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Find your vendors when you prepare your 1099s

Learn what to do if you don’t see your vendors when you e-file your 1099s within QuickBooks Online Payroll.

Not seeing your vendors appear in your QuickBooks can be frustrating. If one of your vendors isn’t showing correctly, it’s most likely due to one of these problems. We'll show you how to fix them.

Make sure your vendor is set up for tracking

If a 1099 vendor is missing from the list, you can make them eligible for a 1099 directly from the Prepare 109s screen.

  • Select the Add from Vendor list button and select the appropriate vendor.

If they’re not set up as a 1099 vendor, you can change their status:

  1. From the left menu, select Expenses, then Vendors.
  2. Select the vendor you want to convert.
  3. At the upper right, select Edit.
  4. Mark the Track payments for 1099 checkbox.

Make sure your payments to this vendor meet the threshold

Only those contractors you paid above the threshold (usually $600) get a 1099. You can see which vendors don’t meet the threshold:

  1. From the left menu, select Expenses, then Vendors.
  2. Select Prepare 1099. The report you’re looking for is on “Step 4: Review - Check that the payments add up.”)
  3. Select the arrow next to the filter icon at the top of the table
  4. Change Type of contractors to 1099 contractors below threshold.

Make sure your paying vendors from the right expense account

QuickBooks uses the expense account selected in Step 2 of the wizard to report 1099 transactions.

If you’re having trouble, you may want to review the transactions and accounts associated with your vendor.

If you’re not sure what accounts should be assigned, run a Transaction List by Vendor report.

  1. Select Reports.
  2. Type Transaction List in the search bar, then select Transaction List by Vendor.
  3. Select Customize.
  4. Set the Report period to Last Year (or Last Calendar Year).
  5. Go to the Rows/Columns section. Select the Change columns link then put a checkmark on the Split box.
  6. Go to the Filter section.
  7. Check the Vendor box and from the drop-down, choose 1099 vendors who are in question.
  8. Select Run report.
  9. Look under the Splits column for what accounts the vendor's transactions were tied to. If you see the word "SPLIT," select the transaction to see details on what accounts were affected. If this is a Bill Payment, access the Bill to see what expense accounts were affected.

If you’ve paid this vendor by credit card

These payments will be reported by the financial institution and should not be included in the company's 1099 values. Customer has payments that are excluded and they don't understand why? Most questions about those excluded payments and the 1099K are found in Vendor payments to exclude on form 1099-MISC.

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