If you either onboarded with Vantaca during the mid-year, or you acquired an Association mid-year, you're going to need to enter a Beginning Balance for any items that occurred before the Association/Vendor was entered into Vantaca. There are two ways to do this: Individually or in bulk via Import. In this article we'll discuss both methods. 

Balances entered Vantaca will display as Balance Prior to Vantaca on the 1099 Tab for that Vendor/Association. These amounts can be edited or deleted, but each Vendor/Association combination can have one and only one Balance Prior to Vantaca. All 1099-eligible payments should go through Vantaca in the form of Invoices or Post Expense items.

Adding Individual 1099 Balances

If you only have one or two items to include, this can be done quickly and manually via the Service Providers > 1099 Balances page. 

Note: If you do not have this menu item, contact your Super User to adjust your Role's permissions.

To add a Beginning Balance, click the + New Balance Record button. Input the following fields:

• Tax Year - What year is the balance from?
• Amount
• Association - Which Association paid this vendor? If there are multiple (such as Master/Sub), then you will need an entry for each Association.
• Provider - If the vendor does not yet exist, they will need to be created. See How to Setup a New Service Provider for details

Note: Each Association/Service Provider combination can have only one Beginning Balance ever. You cannot add additional items in future years. All 1099-eligible payments should go through Vantaca in the form of Invoices or Post Expense items

1099 Balances Import

1099 Beginning Balances can be entered in Bulk via the 1099 Balances Import. The .xlsx template for this import can be found at the bottom of this article. This import contains 4 columns:

• Year - The 4-digit tax year of the balance.
• ProviderTaxID - The 9-digit Tax ID number of the Vendor in either xx-xxxxxxx or xxx-xx-xxxx format.
• AssocTaxId - The 9-digit Tax ID number of the Association in either xx-xxxxxxx or xxx-xx-xxxx format.
• Amount - The total amount of the 1099-eligible balance.

You can use a single import to do multiple Associations and Vendors. 

After completing your spreadsheet, you can upload this to the Settings > Import page in the Imports tab. 

Click + New Import and select the 1099 Balances Import Type and Append. 

Both the AssocTax ID and ProviderTaxID must match an item in your database. If this information has not yet been entered, or a new Association or Vendor needs to be created, see

• How to Create a New Association
• How to Setup a New Service Provider

Once you have the correct number of Valid Records, click Commit at the top of the page to add these beginning balances to the Service Providers > 1099 Balances page.