Dynamics GP 10 and 1099s (Part 2)
Posted Tuesday, October 27th, 2009
Dynamics GP 10 and 1099s (Part 2) Tracking the W-9. Tracking W-9s can be a tedious task in itself. Make a list of 1099 vendors and mark off W-9s received. Send out W-9 notifications to vendors, receive some W-9s back, send out another notification, receive a few more and the cycle continues.Â
Knowing that collecting W-9s  is a project here are some tips you can use to track W-9 received using Dynamics GP’s user defined fields and Smartlist.
On the vendor card options window (Cards>>Purchasing>>Vendors |Options button) there are 2 “User-Defined” fields. These field names can be changed and the fields can be used to track additional information.
Changing Field Names – If you go to Microsoft Dynamics GP>>Tools>>Setup>>Purchasing>>Payables and click the Options Tab you will see the corresponding fields from the Vendor’s card options window. NOTE: Your user security will determine if you have access to the setup windows.
Change the field names by typing in either User-Defined 1 or 2’s box. Click OK and OK again to close the setup window.Â
Go back to the Vendor’s card options window. (Cards >> Purchasing >> Vendor |Options button). You will see the changes.
Now add text to your field. Then Click OK and SAVE on the Vendor Card. NOTE: Be consistent with your text because later we will use Smartlist to query this field. Best practice is to standardize the process and write a procedure for receiving W-9 information.
Smartlist – On the Smartlist window open the Purchasing folder, open the Vendors folder and choose 1099 Vendors*
Click “Columns” on the Smartlist Toolbar
Click “Add” on the Change Column Display window
Scroll down to the User-defined field now called 1099 Received. Highlight then click OK.
Additional Columns that I added are below. Click OK.
Click “SEARCH” from the Smartlist tool bar.
Set the SEARCH criteria in “Search Definition 2” to filter “is not equal to” Value “Yes.” This will populate the window with the Vendor’s that do not have W-9 information. Click OK.
Save as favorite. Click on the Favorites icon on the Smartlist toolbar. Rename the Smartlist you just created and click “Add” then select “Add favorite”
The new Smartlist will populate the window and you should have a list of Vendors you have not received W-9s for. NOTE: Use the Smartlist Search function to query information for different informational views. By changing the Filter option to equals YES will query the Vendors that have YES in the 1099 Received field.
To print a copy of “Dynamics GP 10 and 1099s (Part 2) click the following link: http://www.box.net/shared/sczgk18yzb
In the next “Dynamics GP 10 and 1099s (Part 3)” blog post,  we will show you how to review Vendor information and mass update vendor 1099 type and box information.
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Tags: 1099, Dynamics GP 1099, Dynamics GP w-9, GP 1099, Great Plains 1099, Great Plains W-9, W-9
Posted in PO, Purchasing
Amy Walsh
Amy Walsh is a consultant with I.B.I.S., Inc. and Microsoft Certified Business Management Solutions Professional.  She is a graduate of Mercer University with a concentration in Accounting and Finance. She brings over 15 years experience working with domestic and international enterprises ranging from start-up to established global B2B companies.   Â
With her background in accounting / finance alongside working with Microsoft Dynamics GP as both an end user and consultant allows her articulate connectivity into the world of Microsoft Dynamics GP. Her goal is to help businesses succeed in their endeavors through process streamlining, education and finding the right ERP solution.Â
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