Withholding Supplier Update

Purpose: Use this document as a reference for changing Withholding applicability, entity, type, jurisdiction, and/or class.

Audience: Finance/Accounting.

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 completing the update, you must run the Withholding Update Process. (Example - Review the Vouchers with 1099 Flag filed, vouchers marked “Y” are set up for 1099 processing. Vouchers marked “N” are not set up for 1099 processing. If vouchers flagged “N”, should be “Y”).

It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to over-allocation of access. However, there are situations where a group of staff within a single department all require the same access to perform similar work. In that case, the COPY function provides the ability to apply all Process Group definitions from one user to another without having to search and enter each Source Transaction and Process Group combination.

Please refer to the QRG FSCM Security - Process Groups

Withholding Supplier Update

Navigation:Suppliers  1099/Global Withholding  Maintain  Update Supplier Withholdings

  1. On the Withholding Supplier Update search page, select the Add a New Value tab.
  2. Enter Withholding Update ID.

When adding a new Withholding Supplier Update, the Withholding Update ID should contain Supplier ID and Location, i.e. "V000007327_010".

  1. Select Add. The Withholding Supplier Update page will display.
Withholding Supplier Update Add a New Value page with the Withholding Update ID field highlighted.
  1. On the Withholding Supplier Update page. Enter valid field values:
  2. Select the Action drop down arrow to Withhold Update.
  3. Enter Supplier SetID = WACTC.
  4. Enter or select the Tax Reporting Year Start Date and End Date (current year).
  5. In the Details section, enter valid field values:
    1. On the Supplier tab, enter Supplier ID (same as Withholding ID).
    2. Enter or select Location.
    3. Enter or select Business Unit.
  6. Select the New Withhold Details tab.
Withholding Supplier Update page. The Action field is highlighted with the 1. Withhold Update populated. Within the Supplier Selection section, the Supplier SetID field is highlighted. Within the Details section, the Supplier field is selected and the New Withhold Details tab is highlighted. The Supplier ID, Location, and Business Unit fields are also highlighted.

NOTE: On the New Withhold Details tab, you will enter the actual updated information for the Supplier. You can change whether the Supplier is withholding or not. You can also update the Withholding class. To update additional Suppliers, insert a new row.

  1. On the New Withhold Details tab enter field values:
    1. Enter or select "Y" in New Withhold.
    2. Enter or select "IRS" in Entity.
    3. Enter or select "1099N" in New Type.
    4. Enter or select "01" in New Class.
  2. Select the Run button.
Withholding Supplier Update page. Within the Details section with the New Withhold Details tab selected, the fields are all highlighted with an emphasis on the New Withhold field being Y. The Run button is also highlighted.

If you receive a warning message when saving the page, please follow the steps mentioned in the pop-up window.

Warning message: Supplier (WACTC VOOOxxxx) has withholding data with multiple withhold entries/types for Business Unit WA010 (7400, 111). For this scenario follow these steps to make necessary corrections: 1. Set the New Withhold option to N and run the Withholding Update process. 2. Set the New Withhold option to Y, change the necessary Type/Class, and run the Withholding Update process. Another option would be to use the Update Voucher Line Withholding to change the withholding Type/Class.

You must have below Process Group added to your profile in order to have the 'Action' box :

Action box
  1. Select the refresh icon until the process runs to success.
  2. On the Withholding Supplier Update page select the New Withholding Details tab. Note the Criteria has a status of "Database Updated".
  3. Select the Save button.
Withholding Supploer Update page with the Refresh icon highlighted.
Withholding Supplier Update page. Within the Details section on the New Withhold Details tab, the Criteria column is highlighted with Database Updated populated.
  1. Process complete.

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