Update Vendor 1099 Transactions

Use this screen to upload a CSV file that updates existing vendor transactions and identifies them as 1099-able. You may also update the 1099 form type and box for the transaction and as the vendor default, as well as the 1099 name for the vendor.

Introduction

This help topic contains general information about this type of upload, followed by its field definitions.

Downloading a Template, Preparing a CSV File and Uploading

Intacct provides a set of blank template files that contain only the header row to assist you in properly formatting CSV files for uploading. List of available templates. You then fill in the columns with your data, save it as a CSV file and then upload it. For an introduction, refer to Preparing CSV and Uploading Files. For step-by-step instructions refer to the tutorial Create Budgets via Spreadsheet.

Offline Uploads

Some uploads can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If in doubt, select this feature. The system notifies you by sending an email to the address in Upload dialog box when it completes the process. However, if you do want to wait until the upload process is complete, deselect the Offline checkbox.

Handling Errors

An upload error occurs when you attempt to upload that does not conform to the valid definitions for the corresponding field. Fortunately, the Intacct system provides a graceful method for handling errors in your data. Good records are uploaded and the bad ones are returned, along with an explanation of corrections needed. For more information, refer to About Upload Errors The tutorial Resolving Failed Import Records explains exactly how to do it.

Notes About CSV File Fields for Update Vendor 1099 Transactions

This upload is different from most others because you do not create new records. Instead, you update existing ones. The upload can retroactively mark existing transactions as 1099-able for vendors you specify and for a given time period. Additional fields update the 1099 form type and box, as well as the 1099 name. You may update any combination of these fields in a single upload. For example, you could update the form type and box, but not the 1099 name and transactions. You must include form type and box as well as the date range for a transaction update.

The system ignores a blank in the NAME1099, DEFAUL1099TYPE, and DEFAULT1099BOX fields, and does not change the existing data. To delete the data, enter the value NULL.

The following chart illustrates these variations. For example, say you only want to update the 1099 name. The first line shows how you enter the NAME1099 field for a given vendor. Note that you explicitly state that the transactions are not to be flagged as 1099-able by placing an N in the UPDATETRANS field.

VENDORID is required. The system uses this field as the matching key, and not to update data. It must match an existing vendor ID.

VENDOR NAME is optional and helps you identify that you included the correct vendor because their IDs can be cryptic. It is not required for the upload. In fact, the system ignores this field.

NAME1099 supplies the information for the Recipient's Name box on the 1099 form. In the normal user interface, this field is title 1099 Name and is found on the Vendor Information page, Additional Information tab (Accounts Payable > Records: Vendors). On the 1099 form, the system places the 1099 name first in the "Recipients name" box if the 1099 name exists, and the print as name (which is usually a copy of the vendor name) second. The print as name found on the Vendor tab. If the 1099 name does not exist, the system places the print as name as the only name.

This field is updated if a value is present. If the value is blank, the system leaves the existing value already in the system. To remove the existing value, enter the value NULL. In a MEGA structure of multiple companies, the system performs this at the top level, irrespective of entity. In other words, the top level changes this field for the entity. If you are in an entity that has private vendors not accessible to the top level, coordinate with your system administrator.

DEFAULT1099TYPE is optional unless FORM1099BOX is selected or UPDATETRANS is 'Y'. This field specifies the form type for the transaction, and changes the default form type for transactions going forward. You specify various 1099 forms here using the values DIV, INT, MISC, R, S, PATR and G. This field is updated if a value is present. If the value is blank, the system leaves the existing value in the system. To remove the existing value, enter the value NULL.

In the normal user interface, you access the default form type on the Form 1099 Information page. (Accounts Payable > Records: Vendors > Vendor lister. Click the Edit link for an existing vendor and go to the Additional Information Tab. At the bottom, click the Form1099 link.)

DEFAULT1099BOX is optional unless FORM1099TYPE is selected or UPDATETRANS is 'Y'. This field specifies the box for the transaction, and changes the default box for transactions going forward. You specify the box for a given 1099 form type with positive integers followed by an optional alpha character as applicable. Example: 2A. This field is updated if a value is present. If the value is blank, the system leaves the existing value in the system. To remove the existing value, enter the value NULL. You access the default box in the normal UI at the same location as DEFAULT1099TYPE above.

UPDATETRANS is required. If you enter a Y, the system flags all the transactions for the given date range as 1099-able. An N instructs the system not to flag the transactions. If you enter a Y, then you must also supply data for type and box, as well as the date range.

For CSV-imported bills, you can mark bills as 1099-able if you imported them as unpaid or partially paid, but not if you imported them as paid.

FROMDATE and TODATE are optional unless you enter a Y for UPDATETRANS. In that case, you need to supply a time period for which you want the transactions flagged as 1099-able. Use the format MM/DD/YYYY.

Field Definitions – Update Vendor 1099 Transactions

Note that the order of the fields or columns in your CSV file is irrelevant. However, the column header must contain the field name exactly as it appears in the following field definitions.

Understanding Upload File Field Definitions

© 2000-2009 INTACCT CORP. ID: IM029