Troubleshooting Common Import Errors

Critical Errors

When importing W-2, 1099, or 1095 forms, critical errors can occur. A critical error indicates that the import file contains invalid information, or is missing required information. When an import file receives a critical error, the import ceases and does not continue. Critical errors need to be resolved before the import can be completed successfully.

Missing Data Errors

When importing forms, it is possible to have missing data errors. A missing data error indicates that the import file is missing data that is required when e-filing, or the data that is entered on the import file is invalid for e-filing. It is important to note that missing data errors will not stop the import process. If missing data errors occur, the import will continue and the information will be imported into Yearli. These errors will need to be corrected in the Yearli program, or corrected on the import file and imported again before the forms can be filed electronically.

Text Format

When importing information into Yearli, the import process converts the information in the import file to Text format. Due to this, errors can occur if cells are formatted as Dates, Numbers, or Currency.

To verify and change a cell's format:

1. Open the import file.
2. Right click on a cell.
   • To change the format of all of the cells in an import file, press Ctrl and A on the keyboard to select the entire sheet.
3. Choose Format Cells.
4. If the selected category is not Text or General, select Text.
5. Click OK.
6. Verify that the value in the cell did not change. If the value did change after formatting to Text, re-enter the value while the cell is formatted as Text.

Spaces or Hidden Data

Occasionally there will be spaces or hidden data found in the entered information. We recommend clearing 20+ blank rows below the last row of data to be sure that there are no spaces or hidden characters that could be causing the error.

To do this:

1. Open the import file.
2. Scroll down to the last row that contains data.
3. Select 20+ blank rows after the last row of data.
   • For example, if your last row of data is in row 100, select rows 101 through 120+.
4. Press the Delete button on the keyboard.
5. Save the file and attempt to import again.

Missing Required Information

Each import file has columns that cannot contain blank values. These columns will be indicated by red column headings in the import file.

To find blank cells that may be causing import errors:

1.     Open the import file.
2.     Select the cells to be checked for blank values.
   • To select an entire column, click on the column name (A, B, C, etc.).
3.     Click the Home tab at the top of the screen.
4.     In the Editing section, click on Find & Select.
5.     Choose Go To Special.
6.     Choose Blanks.
7.     Click OK.
8.     All blank cells will now be selected. Be sure that each red column heading has a value for each row on the import file.

The File You Are Uploading Is Missing Required Column Headings or Data

The import is missing required information, or the column headings on the import file do not match what the program is expecting.

Verify all Required Information Is Present

1. Open the import file you are attempting to import in Excel.
2. Verify that each row has payer, recipient, and form data entered.
   • Each row will need to contain a value in each of the required columns indicated in red.

Clearing Hidden Data and Spaces

1. Open the import file.
2. Scroll down to the last row that contains data.
3. Select 20+ blank rows after the last row of data.
   • For example, if your last row of data is in row 100, select rows 101 through 120+.
4. Press Delete on the keyboard.
5. Save the file and attempt to import again.

Verify the Column Headings

1. Download a new copy of the import template.
   • Please see the How to Import Form Data via Excel article for steps to download a new template.
2. Remove the sample information from the new template.
3. Copy and paste the information (excluding header rows) from the existing import file into the new template.
4. Save the new template file and attempt to import.

"The Payee ID Is Repeated. Please Enter a Unique Number and Resubmit"

This error occurs when there are forms for a payer with the same EIN already in the program, or when importing from previous and choosing the "import forms with zero amounts." When importing new forms all of the payer information must remain the same. Any differences in the payer information will cause the error above.

When importing forms there is no need to import from previous from a prior year program as the import file will generate all of the payers and recipients necessary.

To resolve the error:

1. If the payer was imported from the previous year and no forms have been entered or e-filed for the payer, then delete the payer and re-import.
2. Make a minor change to the payer information of the existing payer within the program and re-import.
   • The program will then create a new payer.
   • After the import make sure to change back the payer information that was changed prior to the import.