Table of Contents

CSV Import Guidelines

John Logue Updated by John Logue

Introduction

The Payroll System has the capability of importing payroll or 1099 data in a CSV file. A CSV ("Comma Separated Values") file can be created by organizing data in a spreadsheet program, such as Microsoft Excel, then saving the spreadsheet in CSV format.

Be sure to first save your spreadsheet in its native format (e.g., as an XLS file if you are using Excel). Then use "Save As" to save a copy of the file in CSV format. If the program asks you if you want to keep the file in CSV format, answer "No." If there is a problem importing the CSV file, discard it and use the XLS file to make any adjustments. Then use "Save As" to save a new copy as CSV.

Input Options

There are five different CSV file input options:

  1. Payee name, address, and identification for the payroll grid,
  2. Payroll dollar information for the payroll grid,
  3. 1099 information for the payroll/1099 grid,
  4. W2 form input,
  5. 1099 form input.

The first three options import data into the payroll/1099 grid in the after-the-fact (941/940) program. This is where you need to import if the requirement is to create 941s and the 940. 1099 data imported to the grid is organized by recipient; when the program generates 1099s, the data from the grid will be appropriately accumulated to make one 1099 per recipient.

Formatting

Dollars: Format dollar columns as numeric with 2 decimal places. Make sure there are no commas and no dollar signs.

Dates: Date fields should be formatted as MM/DD/YYYY. If you find something different, make sure your Regional Settings (in Windows Control Panel) are not causing a different separator to be used.

Addresses: Eliminate any apostrophes.

ZIP Codes: The ZIP code column should be formatted as Special – ZIP code or as text, especially where it contains a leading zero.

SSN: SSN column should be formatted as Special – Social Security Number or as text.

EIN: EIN should be formatted as text.

Other Requirements

Name and Address fields have a length limit of about 30 characters.

Be sure that there are no empty rows being saved to the CSV file. Empty rows can cause rejection of the file.

Be sure that each row contains last name and ID number (SSN or EIN).

How did we do?

Connecting to an Existing Network Database

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