Verifying vendor tax identification numbers

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

To verify the tax identification numbers (TIN) for your client's vendors you must first register with the Internal Revenue Service (IRS). For more information about registering, please visit their website at https://la.www4.irs.gov/e-services/Registration/index.htm.

All TIN verification files are created in the \CSASYS\TINTEST folder and use the following naming conventions: VENDRTIN.DAT (if you have a single-user site license) OR VENDRTIN.<userID> (if you have a network license)

If such a file does not yet exist, it is automatically created by the application when you create your verification file. If the file already exists, the new information is appended to the existing file.

Note: When vendor TIN verification files are created, they are automatically encrypted for security and stored in the \CSASYS\TINTEST folder. Before submitting these files to the appropriate agency you must use the Save to Submittable Media command, at which point the files are decrypted. Using the Restore from Submittable Media option will encrypt the files once again. You can use the preview function to view the file decrypted.

The following commands are accessible from the File menu of the Vendor TIN Bulk Matching dialog.

See also: Vendor TIN Bulk Matching dialog

Procedure

Once you have registered with the IRS to use their e-service, you can follow these steps to verify that vendor names match their corresponding Tax Identification numbers.

  1. From the main CSA window, choose Setup > Vendors.
  2. While in browse mode in the Vendors window, choose Edit > Vendor TIN Bulk Matching.
  3. In the Vendor TIN Bulk Matching dialog, select the vendors you want to include in the verification file; All vendors, Unverified vendors (those with the EIN Verified checkbox unmarked on the General tab of the Vendors window).
  4. If you want to overwrite any existing VENDRTIN files that exist in the TINTEST folder, mark the Delete existing file and create new file checkbox. If you want to append the information to the existing file, leave this checkbox unmarked.
  5. Click Create File to create the verification file and save it in the CSASYS/TINTEST folder. Upon file creation, the EIN Verified checkbox on the General tab of the Vendors window is automatically marked for all vendors included in the file.
  6. If you want to view your file on screen, choose File > Preview file. You can use other commands from the File menu, explained in the overview above, to modify the file, or save to or restore from submittable media, for example.
  7. Choose File > Save to submittable media to save your information to a location of your choosing and to rename it as the IRS wants it named.

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