Error: "The W-9 form on file is required" when editing AP Vendors

Summary

Error: "The W-9 form on file is required" when editing AP Vendors and attempting to save the vendor.

Cause

The field W9FormOnFile was added to the AP_Vendor file during an update/upgrade, but the existing AP Vendor records don’t have the default value or N (or a Y) but instead have a blank value (' ').

If the Data Dictionary default value is correct, then new records will have the W9FormOnFile value correctly set to default N, if not set to Y.

Resolution

CAUTION:

Use caution when working with the below product functionality. Always create a backup of your data before proceeding with advanced solutions. If necessary, seek the assistance of a qualified Sage business partner, network administrator, or Sage customer support analyst.

Fix the existing AP Vendor records

Option one: edit each AP Vendor record using Data File Display and Maintenance.

Before you begin: Back up the data files you’re modifying before proceeding.

Set the W9FormOnFile$" field to "N" in AP_Vendor.M4T (note: this is company specific).

Open Library Master, Utilities, Data File Display and Maintenance (DFDM)
Browse and select ...\MAS90\ MAS_xxx\AP_Vendor.M4T (where xxx is the Company Code)
Click Edit
Select the field W9FormOnFile, enter N
Click Update
Close DFDM

Repeat the steps for each company in Sage 100 that has this error editing Vendors

Option two: Use a Visual Integrator or similar import function to update existing records' value from ‘ ‘ to ‘N’ in bulk. This would need to be done for each company code getting the error.

Solution Properties

Solution ID: 260130180454160
Last Modified Date: Fri Jan 30 18:14:24 UTC 2026
Views: 0