Prepare year-end reporting

Review reportable payments and missing documents before the filing-partner handoff.

5 stages · 1 approval

Roles and responsibilities

AP Manager Approver Controller / CFO System 1 Define thereporting basis Form1099Tracking 2 Build the paymentpopulation Payments 3 Resolve readinessexceptions Form1099Tracking 4 Approve the handoff Form1099Tracking 5 Record filing andcorrections Form1099Filings
  1. Step 2Build the payment population
    Payment OutcomesSent
    Payment NumberVendorBillAmount
  2. Step 3Resolve readiness exceptions
    1099 Readiness (Current TaxYear)
    VendorForm TypeForm1099 BoxTotal Paid
    1099-MISC
  3. Step 4Approve the handoff
    1099 Readiness (Current TaxYear)
    VendorForm TypeForm1099 BoxTotal Paid
    1099-MISC
Red diamonds require approval.Rows show responsibility for each step.

Process steps

Follow the process from start to finish. Select a step to see who acts and what changes.

Define the reporting basis

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.

Responsible
Controller / CFO
Records
Form1099TrackingVendorTaxWithholdings
Effect
Establish the verified reporting basis

Build the payment population

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.

Responsible
AP Manager
Records
PaymentsVendorsForm1099Tracking
Effect
Create an attributable reporting population

Resolve readiness exceptions

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.

Responsible
AP Manager
Records
Form1099TrackingVendors
Effect
Resolve exceptions with supporting evidence
Approval required

Approve the handoff

Controller / CFO reviews and authorizes the prepared reporting records. Form1099Filings snapshots the recipient identity and amounts that will be sent, so later vendor edits cannot silently change an approved filing basis.

Responsible
Approver
Records
Form1099TrackingForm1099Filings
Effect
Authorize the reviewed partner handoff

Record filing and corrections

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.

Responsible
System
Records
Form1099FilingsForm1099Tracking
Effect
Record the external result and correction history
Approvals and exception handling

1 approval required in this process

  • Approve the handoff Approver signs · record filing and corrections waitsForm1099Tracking, Form1099Filings

When the process needs attention

  • exception Define the reporting basis

    A general threshold is not sufficient for withholding or other reporting exceptions.

  • duplicate Build the payment population

    Declare one filing owner for subcontractor-originated or other connected populations to prevent omission or duplicate filing.

  • exception Resolve readiness exceptions

    An unresolved rule or identity exception blocks the filing release that depends on it.

Records and postings

StageRecordsEffect
1 Define the reporting basis Form1099TrackingVendorTaxWithholdings Establish the verified reporting basis
2 Build the payment population PaymentsVendorsForm1099Tracking Create an attributable reporting population
3 Resolve readiness exceptions Form1099TrackingVendors Resolve exceptions with supporting evidence
4 Approve the handoff Form1099TrackingForm1099Filings Authorize the reviewed partner handoff
5 Record filing and corrections Form1099FilingsForm1099Tracking Record the external result and correction history
Data model →

Process reports

All reports

1099 Year-End Readiness

Per TaxYear: count of Vendors with Required1099 = TRUE, count missing W-9, count Computed / ReadyToFile / Filed, total reportable dollars by Form1099Box. The pre-January-31-deadline Controller report that drives W-9 solicitation and the FilingPartner handoff.

Run by an agent

Agent support

An agent cannot supply an independent human bank confirmation, approve beyond the acting identity's authority or report an external payment as cleared without bank evidence. Respect the same supplier and field scopes as every other client. Keep unresolved extraction and matching questions visible.

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# Example after configuration $ curl -fsSL https://www.erp.ai/skill.md | paste into your agent › prepare year-end reporting · define the reporting basis on Form1099Tracking, VendorTaxWithholdings ✓ Controller / CFO verifies the tax year, form and box rules with the configured filing process. › prepare year-end reporting · build the payment population on Payments, Vendors, Form1099Tracking ✓ AP Manager reviews potentially reportable cleared payments and supplier identities. › prepare year-end reporting · resolve readiness exceptions on Form1099Tracking, Vendors ✓ AP Manager follows missing documents, identity discrepancies and payment classification questions. › prepare year-end reporting · approve the handoff on Form1099Tracking, Form1099Filings ⏸ approval · waiting for the approver # 1 more stage after approval: record filing and corrections

Other processes

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