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QuickBooks Import Facility

The QuickBooks Import Facility is designed to access your Payroll W-2 or 1099 MISC data maintained in QuickBooks and import that data into The W-2/1099 Filer program. 

There are three areas which can be imported which have their own detailed instructions and should be read:

Payroll

Payroll W-2 Import Instructions

1099-MISC

1099 Misc Import Instructions - QB Desktop

1099 Misc Import Instructions - QB Online

If this is the first time you are using this program you should definitely read the following:

Important Items to note:

Ø QuickBooks must be running in single-user mode.

Ø You must be running QuickBooks 2004 or higher for the Auto Extract to work.  In addition to our program, you are required to install the QuickBooks SDK version 5 which is distributed free of charge by Intuit.  The Auto Extract method is only available for Payroll.

Ø The Payroll Detail Review report can be generated using either a first name / last name or last name / first name format.  You must tell the program which format you are using in Step 1: Settings.  The 1099 Detail report must be generated using First Name / Last Name only.

Ø All numeric values that are negative must be set to print out using either a preceding negative sign or parenthesis.  These settings can be found under Edit / Preferences.  We will automatically determine the format and handle it accordingly.

Ø For QB Desktop versions 2002 to 2003, the Manual Extract should work.  That method involves printing out either the Payroll Detail Review Report or the 1099 Detail Report with specific fields and then exporting to a CSV File.  We have tested it successfully with QB 2003.  We assume it will work on versions 2002 because that version has the same modifications available on the Payroll Detail Review Report.  Unfortunately on versions 2001 and lower, Intuit does not allow the employee's address to appear on the Payroll Detail Review Report.  If you are running a version of QuickBooks 2001 or lower we have a solution for you but you will need to contact us.  The QB Online import only works with 1099s.   See QuickBooks Import: 1099 - QB Online for more information on this.

Assumptions made concerning QuickBooks Data:

• Names - QB has the option to print out names as either first then last or last then first.  In order for our program to work properly we need the format to be first then last.  This setting is available under Edit / Preferences.  QB combines the first and last names together.  In order to separate them, we look for the last space in that string.  We then assume that the name after the space is the last name and everything before that is the first and middle name.   There is a possiblity that certain names will not be handled properly.  I.e. Keith Van Horn would have Horn as the last name.  Another example is Wanda De Los Morenas where Morenas would be last name and Wanda De Los would be the first name.  The W-2 will still print correctly but you may decide to edit the recipient file after importing.  If you are filing electronically, you should definitely edit the file so the last name is reported correctly.
• Addresses - QB combines the street address with the city state and zip code.  We do our best to separate everything.  Since we know the city and state, we search for "city, state" in the string and assume that everything prior to that is the street address. 
• # of Forms per recipient - We can only handle 1 form per recipient except in cases where there are more than 2 localities.  The program will then create multiple W-2s for the same employee.
• Taxpayer Identification Numbers - The taxpayer identification number must always be 9 characters and contain a valid format.  Unfortunately QuickBooks allows you to input anything as a TIN and does not check for errors.  The format for a TIN is XXX-XX-XXXX if it is a social security number or XX-XXXXXXX if it is a Federal ID#.  In order to determine this format, we search for a dash in either the 3rd or 4th position of the string and make sure that the number is not all zeroes and 9 characters in length.  If there are any exceptions they will be highlighted for you to correct.  You are also allowed to assign an arbitrary System SSN in order to complete the import.