TABLE OF CONTENTS
- 1099 NEC for Non-Employee Compensation
- Bank EDI Reconciliation Process
- Filter Payment Methods on Bank Account Close Date
- Direct Pay Sales Tax – PPA with AJEs
- Sales Tax in Workflow Quick Code
- Equipment Columns in CIB Import
- JIB Billing Processes – Start from Previous Process
- Tips and Tricks: eList Option for Entity Filters
- Tips and Tricks: In Selection Filter Syntax
- Tips and Tricks: Attribute Import
1099 NEC for Non-Employee Compensation
The IRS now requires a separate 1099 form for non-employee compensation. To meet these needs, changes have been made to the tax information attribute, the Income Tax Information Electronic Reporting process and the 1099 reports.
In order to generate 1099s from Enertia, the 1099 data must be extracted. Since the 1099 requirements changes as of the 2020 filing year, an option have been added to the extract process to allow 1099 NEC data to be extracted separately from 1099 MISC data. This allows the option to extract 1099 NEC data earlier in order to meet the earlier filing deadline.
To extract 1099s for all applicable payees, open the Tax Information attribute in the Enertia Lookup. Select the Tax Info List tab and click the “Extract Tax Rpt Info” button. Select the Corp, Country and 1099 Tax Year. Select the appropriate radio button to extract 1099 MISC, 1099 NEC or All and click OK. This process will populate the 1099 information for each payee on the Tax Rpt Header and 1099 Detail tab of the Tax Information attribute.
Once 1099s have been extracted, review the 1099 Error Warning List report to review any issues with the 1099 data as well as the 1099 Detail Listing report to review the data that will be on the 1099s. The Detail Listing can be compared to the Payment Inquiry to verify accuracy.
To print or email 1099s, open the Report Prompts form from the main menu. All of the 1099 report formats have been separated into NEC and MISC versions. If you want to email the reports to the applicable payees rather than printing them, set the appropriate filters on the Report Prompts tab, click the gear button at the top of the form, and select Email Distribution as shown below.
A new tab will open where you can select your recipients by moving them to the right pane. If any of the selected recipients do not have an email address populated on their Address attribute, their record will display in red text on the form.
The Subject line, Body and Signature of the generated email can also be customized on this form. Any changes you make will be saved for future email distributions of this report. Once all the correct recipients are selected and the email is customized to your needs, click the envelope button at the top of the form to send the emails. Each recipient will receive an email with a PDF attachment of their 1099.
To generate the electronic 1099 file to submit to the IRS, navigate to Processing/Other Processes/Income Tax Information Electronic Reporting on the Enertia main menu.
Click Add and fill in the information below -
- Choose the Corporation you want to submit 1099’s electronically for.
- Enter the Process Type - 1099 Dividend Reporting, 1099 Misc Reporting or 1099 Nec Reporting.
- Enter the 1099 Reporting Period Begin date and the system will default the end date.
- Select the Export File Location by clicking the Export File button and selecting a file path and name to use when saving the 1099 EDI file. You will retrieve it from here later to upload to the IRS website.
Click OK to begin the process.
Step 1 - Confirm Selection - Begin by selecting the Payees that you want to include in your EDI reporting. To select them click under the “Selected” column header. When selected confirm your selection by using the Confirm Selection button at the lower left side of the form.
Tax EDI File Reporting Process Form
Step 2 - Gather Tax Information - A report will print at this step. Review the details for the generated 1099 file for accuracy before continuing the process.
Step 3 - Create Tax File - This step will produce the file that you will send to the IRS. The user can submit the file to the IRS prior to finalizing the process to verify that the file does not have errors.
Step 4 - Finalize - The Finalize step will mark those records as having had a 1099 prepared.
Bank EDI Reconciliation Process
The EDI Reconciliation File Process allows a flat file of cleared payments from the bank to be imported into Enertia. The process matches payments in the file to payments generated in Enertia and then creates a bank statement in the bank reconciliation module where those payments in the file are marked as cleared. The user can then clear any additional deposits or adjustments and mark the reconciliation as finished.
The format for the EDI file can be set up under Master Files/Interfaces/EDI File Formats. This file format can be user-defined to match the format provided by the bank. If the bank provides some other format than a flat .txt file, Enertia support can assist you with converting the file to a format that will upload correctly.
To begin the EDI Reconciliation File Process, go to Processing/Payments Void Payments/EDI Reconciliation File Process on the Enertia menu. Select the Corp, EDI File Type (EDI Recon), and EDI File Format for the file you want to import. Click the EDI File button and navigate to select the file to load. Click OK to begin the process.
The steps on this form allow the user to import the EDI file provided by the bank and process the file by matching the reconciled items with the issued checks.
Step 1 - Bank Recon Import File - This step will import the EDI file sent by the bank which details the reconciled checks. The import process uses the formatting criteria specified on the EDI File Format - Recon Files form.
Three options are available to Show All Without Errors, Show All With Errors, or Show All. If any errors are encountered, the Reconciliation Errors grid will open at the bottom of the form and a report will be generated detailing the errors.
Step 2 - Process Reconciliation File - This step will attempt to match the reconciled checks with the issued checks for the specified bank account and Corp. If any errors are encountered, the Reconciliation Errors grid will populate.
Step 3 - EDI Process Recap - This step will generate a report of any reconciliation errors encountered and/or a recap of the bank account, check date, check amount, check cleared date and the reconciled indicator. During this step, users have the option to either override or skip recon errors. The Override option is used to clear checks even though the bank check amount does not match the check amount in Enertia. A manual journal entry will need to make to account for the difference. The Drop option skips checks that have cleared the bank but have not yet been entered into the system.
Step 4 - Finalize EDI Recon - This step will finalize the process and update the bank account register to indicate cleared checks imported during this process. At this point, you can navigate to the Bank Account attribute to continue reconciling other items.
Filter Payment Methods on Bank Account Close Date
On the Payment Methods master file form, the payment method that display in the grid can now be filtered to show only setups that are related to open bank accounts. This can be especially beneficial if a company has switched banks several times over the years.
To utilize this filter, select the Show Open As Of radio button at the top of the form and enter the current date in the date field. Click the Load button to refresh the grid to only show payment methods for open bank accounts.
Direct Pay Sales Tax – PPA with AJEs
As of the 20 Spring version, transactions with direct pay sales tax can be reversed using AJE transactions rather than APINV transactions. This allows the user to correct coding issues without affecting any payables related to the transactions. The PPA process will set the Direct Pay Sales Tax flag to false on the reversal and correcting headers and populate the payable and balance amount fields with the net amount value, which includes the tax amount for the reversal and correcting transaction details.
You do not need to make any changes to your setups or PPA processing in order to take advantage of this enhancement. When you PPA transactions with direct pay sales tax the system will now display a pop-up offering the option to PPA with AJEs rather than forcing the use of APINV transactions.
Sales Tax in Workflow Quick Code
When entering transaction details in Txn Workflow using the Quick Code function, the system will default the sales tax group on the generated detail record based on billing category, map reference and tax group setups.
In order to default a sales tax group onto a transaction detail, the detail has to be coded to an account or billing category that is marked as “Subject to Sales Tax”. The transaction must be coded to a property that has a map reference attribute record with county and state populated. Finally the Tax Group form for the sales tax group must be populated with a county and state. The system will make the map reference to the applicable tax group and default that group onto the transaction detail record.
To use the Quick Code function, open Txn Workflow and enter a transaction header. Select the Cmnt/QC checkbox at the bottom of the form and select the Quick Code tab in the new pane that opens. Click Add and select an account or billing category, property and other applicable posting rules, and a service date. Enter an Amount and click OK to save. Once all the details have been entered in the Quick Code pane, click the Finish button in the bottom right corner – this will generate the transaction detail records and default any applicable sales tax groups onto those details.
Equipment Columns in CIB Import
As of the 20 Spring version of Enertia, the CIB Import can be used to create invoice transactions with equipment coding. To generate a new copy of the import template that includes the equipment columns, open the Txn Batch Entry form from the main menu and click the Generate Transactions button in the bottom left corner. Select the CIB Invoice Txn Import option.
Click the “Create Blank Template” button and provide a file path and file name to save the template file.
Columns AT-BD have been added at the end of the template to be used for equipment coding.
Once the import file has been populated, you can load the import by returning to the CIB Invoice Txn Import form and clicking the Load button. Find and select the import file to load and click OK. Click the Validate button – this will cause the system to validate the records in the import file to verify that they are complete and valid. If there are any errors in the import, they will display in the grid. If no errors are found, click the Import button to import the invoice transactions into the database.
JIB Billing Processes – Start from Previous Process
Starting in 21 Fall version of Enertia, users can streamline the billing process by starting the next process in the sequence from the previous process. For instance, the JIB Billing Process can be started directly from the JIB Allocation process after the allocation process is finalized. When you select “Start JIB Billing Process” in the step list, the system will generate a JIB Billing process with the same corp and accounting date selected on the allocation process and it will automatically select the transactions from the allocation process.
This option is also available in the JIB Billing Process to start the AR Invoicing Process and in the AR Invoicing process to start the AR Statement process.
Tips and Tricks: eList Option for Entity Filters
The eList entity type allows you to create a user-defined list of entities that can then be used in filters throughout the system for reporting purposes. Any entities can be added to the list regardless of whether they have any defined relationship in the system. This function is available starting in the 20 Fall version of Enertia.
To set up the eList functionality, navigate to the FBS Designer on the main menu. An eList entity type and an eList attribute will need to be added to the FBS Design. To add the entity type, select the FBS Types tab. Click Add and enter a record for eList as shown below. Enter an FBS Type Code and FBS Type Name. The below setup will allow any user adding new eLists to define the code for that entity. To auto-increment the code, select Autoincrement in the Key Routine field and set up a Code Edit Mask to define the code format. Click OK to save.
Next, select the Attribute Definitions tab and add the eList attribute as shown below. Click OK to save.
Finally, to add the eList attribute to the eList entity select the FBS Type Attributes tab. Select eList in the FBS Type field in the top left corner of the form and click Add. Select the eList attribute in the Attribute Code field and click OK to save. If needed, other attributes like the Inactive checkbox can be added to the eList entity using the same process.
Once this setup is complete, security will need to be generated – this will create new authorities to allow users access to the new entity type. Add the “eList (Full)” and the “eList (ReadOnly)” authorities to the applicable roles and apply security.
To add a new eList, open the Enertia Lookup, click Add, select eList in the drop-down field and enter a Code and Name for the eList. Click OK to save.
Next, open the eList attribute, click Edit, and select all the entities to include in the eList by moving them to the right pane. Click OK to save.
Once the eList is saved, it can be used in filters throughout the system by selecting the “In eList” option as shown below.
Tips and Tricks: In Selection Filter Syntax
Another option for selecting a list of properties in filters throughout the system is to use the “In Selection” option. This feature allows the user to enter some simple SQL syntax to create a list of entities in a filter without having to select each entity individually.
The syntax below can be used to select a list of properties. The list of entity codes you need should be pasted inside the parentheses. Each entity code should be surrounded by single quotes and separated by a comma. The list of header codes can be formatted in Excel and then pasted into the SQL statement.
Select HdrHID from fbMasHdr where HdrCode in (‘Entity Code 1’, ‘Entity Code 2’, ‘Entity Code 3’)
To create the entity list to be pasted inside the parentheses, export the list of entity codes to Excel from the Enertia Lookup. In an empty column, set up a formula to add a single quote before the code and a single quote and comma after the code as shown below.
Once the entity code list has been formatted, paste the contents of the formula column into the SQL Statement and then paste the whole statement into the In Selection filter field as shown below. If needed, you can save this criteria in the inquiry or report for future use.
Tips and Tricks: Attribute Import
The Attribute Import can be used to load new records or update existing records on various attributes in the Enertia Lookup. Please refer to the Enertia Knowledge Base for a full list of available Attribute Imports. A package of import templates is also available for download at the location below.
The Attribute Import Template is an Excel file that is formatted to import data directly to the Enertia tables. They are all the fields on the attribute data form laid out in columns within the spreadsheet. The columns that have red font are required columns to be populated for the import to work. An exception to this rule is you need either the Entity Type & the Entity Code OR the Xref Type & the Xref Value, you don’t need all four columns. The column names should never be changed. Likewise, the spreadsheet title tab will contain the name of the Enertia table that the info will be importing to and should not be changed.
Once the import template is filled out with proper data, the user will go to the Master Files > Interfaces > Attribute Import.
Open the Attribute Import and then click ‘Select File’. This will open a file explorer and the user can find the saved import template file. Click ‘Open’ to attach the file to the interface. If you are using Enertia Version 19January and higher, you can upload multiple import templates at the same time. Click the ‘Import All’ button to begin the process.
The import outcome will populate in the text box at the top of the screen. Data that was entered without error will show as ‘ENTERED’ or ‘UPDATED’. Updated means that there was data already existing in the system and the new data overwrote the previous record.
If the data wasn’t entered due to missing info or incorrect data, it will show the line as ‘ERRORED’. Click on ‘Open’ and the import template spreadsheet will open and the ‘Import Outcome’ column will show which lines were entered, updated or errored. The reason for the error will be in the next column. Make the suggested correction and then clear out the ‘Import Outcome’ cell. Save and close the import. Click on the ‘Import All’ button once again to upload the corrected data.