1099-R fields and locations

During Form 1099 data entry, refer to the following table to find where each box on Form 1099-R can be entered in Accounting CS. Use this table to help troubleshoot each form box.

Field/Line	Field	Data Location	Notes
PAYER’S name	Payroll name	Setup Clients Main tab	N/A
PAYER’S address	Business address line 1	Setup Clients Main tab	If the client has separate mailing and taxing addresses, ensure the address that should appear on this form is entered as the Business address.
PAYER’S TIN	EIN/SSN	Setup Clients Main tab	N/A
RECIPIENT’S TIN	EIN/SSN	Setup Vendors Main tab	N/A
RECIPIENT’S name	Vendor name	Setup Vendors Main tab	N/A
Recipient’s address	Business address line 1	Setup Vendors Main tab Business address	If the vendor has separate mailing and taxing addresses, ensure the address that should appear on this form is entered as the Mailing address.
City or town, state or province, country, and ZIP or foreign postal code	City, State, Zip, County	N/A	If this is a foreign state or country not available in the dropdown list, override this information in the Actions Edit Payroll Tax Forms screen.
Box 1. Gross distribution	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 1. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 2a. Taxable amount	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 2. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 2b. Taxable amount not determined / Total Distribution	1099 item Ellipsis Button	Actions Enter Transactions Check Distributions tab	Select the Ellipsis button next to the 1099 item you chose and mark the checkbox for either of these options. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 3. Capital gain (included in box 2a)	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 3. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 4. Federal income tax withheld	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 4. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 5. Employee contributions/Designated Roth contributions or insurance premiums	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 5. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 6. Net unrealized appreciation in employer’s securities	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 6. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 7. Distribution Code(s) / IRA/SEP/SIMPLE	1099 item Ellipsis Button	Actions Enter Transactions Check Distributions tab	Select the Ellipsis button next to the 1099 item you chose and select the 1st distribution code and/or mark the IRA/SEP/SIMPLE checkbox. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 8. Other $ / %	1099 (drop down) and 1099 item Ellipsis Button	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 8. For the percentage, select the Ellipsis button next to the 1099 item you chose and enter the Box 8 percentage. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 9a. Your percentage of total distribution	1099 item Ellipsis Button	Actions Enter Transactions Check Distributions tab	Select the Ellipsis button next to the 1099 item you chose and enter the Percentage total distribution. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 9b. Total employee contributions	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 9b. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 10. Amount allocable to IRR within 5 years	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 10. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 11. 1st year of designated Roth contribution / FATCA filing requirement	1099 item Ellipsis Button	Actions Enter Transactions Check Distributions tab	Select the Ellipsis button next to the 1099 item you chose and enter the 1st year of Roth contribution and/or check the FATCA Filing Requirement Box checkbox. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 12. State tax withheld	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 12. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 13. State	Withholding state abbreviation	Setup Clients Main Tab Locations button	Populates the state based on the client's primary location. If multi-state locations, uses the appropriate state based on the Vendor's state address. If the vendor is in a different state than the client, uses the client's primary location state. You can add additional states (and their withholding ID) in the State Numbers section of the Client Data tab in Actions Edit payroll Tax forms . You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 13. Payer’s state no.	Withholding ID	Setup Clients Payroll Taxes Tab	Uses the client's state withholding ID based on the populated state. Refer to Box 13.
Box 14. State distribution	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 14. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Account number	N/A	System Calculated field	The application populates the Account number field on Form 1099 with a unique account number to ensure that any Form 1099 corrections can be correctly tracked. This field can't be overridden on the form with another account number.
Date of payment	1099 item Ellipsis Button	Actions Enter Transactions Check Distributions tab	Select the Ellipsis button next to the 1099 item you chose and enter the Date of Payment. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 15. Local tax withheld	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 15. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .
Box 16. Name of locality	Box 16	Actions Edit Payroll Tax Form Recipient Data tab	The locality name will need to be added as an override to box 16.
Box 17. Local distribution	1099 (drop down)	Actions Enter Transactions Check Distributions tab	Choose a 1099 item from the dropdown that contains box 17. You can also override the data in Actions Edit Payroll Tax Form Recipient Data tab .

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1099-R fields and locations

This article applies to: