W-9 Form - how to use this information in Microsoft Dynamics GP
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We have had some questions around how to enter the data from a W-9 Request for Taxpayer Identification Number and Certification Form into Dynamics GP.
This blog will address the boxes on the W-9 form and where this information should be entered in Microsoft Dynamics GP as well as how this information will look on the 1099 form. I have also included information on how Doc Attach can be used to keep the scanned W9 form in the Vendor card.
- This blog assumes you have a basic understanding of how to set up a Vendor in Dynamics GP Purchasing Module. For more information on how to set up a Vendor please review this link https://docs.microsoft.com/en-us/dynamics-gp/financials/payablesmanagement .
- For more information regarding the W-9 form, please refer to this link https://www.irs.gov/pub/irs-pdf/fw9.pdf
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W-9 Form |
Dynamics GP Navigation path |
Dynamics GP Fields |
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Box 1: Name Box 5 – 6 Address |
Purchasing >> Cards >> Vendor |
Name Address, City, State, Zip Code |
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Box 2: Bus. Name |
Purchasing >> Cards >> Vendor >> Options |
DBA |
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Box 3: Taxpayer ID Number, Tax Classification, DBA |
Purchasing >> Cards >> Vendor >> Options |
Tax ID, Tax Registration |
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Box 4: Exemptions |
Purchasing >> Cards >> 1099 Details |
FATCA Filing requirement |
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Box 7: Account numbers (optional) |
Non-Applicable |
Non-Applicable |
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Non-Applicable |
Purchasing >> Cards >> Vendor >> Options |
Tax Type |
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Non-Applicable |
Purchasing >> Cards >> Vendor >> Options |
1099 Box |
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Part II: Certification |
N/A |
N/A |
Below are example screen shots showing the Dynamics GP window and fields.
Purchasing >> Cards >> Vendor
Purchasing >> Cards >> Vendor >> Options
Purchasing >> Cards >> 1099 Details
Print the 1099 in GP: Purchasing >> Routines >> Print 1099
If you would like to keep a scanned copy of the W-9 form in GP, Doc Attach is the way to go.
Ensure Doc. Attach is setup in Dynamics GP Administration >> Setup >> Company >> Document Attachment Setup
- User would scan the W-9 document > save it somewhere (example: on the user’s desktop).
- Go to Purchasing > Cards > Vendor > click on the Paper Clip “Attach” button.
In the Document Attachment Maintenance window click ‘Attach’ button > path out to where you saved the scanned W-9 form > click OK > you should see a paper click on a piece of paper indicating there is an attachment for this vendor.
Hope this article is helpful when you are entering W-9 information into Dynamics GP.
Warmest Regards,
Margi Jandro
Microsoft Dynamics GP Support
Comments
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Thank you, Margi, for this post! (I especially like the links at the top the GP PM manual and the IRS information.) Would you mind adding the mapping for the 1099 Edit List to this? We field many calls about the edit list and make quite a few modifications - adding information needed, rearranging the order of the address fields, etc. - for clients.
921
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