In the Adams Tax Forms application, managing Social Security Numbers (SSNs) for payers and recipients involves understanding how duplicate or shared SSNs are handled across different entities. This guide provides insights into system behaviors that address these scenarios.
The TIN is already in use error is intended to prevent the accidental creation of a duplicate record or the accidental entry of another recipient's TIN for a recipient.
To check if you already have a record under that payer, exit the Add Recipient screen (using the back button). Then scroll to the bottom of the page, change the view to Show 100, scroll back to the top, and search for the Recipient's name. This check is particularly important when dealing with payers or recipients who might intentionally share the same SSN, as duplicates may be legitimate cases requiring confirmation.
Here are some reasons you might see that message unexpectedly:
You clicked Import from Last Year, and all your Payers, Recipients, and Forms have been copied from last year
You are manually entering TINs and you've accidently entered the same TIN for 2 different recipients