Importing Depletion Data from a Spreadsheet

Beginning with tax year 2012 or later returns, you can import depletion data from a spreadsheet to the following types of returns:

Corporation
Fiduciary
Individual
Partnership
S Corporation

Note: You must have Microsoft^® Excel^® installed to perform a spreadsheet import or export.

You can use imports to add depletion data for new entities and to update existing entities. When you import data for existing entities, you can choose to update or replace the existing data. If data is successfully imported into a return, a notation is added in the return history when you save and close the return. If you discard the imported changes when you close a return, the return history notation is also discarded.

Preparing for the Import

You must enter the import data into a spreadsheet that is formatted according to Tax specifications. You can either use a template provided by Tax, or you can export from another return of the same type and tax year to create a template.

Tip: For most imports, we recommend entering import data in a template provided by Tax. However, you might want to consider using an exported spreadsheet from a return if both of the following are true:

The return you are importing data into already contains depletion data.
You need to retain at least some of the existing depletion data in the return after the import.

Use a Provided Template

Tax provides templates that meet these specifications. You can find the templates in the following location on the computer where you have installed Tax:

X:\Program Files (x86)\WK\ProSystem fx Suite\Smart Client\SaaS\IXResources\yyyy

Note: In the file path, X is the drive where CCH Axcess is installed and yyyy is the tax year.

The template provided for depletion imports is OGDEPLyy.xls, where yy represents the tax year. The same template is used for all tax systems.

Export from a Return

You also can generate a spreadsheet that meets Tax specifications by exporting the depletion worksheets from a return. Any data that is in the exported worksheets is also exported. You can add to, revise, or delete the exported data as needed before reimporting the spreadsheet data back into the return. See Exporting Depletion Data to a Spreadsheet for more information

Tips for Entering Data in an Import Spreadsheet

Regardless of whether you use the provided templates or create a template with an export, keep in mind the following when entering import data in a spreadsheet.

Do not add blank columns to a spreadsheet. The import processor interprets a blank column 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. Also, be sure to use Insert > Row. Selecting this option, rather than simply adding data to unused cells, will ensure that proper cell and print formatting is maintained for new rows. Inserting new rows also prevents potential problems in the return once the data has been imported.
For properties with multiple wells, the well numbers must be unique. If a property has two wells, the first well is numbered 1 and the second well is numbered 2. The first well information goes in row 4, with additional wells in the subsequent rows of the spreadsheet. Enter the property information that apply to all the wells for this property, including Cost Basis, Accumulated Depletion, and Beginning Recoverables, on the same row of the first well. Property information entered in rows for the subsequent wells are ignored for import.
Importing depletion data into the Individual and Fiduciary return types requires that the associated Schedule C (Business), or Schedule E (Rental and Royalty), or Passthrough exists in Tax prior to import and the entity/activity number is also entered on the spreadsheet.

Tips Specific to Individual and Fiduciary Return Types

Importing depletion data into the Individual and Fiduciary systems requires that the associated Schedule C (Business), or Schedule E (Rental and Royalty), or Passthrough exists in Tax prior to import and the entity/activity number is also entered on the spreadsheet. This is very important when importing in order for the depletion data to be associated with the correct entity or activity.
Any depletion property information not entered on the dedicated depletion inputs, the Depletion, Property and Cost Depletion, and Property Production Income and Expense worksheet sections, are not included in the depletion import/export program. Any depletion property numbers entered in any other manner cannot be duplicated on the import spreadsheet. Any property number that is a duplicate of a property number not entered on the dedicated depletion inputs will not be imported.

Performing the 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.

Open the Partnership, S Corporation, Corporation, Individual, or Fiduciary return into which you want to import data.
For a Individual or Fiduciary return, verify that the applicable Schedule C (Business), Schedule E (Rental), and passthough entity exists. If not, create the entity before continuing.
Note: You can perform the import without the entity. However, the data will not be accessible in worksheets until the applicable entity is created.
Click Depletion Data in the Import group on the Import / Export tab.
Click Browse.
Navigate to and select the file to be imported.
Click Open.
Click Validate.
Tip: Click at the top of the import window to return to previous windows in the import wizard. The back button is disabled once you click Import.
Click the type of import you want to perform.
- Match and update existing input. Fields in the spreadsheet which contain data will overwrite the data in the return. Blank fields in the spreadsheet will not overwrite data in the return. If you choose this option, you also must choose whether to overwrite pro formaed amounts.
  - Select Yes to use depletion import data and overwrite the following pro formaed field amounts:
    - Date in service
    - Excess IDC Amortization Rate
    - Cost
    - AMT Cost
    - Accumulated Depletion Federal
    - Accumulated AMT (I & F)
    - Accumulated State
    - Accumulated Depletion Book (C, P, & S)
    - Cost Depletion Rate or Amount
    - Percentage Depletion Carryover (I, C, & F)
    - Percentage Depletion AMT Carryover (I & F)
    - Beginning Reserve - Cost Depletion
    - Beginning Reserve - UP Depreciation
- Delete applicable input, replacing with imported data. All the depletion data in the return, as well as associated depreciation data, is overwritten by the spreadsheet data. Blanks in the spreadsheet will overwrite data in the return.
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.
Important: You cannot cancel an import once it has begun.
When the import completes, click Details to view information about the imported data.
Note: 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 Finish.