Advanced Query & Export or.....State Tax Reports for 1099 Vendors.....

Was I able to get your attention from this title? Hopefully so...

At the 2008 Conference, I taught an FE Query & Export session. Most of the attendees really enjoyed some, or maybe a little, of the content so I want to build on it here. Recently a client needed to file a state form each time a vendor's total 1099 payments for the year exceeded a certain dollar amount. So what we need to do is find who has gone over the limit in the current tax year and have a record of the form being sent in or not.

Let's pretend it's January 1st and the state needs to be notified when the payments exceed $500.00. Begin by adding a Vendor attribute such as State 1099 submitted and make it a yes/no field. Globally add this to all vendors with a value of "No", indicating that nobody has had their form submitted.

Build a vendor query. On the Criteria tab, add 1099 activity greater than or equal to 500 and set the date filter to this calendar year AND add Vendor Attribute State 1099 submitted equal to No. On the Output tab, add some output fields for your reference and to spot check the results. Now, decide how often to run the query, for example monthly or every Friday afternoon.

There are two options from here:

1. Run the query, and print the results. Use the list to fill out your required forms. Then use global change to change the records in the query to change the attribute to Yes.


Or


2. Open Mail, Labels, Cards, and Envelopes, and create mailing labels. On the Filters tab use the query to filter the vendors to only list the vendors who need the form submitted. On the Processing tab, select to change the State 1099 submitted attribute for all records included from No to Yes. Print the labels. Now you have your vendors listed to create the forms for and a mailing label to send a nice letter to let the vendor know the form was submitted.

So, there you have it. Now, I challenge you to submit how you use Query & Export or, even better, how you would like to use these tools.