When the program is opened for the first time, the screen will look as follows:
The Navigational Tabs are located at the top of the screen. These tabs allow the User to move between Individual 1040 Returns, Business Returns, and the Website swiftly by simply clicking on the appropriate Tab.
The Menu Bar is located right below the Navigational Tools. This Menu Bar will change as different areas of the program are accessed. To open a Menu item, click on that particular Menu item or Press [Alt] and the first underlined letter of the menu item. (Example: To open Database, click on Database or Press [Alt+D].)
The Toolbar is located directly below the Menu Bar allowing quick access to frequently used features. Like the Menu Bar, the Toolbar will change as different areas of the program are accessed. To open a Toolbar function, click on the button or press [Alt] and the underlined letter on the button. (Example: To add a new tax return, click on the Add New button, or press [Alt + A].)
The Work In Progress Summary screen allows the user to quickly view a summary of all important functions occurring in the program. Additional functions become enabled as new returns are added and interaction with Central Site begins. The user is prompted to take action when a category is blue or increases in number.
It is important to complete the following directions in this Chapter for proper setup of your tax software program. This will enable you to maximize the program`s potential and increase your efficiency during the busy tax season. Note: Dashboard Management Remote Office users will only need to use setup for those functions not already determined by the Main Office.
From the Opening Screen, click on Setup in the Menu Bar, scroll down to Office Setup, and click once. The first tab in the new Application Settings screen will be Registration. This information may already appear if you used this program last year, or it may have been entered during installation.
This information is mostly used by technical support so that they can help you when necessary. Most of this information will appear from entries made with the Installation Wizard.
1. Enter the User ID number. This number can be found on your picking ticket with your shipment of the program. If you used this program the previous year, this ID will already appear.
2. Enter the Name. Use the name of the company or the name of the person who will be operating the main computer in your office.
3. Enter the Location. Use your own designation system. For example, if you have 5 locations in one city and identify them as C1, C2….C5, then label them accordingly.
4. Enter the Phone Number. Use the phone number of the primary contact person at your organization.
5. Enter the Fax Number. Use the fax number of the office where the primary contact person of your organization will be located.
6. Enter the E-mail. Use the e-mail address of the primary person or office using the program.
7. Under Transmitting Computer?,make the following selections only if this computer is configured for a Non-Networked, Multiple Workstations setup or a Multi-Office Organization and Service Bureau setup.
a. From the dropdown list:
i. Select Transmit if this computer will be transmitting directly to Central Site as a transmitting computer or a Main Computer.
ii. Select Transfer if this is a non-transmitting computer that will be transferring data to a media that will then be transferred to a transmitting computer.
iii. Select Feeder if this is a Remote Computer that will be transmitting directly to Central Site to communicate with the Main Computer in a Multi-Office or Service Bureau configuration.
b. Check the box next to Transfer Incomplete Returns if you want all returns, including incomplete returns, to be transferred every time to the transmitting computer.
8. Under Receipt Numbers,
a. Check the box next to Required if you want receipt numbers required for all Returns.If this box is checked, a Verify Error will occur if no receipt number is entered.
b. Check the box next to Auto Assign if you want the program to automatically assign receipt numbers.
c. Enter the Receipt Ranges according to minimum and maximum receipt numbers.This program allows you to set two separate Receipt Ranges to correspond to your own accounting system.
9. Under Verification Settings,make the following selections to control the types of error messages that will appear while processing a tax return.
a. Under Prevent Transmit on,
i. Mark the box Fatal errors if you want printing and transmitting to be barred in the case of fatal verification errors.This is the default setting. A fatal error is one that prevents the Return from being accepted by the IRS.
ii. Mark the box Errors above warning if you want printing and transmitting to be barred in the case of verification errors above the warning level. This level of error includes errors that occur when a calculated field has been overridden by the User.
iii. Mark the box All errors/warnings if you want printing and transmitting to be barred in the case of any and all verification errors.This level of error includes errors that occur when any field has been overridden, including those that are not necessarily relevant to the actual tax return calculations.
b. Check the box Display Warning-type Errors if you want warning messages displayed during verification for any errors above the warning level.
c. Check the box Display Overrides as Errors if you want to include overrides as part of the warning messages displayed above when the selection above has been made.
d. Check the box Shrink Verify List on Enter if you want the Errors on the Error List to disappear as they are remedied during the verification of a Return.
10. Click the bar Appointment Address to enter an address that will appear as the company address on calendar appointment letters.
a. Enter the Firm Name, Address, City, State, Zip and Phone.
b. Click OK to save the information and close the window.
11. In the Application Settings window, click the second tab, Electronic Filing, to continue with Setup, or click OK toexit Setup and resume later.
This information is used to auto-populate the data entry fields of Form 8879, the IRS e-file Signature Authorization and the Electronic Bank Application.
1. Enter the Default EFIN. This is the Electronic Filing Identification Number assigned to you by the IRS when you completed and filed Form 8633, Application to Participate in the e-file Program or when you applied for an EFIN online.
2. Enter the Default SBIN. This is the Service Bureau Identification Number provided by the IRS. If you do not have an SBIN, leave this field blank.
3. The IRS TeleTax Number will already be entered. If this number changes throughout the tax season, you will be notified by us to change this phone number.
4. Check No cross collection in NY/ME if you will be processing returns in one of these states. Note: These states do not allow the banks to secure tax return refund money for any collections except debts owed to the government.
5. Check Discard ACK Letters to eliminate acknowledgment letters from the Work In Progress Summary. This should be selected if you do not send acknowledgement letters to your clients.
6. Check Auto Generate Pins to automatically generate PIN numbers for the taxpayer and spouse on Form 8879.
7. Check Require Preparation Fee if you want to receive a Verify Error and prevent the electronic filing of a RAC Return that does not include a preparation fee.This function creates a fatal error when a preparation fee is not present. See page 23 for details.
8. Check Leave the Tax Return Status at Acknowledged for Bank Products to leave the tax return status of an electronically filed return that has an associated bank product as Acknowledged until the bank product has been funded. If this box is not checked, the return status will be Completed when the final return has been printed.
9. Under Prompt to File State Electronically, use the dropdown list to choose one of the following by clicking on your particular choice:
a. Always-The user will be prompted by a Verify Error when the return is transmitted if a State Electronic Filing Signature Document is missing.This will always occur regardless of whether the state return must be electronically filed.
b. When Required-The user will be prompted by a Verify Error when the return is transmitted if a State Electronic Filing Signature Document is missing, and the state return is required to be electronically filed with the federal return.
c. Never-The user will not be prompted that a State Electronic Filing Signature Document is missing.
10. In the Application Settings Window, click the third tab, Overrides to continue with Setup, or click OK to exit Setup and resume later.
This information is optional. If provided here, this information will always appear in Forms 1040 and/or 8879 and cannot be altered. If you will be using more than one ERO (Electronic Return Originator) with different EFIN`s (Electronic Filing Identification Numbers), leave this blank and enter this information in Database Setup on page 52.
1. Enter the first set of fields (Company Name, EIN, Address, City, State, Zip, and Self-Employed check box) for the information you want to have appear on every Form 1040 you prepare.
2. Enter the second set of fields (ERO`s Name, EIN, Firm Address, City, State, Zip, Self-Employed check box, and SBIN) for the information you want to have appear on every Form 8879 you prepare.
3. Under Site ID, enter a default Site ID next to Default if you want to assign one Site ID for all Returns prepared on this computer.If your system uses non-transmitting computers at different sites, you can enter a different Default ID here in each non-transmitting computer. If you have computers at different sites connected to a network, you should not enter a default site ID.
4. Check the box next to Required if you want a verify error message to appear if no Site ID is entered.This function should be used if Returns are being prepared at more than one office and Site IDs have been assigned to those different locations.
5. Under Auto Add State Return (Personal Returns Only),
a. As the first option, next to Auto Add State Return from, select from the first dropdown list:
i. Disable Auto Add to disable this function which automatically adds a state return to a return file if there are state wages on the Form W-2.
ii. Client Data Screento automatically add a state return to the Return File for the state listed as the Taxpayer`s resident address, or
iii. ERO Specifiedto always add a state return to the Return File for the state listed for the ERO preparing the return.
b. As a second option, select a state from the second dropdown list to automatically add a state return for that particular state to every Return File.
c. Next to Auto Add State Return Based on W-2, check the box to automatically add a state return if the W-2 has state return information.
6. Next to Default Taxpayer`s Phone Number from, select from the dropdown list the type of phone number you would like to always use as the Taxpayer`s phone number in reports.
7. In the Application Settings Window, click the fourth tab, Defaults to continue with Setup, or click OK to exit Setup and resume later.
Similar to the Overrides Tab, this tab allows you to set default information and is also optional.
1. Check Require User Status if you want to require the input of a User Status Code for every Return.
2. Check Enable Return Owner Locking so that only the Preparer of a Return or an Administrator of the program is able to access a Return.See page 45 for the setup of Administrators and other limited access Users under Login Accounts.
3. Check Auto Add Filing Options to add the Filing Options Fee Comparison chart to the return.
4. Check Referral Required to require the user of the program to select a referral type on the Client Data Sheet.
5. Check On Year-to-Year transfer Exclude Forms W2/1099to not have the W-2 and 1099 forms transfer from one year to the next with the taxpayer`s information.
6. Check On Year-to-Year transfer Exclude Documentto not have Documents transfer from one year to the next with the taxpayer`s information.
7. Check Jump Cursor Past City/State if you want the cursor to bypass the city and state fields and go right to the zip code field. If the city and state appear in the database, the program will automatically enter the correct city and state for the zip code entered. This feature can be disabled in an individual Login account. See page 48 for details.
8. Check Use Windows Login Name to use the same login name assigned for the Windows program on this computer.
9. Check Allow only full 1040 returnsif you want to disallow the preparation of 1040A`s and 1040EZ`s.
10. Check Enable Double Entry Validation to enable the program to require double entry of the bank account information on the Client Data screen.
11. Check Set Finished Returns Read-Onlyto lock completed paper returns, which can only be reopened under certain login accesses.See page 45 for more information on login accesses.
12. Next to Default State RAC to Y/N, select “Yes” from the dropdown list to allow the addition of a State RAC to a Return File.If “No” is selected or if no selection is made, a State RAC will not be available.
13. Check Silently Save Return on Closeto save any changes made to a return when it is closed without prompting.
14. Next to Auto Save after Minsenter the number of minutes for a desired time interval in which a Return will be automatically saved.
15. Check Check System Clock with USNO to stop the program from defaulting to this time, EST, when communication with Central Site occurs.
16. To change the Font Set, use the drop down list to select a new font setting. The Default font setting is 1 and is based on a screen setting of 1024 x 768 pixels. Default +1 will increase the Font size by ⅛” and Default +2 will increase the default size by ¼”. Default -1 will decrease the Font size by ⅛”, and Default –2 will decrease the Font size by ¼”.
17. Enter a default Prior Year Path or click on Browse to locate the appropriate prior year path.This setting fixes the path for the transfer of data from the previous year to the current year.
18. Enter a default Retrieval Path or click on Browse to locate the appropriate retrieval path. The program will save transferred Returns to this location when the Retrieve Returns option of the Utility Menu is selected. See page 171 for more information on retrieving returns.
19. Enter a default Transfer Path or click on Browse to locate the appropriate transfer path.The program will save returns to this location when the Transfer Returns option of the Utility Menu is selected or when the Transfer Returns/Email option is selected from the Work In Progress Summary screen. See page 171 for more information on transferring returns.
a. Check Enable Backup to enable the Backup Returns option of the Other Items list in the Work In Progress Summary screen.With this option enabled,created or modified tax returns are saved to the Backup Returns list and are available for saving externally from the program. Returns saved externally can be restored if and when that option is needed. See page 167 and 176 for more information on the backup and restoration of Returns.
b. Enter the default Backup File Path or click on Browse to locate the appropriate backup path.This is the path the program will use to backup data and retrieve data if and when necessary. It is best to use an external storage device such as a CD/DVD, memory stick, or Zip Drive. See page 168 for more information on a complete backup or restoration of all tax software data.
21. Under 1040 Billing, select a default Billing Scheme for individual Returns from the dropdown list. See page 39 for setup of the Billing Scheme.
22. Under Business Billing, select a default Billing Scheme for business Returns from the dropdown list. See page 39 for setup of the Billing Scheme.
23. In the Application Settings Window, click the fifth tab, Auth/Audits to continue with Setup, or click OK to exit Setup and resume later.
This tab displays the proper authorization codes necessary to enable interaction with the program and other optional software packages that can be purchased. The authorization codes are automatically downloaded to transmitting computers during communications with Central Site. Additionally, this tab allows you to customize the Diagnostic system to run optional error checks for Earned Income Credit, Schedule A, and Schedule C, E, F, and Forms 4835 and 5405. These options can be very useful for ensuring the IRS Regulatory Requirements are being met.
1. Under Authorizations,
a. For a Transmitting Computer, no action on your part under this tab is necessary.
b. For a Non-Transmitting Computer,
iv. Copy the Authorization codes from the transmitting Computer`s Authorizations tab into the same boxes in the non-transmitting computer`s Authorizations tab. There may not be an Authorization code for every box.
2. Under Tax Return Audits (Personal Returns Only),
a. Click the Earned Income Credit button to enable the optional error checks.The Earned Income Credit Validation Checks window will open.
i. Check each box and enter a minimum or maximum dollar amount for each situation for which you want an error to appear if that particular issue arises. The tax preparer will be prompted if the taxpayer is not qualified for the EIC or if the tax payer needs to provide additional details and documentation.
ii. Click OK to save these settings and close the window.
b. Click the Head of Household button to enable the optional error checks. The Head of Household Validation Check box will open.
i. Check each box and enter a minimum or maximum dollar amount for each situation for which you want the tax preparer to be prompted to ask the taxpayer for details and documentation while the return is being prepared. The tax preparer will have to check a box while the return is being prepared affirming that he or she asked the appropriate question.
ii. Click OK to save these settings and close the window.
c. Click the Schedule A button to enable the optional error checks.The Schedule A Validation Checks window will open.
i. Check each box for each situation for which you want an error to appear if that particular issue arises. The percentages and amounts set in the boxes should not be changed as they reflect the limitations of the current tax laws. A verify error will appear, and the tax preparer will be prompted with the requirements to take that particular deduction.
ii. Click OK to save these settings and close the window.
d. Click the Additional Schedules/Forms button to enable the optional error checks to Form W-2, Schedules C, E, F, and/or Forms 4835 and 8885.The Additional Schedules/Forms Validation Check window will open.
i. Check each box for each situation for which you want an error to appear if that particular issue arises. A verify error will appear, and the tax preparer will be prompted with the requirements for the credit or deduction.
ii. Click OK to save these settings and close the window.
e. Click the American Opportunity Credit button to enable the optional error checks to this credit.The American Opportunity Validation Check window will open.
i. Check each box for each situation for which you want the tax preparer to be prompted to ask the taxpayer for details and documentation while the return is being prepared. The tax preparer will have to check a box while the return is being prepared affirming that he or she asked the appropriate question.
ii. Click OK to save these settings and close the window.
f. Click the Tax Alerts button to enable the optional error checks to Form 8880, the age of a taxpayer who has received social security benefits during the year, and the Income and Info Details Checklist.
i. Check each box and enter the age for each situation for which you want the tax preparer to be prompted to ask the taxpayer for details and documentation while the return is being prepared.
3. In the Application Settings Window, click the sixth tab, TextMsg to continue with Setup, or click OK to exit Setup and resume later.
This tab must be setup in order to enable the TextLink or Email function. A free Google email account must be created first. TextLink allows you to contact your clients by text messaging at no extra cost and Email allows you to contact and send documents to your customer directly through the program.
1. Under Mail Settings,
a. Enter your Google Email and Password if you already have a Google email account. Do not enter “@gmail.com”,
b. Or click the Register for a FREE Google EMail account button, and follow the onscreen directions if you do not already have a Google email account. Alternatively, visit www.gmail.com to create an account.
2. Under Advanced-SMTP Settings (Optional), enter the Server URL and Server Port only if these settings need to be changed. This is optional and should not be completed unless necessary.
3. In the Application Settings Window, click OK to save and exit Office Setup.
From the Opening Screen, click on Setup in the Menu Bar, drag the arrow down to Printer Setup, and click once. The first tab in the new application settings screen will be Printer Settings.
This tab allows you to change the default printer for different functions and adjust the check printing defaults. This enables you to have separate printers for creating returns, checks and reports. If changes are not made in this tab, the program automatically sets the Windows Default Printer for all functions. See page 13 for Printer Requirements.
a. Check Prompt for Tax Return PDF if you want the program to prompt the User to create a PDF when printing Final Returns. If you check this box, you must enter a path in the PDF Printing Options tab which will be covered shortly.
b. Check Use GDI Printer Interface to enable the use of a GDI printer for printing returns only.
c. Next to Tax Return, Check, and Report, select a default printer from the dropdown list for each of these functions.
2. Under Check Printing,
a. Change the default number of 50 if you need to adjust the text on a check either up or down. A change to 51 will lower the text by one-tenth of a line. A change to 49 will raise the text by one-tenth of a line.
b. Check Remote Printing by Site if you want to enable the ability to print checks at remote sites.To use this feature, you must have a Virtual Private Network between the transmitting computer and non-transmitting computer or between the transmitting computer and the offsite printer. See page 64 for more information and setup of the Site ID.
3. Under Tax Estimator-Number of Copies to Print,
a. Under Tax Estimation, EF Declaration/PIN Authorization, Bank Application, and Privacy Letter, enter between 1 to 4 to choose how many copies of each item you want printed when the Tax Estimator is printed.
4. Under Signature Pad Selection, check the box next to Use Scriptel Pad, if applicable.
5. In the Printer Settings window, click the second tab, 1040 Return Printing, or click OK to exit Setup and resume later.
This tab allows you to select which forms, worksheets, and reports will print when you select the printing of the final individual return.
1. Under Preparer,
a. Check the boxes of forms, worksheets, and reports, of which you need to retain a copy.
b. Check Send to Printer to have the selected forms sent to the printer and/or check Send to Archive to have the selected forms sent to the archive file.
2. Under Client,
a. Check the boxes of forms, worksheets, and reports, of which you need to give to your client as their copy.
b. Check Send to Printer to have the selected forms sent to the printer and/or check Send to Archive to have the selected forms sent to the archive file.
3. Under e-Filed, check Send to Printer to have the Forms 8453 and 8879 sent to the printer and/or check Send to Archive to have these forms sent to the archive file. The large X`s show documents that are always produced.
4. Under Federal Only If Not E-Filed,
a. Check Asset Detail and Worksheets if you will be completing paper federal returns to produce these documents. The large X`s show documents that are always produced.
b. Check Send to Printer to have the produced documents sent to the printer and/or check Send to Archive to have these documents sent to the archive file.
5. Under State Only If Not E-Filed,
a. Check Asset Detail and Worksheets if you will be completing paper state returns to produce these documents.The large X`s show documents that are always produced.
b. Check Send to Printer to have the produced documents sent to the printer and/or check Send to Archive to have these documents sent to the archive file.
6. In the Printer Settings window, click the third tab, Print Options, or Click OK to exit Setup and resume later.
This tab allows you to select additional printing options.
1. Under Batch Printing Options,
a. Next to Batch Print on Ctrl-P, select from the dropdown list,
i. Print Immediateto print the return as soon as [Ctrl+P] is pressed, or
ii. Batch Printto queue the jobs for batch printing when [Ctrl+P] is pressed. The queued jobs will appear on the Work in Progress Summary Screen under the Printing Queue, or
b. Check Batch Print on Ctrl-T to queue jobs for batch printing when [Ctrl+T] is pressed.This is the same function that transmits Returns to Central Site for transmitting computers or transfers jobs from a Non-Transmitting computer to a Transmitting computer. Checking this box adds the additional function of queuing jobs for batch printing to the Ctrl+T function.
2. Under PDF Printing Options,
a. Click on the Browse button to search for the folder in which you want to save your PDF`s or type in the location of the folder.
b. Check Use External PDF Reader if you want to view the PDF in Adobe Acrobat Reader when it is created.
c. Check Always encrypt generated PDF to always create an encrypted PDF.
d. Check Use SSN for file name to create a PDF with the Taxpayer`s social security number assigned as the name of the PDF file.
e. Check DocArchive On Windows XP if there are issues with viewing the PDF without this option selected. This selection is recommended if the computer is operating under the Windows XP program.
3. Under Current Form/Bank App Options,
a. Check Asset Detail w/Bus Activities if you want an automatically printed report of assets and depreciation when Business Activity Forms are printed.(Examples: Schedules C, E, F and Form 4562). This option only controls the printing of assets when a currently selected form is being printed.
b. Check Always print Signed Documents to print all documents which have an electronic signature associated.
c. Check Turn off ESignature Form Printing to disable the SignDoc button that allows the user to print forms with an electronic signature.
d. From the dropdown list in Print Worksheets, choose None to print no associated worksheets when a form is printed, choose All to print all associated worksheets when a form is printed, or choose Selectto be given the option to select from a list of worksheets at the time of printing.
e. Check Turn Off ESignature Form Printing to disable the SignDoc button that allows the user to print forms with an electronic signature.
f. Check Overflow Detail(s) if you want a report of any user defined overflow entries (also called miscellaneous entry items).
g. Check Preparer copy for Bank App to print a copy of the bank application.
4. Check Print Single Copy if Verified w/Error if you want to prevent the printing of a client copy if the return was not verified error-free. This is a helpful feature if you would like to review a return on paper when there are verification errors, but you do not want to print a copy for the client.
5. Check Print Payment Voucher w/Paper Returnsif you want the payment voucher automatically printed with the paper return. The payment voucher should be mailed with the taxpayer`s tax payment to the proper taxing authority.
6. Check Print field values in BOLD if you want data entered into the fields of the documents printed in bold.The dollar values will appear on the Return in bold making them easier to read.
7. Check Completed on Print Final for Paper Returns if you want the status of paper returns to be completed after they have been printed.
8. Check Print Tax Summary with Bank Documents if you want a summary of the tax return to print when the bank documents are printed.
9. Check Add Printed Preparer`s Name to 1040 if you want the paid preparer`s name automatically printed on the Form 1040.
10. Check Print 8879/8453 with Bank Documents if you want the Forms 8879 and 8453 to automatically print when the bank documents are printed.
11. Check Do Not Print Itemized Form Billingif you do not want an itemized bill printed, and only want a summary of the bill printed.
12. Check Disable Income Summary Signatures if you want to disable the function that prints the Income and Information Details Checklist, along with Taxpayer and Preparer Signature lines, which acknowledges that all of the information is accurate and complete.
13. Check Opt-Out Completed Return Transfer if you want to disable the transfer of completed returns during a transfer from a non-transmitting computer to a transmitting computer.
14. Check Print Invoice w/8879/8453 EF Documents if you want the Forms 8879 and 8453 to automatically print when electronic filing documents are printed.
15. Check Print page numbers if you want page numbers to appear on each page of the return.
16. Check Print Site ID on Each Page if you want the Site ID entered on the Client Data Screen to print on the top of each page of the return.
17. Check Print Copy Separation Pages if you want a blank piece of paper to be included between the Preparer, Client, Federal, and State copies of the return.
18. Check No Print Final on Invoice Due if you want to prevent the printing of a final return if the invoice for the return is not yet paid in full.
19. Check Exit Tax Return on Print Final if you want a current tax return to be closed when the final printing is completed.
20. From the dropdown list next to Signature Block, select Blank to print the Return and other documents with the Signature Block blank, select X-Out to print the Return with the Signature Block with an “X” over the signature, and select Black Out to print the return with the Signature Block as blacked out.
21. Check Turn on SSN Masking to enable the masking feature of the Taxpayer`s social security number. If this box is checked, the Taxpayer`s social security number will appear as XXX-XX-1234 on all worksheets, invoice, and any other paperwork with the exception of the actual returns.
22. Check Turn on PTIN Masking to enable the masking feature of the Preparer`s Taxpayer`s Identification Number.
23. Check Do Not Print Page 2 of Invoiceif you do not want the second page of the invoice printed, which shows the prior year balance, total payments received, net invoice amount, and the amount to be paid by the financial institution.
24. Check 8879 Last Printed Verify to notify the User if the Form 8879 has changed because of other changes made in the return file and therefore needs to be reprinted.
25. Check Exclude Privacy Letter if you do not want the Privacy Letter included with the Return. Please note that this letter may be required for certain transactions and in certain jurisdictions.
26. In the Printer Settings window, click the fourth tab, Bus. Return Printing, or Click OK to exit Setup and resume later.
This tab allows you to select which forms, worksheets, and reports will print when you select the printing of the final business return.
1. Under Preparer,
a. Check the boxes of forms, worksheets, and reports, of which you need to retain a copy.
b. Check Send to Printer to have the selected forms sent to the printer and/or check Send to Archive to have the selected forms sent to the archive file.
2. Under Client,
a. Check the boxes of forms, worksheets, and reports, of which you need to give to your client as their copy.
b. Check Send to Printer to have the selected forms sent to the printer and/or check Send to Archive to have the selected forms sent to the archive file.
3. Under e-Filed, check Send to Printer to have the Forms 8453 and 8879 sent to the printer and/or check Send to Archive to have these forms sent to the archive file. The large X`s show documents that are always produced.
4. Under Federal Only If Not E-Filed,
a. Check Asset Detail and Worksheets if you will be completing paper federal returns to produce these documents. The large X`s show documents that are always produced.
b. Check Send to Printer to have the produced documents sent to the printer and/or check Send to Archive to have these documents sent to the archive file.
5. Under State Only If Not E-Filed,
a. Check Asset Detail and Worksheets if you will be completing paper state returns to produce these documents.The large X`s show documents that are always produced.
6. Check Send to Printer to have the produced documents sent to the printer and/or check Send to Archive to have these documents sent to the archive file. In the Application Settings Window, click OK to save and exit Printer Setup.
From the Opening Screen, click on Setup in the Menu Bar, drag the arrow down to Billing Setup, and click once. The Billing Setup window will open.
This function enables use of the program`s Client Invoicing feature allowing you to bill your clients for tax preparation fees simultaneous to preparing their Returns. Please follow these directions only through Step 1 if you do not plan on using this feature.
There are two Billing Setups available: The 1040 Individual Return Billing Setup is available when you are working in the 1040 program, and the Business Return Billing Setup is available when you are working in the Business Return program. The directions below are can be used for both programs.
1. If you do not intend to use the invoicing feature, check the box next to Disable Invoicing which can be found on the bottom right hand side of the screen under the General tab and move to the next section, Local Setup.
2. To use the invoicing feature, under Billing Scheme,
a. Click the Save As button to create a new Billing Scheme. The Billing Setup window will open.
b. Enter a name for the Billing Scheme and click OK. The name for this Billing Scheme will appear on the dropdown list, and it will be assigned a Billing ID number. The directions that follow will setup this new Billing Scheme. Additional Billing Schemes can be created and selected from the dropdown list.
3. Under the General tab,
a. Under Office Information to be printed on each billing invoice, enter the Company Name on the first line, the Street Address on the second line, and the City, State, and Zip on the third line. Alternatively, enter your proper mailing address in this area.
b. Next to State Sales Tax Rate, enter the proper State, County, or other Local Sales Tax Rate if this applies to you.Check your state and local laws to determine whether tax preparation is a taxable item where you are located and the appropriate tax rate.
c. Enter the Audit Protection Add-On Fee (1040 Only). This fee will be automatically entered on the Invoice and/or Bank Application when Audit Protection is a selected option for an Individual Return. Important Note: You must have a contract and be enrolled with Audit Protection to add these fees.
d. Check Auto Add Audit Protection (Financials Only) to automatically add this product to every individual return that has an associated bank product.
e. Check Auto Add Audit Protection (Non Financials Only) to automatically add this product to every individual return that does not have an associated bank product.
f. Enter the Self Prepared Flat Feeto charge a flat fee for data entry and electronically file returns for taxpayers that self-prepared their returns.
g. Check No Prior Year Balance on Invoice to prevent the program from transferring a balance due on the tax preparation of a return from one year to the next.
h. Enter the Tax Preparation Discount, if applicable, as a percentage. This amount will be subtracted from the total due on every invoice processed under this Billing Scheme. (Example: This may be a Military Discount Billing Scheme that gives members of the military a 20% discount.) An entry for an optional discount for selected returns is also available further below.
i. Enter the Default Hourly Rate you charge for preparing returns if you charge by the hour. If you instead charge by the form, do not make an entry here and use the Form Billing tab instead.
j. Check Collect Tax on Billings to add the State, County, or other Local sales tax to the collectable amount of the Invoice.
k. Check Bill For EF Forms Onlyif you want to charge only for the forms that are part of the final tax return. Any forms or worksheets used in preparation of the tax return, that do not become part of the final tax return, will not be billable.
l. Check Auto Add CADR Plus (Financials Only) to automatically add this product to every individual return that has an associated bank product.
4. Under the Form Billing tab (for itemized billing by the form instead of an hourly rate),
a. The first item in the dropdown list will be US-Federal.
b. If you charge a fee for every form:
i. Under Per Item, enter the amount you charge for each form. Leave the other columns blank. Example: You charge $25 per W-2. If a client has 1 W-2 Form, he will be charged $25. If instead the client has 3 W-2s, he will be charged $75. If you do not charge for a specific form, leave the amount blank.
c. If you charge a base price for up to so many of one type of form,
i. Under Base Qty, enter the number of forms included in the base price.
ii. Under Base Price, enter the amount of the fee charged if one or more of those forms is included on the return.
iii. Under Per Item, enter the amount you charge for each additional form over the Base Quantity. Example: You charge $100 for up to the first 5 W-2s on a return. If more than 5 W-2s are added to the return, then you charge $20 each. If a client has 1 W-2, she will pay $100 for the addition of the W-2 to the return. If the client has 5 W-2s, she will pay $100 for the addition of the 5 W-2s to the return. If the client has 6 W-2s, she will pay $120, $100 for the first 5 W-2s and $20 for the last W-2.
d. Return to the dropdown list and pick the first state and/or the other federal forms (i.e. AL-Alabama for Individual Returns or US Federal – 1120S for Business Returns) for which you will be returns, if applicable. Enter the amount you charge for each state form according to the directions above.
e. Continue to select all of the federal forms and/or states for which you will be filing returns, and enter how much you charge for each form.
5. Under the Worksheet tab, follow the directions for each worksheet in the same manner as directed above for forms.
6. Under the Line Items tab, follow the directions for each line item in the same manner as directed above for forms.
7. Under the Discounts Tab, enter a Discount Name, and a Discount Percentage or a Discount Amount that can be applied to an invoice with this Billing Scheme. This is an optional discount code that can be applied while the return is being prepared.
8. Under the Customer Charges Tab, enter a Charge Description and an Amount that can be applied to an invoice with this Billing Scheme. This is an option for customizable charges that can be applied while the return is being prepared.
9. In the Billing Setup window, click OK to save and exit Billing Setup. You will be prompted to save this new Billing Scheme as a default Billing Scheme. A different Billing Scheme can be set as a default. See page 39 for more details. Alternatively, click the Save As button to create an additional Billing Scheme by following the directions above.
From the Opening Screen, click on Setup in the Menu Bar, drag the arrow down to Local Setup, and click once. The Application Settings window will open.
This function allows you to create default settings for a particular computer or workstation that is connected to other computers or workstations, which may have different Local settings.
1. For Font Set, see page 28 for directions.
2. For Prior Year Path, Retrieval Path, and Transfer Path, see page 28 for directions.
3. For Backup Path, see page 28 for directions.
4. For Default Printer options, see page 32 for directions.
5. In the Application Settings window, click OK to save and exit Local Setup.
From the Opening Screen, click on Setup in the Menu Bar, drag the arrow down to Client Letters, and click once. The Client Letters window will open.
This function allows you to customize the Client Letters already created by the program or create your own letters for both Individual and Business Returns. The letters are available in both English and Spanish when you print them for a client. Default letters have already been created, and this setup is only necessary if you wish to modify them or add your own custom letters. If you would like to leave the default letters as they are, please skip to the next step on page 45, Login Accounts.
When you open Client Letters Setup, it will look as follows:
Different functions in Client Letters are available from the following three areas:
· Client Letters Menu Bar - Located along the top of the screen. To open a Menu item, click on that particular Menu item, scroll down to the appropriate function, and click on it once.
· Client Letters Toolbar - Located just below the Menu Bar allowing quick access to frequently used features. To use a Toolbar function, click on the button.
· Return Type – Located just below the Toolbar, different tabs are available to choose a letter according to the type of Return being filed, including Individual (1040), Partnership (1065), Corporation (1120), and S-Corporation (1120S) Returns.
· Client Letters Editor - Located below the Toolbar.
To Open, View, Edit, and Save a Client Letter:
2. Under Client Letters in theClient Letters editor, select the letter you would like to view and/or modify by clicking on it.Example: To open the Federal Extension letter, click on Extension under the listing of Federal. The letter you are currently viewing will be highlighted. Note: Not every section appears in every letter, so the body of the letter might be blank when you first open it.
a. To view Client Letters in Spanish,
i. Click on File in the Menu Bar, and scroll down to Open. The Select a Client Letter to Edit window will open.
ii. Highlight Spanish and click Open. The window will close and the Client Letters will now appear in Spanish.
iii. Highlight English after following the directions above to return the Client Letters to English.
3. Under Sections, select the area of the chosen letter you would like to view and/or modify. The section you are viewing will be highlighted. If the section you click on is not used in the letter you have clicked on, the large screen on the right will remain blank. Once you click on a section that is used in the letter you have chosen, writing will appear in the large right hand screen.
4. To edit sections of the Client Letter,
a. Modify the letter by adding, deleting, or changing the verbiage within the letter.
b. Cut, Copy, and Pasteby going to Edit, and scrolling down to the needed function.
c. To use the Keywords function, which allows you to enter variables such as First Name and Last Name,
i. Place the blinking cursor in the letter where you would like to insert the Keyword.
ii. Click on
iii. Choose the Keyword you would like to use from the list by clicking on it.The Keyword will become highlighted.
iv. Click Insert. To enter another Keyword, click on it to highlight it and click Insert.
v. Click Close when you are finished entering Keywords.
d. To check the spelling of the letter,
i. Click on
e. To make other changes,
i. Click on the other buttons and use the dropdown lists on the Toolbar to changethe font type, font size, font bolding, and paragraph alignment.
f. Click on the next Section of the letter you want to edit. You will be prompted to save the previous section just edited. Click Yes to save or No to keep the previous version of the edited section.
5. To preview the Client Letter,
a.
Click
on
6. To save the Client Letter,
a.
Click
on
7. To open a Client Letter saved to a new location,
a.
Click
8. To abandon changes made to a letter and reset the default letter,
a.
Click
9.
Click
10. Click File in the Menu Bar and scroll down to Exit to exit Client Letters.
From the Opening Screen, click on Setup in the Menu Bar, drag the arrow down to Login Account, and click once. The Login Accounts window will open.
This function allows you to create and edit user logins and passwords for enhanced security purposes. It also allows the prohibition of users into certain areas of the program by the use of Access Levels. Each user must have their own unique Login ID and Password, making this step a requirement if more than one user will be preparing returns. One Administrator login account is already created when you open the program.
To set the Administrator preferences, or create Login Accounts, Passwords and Access Levels:
a. Click Edit to modify the default Administrator`s Login preferences, or click Add to add a new Login Account.The Login Preferences screen will appear.Repeat the following process until all Login Accounts have been added.
b. Under Login Detail,
i. Enter the Login IDof the first user.
ii. Enter the Login Name of the first user.
iii. Enter the Password of the first user.
iv. Confirm Passwordby entering it a second time.
v. Select the Access Levelfor this user which is set to Administrator by default. See the directions below for customizing access levels.
vi. Select the Preparers Shortcut ID from the dropdown list or click the New button to open the Paid Preparer Information window from the Database. These ID`s will be set up later in the Database Setup, but the button allows a new ID to be created during the creation of Login Accounts. See page 52 for details.
vii. Check Training Returns Only to limit this User to preparing training returns only.
viii. Check Show Fees in Transmit Filter Windowto display the fees due (in addition to the amount of refund) for each return during transmission.
ix. Check Display Invoice short Formto display the short form instead of the longer form invoice for this Login.
x. Check Hide Work In Progress Countsif you want to hide the counts of items in the Work In Progress Summary screen. Some preparers prefer this information to be kept private.
c. Under Login Preferences,
i. Choose the Color Scheme the user of this Login prefers from the dropdown list.Color schemes can be customized. See page 49 for details.
ii. Choose the Client Data Screen the user of this Login prefers from the dropdown list. You can experiment with the three different formats to see which one works best for you.
iii. Choose the Questionnaire the user of this Login prefers from the dropdown list.A standard English or Spanish Questionnaire can be selected, or a custom Questionnaire can be selected and setup later in the Questionnaire Setup. See page 50 for details.
iv. Choose English or Spanish for the Client Lettersfor this Login. This creates a default for the type of letter that will be created for a client when their Return is prepared by a particular User. However, this default can always be changed for an individual Client when you are working within their Return.
v. Choose the Lookup Sort By option from the dropdown list. Clients can be searched by social security number, last name, or in the order in which they are added to the database when using the Lookup function on the toolbar to find clients. You may not know at this time which system will work better for you-this is something you can always change later.
vi. Check Use Transcription Modeif you want to enter pre-prepared tax returns. This function disables the Display Overrides as Errors function and allows data entry into otherwise calculated fields without a warning message.
vii. Check Bypass City/Zip Key Trackingif you do not want the program to automatically enter the City and State when a Zip Code is entered.See page 27 for details on how this is used.
viii. Check Bypass EIN Key Trackingif you do not want the program to automatically enter the EIN. This will prevent the auto population of these fields when the first couple of digits are entered. It is useful to mark this option if you are using more than one EIN for this Login ID.
ix. Check Ignore State ID From Employer Databaseif you do not want the program to automatically add the State EIN`s on Forms W-2, W-2G, and 1099-R. This will prevent the auto population of these fields when the first couple of digits are entered. It is useful to mark this option if you will be entering several State ID numbers.
d. Click OK to return to the Login Accounts screen.
2. To modify the default Access Levels or create a new Access Level,
a. Click on the Access Levels button at the bottom left hand corner of the Login Accounts screen. The Access Level Configuration window will open.
i. Choose one of the default levels under Select level to modifyto modify one of the existing default levels.
ii. Click Add Levelto create a new level. The New Access Level window will open. Enter a Level name, and click OK. The new name will appear in the dropdown list.
b. Modify the Access for each Level. The left screen, Access to Select, has a list of all the potential functions that can be added to an access level. The right screen, Access Included, has a list of all the functions that are currently available to an access level and can be removed. By default, an Operator has the most access, a Data entry person has limited access, and a Clerk has the most limited access.
i. Highlight a function under Access to Select and click Addto remove a level from the left screen and add it to the right screen, making that function available.
ii. Highlight a function under Access Included and click Removeto remove a level from the right screen to the left screen, making that function unavailable. The Add All and Remove All buttons can be used to move the entire list at one time.
c. Click Renameto rename an Access Level, and the Rename Access Level window will appear.
i. Type in the name you prefer for that level and click OK to save the new name.
d. Click Deleteto delete an access level.You will be prompted to press yes to complete the deleting process or to press no to cancel.
e. Click OK to save and close the Access Level Configuration window.
3. To modify a Login Account,
a. Click the Login Account you wish to edit, and it will become highlighted. Click Edit. The Login Preferences screen will appear and you can make your desired edits. Click OK when you are done.
4. To remove a Login Account,
a. Click the Login Account you wish to remove, and it will become highlighted. Click Remove. A small screen will come up asking you if you are sure you want to remove this Login account. Click yes. The Login Accounts screen will now be missing that Login.
5. In the Login Accounts window, click OK to save and exit Login Accounts.
From the Opening Screen, click on Setup in the Menu Bar, drag the arrow down to Color Setup, and click once. The Color Setup window will open.
This function allows you to change and customize the color scheme of certain fields. This step is optional. If you want to leave the colors as they are, please skip to the next step, Database Setup.
2. Next to Item, choose the first field for which you would like to apply a color and background for your new color scheme from the dropdown list.
a. Click Textand the color screen will appear. Choose a color for the text and click OK.You can also use the Define Customs Colors button to choose a different color than those available in the first color screen.
b. Click on Backgroundand the color screen will appear. Choose a color for the background and press OK. To choose no background color, choose the white block in the lower right hand corner of the basic colors. The new color scheme for the chosen item will appear as a Sample in between the Background and Text buttons.
3. Continue editing Items as directed above and click Save to save the Color Scheme. Click Cancel to exit Color Setup.
4. Go to page 47 to determine where to apply a Color Scheme for a particular Login Account.
From the Opening Screen, click on SETUP in the Menu Bar, drag the arrow down to Questionnaire Setup, and click once. The Questionnaire Setup window will open.
A Questionnaire is automatically added to each Return file, and the lines in the Questionnaire appear in the order as they do in the Setup. As questions are answered, forms are automatically added to the Return file based on the answers to the questions. This function allows customization of the Questionnaire so that additional questions can be added to the standard Questionnaire. Select New Questionnaire under Login Preferences to use this function.
To add a new line in the Questionnaire:
1. Click the Add button to add a new line item to the Questionnaire. The Questionnaire Item window will open.
2. Next to Row Type, select the type of line from the dropdown list as follows:
a. Question – To create a question for the Questionnaire.
b. Question with Notebox – To create a question for the Questionnaire with a box where notes can also be entered.
c. Form Header – To create a header for a Form.
d. Section Header – To create a header for a Section.
e. Empty Row – To enter an empty row in the Questionnaire.
3. Next to Attach Form, select the form that should be added to the Return file if the question is answered in the affirmative.
4. Next to Question, enter the question as it should appear in the Questionnaire.
5. Click OK to save the new Questionnaire Item.
6. Click Save to save the Questionnaire or Close to close the window.
To move a line in the Questionnaire:
1. Click on the line that needs to be moved up or down,and it will become highlighted.
2. Click the MoveUp button to move the line upwards.
3. Click the MoveDown button to move the line downwards.
4. Click OK to save the new Questionnaire Item.
To delete a line in the Questionnaire:
1. Click on the line that needs to be deleted,and it will become highlighted.
2. Click the Delete button to delete the line.
To save a new version of the Questionnaire:
1. Click the SaveAs button. A new Questionnaire Setup window will open.
2. Enter the name of the new Questionnaire. The Questionnaire will now be saved under the new name assigned.
3. Click Save to save the Questionnaire or Close to save the window.
From the Opening Screen, click on SETUP in the Menu Bar, drag the arrow down to Restricted Forms Setup, and click once. The Restricted Forms Setup window will open.
This function allows you to restrict certain forms from being added to tax returns or restrict the editing of certain forms.
1. Select either Federal or a specific State from the dropdown list to restrict the addition or editing of a certain form.
2. Check the box under Restrict Add next to any forms you do not want to have added to any tax returns.
3. Check the box under Restrict Edit next to any forms you do not want to have edited in any tax returns. Click Save to save the Questionnaire or Close to save the window.
4. Click Save to save the new restricted settings or Close to save the window.
This function also allows you to restrict certain fields from being used, and the Restricted Field will appear in the Restricted Fields list.
1. Open the form in any Return and right click on the field to be restricted.
2. Select Lock Field. This Field will not appear in the Restricted Fields list and can no longer be used.
3. Use the same process to unlock the field.
From the Opening Screen, click on Database in the Menu Bar. The different sections of the Database will appear in a list. To choose any item on the list, scroll down to the item and click on it.
This function allows you to collect information over a period of time (including year to year) and use it either automatically or on demand. Information can be added to the database in one of two ways: 1.) It can be manually entered, and 2.) It can be automatically entered as Returns are created and verified.
There are two databases that may need attention during Setup: Paid Preparers and Electronic Return Originators.(The others are optional.)
If you will have more than one Paid Preparer, you will want to set up their information in the database. This information will appear on Form 1040s to correspond with the correct Paid Preparer. If you have only one Paid Preparer, the information should already be entered in the Overrides Tab of Office Setup as an ERO on page 25.
2. Enter a Preparer IDto add a new Paid Preparer. This Identification can be numbers, letters, or a combination of both. It can consist of up to seven characters.
3. Click Add. The Paid Preparer Information window will open, and the Preparer`s ID will already appear.
4. Check Self Employedif this Paid Preparer is self-employed.
5. Enter the Preparer`s SSN. Do not use dashes in between numbers.
6. Alternatively, enter the Preparer`s PTIN. The PTIN is the Preparer`s Tax Identification Number. This number is assigned by the IRS by filling out Form W-7P. It is an alternative to a social security number for tax preparers so that they do not have to use their social security number on their client`s tax returns.
7. Enter the Third Party Designee PIN, if applicable. This allows the Paid Preparer to discuss the return with the IRS.
8. Enter the Paid Preparer`s Name.
9. Enter the Preparer`s PTIN.
10. Enter the Firm`s Nameof the Paid Preparer, if applicable.
11. Enter the EINof the Firm, if applicable.The EIN is the Employer`s Identification Number and is also referred to as the Federal Tax Identification Number (FTIN).
12. Enter the Firm`s Address. If there is no separate firm, enter the address of the individual Paid Preparer.
13. Enter the City, State and Zipin the appropriate fields.
14. Select the Preparer Typefrom the dropdown list. The taxpayer must meet one of these requirements.
15. Enter the CAF Number. A CAF number is a unique nine-digit identification number and is assigned the first time the Preparer files a third party authorization with the IRS.
16. Enter the Office Phone.
17. Enter the Electronic Filing ID. This is the Electronic Filing Identification Number assigned to the Paid Preparer by the IRS.
18. Enter the Cell Phone and Cell Phone Carrierin the appropriate fields.
19. Enter the Paid Preparer`s Email address.
20. Enter the two letter code under State 1 for the first state the Paid Preparer will be filing returns, if applicable.Example: California-CA
21. Enter the Identification number of the Paid Preparer for that particular state, if applicable.This number is assigned by the particular state.
22. Enter the same information for State 2 if this Paid Preparer will be filing returns in a second state.
23. Click the Capture Signaturebutton to enable the Signature Pad to create an electronic copy of the Paid Preparer`s signature. Follow the directions of the Signature Pad.This function works with a Signature Pad and allows the Paid Preparer`s signature to automatically appear on all forms where necessary. The signature will appear on the screen.
24. Click Delete Signatureto delete a signature already captured for this Paid Preparer.A new signature can be added by using the Capture Signature button.
25. Click Saveto be returned to the Paid Preparers screen. The newly added Paid Preparer will appear in the Paid Preparers screen.
26. Click on the Paid Preparer in the Paid Preparer window to edit the information, and the line will become highlighted. Click Edit. The Paid Preparer Information screen will appear and the information can be edited. Make edits and click Save to save the edits or click Cancel to close and return to the Paid Preparers screen.
27. Click on the Paid Preparer in the Paid Preparer window to delete a Paid Preparer, and the line will become highlighted. Click Delete. You will be prompted as to whether you want to delete this record. Click Yes.
28. Continue adding Paid Preparersas directed above until finished and click Closeto exit Paid Preparers.
If you will have more than one Electronic Return Originator (ERO), you will want to set up their information in the database. This information will appear on Form 8879 to correspond with the correct ERO. If you have only one ERO, the information should already be entered in the Overrides Tab of Office Setup on page 25.
2. Enter the ERO`s EFIN number. This number is assigned to the ERO by the IRS and must be six digits.
3. Click Add. The Electronic Return Originator screen will open, and the ERO`s Electronic Filer ID will already appear.
4. Check Self Employedif this ERO is self-employed.
5. The Special Fee Processwill already be checked if this ERO will be processing returns in a state that requires the ERO to charge the same fee for both financial and non-financial products.
6. Enter the ERO`s SSN. Do not use dashes in between numbers.
7. Alternatively, enter the ERO`s PTIN. The PTIN is the ERO`s Tax Identification Number. This number is assigned by the IRS by filling out Form W-7P. It is an alternative to a social security number for tax preparers so that they do not have to use their social security number on their client`s tax returns.
8. Enter the ERO`s EIN if the ERO is a firm. The EIN is the Employer`s Identification Number and is also referred to as the Federal Tax Identification Number (FTIN).
9. Enter the ERO`s Name. Use the name assigned to the ERO number, whether that be a firm name or individual name.
10. Enter the Firm`s address. If there is no separate firm, enter the address of the individual ERO.
11. Enter the City, State, Zip, and Office Phonein the appropriate fields.
12. The Master EFIN will already be entered, if applicable, from the ERO Enrollment on the web portal.
13. Enter the Service Bureau. This refers to the Service Bureau Identification number (SBIN), if applicable.
14. Enter Special Bank App Location. If you are preparing returns in CT, IL, NC, NJ, NY, or WI, enter the two letter state code. Otherwise, leave blank.
15. Enter the PIN. The PIN is the 5 digit ERO`s Personal Identification Number chosen by the ERO to be used on Form 8879.
16. The RAC Bank the ERO previously selected will automatically appear. If the name of the bank is missing and the ERO has signed up with a bank, or if the wrong bank appears, contact your technical support person for assistance.
17. Enter the two letter code under State 1 for the first state the Paid Preparer will be filing returns, if applicable.Example: California-CA
18. Enter the Identification number of the Paid Preparer for that particular state, if applicable.This number is assigned by the particular state.
19. Enter the same information for State 2 if this Paid Preparer will be filing returns in a second state.
20. Click the Capture Signature button to enable the Signature Pad to create an electronic copy of the ERO`s signature. Follow the directions of the Signature Pad.This function works with a Signature Pad and allows the ERO`s signature to automatically appear on all forms where necessary. The signature will appear on the screen.
21. Click Delete Signatureto delete a signature already captured for this ERO.A new signature can be added by using the Capture Signature button.
22. Click Save to be returned to the EF Originators screen. The newly added ERO will appear in the EF Originators screen.
23. Click on the ERO in the EF Originator window to edit the information, and the line will become highlighted. Click Edit. The Electronic Return Originator Information screen will appear and the information can be edited. Make edits and click Save to save the edits or click Cancel to close and return to the EF Originator screen.
24. Click on the ERO in the EF Originator window to delete an ERO, and the line will become highlighted. Click Delete. You will be prompted as to whether you want to delete this record. Click Yes.
25. Continue adding EROSas directed above until finished and click Closeto exit EF Originators.
At this time, no other entries need to be made to the Database for Setup purposes. Continue to page 67 to complete setup, or review the following materials to add further helpful information to the Database.
Once a City, State and Zip Code are used in a Return, they are added to the Database. The program can automatically add the current City and State listed by the United States Postal Service when a Zip Code is entered. See Page 27 for proper setup of this function. If this selection is not made, then when a City, State and Zip Code is manually entered into a Return, it will be added to the Database. City/Zip Codes can also be added to the database manually.
To add a City, State, and Zip Code:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Cities/ZIP Codes, and click once. The Cities/Zip Codes window will open.
2. Under New Record, enter the new ZIP Code and click Add. The City/State/ZIP Code window will open.
3. Enter the City and State and click Save to save the new data and close the window.
If a manually entered City, State and Zip Code need to be edited:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Cities/ZIP Codes, and click once. The Cities/Zip Codes screen will open.
2. Scroll down and click the ZIP Code and/or City to be edited, and it will become highlighted.
3. Click Edit. The City/State/ZIP Code window will open. Edit the data to reflect the appropriate information.
4. Click Save and the new data will be saved and the window will close.
To delete a City, State and Zip Code, do as follows:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Cities/ZIP Codes, and click once. The Cities/Zip Codes screen will open.
2. Scroll down and click the ZIP Code and/or Cityto delete, and it will become highlighted.
3. Click Delete. You will be prompted as to whether you want to delete this record. Click Yes to delete the record or No to keep the record and return to the previous screen.
4. Click Close.
Once an Employer (W-2 filer) or Payer (1099 filer) is used in a Return and that Return is verified, the Employer`s or Payer`s information is added to the Database. After the information is in the Database, the program will automatically add the Employer`s or Payer`s information to new Returns when the Federal Tax Identification Number (FTN) is entered into the Return. Employers and Payers can also be added to the database manually.
To add an Employer or Payer to the Database, do as follows:
1. From the Opening Screen, click on Database in the Menu Bar, drag the arrow down to Employers/Payers, and click once. The Employers/Payers screen will open.
2. Under New Record, enter the Employer EIN and click Add. The EIN is also known as the Federal Tax Identification Number (FTIN). The Employer/Payer Information screen will open and the Federal EIN will already appear.
3. Enter the Name Control. The Name Control is the first 4 letters of the name of the Employer or Payer.
4. Enter the Firm`s Name for this Employer or Payer.
5. If the Firm has a domestic address,
a. Enter the Care of Addressif applicable.
b. Enter the Firm`s Address.
c. Enter the City, State and ZIP Code.
6. If the Firm has a foreign address,
a. Enter the Firm`s Address.
b. Enter the City.
c. Enter the Province, as applicable.
d. Enter the Postal Code.
e. Enter the Country Code.
7. Enter the two letter code under State 1 for the first state for which the Employer or Payer has an identification number, if applicable.
8. Enter the Identification number of the Employer or Payer for that particular state, if applicable.This number is assigned by the particular state.
9. Enter the same information for State 2 if the Employer or Payer has an identification number for a second state.
10. Click Save to return to the Employers/Payers window. The added Employer or Payer will now appear in the list.
To edit an Employer`s or Payer`s information in the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Employers/Payers, and click once. The Employers/Payers window will open.
2. Scroll down and click the Employer EIN and Employer Name to be edited, and it will become highlighted.
3. Click Edit. The Employer/Payer Information window will open. Edit the information as needed.
4. Click Save. The new data will be saved and the window will close.
To delete an Employer or Payer from the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Employers/Payers, and click once. The Employers/Payers screen will open.
2. Scroll down and click the Employer EIN and Employer Name to delete, and it will become highlighted.
3. Click Delete. You will be prompted as to whether you want to delete this record. Click Yesto delete the record or No to keep the record and return to the previous screen.
4. Click Closeto return to the previous screen.
Once a Care Provider from federal Form 2441 is used in a Return and that Return is verified, the Care Provider`s information is added to the Database. Once the information is in the Database, the program will automatically add the Care Provider`s information to new Returns when the Care Provider`s Social Security number or Federal Employer Identification Number is entered into the Return. Care Providers can also be added to the database manually.
To add Care Provider to the Database, do as follows:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Care Providers, and click once. The Care Providers window will open.
2. Under New Record, enter the Care Provider`s ID and click Add. If the Care Provider is an individual, this will be a social security number. If the Care Provider is a business, this will be an EIN. The EIN is also known as the Federal Tax Identification Number (FTIN). The Care Providers Information window will open and the Care Provider`s ID will already appear.
3. Select if the ID Type is an EIN or SSN from the dropdown list.
4. Enter the Provider`s Name. Enter a firm name if this is a business, or enter the individual`s name if it is not.
5. Enter the Provider`s Address.
6. Enter the City/State/ZIP.
7. Enter the Provider`s Telephone Number.
8. Enter the two letter code under State 1 for the first state for which the Care Provider has an identification number, if applicable.
9. Enter the Identification number of the Care Provider for that particular state, if applicable.This number is assigned by the particular state.
10. Enter the same information for State 2 if the Care Provider has an identification number for a second state.
11. Click Save to return to the Care Providers window. The added Care Provider will now appear in the list.
To edit a Care Provider`s information in the Database, do as follows:
1. From the Opening Screen, click on Database in the Menu Bar, drag the arrow down to Care Providers, and click once. The Care Providers window will open.
2. Scroll down and click the Provider ID and Care Provider Name to be edited, and it will become highlighted.
3. Click Edit. The Care Provider information window will open. Edit the information as needed.
4. Click Saveand the new data will be saved and the window will close.
To delete a Care Provider from the Database, do as follows:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Care Providers, and click once. The Care Providers window will open.
2. Scroll down and click the Provider ID and Care Provider Name to delete, and it will become highlighted.
3. Click Delete. You will be prompted as to whether you want to delete this record. Click Yes to delete the record or No to keep the record and return to the previous screen.
4. Click Close to return to the previous screen.
Referrals are added to the Database manually. Once they are in the Database, the Preparer can select a particular Referral to associate with a client. A Report can be created that will allow you to track referrals. See Chapter 8, Reports.
To add Referrals to the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Referrals, and click once. The Referrals window will open.
2. Under New Record, enter the Sequence Number and click Add. The Referrals window will open.
3. Enter the Referral.
4. Click Saveto return to the Referrals window.The added Referral will now appear in the list.
Once a Donee`s information is used in a Return and that Return is verified, the Donee`s information is added to the Database. After the information is in the Database, the User creating a return can automatically add the Donee`s information by choosing it from a dropdown menu in the Form 8283. Donee information can also be added to the Database manually.
To add Donees to the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Donees, and click once. The Donees window will open.
2. Under New Record, enter the Donee Name and click Add. The Donee Information window will open.
3. Enter the Donee`s Name, Address, City, State and Zip.
4. Enter the Donee`s Federal ID number. The Donor should provide this as a non-profit organization collecting tax-deductible donations.
5. Click Save to return to the Donee window.The added Donee will now appear in the list.
Once a Bank`s information (name and routing number) is used in a Return and that Return is verified, the Bank`s information is added to the Database. After the information is in the Database, the User creating a return can automatically add the Bank`s information by choosing it from a dropdown menu in the Client Data Screen. Bank information can also be added to the database manually.
To add Bank RTN`s to the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Bank RTNs, and click once. The Bank RTNs window will open.
2. Under New Record, enter the Bank RTN (Routing Transit Number) and click Add. The Bank/Credit Union Information window will open and the Routing Transit Number will already appear.
3. Enter the Institution`s Name.
4. Click Save to return to the Bank RTNs window. The added Bank will now appear in the list.
To edit a Bank`s information in the Database:
1. From the Opening Screen, click on Database in the Menu Bar, drag the arrow down to Bank RTNs, and click once. Bank RTNs window will open.
2. Scroll down and click the Bank RTN and Bank Name to be edited, and it will become highlighted.
3. Click Edit. The Bank/Credit Union Information window will open. Edit the information as needed.
4. Click Save and the new data will be saved and the window will close.
To delete a Bank from the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Bank RTNs, and click once.The Bank RTNs window will open.
2. Scroll down and click the Bank RTN and Bank Name to delete, and it will become highlighted.
3. Click Delete. You will be prompted as to whether you want to delete this record. Click Yesto delete the record or No to keep the record and return to the previous screen.
4. Click Closeto return to the previous screen.
This program comes with an initial Database of general occupations. New occupations to the Database must be manually entered. Occupations are not automatically added when a Return is created and verified. Once an Occupation has been entered in the Database, the User creating a return can automatically add the Occupation by choosing it from a list in the Client Data Screen. See page 96 for more information.
To add an Occupation to the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Occupations, and click once. The Occupations window will open.
2. Under New Record, enter the Sequence Number and click Add. The sequence number is a three-digit number you choose as a code. The occupations appear in the list according to their sequence number. The Occupations screen will open and the Sequence Number will already appear.
3. Enter the Occupation.
4. Click Save to return to the Occupations window. The added Occupation will now appear in the list.
To edit an Occupation`s information in the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Occupations, and click once. The Occupations window will open.
2. Scroll down and click the ID and Occupation to be edited, and it will become highlighted.
3. Click Edit. The Occupations window will open. Edit the information as needed.
4. Click Save and the new data will be saved and the window will close.
To delete an Occupation from the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Occupations, and click once. The Occupations window will open.
2. Scroll down and click the Occupation to delete, and it will become highlighted.
3. Click Delete. You will be prompted as to whether you want to delete this record. Click Yes to delete the record or No to keep the record and return to the previous screen.
4. Click Closeto return to the previous screen.
Site Identifiers (Site ID) must be manually entered into the Database. Once in the Database, the User creating a Return can automatically add the Site ID by choosing it from a dropdown list in the Client Data Screen. See page 96 for more details.
To add a Site Identifier to the Database:
2. Under New Record, enter the Site ID and click Add. The Site ID is a one to seven-digit code you assign and can consist of numbers, letters, or both. The Site IDs appear in the order in which they are entered into the Database. The Site ID screen will open and the Site ID will already appear.
3. Enter the Description. This description should more fully explain where the site is located and will be listed as the Site Name.
4. Enter the Remote Printer Device. Use this function if you will be remote printing your checks from a VPN, WAN or terminal service.
5. Click Save to return to the Site Identifiers window. The added Site ID will now appear at the end of the list.
To edit a Site ID in the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to Site Identifiers, and click once. The Site Identifiers window will open.
2. Scroll down and click the Site ID and Site Name to be edited, and it will become highlighted.
3. Click Edit. The Site Identifiers window will open. Edit the information as needed.
4. Click Saveand the new data will be saved and the window will close.
To delete a Site ID from the Database:
1. From the Opening Screen, click on Database in the Menu Bar, drag the arrow down to Site Identifiers, and click once. The Site Identifiers screen will open.
2. Scroll down and click the Site ID and Site Nameto be deleted, and it will become highlighted.
3. Click Delete. You will be prompted as to whether you want to delete this record. Click Yesto delete the record or No to keep the record and return to the previous screen.
4. Click Close to return to the previous screen.
User Status Codes are user created codes to classify certain Returns. For example, a User Status Code could be “DOCWAIT” indicating that the Preparer is waiting on more Documents from the Tax Preparer in order to finish the Return. User Status Codes must be manually entered. Once in the Database, User Status Codes can be added to a Return and will appear in the Return Lookup screen.
To add a User Status Code to the Database:
2. Under New Record, enter the User Status Code and click Add. The User Status Code is a one to seven-digit code you assign and can consist of either numbers, letters, or both. Also, the User Status Code is case sensitive. The User Status Codes appear in the order in which they are entered into the Database. The User Status Codes screen will open and the User Status Code will already appear.
3. Enter the Description. This description should fully explain the User Status Code.
4. Click Save to return to the User Status Codes window. The added User Status Code will now appear in the list.
To edit a User Status Code in the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to User Status Codes, and click once. The User Status Codes window will open.
2. Scroll down and click the Status Code and Description to be edited, and it will become highlighted.
3. Click Edit. The User Status Codes window will open. Edit the information as needed.
4. Click Save and the new data will be saved and the window will close.
To delete a User Status Code from the Database:
1. From the Opening Screen, click on Database in the Menu Bar, scroll down to User Status Codes, and click once. The User Status Codes window will open.
2. Scroll down and click the Status Code and Description to delete, and it will become highlighted.
3. Click Delete. You will be prompted as to whether you want to delete this record. Click Yes to delete the record or No to keep the record and return to the previous screen.
4. Click Closeto return to the previous screen.
The final step in Setup is to establish communications with Central Site. One initial transmission must occur before Returns can be processed.
2. Click on Setup. This can be found in the lower hand corner of the screen. The Communication Settings screen will open, and the User # will already appear.
3. Enter the Passwordprovided with your software.
4. Check the first three boxes under Enableof up to three different times to automatically engage Transmission with Central Site, and for each selection enabled,
a. Check Receive Onlyto only receive communications from Central Site but not send any returns or other transmissions at this time.
b. Enter the Time to receive transmissions.
5. Check the fourth box under Enableto setup an interval schedule, and
a. Check Receive Onlyto only receive communications from Central Site but not send any returns or other transmissions during these interval transmissions.
b. Enter the Time Frameduring which these interval transmissions should take place.
c. Enter the Intervalin minutes between each transmission.Example: If the time frame is between 8am and 4pm, and the interval is set at 60, transmission will take place at the top of each hour with the first transmission being at 8am, the second transmission being at 9am, and the last transmission being at 4pm.
6. Click OK to return to the Transmit to Central Site window.
7. Click the Filter button to open the Central Site Transmit Queue, and uncheck the boxes of any return files that are not ready to be transmitted. Click OK to return to the previous window.
8. Click Transmit to initiate communications with Central Site. This may take a few minutes. You will be prompted when a successful communication has occurred. Click OK to return to the previous window.
9. Click OK to close the Transmit to Central Site window and return to the opening screen.
Congratulations! You are finished setting up your 2015 tax preparation software program and are ready to begin preparing tax returns for your clients.