Change a Vendor to a 1099 Vendor in Microsoft Dynamics GP

We have all been there, a vendor changes their status from being a non-1099 vendor to a 1099 vendor.  You can simply go into the vendor card and edit the setting to make them a 1099 vendor.  The only problem with this situation is that historical transactions posted in Microsoft Dynamic GP would still show the vendor as a non-1099 vendor.

This would be a total nightmare, however, you’re in luck that Microsoft Dynamics GP has built functionality into GP 2013 and higher that enables us to easily change the status for a vendor and their entire history.

If you are on an older version than GP 2013 then you would need to use Professional Services Tools Library (PSTL).  The Professional Services Tools Library (PSTL) has a modifier tool for the 1099 vendors.  For additional information, you can also reference KB Article 918536.

For Microsoft Dynamics GP 2013 and higher, please follow these steps.

1.  Navigate: Microsoft Dynamics GP>>Tools>>Utilities>>Purchasing>> Update 1099 Information.

2. In the Update 1099 Information window, select the last radio button for ‘Vendor and 1099 Transactions‘.

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3. In the FROM and TO sections, select the appropriate

Method
Method 1: currently not being a 1099 vendor to BE a 1099 vendor
FROM
Tax Type = Not a 1099 Vendor*
1099 Box  Number is grayed out
TO
Tax Type = Miscellaneous (or appropriate 1099 type as needed)
1099 Box Number=7 (or appropriate 1099 box number as needed)

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Method 2: vendor from currently being a 1099 vendor to NOT BE a 1099 vendor
FROM
Tax Type = Miscellaneous (or appropriate 1099 type the vendor had)
1099 Box  Number = 7 (or appropriate 1099 box number the vendor had)
TO
Tax Type = Not a 1099 Vendor*
1099 Box Number is grayed out

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4.  Look for the ranges section. From here select a vendor for FROM and TO. Restrict the update to your criteria by selecting insert.

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5. Click process at the top to update all the information within your selected criteria.

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6. Print the Update 1099 Information Audit Report to the screen and/or printer. It is highly recommended to verify that all changes were correct. To print this, you will automatically prompt after you select the process button and its processes.

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7.  Verify vendor setup:  Navigate: Cards>> Purchasing>>Vendor. Select the Vendor ID and click on options button. Under this window verify that the 1099 selections are correct. The process should have automatically changed this for you.

8. Verify transactions: If you did Method 1 above, now navigate: Transactions>> Purchasing >>Edit 1099 Transaction Information. Enter the Vendor ID and select redisplay, the vendor’s transaction history should populate the bottom section of the window. Review all the transactions.

Note: You can edit the Tax Type, Box number and 1099 Amount for each individual transaction as needed and remember to select the process to apply the changes.

Note 2: You can also make a smartlist to review all the transactions.

 

 

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1095C Form Show Wrong/Incorrect Information

One of my clients had an interesting issue that prompted me to write this article.  They have been tracking their ACA information religiously throughout the year.  However, when we created the wage file and printed the 1095C to screen, all of the figures were wrong.  The last code that they should have used was in 2015 and according to the documentation for the ACA, it should have rolled forward.

They utilize three benefit codes.  One for their Buy up plan, one for Dental, and one for Vision.  The buy-up plan is updated in August and the Dental and Vision plans are updated in February.  The change on the 1095C was in February and marked as none, none and 0.00.

We checked the codes on the each of the benefits and they were correct.  If you do not want the codes to apply to the ACA you are supposed to mark them as ‘None,’ ‘None,’ and leave the cost blank or 0.00.  The Buy-Up code was assigned the appropriate ACA reporting.

Then the next step would be to look into the SQL tables.  The following tables are the corresponding tables for the ACA:

UPR00904 – uprMstrDependentACA
UPR00905 – uprMstrEmployeeACA

These can also be found under my Table Reference page. The ACA-specific information is held in the UPR00905 (ACA Employee) /UPR00904 (ACA Dependent) tables and these tables can be updated to remove employees that are not eligible for the ACA health benefit prior to creating the year-end wage file, which will remove them from 1095-C reporting also.

ACA reporting is only based on the dates the employee was added to HR and not the hire/active dates on the PR side.  For example, one employee may start on February 2 and their benefits start 60 from their start date (In April).   If you do want to add a health benefit to an HR employee insure the GP system date is set to the date that you want the ACA reporting to start for the employee in the current year.

In this case, when a benefit is changed in August, it applies a record to the UPR00905 table.  You can also backdate the records by changing your user date.  For example, if you are adding a health benefit to an employee today but you want the ACA to list the date that health care was offered to be in February, you would change your user date in GP to ’02/01/2016′ prior to creating the record.

It is important to note how the 1095C pulls data.  From the table UPR00905 it will only select the last date of the month.  Meaning if you made a change on 2/12/2016 and then 3 months later backdate to 2/1/2016 to make a correction, it will pull the information from 2/12/2016.

Additionally, it will only record one benefit per month.  If you have two hospitalization plans, it will take the last record made for the month as the reporting record.  In our case we ran into the issue that the Dental, even though it was marked ‘None,’ ‘None,’ and 0.00, it was recording in February.  We corrected this by running a delete statement for the specific benefit codes that should not have been used in 2016.  Please note that we first tested the script in their test database with a fresh restore. 

“Delete UPR00905 where Year1=’2016’ and BENEFIT=‘benefitcode’”

 We then used a third party tool from Integrity Data that allowed users to manually adjust the UPR00905 table.  Integrity Data is a leader in innovative payroll solutions that greatly reduce the burden of the Affordable Care Act on employers.  Tom Franz, their Client Engagement Manager, has made their free utility available to me.  For more information on the free utility, email Tom at tfranz@integrity-data.com to request your free copy. In addition, their website (www.integrity-data.com/aca) is a great place for ACA-related information and also talks about Integrity Data’s full-featured ACA solution.

 I first extensively tested the tool in our test company to verify that it worked how we needed it to.  If you choose to use this tool, please complete testing within your test environment.  Straightforward Dynamic GP is not liable if you choose not to test and verify that this solution works for your specific need.

I used this 3rd party tool to only make corrections to past records.  It is not designed to update the information moving forward in Microsoft Dynamic GP.  After the correcting entries are made then you will want to utilize the proper method to making changes within Microsoft Dynamic GP to make any new entries.  Here are the steps I took:

  1. We will be using a 3rd party software from Integrity Data to fix the older entries. There is no built-in method through Great Plains.  This solution has been tested.
    1. Navigate to CARDS>>PAYROLL>>EMPLOYEE
    2. Select an employee
    3. Then select additional at the top
    4. Select Edit Employee ACA Information
  1. You will see all the codes from the beginning of HR. You can make changes to the employee and their dependents.post3-1
  1. To delete a row. Select the Year within the row you would like to delete and then the delete row button.post3-2

 

  1. To add a row go to the last item on the record and type the correcting entry. You will able to place an entry for earlier in the year.

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Note:  I was not paid to promote any item from Integrity Data.

Recommendations:

  1. Only use this window to make corrections to past records and never use it to make new entries moving forward. After these items are made then you will want to change your user date and update the Health Insurance through your normal process.
  2. Before trying this solution, it is HIGHLY recommended to make a backup. Then make a copy of your live database into your test environment and test all changes that you want to make before applying the changes to your live data. After testing in your TEST environment and it does what you want it to do, please make an additional backup before you apply the solution in your live database.
  3. Some companies monitor the 1095-C content throughout the year by creating a TEST company from a current copy of the LIVE database and creating the Year-End Wage file in TEST to review.

 

Resources used for creating this post:

Terry Heley’s Microsoft Dynamics GP Blog – She works for Microsoft and is the most knowledgeable person about Payroll and HR.  Each year she produces a guide for the ACA on her blog and includes troubleshooting steps.  I highly recommend following her blog.

Integrity Data – Integrity Data is a leader in the application of technology to improve business processes around payroll and Affordable Care Act tracking and reporting. Celebrating 20 years in business and serving over 8,000 organizations, Integrity Data strives to ensure that employers maintain IRS compliance around the Affordable Care Act and that their most valuable asset, their employees, are paid accurately and efficiently.

What to Do When a Microsoft Dynamic GP Validation Report Says a Correct Social Security Number Is Wrong

A validation report simply shows warnings that you will want to check to verify if information is correct.  I have seen in the past where an SSN number is correct and the number shows that it is wrong.  KB article 872100 addresses the errors and warnings that may appear on the payroll validation report.

In Microsoft Dynamic GP, the SSN number is verified in the validation report and will provide an error if:

  • The SSN is blank
  • The last two numbers are not between 01 and 99
  • There are too many or too little characters (more or less than 9)
    There is a duplicate SSN number in the system

First, I recommend that the payroll team verify the SSN number they received from their employee and that there was not a typo when inputting into the system.

If this is correct, then I recommend logging into the Social Security Administration’s website and using their SSN Verification Service.

If everything checks out with the SSA.gov, then I would recommend printing your W2 and proceeding.

If you use a printing service, such as Greenshades or Integrity Data.  I do recommend checking with them on how they proceed with errors.