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    1099 E-File Service: Setup, Pricing, E-filing, Printing, and Troubleshooting for QuickBooks Desktop (Basic, Standard, Enhanced, Assisted)

    Article ID: 1002305

    Overview

    Intuit's 1099 E-File service is available in QuickBooks Desktop 2012 and later versions. With a few easy steps, you can e-file your 1099 misc form instead of filing them manually. QuickBooks will sync up to the 1099 e-file set up and download your data.

    This article covers the 1099 E-File service for QuickBooks Desktop (Basic, Standard, Enhanced, and Assisted).

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

    Setup & Pricing

    For information on pricing and billing, click here.

    For new users of the 1099-Efile Service:

     This process chart gives you an overview of the tasks you have to perform to be able to start using the 1099 E-File Service.

    Complete the QuickBooks 1099 Wizard.

    In the step 6 of the QuickBooks 1099 Wizard, click Go to Intuit 1099 E-File Service.

    Create an Intuit Account.

    Note: Click Return to service if you have already signed up for the 1099 E-file service or other Intuit Business Services, and have an Intuit Account. Proceed to syncing data to Intuit App Center.

    To create an account:
    1. From The Intuit 1099 E-File Service, click Sign up.
       
      Note: You may be promted to confirm your login if QuickBooks finds an Intuit Account attached to the QuickBooks data file, or if you are logged in to an Intuit website or application before, and you marked the Remember me checkbox.  You may choose to Continue, Sign up a new account, or Sign in with another user

    2. Verify your email address, and then click Continue.

    3. Complete the details required to create an Intuit Account, and click Sign Up.


    4. Sign in using the Intuit Account login you have just created.

    Sync data from QuickBooks to Intuit App Center.

    1. Depending on the QuickBooks version you have:
      QuickBooks 2012: Go to Online Services> Set Up Intuit Sync Manager.
      QuickBooks 2013 to 2015: Go to File> Set Up Intuit Sync Manager.
      QuickBooks Enterprise Solutions: Go to Online Solutions> Set Up Intuit Sync Manager.
    2. Verify the file you want to sync is the file that appears on left of screen.  If not, click the open that file instead link.
    3. Enter User ID and Password, then click Sign In & Sync.  Sign in with the same account you used for the 1099 E-File Service.
    4. Close the window that notifies you that the sync process is complete.

    This will open the 1099 E-File Service page.  You only have to set up Intuit Sync Manager once. In the process of e-filing your 1099 forms, QuickBooks will automatically sync your data with the 1099 E-File Service.

    E-filing & Printing

    Step 1 of 6: Verify Company Information

    From the 1099 E-File Service main window, click the Import Information link.
     

    The information will be brought in from the QuickBooks data file. Complete any missing items, and then click Continue.

    Step 2 of 6: Verify 1099 Forms

    If there are vendors missing from the list, return to QuickBooks and verify all information is correct and accounts are mapped correctly. See Set up vendor and print 1099/1096 forms

    From the list of 1099 Forms, you can choose to select the form(s) you want to submit or select all, and then click Continue.

    Step 3 of 6: Pay for service

    Enter the billing information that will be used to pay for the 1099 E-File Service.  Review the Number of forms and the Total amount, and then click Approve to pay for the service.

    Step 4 of 6: Download Your 1099 Forms

    Click the Print For Contractors to view and print 1099 forms. You can also click the Download link to save an electronic (PDF) copy of the forms that you can email to your contractors. Click Continue to proceed.

    Step 5 of 6: E-File with the IRS

    Click View to view and print the 1099 form(s) that will be e-filed with the IRS. Click Submit to queue the forms for e-filing, and the form(s) will be transmitted.

    Step 6 of 6: Confirmation and Next Steps

    The confirmation page shows the number of 1099 forms filed and the total amount reported.  Review the confirmation and follow the Next Steps.
    The special characters on the payee name of the 1099 Forms you submit will automatically be removed to comply with the 2014 General Instructions for Certain Information Returns, page 6, Paper Document Reporting #10 and #11.

    Go to Vendors> Print/1099 E-File> 1099 and 1096 Wizard.

    Click Use Intuit 1099 E-File Service.

    Click Return to Service.

    Sign in using your Intuit Account login.

    If you can't remember your User ID or Password, follow these steps:
    1. Click Forgot your Password? or Forgot your User ID? link.
      Note: If you don't know the answer to the security question, contact support at 1.800.450.8475.
    2. Follow the steps to retrieve your Password or User ID.
    3. Try to log in again.
    If you have changed your data in QuickBooks whether the changes are 1099-related or not, the Sync Manager will detect these changes. You will be asked to review and verify your information. Otherwise, you will be brought to the 1099 E-File Service main page.

    The next steps will depend on what you need to perform.

    • If you have not imported any information yet for the year 2013, click the Import Information link. 
    • If you have already started importing 1099 data and you are returning to add more forms, click Update Information.

      You may also select from any of the available options Download and print or E-file with the IRS depending on the task you need to perform.

    Troubleshooting

       Frequently asked questions:

    • What is Intuit App Center?
      The Intuit App Center is located at appcenter.intuit.com. This is a service for small businesses to find and use applications that work with QuickBooks and with each other. It is a single place of access to manage all apps and settings.
    • How does the Intuit Sync Manager work?
      The Intuit Sync Manager will sync by default every hour (default) with the Intuit App Center regardless if QuickBooks is open based on sync settings. There is no interaction needed from you or any users of your QuickBooks.

      To open the Intuit Sync Manager, double-click the Intuit Sync Manager icon from the system tray.
    • How does Intuit Sync work in a networked environment?
      Sync Manager is considered as a common component in QB installation, i.e.. one version of Sync Manager works with multiple versions of QB, and one instance of it works with multiple instances of QB at the same time. As such, only one instance of it is started on one machine.

      In a networked environment, multiple instances of Sync Manager may exist in the local network. However, for each company file, there can only be one Sync Manager to do data sync for it. The machine on which user sets up data sync for that company file will be designated as the sync machine for it, and only Sync Manager running on that machine will be able synchronize data between that company file and the cloud.
    • What is hosted and remote QuickBooks file?
      A remote computer is used in cases where an accountant or bookkeeper is accessing the QuickBooks file from a different computer than the one they are physically sitting at. Typically, this is used when an accountant sets up QuickBooks on a client's computer then accesses that computer from their home or office. A hosted QuickBooks file is slightly different in that neither the client nor the accountant has the QuickBooks file. It is hosted by a third party which the client and accountant access remotely.

      Sync Manager is tied to the person who logged into the computer to set it up originally. If the accountant logs into the computer by physically sitting in front of it, then they try to log into the computer again remotely, the computer sees the accountant as logging in as a different person. The physical login is different from logging in remotely. With hosted files, every connection the user makes to the QuickBooks file can even be seen as a different user by the computer even if the accountant logs in the same way every time.

      In the case of a hosted QuickBooks file, the user may have issues setting up sync manager depending on the rules the hosted site has for logins. In this case, contact your host provider to see if they can provide a workaround to allow the sync manager to work.

       Can't sign in to Intuit App Center:

    Problem: When trying to sign in to Intuit App Center, it gives you a warning message: "The user ID or password is incorrect".

    What to do: If you can't remember your User ID or Password, follow these steps:
    1. Click Forgot your Password? or Forgot your User ID? link.
      Note: If you don't know the answer to the security question, contact support at 1.800.450.8475.
    2. Follow the steps to retrieve your Password or User ID.
    3. Try to log in again.

       Missing or invalid company information:

    Problem: When attempting to access the 1099 E-File service, you might receive an error message that begins with "Error: Incomplete Company Information. Some of the information that we brought over from QuickBooks is invalid. This message is sometimes followed by a description of the issue (such as missing or invalid information).

    What to do:

    The IRS requires specific company information for e-filing 1099 forms. This information must be entered properly in QuickBooks. If any of this information is missing from QuickBooks or is not formatted properly in QuickBooks, an error message will be displayed. These errors must be corrected before e-filing 1099 forms.

    To access the company information in QuickBoks:
    1. Depending on the QuickBooks version you are using:
      QuickBooks 2012 and 2013: Go to Company > Company Information.
      QuickBooks 2014 and 2015: Go to Company > My Company.
    2. In the Legal Information section, verify that the information is correct and the zip code has numeric digits only (except for a dash if extended zip code is used).
    3. In the Company Identification section, verify that one of the following tax id values is specified:
      • Federal Employer Identification Number (EIN), the format must be 99-9999999
      • Social Security Number or Individual Taxpayer Identification Number (ITIN), the format must be 999-99-9999

       Missing or invalid vendor information:

    Problem: When attempting to access the 1099 E-File service, you might receive one of several long messages that begin with 'Vendors we brought over from QuickBooks have missing or invalid information. You can't e-file until you fix the errors ' This message is sometimes followed by the Company name and a description of the issue (such as missing or invalid information).

    What to do: The IRS requires specific vendor information for 1099 e-filing. This information must be entered properly in QuickBooks. If any of this information is missing from QuickBooks or is not formatted correctly in QuickBooks, an error message will be displayed. These errors must be corrected before e-filing 1099 forms. (However, if only some of your vendors display validation errors, you can continue with e-filing the vendors that do not show any errors.)

    To add or edit vendor information in QuickBooks:
    1. Click Vendors > Vendor Center.
    2. Double-click the vendor or right-click the vendor and select Edit Vendor.
    3. Verify the following information:
      • Vendor Name - The vendor name used for 1099 e-filing is on the Address Info tab. The name values that must be entered for a vendor in QuickBooks depend on the type of the vendor. If the tax id for the vendor is formatted as 99-9999999, then the vendor is considered to be a business and the Company Name is used for e-filing and must be entered in QuickBooks. If the tax id for the vendor is formatted as 999-99-9999, then the vendor is considered to be an individual and the first and last name are used for e-filing and must be entered in QuickBooks.
      • Address Information - The vendor address used for 1099 e-filing is on the Address Info tab in the Billed From Address section. Make sure the address values are correct. The zip code must be all numeric digits, with a dash allowed as a separator for zip codes formatted as an extended zip code.
      • Vendor Tax ID - The tax id used for 1099 e-filing is on the Additional Info tab. In QuickBooks 2013: click the Tax Settings tab to view the VENDOR TAX ID. For a Federal Employer Identification Number (EIN), the format must be 99-9999999. For a Social Security Number or Individual Taxpayer Identification Number (ITIN), the format must be 999-99-9999.

       QuickBooks data not synced:

    Problem: When attempting to access the 1099 E-file service from QuickBooks, you receive the following error message:
    QuickBooks data not synchronized 
    Please synchronize your.


    What to do:
    In order to use the 1099 E-file service with your QuickBooks data, the data from your QuickBooks file must be sent to our server. If your QuickBooks data file is large, it may take a while to load all of your data. It never hurts to sync again to ensure the data is uploaded.

    In QuickBooks, choose Online Services > Manage Services >Show Sync Status.
    • If the Intuit Sync Manager shows the message Uploading QuickBooks data with a percentage complete message, then the data sync has been successfully started but is not yet complete. When the data sync is completed, the 1099 E-file service will be available.
    • If the Intuit Sync Manager shows the message Sync Completed and the time shown is within the last few minutes, then the data sync has just finished and you should now be able to use the 1099 E-file service.
    • If the Intuit Sync Manager does not show a Sync Completed message and is not currently in the processes of syncing, the data sync was not properly launched during signup. Click the Sync Now button to begin the data sync. When it is completed, the 1099 E-file service should be available.

       Different vendor information

    Problem: When accessing the 1099 E-file service from QuickBooks, you receive the following warning message:
    One of the vendors we brought over from QuickBooks has different information than what you e-filed. If you need to file an amended 1099 form for this vendor, you must file an amendment manually; you cannot amend your e-filed forms through the 1099 E-File Service.

    OR

    (xx) vendors we brought over from QuickBooks have different information than what you e-filed. If you need to file an amended 1099 form for these vendors, you must file an amendment manually; you cannot amend your e-filed forms through the 1099 E-File Service.

    Note: The number at the beginning of the message will vary based on number of errors.

    This is followed by one or more of the following messages:

       XYZ Company: change to Tax ID
       XYZ Company: change to Name
       XYZ Company: change to Street address
       XYZ Company: change to City
       XYZ Company: change to State
       XYZ Company: change to Zip
       XYZ Company: change to box amounts 
       XYZ Company: deleted from QuickBooks, no longer marked as eligible for 1099, or amount no longer meets threshold for 1099 filing

    What to do: The 1099 E-file service cannot be used to file amended 1099 forms. If you make changes to a vendor after the 1099 has been e-filed, you have to manually file any needed amendment for the vendor.  

       Business name does not fit or is printed twice on Form 1099

    Problem: Your business name may not fit on the printed version of Form 1099 because it's too long or your business name may appear twice. 
     
    What to do:

    • Buisness name does not fit in box - You do not need to be concerned about this or take any special action. The electronically submitted version of the form will contain the full business name. To ensure that the IRS receives the electronic transmittal with the correct filing name, you should not abbreviate your business name to fit on the printed 1099s.
    • Business name appears twice - If the your business name and filing name don't exactly match, both names will be printed on Form 1099. This will occur even if the difference is seemingly minor, such as different spacing or capitalization. To resolve it, you should generally change your business name. In Online Payroll, go to Setup > Contact Information.

      You should only change your filing name if it's incorrect (according to IRS records). In Online Payroll, go to Setup > General Tax Information. (Note that changing the filing name will deactivate your federal electronic services. if you use e-services in your payroll account.)

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