Acct Tab

1099 Information

AccuBuild uses three criteria when calculating 1099 amounts:  the company must not be a corporation, payments to the company must be greater than or equal to $600 for the calendar year, and the general ledger accounts that the payments have been charged to must be flagged for 1099 reporting.

•Corporation - If this box is checked, the company will be excluded from 1099 reporting.

•Fed I.D. No. - If the vendor is subject to 1099 reporting, then be sure to enter a valid federal identification number in this field.  Check with your local IRS office for tax identification number guidelines.

•Sole Proprietor Name - Enter the name of the sole proprietor as applicable.  Per IRS regulations, if a social security number is entered as the tax I.D. number, then the sole proprietor's name must be included on the 1099. If desired, enter "dba" after the proprietor's name so that the "dba" will be included on the 1099. For example: "John Smith dba". The proprietor's name will print first on the 1099 followed by the company name on the following line. If the Sole Proprietor Name field is blank, then only the company name will be printed on the 1099.

•1099 Client Number - This field can be used to link one vendor to another vendor when processing the 1099s.  This option is useful if two separate vendor numbers have been set up for the same vendor and checks have been written in the current year using both vendor numbers.  Linking the vendors together will produce only one 1099 for that vendor.

o1099 Electronic Consent - Check this box if the vendor / subcontractor has consented to an electronic 1099.  The 1099 Electronic Consent form can be found on the Payables > Tax Forms / E-File / 1099s menu.  The completed forms must be submitted to Aatrix prior to eFiling the 1099 forms.

oEmail Address - Enter the vendor's email address that will be used when sending the electronic 1099.

Miscellaneous Codes

There are three user defined code fields which may be used for classifying the client database. The miscellaneous codes are defined on the Clients > Properties screen and appear on the Client List > Account tab.  The first two fields are alpha/numeric (both letters and numbers can be entered), and the third field is numeric only. As an example, you may wish to use one of these fields to classify all subcontractors by trade. Once you have established a coding scheme for your database, a custom report may be created using My AccuBuild Reports (MAR)  to print a selected list of clients.  Keep in mind that these codes are strictly optional and do not have to be defined before entering other client information into the system.

Invoice Defaults

Invoice Defaults - If the client is a 'vendor', then be sure to complete the Invoice Defaults section of the screen.  Although these fields are optional, using defaults when possible will save time during data entry and will help to prevent coding errors.

•Terms - A list of payment terms can be set up through the Payables or Orders modules and then linked to the vendor.  The payment term will then appear each time the vendor's invoice is entered or when a purchase order is created for the vendor.

•Disc % - Enter the percentage as a whole number.  For example, 2% is entered as 2.000.  This percentage will appear each time the vendor's invoice is entered.

•Phase - Enter a default job cost phase for the vendor as applicable.  This phase may be changed during invoice entry.

•G/L Acct - Enter a default expense account for the vendor.  This account may also be changed during invoice entry.

Default Pricing Fields

The following fields allows you to set up default pricing for a client based on pricing found in the Inventory Master.

•Purchasing - Allows individual vendors to be set up with specific pricing from the Inventory pricing fields.  

•Sales - This field is reserved for a future update which will allow for selected inventory pricing for customers once the Inventory System is integrated with AccuBuild Miscellaneous A/R Invoices.

Other Fields

•Account/Check Memo Info - Information entered in this field will print on the face of the accounts payable checks.

oComdata Settings - Check the Pay A/P Invoices with Virtual Master Card box for any vendor that you will be paying with the Comdata Virtual Master Card.  If you ever need to write a paper check for one of these vendors, you will need to uncheck this box in order for the invoices to be available for check processing.

•Sales Tax District Code - A default sales tax district can be set up for both customers and vendors.  The Purchase Order module will use the default code for vendors and the Miscellaneous Accounts Receivable Invoices will use the code for customers.  Note that the Job Cost Contract Billings option does not utilize the sales tax district codes and sales tax on a contract billing must be manually calculated.

•Client Notes - Unlimited general notations about a client may be entered in this field.