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1099 Preparation

1099 Preparation

Overview

Overview

This article outlines what steps you should take prior to generating the final reports used in 1099 submission.

Enable Duplicate Tax ID Numbers Alert

An alert may be enabled to notify users of any duplicate tax ID numbers. To set up the alert:

  1. Select File > Alerts/Reminders and select ONE association. An alert will need to be enabled for only one association, as the vendor list is global in CINC. If you are using universal navigation, click Notifications > Alerts Setup.

  1. Check the box under the Save column next to Duplicate Vendor Tax ID.

  1. Click Save

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Reviewing Duplicate Vendor Tax ID Alerts

  1. On the left side navigation menu, click the Alerts link.

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  1. Look for the Duplicate Vendor Tax ID alert.

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  1. Make note of the duplicate tax IDs to use when merging duplicates in the next step. Once you have merged duplicates, return to the Alerts screen and click Refresh to ensure no duplicates remain.

Merge Duplicate Tax ID Numbers

Duplicate tax ID numbers may occur because a vendor record was entered multiple times. If a duplicate vendor exists, the records may be merged into one vendor record. Follow these steps to do so:

Note: Merged vendors cannot be unmerged.

  1. Select Vendors > Vendors. If you are using universal navigation, click Payables > Vendors > Vendor List.

  1. Select Tax ID in the Filter field.

  1. Enter the Tax ID from the Duplicate Vendor Tax ID alert. If the duplicate vendor is inactive, select Inactive Vendors from the Include dropdown.

  1. Click Refresh to filter the results.

  1. Review the vendors. Insurance, Contacts, Vendor Ratings, Association Accounts, and Prior 1099 will not be copied over to the vendor being kept. If you need to keep any of this information, you must manually add it to the vendor being kept. If two 1099 vendors are merged, all checks written to both vendors will be included on the 1099 for the vendor record that survived the merge.

  1. Compare the Payment Method tab on the Vendors > Vendor screen for each vendor to make sure when you merge the vendors, the association payment method will be correct (or correct it after merging). If you are using universal navigation, click Payables > Vendors > Vendor List.

  1. Check the boxes next to duplicate vendors to be merged.

  • If using the Management module, be sure you are retaining the vendor record that is used in the Management module.

  1. Click Merge at the top of the screen.

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  1. On the Merge Vendors screen, select the vendor record to keep and click Save.

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Ensure all active Vendor information is correctly recorded in CINC. Generate the Vendor List report to ensure that all applicable 1099 vendors are entered correctly. Make notes of vendors that need to be corrected.

Note: A vendor can appear multiple times on the report. This does not indicate that the vendor is a duplicate, only that the vendor has multiple contacts.

  1. Select Reports > Vendor Reports and click Vendor List. If you are using universal navigation, click Insights > Reports > Vendor.

  1. Select Only Active and run the report as a PDF, Excel, or Word file.

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  1. Review the report to see if any 1099 vendors are missing from the list and to verify if the following are correct:

  • 1099 Type is correct: NO, MISC or NEC.

  • Vendor name matches what is shown on their W9.

  • A full and correct address has been entered.

  • If filing electronically, ensure a valid email address has been entered.

  • Correct Tax ID has been entered.

NOTE: Vendors who were paid during the tax year but are marked inactive at this time will still generate a 1099. However, if you wish to review their information on this report or on the Vendors > 1099 Check Search screen, change the Status to Active from the Vendors > Vendor screen. If you are using universal navigation, click Payables > Vendors > Vendor List. If you are using universal navigation, click Payables > Invoices > 1099 Check Search.

Correct Vendor Profiles

Review the Vendor List report to make any corrections to the vendor profiles. Follow these steps to update the vendors:

  1. Select Vendors > Vendors, then search for and select the desired vendor. If you are using universal navigation, click Payables > Vendors > Vendor List.

  1. From the Vendor Information screen, make any corrections as necessary:

  • The Name field is what will show on the 1099. If the vendor has a DBA name, it should be entered in the DBA field. DBA names will appear on the 1099. Check Names will not appear on the 1099.

  • If a vendor should receive a 1099 for payment of goods and services, the appropriate 1099 box must be selected on the vendor’s profile. Select Print 1099 Type of None, MISC or NEC.

  • If the vendor is an attorney, consult your tax professional, and toggle the 1099 Box 10 to “on”.

  • If MISC or NEC are selected, a Tax ID is required. Enter the Tax ID number with dashes for the vendor if the field has not already been completed.

  • If filing electronically, a valid email address is required.

  1. Click Save.

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NOTE: Selecting or deselecting the 1099 options will not affect previous payment records related to the vendor. However, payments may be marked for 1099 at a later time if needed.

Review Payments

Once all vendors are entered correctly, ensure that all payments made to the vendor are marked as the applicable 1099 type, None, MISC, or NEC.

For example, some payments (such as reimbursements), might not need to be on the 1099s, in which case that 1099 type for the payment should be marked as None.

Generate Vendor 1099 List Reports

To review payments, generate the Vendor 1099 List Report and review all payments.

  1. Select Reports > Vendor Reports and click Vendor 1099 List. If you are using universal navigation, click Insights > Reports > Vendor.

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  1. Run the report once for each 1099 Type: None, NEC, and MISC.

  1. Each report displays vendor payments that are marked for the selected 1099 Type. If the payment is checked under the 1099 column, then the payment applies to the report type that you ran.

Correct Payments

Use the 1099 Check Search screen to correct any payments marked as the wrong type.

  1. Select Vendors / 1099 Check Search.

  1. Select the following:

    • Search: Vendor

    • Vendor: Select the vendor with the payment to be changed.

    • From and to Dates: 1/1/2025 - 12/31/2025.

    • Enable Include Zero Check numbers. This will include all payments made by EFT, VendorPay, or ACH since these payment methods do not use check numbers.

    • We recommend you do not toggle on the Only 1099 options to ensure that all payments are made to the vendor display for verification.

  2. If needed, change a payment’s 1099 type by clicking the appropriate 1099 radio button.

  1. Click Save.

If needed, highlight and delete the vendor’s name, then repeat the process for other vendors.

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Note on Blank Tax IDs

Note that when you select a vendor name, the screen displays all payments made to that Tax ID. So, if the vendor has a blank Tax ID, the system assigns them 99-9999999. Therefore, all payments made to all vendors with blank or 99-9999999 will be displayed.

To correct this, add the vendor’s Tax ID to the Vendor > Vendor List / Vendor Information screen, then return to this screen to search for the vendor again. If you are using universal navigation, click Payables > Vendors > Vendor List.

Enter Prior Payments

Companies or associations who moved to CINC mid-year must enter prior 1099 payments from their previous system to generate a 1099 for a vendor.

If entered, a Prior Payment only displays on the Prior 1099 tab of the Vendor > Vendors screen. Prior Payments will not show on the Vendors > 1099 Check Search screen. If you are using universal navigation, click Payables > Vendors > Vendor List. If you are using universal navigation, click Payables > Invoices > 1099 Check Search.

Enter Prior Payments by Vendor

To enter the prior payments by vendor, follow these steps:

  1. SelectVendors > Vendors, then search for and select the desired vendor. If you are using universal navigation, click Payables > Vendors > Vendor List.

  1. Click on the Prior 1099 tab at the bottom of the screen to open the Total Prior Payments screen.

  1. Click New.

  1. Complete the following fields:

  • By Association: Select the association that paid the 1099 vendor.

  • In Year: Enter the fiscal year in which the payment was made.

  • Prior Payments: Enter the total amount of prior payments that were made to the vendor in the previous system.

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  1. Click Save and repeat these steps for any other associations that paid the same 1099 vendor.

Enter Prior Payments by Association

To enter prior payments by association, follow these steps:

  1. SelectSetup > Association Setup then search for and select the desired association. If you are using universal navigation, click Associations > Associations > View All.

  1. Click on the 1099 tab at the bottom of the screen to open the Total Prior Payments.

  1. Click New.

  1. Complete the following fields:

  • To Vendor: Search for and select the vendor that received the payment.

  • In Year: Enter the fiscal year in which the payment was made.

  • Total Payments Prior to CINC: Enter the total amount of prior payments that were made to the vendor in the previous system.

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  1. Click Save and repeat these steps for any other 1099 vendors that were paid by the association.

Re-Verify Vendor 1099 List

Once prior payments are entered, generate the Vendor 1099 List report on the Reports > Vendor Reports screen again to ensure there are no outstanding errors. Follow the same steps outlined in the Generate Vendor 1099 List Reports section of this guide. If you are using universal navigation, click Insights > Reports > Vendor.

If needed, compare these reports to the Invoice List.

Generate 1099/1096

Please consult your Tax Professional to see whether the associations will need to submit electronic or paper 1099's for the 2025tax year. CINC provides exports through the Reports / Vendor Reports screen for both print and electronic submission.

Reports for print submissions:

  • Vendor 1099-MISC

  • Vendor 1099-NEC

  • Vendor 1096-MISC

  • Vendor 1096-NEC

Reports for electronic submission:

  • Vendor 1099-MISC Export (Tax1099)

  • Vendor 1099-NEC Export (Tax1099)

  • 1096s are not needed for electronic submission.

Printing 1099/1096

When Printing, it is important that you run the 1099 first followed by the 1096. CINC Accounting only pulls the 1096 data from the last 1099 run. To simplify things, the best practice is to run the 1099s for all associations and all vendors, then run the 1096 for all associations using the Use totals from the last 1099 run option. This helps ensure you are preparing all 1096s correctly.

CINC recommends using the Office Depot branded forms when generating 1099s and 1096s out of CINC, as the reports have been aligned to these specific formats.

Print 1099 Forms

To print 1099 forms, follow these steps:

  1. SelectReports > Vendor Reports. If you are using universal navigation, click Insights > Reports > Vendor.

  1. Select either the Vendor 1099-MISC or Vendor 1099-NEC report.

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  1. Select the following criteria:

  • Year: Select the fiscal year from the dropdown.

  • Association: Select the applicable association.

  • Minimum Amount: If you only want to generate 1099s for vendors who were paid a certain dollar amount or higher, enter a minimum dollar amount for generating a 1099.

NOTE: The minimum amount must be entered before searching for vendors.

  • Vendors: Search for and select the applicable vendors.

  • Box 10 (For Attorneys): Select a printing option for Box 14: Do Not Print Amounts, Print All Amounts, or Print Amounts for Marked Vendors Only. We cannot advise whether you should include amounts (ask your Accountant or Tax Professional), but we can advise what will happen for each option and where the data will pull from:

  • Do Not Print Amounts in Box 10: Nothing will print in Box 10.

  • Print All Amounts in Box 10: All amounts paid to the selected vendor(s) will print in Box 10.

  • Print Amounts in Box 10 for Marked Vendors Only: If the vendor has the “1099 Box 10” toggled enabled on their Vendor Information screen, then all amounts paid to them will print. Otherwise, Box 10 will be blank.

  • Print Payer 100 Check this box to print the payer’s phone number on the 1099.

  1. Click PDF.

Print 1096 Forms

NOTE: 1096s are not needed for electronic submissions.

After generating the 1099 reports and verifying the totals, the 1096 transmittal forms may be run. To do so, follow these steps:

  1. SelectReports > Vendor Reports. If you are using universal navigation, click Insights > Reports > Vendor.

  1. Select either the Vendor 1096-MISC or Vendor 1096-NEC report.

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  1. Select the following criteria:

  • Association: Select the association for which to run the report

  • Year: Select the Fiscal Year from the dropdown

  • Use Totals from Last 1099 Run: Always check this box to use totals from the last 1099 run.

  • Enter your contact information.

  1. Click PDF to run the report.

Review Print Settings

To ensure proper alignment when printing 1099 and 1096 forms, review print settings on
your computer’s Print Properties screen:

  1. Ensure Actual Size is selected and verify that there is no additional page zoom. If used, Scaling should be set to 100%. These setting names can vary based on which application you are printing from.

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      • When using a newer version of Adobe, from the Print Properties screen, select the Page Scaling option of Actual Size, and Orientation option of Auto Portrait/Landscape.

      • We recommend test printing a few sheets on plain paper, hold the printed page up to a form and look at it with light behind to ensure the alignment is set correctly before printing on the form stock.

  2. For orientation of the 1099/1096 forms in your printer, check your printer's setup for the face up/face down and leading edge. We recommend testing with a blank sheet before you print on the forms.The vendor’s name and DBA name will be printed on the 1099.

  3. If there are still printing issues after verifying the print settings, submit a case to CINC’s Support Team for further assistance.

Compatible Forms for Printing 1099s/1096s

Because CINC’s reports have been written to align with the formatting of certain forms, CINC recommends purchasing 1099 and 1096 forms that are Office Depot branded.

CINC also suggests running the vendor 1099 reports on blank paper initially to test the alignment of the forms by laying the printed page overtop the 1099 form.

Electronic 1099 Submission Exports

To prepare electronic 1099 files to submit electronically:

  1. SelectReports > Vendor Reports. If you are using universal navigation, click Insights > Reports > Vendor.

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  1. Select the Vendor 1099-MISC Export (Tax1099) or Vendor 1099-NEC Export (Tax1099).

  1. Once you have generated the export file, please refer to CINC User Training Guide titled Electronic Filing 1099-MISC and 1099-NEC for information on submitting to Tax1099.com.

Getting Help

For printed 1099/1096s, CINC highly recommends testing the form alignment as early as possible. If there are any issues related to the alignment of the forms, submit a case to the Support Team by selecting Help > Support. If you are using universal navigation, click Help > Help > Support Assist.

If you have questions about the electronic filing process, please consult the User Training Guide for Electronic Filing 1099-MISC and 1099-NEC and contact Tax1099.com for issues related to submitting on their website.

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