A TIN mismatch can prevent your vendor's payment information from syncing with Tax1099, which could lead to an incomplete filing. This happens when a vendor’s TIN doesn't match IRS records. This article explains how to resolve the mismatch.
This article contains the following sections:
- Step 1: Find the Vendor with an unverified W-9 form
- Step 2: Fix the incorrect W-9 form
- Finalizing your Tax1099 sync
Step 1: Find the Vendor with an unverified W-9 form
When you try to sync with Tax1099, you may see a message indicating that some vendors have TIN mismatches.
To find the specific vendors:
1 - Select View vendors under the warning message.
2 - This will open a W-9 & 1099 tab filtered to show 1099 contractors who have not verified a W-9 form.
To confirm that the vendor indeed has not verified a W-9 form, you can select the vendor and check the Taxpayer info section. A warning banner will be visible here if the vendor’s details were not verified.
Step 2: Fix the incorrect W-9 form
There are two ways to fix the incorrect W-9 form:
Option A: Editing an incorrect W-9 form
Melio allows you to edit the W-9 form. So you shouldn’t reupload it or request it again from your vendor. Follow these steps to edit the incorrect W-9 form:
1 - For each vendor with an unverified W-9 form, select the Edit W-9 form button.
Alternatively, you can open each vendor, go to the Taxpayer info section, and select Edit W-9 form under the yellow warning message.
2 - On the next screen, you can see the uploaded W-9 form and change the relevant fields:
- Taxpayer name
- Legal business name
- Address
- Tax ID type: EIN or SSN
- Tax ID number
Once done, select Save to confirm the changes.
That’s it. Repeat the same steps with all the vendors with incorrect W-9 forms.
Option B: Replacing the W-9 form
You can replace the W-9 form from the W-9 & 1099 tab or the Vendors tab.
How to replace the W-9 form from the W-9 & 1099 tab
1 - From your W-9 & 1099 tab, select the three-dot icon next to the vendor you wish to replace the W-9 form for. Then, select Replace W-9 form.
2 - Select a new W-9 file and upload it.
That’s it. Melio will check the new W-9 form and will mark it as verified or not verified (if the details are still incorrect).
If you don’t have the updated W-9 form, you can request it from your vendor:
1 - In the actions menu, select Delete file and confirm the action.
2 - Now you can request a new W-9 form from your vendor or upload it later:
a. Select a vendor.
b. Go to the Taxpayer info section.
c. Switch the toggle next to Add W-9 form and proceed with the desired action.
For more information about requesting the W-9 form from your vendor, please check this guide.
How to replace the W-9 form from the Vendors tab
1 - Select a vendor from whom you wish to replace the W-9 form.
2 -In the Taxpayer info section.
3- Select a three-dot icon next to the W-9 form section. Then, in the actions menu, select Replace form.
4 - Select a new W-9 file and upload it.
That’s it. Melio will check the new W-9 form and will mark it as verified or not verified (if the details are still incorrect).
If you don’t have the updated W-9 form, you can request it from your vendor:
1 - In the actions menu, select Delete file and confirm the action.
2 - Now you can request a new W-9 form from your vendor or upload it later. Switch the toggle next to Add W-9 form and proceed with the desired action.
For more information about requesting the W-9 form from your vendor, please check this guide.
Finalizing Your Tax1099 sync
Once you have the new W-9 form and the TIN is successfully verified, you can proceed with your e-filing. The vendor's payment information will now sync correctly.
If you have already synced with Tax1099 and have since added more W-9 forms, you can re-sync by following the steps in our main guide on How to e-file your 1099 forms and sync with Tax1099.