Multi-Office Management is a feature that enables Service Bureaus and Multi-Office organizations to easily view data compiled in easy-to-read reports. Additionally, this product allows the Main Office to automatically add EROs via an online process and setup several Remote Offices online at one time. The Main Office can choose whether to control certain features within the Remote Offices` software programs.
The Online features are accessed by logging in to the Support Home Page. This information will be provided to you when you purchase Multi-Office Management.
The Support Home Login screen looks as follows:
This function allows the User the ability to select the tax year.
This function is used by the Main Office to manage all Remote Offices. After changes are made to a Main account at this site, the Remote Office accounts will automatically be updated with the changes the next time they transmit to Central Site.
To access Office Management:
1. From the Support Home, click on Office Management in the Support Home Toolbar. The Office Management screen will open.
ERO Enrollment
This function allows the Main Office to add a Remote Office ERO as a software user of the program and enroll the ERO to process bank products. To allow more efficient entering of several EROs, one ERO`s data can be copied and edited to reflect a different ERO`s data.
Important Note: The Main Office must have the EROs completed and signed paperwork as a matter of fulfilling the duty of due diligence.
To Add a new ERO:
1. Obtain from the ERO all enrollment paperwork which will be used as a reference for enrolling the ERO online. The following data entered should reflect the EROs paperwork.
2. From the Office Management Screen, clickERO Enrollment. The ERO EFIN Management screen will open.
3.
If this program was used in a
previous year, click
4. Under EFIN Information,
a. Select the User IDfrom the dropdown list. The User IDs are created when the program is purchased. Please contact Technical Support for details.
b. Enter the EFIN assigned by the IRS.
c. Select the EFIN Type from the dropdown list. One Master EFIN will be assigned to the Main Computer and have control of all of the Remote Computers. A Sub-EFIN is assigned to a Remote Computer.
d. Enter the Service Bureau Name, if applicable.
e. Check the Box next to Service Bureau Fee on All Products to charge a service bureau fee on all products for this EFIN including Returns that do not have an associated bank product.
5. Under EFIN Holder Information, enter all of the information for the owner of this EFIN, and check the Copy to Saved Contacts button to save this EFIN`s information to the contacts list.
6. Under Fee Deposit Information, enter the bank information for the ERO. This is the bank where the EFIN will have tax return fees deposited. Click Save, and a new screen will open with the Owner Certification.
7. Select the Bankfrom the dropdown list, and click the Create Bank Application button. The Bank Application for the chosen bank will open.
8. Enter the Bank Application information or check the Copy from Saved Contacts button to copy this EFIN`s information from the contacts list, and check the box at the end certifying that you agree to the Terms and Conditions of this bank. Click Save and Continue, and the bank`s Security Question screen will open.
9. Select the answer for all of the Security Questions from the dropdown list, or enter the information, as applicable. Click Save and Submit to Bank to immediately submit this information, or click Save to submit to the bank later. The entering of this EFIN is now complete.
To Edit an ERO`s information:
1. From the Office Management Screen, clickERO Enrollment.The ERO Enrollment screen will open.
2. Scroll down to select the ERO whose information needs edited.
3.
Click
4. Edit the information as necessary according to the directions above for adding a new ERO.
To Copy one ERO`s information and Edit to Enroll a new ERO:
1. From the Office Management Screen, clickERO Enrollment.The ERO EFIN Management screen will open.
2. Scroll down to select the ERO whose information you want to copy.
3.
Click
4. Edit the information to reflect the new data according to the directions above for adding a new ERO.
To Delete an ERO:
1. From the Office Management Screen, click ERO Enrollment. The ERO EFIN Management screen will open.
2. Scroll down to select the ERO whose information you want to delete.
3.
Click
4. Click “Yes” to delete the EROor click “No” to close the window without deleting the ERO.
This function allows the Main Office to set the bank selection for their EFINs that have been registered with multiple banks. This is also a quick way to view the Add-on and Service Bureau Fee`s that have been set.
To Select a Bank:
1. From the office Management screen, click Bank Selection. The Bank Selection Screen will open.
2. Scroll down to select the EFIN whose bank selection needs to be set.
3. Click Select to open the select bank screen. This screen will show the banks the EFN has been registered with.
4. Select the Bank the EFIN will be utilizing for this Tax Season, and click Close.
This function is used to manage Multi-Tier Offices, which allows the Main Office to assign several Remote Offices to a Multi-Tier Office.
To create a Multi-Tier Office:
1. From the Office Management Screen, clickManage Multi-Tier Offices.The Manage Multi-Tier Offices screen will open. Use the Add New User button as a shortcut to add new User IDs while also creating Multi-Tier Offices.
2. Locate
the User ID of the office to designate as a Multi-Tier Office, and click the
3. Enter the Multi-Tier Office Name.
4. Enter the Multi-Tier Office Service Bureau Fee, if applicable, and click Save. The Manage Multi-Tier Offices screen will open.
5. Check the box next to Service Bureau Fee on All Products to charge a Service Bureau fee on all returns prepared, including returns that do not have an associated bank product.
6. Click Save to return to the Manage Multi-Tier Offices screen.
7. Click the
8. Check the box next to each User ID to be added as a sub-Remote Office under this Multi-Tier Office, and click Save. Only User IDs that have not been previously added to a different Multi-Tier Office will be available.
The Main Office (or Master User ID) can open all of the Multi-Tier Office User ID accounts. This function is used to switch from the Master User ID account to any of the Multi-Tier Office User ID accounts.
To switch an Office ID:
1. From the Office Management Screen, clickSwitch Office IDs.The Switch Office IDs screen will open.
2. Select from the dropdown list the Multi-Tier Officer User ID you would like to view (instead of the Main Office).
3. Click the Switch button. The selected Multi-Tier Office is now open instead of the Main Office and only the Remote Offices assigned to this Multi-Tier Office will be available.
To switch back to the Main Office:
1. From the Office Management Screen, click Switch Office IDs. The Switch Office IDs screen will open.
2. Select Main Account from the top of the dropdown list.
3. Click the Switch button. The Main Office (Master User ID) is now open.
This function allows the Main Office to assign an individual User ID to receive all correspondence including tax returns and other messages.
To Create a Master User ID:
1. From the Office Management Screen, clickManage Master User.The Manage Master User screen will open.
2. Select the User ID to be assigned as the Master User.This function will not be available after the Master User ID is selected.
This function is used to create Groups, which allows the Main Office to create Global Settings and assign these settings to specific offices. It also allows the Main Office to view reports by Group within the program by using the Dashboard function. This section is located under the Global Settings section.
To create a Group:
1. From the Office Management Screen, clickGroup Configuration.The Group Configuration screen will open.
2. Click the Create a new group button. The Group Setup screen will open.
3. Enter a Group Name and click Add. The Group Configuration screen will reopen, and the new Group will appear under the list of Group Names.
4.
Click the
5.
Click
the
This function allows the creation of a fee schedule for Personal Returns as a Global Setting. This section is located under the Global Settings section.
1.
From the Office Management Screen, clickManage Billing.The Fee Schedules screen will open,
along with the Global Settings window on the left hand side. Other Global
Settings can be accessed from this screen.
2. Click the Create a new billing scheme button. The Schedule Setup screen will open.
3. Enter a New Schedule Name and click Add. The Fees Setup screen will open.
4. Click the Go to Discounts button to enter discounts if they are available with this Fee Schedule. The Discounts for Schedule screen will open.
5. Enter the Discount Name to identify the discount.
6. Enter the Discount information as follows:
a. Enter a Discount Percentage only to allow offices to discount a fixed percentage off of the fees charged by the tax preparer.
b. Enter a Discount Amount only to allow offices to discount a fixed amount off of the fees charged by the tax preparer.
c. Enter a Discount Percentage and a Discount Amountto allow offices to discount a certain percentage, but one not exceeding the discount amount.
7. Click the Go to Custom Charges button, and the Customer Charges for Schedule screen will open.
8. Enter the Charges Description to identify the custom charge, and enter the Charge Amount.
9. Click the Go to Fees button, and the Fees Setup for Schedule screen will open.
10. Select the set of forms for which you want to set fees from the dropdown list. The set of forms and schedules selected will open. There is one set including all federal forms, and then a separate set for each state.
11. Enter the amount to charge for each schedule and form, and
12. Click Save to continue entering fees for a different set of forms for this same fee schedule (the Billing Setup screen will open allowing you to choose another set of forms), and click Save and Exit when you are finished entering fees for this fee schedule.
13. Click
the
14. Click the
This function allows the creation of a fee schedule for Business Returns as a Global Setting. This section is located under the Global Settings section. This function works in the same manner as the Manage Billing function for Personal Returns. Please see the previous section for instructions.
This function allows the Main Office to create different Access Level Sets and individual Access Levels as a Global Setting. This enables the Main Office to control access to the program at both an office level and an individual level. This section is located under the Global Settings section.
To create an Access Level Set and Access Levels:
1. From the Office Management Screen, clickManage Access Levels.The Manage Access Level Sets screen will open, along with the Global Settings window on the left hand side. Other Global Settings can be accessed from this screen.
2. Click the Create a new set of Access Levels button.The Access Set Setup screen will open.
3. Enter the Set Name and click Add. The Manage Access Level screen will reopen, and the new set will appear under the list of Set Names.
4.
Click
the
5. Click the Add a new Access Level button. The Access Level Setup screen will open.
6. Enter the Level Name and click Add. The Manage Access Levels screen will open, and the new Authorization Level Name will appear under the Access Levels.
7.
Click
the
8. Check the box for every access that will be granted to this access level.
9. Click Save and Close to save this Access Level.
10. Continue adding Access Levels and designating the level of access as instructed above.
11. Click the Back to Manage Access Level Sets after all edits to the Access Levels are completed.
12. Click
the
13. Click the
This function allows the Main Office to set up individual preferences for each ERO/Remote Office. A Main Office can control both the access levels and the amounts charged for services performed by the ERO/Remote Offices. Important Note: This is different from ERO Enrollment which must be completed for the ERO to establish a relationship with the bank.
Please note: For the following directions, the User must click “Save and Continue” to save changes. The View button allows the User to view the changes but will not save them.
To Setup Preferences for an Office/ERO:
1.
From the Office Management Screen, clickManage EROs/Office Setup.The Manage Offices screen will open.
2. The list of all Offices/EROs will appear. An office can be located by search criteria or only the offices of a specific multi-tier can be listed by selecting the multi-tier office from the drop down list.
3.
Click
the
4. Under User ID Information, enter all of the information for the ERO, as follows:
a. The User ID will already be assigned to this ERO.
b. Select the Transmit Type for this ERO from the dropdown list.
c. Select the Login - Authorization Level Set you want to assign to this ERO or click the Create New Level button to create a new Authorization Level Set.
d. Select the Group you want to assign to this ERO or click the Create New Group button to create a new Group. This ERO will appear in this Group when reports are created on the Management Dashboard within the program.
e. Enter all other applicable information for this ERO.
5. Under Billing/Fee Information, enter applicable information as follows:
a. Select the Billing Schedule from the dropdown list or click the Create New Schedule Button to create a new Billing Schedule. The Billing Schedules are created in Manage Billing as detailed above.
b. Enter the Office information such as name and address that should be printed on each invoice.
c. Enter the State Sales Tax Rate, if applicable. Check with the state where this ERO will be preparing returns to see if this tax is applicable, and if so, the rate.
d. Enter the Tax Preparation Discount, if applicable.
e. Enter the Protection Plus Markup fee, if applicable.
f. Enter the Default Hourly Rate for this ERO.
g. Check the box to Auto Add Audit Protection (Financials Only) to each return for this ERO.
h. Check the box to Disable Invoicing for this ERO.
i. Check the box to Auto Add Audit Protection (Non-Financials) to each return for this ERO.
j. Check the box to Collect Tax on Billings? to apply and collect the sales tax rate entered above on invoices.
k. Enter the Self Prepared Flat Fee, if applicable.
l. Check the box to Bill for EF Forms Only if you want this ERO to only charge for forms that are electronically filed.
m. Check the box No Prior Year Balance on Invoiceto prevent the program from transferring a balance due on the tax preparation of a return from one year to the next for a specific User.
n. Check the box to Auto Add CADR Plus (1040 Only) to each return for this ERO.
6. Under Message Delivery, make selections, as follows:
a. Check the first box if tax returns must be reviewed and submitted by the Main Office.
b. Check the second box if the Main Office will receive a copy of all Tax Returns.
c. Check the third box if the Main Office will receive a copy of all Documents.
d. For the following four dropdown boxes, choose whether the following types of messages should be sent to the Owner of the Tax Return/Remote Office, the Main Office, or to both:
i. Federal/System Messages
ii. Federal Reject Messages
iii. State Messages
iv. Printing of Checks
7. Under Desktop Installation Settings, make selections and enter the information as follows:
a. Enter a Site Identifier assigned by the Main Office for each Remote Office. This unique ID allows the Main Office to monitor the activities at different Remote Offices.
b. Select Yes from the dropdown list to enable the following actions:
i. Transfer prior year setup.
ii. Transfer prior year billing.
iii. Transfer prior year databases.
iv. Transfer prior year login accounts.
v. Transfer prior year appointments
c. Enter an Administrative Password for this User ID.
d. Enter the Encryption Key, if applicable.
8. The remaining screens allow entry of information for Office Setup as it is described in this Manual. See Chapter 2 for details.
9.
Click
the Publish Ero button to publish the information
entered for this ERO and close this screen. Alternatively, click the Return to Manage
Offices button to return to that screen, and the ERO/Office can be
published at a later time by usingthe
This function allows the Master User Id to restrict individual User IDs from adding or editing certain forms to Returns. This function does not apply to Global Settings. This function is available in the Manage ERO/Office section.
To Restrict Forms for Certain User IDs:
1. From the Office Management Screen, clickManage EROs/Office Setup.The Manage EROs/Office screen will open.
2.
Click
3. Click View Restricted Forms, and the Restricted Form Setup for User ID screen, with the User ID number selected, will open.
4. Select US-Federal or the particular State from the dropdown list of therestricted form you want to edit.The Restricted Form Setup screen will open.
5. Check the Restrict Add box next to each form that you want to restrict from being added to a Return for this User ID, or check the Restrict Edit box next to each form that you want to restrict this User ID from editing.
6. Click Save to return to the Manage Restricted Forms screen.
7. Click the Publish restricted forms button to publish this information which will become effective for this User ID during their next transmission to Central Site.
This function allows the Master User Id to restrict individual User IDs from adding or editing certain fields to Returns. This function does not apply to Global Settings. This function is also available in the Manage ERO/Office section. This function works similarly to the Manage Restricted Forms as instructed above.
This function allows the Main Office to assign individual Login accounts for the Remote Office, and designate the access level applicable to that particular Login account. This function does not apply to Global Settings. This function is also available in the Manage ERO/Office section.
To Create a Login:
1. From the Office Management Screen, clickManage EROs/Office Setup.The Manage EROs/Office screen will open.
2.
Click
the
3. Click the Create a new login button.The Manage User Login Detail screen will open.
4. Enter a Login ID for this Login account.
5. Enter the Login Name for this Login account. This could be the name of the actual user for this Login.
6. Enter a Password for this Login account.
7. Enter the chosen Password for this Login account a second time to confirm the entry.
8. Check the box to require the user to change the password the next time they log in to the program.If this box is not checked, the Main Office will have access to the Login account`s password and will have to provide this password to the user.
9. Select an Access Level for this Login account from the dropdown list.The availability of Access Levels will be determined by the Access Level Set chosen during ERO Setup for this particular User ID.
10. Enter the Preparer Shortcut ID for this User ID.
11. Check the box to allow the user access to the training returns only.
12. Check the box to display the fees due (in addition to the amount of refund) for each return during transmission.
13. Check the box to show only a short form of the Invoice for this Login.
14. Check the box to hide the number of returns processed on the Work in Progress screen.
15. Click the Save and Close button to save this Login and close this screen.
This function allows the Main Office to create a Database for EROs, Paid Preparers, Referrals, and User Status Codes which will autopopulate the Databases in the Remote Office`s program. This allows a User the flexibility of working at different workstations and/or locations without having to reenter the User`s ERO and/or Paid Preparer information. See Page 53 and 55 respectively, for directions on entering the information for the Paid Preparers` and ERO`s Databases.
This function allows Users to get several types of support including account management, updates, reset passwords, and order marketing resources. Select the appropriate category of support for details.
1.
From the Support Home, click on Support in
the Support Home Toolbar. The Support Management Screen will open
Manage Offices
This function allows the Main Office to activate product licenses for their users, places offices on hold, select State Packages for release and select purchased premium options.
To Activate Offices:
1.
From
the Support Management screen, click Manage
Offices. The Manage Offices Screen will open.
2. The list of all Offices will appear. An office can be located by search criteria or only the offices of a specific multi-tier can be listed by selecting the multi-tier office from the drop down list.
3. Check the box(es) under each column to active the associated product for that user ID, or if all users should have the product license click the Select All Button. Alternately you can click the Select All button. Note: The Federal License must be activated before the other columns are able to be selected.
4. Click the Update Licenses button to enable the product licensing for the modified User ID.
5. Continue activating product licenses as needed.
To place a User ID on hold:
1. From the Manage Offices Screen, locate the Office/User ID that needs to be placed on hold.
2.
Click the
toggle hold
3.
To verify the User ID is on hold the toggle hold
button is displayed in red
To remove a User ID from Hold:
1.
Click
To choose State Packages for Release:
1. From the Manage Offices Screen, locate the Office/User ID that needs the State Packages.
2. Under the column Included States click the drop down
a. Select Home State, to allow the user to receive just the State that they reside in.
b. Select Nearby States, to allow the user to receive their home state plus their four surrounding states.
c. Select All States, to allow the user to receive all states.
3. Click the Update Licenses button to enable the product licensing for the modified User ID.
4.
To select Individual States Click
5. Click Activate Packages to allow the user to receive the selected state.
Several reports are available within the Multi-Office Management system including Administrative, Financial, and Status Reports. Many of the reports available in this online system are the same or similar to the software program, however, they give a report of the information for more than one office. See Chapter 8, Reports, for the details of the data available from individual reports.
The Dashboard function allows the Main Office to quickly view reports concerning the productivity of the Remote Offices sorted by pre-selected Groups. The Dashboard is available from the WIP screen.
To View and Sort Reports from the Dashboard:
1. From the WIP, under Tax Returns, click on Management Dashboard. The Dashboard Management Screen will appear.
2. Select the Dashboard Type from the dropdown list. This features allows the sorting of the list by several different methods.
3. Select the Group from the dropdown list. This feature allows further sorting by preselected Groups assigned during the ERO setup process.
4. Enter a Start date and End date for the transactions you want to view in the Report.
5. Click the Go button, and the report will appear. After viewing the Data, click the WIP button on the Toolbar to return to the WIP.
Part II The Tax Return
Chapter 4 Preparing and Filing the Personal Tax Return
Chapter 5 Preparing and Filing the Business Tax Return
Chapter 6 The Tax Return Tools