The Utility Menu provides a list of different functions, some of which need to be performed daily and are also found on the WIP Summary, and others which do not need to be performed as frequently.
This Utility is used by a Transmitting Computer to open files that have been transferred by a Non-Transmitting Computer. See the next section for directions on transferring Returns.
To Retrieve Returns:
2. From the dropdown box, locate the Returns folder where you previously transferred the data from the Non-Transmitting Computer. The files in the folder will be listed in the open window.
3. Click on the file you want to retrieve. It will be listed as the File Name used during transfer.
4. Click Open. The Transfer File Contents window will open.
5. Check the boxes of the Returns you want to retrieve by clicking on them. You can also use the Select All button to check all of the Returns or click Clear All to uncheck all of the Returns.
6. Click Retrieve. The number of Returns retrieved will be shown.
7. If the Retrieve Return Already Exists box opens, click “Y” to overwrite the existing Return and replace it with the retrieved Return, or hit “N” to skip the existing Return, or [Esc] to abort the Retrieve process.
8. Click OK. The Return Lookup screen will open with a list of the Retrieved Returns.
9. Transmit to Central Site. See page 117 for directions on transmitting returns.
The Transfer Returns function is used to transfer Returns from a Non-Transmitting Computer to a Transmitting Computer. This function is available in the Utility Menu, but is more readily available in the WIP for computers marked as Non-Transmitting/Feeder Computers during Setup. See page 23 for Setup.
To Transfer Returns from the Utility Menu:
1. From the Opening Screen, click on Utility in the Menu Bar,drag the arrow down to Transfer Returns, and click once. The Outqueue Contents window will open.
2. Go to Step 2, on page 154 for complete directions.
This utility allows you to create a customized report of different events that have occurred by person.
1. From the Opening Screen, click on UTILITY in the Menu Bar, drag the arrow down to Master Event Log, and click once.
2. Enter a number of Rows to limit the rows of data in the report.
3. From the dropdown box, select the search criteria you want to search.
4. In the next box, enter the value of the search criteria.
5. Click Go. The report will be prepared for viewing providing all events that have occurred for a particular social security number, Login ID, User ID, or Site ID.
The Export Records function allows you to export client data and Return information to an external database or spreadsheet program for the facilitation of custom sorting and reporting. The program saves the data in a comma-delimited file format, which is used by the majority of other software programs.
To Export Records from this program to an outside program:
1. From the Opening Screen, click on Utility in the Menu Bar, drag the arrow down to Export Records, and click once. The Export Records window will open.
2. Select an Export Namefrom the dropdown listto choose the name of the data you would like to export. The Export Name represents a preset list of data fields.
3. Next to Output Filename, enter the path name of the location where you would like to send the data, or press the […] button to browse.The Save As window will open.
4. Search for the folder where you would like to send the data, and click on it. Next to File name, enter a name for the file. Click Save. The path name will appear next to Output File Name.
5. Click Export. Some data sets (Export Names) provide a prompt for a Creation Date in a Month/Day format. Enter the date or leave blank. Click OK. The month and day are already entered by default. (Example: January 1st is entered as 0101) A window will appear showing how many Returns have been exported.
6. Click OK. The original Export Records window will now appear in front.
7. Click Closeto return to the main screen.
8. To view the data, open the database or spreadsheet program and open the file where the data was exported. The program will provide directions to convert the comma-delimited file to a useful format.
The Updates function allows you to transfer Software Updates from a Transmitting Computer to a Non-Transmitting Computer. It is important to establish communications with Central Site via the Transmit function on page 153 before transferring updates to be sure the updates are current.
To save Updates to a remote storage device (for a physical transfer) or folder (for an email transfer):
1. From the Opening Screen, click on Utility in the Menu Bar, drag the arrow down to Updates, and click once. The Software Updates window will open.
2. Next to Path, click on the Browse button in the top right hand corner to find the location of where you want to send the updates. Click on the folder and click OK.
3. Click on the Create Disk(ette) tab and check the boxes next to the software update packages you want to save. Depending on the size of the storage device, you may not be able to save all of the update packages at once.
4. Click on the update and click Details to view the details of an individual update.
5. Click Create. The Updates will be copied, and you will be prompted by the total number of updates.
6. Click OK to return to the initial Updates window.
7. If you have saved the Updates to a folder for emailing, zip the files in the folder, and email them.
To Load an Update from a storage device to a Non-Transmitting Computer:
1. From the Opening Screen, click on Utility in the Menu Bar, drag the arrow down to Updates, and click once. The Updates window will open.
2. Insert the storage device into the Non-Transmitting Computer.
4. The Updates will now appear as a list under Load Update(s).
5. In the Load Update(s) tab, check the boxes next to the software update packages you want to load from the storage device.
6. Click on an update and click Detailsto view the details of an individual update.
7. Click the Load button. The Updates will be loaded, and you will be prompted by how many Updates were loaded, and whether you have storage devices to load.
8. If you have additional storage devices to load, click Yes and follow the onscreen directions. Otherwise click No. Once you click No, the Software Updates window will open.
9. Click Apply All.
10. Click Restartafter Updates are installed to restart the program with the new updates applied.
To Load an Update from a zip file to a Non-Transmitting Computer:
1. Close the program if it is open.
2. Unzip the files from the email to the location C:\Xlink15\WRKQUEUE. If you are loading Updates to a server via email, use the Network Location, for example, E:\Xlink15\WRKQUEUE.
3. Open the program. The Software Updates will appear in the WIP Summary, and can be loaded in the same manner as they are for a Transmitting Computer. See page 163 for more information.
The Activate Check Range is used to limit a range of check numbers that are authorized to be printed. This function is available in the Utility Menu, but is more readily available in the WIP Summary under the Printing Queue.
To Activate and Begin a Series of Checks from the Utility Menu:
1. From the Opening Screen, click on Utility in the Menu Bar, drag the arrow down to Activate Check Range, and click once. The Checks, Registers, and Activation window will open.
2. Go to Step 2, page 155 for complete directions.
This function allows you to print blank Tax Forms, Schedules, and Worksheets.
To Print Blank Forms:
1. From the Opening Screen, click on Utility in the Menu Bar, drag the arrow down to Print Blank Forms, and click once. The Print Blank Forms window will open.
2. Next to Package Name, select a particular package from the dropdown list that you would like to print. EF Package is the Federal Electronic Filing Package, PF Package is the Federal Paper Filing Package, and the other Packages are listed by the two letter state postal code.
3. Check the box next to the Forms, Schedules, or Worksheets you would like to print, or click Select All to print the entire package.
4. Click Closewhen you are finished to return to the previous screen.
This function allows you to add Reports to the Quick Report list so that they can be queried and viewed by a simple click on the WIP screen. See page 169 on how to add and view a Quick Report.
This function helps Technical Support troubleshoot problems you may be having. You should use these utilities only when you are in contact with Technical Support. Your Technical Support contact person will assist you in the use of these functions.
Important Note: It is best to limit this function to Users with Administrator access to prevent unauthorized changes to important program data. See page 48 for directions on limiting access to other Users. Systems Utilities is a specifically listed access that can be limited.
This function allows you to restore Returns you previously stored using the Backup Returns function in the WIP Summary screen. See page 167 for details. While you should regularly use the Backup Returns function to protect data, the Restore Backup Returns function will only be needed when something has happened to your Return data.
To Restore Backup Returns:
2. If the Returns have been saved to a different Backup Path than the one setup as a default, hit the […] button to browse. If you use the Browse function, click OK to enter the proper Backup Path.
3. Next to List Return, use the dropdown box and do the following:
a. Click Show Allto show all saved Returns (this will include copies of the same Return if the Return has been backed up more than once),
b. Click Show Most Recentto show the most recently saved Returns (this will include only the most recently backed up copy of an individual Return), or
c. Click Show Recent Over dirto show the last complete list of saved Returns (this will include only copies of Returns that no longer exist in the current directory).
4. Check the box next to the Returns you want to restore, or use the Select All button to choose all of the Returns, or use the Clear All button to clear those Returns you have already checked.
5. Click Restore. If a Return being restored already exists in the current program data, you will be prompted whether you want the existing Return replaced.
6. Click one of the following:
a. Yesto overwrite the existing Return with the saved Return (note that any changes made to the Return since the last Backup will be lost),
b. No to keep the existing Return, or
c. Allto overwrite all existing Returns with the saved Returns.
7. Click OKon the window prompting you as to how many Returns were restored. The Return Lookup screen will show the restored Returns.
8. Review the restored Returns, and click WIP to return to the main screen.
This function allows the current user to quickly access the Login Preferences that are available when the Login Account is created during Setup. See page 47 for specific directions. Specifically, this function allows the user who is currently logged into the program to select different preferences and override some selections made during Setup. This function also allows the current user to change his or her password.