Checking a Vendor's Filing Status in 1099 Manager

When does Ceterus begin filings for my vendors?

Ceterus will begin filing the last full week of January in order to meet the January 31st IRS deadline. Ceterus will only file for vendors in Complete status and for the amounts listed in 1099 Manager.

How will vendors receive their 1099s?

Ceterus will file 1099s according to two methods

• e-Filing

• Physical Filing

If a vendor's email address is provided in 1099 Manager, we will e-File for that vendor. They will receive their 1099 copy as an email PDF instead of directly in the mail usually within 24 hours after the filing.

To add a vendor's email address to 1099 Manager, follow the below steps:

1. Log into the Ceterus Bookkeeping Platform

2. Go to 1099 Manager

3. Select Filing Status

4. Select Tax Year > and this current tax year (Prior Tax Years are not editable)

5. For the vendor needed, click "View/Edit W9 Info" under Actions column

6. Select Recipient tab

7. In the Recipient Email box, type in the vendor's email address to be used

8. Click Save Changes

If a vendor's email is not provided, Ceterus will mail a physical copy to the vendor. This will generally arrive to the vendor's address provided on the W9 within 1-2 weeks after the 1099 has been filed. We recommend attempting to receive the vendor's email address and providing that to Ceterus so they can receive a copy sooner.

Can Ceterus send me a copy of my vendor's 1099?

Ceterus will ask you to please attempt contacting the vendor for a copy if you need this for any reason. This is for liability reasons since the vendor generally is the one who needs the 1099. If after attempting you do not hear back from the vendor but need this for your own tax preparations or financials, please contact Ceterus Support and we can look into an exception.

Checking a Vendor's Filing Status in 1099 Manager

1. Log into Edge

2. Go to 1099 Manager

3. Select Filing Status tab

4. Select Tax Year > And the tax year you want to review the filing status

5. For each vendor, review the status listed under Filing Status column

6. To confirm the date filed, review the date listed under Filing Date column

 What if I am not seeing a filing date for a vendor? 
Filing Dates will only appear once a vendor's filing status has been changed to Filed. If there is any other status next to the vendor, a filing date will not be added.

Vendor Filing Statuses

• To Be Filed

• Pending Review

• Filed

• Not Filed

A Filing Status noted as "To Be Filed" means we expect to file for this vendor but have not done so yet. This could be due to:

• We have not begun filing for this year (usually begins the last week of January)

  • We have begun filing for this year, but the vendor is still in the queue

  • We do not have enough information to file for this vendor and is in "Incomplete" status

A Filing Status noted as "Pending Review" means there is a "pause" on the filing. This could be set for a couple reasons:

• We do not have enough information to file

  • We have enough information to file but are looking into an issue with your vendor, such as an amount or validation with the legal information

A Filing Status noted as "Filed" means we have filed the 1099 for this vendor. The vendor should have received a copy of this 1099 either as an email or a physical copy through the mail (generally arrives 1-2 weeks after the filing date). Vendors with "Filed" status will also show the date this was filed in the Filing Date column

A Filing Status noted as "Not Filed" means we have not filed a 1099 for this vendor. This could relate to reasons such as:

• We did not receive complete vendor information by the deadline to file (vendor remained in Incomplete status)

  • We received "complete" vendor information but the vendor information was not valid (a TIN was not correct or address came back as "invalid")

  • The filing was filed, but not accepted by the IRS. This could be due to the vendor information or the legal business information if this is the case

Why has my vendor not been filed?

A vendor will not be filed by Ceterus if:

• The vendor is in Incomplete status under the Vendor W9 Status column

  • The vendor information submitted is proven to not be valid

     For Example

    A TIN listed as 111111111 or 123456789 is not identified by the IRS as a valid TIN number. An address listed as "123 I Don't Know Yet Street" or "XXXX Unsure Road" is also not identified by the IRS as a valid entry.

    Remember it's best to not add "placeholders" just so your status will turn to "Complete" because in the long run the IRS will not accept the filing and we will need to contact you for correct information after the deadline for an amendment.

  • The vendor was determined as ineligible for 1099s

Additionally, Ceterus may have attempted to file for a vendor but the IRS did not accept the filing. This usually happens when:

• The legal business information is proven as invalid

  • The legal business information does not match what the IRS has on file

  • The vendor information is proven invalid

  • The vendor information does not match what the IRS has on file

  • The state does not accept the filing for other reasons than listed above

If this would be the case, Ceterus will be notified and contact you to confirm the information we received is correct. We will do our best to refile and amend according to the IRS and state guidelines. When this occurs, we may need your assistance in order to provide as much information required to the IRS as they request.