Update Vendor 1099 Opening Balances

Use this screen to establish opening 1099 balances for multiple vendors simultaneously by uploading a CSV file. The system allows for multiple forms, such as MISC and DIV. Each form can have its own opening balance for a given vendor and for a given year.

In the normal user interface, you can enter opening 1099 balances for a single vendor on the Form 1099 Information page. To access this page, point to Accounts Payable > Records: Vendors. Click the Edit link in the Vendor lister for an existing vendor and go to the Additional Information Tab. At the bottom, click the Form1099 link.

Because this manual process updates vendors one at a time, it is time consuming if you need to do this many times. Consequently, Intacct provides this upload to update the opening 1099 balances for many vendors simultaneously. In so doing, you must also specify the form and box. However, note that this upload does not update the default 1099 form and box. Use the Update Vendor 1099 Transactions upload to change the default form and box for multiple vendors simultaneously.

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.

Year

Select the year to which this opening balance applies.

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 Opening Balances

The upload assigns a new 1099 opening balance to vendors. Vendors may have multiple forms, such as MISC and DIV, each with its own opening balance value. To change the form and box, first remove the old one and then put in the new one. However, you can change the amount directly.

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.

Entity is optional unless the application preference "Entity Issues Separate 1099 Forms" requires it (Company > Services: Subscriptions > Multi Entity Sign Up). If this preference is selected, each entity has the ability to import opening balances, and you must supply the entity ID. If this preference is not selected and you supply unnecessary data in this field, that data is ignored.

FORM1099TYPE is required. This field specifies the form type for the opening balance, but does not change the default form type. You specify various 1099 forms using the values DIV, INT, MISC, R, S, PATR and G. The system updates this field 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 this information on the Form 1099 Information page as described previously. (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.)

FORM1099BOX is required. This field specifies the box for the opening balance, and does not change the default form type. You specify the box for a given 1099 form type with positive Integers followed by an optional alpha character as applicable. Example: 2A. You find this field in the normal UI at the same location as FORM1099TYPE above. The system updates this field 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.

Amount. Use this field in either of two cases. One is if you did not enter opening 1099 balances for vendors. The other occurs if you entered wrong data. To enter new balances, just put an amount in this field. However, if you inadvertently entered an opening balance for a vendor that should not have one, you may remove it by entering a NULL.

In the normal user interface, you access this information 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.)

ield Definitions – Update Vendor 1099 Opening Balances

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

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