The Work In Progress Summary (WIP) screen allows the Administrator or other User to have quick access and knowledge of certain functions that should be performed regularly. The screen allows the Administrator to view a quick snapshot of how many Returns exist at different stages in the tax preparation process, along with any printing duties, important bulletins, and appointments.
The Work In Progress Summary Screen looks as follows:
When you are away from the WIP screen,
and you want to return, click
The Tax Returns section of the WIP Summary allows you to quickly access tax returns, view a summary of tax returns being prepared and processed, and have a quick link to the Management Dashboard.
This function is used to view or create personal returns. It is discussed fully in Chapter 4 on Personal Tax Return Preparation.
This list allows you to view the status of all Returns prepared in the program. See Appendix 3 for a list of Status Codes and Descriptions. Also, you can create your own User Status Codes in the Database. See page 65 for details.
To view the Status Summary List:
1. From the WIP, under Tax Returns, click on Status Summary List. The Return Status Summary window will appear.
2. View the List. The Code will appear first, a Description will occur second, and the number (Count) of Returns with this Status will appear third.
3. To view a list of the individual Returns with a particular status, double click on the line for that status. The Return Lookup window will open, and only the Returns with the chosen status will appear.
This function is used to manage Multi-Office Organizations. It is discussed fully in Chapter 3. For more information, see Page 87.
This function is used to view or create business returns. It is discussed fully in Chapter 5 on Business Tax Return Preparation.
This function allows the user to create Returns in a training environment. Full functionality to prepare a Return is available, however, the Returns will not be sent to Central Site for transmission.
The Transmit Queue serves as the communication link between your software program and Central Site or between Non-Transmitting Computers and Transmitting Computers. Central Site serves as the communication link between your software program(s) and the IRS and the banks. Whenever you transmit to Central Site, Central Site receives newly entered information from your software program and returns information received from the IRS and/or the banks that it has received on your behalf. Central Site will also send you any current updates. Whenever you Transfer Returns and Mail, the Transmitting Computer receives newly entered information from the Non-Transmitting Computer and returns information from Central Site.
Communication with Central Site is a very important function even if there are no Returns to send. Try to Transmit to Central Site at least twice a day during the busy tax season to keep the tax preparation process moving smoothly.
The Transmit to Central Site function is available to Transmitting and Feeder Computers. Please note that if you are using Non-Transmitting Computers, it is important to transfer information (the next section) from the Non-Transmitting Computers to the Transmitting Computer before you Transmit to Central Site.
To Transmit to Central Site:
2. Click the Filterbutton to remove any return files from the Transmit Queue that you don`t want to send with this Transmission.
3. Click Transmit. This button can be found in the lower right hand corner. You should have already configured the transmission settings during the Setup of Communications on page 67. If you have not already done so, please go to that page now. If you are unable to establish a connection with Central Site, please contact technical support for help. You will be prompted when a successful communication with Central Site has occurred.
4. Click OK to return to the previous screen.
5. Click Cancelto close the Transmit to Central Site screen and return to the opening screen. The WIP screen will reflect any information transmitted or received during the communications process.
The Transfer Returns/Mail is only available to Non-Transmitting Computers. To Retrieve Returns from the Transmitting Computer, see page 171 under Utility Menu.
To Transfer to the Transmitting Computer:
2. Click Transfer. This button can be found in the lower right hand corner. The Transfer Returns screen will open. The File Name and the location of the Transfer File should appear. The default Transfer File path is setup at page 28. The Transfer file can be saved to an external drive or an internal file for later sending by email. If it does not appear, or if you want to transfer the information to a different location, click the […] button to browse and find the correct location.
3. The Label Name will appear as the User Name. Enter a different Label Name if you want to identify it differently.
4. Click OK. The Transfer File Contents screen will open. If an empty file has been chosen, the information has now been transferred to that file.
5. View the Contents of the Filewith the transferred information.
6. Click Appendif an existing File has been chosen, and you want to Append the new information to the end of the existing file.
7. Click Replaceif an existing File has been chosen, and you want to replace the entire file with the new information.
8. Click Closewhen you are finished to return to the WIP screen.
The Printing Queue shows a list of print jobs that are currently ready, along with how many of each to print.
During communications, Central Site will send a list of checks that have been authorized by your bank to be disbursed. The number next to Checks, Registers, and Activation will show how many checks are authorized and ready to be printed.
To activate and begin a series of checks:
1. From the WIP, under Printing Queue, click Checks, Registers, and Activation. The Checks, Registers, and Activation screen will appear.
2. Click on the third Tab, Check Inventory. Two lists will appear: A Starting Check Number and an Ending Check Number. Checks must be activated by check number before the program will allow them to be used. This function further allows you to activate different series of checks for different printers and possibly different workstations and/or Site ID`s.
3. Click Activate. This button can be found in the lower right hand corner. The Activate Check Range screen will open.
4. Select the RAC Bankfrom the dropdown list which you previously selected for processing your bank products.
5. Enter the Starting Check Number and the Ending Check Numberfor the set of checks you want activated at this time. If you enter check numbers that have already been activated, you will be prompted that you have overlapped check numbers.
6. Enter the Site IDfor this set of checks to differentiate between what checks numbers are available to use at certain sites.
7. Enter the Check Layout Version, if applicable.This is only required for certain banks, and the information is available on the outside packaging of the checks.
8. Click OK. You will be returned to the Check Inventory Tab.
9. Select a range and click Editor double click on the range to edit an activated set of check numbers. The Edit Check Range window will open.
10. Edit the Starting and/or Ending Check Numbers and click OK. The edited check numbers will appear in the Check Inventory Tab.
11. Click Closeto return to the WIP screen.
To print Checks from the Print Queue:
1. From the WIP, under Printing Queue, click Checks, Registers, and Activation. The Checks, Registers, and Activation screen will appear.
2. Under the first tab Checks to Print, under Filter Criteria, from the dropdown list, choose All Sites or one particular Site for which you want to print checks.
3. Click Test Checkwhen you start new checks to see if they print correctly.
4. Click on the box next to each check you want to print. A checkmark will appear in the box. You can alternatively click Select All at the bottom to checkmark all the checks or click Clear All to clear the checkmarks from the checks.
5. Check the printer to be sure it is loaded properly with checks.
6. Click Print Check(s). The Print Checks window will open.
7. Enter the Starting Check Numberin the printer and click OK. This number must correspond with a set of the numbers activated to be printed. See above section for details. The Print window will open.
8. Select the correct printer from the dropdown list. See page 31 for designating a default printer for printing checks.
9. Click Print. The selected check(s) will begin printing. Please see the User`s Guide for details on distributing the check(s) to the Taxpayer(s).
10. Click Closeto return to the WIP screen.
To delete Checks from the Print Queue:
1. From the WIP, under Printing Queue, click Checks, Registers, and Activation. The Checks, Registers, and Activation screen will appear.
2. Under the first tab Checks to Print, under Filter Criteria, from the dropdown list, choose All Sites or one particular Site for which you want to delete checks.
3. Click on the box next to each check you want to delete. A checkmark will appear in the box. You can alternatively click Select All at the bottom to checkmark all the checks or click Clear All to clear the checkmarks from the checks.
4. Click Delete. The check will automatically delete without prompting and you will be returned to the Checks to Print Screen.
5. Click Closeto return to the WIP screen.
To view the Check Register and Reprint or Reissue Checks:
1. From the WIP, under Printing Queue, click Checks, Registers, and Activation. The Checks, Registers, and Activation screen will appear.
2. Click on the second Tab, Check Register.
3. To look for a specific check, under Filter Criteria, enter the Last Name or the SSN of the person whose check you are searching.
4. Click Filter to view the checks matching your selection. You should be able to quickly find the check you are looking for from the list.
5. Mark the box of the check you were searching with a checkmark. You can also use the Select All and Clear All buttons at the bottom to mark all the checks or unmark all of the checks.
6. Click Void to void a check. Important: When a check is Voided, it is NOT sent to Central Site first. If a check is stolen or lost, you must call the bank to place a stop payment on the check.
7. Click Reprint to reprint a check without reissuing it through the bank. Important: When a check is set to be Reprinted, it is NOT sent to Central Site first. The check is simply queued to be printed again. The ERO will be prompted by a warning that he or she is responsible for any losses attributed to the unauthorized reprinting of a check. This option should be used only for checks that are torn, damaged, or printed incorrectly. Write VOID clearly on the check and see your Bank Guidelines on what to do with the voided check.
8. Click Closeto return to the WIP screen.
When Tax Returns are set forbatch printing, the number next to Tax Returns will show how many are ready to be printed. See page 35 for directions on the setup of batch printing.
To Print or Delete Tax Returns from the Printing Queue:
2. To Print,
a. One Return, click on the Return to highlight it in blue. Click Print from the Toolbar.
b. A section of Returns (that are in a row), click the first return in the section-it will become highlighted in blue, hold down the Shift key on the keyboard (do not release), and then click the last Return in the section-all of the returns in that section will become highlighted in blue. Click Print from the Toolbar.
c. Scattered returns throughout the list, hold down the Ctrl key on the keyboard, and then select Returns by clicking on them. The selected returns will become highlighted in blue. Click Print from the Toolbar.
d. All Returns, click Print Allfrom the Toolbar. The Print window will open.
3. Select the correct printer from the dropdown list. See page 32 for directions on designating a default printer for printing returns during Setup.
4. Click PDF to create a PDF which can be saved or printed from the PDF window.
5. Click Print to print to the selected printer.
6. To delete a Return(s), follow the same directions above, except press Delete instead of Print. You will not be prompted as to whether you really want to delete the return.
The Proforma option will be available when you receive your Archive CD later in the year.
Federal Acknowledgement letters are queued by Central Site during communications with Central Site. These letters provide information to the Taxpayer concerning their return, including when their return was acknowledged, how much their refund will be, how much their loan amount will be, and an approximate time as to when these funds will be available. These letters also provide information concerning any payments due to the IRS and where to send them. See page 42 to edit the contents of these letters during Setup. A Federal acknowledgement letter for an individual return can be printed from within the actual Return by using the Print Menu.See page 146 for details.
To Print Federal Acknowledgement Letters:
1. From the WIP, under Printing Queue, click Federal Acknowledgement Letters. A screen similar to the Return Lookup screen will appear with a list of Letters queued to print.
2. Follow the steps above under Printing Tax Returns. The Federal Acknowledgement Letter printing function works in exactly the same manner as the Tax Return printing function.
State Acknowledgement letters are processed in the same manner as the Federal Acknowledgement Letters. They also contain similar information. See Federal Acknowledgement letters for directions on printing. See page 42 to edit the contents of these letters during Setup.
After Returns have been transmitted to Central Site and processed, Central Site will return them back to your program as an Exception or Rejection, if a Return could not be processed properly. The Return will end up in this section under the appropriate field, depending on why it was sent back.
Federal Rejects occur for numerous reasons, but generally, it involves an error that must be fixed before the IRS will process the Return electronically.
To View and Correct Federal Rejects:
1. From the WIP, under Exceptions/Rejects, click Fed Rejects. A screen similar to the Return Lookup screen will appear with a list of Returns rejected by the IRS.
2. Double click on a Return you want to resolve. The Return will open, and the Return Errors and Rejects window will open on top of the Open Return. The Rejects Tab will be open, and it will show a list of errors that must be corrected.
3. To understand an error, click on the line of that error and it will highlight in blue. Click Details. The Description area will give greater explanation as to the error.
4. Fix the listed errors in the Return.
5. Close the Return Errors and Rejects window.
6. Click Transmitto queue the Return for a retransmission to Central Site.
7. Go to the next rejected Return on the list, correct the errors, and click Transmit.
8. When you are finished correcting and transmitting the Returns, click the WIP button in the Toolbar to return to the opening screen.
These Rejects can also occur for numerous reasons-some which can be fixed, and others that cannot. As a result, some of these Returns will need to be retransmitted while others will not.
To view and correct State Refused and Rejects:
1. From the WIP, under Exceptions/Rejects, click State Refused and Rejects. A screen similar to the Return Lookup screen will appear with a list of Returns rejected for any other reason besides a Federal Reject.
2. Follow the directions listed above for Fed Rejects. However, note that not all rejects and exceptions can be remedied.
3. After reviewing a Return, if a reject or exception cannot be remedied, from the screen listing all of the rejected or excepted Returns, click on the Return to highlight it in blue, and hit Delete. The Return will be removed from the exception/reject list.
4. When you are finished correcting and transmitting the Returns, click the WIP button in the Toolbar to return to the opening screen.
Fed/State Alerts
The IRS Alert/Messaging system
provides an avenue for informing the Tax Preparer that they have an issue that
needs corrected. These Alerts inform the Tax Preparer, however, they are not
issues so serious as to hold up the Acknowledgement of the Return. These Alerts
will be available both outside and within the Return file.
These Returns are refused by Central Site and have not yet been sent to the IRS, a bank, or a State for further processing. Information could be missing or invalid, or the Return could have been sent to Central Site with a Suspended Status.
To View and Correct Refused Returns:
1. Follow the directions above for Fed Rejects. If the Return has been Suspended, please see page 141 for removing the Suspension.
These Returns have been Retrieved from a Non-Transmitting Computer. They are ready to be Verified and then Transmitted.
To Verify and Transmit these Returns:
1. From the WIP, under Exceptions/Rejects, click Verify Retrieved. The Verify process will begin on the Returns in this queue. The Return Lookup window will appear showing the status or the Returns:
a. If a returns has been Verified successfully, it will be queued for Transmitting and the Status in the Return Lookup window will say “Return Queued”.
b. If a Return has not been Verified successfully, the Return will not be queued for Transmitting, and the Status will say “Retrieved”. These Returns must be corrected individually and re-Verified before they are ready to be transmitted. See page 116 for Verification of the Returns.
2. When you are finished reviewing the Returns, click the WIP button in the Toolbar to return to the opening screen.
These Returns have had a bank product rejected by the Bank and need to be corrected and resubmitted.
To View Returns with Rejected Bank Products:
1. From the WIP, under Exceptions/Rejects, click Bank Rejected.
2. Double click each Return in the list to open the bank applications one by one.
3. Correct the errors reported in the bank applications.
4. Click the Resubmit Bank App button to queue the bank application for resubmittal during the next transmission to Central Site.
During transmission to Central Site, software updates will be sent back to your program. You will be prompted to install the updates when Software Updates under Other Items becomes highlighted, and the number of updates will appear off to the right. It is important to install any Software Updates you receive as soon as possible to ensure your program is working at its maximum potential.
To Install Software Updates:
1. Close all other programs if you are working on a network.
2. From the WIP, under Other Items, click Software Updates. The Software Updates screen will open.
3. Click Print if you would like a copy of the description of the update(s).
4. Click Apply All.
5. Click Restart when installation is finished. The program will now open with the most current updates.
6. All other networked workstations can also open the program, if applicable.
Secure Email
This
function allows you to create an email to send to Technical Support during
communication with Central Site. Technical Support will receive your email and
send you a response that you will receive during your next communication with
Central Site that occurs after Technical Support has responded.
To create or edit an Email to be sent to Central Site:
1. From the WIP, under Other Items, click Secure Email. The Queued E-Mail window will open.
2. Click New. The Queue E-Mail Message window will open.
3. Write your message under Details.
4. Next to Attach SSN, enter the Taxpayer`s SSN to attach files from the return.
5. Enter the Destination User IDof the technical support person with whom you are working and click OK. The window will close and return to the Queued E-Mail window. The new-email will appear under Description.
6. To edit an email that has not yet been sent, click on the email to highlight it, and click Open. Edit the email and click Save.
7. Click Close when you are finished with creating and editing emails.The Emails will be sent to Central Site during the next communications.
Central Site will send you Bulletins regarding the most recent changes in federal and state tax laws, rules and regulations, along with important bank updates. The Bulletins will let you know what you need to do to stay in compliance, and in addition, will make you aware of any software updates that will be released to conform to the new law, rule or regulation. It is important to check the Bulletins often for any important information that may apply to you. You will be alerted when you have new Bulletins and how many.
To View, Save, Print and Delete Bulletins:
1. From the WIP, under Other Items, click Bulletins. The Bulletins screen will open.
2. Double click on the Bulletin you want to review. The Bulletin Message window will open.
3. Read the Bulletin, and
a. Click Saveto keep the message and turn off the alert that you have a new bulletin,
b. Click Delete to discard the bulletin,
c. Click Print to print the bulletin, and/or
d. Click Closeto close the bulletin and keep the alert that you have a new bulletin.
4. After reading all of your new Bulletins, click the WIP button in the Toolbar to return to the main screen.
This function allows you to view a calendar with the current day highlighted, schedule appointments, and view those appointments in both a list fashion by day and on the calendar.
From the WIP, under Other Items, click Today`s Appointments. The Today`s Appointments screen will open. The Today`s Appointments screen looks as follows:
Toolbar: The Toolbar is located along the top of the screen and allows you to work with Appointments.
Calendar: Different months can be viewed by clicking on the small arrows next to the name of the current month. The current day is circled in red. Also, the current day is shown at the bottom of the calendar. Days with appointments set are in bold.
Appointment List: This list appears to the right of the calendar. If you highlight a certain day on the calendar, this list will show you the appointments for that day. The list includes the Date and Time (in military time), along with the Preparer`s Name and the Subject matter of the appointment. If the appointment concerns a Client, the Taxpayer`s Name and phone number will also be listed.
Notes Area: This area will show any notes associated with a certain appointment entered by the User.
To create an Appointment:
1. Click Add from the toolbar. The Clients Appointments screen will open. If you highlight a date on the calendar before you click Add, this date will automatically appear under Date.
2. Enter the Subject of the Appointment. (Example: Prepare tax return, disburse refund check)
3. Next to Start Time, select the date and time from the dropdown calendar and the time selection arrows.
4. Enter the Preparerif it is someone different than the person currently logged in. The User ID of the person currently logged in will already appear.
5. Under OutLook,
a. Select the Duration of the appointment from the dropdown list.
b. Next to Remind Before, choose whether you want a reminder, and how long before the appointment you want to receive your reminder. The reminder will be sent to your Outlook account if you have that program.
6. Check Include Contact Informationif you want to include the Client`s contact information in the Outlook Reminder.
7. Click Send to Outlookto set the appointment in the Outlook calendar.
8. Enter the Name, Address, City, State, Zip, Phone, and E-Mail Addressof the client. You only need to enter the information that will be necessary for this particular client. If it is a new client, you should enter all of the information. If it is a returning client, you may only need to enter their name.
9. Enter any Notesthat will be helpful to you. These notes will appear on the Today`s Appointments screen when you click on the appointment in the Appointment List.
10. Click Save to close and return to the Today`s Appointments screen.
To view the details of an Appointment,
1. Find the Appointment in the calendar and click on it in the Client Appointment List to highlight it in blue.
2. Double click the Appointment. The Client Appointments screen will open.
3. View the Appointment.
4. Click the Go to button to open the Client`s Return, which will appear if the Appointment was created during the preparation of the Tax Return
5. When finished viewing the appointment, click Save to close and return to the Today`s Appointments screen.
To edit an Appointment:
1. Find the Appointment in the calendar and click on it in the Client Appointment List to highlight it in blue.
2. Click Editfrom the Toolbar or double click the appointment in the Client Appointment List. The Client Appointments screen will open.
3. Make edits to the Appointment.
4. Click Saveto close and return to the Today`s Appointments screen.
To delete an Appointment:
1. Find the Appointment in the calendar and click on it in the Client Appointment List to highlight it in blue.
2. Click Deletefrom the Toolbar. The appointment will delete without any prompting.
3. To view only your own Appointments, while logged in under your User Name, click Show My Appointments Only under the calendar.
4. When you are finished with Today`s Appointments, click the WIP button to close and return to the main screen.
Backing up your returns and other data is an essential function during the busy tax season. To enable and setup Backup, see page 28. Once the Backup Returns function is activated, all Returns (new and modified) are queued to the list of Backup Returns. If the Backup needs to be Restored, see page 176.
To Backup Returns:
1. From the WIP, under Other Items, click Backup Returns. The Backup Returns screen will open.
2. Click Select Allto highlight all of the Returns, or select individual returns by checking the boxes next to them.
3. Click Clear Allif you want to un-highlight all of the Returns and start the process over.
4. Click Backup. You will be prompted when you have successfully backed up your Returns, along with a number of how many Returns were backed up.
5. Click Closeto return to the main screen.
To Backup All Data:
1. From the WIP, under Other Items, click Backup Returns. The Backup Returns screen will open.
2. Click Full Backup. The Full Backup screen will appear.
3. Click in the boxes to create checkmarks of all the items you want to Backup. If you want to backup all items, place a check in every box.
4. Click OK. You will be prompted when you have successfully backed up your Data, along with how many items of Data were backed up.
5. Click Closeto return to the main screen.
This is a premium package. Please contact your sales person for details on purchasing and using this feature.
Frequently viewed reports can be located here so that you can quickly access them. See Chapter 8 for more information on reports.
To add and remove Reports to and from the Quick Reports area:
1. From the Opening Screen, click on Utility in the Menu Bar, drag the arrow down to Quick Reports List, and click once. The Quick Reports window will appear.
2. The screen on the left has Available Reportsthat can be added to the Quick Reports List, and the screen on the right has the Work In Progress-Quick Reports which are those reports that have already been added to the Quick Reports List.
3. To add a Report, click on the Report from the Available Reports so that it becomes highlighted. Click Add. The Report will move to the right hand side.
4. To remove a Report, click on the Report in the Work In Progress-Quick Reports so that it becomes highlighted. Click Remove. The Report will move to the left hand side.
5. Click OK to close and return to the main screen with the changes, or click Close to close the screen without any changes made to Quick Reports. If you click OK, the Quick Reports area of the WIP will reflect the changes.
6. To view a Quick Report, from the Quick Reports area on the WIP, click on the particular Report you want to view. The Report will appear.
7. When finished with the Quick Report, click the WIP button to return to the main screen.
The Payment Button
The Payment Button
allows any user of the program to process a payment and apply it to a taxpayer`s
invoice, even if the User does not have access to the taxpayer`s return file.
It also allows any User to view the payment details of previous payments made
making it easier to assist clients who have questions about their payment
history.
To Process a Payment:
1. From the
Toolbar on the Opening Screen, click the
a. Enter the Primary Taxpayer`s Social Security Number. The Tax Return Payment Summary window will open.
2. Click New Paymentwhich can be found on the bottom right hand side of the window.The Tax Return Payment Details window will open.
3. Enter the Date Receivedif different than the current date, from whom the payment was Received, select the Payment Method from the dropdown list, enter the Amount of the payment, and enter a Reference Number and/or Memo, if applicable.The name of the User who is currently logged in will appear next to Received By.
4. Click Save. The Tax Return Payment Details window will close, and the new payment will appear in the list under Payment Information in the tax Return Payment Summary window.
To View the Details of a Processed Payment:
1. From the
Toolbar on the Opening Screen, click the
2. Enter the Primary Taxpayer`s Social Security Number. The Tax Return Payment Summary window will open.
3. Click on the processed payment to view under Payment Information to highlight it.
4. Click Details which can be found on the bottom right hand side of the window.The Tax Return Payment Details window will open.
5. View the Details of the Payment and click Close when finished.