Other 1099 Express Topics

Merge or Combine Duplicate SSNs
 
Click the Options/Merge Duplicate SSNs Menu. This option combines all records with the SAME SSN or EIN into one record by adding all money amounts. The name and address of the last record is retained. All other records are removed from the file, and displayed in the text viewer.

Thus, it is possible to determine which records are below the $600 threshold for Box 7 on 1099-Misc. The threshold may be  different for other boxes and other forms types such at 1099-Interest. For more information on thresholds for various boxes in each form see Latest Instructions for 1099 Series Forms.
 
This operation won't start if your file is not saved. To un-do this process, you must close your file, and open the original file. This operation can not be undone on screen.

Before performing this operation, get a grand total for the file, and check the total after the operation. It should be the same. Use the Options/Totals Menu or the SUMMATION speed button to total the file. This operation is mainly for 1099-Misc. It may not be suitable for forms 1099-S or 1099-R or other 1099s with special codes, descriptions, and dates. It will not combine special codes, descriptions or dates. Those forms may require multiple 1099s for the same person.

After records are consolidated, SORT ASCENDING ON A MONEY COLUMN, for example BOX 7. It will then be easy to delete or void any records which are less than $600.00.

File Backup

Files should be backed up in case your hard disk (the C: drive) fails. Thus, it's not a good idea to use your hard drive for backup storage. To backup files, click File/Backup Menu. Set the Location where the files will be saved:

- A folder on your hard drive that you burn to a cd-rom,
- A Network Drive, that is backed up regularly,
- Another Hard Drive on your computer,
- A portable USB memory disk,
- A SmartMedia or CompactFlash drive for a camera,
- A diskette in the A: drive
- A zip drive or similar removable media.

In the next window, select the files you wish to backup (these are usually in the E2006 folder). Double clicking the file, puts it into the list. All files in the LIST (the bottom listbox) will be copied to the backup location you specified. The files that are copied can be any files you wish, not just 1099Express files. For subsequent backups, everything is remembered. There is no need to re-create everything.

 Occasionally, take backup data on CD or diskette a safe off-site location, such as a safe deposit box. If the building burns down it can be rebuilt, but your data may be impossible to re-create.

Paperless Backup to PDF Files

1099Express can "Print-Create Laser Forms" in Adobe PDF format, using the PDF-Factory print driver device. In other words, you can make a backup copy of the same laser forms mailed to the payees, in PDF format. This is useful for archive purposes, saves paper, and may be searched for a specific name or SSN by Acrobat Reader. PDF files are typically burnt on a CD-ROM and then deleted from the hard drive to save space.

PDF-Factory printer driver software can be found at www.FinePrint.com and cost $49.95. It can be used by any Windows program, not just 1099Express, make backups and save paper.

Please remember, you can always re-create any 1099 with the 1099Express program, without using PDF files. Just backup your company files and program files to a CD-ROM or diskette.

Printed Backup

A printed backup can be obtained by printing each form, but with 3 different persons on each page, instead of 1. This takes 3 times less paper. See File/Print Create Menu, then Page Setup.

A printed backup can also be obtained from the File/Audit Report Menu. This report contains all the 1099 information, except it does not print the actual form. This report prints approximately 20 persons per page.

Custom Reports

1099Express uses Excel to create custom reports. Click the File/Print 1099Express Grid menu. Notice that the entire grid is copied into Excel and is ready to be printed in any style provided by Excel. Another way to create a custom report click the Edit/Select All menu in 1099Express, then Edit/Copy. Switch to Excel and paste the data. Format the data inside Excel for the custom report you want. See Excel tips.

Sorting
  
Warning: Sorting changes the order of records in memory (the screen grid) and can't be "Undone" on the screen. Therefore, your file should be saved on disk before sorting, if you wish to preserve the original order.

To sort, click on (select) any cell in the column to sort on, then click the speed button with the down arrow (sort ascending A-Z) or the speed button with the up arrow (sort descending Z-A). Sorting may be done on any column. For example, sorting ascending on Box 2 would allow grouping of all payees with less than $10, which could then be deleted, or voided. Similarly, you could sort and group on Box 7, for those persons with less than $600.

Searching for a person or record

To search press the F7 key, then type in a few keys of the Name, SSN money amount, account or whatever. To search again, press the F8 key. Do not type the persons entire name. Only type a few characters.

For example, if searching for James A. Washington, key in WASH or wash or Wash (case is not important). His record will be shown on the first row across at the top of the screen.

The search menu also allows, Find, Replace, and Strip characters as well as Trim Spaces from fields for the file in memory. These are advanced functions, which can't be undone unless the file is saved on disk first (see Sort Warning).

Parsing City, State and Zip fields
  
Use the Options Menu/"Parse City to State and Zip" for the specific purpose of breaking apart the City, State and Zip fields. For example, one Excel column contains Houston, TX 77822 then import this to the "City" field. Then, using this menu item will automatically put TX in the State column, put 77822 in the Zip column and leave just Houston in the City column. This will save many hours of tedious work.

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