Dynamics AX: Verify W-9 Received from 1099 Vendors

Microsoft Dynamics AX 2012 R3 has many features that will make your life easier! If you work in the accounts payable department processing invoices, you may want to verify that a 1099 vendor has provided their W-9 form before any invoices are posted for that vendor. AX 2012 R3 has a helpful feature which will automatically generate an infolog to alert you that a W-9 has not yet been received from a 1099 reportable vendor when an invoice is being created.

To enable the ‘Check for W-9 form’ functionality in AX 2012 R3, follow these steps:

On the Accounts payable parameters form, enable the ‘Check for W-9 form’ checkbox on the Invoice tab.

By selecting this checkbox, any newly created vendor record will automatically have the ‘Check for W-9’ checkbox enabled by default. The AP clerk who maintains vendors then has the option to deselect the field for each vendor if the infolog warning is not necessary for a particular vendor.

1099 Vendors

On the vendor record, the ‘Check for W-9’ checkbox will default as selected on the Tax 1099 tab. If the vendor has provided a W-9 form, click the ‘W-9 received’ checkbox to record it. You can attach the W-9 document to the vendor record using the Document handling functionality by clicking the ‘Attachments’ button on the Action pane.

Vendor 1099

For our example, we have not yet received a W-9 from our 1099 vendor and want an infolog generated to warn the AP clerk. We will leave the ‘W-9 received’ checkbox cleared and the ‘Check for W-9’ checkbox enabled.

Vendor 1099

Now when the AP clerk creates an invoice for a purchase order or a non-purchase order invoice journal for our 1099 vendor, an infolog is generated which warning the user that a W-9 form has not yet been received for that vendor. The AP clerk can still post the invoice or place the invoice on hold until the W-9 is received from the vendor.

1099 Vendor

For more information – check out our Webinar on 1099 Report Processing

This post was written by Robin Ellsworth, AX Application Consultant at Tridea Partners. Tridea is a leading Microsoft Dynamics provider.