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ACA Software ez1095: How to Import 1095C Data from Spreadsheet

(With sample 1095-C data files for quick testing)

ez1095 ACA software makes it easy to import data from spreadsheets and file ACA form 1095C and 1094C easily and quickly. Here are the step by step guide and toubleshooting guide.

Other data import options:

How to import data from QuickBooks IIF file

How to import data from XML efile documents

How to roll forward last year's data

Sample Data Files

You can download the sample data file in step 2. We would like to suggest you test with our sample data files if you are a new client.

If your data is in Excel file, you can convert your file to .csv file easily

How to convert Excel to .csv file

Clicking Excel file top menu "File", then click "Save As"

Then save file as .csv (comma delimited) file.

Step 1: Start ez1095 Software and Enter Company Information

1.1 Start ez1095 software.

If you have not purchased and installed ez1095 software, you are welcome to download the free trial version to test drive the import feature.

After you installed the ez1095 software, you will see a new shortcut created on desktop. You can double click this shortcut to start ez1095 software.

1095 software shortcut

If you are using the trial version of ez1095 software, you will see the key input pop up screen. You can enter the key code here or click the "TRY DEMO Version" to try this software for free. (Note: The trial version will print TRIAL image on forms.)

1.2 Set up your company before you import the 1095 form data

ez1095 set up company

Step 2: Download the Sample Data Files (optional)

We would like to suggest you download the sample data file if you are not familiar with this import feature. After you import data from the sample files successfully, you can follow the templates to build your data files easily.

2.1 You can download the file and save them to your local folder. You need to unzip them. Please refer to the above video for more details. Or you can contact us to receive the files by email.

https://www.halfpricesoft.com/aca-1095/aca_sample_files_1095C.zip

1095 sample data file

2.2 After you unzip the file, you will see two sample data files in the folder.

1095 sample data file

Step 3: Clear Form List (Optional)

You can click ez1095 top menu "Current Company" then "Form 1095-C" to view 1095C list. If you have test data in the list, please remove it.

ez1095 remove 1095 c Form

Step 4: Import 1095-C Data

You should Import 1095-C Data BEFORE import 1095-C covered individuals data

Click the top menu "Import/Export" then click the sub menu "Import 1095C Data" to view data import screen. You can follow the guide on form to import data.

ez1095 software import menu

Step 4.1: select the data file
If the data file is opened by other application (ie: Excel) now, please close it first. You can not open the same file with two applications at the same time.

Step 4.2: Map the data. You need to map all the fields one by one. Or if you saved data map before, you can choose a saved mapping to save time.

Click to view larger image

Step 4.3: If you need to import data for Part II on 1095C form, do not forget to click the second tab "1095C Data part II" to map data for box 14, 15, 16.

Click to view larger image

Step 4.4: Click "Test Parse" button

Step 4.5: Click the "Import" button if there is no error in step 4.

Step 4.6: You can click "Save Mapping" button to save your mapping for future use.

Step 5: After you import 1095-C data, you can import 1095-C covered individuals

Note: Please follow IRS 1095C guide. If you do not need to fill in coverage information for one employee, do not import this employee and the family member data in this step. (For example: your company has 500 employees, you may need to report the coverage information for 200 employees only.)

Click the top menu "Import" then click the sub menu "Import 1095C Covered Individual" to view data import screen. You can follow the guide on form to import data.

Step 5.1: select the data file
If the data file is opened by other application (ie: Excel) now, please close it first. You can not open the same file with two applications at the same time.

Step 5.2: Map the data. You need to map all the fields one by one. Or if you saved data map before, you can choose a saved mapping to save time.

Step 5.3: Click "Test Parse" button

Step 5.4: Click the "Import" button if there is no error in step 4.

Step 5.5: You can click "Save Mapping" button to save your mapping for future use.

Click to view larger image

Step 6: Review, Edit and Print Forms

6.1 Print Forms for employees

After you import data, you can click the top menu "Current Company" then "Form 1095-C" to view the form list. Please do not forget to click the "Refresh List" button.

You can select one form from list to review the data, edit form, print form or generate efile document. More information can be found from Quick Start Guide

refresh 1095-C form list

6.2 Review and update Form 1094-C before mailing or efiling forms to IRS

Troubleshooting

Q1. Cannot import data from file or file with bad data

Answer:
1.1 Please test with our sample data file (Please follow the step 2 in this guide).
1.2 If there is no error with the test data, you can add some rows of your data to the .csv file and test import function again.
1.3 Repeat step 1.2 until you find the bad data.

Q2. Why I cannot see any data from 1095C list after I import the data successfully.

Answer: Please click the "Refresh List" to view the new data.

Q3: I imported the data, but Part II fields are blank when I view Form 1095-C.

Answer: Please double check step 4.3 in above guide and make sure you import the data for box 14, 15, 16.

Q4: Unable to find responsible SSN error and solution

Note:

IRS changed form format in Year 2020. The 2020 Form has 2 pages. Year 2015-2019 form has only one page

Sample 1095 C form for Year 2020 and later

sample Year 2020 1095 C form printed by ez1095 software

Sample 1095 C form for Year 2015 to 2019

sample 1095 C form printed by ez1095 software