What do I need to do to prepare for electronically filing my 1099s?
You must have an ID.me account to access any IRS Online services. You can log in or create one at https://la.www4.irs.gov/esrv/esam/pages/landingPage.xhtml
Next, if you need one, you must apply for a FIRE TCC (Transmitter Control Code) once you have logged into the above link. Make sure you are applying for a FIRE (Filing Information Returns Electronically) specific TCC, which is different from an Iris TCC.
Once you have received your TCC, you must create a login for the IRS’ FIRE (Filing Information Returns Electronically) system: https://fire.irs.gov/Register.aspx.
When e-1099s are run from your BMS system, a text file is generated for you to upload to your FIRE portal.
How to set up your system to electronically file 1099s
The first update to consider is in the Vendor Maintenance screen. Two new fields have been added for electronic filing of 1099s. These fields can handle more characters if a vendor has a long name or a DBA. The second will allow for addresses that exceed the length of the primary address field. You may need to duplicate the entire name or address in these fields to display them properly in the electronic data. Here is a screenshot of those new screens:
A new 1099 Mtc Screen has been added to the system for customers who will file 1099s electronically. This screen has no User restrictions, but the User must have menu access to the Print A/P Form 1099 module. You will see an option at the top left to access 1099 Mtc.
The maintenance screen appears as follows:
Field Descriptions (an asterisk indicates a Required field):
Transmitter Control Code: Enter the five-character alphanumeric Transmitter Control Code (TCC) provided by the IRS.
Transmitter Name: Enter the name of the transmitting person, up to 40 characters. If using a 3rd party, enter that name here.
Transmitter Name (Continuation): Enter any additional information that may be part of the name, up to 40 characters.
Company Name: Enter the company's name, up to 40 characters.
Company Name (Continuation): Enter any additional information that may be part of the company name, up to 40 characters.
Company Mailing Address: Enter the company’s mailing address, up to 40 characters.
Company City: Enter the company’s mailing address city, up to 40 characters.
Company State: Enter the company’s two-character mailing address state.
Company Zip Code: Enter the company’s mailing address, which is a five- or nine-digit ZIP Code assigned by the U.S. Postal Service.
Contact Name: Enter the name of the person to contact when problems with the file or transmission are encountered, up to 40 characters.
Contact Telephone Number/Extension: Enter the telephone number of the person to contact regarding electronic files. Omit hyphens.
Contact Email Address*: Enter the email address of the person to contact regarding electronic files, up to 40 characters.
Click Save to keep your changes.
A new report has been added to allow for printing the data that needs to be exported and then imported to the IRS site. That report is as follows: Electronic 1099s. You can print a Test File prior to the live data file.