Problem

When you run a 1099 summary report, a vendor does not appear on the report. If the vendor does not appear on the 1099 summary report, you are unable to print and efile 1099s for this vendor. This article describes how to resolve this issue.

Expected Outcome

The vendor is displayed in the report so that you can create a 1099 form.

Assumptions

You have signed up for the 1099 Efile service and:

  • You have an active payroll service and a supported version of QuickBooks Desktop.
  • You have one or more vendors in QuickBooks Desktop that you made payments to in the prior year.
  • These vendor payments require 1099 filing.

Details

Missing vendors on the 1099 summary report can be caused by several factors. It is important to remember that:

  • Transactions marked as credit card, debit card, or PayPal transactions will NOT be included in 1099s, because you're not supposed to include these amounts in your 1099s (they get reported by the credit card companies).
  • Only payments are included in 1099s. A bill will be included in 1099s only if you use the Pay Bill functionality in QuickBooks Desktop.
  • A vendor can be added as both Vendor and Employee in QuickBooks Desktop. However, employee transactions will not show up in 1099s.

 

Possible reasons why amounts or vendors are missing in the 1099 Summary Report:

Vendor was not set up as eligible for a 1099.

  1. In QuickBooks Desktop, go to Reports> Vendors and Payables> 1099 Summary.
  2. In the 1099 Options, click the first dropdown button and select Only 1099 vendors. Review the report and see if the amounts are missing.
  3. In the 1099 Options, click the first dropdown button again and select All vendors. If the report shows the missing amounts already, then the vendors for the missing amounts are not marked as Eligible for 1099.

What to do:

  • Go to Vendor menu> Vendor Center. Right click the vendor's name and click Edit. Go to Tax Settings tab, select the Vendor eligible for 1099 checkbox, and then click OK; OR
  • On step 1 of the 1099 Wizard, select the vendors missing in the 1099 Summary report as eligible for 1099.

Vendor was paid from an account that is not marked as a 1099 account.

  1. In QuickBooks Desktop, go to Reports> Vendors and Payables> 1099 Summary.
  2. In the 1099 Options, click the second dropdown button and select Only 1099 accounts. Review the report and see if the amounts are missing.
  3. In the 1099 Options, click the second dropdown button again and select All allowed accounts. If the missing amounts already show in the report under Uncategorized column, you may have not mapped all of the necessary accounts to 1099 boxes.

What to do:

  1. From the report, double click an amount under the Uncategorized column.
  2. Verify that the transaction is in the correct account.
    • If the account is correct, go through the 1099 Wizard and in the Map Accounts step, check if the account has been mapped correctly.
    • If the account has been renamed, change the account of the transaction to the new account name.
  3. Do the same for all missing amounts under the Uncategorized column.

Vendor has not met the threshold needed to generate a 1099.

  1. In QuickBooks Desktop, go to Reports> Vendors and Payables> 1099 Summary.
  2. In the 1099 Options, click the third dropdown button and select Use thresholds. Review the report and see if amounts are missing.
  3. In the 1099 Options, click the third dropdown button again and select Ignore thresholds. If the missing amounts already show in the report, then the total payments for the particular vendor do not meet the filing thresholds for 1099s.

What to do: Go through the 1099 Wizard. In the Map Accounts step, review and if necessary change the threshold amounts.

Vendor is set up as an Other Name type instead of Vendor.

Sometimes vendors are inadvertently added to the Other Names list instead of Vendor list. QuickBooks Desktop cannot create 1099 forms from the Other Names List.

What to do:

  1. Make a backup of the company file. IMPORTANT! After a name in the Other Name list is changed to a vendor name (or any other type of name), it cannot be changed back. It is recommended that you back up your company file before making this change.
  2. Go to Lists> Other Names Lists.
  3. Right-click the vendor (or select Activities) and choose Change Other Name Types.
  4. Select the Vendor column next to the chosen vendor, and click OK.