You can import data from a spreadsheet into a worksheet grid if the grid displays above it. If needed, you can create custom templates that allow you to import data from spreadsheets that are not in the same format as the grids.
Do one of the following to ensure that the data will be imported into the correct grid fields:
- Enter the import data in a spreadsheet formatted according to Tax specifications. You can create a blank data entry template by exporting from the grid. You can do this even if the grid is empty. Data entry templates should be created using a return that is the same tax year and tax system as the return you will import the data into.
- Map the columns in an existing spreadsheet to the corresponding worksheet grid columns. Use this option to import data from an existing Excel® spreadsheet that is not already formatted for a Tax import. Using this option reduces the need to reenter data on a separate spreadsheet. If you save these mappings as a template, you can import data for future imports into the same grid. The process of mapping columns is part of the import wizard process.
Regardless of whether you create a template with an export or use an existing spreadsheet, keep in mind the following:
- Do not add blank columns to a spreadsheet. The import processor interprets blank columns as the end of the data to import.
- If you add rows, do not skip more than a single row. The import processor interprets two consecutive blank rows as the end of the data to import.
The detail logs are not retained when you exit the wizard. If you need to keep a copy of a log for your reference, click Print to send the log to a printer. You can also click Copy to add the information to the Windows Clipboard, then paste the log information into another document.
- Click above the grid.
- Click Browse.
- Navigate to and select the file to be imported.
- Click Open.
- To save the return prior to the import, select Save client return before import.
- Click Select Template.
- In the Select mapping template field, select a mapping template to use. The mapping template identifies the columns of data in your import worksheet that correspond with the data columns in the worksheet grid.
- If you used an export to create a data entry template, leave the selection on Default template.
- If a template specific to this worksheet grid exists, select it from the Select mapping template list.
- If a template specific to this worksheet does not exist, you can either create a template or perform a one-time import without creating a template. The steps for these two options are the same, except that you will save your mappings for future use if you choose to create a template.
- In the Select mapping template list, select Default template.
- In the Excel source sheet list, select the worksheet that contains the data you want to import .
- Enter starting and stopping rows, if necessary. The default is to start at row seven and stop at the first blank row.
- If needed, change the Source Column mappings to correspond with the correct worksheet grid columns.
- To save these mappings as a mapping template, click Save. Enter a name for the template, and then click Save again.
Column Description Source Column Lists the column from the spreadsheet source file that will import into the specified Tax worksheet grid column. To change the source column, click in a Source Column cell and then select the correct column. Grid Column Lists the column in the Tax worksheet grid that data from the source column will be imported into. Format Lists the required format for data imported into the specified Tax worksheet grid. Length Lists the maximum number of characters allowed in the specified Tax worksheet grid.
- Click Next.
- Select an import option.
- Append data to grid. Keeps the current data in the grid and imports data into additional rows.
- Replace data in grid. Deletes all data currently in the grid and all associated detail data, and then imports data in its place.
The system reviews the data in the file to ensure that it can be imported. The status of the validation process displays in the Validation log summary box. When validation completes, one of the following messages displays:
- Validation completed. All data in the source file can be imported. You can continue to the next step in the import.
- Validation partially succeeded. Some data in the source file cannot be imported. You can continue with the import without fixing the errors. However, only the data that passed validation will be imported.
- Validation failed. The data file cannot be imported in its current form.To view information about the problematic data, click Details. You must exit the wizard and fix the errors. Then, you can repeat the import process.
- Click Import.
- When the import completes, click Details to view information about the imported data.
- Click Finish.