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How to Import and Export W-2s 1099s and 1098s into the Information Return System

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How to Import and Export W-2s 1099s and 1098s into the Information Return System

Problem Description

How to import or export W-2s, 1099s, or 1098s into the Information Return System from a spreadsheet. Solution Description

Export W-2 information:
  1. If exporting W-2 information from EasyACCT, first perform the W-2/1099 transfer.
  2. Open the company in the IRS program.
  3. Prepare Forms/Returns and select form W-2.
  4. From the toolbar select Tools > Export Data.
  5.  Assign a path/filename to export and select whether to include column headings.
  6. Click Export.
Import to the Information Return System:
  • Imports are done per form.
  • We can import using Comma Delimited, ASCII Text or Fixed Length Text formats.
  • Comma Delimited is the recommended format to import because of it's ease.
  • Comma Delimited is a spreadsheet format.
    • Open the spreadsheet, and select Save As.
    • In the file type field choose CSV (this is the comma delimited format).
  • Social Security numbers should be in text format in order to import correctly.
  1. Access the input screen of the form for which you are importing data (e.g., 1099-MISC, 1099-INT, W-2, etc.).
  2. Click Tools > Import Data.
  3. Enter a name for the import selection, if applicable. This allows you to perform the import again without reentering the criteria.
  4. Select the appropriate file format.
    • COMMA DELIMITED
      • If you are importing a comma delimited file type, you will need to indicate the "Number of Delimited Fields in the Import File."
      • This can be done by counting the "columns" in the file.
      • If you don't have Excel, simply count the number of commas in one of the records (rows) and add one.
      • Click the View Import File button to display the file on screen.
      • Do not include fields that contain data you don't need.
      • Indicate what column in the file the noted data can be found.
        • For example, if on a 1099-INT the recipient's ID can be found in the first column, enter 1 for the Delimited Sequence.
        • NOTE: It's okay if there is more data in the file than you want to import. You do not have to enter a value in each field, just the ones with the * next to them.
      • TEXT
        • Enter the starting position for data corresponding to an import field.
          • This can be done in Microsoft Word or Wordpad by noting the column that you are on when the cursor is placed at the beginning of the data.
        • Count the number of characters that make up the field and enter that number as the Field Length.
          • NOTE: The field length and starting position should accommodate the longest field of all the records.
      • FIXED LENGTH TEXT
        • Follow the same steps as a text file, but verify that the number displayed as the Total Record Length is equal to the number of characters and spaces of ONE record in the file.
        • Click Begin Import and indicate whether or not  to save your settings.
        • If the program indicates that there were errors during the import, view the log file to help troubleshoot the cause of the errors.
  5. Select to append or overwrite existing data.
  6. Enter the appropriate path/filename of the file.

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