If you have several distinct text files or spreadsheets which, when combined, result in a single return for each , you will find the Rollup option quite beneficial. As long as each record of each file contains a primary key field, such as a taxpayer identification number, Account Ability can roll up these files over multiple import sessions.
The Rollup Option Dialog
The Rollup Option dialog contains three options (see Note below),
|•||Append: Each record of your source file is appended to the end of file regardless of the existence of another return with the same primary key.|
|•||Rollup (or Append): The primary key field of each record is compared with those already on file. If a match occurs, the existing record's currency information is accumulated (rolled up). Otherwise, the record is appended to the end of file.|
|•||Erase existing records: If checked, existing records are first erased ensuring that the current import session begins with an empty table.|
Rollup Options are for Forms 3921 and 3922.
When working with Form 1098-C, Contributions of Motor Vehicles, Boats, and Airplanes, the Rollup Options read
1098-C Rollup Option Dialog
|•||Append ALL VINs: Each record of your source file is appended to the end of file regardless of the existence of another return with the same .|
|•||Append UNIQUE VINs: The of each record is compared with those already on file. If a match occurs, the record is not imported. Otherwise, the record is appended to the end of the file.|
|•|| require the recipient's taxpayer identification number as the primary key when rolling up.|
|•||W-2 source records generally require the employee's social security number as the primary key when rolling up. However, if the social security number is not available, additional searches are attempted first on the employee Control number, then on the employee's first name, middle initial and last name. If all of these attempts fail to produce a match, the record is automatically appended to the end of file.|
|•||Form W-2C does not support the rollup option.|
|•||The option to Erase existing records raises the exception "Unable to erase existing records" if the form is active on another workstation in a network environment or the current user does not have sufficient permissions.|
|•||Recipient email addresses can be rolled up. During a rollup session Account Ability will compare the currently recorded email address with the value in your text file. If they are different, and the email address in your text file is not null, it will replace the currently recorded email address.|