Every 1099 total in Rentvine is built from three parts: Taxable Income + Prepayment + Adjustments = Taxable Amount. This article shows you where each part comes from, which reports prove it, and how to fix a 1099 that doesn’t match your end-of-year reports. For setup, filing, and publishing, see 1099 Setup, Filing & Publishing Guide.
Part | Where it comes from |
Taxable Income | Activity in chart of accounts marked Taxable, for the owner’s share of each portfolio. |
Prepayment | The change in prepaid rent held for the owner during the tax year (only when Include Prepayments is on). |
Adjustments | Tax adjustments entered on the owner or vendor contact, dated in the tax year. |
How to view the taxable amount of a 1099
1. See the total and its breakdown
Go to Accounting › Transactions › Actions › Tax Reporting.
Find the owner or vendor. The Amount column is their total.
Click the pencil icon. The Modify Tax Record window shows the breakdown.
Field | Example |
Taxable Income Amount | $1,400.00 |
Prepayment Amount | $0.00 |
Adjustment Amount | $5,000.00 |
Taxable Amount | $6,400.00 |
Need it for everyone at once? Click Actions › Print Report or Export to Excel.
2 - Break down taxable income with the Cash Flow Annual report
Go to Reports and open Cash Flow Annual, or Cash Flow Annual (per property) for a property-level view.
Set the Date Range to the tax year (for example, Last Year).
In Ledger, choose the owner’s portfolio.
Click Add Filter › Cash / Accrual and choose Cash.
Set Include Prepayments to match how you compiled your 1099s (usually Yes). Prepayments never change the Income section. With Yes, they show as a separate prepaid line under Adjustments.
Click Build Report.
Add up the income lines for accounts marked taxable. That total, times the owner’s ownership percentage, should match the Taxable Income Amount.
3 - Check which accounts are taxable
Go to Settings › Chart of Accounts, filter Account Type to Income and Other Income, and look for a green Taxable pill in the Details column.
Click any account to see Is Taxable (ie included on 1099) listed as Yes or No.
An income line on your Cash Flow report that isn’t marked taxable won’t count toward the 1099.
What makes up the prepayment amount on a 1099
Rent collected early (for example, January rent paid in December) sits in a prepaid liability account until it’s applied. The IRS generally treats rent as income when it’s received, so turning on Include Prepayments adds that money to the 1099 for the year it came in.
The Prepayment Amount is the net change in the owner’s prepaid balance from the start of the tax year to the end of it. Prepayments carried in from last year and applied this year bring it down. New prepayments collected this year bring it up.
Run a General Ledger for your prepaid account
Go to Reports and open General Ledger.
Set Date Range to the tax year (for example, Last Year).
Set Account to Equals and choose your prepayment account (for example, 2300: Prepaid Rent). Not sure which one? In Chart of Accounts, open the account and look for Tracked as Prepayment: Yes.
In Ledger, choose the owner’s portfolio.
Set Cash / Accrual to Cash and click Build Report.
Read the net change year over year
The report opens with a Starting Balance row, lists each debit and credit, and ends with a Totals row. Because prepaid rent is a liability, balances show as negative numbers.
Examples | |
Starting Balance (Jan 1) | -$1,500.00 |
Ending balance (Dec 31) | -$2,000.00 |
Net change | $500.00 more held in prepaid |
Prepayment Amount on 1099 | $500.00 |
If the ending balance is smaller than the starting balance, more prepaid rent was applied than collected, and the Prepayment Amount can be negative.
Cross-check with Cash Flow Annual. Run Cash Flow Annual for the same year and portfolio, with Include Prepayments set to Yes. The prepaid line under Adjustments (for example, 2300: Prepaid Rent) equals the General Ledger’s net change for the year. If the two reports agree, you’ve confirmed the Prepayment Amount.
To see prepayments by lease, run the Prepayments report under Lease Reports.
How taxable splits and tax adjustments affect a 1099
Ownership splits
An owner only gets a 1099 for their share of a portfolio. Open the owner contact and look at the Portfolios card. Percent Owned shows each portfolio they’re on and their share. That share is set on the portfolio as the owner’s Distribution Percentage.
For example, if a portfolio earns $10,000 in taxable income and the owner holds 50%, $5,000 goes on their 1099. A co-owner at 50% gets the other $5,000 on theirs.
To change a split:
Open the portfolio.
Find the owner contact and their Distribution Percentage.
Click the grey Edit button, update the percentage, and save.
Recompile with Update Amounts ONLY or Update ALL Information.
Tax adjustments
Tax adjustments add or subtract taxable income outside of normal transactions. They’re most often used when you moved to Rentvine mid-year, so one 1099 from Rentvine covers the full year.
Open the owner or vendor contact page.
In the Tax Adjustments card, click Add Tax Adjustment.
Enter the Amount, Date, and a clear Description. Click Save.
How adjustments flow to the 1099:
Positive adjustments increase the Adjustment Amount; for example, income collected in your old software.
Negative adjustments (enter a minus sign) reduce it, for example, to back out income that was reported in error.
The date decides the year. An adjustment dated 12-31-2025 lands on the 2025 1099. One dated 01-01-2026 doesn’t.
Recompile with Update Amounts ONLY or Update ALL Information after adding or editing an adjustment.
Adding a lot at once? Use Settings › Import Owner Tax Adjustments or Import Vendor Tax Adjustments.
Compare this year to last year
Use these reports to see how the taxable amount and prepayments changed from one tax year to the next.
Taxable amount
1099 Reporting totals by year. On the 1099 Reporting page, click Actions › Recompile, switch the Tax Year, and click View Existing Records. Use Print Report or Export to Excel for each year to compare Taxable Income, Prepayment, and Adjustments side by side.
Cash Flow Annual, one year at a time. Run the report twice, with Date Range set to Last Year and then This Year. Each time, set Ledger to the owner’s portfolio, Cash / Accrual to Cash, and Include Prepayments to match how you compiled your 1099s (usually Yes).
Read the two parts separately. Taxable income accounts in the Income section, times the owner’s Distribution Percentage, should match the Taxable Income Amount. With Include Prepayments set to Yes, your prepaid account (for example, 2300: Prepaid Rent) shows as its own line under Adjustments. That line is the year’s net change in prepaid rent and should match the Prepayment Amount.
Optional: run it with Include Prepayments set to No. The Income section stays the same, but the prepaid line drops out of Adjustments, and the Starting and Ending Balance rows no longer include prepaid funds held. This is useful when you want to look at taxable income on its own.
Prepayments carried over between years
Run a General Ledger with Account equal to your prepaid account (for example, 2300: Prepaid Rent) and Ledger set to the owner’s portfolio.
Run it once for Last Year and once for This Year.
Compare the balances. Last year’s Starting Balance is the prepaid rent carried in from the year before. Last year’s ending balance should equal this year’s Starting Balance, which is the carryover. Each year’s net change, from starting balance to ending balance, is that year’s Prepayment Amount.
Need lease-level detail on what’s held right now? Run the Prepayments report under Lease Reports.
What to do if the taxable amount doesn’t match your end-of-year reports
Work through these checks in order. After each fix, recompile with Update Amounts ONLY (or Update ALL Information if you changed contact info) and compare again.
1. Make sure you’re comparing the same thing
The Cash Flow report is set to Cash and covers the same tax year.
Include Prepayments matches on the report and the compile.
The Ledger filter is the owner’s portfolio, and you’ve applied their Percent Owned.
You’ve added any tax adjustments on the contact. They don’t appear on the Cash Flow report.
2. Check which accounts are marked taxable
An account that’s taxable but shouldn’t be (or the other way around) is the most common cause of a mismatch.
Go to Settings › Chart of Accounts and filter to Income and Other Income.
Compare each income line on the owner’s Cash Flow report to the account’s Taxable pill.
To fix one, click the account, click Edit, toggle Is Taxable on or off, and click Save.
Recompile.
This change affects every owner who uses that account, so double-check before you save.
3. Clear suppressed fee mismatches
A suppressed fee mismatch means fee income on a unit didn’t net out correctly. It can throw off the owner’s taxable income for the year.
To find them, go to Accounting › Diagnostics and review the suppressed fee section. It lists positive and negative mismatches by unit and chart of account.
If the property is deactivated:
Open the property, click Actions, and select Activate Property. The unit won’t show in a journal entry until you do.
Create a journal entry at the unit level (not the portfolio) using the same chart of account shown in Diagnostics. For a positive mismatch, debit the account shown in Diagnostics and credit Owner Distribution. For a negative mismatch, credit the account shown in Diagnostics and debit Management Fee Expense.
Check Diagnostics again to confirm it cleared, then recompile.
Full walkthrough: How to correct a suppressed fee mismatch for deactivated portfolios/properties. For an active unit, see Correcting a suppressed fee mismatch.
4. Check the prepayment amount
Run the General Ledger for your prepaid account (see above) and confirm the net change matches the Prepayment Amount in the Modify Tax Record window.
5. Check tax adjustments and ownership
Confirm each adjustment’s date falls in the tax year and its sign (positive or negative) is right.
Confirm Percent Owned on the owner contact’s Portfolios card matches the Distribution Percentage on the portfolio.
6. Still off after the 1099 was filed?
Fix the source, recompile, then submit a correction. See Step 5: Submit corrections in the 1099 Setup, Filing & Publishing Guide.
Frequently Asked Questions
Why doesn’t my 1099 include all of the rent on the Cash Flow report?
Check the owner’s Percent Owned and whether every income account is marked taxable.
Can the Prepayment Amount be negative?
Yes. If more prepaid rent from last year was applied than new prepaid rent came in, the net change is negative.
I changed an account to taxable. Why didn’t the 1099 update?
Recompile with Update Amounts ONLY or Update ALL Information. Do NOT Change Existing 1099s only updates minimums.
Do tax adjustments show on owner statements or reports?
No. They only affect the 1099. Use clear descriptions so you remember why each one was added.
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