase Two Obtain blank 1099 forms of the correct type and for the correct printer laser or dot matrix If you need to order blank 1099 forms contact Ten mast s Accounting Department at 877 359 5492 or accounting tenmast com Phase Three Perform your year end closing procedures in your Tenmast Accounts Payable and Section 8 Tenant and Landlord programs See these programs man uals for detailed instructions on these procedu
13. The Transmitter Settings tab contains your agen cy s identifying data Use the standard WinTen icons to edit this data and save or cancel your changes Transmitter Settings Transmitter Mame Transmitter Dont Address Ciy State ZIP Contact AMES MAUCH Phone amp 854 455 8061 EIN Phone Ext TEC Mame Control Year State ID t 1569817 Foreign Entity 7 State Federal Combined Transfer Agent 7 Office Cade Last Filing 7 y Transmitter Settings Payers Setup Color Dir Search Setup Transmitter Settings Tab Data Fields Transmitter Name These two fields are your agency s name as it should appear on tax documents Address Hint Transfer Agents If your agency uses a transfer agent an outside entity who is authorized to process your 1099s for you enter the transfer agent s name in the second Transmitter Name This is your agency s street address field City State ZIP This is your agency s city state and zip code WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Setup Page 3 2 Contact This is the name of your agency s primary point of contact for tax related issues EIN This is your agency s EIN Employer Identification Number as assigned by the IRS TCC This is your agency s TCC Transmitter Control Code number as assigned by the IRS Tax Year This is the tax year for
14. dlords You should also keep paper copies of these forms for your agency s own records Magnetic Media Submission Requirements Before you can submit magnetic media to the IRS you must apply for a Transmitter Control Code TCC You can obtain this by submitting a Form 4419 to the IRS The Form 4419 is found in IRS Publication 1220 This document is available in PDF format on our Web site at http www tenmast com clients reading year end If you have already submitted Form 4419 in a previ ous year you do not have to apply for a new TCC Your previously issued TCC carries over for the 2002 tax year You must enter your agency s control code in the IRS 1099 Magnetic Media program s Setup screen before you can create your submission diskette For more information on how to do this see the Setup chapter of this manual corporations charitable religious groups WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Program Basics Page 2 2 MAIN MENU The Main Menu is the starting point for using each function of the IRS 1099 Magnetic Media program This manual details each of these functions in its respective chapter Main Menu 8109 MEDIA S Review Review Add 10995 1 edt Review Comb List 3 Reports IRS MAG Media Rpts 4 Mag Generate Media Disk 5 Index Index Database A Setup Setup cra WinTen IRS 1099 Magnetic Media 12 17 2002 Ed
15. er 1099s It is not the MMR Mag netic Media Reporting packet which contains instructions for both paper and electronic submission WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Setup Page 3 3 Payers Setup Tab When you submit 1099s you must do so for each payer in IRS terms each entity that pays income to US citizens In the case of most agen cies your agency is the only payer whose 1099s you need to process and you can disregard this tab s existence However some agencies handle 1099 processing for multiple housing authorities If this is the case you need a separate payer record for each agency whose 1099s you are processing The top area of this tab contains a table of each payer record in the program s database along with that payers TIN The bottom area of the tab contains the detailed information on the currently selected payer Use the standard WinTen icons to add or delete payer records edit existing payer records and save or cancel your changes NOTE You cannot edit the payer record that is for your own agency You must edit this data on the Transmitter Settings tab Sort Order Payers Setup f Mame Order TIME Order TENMAST CITY HOUSING AUTHORITY Payer TENMAST CITY HOUSING AUTHORITY Address T32 VENTURE COURT SUITE 1 City State ZIP LEXINGTON Kv 40511 Office Cade EIN amp 59 9999999 Phone 959 455 9061 Phone Ext D
16. hat s already in the program click the Search icon The Search for an Item sub screen opens Search for an Item Search Recepient Name Recepient ID Payer Name Search For Sd Recipient Recipient ID 1 Payer Name A ASHBLU T THOMAS 493 571 1035 ITEMMAST CITY HOUSING AUTHORITY n ASHMORE GERALD e 05158511 ITENMAST CITY HOUSING AUTHORITY GOLD UU 51 534685 CITY HOUSING AUTHORITY Select the additional 1099 whose record you want to review or edit and click OK The Add Edit Additional 1099s screen opens on TAE Additional 1099 s Screen File Edi Tools that record Use the standard WinTen icons to edit mM 6 the data and save or cancel your changes reed 5 PAYER S Name Addr City ST ZIP and Phone tt 1 Rents Form VUE 2 Rioyaltie 4 3 0 4Fedincome tax withheld sog soog 5 Fed ID Number Recipient s ID Number 5 Fishing boat proc 6 Med health care 1 m Recipient s First Name Last Name 7NonEmp comp 8 Subst Pay in Lieu of div Gera 2 588 m Recipient s Address 9 Payer made direct sales 10 Crop Insur proceeds of 5000 ormore gt gt eo 2 70 Recipient Account Number Optional 208
17. ient Name Recipient ID ASHBUY THOMAS 483511035 TENMAST CITY HOUSING AUTHORITY ASHMORE GERALD 40556511 TENMAST CITY HOUSING AUTHORITY BLUEGRASS LIGHTING 878324445 TENMAST CITY HOUSING AUTHORITY CHARSKI JULIANA G j834883282 TENMAST CITY HOUSING AUTHORITY CURRID BRETTA 883288432 TENMAST CITY HOUSING AUTHORITY EXCIMER ANDREW B B4 06 1673 TENMAST CITY HOUSING AUTHORITY 8 TENMAST CITY HOUSING AUTHORITY GOLD JULIA BABE TENMAST CITY HOUSING AUTHORITY HOLZSCHLAG AANDY 564451331 TENMAST CITY HOUSING AUTHORITY INDUSTRIAL IGHT AND MAGIC 324574620 TENMAST CITY HOUSING AUTHORITY LEXINGTON PLUMBING SUPPLY 874324677 TENMAST CITY HOUSING AUTHORITY LOWE S 8A FFT TENMAST CITY HOUSING AUTHORITY DFFICE DEPOT MT TENMAST CITY HOUSING AUTHORITY STAR FORD BEBI TENMAST CITY HOUSING AUTHORITY STEIN PETER 4 6616 TENMAST CITY HOUSING AUTHORITY CTC AOT CUC O I 22 CIT LA X WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Review Combined 1099 List Page 6 2 ADD EDIT COMBINED 1099s SCREEN This screen shows the complete data for one 1099 form The data fields are those which will appear on the printed 1099 form Review your 1099 data Use
18. ins Accounts Payable vendor data or Section 8 land lord data If you have more than one payer set up on the Payers Setup tab use the Payer drop down selection box to select the payer whose data each data area contains Use the standard WinTen icons to edit the data on this tab and to save or cancel your changes Setup BIER Directory Search List Directory Name F458 Directory Name FATEN Directory Mame Directory Mame Directory Mame Directory Mame Director Mame CoO C3 Fe to M Directory Mame Director Name mo 10 Directory Mame 11 Directory M ame 12 Directory M ame 13 Directory Mame 14 Directory Mame 15 Directory Mame 16 Directory 1r Directory Mame 18 Directory Mame 13 Directory Name 20 Directory Mame PBL PBL PBL PBL PBL PBL PBL PBL PBL PBL PBL PBL PBL PBL PEL PBL PBL PBL PEL Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Landlord Payer 99 9999999 33 3333333 Transmitter Settings Payers Setup Dir Search WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Setup Page 3 7 WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Setup Page 3 8 REVIEW ADD ADDITIONAL 1099
19. instances this will be Type A 1099 MISC The Single 1099 dialog box opens Select the payer for which this 1099 applies and click OK The ID Type dialog box opens Click the button that corresponds to the type of ID number that the payee has a TIN Taxpayer Iden tification Number for agencies or a SSN Social security Number for individuals The ID Type dialog box closes and the Add Edit Additional 1099s screen displays a new 1099 record The screen is now in edit mode Enter the payee s ID number name and address Enter the amount the payee received in the appro priate field 1 Rents for a Section 8 landlord or 7 Non Emp comp for a vendor To clear all data fields in the record except the pay data click the Clear Amounts icon When you are done click the Save icon to save the additional 1099 Single 1099 TENMAST CITY HOUSING AUTHORITY 8 Hint What about the other data fields Under most circumstances the only data fields you should need on this screen are recipient data fields ID number name address 1 Rents 4 Fed income tax withheld 7 Non Emp comp However if your fee accountant or auditor instructs you to use a different field fill in whatever data is required WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Review Add Additional 1099s Page 4 3 Editing an Existing Additional 1099 To search for an additional 1099 t
20. is pro cess is finished the following dialog box appears This informs you that the program has finished the combination process Click OK to close this dialog box and return to the Main Menu COMBINE 600 OR MORE Hint Why 600 600 is the IRS established cutoff for voluntary 1099 pro cessing You must produce a 1099 for every payee that received 600 or more a given tax year For payees who received 599 99 or less 1099s are optional COMBINED WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Combine 1099 Records Page 5 2 REVIEW COMBINED 1099 LIST STEP THREE Once all of your 1099 data has been combined into one file you need to review it to ensure that all of the data is valid To do this click the Edit button or press E at the Main Menu to open the Search for an Item screen TENMAST SOFTWARE m E 3 Review Review Add 10995 0 E Combine Combine 58 71 2 Review Camb List 3 Reports IRS MAG Media Rots 4 Mag Generate Media Disk 5 22 Index Index Database Setup Setup 5 xj WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Review Combined 1099 List Page 6 1 SEARCH FOR AN ITEM SCREEN The Search for an screen contains a table of every 1099 record in the program s database To examine a specific 1099 record select it and OK The Add Edit Combined 1099s screen opens on its record Search for an Item P Recip
21. ition Main Menu Page 2 3 WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Main Menu Page 4 SETUP STEP ZERO The first time you run IRS 1099 Magnetic Media the first option you should select from the Main Menu is Setup All WinTen programs have Setup functions The settings in the Setup screen control the program environment and you can change many aspects of the program s operation through these settings careful to enter the proper information as inaccurate settings can cause IRS 1099 Magnetic Media to function in an unexpected manner When you begin to process your agency s 1099 forms for a new tax year the individual in charge of your WinTen programs should review the program s Setup to ensure that it is still correct and make any necessary changes To use the Setup functions click the Setup button or press S at the Main Menu o xj SOFTWARE 85109 MEDIA Review Review Add 1099511 E Combine Combine SS PBL 2 amp Review Comb List 3 Reports RS MAG Media Rpts 4 Mag Generate Media Disk 5 Index Index Database WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Setup Page 3 1 SETUP SCREEN The Setup screen has four tabs Transmitter Set tings Payers Setup Color and Dir ectory Search It always opens on the Transmitter Settings tab as shown below Transmitter Settings Tab
22. nted Submitted sds PAYER S Mame Addr City ST and Phone 1 Hents 4 Form 1099 MISC TENMAST CITY HOUSING AUTHORITY n Wiscellanenis 132 VENTURE COURT SUITE 1 Income 0 00 LESINGTON Ry 40511 3 Other Income 4 4 Fed income withheld 858 455 8061 50 0085 FATEH S Fed ID Number E ID Number 5 Fishing boat prac B M ed haealth care 59 9999999 405 15 6511 10 00 LT sum 0 00 amp Recipient s First Mame Last 7 comp B Subst Pay in Lieu of div GERALD f amp sHudoRE BsHMone 0 0 Recipients Address 5 Paver made direct sales 1 Crop Insur proceeds 842 APPLEGATE LN of 5000 or more gt gt 7 50 0015 Recipient s Cit ae 21 code 2112222222 ient Account Number D 2nd T 13 Gldn Parachute Prnt 22 5 mmo func 15 5tate Inc With 1 State w 00025 EM 0 00 18 5tate nicom LL som Comey WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Review Add Additional 1099s Page 4 2 Adding an Additional 1099 To add an additional 1099 click the Add icon The Form dialog box opens Click the button that corresponds to the type of 1099 you are adding In most
23. og box opens If you want to print your 1099s in order of recipient name click Yes If you want to print them in order of recipient TIN Taxpayer Identification Number click No The Report Options dialog box opens If your blank 1099 forms are not in the printer that is shown as the default printer select the Specific Printer radio button and use the drop down selection box to specify the printer that does contain your blank 1099s Click OK to print Once you have printed all of the 1099s the pro gram marks their records as printed If you need to reprint a specific 1099 or batch of 1099s go back to Step Three and change that 1099 s printed status to not printed PRINT ORDER Report Options Letter 8 11 in Upper Tray WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Print 10995 Page 8 3 WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Print 10995 Page 8 4 GENERATE MAGNETIC MEDIA FILE STEP FIVE B After printing 1099s your next task is to generate the magnetic media data file that you will submit to Tenmast the IRS Stay on the Create Forms Files screen or IRS 1099 Magnetic Media return to it if you exited to the Main Menu BU ed aed le To generate your magnetic media file click the All l EET radio button to specify all 1099s Then click the mene Ex Generate Magnetic Media button Copy to Disk for The screen changes to display your transmitter set Ho
24. own over multiple data areas WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Reports Page 7 3 WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Reports Page 4 PRINT 1099 STEP FIVE A When the Pre 1099 report is perfect you are ready to print your 1099s Load the blank 1099 forms into your printer Then click the Mag button or press lt M gt at the Main Menu This opens the Create Forms Files screen TENMAST SOFTWARE 8109 MEDIA Review Review Add 1099 s 1 E Combine Combine SS PBL 2 Edit Review Camb List 3 Reports IRS MAG Media Rots 14 Generate Media Disk E 5 x Index Database Setup Setup WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Print 10995 Page 8 1 CREATE FORMS FILES SCREEN The Create Forms Files screen allows you to pre pare your actual 1099 forms and data files for dis tribution to their recipients Create Forms Files WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Print 1099s Page 2 print 1099s select the proper radio buttons for form type dot matrix printer forms or laser forms and how many 1099s you want to print those for a single payer the one for a single payee or all of them Click the Print 1099s button The Form dialog box opens Click the button that corresponds to the type of 1099 forms that are currently loaded in your printer The Print Order dial
25. r Currently Lexmark Optra On XtenmastsoftwareXoptra te Specific Printer Onentation Paper Portrait Size Legal 53 14 in Info Landscape source Upper Tray El Primary Options WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Reports Page 7 2 Pre 1099 Report The Pre 1099 report contains details of every 1099 in the combined database manually entered 1099s Accounts Payable vendors and Section 8 landlords You should print this report and review it with the utmost attention to detail Make sure that every item is correct If you find any inconsisten cies go back to Step Three and correct the 1099s in question Repeat this until the Pre 1099 report is perfect 4804 4802 Trans mittal Form The 4804 4802 form is the IRS form with which you must accompany all magnetic media submissions We recommend that you do not print it until you are ready to send your diskette Vendor Combined List This list details the vendor source information the Accounts Payable databases for each data area used to create the combined 1099 list Use this report if you need to determine how a specific vendor s 1099 total breaks down over multiple data areas Landlord Combined List This list details the landlord source information the Section 8 databases for each data area used to create the combined 1099 list Use this report if you need to determine how a specific landlord s 1099 total breaks d
26. res Phase Four Follow the steps presented in this manual to create your 1099 data file print your 1099s and produce your magnetic media submission disk WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Program Basics Page 2 1 Changes to Form 1099 MISC For the 2001 tax year the IRS made Form 1099 MISC larger In previous years three Form 1099s would fit on an 8 5 x11 sheet of paper Now an 8 5 11 sheet contains two Form 1099 MISCs These changes carry over into the 2002 tax year Overview of Submission Requirements The IRS requires you to issue a 1099 form to each non corporate payee to whom you have paid 600 or more in the 2002 tax year IRS regulations allow exceptions in the cases of corporate entities but Hint Who doesn t need a 1099 you should issue a 1099 for any individual to whom government agencies your agency has paid 600 or more You are also required to file a 1099 report with the IRS As you are probably aware there are two methods by which you can submit this data paper and magnetic media diskette If you are issuing 250 or more 1099 forms you must use the magnetic media submission method for the IRS Tenmast recommends that you use magnetic media to complete your filing with the IRS regard less of how many payees you have Regardless of which method of data submission you use to get your report to the IRS you must pre pare printed 1099 forms for your vendors and your lan
27. s Update Manager will notify you of the changes to the program We periodically update this manual to reflect signif icant changes to the program You may download this updated documentation from our Web site at no charge Getting Help Though we have made every effort to make this manual as comprehensive as possible no docu ment can cover all contingencies If you encoun ter problems with IRS 1099 Magnetic Media call the Tenmast Training amp Support Department toll free at 877 359 5492 or send email to support tenmast com Revisions To better serve our clients we constantly update our manuals just as we constantly make improvements in our programs If you find an error or omission this documentation or have a suggestion for improv ing it call the Tenmast Marketing Communication Services Department toll free at 877 836 6278 or send email to info tenmast com Hint Downloading Manuals You can find the current version of this manual in the Client Service Area of our Web site at http www tenmast com All manuals are avail able in PDF file format You must have version 4 0 or newer of Adobe Acrobat Reader to open and print manuals You can also order printed copies of the manual through our Marketing Communication Services Department WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Introduction Page 1 1 WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Introduction Page 1 2 PROGRAM OVE
28. t step in preparing your 1099 data submission is to combine all of your 1099s into one data file This process pulls 1099 data from each directory listed on the Directory Search tab of the Setup screen as well as addi tional 1099 data and combines it into one master list of 1099s To begin the combining process click the Combine button or press C at the Main Menu SOFTWARE IRSI099MAGNETICMEDIA GF Review Review Add 10995 1 Combine SS PBL 2 X Edit Review Comb List 3 Reports IRS MAG Media Rots 4 Mag Generate Media Disk 5 55 Index Index Database Setup Setup E xit WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Combine 1099 Records Page 5 When you begin the combining process dialog box appears that asks you to confirm your intent to combine 1099 records Click Yes to continue or No to abort the process If you click Yes a dialog box opens that asks you if you want to limit records to those with payments of 600 or more If you click Yes the program only processes 10996 for recipients to whom your agency paid 600 or more during the 2002 tax year If you click No the program processes 1099s for all recipients regardless of how much your agency paid them When you click Yes or No the program goes through a long processing sequence as it com bines 1099 data from every specified data area and the additional 1099 records When th
29. the Previous and Next icons to scroll between records or click the Search icon to return to the Search for an Item screen If you find any corrections you need to make to a spe cific record use the standard WinTen icons to edit the data and save or cancel your changes Add E dit Combined 1099 Screen File Edit Tools un sj 11144 erem Printed Submitted Frgn Country PAYER S Mame Addr City ST and Phone 2 71 1 Farm 1099 MISC TENMAST CITY HOUSING AUTHORITY Miscellaneaus 132 VENTURE COURT SUITE 1 2 Hopaltie Income LEXINGTON 40511 3 ther Income 4 4 Fed income tax withheld 859 455 8061 0 004 50 0089 FATEH S Fed ID Number P 510 Number 5 Fishing boat prac B M ed health care pay Recipient s First Mame Last Mamg Man Emp comp B Subst Pay in Lieu of div MICHAEL J Recipients Address 5 Paver made direct sales 10 Crop Insur proceeds 8332 DOUGHERTY PL 5000 more gt gt 7 0 00 Recipient s Cit wa fl code e emm ient Account Number D 2nd T 13 Gldn Parachute Prnt q4 Attorney Praceeds 77 mmo 16 State Inc 14 S Late Mum a 000 lli 0 00 Co o o O 18 5tate Incom LL WinTen
30. ubmitted If you need to re submit some 1099s you must first mark the records in question as not submit ted There are four ways to unmark the submitted status of one or more 1099s Submitted Status Icon Click this icon to reset the current 1099 s submitted im status Submitted Status for Type Icon Click this icon to reset the submitted status for all 1099s for a specific type The Form dialog box mi opens Click the button that corresponds to the type of 1099 that you want to reset WinTen IRS 1099 Magnetic Media 12 17 2002 Edition Review Combined 1099 List Page 6 4 Submitted Status for Payer Icon Click this icon to reset the submitted status of all 1099s for a specific payer Single 1099 dialog box opens Select the payer whose 1099s you want to reset and click OK Submitted Status for All Icon Click this icon to reset the submitted status of all 52 109965 When You re Done Reviewing When you re finished reviewing your 1099s click the Exit icon The program goes through an error checking routine examining each 1099 to ensure that the IRS software will be able to process it If the program detects an error it moves to that 1099 record and informs you of the error You will not be able to proceed past this step until you correct each error that the program finds CAUTION If you modify any data during this step do not repeat Step Two Combine Combining data after performing Step Three will
31. w Many tings Review this information to make sure it is Mores Mes cde correct If anything needs to be changed click LAGOON ERES ND LES Cancel and return to the Setup screen to make the necessary changes see Step One I Transmitter Settings Test File Transmitter FrENMAST CITY HOUSING AUTHORITY aA Address 132 COURT SUITE 1 Liy State 21 LEXINGTON 40511 Contact Fhane EIN Phone TCC H Mame Control Year pg State ID Foreign Entity 5tate Federal Combined Transfer Agent Office Code O Last Filmg 7 Prior fear Filing Submission File Type File Mame Original Corrected Replacement 0 x Cancel WinTen IRS 1099 Magnetic Media 12 11 2002 Edition Generate Magnetic Media File Page 9 1 If all your transmitter information is correct select the correct submission file type at the bottom of the screen and click OK The program compiles all of your 1099 data into the magnetic media data file When the process is complete a dialog box opens that tells you how many 1099s were compiled and asks if you want to see the total amounts for all of these records Click Yes for the totals or No to skip the totals If you click Yes a dialog box opens that displays the totals for each income box on the printed 1099 form Click OK to close it
32. which you are currently pro cessing 1099s Foreign Entity If your agency is a foreign entity that pays income to one or more US residents check this box Transfer Agent If your agency uses a transfer agent an outside entity who is authorized to process your 109965 for you check this box Last Filing If this is your agency s last year for filing 1099s check this box Phone This is your agency s phone number Phone Ext This is the extension for the individual whose name appears in the Contact field Name Control This is your agency s Payer Name Control as assigned by the IRS State ID This is the state ID number issued to your agency for inclusion on 1099s if one has been issued State Federal Combined If your agency is filing combined state and federal submissions check this box Office Code If the IRS has assigned your agency an office code a code indicating which IRS office must process your submissions enter that code here Other Wise leave this field blank Hint Last Filing You should only check this box if your agency is shutting down merging with another agency or otherwise undergo ing a change of status that would result in a new EIN or TCC being issued by the IRS Hint Name Control This is a four character code on the mail label of the Pack age 1099 that the IRS mails to your agency each Decem ber The Package 1099 is the package that only contains instructions for filing pap
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