Tax Return Import/Export file headers and data rows
Tax Return Import/Export files use a mandatory header record followed by any number of data records, each with a specific structure that defines where and how the application imports data into a tax return.
Header record
The header record is mandatory and must be the 1st record in the file. It contains the subject tax return locator code, the taxpayer's name, the spouse's name (1040 only), an 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 all other return types contains 6 data fields.
If a file doesn’t contain the correct number of data fields in the header, the application won’t list it in the files available to import.
The locator code in field 1 is always populated in an export file but is optional in an import file. If you populate it in an import file, the application updates the specified tax return locator. If you leave it blank, the application creates a new tax return database for the specified tax return type.
Additional requirements
- Comma
- Enclose each data field in the header record in quotation marks and follow it with a comma. Don’t follow the last data field (the Replacement Flag) with a comma. If a data field in the header record is blank, continue to use quotation marks and commas as though it contained data. A missing comma results in an invalid number of data fields error.
- Replacement Flag
- The last data field in the header record is the Replacement Flag. This controls which data the application erases in the target tax return before the import process begins. The Replacement Flag must be one of 4 accepted values (M, R, U, or H). If the Replacement Flag is not one of these values, the application won’t list the file in the files available to import.
Data rows
Any number of data rows follow the header record. Each data row imports 1 value into 1 specific field. Each data row has 9 mandatory fields. Like the header record, enclose each field in quotation marks and separate it from other fields with a comma.
All fields in the tax application that are enabled for import have a unique form name and field name combination. Place the form name in the 1st column and the field name in the 7th column of each 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 under Partner Information, you can add partners using
Add new Partner Name
. Each partner has their own copy of the same screen with the same fields, and a number distinguishes which copy a form and field combination should import data into. There are 5 group number columns. Enter 0
in any column that doesn’t apply to a field. If a group number applies, 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 to import or export. The data must match the data type of the field. For example, importing "ABC" into a Dollar type field will produce an error.
The 9th column contains a single letter (O, T, or W) to specify whether the field appears on an Organizer screen, Tax Form screen, or Workpaper screen. Because you can't import Tax Form and Workpaper fields, omitting them from import files will make the import process complete more quickly.
Separate every data row from the rows before and after it with 1 carriage return or line break. If two or more data rows occupy the same line in a text file, the import process can't distinguish between rows and will produce an error indicating more than 9 columns on the same line. The final data row in an import file must also have a carriage return following it, which results in an empty line at the bottom of the import file.
The following 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, leave the field value (8th column) blank — no space — 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 remains associated with number 3 when importing and exporting, regardless of the visual order of the partners in thebinder.
- Form and field names in data records must match the tax application Data Dictionary entries exactly. A difference as minor as an extra space between keywords in a form or field name will cause the import of that specific data record to fail.
- You can sort data records into any sequence. When an import runs, the only requirements are that the header record is first, it contains the correct number of fields, and it contains a valid Replacement Flag (M, R, U, or H).
To access any field's properties, right-click it inside a
binder
and select Field Info
. To access any field's line item from the Excel workbook file set, right-click the field inside a binder
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, a read-only (protected) field called
Activity Number
(System Generated) appears. 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 appears 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 through import, refer to the
Required Fields
tab of the file set and look for fields named Activity Number
. This field is mandatory. The activity will likely 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 that specific activity. The following example uses 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"
note
Activity numbers must be unique across all activities. You can't use the same activity number in different master group form names. For 1040 only, to change the activity type of a Schedule K-1, open the return and manually select Partnership, Estate/Trust, S Corporation, or PTP instead of changing an existing Schedule K-1 through import.
Special use cases
Groups with member limitations
The following navigation paths have a maximum number of group members. Don’t import more than the maximum number of members, or the extra data will exist in the locator but won’t be visible or interactable (trapped data).
ONESOURCE
1065, 1120 Depletion (maximum 4 wells)
Organizer | (various possible paths) | Depletion | Set Options | (SET NAME) | Property Options | (PROPERTY NAME) | Well Detail
OIT, 1120, international binders only (maximum 1)
Organizer | Foreign Information | Foreign Corporation
