Importing From Excel

For Importing Data from QuickBooks (or other accounting programs), see: Pre-Printed Form Converter (PPFC)

Please Note: Make sure the Excel grid has all the same headers, with the same spelling as the 1099 Express grid, except for the 'RecType' and 'FormType'.
The first two headers are automatically populated by the program, and it is not necessary to include them into your Excel grid.

Importing Data from Excel to 1099Express
  1. Click the File menu then select "Open Sample Excel Spreadsheet".

    Excel Spreadsheet

  2. Copy the top 10 rows, with Ctrl+C or Right Click & Copy. (10 rows are already highlighted).

    Excel Spreadsheet Highlight

  3. Open the 1099 Express program, select the correct form type, then right-click to select Paste From Excel by Header Name.

    Paste from Excel

  4. The worksheet data will be sorted and populate within the 1099Express grid.

    Import from Excel


    Double click on any recipient's name to view the recipient's Form. Make sure to verify all data is in the correct box.

    Edit Form


    Click 'OK' to finish the form.

  5. Click the Options menu then select 'Filer (Company) information', enter the required information or select the Re-Populate tab to select the filer information.

  6. Click the SAVE button, and use the suggested file name.
  • Notice the columns are re-arranged to match the 1099Express grid. It is not necassary to re-arrange your columns.
  • Notice the Excel headers are spelled the same as the headers in the 1099 Express grid.
  • Notice the "RecType" and "FormType" columns are automatically populated.
Excel Headers
Detailed Instructions for Excel Spreadsheets:

  • Before Pasting from Excel by Header Name, Click the 'Select Form' menu in 1099 Express to select the right form type (such as 1099-MISC, 1099-R, 1099-S, 1099-DIV, etc.).

  • Headers must be spelled exactly like the 1099 Express headers in the program (for any given form). However, columns can be in any order. It is not necessary to re-arrange Removed Your columns to match the 1099 Express grid.

  • Columns without headers will not transfer over.

  • Insert a blank row across the top of your spreadsheet for the 1099 Express headers. Then type only the required headers such as Name, Addr, City, State, Zip, Box1, etc.

  • Headers such as Box1 must NOT have a space between x and 1.

  • Enter the Filer information after importing and verifying payees, as shown above.

  • Once a file is saved, the Re-Populate tab in the filer window can be used to enter the filer information into a new file.

  • Always save the 1099 Express ".src" file after a successful import. It is recommended to indicate the tax year and business name within the file name.

  • It is possible to import multiple spreadsheets to one source file by clicking "ADD to grid" after paste.

  • If entering a foreign address, be sure to enter the city/state/country in the City column. Leave the state and zip blank.

    This will generate errors upon import; click Cancel.
    Save the file, then select the Options menu and choose Parse City to State and Zip.
    This will move the State and Zip to the correct fields.

  • If errors from 4 digit zip codes occur, these may have been caused by Excel removing the leading zeros thinking the zip codes were numbers. This is common in New England states and New Jersey. If this problem exists, it can be fixed by clicking on the Edit Menu then
    'Add zero to east coast Zip Codes'.




For Instructions on using the Import Wizard, please refer below:
Step 1 - Select the correct Form Type in 1099Express BEFORE opening the Wizard.
Select Form
Step 2 - Go to Options and click on Excel Import Wizard from the drop-down menu.
Excel Import Wizard
Step 3 - Open an Excel spreadsheet from the Wizard.

  • Click the 1. Open Your Excel Spreadsheet button in the WIZARD, then browse to select the Excel spreadsheet to open it.

  • The Excel Spreadsheet should include payee information columns in any order such as SSN (or EIN), Name, Address, City, State, Zip and various money amounts.

  • The Excel spreadsheet may have additional columns that are not needed but do not have to be removed.
Excel Import Wizard
Step 4 - Map the Excel Columns.

  • Place an "Excel column letter" (Ex. A, B, c, aa, BB, etc. under the words SSN, NAME, NAME2, ADDR, CITY, etc.)

  • For example, if the Payee Names are in Column C then, put "C" under NAME, payee's TaxIDs (EINs or SSNs) are in Column G, then put the letter "G" under SSN and so on.
Excel Import Wizard mapping
Step 5 - Enter the number of the Last Row.
  • Enter the number of the bottom row in your Excel spreadsheet.
Excel Import Wizard mapping
Step 6 - Enter the Excel Worksheet Number.
  • The leftmost worksheet (tab) is Sheet1, then next is Sheet2, etc.

  • The import will fail if you do not choose the correct worksheet number.
Excel Import Wizard Mapping
Step 7 - Click Import.
  • The spreadsheet data will be imported into the 1099 Express grid.
Import
Note these terms in Excel:
  • "Columns" go up and down. Columns are Numbered A, B, C, D, E, etc.
  • "Row" go across and are numbered on the left 1, 2, 3, 4, 5, 6, etc.



Sample Excel Formats


Sample Excel spreadsheets can be found in the Documents - 1099Express - E20XX - ExcelFiles folder.
(E20XX - 'XX' to stand in place of the software year.)

sample NEC

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