Updating the Employer Identification Number (EIN) Database from the Prior Year

I want to pull forward the W2/1099 payer information from the prior-year software. How can I do that?

Each time an employer is entered on a screen for a Form W-2, W-2G, 1099-MISC, 1099-R, 1099-G, 8283, or 2441, that employer’s name, EIN (or SSN), address, and state ID number are automatically added to the EIN database.

To pull EIN information over from the prior-year software:

  1. From the Home window of the software, select Last Year Data > Build EIN/Name from 20XX (XX representing the prior year).
  2. Select the Prior year Drake program location from the drop list. 
  3. From the Build EIN Database and Name Index dialog box, select the indices you need to update:
    • Both EIN and Name,
    • EIN only, or
    • Name only. 
  4. Click Continue.
  5. Wait for the program to finish scanning the files (this update takes about one minute for every 2,000 client files). It will display Scanning complete on the window with a summary of the number of Names/EINs updated. 
  6. Click Exit.

After updating, when you type an EIN into the Payer section of one of the listed forms and press Tab or Enter, the rest of the information will auto-fill. 

Starting in Drake19, when you access the Open/Create menu, but have not updated your Name/EIN indexes, you will be prompted to updated your prior year EIN/Name Index at that time. This also allows you to see the names of prior year clients under Open/Create before updating them to the current year. See Related Links below for more information on this option.