Prepare year-end reporting

Step by step

1. Define the reporting basis Controller / CFO

   Controller / CFO verifies the tax year, form and box rules with the configured filing process. Retain the applied threshold and rule source. A general threshold is not sufficient for withholding or other reporting exceptions.

   • Establish the verified reporting basis
   • Updates Form 1099tracking, Vendor tax withholdings

2. Build the payment population AP Manager

   AP Manager reviews potentially reportable cleared payments and supplier identities. Keep missing W-9 information visible instead of filtering those payees out. Declare one filing owner for subcontractor-originated or other connected populations to prevent omission or duplicate filing.

   • Create an attributable reporting population
   • Updates Payments, Vendors, Form 1099tracking

3. Resolve readiness exceptions AP Manager

   AP Manager follows missing documents, identity discrepancies and payment classification questions. Keep the payment evidence and reporting decision together. An unresolved rule or identity exception blocks the filing release that depends on it.

   • Resolve exceptions with supporting evidence
   • Updates Form 1099tracking, Vendors

4. Approve the handoff Approver

   Controller / CFO reviews and authorizes the prepared reporting records. Form1099 filings snapshots the recipient identity and amounts that will be sent, so later vendor edits cannot silently change an approved filing basis.

   • Authorize the reviewed partner handoff
   • Updates Form 1099tracking, Form 1099filings
   ApprovalA person approves before the work moves on.

5. Record filing and corrections System

   The configured filing partner performs the external submission and returns its result. Retain the filing reference, recipient-copy outcome and any correction link separately. A ready file or sent request is not an accepted filing.

   • Record the external result and correction history
   • Updates Form 1099filings, Form 1099tracking

AP Clerk

AP Manager, Approver, Controller / CFO and Admin follow their configured scope. External participants receive only the records and actions assigned to their own supplier or integration.