Importing Information Into Yearli

Importing from Another Software Program

Yearli supports the importing of Excel and CSV files.

If you would like to import from another program, you will need to make use of the other program's export feature, if available. Please contact the software vendor to obtain more information on exporting information from the existing software into an Excel or CSV format.

Forms Available for Importing

The following forms are available for importing via Excel or CSV:

  • W-2
  • 1098
  • 1098-C
  • 1098-E
  • 1098-T
  • 1099-A
  • 1099-B
  • 1099-C
  • 1099-DIV
  • 1099-G
  • 1099-INT
  • 1099-MISC
  • 1099-NEC
  • 1099-OID
  • 1099-PATR
  • 1099-R
  • 1099-S
  • 5498
  • W-2G
  • 1094-C
  • 1095-B
  • 1095-C

For more information on importing with Excel, please see the How to Import Form Data via Excel article.

Importing from a Previous Version of Yearli

If you have a prior version of Yearli installed, the payer and recipient information can be imported into the current version of Yearli using the Import from Previous option. To do this:

  1. Click the Import Data button.
  2. Choose Import from Previous Version.
  3. A message will display suggesting backing up the data first.
    • This is referring to any data already entered in the current program, because the import will overwrite existing data.
  4. Click OK.
  5. Click Next at the Import From Previous wizard screen.
  6. Choose to Import last year's data or I would like to import from a different version of Yearli Desktop, Winfiler or Winfiler Plus.
  7. Click Next.
  8. Highlight the desired payers to be imported.
    • To select multiple payers press and hold the Shift key or Ctrl key and click in the grey grid area on the left of the payer TIN for each payer you wish to select.
    • You can also click the Select All Payers button on the right.
  9. Select one of the Import Options. 
    • "Do not import forms" will only import payer and recipient information.
    • "Import forms with zero amounts" will import payer information, recipient information, and recipient forms with zero dollar values.
  10. Click Next once the desired payers have been selected.
  11. The text “Importing Payers… Please wait…” will display.
  12. When the import is complete, a dialog box will appear confirming the number of payers imported.
  13. Click OK.
  14. To import additional payers, select the Import More Payers? link or click Finish to close the import screen.

Importing in Yearli will delete all Quarterly Returns for the imported payer in the current program. Data in prior years will not be affected.

Importing via Excel

Information can be imported using an Excel or CSV. To do this:

  1. Download an import template for the applicable form type.
  2. Enter the applicable information and save the import file.
  3. In Yearli, click on the Import Data button.
  4. Choose Import via Excel.
  5. Choose the desired form type.
  6. Click OK.
  7. Click on the Browse For File button.
  8. Locate the import file saved in Step 2.
  9. Click Open.
  10. If an Audit Report displays, make the necessary changes to the import file and attempt to import again.

Data Which Cannot be Changed on the Import File

  • Text of the column headings.
  • Required column headings (column headings that are highlighted in red) cannot be deleted.
    • While some non-required columns can be safely deleted, we advise simply hiding unused columns to avoid import errors.
  • Formulas should not be used on the import file.

Data Which Can be Changed on the Import File

  • Cell color.
  • Cell width.
  • Row width.
  • All values that are not in the first row of the import file can be changed.

Importing Some Data and Keying in the Remainder

You can import a portion of the form data as long as all required fields are filled. If you choose to enter additional amounts or edit amounts, you can do so after the import is complete. Currently, the following information is required to import:

  • Payer or Employer information (W-2, 1099, 1095 forms)
  • Recipient or Employee information (W-2, 1099, 1095 forms)
  • At least one dollar amount (W-2, 1099 forms)
  • Plan start month (1095 forms)

Once data is imported, to edit the forms:

  1. Click on the Payer List button.
  2. Double click on the payer.
  3. Choose the recipient.
  4. Double click on the form you wish to edit.

You can also import forms and manually enter additional forms at any time.

Importing Only Payer and Recipient Information

The only import option that will allow for the importing of payer and recipient information without form data is the 1095-C. When importing just payer and recipient information using the 1095-C import, a 1095-C will still be created.

The below steps will go through creating the import file, then removing the blank 1095-C forms created by the import.

Creating the Import File

  1. Click on the Import Data button.
  2. Choose Import via Excel.
  3. Choose the 1095-C option.
  4. Click OK.
  5. Click Excel Template and Instructions.
  6. Choose where to save the file.
  7. Name the file.
  8. Click Save.
  9. The import file will open automatically.
  10. Enter only the payer and recipient information in the downloaded file. The following column headings cannot be left blank:
    • Name of Employer 1 (Box 7).
    • Employer Identification Number (Box 8).
    • Employee Social Security Number (Box 2).
    • Employee First Name (Box 1).
    • Employee Last Name (Box 1).
  11. Save the import file.
  12. Close the import file.

Importing the File

  1. Click on the Import Data button.
  2. Choose Import via Excel.
  3. Choose the 1095-C option.
  4. Click OK.
  5. Click Browse For File.
  6. Locate the saved import file.
  7. Click Open.
  8. If there are no critical errors on the Audit Report, click Next.
    • If there are critical errors, these errors will need to be resolved before the import can continue.
  9. Verify that the information was imported by reviewing the information in the Payer List and Recipient List.

Removing Blank 1095-C Forms

  1. Click the Utilities menu.
  2. Choose Delete Returns.
  3. Choose By Return Type.
  4. Choose the payer.
  5. Choose the 1095-C return type on the right.
  6. Click Delete.
  7. Click Yes.
  8. Click OK.

Entering State Information on the Import Template

  1. If an import file has already been created, open the existing import file. If an import file has not yet been created, save an import template to the machine for importing. To download an import template, see the How to Import Data via Excel article.
  2. Navigate to the appropriate column headings.
    • On a W-2 import file, these columns will be:
      • State Name 1 (Box 15) and State Name 2 (Box 15).
      • State ID 1 (Box 15) and State ID 2 (Box 15).
      • State Wages Tips Etc 1 (Box 16) and State Wages Tips Etc 2 (Box 16).
      • State Income Tax 1 (Box 17) and State Income Tax 2 (Box 17).
    • On a 1099-NEC import file, these columns will be:
      • State Tax Withheld 1 (Box 5) and State Tax Withheld 2 (Box 5).
      • State Name 1 (Box 6) and State Name 2 (Box 6).
      • State ID 1 (Box 6) and State ID 2 (Box 6).
      • State Income 1 (Box 7) and State Income 2 (Box 7).
  3. Enter the applicable state information to each recipient under the correct column headings.
  4. Save the file.
  5. Import the information into Yearli.

Importing Foreign Address Information

IRS Country Code information

A country code is used in instances where the recipient's home address is in a country outside of the United States. When filing to foreign addresses, this is a required field.

Importing Foreign Address Information

  1. Download and open a copy of the import template, or open an existing import file.
  2. Locate the employer or employee address column.
  3. Leave the following fields blank:
    • Employee or employer City, State, and Zip.
  4. Locate the foreign address indicator column.
  5. Enter a value of "True", without the quotes to indicate that the employer or employee has a foreign address.
  6. Locate the foreign state name column and enter the state's name.
  7. Locate the foreign postal code column and enter the postal code.
  8. Locate the country code column and enter the country code.
  9. After entering the applicable information, save the import file and attempt to import.

Importing Sample Data

Sample information is available for beginner users to help determine where and how information should be entered in the Yearli program. The template can be used as a reference for what portions of the spreadsheet to fill out, or the template can be imported (with or without modification) to test the import function.

To import sample information:

  1. Open the Yearli program.
  2. Click on the Import Data button.
  3. Choose Import Sample Data.
  4. Click OK.
  5. Click OK.
  6. Click OK.
  7. The sample payer will be named Sample Payer in the Payer List.
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