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How to resolve a Duplicate SSN error in ProSeries

SOLVEDby Intuit83Updated December 06, 2023

The ProSeries EF Center only allows a Social Security Number (SSN) or Employer Identification Number (EIN) to be assigned to a single client file.  If more than one client file is marked for electronic filing and shares the same SSN or EIN, a Return Duplicate SSN/EIN will be reported in the EF Status column.

Common causes for a Return Duplicate SSN/EIN status include, but aren't limited to:

  • Using Save As to create a copy of a client's return, while that client is marked for electronic filing. This creates two e-file returns for the same client.
  • Multiple copies of a single client file stored in different folders on the computer or network. This is typically associated with moving client files between computers or opening the files from removable media.
  • Using the Split MFJ Return feature when the original return is marked for electronic filing. The taxpayer's split return will also be marked for e-file, creating a Duplicate SSN/EIN condition.
  • Making a copy of a return to file an amended return.

Resolving duplicate SSN in ProSeries Professional 2020 and newer:

  • ProSeries 2020 and newer won't require a Duplicate SSN record to be removed from the EF Center HomeBase to e-file. Instead, the software will allow duplicate records to coexist in the same HomeBase.
    • It's advisable to make sure your EF Center HomeBase doesn't contain duplicate SSNs, so we recommend unmarking it for e-file (from the Federal Information Worksheet, Part VI) to avoid confusion and potentially e-filing the incorrect return.
  • The following window will be visible when a Duplicate SSN record is present and you try to e-file it:
    PCG_PS_DuplicateSSN.png
  • Transmitting a return with the same Social Security number as one that has already been e-filed through Intuit software will fail, and the transmission log will specify it was due to a duplicate Social Security number. An exception to this would be a state return that wasn't previously e-filed; it can be transmitted even when it's attached to a previously accepted federal return.
 

This section applies if the HomeBase doesn't show Duplicate SSN, but when you go to e-file, the electronic filing system turns the return away.

When attempting to transmit an e-file return, the log file indicates:

"Duplicate Social Security Number - A tax return with the same Social Security number has already been submitted - in other words, it appears you're trying to efile the same return twice. If you need to change this return, you'll need to file an amended return on paper, by mail."

When returns are restored from a backed up location in ProSeries, any e-file status that was previously associated with that return is removed and the EF Status column in the EF Center is Marked for EF.

A restored return that has previously been accepted by the taxing authority is attempted to be transmitted will generate a transmission error, indicating that a tax return with the same Social Security number has already been e-filed.

DuplicateSocialSecurity.jpeg

To prevent this error from occurring, update the EF Status for each client file that has been restored into the software from a backup location using the steps in this article.

Follow these steps to determine if the return has already been transmitted to the taxing authority:

  1. Close the error message.
  2. Go to the Federal Information Worksheet.
  3. Scroll down to Part I - Personal Information.
  4. Make sure the SSN/EIN is entered correctly.
  5. If the SSN/EIN is correct, look up the ID number after logging into My Account to determine if this return has already been e-filed.
    • From the left column, select Products and choose e-File Status.
    • Fill in the required fields.
  6. If the return has already been e-filed and needs to be filed again, an amended return is required to report any changes from the original return.
  • ProSeries Basic won't require a Duplicate SSN record to be removed from the EF Clients HomeBase to e-file.  Instead, the software will let duplicate records to coexist in the same HomeBase.
    • It's advisable to make sure your EF Clients tab doesn't contain duplicate SSNs, so we recommend unmarking it for e-file (from the Federal Information Worksheet, Part VI) to avoid confusion and potentially e-filing the incorrect return.
  • When you attempt to e-file a return with a duplicate SSN you'll receive the following warning:
User-added image
  • Transmitting a return with the same social security as one that has already been e-filed will fail and the transmission log will specify it was due to a duplicate Social Security number.  An exception to this would be a State return that was not previously e-filed, it can be transmitted even when it is attached to a previously accepted Federal return. See records 6 and 7 in the image above for an example.
User-added image

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