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File headers and data rows
Header record
The header row is mandatory as the 1st record in the file, which contains the subject tax return locator code, taxpayer's name (1040), spouse's name (1040), optional identification code for the taxpayer, a file source code created at export, and the replacement flag.
- The header record for 1040 and 709 returns contains 10 data fields.
- The header record for other return types contains 6 data fields.
important
If a file doesn't contain the correct number of data fields in the header, it won't be listed in the files available to import.
Additional requirements
- CommaEach data field in the header record should be enclosed in quotes and followed by a comma. The last data field in the header is the replacement flag and shouldn't be followed by a comma. If a data field in the header record is blank, continue to use quotes and commas as though it had data. A missing comma results in an invalid number of data fields error.
- Replacement flagThe last data field in the header record is the replacement flag. This controls which data is erased in the target tax return prior to the import process. If the replacement flag isn't 1 of the 4 accepted values, the file won't be listed in the files available to import.
Data rows
The header record is followed by any number of data rows. Each data row imports 1 value into 1 specific field. Each data row has 9 mandatory fields. Similar to the header row, each field should be enclosed in quotes and separated from other fields by a comma.
All fields in the tax application that have been enabled for import have a unique form name and field name combination. A field’s unique form and field name must be put in the 1st and 7th columns, respectively, of a data row.
The 2nd through 6th columns accept non-negative integers only. The numbers in these columns specify which group member or which line of a detail box the data should import into. For example, in a 1065
locator
under Partner Information, partners may be added using Add new Partner Name
. Each partner has their own copy of the same screen with the same fields and a number is needed to distinguish to which copy a form and field combination should import the data. There are 5 group numbers. For each of these numbers that's not applicable to a field, enter a 0
in that column. If a group number is applicable, enter the positive integer that corresponds to the copy number (or line number of a detail box) in that column.The 8th column contains the data being imported or exported. The data must match the data type of the field. For example, importing “ABC” into a Dollar type field will give an error.
The 9th column contains a single letter (O, T, or W) to specify if the field is found on an organizer screen, tax form screen, or workpaper screen. Because tax form and workpaper fields can't be imported, the import process will complete more quickly if tax form and workpaper fields are omitted from import files.
Every data row must be separated from those previous and following it with 1 carriage return or line break. If 2 or more data rows occupy the same line in a text file, the import process won't be able to distinguish between rows. This will give an error that indicates there are more than 9 columns on the same line. The final data row in an import file must have also have a carriage return following it. (This results in an empty line at the bottom of the import file.)
This is an example of a data row:
"GENERAL INFORMATION","0","0","0","0","0","COMPANY NAME","Grube Corporation","O"
Field | Contents | Explanation |
|---|---|---|
1 | Form name | Data Dictionary form name; used in combination with the field name, maximum 20 characters |
2 | Copy number | Activity and group data primary identifier, maximum value 65535 |
3 | Group number | Group data secondary identifier, maximum value 65535 |
4 | Subgroup number | Group data tertiary identifier, maximum value 65535 |
5 | Data group 4 | Group data quaternary identifier, maximum value 65535 |
6 | Data group 5 | Group data quinary identifier, maximum value 65535 |
7 | Field name | Data dictionary field name; used in combination with the form name, maximum 30 characters |
8 | Field value | Place the data you want to import into a field in this column. When exporting, the current data in this field will appear in this column. Refer to the file set for the data type and the maximum field length. |
9 | Data source code | O , T , or W ; specifies if the screen containing the field is Organizer, Tax Form, or Workpaper. |
Additional details
- To delete data from a field through import, the field value (8th column) should be blank (no space) in between the quotation marks.
- Once created, group numbers are fixed. If you create 3 partners with numbers 1, 2, and 3 and later delete partner 2, partner 3 will still be associated with number 3 when importing and exporting, regardless of the visual order of the partners in alocator.
To access any field’s properties, right-click it inside a
locator
and select Field Info
. To access any field’s line item from the Excel workbook file set, right-click on the field inside a locator
and select Data Dictionary
.Activity information
Certain areas of the tax application contain group data. After you create a new group member on the General Information screen, you will see a read-only (protected) field called
Activity Number
(System Generated). For example, in a 1065 locator, go to Organizer, then Activity Information
and add a Rental Real Estate or Other Rental activity. After recomputing, a number will appear in this field. The system generates this number and ensures its uniqueness across all sections of the locator where an activity number is required. When you create new activities via import, refer to the
Required Fields
tab of the file set and look for fields named Activity Number
. This field is mandatory. It is likely that the activity will have at least 1 additional mandatory field. For example, the Rental Real Estate area in 1065 requires both the activity number and the property address for the group to appear in navigation. Use the activity number in the 1st group member column to import these mandatory fields and all other fields belonging to this specific activity. The following is an example with activity number 1001:
“FORM 8825”,”1001”,”0” ,”0” ,”0” ,”0”,”ACTIVITY NUMBER”,”1001”,”O”“FORM 8825”,”1001”,”0” ,”0” ,”0” ,”0”,”KIND OF PROPERTY”,”123 Street”,”O”
Special use cases
Groups with member limitations
The following navigation paths have a maximum number of group members; don’t try to import more than the maximum number of members or the extraneous data will exist in the locator but not be visible or interactable, that is, trapped data.