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    Set up a vendor and print 1099/1096 forms

    Article ID: 1000197

    Overview

    This article explains how to set up a vendor (independent contractor) and print 1099/1096 forms in QuickBooks Pro, Premier, and Enterprise Solutions.

    The services (including 1099 E-file Service) and support for QuickBooks 2011 will be discontinued on May 31, 2014.

    Details

    • To know if your vendor is an Independent Contractor, see the IRS guidelines
    • Assisted Payroll does not file 1099 or 1096 forms with the IRS. You have the option to sign up and use the 1099 E-File Service.

    To set up a 1099 independent contractor vendor in QuickBooks:

    Turn on the 1099-MISC feature in QuickBooks.

    Note: The Print 1099s/1096 option appears only when you activate the 1099 miscellaneous feature in QuickBooks.

    To turn on the 1099-MISC feature:

    1. Choose Edit > Preferences.
    2. Click Tax: 1099 on the left.
    3. Click the Company Preference tab.
    4. Next to Do you file 1099-MISC forms? select Yes.
    5. Click OK to save the preference.

    Add a vendor.

    To add a new vendor:
    1. Choose Vendors > Vendor Center.
    2. Click the New Vendor drop-down arrow and select New Vendor.
    3. In the Vendor Name field, enter the name of the vendor as you'd like it to appear on your Vendors list.  For example, if the vendor is an individual and you list individuals by last name first, that's how you should enter the name.
    4. Click the Currency drop-down arrow and select the currency you use with this vendor.  For example, if the vendor is in France, select Euro.
    5. If you owe an outstanding balance to this vendor, enter the opening balance and "as of" information.
    6. On each tab, enter information as needed.
    7. You can edit the vendor to add more information later.
    8. Click OK.

    Set up vendors to receive Form 1099-MISC.

    To set up vendors to receive Form 1099-MISC in QuickBooks:

    1. Choose Vendors > Vendor Center.
    2. Right click on a vendor's name and then click Edit.
    3. Click the Address Info tab and validate the data.
      • Make sure the Address field contains the appropriate two-letter state abbreviation and the correct postal code.
      • If the vendor is a person, the vendor's legal name should appear in the First Name, M.I., and Last Name fields.
      • If you know the company name but not the person's name, leave the Company Name field blank to prevent double names from appearing on the 1099-MISC form.
    4. Click the Additional Info tab. In QuickBooks 2013 and higher: select Tax Settings tab.
    5. Checkmark the Vendor eligible for 1099.
    6. Enter the vendor's tax identification number in the Tax ID field. Click OK.
    7. Repeat steps 2 through 6 for each 1099-eligible vendor.

    Set up an expense account for vendor payments.

    To set up an expense account in QuickBooks:

    1. Choose Edit > Preferences.
    2. On the left, select Tax: 1099.
    3. Click on the Company Preferences tab.
    4. Next to Do you file 1099-MISC forms? click to select Yes at the top.
    5. Most Vendors get paid through Box 7: Non-employment Compensation, although you will want to ask a tax professional first before selecting which box to use. Please note: the only supported boxes QuickBooks support are in this list.
    6. Once the box to be used has been established, in the Account column, click in the field to reveal a drop-down menu. Click the arrow, to select the account you use to pay your subcontractors. If more than one account is used, choose Multiple Accounts, then choose the accounts and press OK.

    To print Form 1099 & 1096 in QuickBooks:

    You must be in single-user mode, and must have pre-printed 1099 and 1096 forms to do this.  You also have the option to e-file your 1099 forms to the IRS.

    Use the QuickBooks 1099 Wizard to verify all your 1099 information.

    In the QuickBooks 1099 Wizard, at Step 6: Choose a filing method, click Print 1099s.

    Select the date range from which the 1099s were paid and click OK.

    Select the 1099(s) you want to print and click the Print 1099(s) button.

    Click the Preview 1099 button before printing to review and check the alignment.

    To align the form:

    1. Click File on the top menu bar
    2. Click on Printer Setup.
    3. From Form Name, cloose 1099s/1096 from the list.
    4. Click the Align button and adjust alignment as needed.
    5. Click OK, and then OK again to save your changes.

    Select the 1099(s) to print and click Print 1099(s).
    Click the Print 1096 button to print the 1096.

    Printing tips:

    • If you have a page-oriented printer, it's simpler to print copies separately than all at once.
    • Do not collate your preprinted forms before putting them into the printer. Instead, start by loading all the Copy 1 forms. After you have printed all the Copy 1 forms for each vendor, load and print the Copy 2 forms.
    • Copy A (nonperforated) is for the IRS. Copy B (perforated) is for the vendors. Each page prints 2 vendors per page.
    • Alignment will ask you to select -1 to bring the print down or +1 to bring the print up. This will lower or raise the print 1/100th of an inch.
    Contractors or vendors must receive copy of their 1099-Misc form by January 31, 2014. The deadline date is postmarked date.

    7 comments

    Nancy 2/7/2013

    10

    I need to know why QuickBooks Enterprise Solutions Retail 11.0 version prints an "X" in the "1099-K" box instead of the "1099-MISC" box on the 1096 form for the 2012 taxes. Everything else is printed fine on the 1096 form.

    Reply

    Kriz2/20/2013

    Hi Nancy,

    I'm an Intuit employee and saw your comment. This has been an identified issue and can be resolved by updating your QuickBooks and Payroll tax table to the latest version. The articles Download QuickBooks software update and Download the latest payroll tax table should help you get the recent updates.

    I hope this resolves your concern. We appreciate you posting a comment.

    Joseph2/13/2013

    I am using QuickBooks 2012 with enhansed payroll.

    I can print plain paper W2s to give to my employees.

    Why can't I print plain paper 1099Misc to give to my 1099 Vendors?

    Reply

    Kriz2/18/2013

    Hi Joseph,

    I'm an Intuit employee and I saw your comment. I found Publication 1179 documenting the specifications for tax form substitutes. IRS accepts blank paper as a substitute for W-2 however it does not meet the requirements for 1099 forms.

    I hope this information is helpful for you. We appreciate you posting a comment.

    Anna2/19/2013

    Is there a way to go directly to Print 1099 forms? After the initial processing of the forms I save and close. Each time I want to "print" I have to go through the entire wizard set-up to get to the print option. If the information has been "saved" shouldn't there be an option to go directly to the "saved" information? Am I missing something? If not, perhaps an option to use the wizard or go directly to the saved information should be offered.

    Reply

    Kriz2/19/2013

    10

    Hi Anna,

    I'm from Intuit and noticed your comment. QuickBooks does not have the option yet to skip the set up wizard to print the 1099. Going through the wizard before printing would ensure that the vendor information is accurate.

    I hope this answers your question. Thank you for posting a comment!

    Jackie3/7/2013

    I can not get all the 1099's printed. I have gone through and checked many times. It is all entered in there correctly. Why won't some of them print out I have the news version update.

    Reply

    Comments can not be added at this time.

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