Import prior year clients/payees/preparers/labels

Eric Updated by Eric

This Utilities menu function allows the user to bring forward client data from one year to the next.

The user should edit each client to be sure that the imported Payroll State deduction limits and rates are correct for the current year.

The destination of the import is always the current data path as set on the Configuration Options screen.

The user must first select the drive and directory of the database from which the selected clients will be imported. After changing the source by clicking the drive and directory lists, the NEXT button will become enabled and the color of the source path will change from red to blue when a valid selection has been made. A valid selection must contain the client database file PR2021DT.MDB.

When a valid source is selected, click the NEXT button. A list of clients will be presented from which the user may select any or all to import into the current database. (Note: When importing from floppy disk backup data, the database file will first be copied to a temporary file on the hard disk. The user will be prompted for the next disk if necessary.) Select the clients to backup from the list by clicking on the client name. To select a group of clients that are next to each other, select the first client; then, while holding down the SHIFT key, select the last client. To select multiple clients that are not next to each other, hold the CTRL key down while selecting clients. When finished click FINISH. The NAME, ID, and CONTROL NO. will be compared to entries in the current database. If all three match, then the client will not be added or overwritten but payees/recipients will be added to the database for that client if the payee's/recipient's NAME, ID and CONTROL NO. does not already exist. If any of the three client fields are different, then a unique client will be added to the database together with the payee/recipient data.

Reimporting Clients

When importing clients into an existing client database, the user will be asked if they want to UPDATE payee/recipient demographics for payees/recipients that already exist in the current year's database. If the user has already updated payee/recipient demographics in this year's database, then answering YES will overwrite those updates with last year's data. Note that this only updates payee/recipient demographics, not demographics for the client.

Example: When the user received the program in January they imported last year's clients and payees/recipients (including 1099 recipients) into the new program database in order to work on the new payroll information. Later they used last year's program to complete their client's 1099 reporting. New 1099s were added and some existing 1099 addresses were changed. Later in the year they imported the client again to avoid reentering the new 1099s. The new 1099s will be added and, if the user answers YES when prompted, the existing 1099 demographics will be updated also. Note that if recipients are entered with duplicate IDs (including 000-00-0000 or APPLIED FOR) then they must be differentiated by entering a different Control number for each one. The program will then treat them as separate recipients.

NOTE: This import procedure carries forward employer data (verify that Payroll State information is correct for the current year) and employee data (name and address, not numbers).

How did we do?

Import last year's 1095-B/1095-C As Is

Importing CSV files into Payroll System