Vendor W9/1099 Maintenance

You should start reviewing your vendors’ 1099 setup at least several days before you plan to pull and process 1099’s. For 2025 reporting, Horizon recommends you begin this review as soon as you receive the End of Year updates. This year’s update includes important changes to the review process.

The Vendor Maintenance Grid will show information from the Vendor Master that is used to create 1099 data. Review and update the vendor data before pulling 1099 data for this year. Any updates to vendor information will also update the Vendor Master.

The Vendor Maintenance Grid is also available in the Section 8 module for Landlord W9/1099 Maintenance. The Section 8 department should be reminded to review the updated instructions to review the landlords’ information several days before the pull and process is to occur.

Any updates to vendor information in the Vendor W9/1099 Maintenance grid will also update the Vendor Master.

NAVIGATION: TOOLS menu > Vendor Tools > Vendor W9/1099 Maintenance

When the Grid opens, the default view will be set with filters
1. Status: Active
  1. The grid will display only the vendors set as Active
  2. Select Inactive to view only inactive vendors in the grid
  3. Select All to view both active and inactive vendors in the grid
2. 1099: Yes
  1. The grid will display only the vendors set to receive a 1099
  2. Select No to view only those vendors not set to receive a 1099
  3. Select All to view all vendors regardless of setting
3. As you change the filter option, the grid will update
Inactive Vendors
1. The system will automatically change the status to “inactive” for any vendor that has no activity after the date entered, i.e., 12/31/2025. This includes voucher dates and check dates.
2. This may shorten your list to review. Vendors can always be changed back to Active if used again.
3. In the “Last Activity Date:” field enter a date.
  1. This date should not be in the current processing year.
  2. Horizon recommends going back a full year.
  3. If reviewing to process 2025 1099s, enter 12/31/2023.
  4. You can choose to go back two or more years if some vendors could be used infrequently.
4. Click the INACTIVE VENDOR STATUS UPDATE button.
Review Filter 1099: No Vendors
1. Horizon recommends that you change the 1099 filter to NO to review the names not receiving a 1099.
2. Should any vendors displayed in the grid receive a 1099?
3. If yes, click the 1099 column checkmark for the vendor and save the record
4. Return the filter to 1099: Yes filtering.
Red and Yellow Highlights
1. You may notice several vendors are highlighted in red.
2. These are vendors that the program has detected issues that need to be reviewed.
3. Be aware the program will not detect every possible issue, please review all vendors displayed.
4. If a vendor is highlighted in red, another column in the grid will display yellow to help you identify the issue.
5. As you correct/save the error, both the yellow and red highlight will be removed.
PROBLEMS ONLY
1. Click this checkbox to see only the vendors that have an issue identified with a red or yellow highlight
2. Recheck these remaining vendors for problems.
Review each column for each vendor. Any incomplete or incorrect information may cause incorrect processing of the 1099s and rejection of IRS and state electronic submission files.
1. Vendor Number: This information cannot be changed once created. Vendor Number will be highlighted in red if an issue with the 1099 setup is detected.
2. Vendor Name: This is the name currently used to process checks.
3. Status: Currently you will see only Active vendors. Do not mark a vendor inactive unless you have not used or processed any payments for them in the current year.
4. 1099: When checkmarked, the 1099 process will create a 1099 for this vendor.
5. W9: This box is not required; however, Horizon recommends tracking that a W9 was received or not.
  1. If tracking W9 received, please review carefully the vendors not marked received.
  2. Are items such as Federal ID and ID Type completed correctly? Does the Federal ID look to be a real number or temp/fill in?
6. Federal ID: review the Federal ID entered. This field is very important for processing.
  1. Any Federal ID highlighted yellow indicates a problem. Please review W9 or other vendor communications. Verify and enter a correct ID number.
  2. A blank ID – A valid ID must be entered for all 1099 before pulling and processing.
  3. Federal ID and Social Security numbers are nine (9) digits. Any entry not containing nine (9) digits will be highlighted.
  4. Please also look for fake temporary ID’s entered by staff that did not have correct information when setting up the vendor. These will be any ID that contains:
    1. Non-number characters
    2. String of all one number such as 111111111 or 999999999
    3. String of numbers in sequence such as 123456789 or 987654321
7. ID Type: Horizon recommends completing the type as Federal EIN or Social Security Number.
  1. Any types that are blank will be treated as if it is a Social Security Number.
8. Name Control: This is a required field for sending the electronic upload to the IRS. We recommend that this be completed.
  1. Enter the first four (4) characters of the company name or the first four (4) characters of the person’s last name
  2. For example: Ant & Pest Company use ANTP ; Donald Art use ARTD
9. 1099 Name: To be used if different than the Vendor Name used for check printing.
10. Last Name/First Name/Middle/Suffix: These name fields are used for the Pennsylvania State 1099 upload.
  1. If the ID Type is blank or Social Security Number, then the PA file requires the Name fields to be completed.
  2. If the ID Type is a Federal EIN, then you should leave the Name fields blank.
When done, there should not be any red or yellow highlighted fields in the grid.
Click APPLY to save any unsaved information.
Review the 1099 Preview Report

Vendor W9/1099 Maintenance

01/2026

NEED MORE HELP? Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388