New federal W-2 and 1099 e-file threshold drops to 10 forms

On February 23, 2023, new requirements went into effect for calendar years beginning after 2023 that mandate electronic filing of certain employment returns from the current 250 threshold down to just 10 forms, which involves an aggregate count of all W-2 and 1099 forms to be filed in a given future calendar year.

The Federal Register publication can be found here:

https://www.federalregister.gov/documents/2023/02/23/2023-03710/electronic-filing-requirements-for-specified-returns-and-other-documents

While the old rules apply for 2023, we would recommend that employers begin the transition to file their returns electronically in 2023 if they have not been already doing so.

E-filing options are already available for W-2/W-3 forms as well as for 1099-NEC in the latest releases of Advanced Accounting. For other 1099 forms, the IRS is making a portal available to file those forms (which can include form 1099-NEC as well) which will be available for filing 2023 forms:

https://www.irs.gov/newsroom/irs-opens-free-portal-to-file-information-returns-new-electronic-option-can-reduce-millions-of-paper-forms-1099-estimated-to-be-filed-by-businesses-in-2023

This change does not impact 941 and 940 filings although those can come into play in determining whether corporate tax returns (form 1120) have to be filed electronically.

This change has been anticipated for quite some time and in part consistent with changes states have been making for many years. There are many advantages to filing in this manner and while it will be a change for some users, in the long run, it will be advantageous not just for the government administration but for business efficiency as well.

E-file 1099-NEC forms from Advanced Accounting

The IRS due date for form 1099-NEC (introduced in 2020 replacing what used to be handled by form 1099-MISC) is January 31 (unlike form 1099-MISC which has different deadlines). The form is used to report nonemployee (such as an independent contractor) payments of $600 or more.   These forms can now be e-filed from Advanced Accounting.

This form can also be used to report direct sales totaling $5,000 or more of consumer products for resale anywhere other than in a permanent retail establishment. Instead, that can be "reported" informally by providing the recipient a letter with that information along with commissions, prizes, etc.  Or 1099-MISC can be used to report direct sales as well.

Historically the requirement to file electronically at the federal level has been 250 returns (forms), but proposals are pending to reduce that number.

Many states have their own requirements for reporting nonemployee income paid to residents of a given state.

States with 1099-NEC requirements

The nine states that have no state income tax do not, of course, have a 1099-NEC requirement:

Alaska, Florida, Nevada, New Hampshire, South Dakota, Tennessee, Texas, Washington, and Wyoming

Two additional states also have no 1099-NEC requirement:

Illinois and New York

As a general rule, if you withhold any state taxes from an NEC-type payment, filing in that state is required.  Many states only require a 1099-NEC state equivalent filing if there was state withholding on the NEC payment.

These states include:

Arizona

Arkansas (or if the payment exceeds $2,500)

Colorado

Georgia

Idaho

Indiana

Iowa

Kentucky

Louisiana

Maryland

Minnesota

Mississippi

Nebraska

North Carolina

Ohio

Rhode Island

South Carolina

Utah

Virginia

West Virginia

States that generally require 1099-NEC filings whether or not any state withholding was involved are listed below.  Normally the rule also is that only residents of the state providing service in that state require a state 1099-NEC equivalent, however, there are exceptions:

Alabama - has a later deadline if there was no state income tax  withheld

Delaware

California - but not required unless the state income amount is different than the federal amount

Connecticut - must file electronically if 25 or more forms

D.C. - must file electronically if 25 or more forms

Hawaii

Kansas - electronic filing is required for 51 or more forms

Oklahoma - requires a filing if the payment is greater than $750

Maine

Massachusetts

Missouri - if over $1200, unless reported elsewhere

Michigan

Montana

New Jersey - if over $1000 or state withholding; electronic filing is mandatory

North Dakota - must be filed electronically if more than 10 forms.

Oklahoma - over $750 or state withholding

Oregon - electronic filing is required if more than 10 forms

Pennsylvania

Vermont - electronic filing if more than 25 forms; forms issued to nonresidents providing services in Vermont have to be reported

Wisconsin - must be issued to nonresidents as well as residents providing services in the state

NOTE:  The above information is in flux so please check with your local state agency or tax practitioner to get the latest information

Advanced Accounting 1099 form history

The first Advanced Accounting (Adv) program to produce 1099 forms was completed by Business Tools in September 1992 and released as part of the Adv 4.0 series.

We first started to make programming changes to that option in December of 1994 to provide a "magnetic media option" for a customer in North Dakota that needed it, working also initially in Adv 4.03 (TAS 4.0) which not long thereafter was migrated to Adv 5.0  (TAS 5.0) during the first half of 1995.  We converted the program to version 5.0 in Dec. of 1996 and then to Adv version 5.1 (TAS 5.1) in 1997, along the way making changes for ever-changing IRS requirements as well to improve the functionality of the program such as adding a "review" option in 1998 and adding support for the 1096 transmittal in 2006 along with annual reviews and updates.

More recently, in 2020 we updated the program for the 1099-NEC change and in 2021 to print those to three, rather than two, per page.

2023 latest changes 

The magnetic media option that we first added in 1994 had long since fallen into disuse.  But we have now implemented an interface with our e-filing partner (Nelco Solutions) that provides the ability to file electronically not only federally but also in any state.  In the course of doing that, we have added support for:

Direct sales indicator

Federal (backup) withholding:

Multiple state income, state codes, tax ID's, and withholding amounts

Account number for the vendor if missing (since this is a required element)

Numerous other new features have been incorporated.

These new options are available via an "adjust" option that provides for on-the-fly entry that has been considerably enhanced.

The 1099-NEC adjust/change screen

When completed, the import file is uploaded to the same branded site that is used for e-filing W-2 forms (and the W-3 transmittal) and to accomplish state filings as well.

This option can be provided now to existing Adv 8 (and 9) users for 2022 e-filings and will be incorporated into the next update releases.

Why file electronically if it isn't required?

Filing electronically reduces the time and hassle associated with manually preparing these returns.  It more securely provides the information to agencies without having to put confidential taxpayer identification numbers in the mail, and the information is more quickly and accurately processed.

Further, it obviates the need to purchase any forms.  While you still have to mail the recipient a copy (printed from a provided PDF that is generated as a result of the e-filing), that is a service that can be performed by our e-filing partner.  As a result, the minimal per employee filing cost is reduced even more.

So even for users with just a few 1099-NECs, there are many reasons to file electronically even if not required.  In short, it saves time and frustration.

Adv 8 r11 includes 2023 payroll updates

Advanced Accounting 8 r11 is now available and includes 2023 payroll updates.

Payroll:

In addition to the usual federal changes and new OASDI maximum, over 60% of states that have state withholding taxes have made changes to their rates or withholding logic.

States with changes that have been updated within the latest versions of Advanced Accounting as well as retested include:

Alabama

Arizona

Arkansas

California

Colorado

Georgia

Indiana 

Lousiana

Missouri

Montana

Nebraska

New Mexico 

Oklahoma

Oregon 

Utah

Virginia

Some of the changes only involve withholding rate table changes (New Mexico).  Some solely relate to allowance increases (Alabama).

Some of the changes that needed to be made go back to 2022 (Arkansas made changes effective October 1, 2022; Louisiana made changes effective January 1, 2022, that may have not been published until much later).

Other are much more involved including the many states that have relatively complex formulas.

In retesting these states, we have also added new logic to the "calculation" option contained with the PR-B Enter Pay Info option.

In re-reviewing the withholding instructions for each of these states, some major logical changes had to be made (such as for California and to accommodate Arkansas's unusual negative adjustments included in their tax tables).

Some of the changes still relate to the fallout caused by the 2020 federal government W-4 changes. While the new federal form no longer uses the longstanding withholding allowances that we were all used to up until that time, many states still do (calling them dependent allowances in some cases) as well as in some states also providing for "personal allowances"  or in the case of California additional "estimated deduction" allowances that have different rates associated with them.  It seems as though some states are still grappling with the 2020 federal changes which have in turn caused a lot of confusion for seemingly little gain and have imposed yet more burden on businesses and taxpayers in general.

While employers are required to implement these changes as soon as practical, the overall effect is often small despite the effort it takes to maintain and update them.  As we reviewed 2023 test cases and in our testing in general, it seemed on balance that federal changes resulted in slightly lower withholding amounts, and that states tended to make changes that also reduced their withholding, which seemed somewhat surprising given rising costs in 2022.

We also noted that in several states, the highest brackets were changed to a lower percentage than in the prior year and that changes to those highest brackets in some cases made little intuitive sense.

Some new hints have been added in PR-A Enter/Change Employees for Colorado, California, and Arizona.  Arizona is another unique state where the employees elect one of seven percentages unless claiming to be exempt, which is applied to taxable wages for its state withholding.  In Colorado (going back to January of 2022 when first effective), the number of jobs needs to be entered in the state allowances field. In Arizona, the percentage multiplied by 10 needs to be entered under state allowances. In California, the number of additional allowances from estimated deductions needs to be separated and placed in the SSEx field rather than in the state allowances field. In some states, dependency credits are entered in the SSEx field.  County taxes for Indiana continue to be handled as in the past but those rates have changed for 2023.

There are indications of 2023 changes in other states other than those we have specifically reviewed thus far (including Iowa, Kentucky, Maine, Maryland, Minnesota, North Carolina, North Dakota, Rhode Island, South Carolina, Vermont, and Washington DC). We will review and provide updates as time allows and based on our users processing payroll in those states, but we did not wait any longer to put out these other updates that have now been completed.

Payroll related programs changed:

PR-B Enter Pay Info as indicated above and see below

PR-D Print payroll checks - first day next pay period issue when batch posting

PR-G Print W2s and W2 History has been enhanced to remember settings previously used when submitting an e-file.  Also when e-filing, an employee control number which consists of the year and employee number is now included for reference.  Note:  the e-filing portal is open, we qualified for the required annual testing toward the end of last year, and we have already made one e-filing for 2022.

PR-K Maintain tax tables option has been updated for federal and state rate changes along with the corresponding extensive changes to PR-B  

SY-D Enter/Chg PR/GL interface ensures that the new OASDI max is validated when updating or adding a payroll division.

Non-payroll updates:

Adv 8 r11 includes a variety of non-payroll program updates made in November and December of last year:

SY-K-C When changing many product codes from an import file, a new clone option has been added for special situations.  So when using this option the existing code is left intact.

AP-I Print Vendor General Info has been modernized and a new tab-delimited export feature added.

AR-I-A (Customer reports) Sales by Month now includes the option (as elsewhere) to use the salesperson when the invoiced was posted, which is the default, or as currently assigned when limiting to a salesperson.

IC-C-C (Product Sales/Purch Info) Top Products Sold Analysis also has the option to use the salesperson when the invoice was posted (the default) or as currently assigned when limited by a salesperson.

SO-G Post invoices now updates billings for jobs based on the invoice subtotal rather than the total that might include tax or freight (applies only to job costing)

AR-R-D Unapplied credits Report: the total of the unapplied credits generated by the report is now included.

AR-B Enter/Change Vouchers:  the check fiscal function was still being limited to five years past instead of six years past as everywhere else

 AP-M Enter Recurring (AP) Vouchers  -  building on rel. 10 enhancements and because the mouse/cursor position can inadvertently default to a different menu option than previously selected when editing a voucher in this legacy program, this option now asks whether the voucher type needs to be changed when editing an existing recurring voucher.

AP-N Generate Recurring (AP) Vouchers - building on rel. 10 enhancements, the ability to override the invoice description and invoice # (which in the past has been internally assigned by the software) in manual check/ACH situations has been added, along with a new option to limit the generation to a single vendor code (which can be used instead of or in combination with the selection code range).

For more details or to schedule an update, contact us at support@addsuminc.com or call 800-648-6258.

 

Advanced Accounting 8 release 10

Since the Advanced Accounting 8 r9 release, the following updates have been made to the system:

AR-C - Record Payments/Credits

Maximum number of invoices per payment session updated (was not recognizing that value set in SY-A-B)

In a negative payment situation, the amount remaining could be set to zero when not applied to anything and depending on which type option was chosen and the sequence edits.

Export paths

Based on our observations of users struggling with where to place export files and since the usual preference is the user's desktop, the default path for export files has been changed in numerous options including:

AR-F - Print Aging

AR-H - Print Cust General Info 

GL-E-C - GL Account Summary View with Drill Down

GL-Q - Export GL Transactions

IC-I - Print Price Matrix

UT-J - Export

UT-J-B  - Inventory values export (analysis and web suboptions)

UT-J-C -   Export customer e-mail address

AP-D - Pick Vouch/Inv to Pay

Prevent user from pressing the up arrow beyond the first field entry on the E-transfer screen

AP-M - Enter Recurring Vouchers

Clarify option C and new option O added:

C - Manual Check (or ACH/Paypal/etc.)

O - A/P Voucher Other Vendor is Payee

AP-M: revised option C

AP-M: new option O

AP-M new screen related to new option O

AP-N - Generate Recurring Vouchers

Adding the Recurring AP vouchers report that already existed in AP-M to this option

New enter check/payment screen for option C (manual check/ACH/other) type recurring vouchers. When choosing the bank account, it now defaults to the account set in AP-M.  After entering the check/reference number additional validation.  It also no longer defaults to the next check number associated with the checking/bank account number (set in AP-M), nor does it update the next check number field.

Other vendor is payee logic corresponding to option O in AP-M implemented.

AP-N screen when entering a recurring payment (type C in AP-M)

SO-A Enter/Change Sales Orders

Past due logic changes for cash accounts when the SY-A-B "S/O Past Due Acct Notify" option is selected.

SY-M Credit Card Setup

New option to disable pre-authorization processing in SO-A (for users of the integrated credit card interface)

E-mail

Attachment path setting issue in the event user had specific a fully qualified path for attachments resolved.

Encrypted e-mail

Spaces in passwords as well as in other options are now being handled appropriately

Customer/vendor/inventory lookups (AR, AP, IC, PO modules):

The hide/unhide inactive items when looking up inventory items was not working as intended (resolved).

Customer/product queries set focus back to the grid, and resolved problem of clearing the query when the "hide" option was in effect for customers or products.

Global file lookup (under File) now follows the same setting for hiding or unhiding inventory items as in the standard inventory lookups (previously it was also set to hide inactive items)

SO-I - Recurring S/O Entry

Show the date last generated and clarify that the order date is the start date.  Cosmetic screen changes plus add the customer order number field. Report updated to include last generation date

SO-J - Generate Recurring S/O

This option is now recording the date last generated  (which is now shown in SO-I on screen and on the expiring SO report).

PR-D - Print Payroll Checks

Additional checking for potentially duplicate check numbers.

POS-H - Post cash out transactions

AP vouchers were still being created with the old logic in terms of saving the GL distributions associated with the vouchers.

UT-G  - Addsum utilities

Accounts receivable section:

Unpost AR payment -    extensive additions to handle undoing payments with discounts, and adding warning if the payment being reversed involves cash terms and the related invoice has been unposted (since if it has,  the payment has already been reversed and does not need to unposted).

Adding two additional utilities one of which cross-checks payroll master values with payroll history (under new Payroll section), and another used in special support circumstances to restore missing line items under Sales Invoices.

General ledger section:

Balance AP and AR to detail option updated for type "C" (Credits) logic relating to respect to AP aging

Help file formats have been updated.

Abbreviation Legend

AR= Accounts receivable

IC= Inventory control

SO= Sales order

POS=Point of sale

PR = Payroll

SY = System maintenance

UT = Utilities

Splwow64.exe bad image error when printing

A long-time Advanced Accounting 7i user today experienced the following Windows error message when trying to print (immediately after a Windows 10 update):

This error message was triggered when trying to print any report (including sometimes when generating a report screen preview before trying to even output the report to a printer). This error causes the application to halt, forcing use of the task manager to end the running instance.

Prior to the Windows update (which caused a forced reboot), the user was printing to the same printer without error.  The user reported having to update his Epson print drivers as well, as part of the Windows update.

The same error occurred when trying to print text out of Notepad, i.e. it was not specific to the accounting software application.

This is not a Windows error message that we have previously encountered, but apparently is one that has been around since the 64-bit versions of Windows 7 through to the present.  As outlined here by Microsoft with respect to 64-bit versions of Windows 7 and Window Server 2008 R2:

https://support.microsoft.com/en-us/topic/splwow64-exe-process-doesn-t-end-after-a-print-job-finishes-in-the-64-bit-version-of-windows-7-or-windows-server-2008-r2-c6a0c299-66d2-7d8c-0877-6ced0836269b

Splwow64.exe is "used to translate the [print] driver model of a 64-bit operating system and a 32-bit program."

The cause of the error as earlier reported by Microsoft was that splwow64.exe was staying in memory longer to increase system performance after the print job had finished.  But that was not the case here. The user had rebooted his PC more than once, yet the error persisted.  It was not a case of splwow64.exe remaining in memory after a print job.

Checking the user's installed printers, we noted that a second identical printer referencing the same Epson model was present (but oddly named, as if installed by something automatically). The user had not noticed it before.  We switched the default printer to this other/duplicate installed printer driver, and everything started to work again. It was as if the update had corrupted the drivers of the printer that was previously the default.

There are various potential solutions to fix this problem should it arise in your environment.  The first one to try (and even though we did not use it, nor were we aware of it until today) is to determine whether the Windows 10 (or 11) printer/printing troubleshooter will fix the problem. Press the Windows key + R to open the Run box and type: 

ms-settings:troubleshoot

and click on OK.   Then click on Printer, and run the troubleshooter. Select your printer from the list, and wait for the scan to complete. If it shows up after the scan, click on "Apply this Fix" and then restart your PC.

If that doesn't fix the problem, there are other possible solutions including updating the printer driver or uninstalling/reinstalling the printer driver; rolling back the last update may be another temporary solution.  If the message pops up after a print job (which wasn't the case in this situation), restarting the print spooler under Services and/or adding a registry key for the splwow64.exe timeout value may help eliminate the error.  

The error message received today by our customer included the unfortunate (and highly confusing) instruction to "install the program again" yet this issue had nothing to do with the accounting software program nor its internal report designer.  Never attempt to reinstall or restore our software without contacting us first.

Advanced Accounting 8 release 9

We are pleased to announce the availability of release 9 in the Advanced Accounting 8 series as we continue to develop, support, and enhance programs included in this software package.  In addition, we have recently updated and enhanced its signature capture capabilities.

Some of the updates include (see legend at end):

AR-E statements: resolved issue involving batches when using non-encrypted settings and adding troubleshooting information in the send e-mail program for non-encrypted e-mail.

AR-J Print customer labels: resolved issue when specifying dollar thresholds

Consistent handling of type "C" vendor credits in AP-B, AP-D and in the Addsum synch customer/vendor transactions utility

New IC-B-B customer special prices report option.  (Print price list is now IC-B-A.)

IC-J global price changes - add support for also changing special prices plus record locking improvements

PO-B print PO's - when saving preferences, the preview option wasn't being set if changed, resolved

Multiple PO prepayment handling in AP-B and PO-D (which now can handle multiple prepayments per a single invoice received in PO-D) improved

POS-J  configuration:  clerk list wasn't refreshing when new clerk added; resolved

PR-D payroll check posting has an additional validation to prevent duplicate check  numbers from being processed  

Direct deposit (PR module) enhancements (standard support included in the program but requires some special setup); e-mail notification program updated

SO-A improving price matrix decimal precision regardless of end user settings (same issue addressed in IC-A)

SO-F/N print invoice - multiple copies (with different invoice header verbiage that is user defined) and also e-mailing at the same time is now possible

SO-F/N print/reprint nvoices - new option to show tax rate

SO-I recurring SO entry - adding support for a recurring order generated every 3 months  (SO-J not required to be updated to support this change )

The help file formats have all been updated (PDF version is now 614 pages long).

Legend for module abbreviations above:

AR = Accounts receivable

IC = Inventory control

SO = Sales order

PO = Purchase order

POS = Point-of-sale

PR = payroll

In addition, and building on some past work incorporating signature capture in the POS module, we have integrated this option into the SO module (not as a standard feature inasmuch as it requires a separate hardware purchase plus both our software and software from the manufacturer of the device).   

 

Topaz T-LBK462-HSB-R and our interface via the SO module of Advanced Accounting

Signatures are associated with invoice numbers and can be retrieved via SO-N invoice reprints.

Adv 8 year end updates and introducing Adv 9

In our August 2021 blog post, we mentioned proposed IRS regulations that would lower e-filing requirements for W-2/W-3 forms and a possible aggregate approach involving other forms including 1099-NEC.  Those proposed changes have not been finalized, and so the pre-existing rules still apply for 2021.  Nonetheless, the writing is on the wall as to a continued reduction in e-filing thresholds coupled with the fact that many states have very low minimum requirements making it more convenient to simply file W-2/W-3 forms electronically at both the federal and state (where required) levels.  Submission in this manner is generally more secure and it also allows your employees to potentially file their personal returns quicker.

Meanwhile we have remained very busy updating both the Advanced Accounting 8 version (and now 9 - see below) as well as with custom programming work.

By August we had completed Adv 8 releases 6 and 7 (almost none of which related to payroll issues).  Rel. 6 included further enhancements to customer product cross-references first introduced in release 5 (at the end of 2020) and many other system-wide changes.  Release 7 included the integrated report designer and some 20+ report layouts that end users are able to directly modify (via a new Utilities option R, i.e. UT-R).   In Adv 8 release 8 that has just been completed, we have provided the changes for the new 3-part 1099-NEC as mentioned in the earlier blog but also a new load sheet option from both the sales orders and point-of-sale modules, a new remittance option when making e-payments from the pick to pay program (AP-D),  and more.  Plus, Adv 8 rel. 8 (released today) includes the federal tax table update for 2022.   As state changes are announced and as we go through the states that make 2022 changes, further updates will be made in the next release which will be made available on an advance basis for anyone that needs them and that has Adv 8 r8 (or Adv 9 r1) installed.  We have fairly extensively tested those rate changes and for most people, they will result in at least slightly lower federal withholding, although the potential number of combinations for any given employee has become fairly complex as a result of the January 2020 federal changes.  We have also completed the required W-2 e-filing testing, and the Addsum-Nelco portal will be available for federal and state e-filings as of January 10, 2022.

In addition and as also indicated in an earlier blog, we have expanded employee "other deductions" (UOD) that allow for either pre- or post-tax options from six to nine, which overall increases the number of available employee deductions from eight to eleven per employee overall.  This change ended up being so significant to the payroll module affecting almost every option (over 26 individual program changes plus a new data file and four restructured data files and seven report layout modifications) and because most Adv 8 users are happy with the current number of deductions or may not use the payroll module, that we decided to preliminarily make the expanded payroll deduction the starting point for Advanced Accounting 9.  Eventually we plan to move all users to the Adv 9 version, but for now we will continue to develop both versions simultaneously so that they will have have the same overall features and since the payroll changes can be fairly well isolated, and because both versions are otherwise highly compatible.

We look forward to working with our new and long-term customers in the new year as we all continue to do the best we can under less than ideal circumstances.