Account Ability prepares form 1098, 1099, 3921, 3922 Account Ability prepares form W-2, W-2C Account Ability prepares form W-2G, 5498, 5498-ESA, 5498-SA
Electronic reporting (efile) IRS TIN matching Print and Mail Services
Follow Account Ability on Facebook Follow Account Ability on Twitter Follow Account Ability on YouTube Follow Account Ability on Pinterest Initiate a desktop support session
Print and mail service Electronic reporting outsourcing service IRS bulk taxpayer identification (tin) matching service
Laser forms and envelopes Continuous forms and envelopes Income tax presentation folders and envelopes
Account Ability prepares 1099 and W-2 forms quickly and easily
About
Home
Features
E-File
TIN Matching
Print and Mail
Screen Shots
Order
Tax Forms
Presentation
Labor Law
Download
Support
Supplies
FAQs
Tips
Testimonials
Resellers/Links
Resources
Contact

Frequently Asked Questions (FAQs)

Search the FAQ Knowledge Base for:
All FAQs Within Importing & Exporting
 1099 and W2 Conversions (9)  ACA (15)
 Backup and Restore (5)  Backup Withholding (6)
 Combined Fed/State Filing (9)  Compliance (2)
 Correcting Returns (14)  Data Entry (16)
 Database (8)  Electronic Filing (IRS) (26)
 Electronic Filing (SSA) (16)  Forms (4)
 IDMSPDF Writer (1)  Importing & Exporting (21)
 Installation (6)  Licensing (3)
 Miscellaneous (6)  Network Considerations (7)
 Printing (31)  Rolling Forward (4)
 Service Packs (5)  SSA Business Services Online (7)
 Startup and Exiting (8)  TIN Matching (13)
  Open the 'Tips' Knowledge Base
Questions in 'Importing & Exporting' 
When trying to import a W2REPORT (EFW2) transmittal, no employees are found. Why?
When trying to import an IRSTAX (Pub. 1220) transmittal, no recipients are found. Why?
Is there a way to export 1099 and W-2 information to a spreadsheet?
I imported a W2REPORT file but State and Local information did not import. Why?
How do you import zip code extensions on 1099 forms?
I created a text file that Notepad reads without a problem. Why does the Import Mapping Utility display garbage when opening the same file?
How can I create a delimited text file from Microsoft Great Plains Dynamics software?
What are the 'Type of Wager Codes (1-9)' for Form W-2G?
When I try to import my file I am told it is not a valid CLIENT import file. Why?
I used The Import Mapping Utility to import a W2 text file but State wages and withholding did not import. Why?
I used The Import Mapping Utility to import a W2 text file but Local wages and withholding did not import. Why?
Is there a quick way to roll-forward all of my client's returns at one time?
Is there a specific order to follow when rolling up returns?
Why does The Import Mapping Utility display 'NOT ALLOCATED' on some records?
Is it possible to import different client's 1099s from a single text file?
How can I compute FICA for all of the W2s I have imported?
Why are the 'Import ASCII Text File' and 'Import IRSTAX File' selections disabled (grayed out) on the 'File' menu?
I mapped a comma separated value (CSV) file to a text file. Why do I get the message 'WARNING: Invalid taxpayer id: SS NUM' (which is the column heading in my CSV file) every time I try to import this text file?
Answers
When trying to import a W2REPORT (EFW2) transmittal, no employees are found. Why?
If you are sure your transmittal contains employees for the selected filer, download and run the RL512 Utility and try again. If the problem still persists, your W2REPORT transmittal may have been prepared for a common paymaster or agent (see the W-2 Setup page of Client (Filer) Management).
When trying to import an IRSTAX (Pub. 1220) transmittal, no recipients are found. Why?
If you are sure your transmittal contains recipients for the selected filer, download and run the RL750 Utility and try again.
Is there a way to export 1099 and W-2 information to a spreadsheet?
Yes. The 'File' menu of each form contains an 'Export' selection that will launch an 'Export Options Dialog'.

A list of 'Available Fields' displays fields you can export.
A list of 'Selected Fields' displays the fields to be exported.

Drag and drop (or double-click) desired fields to the 'Selected Fields' side of the dialog. 'Selected Fields' can be deselected in the same way. You can rearrange the 'Selected Fields' to any desired order either by using the UP and DOWN arrows in the center of the dialog, or by dragging and dropping the fields.

Once all fields have been selected and arranged to your liking, click the 'Begin' button.

TIP: When the export is complete, select 'Explore' from the 'Module' menu to easily access your export file.
I imported a W2REPORT file but State and Local information did not import. Why?
Your W2REPORT file is probably lacking the appropriate RS records. RS records, which are not required by SSA, contain state wages and withholding. Although optional, Account Ability will import RS records if they exist within your W2REPORT transmittal.
How do you import zip code extensions on 1099 forms?
You need to import the zip code and zip code extension as a single field. For example, if you desire to import zip code 11234 and zip code extension 0012, you would import the single zip code 11234-0012 (or 112340012).

If you are using the Import Mapping Utility, there is an easy way to merge these fields.

Here's the procedure:

1. Click on the source field containing the zip code extension.

2. Drag the zip code extension and drop it onto the source field containing the zip code.

3. If you do this correctly, the zip code extension will be merged with the zip code and should now read zip code + zip code extension.

4. The zip code + zip code extension should now be mapped to the destination zip code field.

If successful, the destination field for the zip code should now read zip code + zip code extension, the results of the merge.

When importing, Account Ability automatically splits the field into distinct fields for zip and zip extension.

NOTE:

1. Merging the same source field twice will undo the merge, if necessary.

2. For details on merging source fields, click the Help button located at the bottom of the Import Mapping Utility and see the section on Merging Source Fields in the chapter entitled Your First Mapping.
I created a text file that Notepad reads without a problem. Why does the Import Mapping Utility display garbage when opening the same file?
Although Microsoft's Notepad opens text files encoded for UNICODE, UTF-8, UNICODE BIG-ENDIAN, and ANSI, the Import Mapping Utility demands an ANSI encoded source file.

In order to save your text file as ANSI encoded,

a) Open it in NOTEPAD
b) From Notepad's 'File' menu, select 'Save As...'
c) Select ANSI encoding from the 'Encoding' drop down list
d) Click the 'Save' button.

Try opening the source file again in the Import Mapping Utility.
How can I create a delimited text file from Microsoft Great Plains Dynamics software?
The best way to accomplish this is to establish an ODBC connection to Dynamics' SQL database and use Microsoft Access to create a query to extract the data.

We know of a Microsoft Certified Trainer (MCT) who is extremely familiar with this process and may be able to help you. His contact information is

David Hatfield (dhatfield@vitalpartners.net)
Microsoft Certified Trainer (MCT)
Master Certified Dynamics GP Specialist

4805 S. Terrace Rd
Tempe, AZ 85282
Phone: 480-993-5512
What are the 'Type of Wager Codes (1-9)' for Form W-2G?
1 = Horse race track (or OTB)
2 = Dog race track (or OTB)
3 = Jai-alai
4 = State-conducted lottery
5 = Keno
6 = Bingo
7 = Slots
8 = Poker
9 = All other type of gambling winnings
When I try to import my file I am told it is not a valid CLIENT import file. Why?
You are probably trying to import your returns into the client register. Double-click the client to be used and select a tax form from the drop down menu of available forms. From the 'File' menu of the selected form, select 'Import -> ASCII Text File' and try again.
I used The Import Mapping Utility to import a W2 text file but State wages and withholding did not import. Why?
You failed to map a state identifier to the appropriate state field. Mapping only state wages and withholding is not enough. You must map a state identifier (e.g. NY, NJ,...) to the 'State 1' field for State 1 wages and withholding, or, 'State 2' field for State 2 wages and withholding. After doing so, execute your mapping and try importing again.

TIP: If all wages and withholding are for a single state and you do not have a field for the state in your source file, you can override the 'State 1' or 'State 2' field by right-clicking on the appropriate destination field and specifying the value to be used for all employees.
I used The Import Mapping Utility to import a W2 text file but Local wages and withholding did not import. Why?
Either you failed to map a locality name to the appropriate local field or you failed to map a state identifier (e.g. NY, NJ,...) to the appropriate state field. In order to import local wages and withholding, you must map a state identifier as well as a locality name. After mapping these fields, execute your mapping and try importing again.
Is there a quick way to roll-forward all of my client's returns at one time?
If you have many clients and desire to roll-forward all of their returns at one time, think about what you are trying to do for a moment. You will find that you are creating too much work for yourself! In other words, why must you roll forward each of your client's returns prior to working on them? You'll agree that you only have to return to each client's returns eventually in order to edit, add, delete, print, and possibly file them electronically. So, why not roll them forward as you work on the client for the first time this year?

NOTE: Account Ability does not roll forward prior year returns automatically since many users prefer not to do so. That is, they issue new returns each year (e.g. 1099-S, W-2G, 1099-C, etc.) for each of their existing clients. That is why Account Ability leaves the roll-forward option up to the user.
Is there a specific order to follow when rolling up returns?
Yes. Always rollup the demographics first! See the Multiple Import Rollup Strategy tip in the 'Tips Knowledgebase'.
Yes. Make sure your spreadsheet contains at most one line of column headings, no blank lines between the column headings and your first row of data, no totals at the end, and exactly one worksheet. Then, open the 'Help' selection of the Import Mapping Utility for instructions on how to map your spreadsheet to Account Ability. The Import Mapping Utility can be downloaded from the Download page.
Account Ability can import payroll information from QuickBooks® in two steps. First, the employee register is extracted and imported into Account Ability. Second, the payroll register is extracted and imported into Account Ability. The second import, however, is rolled up resulting in a W2 for each employee.
Why does The Import Mapping Utility display 'NOT ALLOCATED' on some records?
The Import Mapping Utility assumes that each record of your source file contains the same number of fields. That is, the number of fields in the first record must equal the number of fields in each subsequent record. If a record is encountered in which the number of fields differs, Account Ability inserts a 'NOT ALLOCATED' field in order to maintain uniformity.

NOTE: Such discrepancies generally result from blank records or total records in the source file. One can easily rid their source file of these types of records using WordPad or any other text editor.
Is it possible to import different client's 1099s from a single text file?
Yes. Account Ability's file schema allows for an optional 'Client ID' field that can be used as a filter when importing. The 'Client ID' field appears as the last field in the 'Destination View' of The Import Mapping Utility.
How can I compute FICA for all of the W2s I have imported?
After importing all of your W2s, select 'Compute FICA for All Employees' from the 'Tools' menu of Form W2. This will compute FICA wages and withholding for each employee in the file.
Why are the 'Import ASCII Text File' and 'Import IRSTAX File' selections disabled (grayed out) on the 'File' menu?
The most probable cause is that the 'Corrected Returns Only' indicator, found on the 'General' page of the client's master record (see 'Client Management' on the 'Module' menu), is checked.
Use Excel's 'Format Cells' function to format the columns as text. 'Format Cells' also contains a 'Special' category that enables you to format an entire column as ZIP Codes or Social Security Numbers.
I mapped a comma separated value (CSV) file to a text file. Why do I get the message 'WARNING: Invalid taxpayer id: SS NUM' (which is the column heading in my CSV file) every time I try to import this text file?
You are attempting to import the column heading 'SS NUM' as a taxpayer id. The solution here is to SKIP the header prior to executing your mapping. This is accomplished by selecting Skip in the 'Header' group at the top of the Import Mapping Utility.
1099 Software W-2 Software  
TIN Matching Software EFile Software EFile Outsourcing Service
  Import Capabilities Tax Forms, Envelopes Presentation Supplies Integrated Data Management Systems, Inc.1099 Tax Forms
  6039 Compliance Jack Henry Forms Income Tax Folders DBA IDMS Account Ability1099 Envelopes
  ACA 1094, 1095 Forms 1098 Forms, Envelopes First Class Envelopes 555 Broadhollow Road Ste 273W-2 Envelopes
  Electronic Reporting 1099 Forms, Envelopes Intuit ProSeries Melville, NY 117473921 Software
  Bulk TIN Matching 3921/3922 Forms, Envelopes Lacerte Software 1-888-IDMSINC (436-7462)3922 Software
  Combined Federal/State 5498 Forms, Envelopes CCH ProSystem fx Copyright © IDMS Account Ability1099-K Software
  Screen Shots W-2 Forms, Envelopes Drake Software Follow Account Ability on Pinterest  Follow Account Ability on Facebook  Follow Account Ability on Twitter 
 
  Print and Mail Service 1099/W-2 Laser Kits Labor Law Posters Privacy StatementIncome Tax Folders
Account Ability 1099 and W-2 Software