> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/project/vendors-and-pos/vendor-w9s.md).

# Collect W9s from vendors

See which vendors have a W9 on file, request one by email, add or replace one yourself, and download them all.

Track and collect your vendors' W9s from the **W9 Status** and **W9 File** columns of the vendor table. It's on the **Vendors** tab of **Project > Vendors & POs** and on **Company > Vendors**, which Owners, Super Admins and Managers see in the sidebar. Owners and Super Admins also find the same columns on the **Unmarked** and **1099 Ineligible** tabs of **Company > Vendor 1099s**. The W9 steps are the same everywhere. For the rest of those pages, see [Manage vendors and purchase orders](/project/vendors-and-pos.md) and [Manage your vendors and W9s](/company/vendors.md).

A vendor's W9 is shared by every production in your company and kept on file for tax season.

## What each W9 Status means

| **W9 Status** | What it means                                                 | **W9 File** shows     |
| ------------- | ------------------------------------------------------------- | --------------------- |
| **Uploaded**  | A W9 is on file.                                              | **View/Edit W9**      |
| **Requested** | You've emailed the vendor for their W9 and it hasn't arrived. | **Cancel W9 Request** |
| **Missing**   | There's no W9 and no open request.                            | **Add a W9**          |

## Request a W9 from a vendor

1. In the vendor's row, select **Add a W9**, then **Request W9 From Vendor**.
2. Check **Vendor Contact Email**. It's filled in from the vendor's contact email. If it's empty, type the address to send to.
3. Select **Save**.

RollCredits emails the vendor to ask for their W9 and copies you. The **W9 Status** changes to **Requested**. The address you use here isn't saved to the vendor's details. To send the request to a different address, cancel it, then request the W9 again.

## When the vendor replies

The vendor replies to the request email with their W9 attached, as a PDF or an image. RollCredits saves it, replies to the vendor that it was saved, and the **W9 Status** changes to **Uploaded**.

* With several attachments, RollCredits uses the first PDF, or else the first image.
* If there's no PDF or image, RollCredits replies that it couldn't find a W9 in the email.
* If saving the W9 fails, RollCredits replies that the upload failed.

In the last two cases the request stays open, so the vendor can reply again.

{% hint style="info" %}
Each request accepts one W9. A W9 emailed after the first one is saved, or after you cancel the request, is ignored, and the vendor doesn't get a reply. Adding a W9 yourself doesn't close the request, so a W9 the vendor emails afterward replaces yours. If you already have the W9, cancel the request before you add it.
{% endhint %}

## Cancel a W9 request

1. In the vendor's row, select **Cancel W9 Request**.
2. In the "Cancel W9 request" confirmation, select **Confirm**.

The **W9 Status** changes back to **Missing**.

## Add a W9 yourself

1. In the vendor's row, select **Add a W9**, then **Add W9 Manually**.
2. In the "View or Edit W9" window, drag the file into the **W9 Document** box, or select the box to choose a file. PDF, PNG, JPG and HEIC files are accepted.
3. Select **Save**.

## View or replace a W9

1. In the vendor's row, select **View/Edit W9**. The "View or Edit W9" window shows the file under **W9 Document**.
2. To replace it, select **Remove File**, then **Confirm**, and add the new file.
3. Select **Save**.

If you remove the file and save without adding another, the vendor no longer has a W9 on file.

## RollCredits reads each new W9

After a W9 is added, by email or by hand, RollCredits reads it and fills in the vendor's business name, company type, address, city, state, zip, and SSN or EIN. It fills in only empty details and doesn't change ones already entered.

While it reads the W9, the vendor's page shows "Extracting vendor info from W9..." and the vendor's fields are locked. They unlock, with the new details, when it's done.

## W9s on a vendor's page

Select the eye button on a vendor's row to open the vendor's page. Its **Tax Information** section shows the W9. The same section is on a purchase order's **Vendor** tab, and on the **Vendor** tab of a transaction's side panel when the transaction has an invoice with a vendor. For the vendor's other details, see [Edit a vendor's details](/project/vendors-and-pos/vendor-details.md).

* With no W9 and no request, a note says "You don't have a w9 on file for \[vendor name]." Select **Request A W9** to open the same request window as in the table.
* While a request is open, a note says "You've requested that \[vendor name] upload their W9." To add the W9 yourself, cancel the request in the vendor table first. Only Owners, Super Admins and Managers have the vendor table in their sidebar, so anyone else needs one of them to cancel it.
* To add, replace or remove the W9, use **W9 Document** the same way as in the "View or Edit W9" window. Changes save on their own.

What you see depends on your role:

* Owners, Super Admins and Managers see the W9 file, and can request, add, replace and remove it.
* Department Heads and Cast and Crew can request and upload a W9 but don't see the file. When one is on file, they see "W-9 on file for \[vendor name], uploaded \[date]. Upload a new one to replace it."
* Everyone else sees the notes only and can't request or upload. For them, an open request reads "\[vendor name] has been asked to upload their W9."

## Download every W9

On the **Vendors** tab of **Project > Vendors & POs**, select **Export All W9s** to download a zip file with the W9 of each of this production's vendors that has one. **Company > Vendors** doesn't have this button.


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