Available Data Validations, and How to Use Them

When importing forms into Yearli Desktop, there are two validation options available.

Standard Validation

When importing forms, Yearli will automatically check for certain things in your import file. This is a default validation, and cannot be avoided or disabled.

Standard validation checks for the following:

Payer Information

When a Payer includes a foreign address, the Foreign State/Province and Postal Code is required.

• Address Line 1
• City
• State 
• Zip Code
• Phone (including Area Code)
• ACA Contact First and Last Name - Required for 1095 and 1094-C forms only

Recipient Information

When a Recipient includes a foreign address, the Foreign State/Province and Postal Code is required.

• Address Line 1
• City
• State
• Zip Code

• Recipient first name, middle initial, last name, and suffix fields

  • On W-2 and W-2c forms, these fields can only contain the following characters:
    • Capital letters (A - Z)
    • Lowercase letters (a - z)
    • Numbers (0 - 9)
    • Single spaces
    • Hyphens ( - )
    • Periods ( . )
    • Apostrophes ( ' )
  • On 1099 and 1099 Corrected forms, these fields can only contain the following characters:
    • Capital letters (A - Z)
    • Lowercase letters (a - z)
    • Numbers (0 - 9)
    • Single spaces
    • Hyphens ( - )
    • Ampersands ( & )

Form Data

• Each return for a Recipient should include return data, however the Yearli E-file Center system does not require return data except for the following:
  • W-2G
    • Gross Winnings (Box 1)
    • Federal Income Tax Withheld (Box 2)
    • Type of Wager (Box 3)
    • Date Won (Box 4)

Please follow the W-2G instructions for completing the Type of Wager (Box 3) field for filing the form electronically to the IRS.

Dollar Amount Fields

Yearli allows the entry of negative numbers in many dollar amount fields. Yearli E-file Center only processes returns with a negative number on certain forms, such as the 1099-B. The entry of a negative number in a dollar amount field on most other forms may cause an error when sending the return.

Allowable Characters

E-file Center Validation

Apart from the initial validation that Yearli Desktop performs during the import process, Yearli can also check the imported information against the E-file Center standards. This validation checks for errors that would cause the forms to be federally rejected, and is considerably more thorough than standard data validation.

• If the forms that are being imported are going to be e-filed through Yearli, it is recommended that the E-file Center Validations be performed to prevent additional errors from occurring during the e-filing process.
  • The same validation will be performed during the e-file process, if not done during import.
• If the imported forms are being filed on paper, E-file Center Validations will not need to be performed.

Performing E-File Center Validation During Import

The e-file center validation can only be done during the initial import. If any changes are made to the forms after importing, the changes will not be validated unless the forms are e-filed. E-filed forms are validated before being transmitted, regardless if the e-file center validation was enabled during the initial import.

1. Launch the Yearli Desktop program.
2. Click settings.
3. Choose "import preferences".
4. Select "yes".
5. Click "OK".
6. Import your file to automatically run the e-file center validation during import.