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QuickBooks Year-End Tip – Tracking 1099 & W-9 Information

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Every vendor record in QuickBooks provides you with a place to indicate if a Vendor is eligible for a 1099 and a spot for you to enter the Vendors tax ID number and I highly recommend that you utilize this functionality along with the ability to attach a completed W-9 to the Vendor record.

You can enter this information by going to the Vendor Center, selecting and editing a Vendor record.   Exactly where you enter this information will depend on what “year” version of QuickBooks you are using, I’ve included a couple of examples below to help point you in the right direction.

In QuickBooks 2012 - you'll enter 1099 information in the Additional Info tab.

In QuickBooks 2012 – you’ll enter 1099 information in the Additional Info tab.

In QuickBooks 2014 you'll enter Vendor 1099 info in the Tax Settings tab

In QuickBooks 2014 you’ll enter Vendor 1099 info in the Tax Settings tab

Really want to stay organized?  Add a Custom Field to Vendor records indicating if a completed W-9 is on file for that Vendor or not —- here’s how:

  •  From the Vendor Center –> Edit a Vendor -> go to the Additional Info tab -> click the Define Fields button

define field-w9 info

  • The Set up Custom Fields for Names window will appear.  In the Label column –> type in W-9 on File? and place a checkmark in the Vend column (see below).  Click OK

W-9 on file

  • QuickBooks will display an message window indicating that you have activated custom fields for this list.  Click OK to dismiss this window.

activated custom fields


  • When you return to the Vendor record you’ll now see that the W-9 on file? field is available (see below).  Use this field consistently to enter
    • Yes – meaning yes a W-9 is on file for this vendor
    • Need – meaning you need to get a W-9 from this vendor
    • N/A – meaning that a W-9 is not applicable for this vendor

W-9 coding

You can now create, utilize, and memorize a Vendor W-9 Information Report.  To create the report:

  • From the Reports menu –> List –> Vendor Phone List
  • Click the Customize Report button (upper left corner) –> on the Display tab -> click into the Columns box and check the following options:
    • (left margin)
    • Vendor
    • Main Phone
    • Main Email
    • Bill from
    • Vendor Type
    • Tax ID
    • Eligible for 1099
    • W-9 on File?
  • Click on the Header/Footer tab –> in the Report Title field; type in Vendor W-9 Information and click Ok.

You now have a report that you can use to review and manage the information that you have on file about your vendors and to assign a valid Vendor Type, review Tax ID’s, review if a vendor is eligible for a 1099 and indicate if a W-9 is on file.  I highly recommend that you memorize this report and review it every 6 months to keep this required information up to date.

Vendor W-9 information report

If you want to take your data information management to the next level – scan Vendor W-9’s, turn them into pdf’s and attach it to the Vendor record using the Attach function.

On Tuesday November 26th, look for an article that will help you perform a 1099 self audit for your year end tasks.

Looking for other articles and tip on our site that relate to 1099’s – click here to view our Search results.

Did you find this article helpful?  If so please let us know by leaving a comment or sharing this article on your favorite social media network.

About Your Host:

Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert

I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.

QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

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