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 1099 software > Learning Center > FIRE > Replacements
Replacement File

It is easy to confuse the terms replacement and correction when dealing with 1099 information returns.

A correction is when you submitted data to the IRS and the file status comes back as GOOD.  You later realize you submitted data that was erroneous and you want to correct that data.  You can correct that data via paper or electronic filing

A replacement is when you have submitted data to the IRS and the file status comes back as BAD.  Something was wrong with the file that you submitted.  To find out exactly what errors as associated with the file that you submitted, log into the IRS FIRE System and go to the Main Menu and click on Check File Status.  Find your file and click on it and the IRS will show you the errors associated with your file.

You want to double-check the file, make necessary changes and resubmit a file that replaces that earlier file that you submitted to the IRS.  If this new replacement file comes back as GOOD, then you are done.  If this new replacement file comes back as BAD, then you need to keep checking that file and continue to submit another replacement file.  You can keep submitting replacement files until the file status comes back as GOOD.

Bad File Email Reminder

If you don't submit a replacement file within 30 days, you will receive an e-mail that looks like the following:

Subject: SPS Bad File Email Reminder

Dear Transmitter, We received your electronic file(s) of information returns; however, the file(s) contained errors. As of the date of this email, we have not received a good replacement file. If we do not receive the replacement file within the allotted time from your transmission, late filing penalties may be applied. For further clarification on sending a timely filed replacement, please see Publication 1187, Part B, Section 4.05 (for 1042-S submissions) or Publication 1239 (for 8027 submissions) The following is a list of your bad file(s) that need to be replaced:

# of Times
Email Has Tax
Filename Been Sent Year
-------- ---------- ----
ORIG.XYZ51.0002 01 2011


If you did not know your file contained errors, the results are posted on the FIRE (Filing Information Returns Electronically) System, generally within two business days of your transmission. It is your responsibility to check your filing results. To view your file results, log back into the FIRE system at http://fire.irs.gov and click on Check File Status. If you have sent an acceptable file that you think replaces the above file(s) or if you are uncertain how to resolve the errors in your file(s), please call the IRS/Information Returns Branch toll-free at 1-866-455-7438 ext 4 or REPLY to this email; DO NOT DO BOTH (email and call). Otherwise, do not respond to this email.

Or this email:

Subject: Bad File Email Reminder

Dear Transmitter,

We received your electronic file(s) of information returns; however, the file(s) contained errors. As of the date of this email, we have not received a good replacement file. If we do not receive the replacement file within the allotted time from your transmission, late filing penalties may be applied. For further clarification on sending a timely filed replacement, please see Publication 1220, Part B, Section 4.06. The following is a list of your bad file(s) that need to be replaced:

# of Times
Email Has Tax
Filename Been Sent Year
-------- ---------- ----
ORIG.XYZ00.0195 1 2011


If you did not know your file contained errors, the results are posted on the FIRE (Filing Information Returns Electronically) System within two business days of your transmission. It is your responsibility to check your filing results. To view your file results, log back into the FIRE system at http://fire.irs.gov and click on Check File Status.

If you have sent an acceptable file that you think replaces the above file(s) or if you are uncertain how to resolve the errors in your file(s), please call the IRS/Information Returns Branch toll-free at 1-866-455-7438 ext 2 (outside the U.S. 304-263-8700) or REPLY to this email; DO NOT DO BOTH (email and call). Otherwise, do not respond to this email.

It's just a friendly reminder from the IRS that they received you electronic file, the file contained errors and they are patiently waiting for a "timely" replacement.

If you still don't file a replacement, the IRS will eventually call you by phone and they will ask you what you want to do with this file.  You have the option to close the file or replace it.

Please send an e-mail to info@1099fire.com with any comments you might have.

 
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