Generating Files for Electronic Submission

The first few steps for generating electronic submission files are similar to those for generating printed reports: select the report, use the report filter to limit the records that will be included in the report, and click Submit. Electronic files require several additional processing steps, described below.

If you have made changes to the Voyager database, you may need to repopulate the 1099 table. For information about which changes require repopulating, see Appendix C, “1099 Troubleshooting.”

To generate a file for electronic submission

1	From the dashboard or menu, select one of the electronic-file menu items.

For example, to generate a vendor 1099-MISC electronic file with the property-management company as the payer, select 1099 MISC: Vendor > Payer: Management Co > Electr File Vendor by Management.

The Electronic File Generation for 1099 Misc filter appears. This filter works for all 1099 submission types: 1099-MISC, 1099-INT, and 1099-S.

2	Complete the filter.

Property	If you want to generate a separate electronic file for a property, enter the property code.
Transmitter	Vendor code for the company that will transmit the data to the IRS. You must have a vendor record for the transmitter. See “Configuring the Transmitter Vendor Record”.
Min Amount	1099-MISC 600 1099-INT 10 1099-S See IRS instructions or your accountant.
1099 Yr	2011
Report Type	These options include the payer (vendor or owner). The payer must be the same payer for whom you extracted data. See “Payers” for additional information. Electronic File Vendor By Mgmt. Co. Vendor 1099-MISC with the property-management company as payer. Electronic File Vendor By Owner Vendor 1099-MISC with the owner as payer. Electronic File Vendor By Mgmt. Co. Owner 1099-MISC with the property-management company as payer. Electronic File Tenant INT By Mgmt. Co. Owner, tenant, and vendor 1099-INT with the property-management company as payer. Electronic File Tenant INT By Owner Owner, tenant, and vendor 1099-INT with the owner as payer Electronic File Tenant 1099-S Tenant 1099-S, with the management company as payer Electronic File Vendor By Bank The 1099 batch includes data for one bank account, for situations where you want to generate separate batches by bank account--for example, if you use different bank accounts for property management and construction. NOTE Although the INT menu items include “Tenant” in the name, they include data for anyone you paid interest: owners and vendors as well as tenants.
Mgmt. Co.	Vendor code for the payer, if the payer is the property-management company.
Owner	Owner code for the owner if the payer is the owner or if the electronic file is a 1099-MISC for an owner.
Tenant	Tenant code, if you want to limit a 1099-INT or 1099-S to a particular tenant. NOTE If you specify a tenant, the report excludes owners and vendors.
Bank	For use with Electronic File Vendor By Bank.
Bank Vendor	The property management company associated with the bank account, for use with Electronic File Vendor By Bank. Voyager draws 1099 contact information from this record.

3	Click Generate.

Depending on the version of Internet Explorer you are using, you may see a File Download dialog box appears or a message asking whether you want to open or save the file. Click Save.

To generate a file for electronic submission in Voyager versions prior to 6.0.08.22

1	Verify that Conductor is running on its server.

2	From the appropriate 1099 menu, select the type of electronic file that you want to generate.

3	Complete the filter. Not all of the following fields are present in every filter.

Min Amount	1099-MISC 600 1099-INT 10
1099 Year	2011
Report Type	See “Payers” for additional information.
Owner	If the Payer Is field is set to Owner, type or select one or more owner codes.
Transmitter	Vendor code for the company that will transmit the data to the IRS. You must have a vendor record for the transmitter. See “Configuring the Transmitter Vendor Record”.

4	Click Generate.