9.2 Run WH Reports

Purpose: Use this document as a reference for how to run a withholding report post and produce 1099 B reports in ctcLink.

Audience:  Finance

You must have at least one of these local college managed security roles:

  • ZZ 1099 Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

NOTE:  After all adjustments have been made and you have reviewed your 1099 items again to ensure no corrections are needed, you can proceed with running the process Withhold 1099 Report Job. This job performs both the Withhold 1099 Report Post process (1099_RPT_PST) and the Generate Withholding Reports process (AP_APY1099). The 1099 Report Post application engine process populates the Withholding 1099 Table by extracting data from the Withhold Transaction table and inserting it into the Withholding 1099 Table. The “Generates Withholding Reports” process creates a flat file for the IRS and populates the “Withholding to Send” and “Copy B” tables. The system then uses the data to create a file for the tax entity, or IRS, and forms for the Suppliers. The system also uses the data to process corrections.

The 1099 Copy B Reports are the reports that you print out and mail to the Suppliers.

Running the Withhold 1099 Report Post Process

Navigation:  NavBar > Navigator > Suppliers > 1099/Global Withholding > 1099 Reports > Withhold 1099 Report Job

  1. The Withhold 1099 Report Job run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Withhold 1099 Report Job Add a New Value tab
  1. The 1099 Report Post/Report/Copy B page displays.
  2. Enter Request ID.
  3. Enter Description.
  4. Select Process Frequency = "Always Process".
  5. Select Control SetID = Use your local SETID, i.e., WA170 or WA220.
  6. Select Control ID:  This is the Control ID of your district set up for the 1099 reporting year (i.e., WA010_2020).
  7. Select Calendar SetID = "WACTC".
  8. Select Calendar ID = "A1".
  9. Enter Fiscal Year.
  10. Select Period = "1".
  11. Select Type of File/Return:  There are three choices  - Original/Correction, Replacement, Test.  You will most often choose Original/Correction.  For Testing, select "Test". (Original/Correction:  Generates the IRS_001.TXT, Test:  Generates the IRS_001.TXT File and populates only the PS_WTHD_1099_COPYB table).  Replacement:  Generates the IRS_001.TXT File and deletes data from the Withholding Sent Tables.
  12. Leave Replacement Character blank.
  13. Select Supplier Select Options:  Default is blank or select all vendors or specify vendors.
  14. Select AP 1099 Sort Order:  Default is blank or select Name Sort, TIN Sort or Vendor ID.
  15. Select Run.  Please refer to the Process Scheduling QRG for instructions.
1099 report post/report/copy
  1. The Process Scheduler Request page displays.
  2. Select the 1099 Job checkbox.
  3. Select OK.
Process Scheduler Request page
  1. The Process Scheduler Request page disappears.
  2. Select Process Monitor.
1099 Report Post Report Copy B page
  1. The Process List tab displays.
  2. After the process has run to "Success", select the Report Manager link.
Process List tab
  1. The Report Manager page displays.
  2. Select the Administration tab.
1099 Report Post Report Copy B page
  1. The Administration tab displays.
  2. Select  Details for Report ID which has the Description "1099 Report".
Administration tab

To retrieve the IRS tax file IRS_001.TXT:

  1. The Report Detail page displays.
  2. Right click on the IRS_001_%.TXT link.
  3. Select "save link as".
  4. Save the file to your computer.  NOTE:  Do NOT change the file name.
Report Detail page

For the 1099 Copy B Report:

  1. On the Report Manager page, select the Administration tab.
  2. Select the APX1099N-APX1099N.pdf and APX1099CT-APX1099CT.pdf links.
  3. Download the pdf files and save to a secure location.
Administration tab

NOTE:  It is highly recommended that you review the 1099 Copy B forms prior to printing them. You can compare the forms to the 1099 Withholding to Send Detail Report (see next section), which prints in Supplier ID order. You also need to compare the number of 1099 Copy B forms printed with the number shown in the IRS_001.TXT file as part of the finalization process.

After you have reviewed the 1099 Copy B forms, print them using Adobe Reader so that the 1099 forms print correctly. The text on the Copy B’s is noticeably smaller when printing from PeopleSoft within a browser window. After printing, mail the Copy B forms to your suppliers

Withholding Sent File

You must have at least one of these local college managed security roles:

  • ZZ Accounts Payable Reports

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

  1. The final step is to run Withholding Sent process by navigating to:

NavBar > Navigator > Suppliers > 1099/Global Withholding > 1099 Reports > Withholding Sent File

  1. The Withholding Sent File run control ID search page displays.
  2. Select the Add a New Value tab.
  3. Enter Run Control ID.
  4. Select Add.
Withholding Sent File Add a New Value tab
  1. The Withhold Sent page displays.
  2. Enter Request ID.
  3. Enter Description.
  4. Enter Process Frequency = "Once".
  5. Enter SetID.
  6. Enter Control ID.
  7. Select Withhold Sent Option = "All".
  8. Select Run.  Refer to the Process Scheduling QRG for instructions.
Withhold Sent page
  1. Process complete.

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