Update existing supplier 1099 transactions with an import file

Use the Supplier 1099 transaction update template to:

  • update transactions already tagged for 1099 treatment to a different form type and box.
  • update all transactions for a supplier, including those not currently flagged for 1099 treatment, with a specified default form type and box.
  • update the 1099 name for a supplier.
This import does not update:
  • imported AP supplier invoices marked as Paid.

    Instead, manually update AP supplier invoices in Sage Intacct or reclassify imported AP supplier invoices.

  • supplier opening balances.

    Learn how to update opening balances.

  • transactions manually tagged for 1099.

    For example, you tagged a transaction for 1099 treatment but the supplier is not set up for 1099 treatment. Or, you changed the 1099 form and box for a transaction if your company is enabled for 1099 override. Instead, reclassify these transactions. Or, update opening balances for the vendors to include amounts from manually tagged transactions.

This import does not create new transactions. To create new 1099 transactions, set up your supplier for 1099 treatment. Then, import AP supplier invoices. Intacct automatically tags imported AP supplier invoices with supplier 1099 default information.

Supplier 1099 transaction updates made using CSV import operate outside of the supplier approval process. This means that if you have vendor approval enabled and you import a Supplier 1099 transaction update file, the following changes are made, regardless of the supplier state:
  • Transactions are updated as your import file specified.
  • The supplier is updated with any new 1099 details your import file specifies and the supplier is not submitted for approval.

About CSV file fields for the Supplier 1099 transactions update template

The maximum number of supplier records you can import in one CSV file is 25,000 records.

VENDORID is required. Intacct uses this field as the matching key, not to update data. It must match an existing supplier ID.

VENDORNAME is optional. This field helps confirm that you included the correct supplier. Intacct ignores this field and does not update data.

NAME1099 supplies the information for the Recipient's name box on the 1099 form. The 1099 supplier name field is updated if a value is present. If the value is blank, Intacct leaves the existing value already in the system.

To remove a 1099 supplier name, enter the value 'NULL'. In a multi-entity company, Intacct 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 suppliers not accessible to the top level, coordinate with your system administrator.

If there's a Print as name entered on the supplier record that differs from the 1099 name, both names print on tax forms. If the names are the same, the name only prints one time. If the 1099 name does not exist, only the Print as name appears on forms. Learn more aboutsupplier 1099 names.

You can also update this field in the user interface.

DEFAULT1099TYPE is required if FORM1099BOX is selected or UPDATETRANS is 'Y'.

This field specifies the form type for the transaction and updates the default form type for transactions going forward. Acceptable values include: DIV, INT, MISC, R, S, PATR, NEC, and G. This field is updated if a value is present. If the value is blank, Intacct leaves the existing value in the system. You can also access and update this value in the UI.

To remove the existing value, enter the value 'NULL'.

DEFAULT1099BOX is required if FORM1099TYPE is selected or UPDATETRANS is 'Y'.

This field specifies the box for the transaction and updates the default box for transactions going forward. 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, Intacct leaves the existing value in the system.

To remove the existing value, enter the value 'NULL'. You can also access and update this value in the UI.

UPDATETRANS is required to update transactions for 1099 treatment. For example, you might want to update transactions to a new form type or box. Or, you might need to tag all transactions entered for a supplier for 1099 treatment because the supplier is not set up for 1099 tracking yet.

You can tag imported AP supplier invoices for 1099 treatment only if they were imported as unpaid or partially paid.

Enter a 'Y' to update only transactions already tagged for 1099 treatment. Make sure to include the date range, default form type, and default box.

Enter an 'N' to leave transactions as they are without any changes.

Enter an 'A' to update all transactions for a supplier whether they’re tagged for 1099 treatment or not. Make sure to include the date range, default form type, and default box.

FROMDATE and TODATE are required if you enter a 'Y' for UPDATETRANS. In that case, supply a time period for which to update transactions. Use the format MM/DD/YYYY.

Examples

You might need to update 1099 transactions for a supplier if the transactions were erroneously tagged for the incorrect form or box.

Enter the correct DEFAULT1099TYPE and DEFAULT1099BOX and enter the value 'Y' in the UPDATETRANS column. Make sure to include the form type and box and the date range.

Filled columns in a 1099 transaction: DEFAULT1099TYPE, DEFAULT1099BOX, and UPDATETRANS.

Say you have a supplier for whom you forgot to tag any 1099 transactions. You know that each transaction for that supplier is 1099-able. Use the UPDATETRANS column and enter the value as 'A'. Enter the correct form type, box, and the date range in which to update transactions.

The UPDATETRANS column in a 1099 transaction filled with A.

Say you want to remove the 1099 status of all transactions for a supplier for the last calendar year. Enter 'Y' for UPDATETRANS and 'NULL' for the DEFAULT1099TYPE and DEFAULT1099BOX. And, enter the appropriate from and to dates.

Filled columns in a 1099 transaction: DEFAULT1099TYPE, DEFAULT 1099BOX, and UPDATETRANS.

To leave data the same, just leave the field blank.

Say you only need to update the supplier 1099 name. Enter the correct name in the NAME1099 column. You can leave the rest of the information blank.

NAME1099 column filled in a 1099 transaction.

Use the 1099NAME field. Enter the correct name in the NAME1099 column. You can leave the rest of the information blank.

Alternatively, to remove a vendor 1099 name, enter the value 'NULL' in the NAME1099 column.

NAME1099 column filled in a 1099 transaction.

Download a template

Subscription

Company

Regional availability

All regions

User type

Business
Permissions

Company Setup Checklist: Run

Download a new blank template from the Company Setup Checklist whenever you import information into Sage Intacct. Using a downloaded template is important because:

  • Templates in the Company Setup Checklist are automatically customized based on your company configuration, including any dimensions and custom fields you created.
  • Templates can be updated by Intacct at any time, especially when a new version of Intacct is released. When templates are updated, an older template might not work upon import.
Some import pages include a link that lets you download a blank template directly (instead of getting the template from the Company Setup Checklist).

To download a template from the Company Setup Checklist:

  1. Go to Company > Setup > Configuration > Import data.

    The Company Setup Checklist opens. You’ll find a list of areas that you can import information into Intacct.

  2. Decide on a type of information to upload, and select the Template link associated with that information.

If you do not see the template that you want on the Company Setup Checklist, go to Download a CSV import template.

Some templates are not kept on the Company Setup Checklist.

Prepare a CSV file for import

When you download a template, the correct headers are in the template already. All you have to do is fill in the columns with your data, save it as a CSV file, and upload the file.

The header titles in the template you download correlate to fields in Intacct. Incorrect header titles will cause an upload error.

For more information about the CSV upload process, including best practices, common errors, and how to upload your CSV file, see Prepare your file for CSV import.

Best practices

The following best practices will help you prepare your CSV file for upload.

Download a template from the Company setup checklist or an object list page.

  • Use the latest template, especially following a product release.
  • Use the correct template for the area in which you want to upload information. Different templates organize different types of information. Use a template specifically for the information that you need to upload.
  • Don’t change the titles in the header row. The header titles correlate to fields in Intacct. Incorrect header titles will cause an upload error. When you download a template from the Company setup checklist, the correct headers are in the template.
  • Read the header descriptions in the template. The header description is the cell under the header row that explains what type of information is accepted for each column. If you enter information in the wrong format, or with an incorrect accepted value, it will cause an error in your upload. The header descriptions in the template show you how the information should look. For example, the header in the GL Journal Entries template for JOURNAL shows that allows up to four characters, is required, and has no default values. The header in the Reporting Periods template shows that the STATUS only allows the values 1 or 2, which correlates to True and False, and is not a required field.
  • Enter required information. Some data is required, while other data is not. Read the description field to determine which information is required. Required information is necessary for your upload to succeed.

Save the file as a comma-separated value, or CSV, file. If saving from Excel, you could choose the comma-delimited file type.

The file will have the file extension .csv after you save it. Leave the file open until your import is successful. Excel can sometimes reformat the file if you close it before the import is successful.

Avoid common import errors

Intacct recommends following these guidelines to avoid import errors.

In Microsoft Excel:

  1. Select all cells.
  2. Right-click the cells and select Format Cells.
  3. On the Number tab, select Text and then select OK.
  4. Save the file.

The short date format is formatted like this: 3/15/2021

In Microsoft Excel:

  1. Select a column of dates.
  2. Right-click the column and select Format Cells.
  3. On the Number tab, select Date and select the short date format.
  4. Save the file.

While spaces within memo fields are allowed, make sure there are no leading or trailing spaces in any field (not just memos). Leading and trainling spaces may cause import errors. For all other fields, remove unnecessary spaces at the start or end of the data.

In Microsoft Excel:

  1. Select a range of cells.
  2. On the Home tab, in the Editing group, select Find & Select and select Replace.
  3. In the Find what box, press the space bar once. Leave the Replace with box blank.
  4. Select Replace All. A prompt opens telling you how many spaces have been removed.
  5. Save the file.

Commas are used to separate fields in CSV files.

To prevent data from shifting into the wrong columns, avoid using commas in numeric and text fields.

If you must include a comma in a text field, always surround the field with double quotes, for example "Smith, John".

Headers in your CSV file must match the template exactly, including spelling, capitalization, and spacing. Even small changes (such as adding a space or changing a letter’s case) will cause the import to fail. Always use the official template provided by Sage Intacct.

ID fields must contain exact references to customers or suppliers.

ID fields must match exactly, including capitalization. For example, ven100 and VEN100 do not match.

Enter the ID exactly as it appears in Intacct or you run the risk of matching transactions to the wrong supplier or customer, or having the upload fail.

If you reference a supplier, customer, term, budget, etc., in a CSV file, whatever you’re referencing must already exist in Intacct.

For example, if you’re uploading transactions for a particular supplier, if the supplier does not already exist as a supplier in Intacct before your upload, your upload will fail.

This does not apply when creating new customers or suppliers using the import process.

For more information about to correctly number line items, see CSV import: Line number examples.

For fields with predefined valid entries (such as True/False), use initial capitalization. For example True, not TRUE or true. IDs require exact case matches, while predefined entries require initial capitalization.

If your import template contains a country field, for example for an address, make sure that this field has an entry.

If your company has enabled ISO country codes, you must specify the country code in the country field for each record. If you are unsure whether ISO codes are enabled, check with your administrator or test a sample import to confirm the required format.

Format dates

When uploading your CSV file, you can select a Date Format for the dates in your file.

Date sequence Date format
Day, month, year
  • DD MM YY
  • DD.MM.YY
  • DD/MM/YY
  • DD-MM-YY
Month, day, year
  • MM DD YY
  • MM.DD.YY
  • MM/DD/YY
  • MM-DD-YY
Year, month, day
  • YY MM DD
  • YY.MM.DD
  • YY/MM/DD
  • YY-MM-DD
Day, month, year
  • DD MM YYYY
  • DD.MM.YYYY
  • DD/MM/YYYY
  • DD-MM-YYYY
Month, day, year
  • MM DD YYYY
  • MM.DD.YYYY
  • MM/DD/YYYY
  • MM-DD-YYYY
Year, month, day
  • YYYY MM DD
  • YYYY.MM.DD
  • YYYY/MM/DD
  • YYYY-MM-DD

When you select a date format here, Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.

Import a CSV file

Now that you've entered your data and looked through it for any of the common issues imports can have, you’re ready to import your file to Intacct.

To import your CSV file:

  1. Go to Company > Setup > Configuration > Import data.

  2. Find the information type that you want to import, and select the corresponding Import link.

  3. In the Import Company Information dialog, set the following and select Import:

    Import file option descriptions
    Option Description

    Browse

    Use the Browse button to locate and select the CSV file you want to import.

    Date format

    When you select a date format here, Sage Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.

    File encoding

    Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you may need to select a different type of file encoding.

    Process offline

    Some imports can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox.

    Transactions and other records that are processed offline show a source of System in the audit trail, instead of CSV import.

    Email results to this address

    Email address to which import results and errors should be sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,).

    Sage Intacct highly recommends entering an email address.

After an import, Sage Intacct informs you if the import was successful and how many records were imported.

In a completely successful import, the confirmation page lets you verify all the records in your original file were, in fact, successfully imported without having to verify them manually.

Import offline

Some imports can take considerable time, depending on their size and how much processing Intacct must do to the data. When in doubt, select Process offline on the import utility page.

When the offline process is complete, Intacct sends an email to the address you entered in the Import Company Information dialog (where you imported your file).

Intacct recommends that you select Process offline when importing CSV files, and provide your email address. If your import fails, you’ll always be notified, and the failed records are sent to your email.

Handle errors

If you experience import errors, review the importing tips and common errors.

Import errors occur when you try to import information that doesn’t match the requirements of the template. Each template has a set of required information you must enter to import the file successfully, and formats to follow for certain kinds of information. Read the descriptions in the template to determine the most accurate way to enter your data.

If individual transactions are in error, the rows in the transaction that are in error are saved in a CSV file for you along with an error code for each row. Check your email for information about specific errors. See Find and fix CSV import errors for more information.

For more information about the CSV upload process, read Prepare your file for CSV import.

Field descriptions

If you downloaded a template from the Company Setup Checklist or an object list page, it contains headers and dimensions specific to your company. The headers listed below are for a standard template and might not contain some field definitions specific to your company.

To import dimension values into a transaction, enter information in the appropriate dimension column of the import spreadsheet. Otherwise, no information appears for that dimension in the transaction.

If you relabeled any dimensions, your dimension name does not appear in the CSV template, but the original Intacct dimension name does.

You can reorder the columns of your CSV file for ease of use. However, the column header must contain the field name exactly as it appears the original template.

Field Name: DONOTIMPORT

#

Any row that starts with # is ignored during import.
Field Name: VENDORID

UI Field Name:

Supplier ID

Type:

Character

Length:

20

Default Value:

N/A

Valid Values:

Alphanumeric and underscore.

Dependencies:

Must reference an existing Supplier ID.

Required:

Yes

Editable:

No

Notes:

This is the key field used to reference the supplier.

Field Name: NAME1099

UI Field Name:

1099 Name

Type:

Character

Length:

100

Default Value:

None

Valid Values:

Alphanumeric and underscore.

To remove the existing value, enter the value NULL.

Dependencies:

None

Required:

No

Editable:

Yes

Notes:

This field is updated if a value is present. If the value is blank, Intacct leaves the existing value in the system.

Field Name: DEFAULT1099TYPE

UI Field Name:

Form Name

Type:

Character

Length:

N/A

Default Value:

None

Valid Values:

DIV, INT, MISC, R, S, PATR, NEC, and G

To remove the existing value, enter the value NULL.

Dependencies:

None

Required:

No, unless FORM1099BOX is selected or UPDATETRANS is 'Y'.

Editable:

Yes

Notes:

Changes default form type for supplier and form type for the specified transactions. This field is updated if a value is present. If the value is blank, Intacct leaves the existing value in the system.

Field Name: DEFAULT1099BOX

UI Field Name:

Default 1099 Box

Type:

Character

Length:

Up to 3

Default Value:

None

Valid Values:

Positive integers followed by an optional alpha character as applicable (example: 2A)

To remove the existing value, enter the value NULL.

Dependencies:

Must reference a box that's valid for the form type.

Required:

No, unless FORM1099TYPE is selected or UPDATETRANS is 'Y'.

Editable:

Yes

Notes:

Changes default form type for supplier and form type for the specified transactions. This field is updated if a value is present. If the value is blank, Intacct leaves the existing value in the system.

Field Name: UPDATETRANS

UI Field Name:

N/A

Type:

Character

Length:

1

Default Value:

None

Valid Values:

A 'Y' value updates only the transactions, that have already been tagged for 1099 treatment. For example, you might need to change existing 1099 transactions to a new form or box.

An 'N' value leaves transaction information the same; no changes are made.

An 'A' value updates all transactions for the supplier, including transactions not tagged for 1099 treatment. In other words, every transaction for the supplier will be tagged as 1099.

Dependencies:

None

Required:

Yes, if transactions are to be updated.

Editable:

N/A

Notes:

Retroactively updates supplier 1099 transactions based on date range and Form 1099 Type and Box listed in this upload. Select a valid value to update all transactions or only transactions already flagged as 1099-able.

For CSV-imported AP supplier invoices, you can mark AP supplier invoices as 1099-able if you imported them as unpaid or partially paid, but not if you imported them as paid.
Field Name: FROMDATE

UI Field Name:

N/A

Type:

Date

Length:

10

Default Value:

None

Valid Values:

Numeric and forward slash (/).

Dependencies:

None

Required:

Yes, if transactions are to be updated.

Editable:

N/A

Notes:

Start of the date range for transactions to be updated. Use the format MM/DD/YYYY.
Field Name: TODATE

UI Field Name:

N/A

Type:

Date

Length:

10

Default Value:

None

Valid Values:

Numeric and forward slash (/).

Dependencies:

None

Required:

Yes, if transactions are to be updated.

Editable:

N/A

Notes:

End of the date range for transactions to be updated. Use the format MM/DD/YYYY.