The Reports Menu provides several different preset Reports. The data for these Reports can be queried according to your needs so that a Report only reflects the information you require. Custom Reports can also be generated within the Return Lookup screen by selecting columns to be displayed and criteria to be queried.
All preset Reports are opened in the same manner with differing options available for sorting and grouping within the particular Report window. As listed below, there are six categories of preset Reports each having its own subgroup of Reports. Several types of Reports are available to meet the needs of your individual business, and you will find some of them to be indispensable. To find the Report you are looking for, use the Report Menu to decide on a general option, and then scroll on that option for a particular Report that will meet your needs.
Alternatively, there are several options available for creating a custom Report within the Return Lookup screen. The user selects all of the columns to be viewed in the Report and then separately selects the search criteria to be used, along with the parameters of that search criteria.
General Directions for Opening and Viewing a preset Report:
2. Mark options on how you would like to query the Report. See below for further details on individual Reports.
3. To view the Report, click Quick View. The Report will appear in the Results screen.
4. To print the Report, click Print. The Print window will open.
5. Select the Printer from the dropdown list. The default printer for Reports will alreadyappear. See page 32 for setting up the default printer.
6. Click OK to print a hard copy, click PDF to create a PDF, or click Cancel.
7. Click Close to close the Report window.
These Reports print a list of Returns according to their current status. This function is useful for creating a list of Returns that need a specific step to further or complete the tax preparation process.
Rejected Returns This Report allows you to view rejected Federal Returns as a list. You have different options for sorting and grouping the data. You can also limit the Returns on the list by a starting and ending acknowledgement date.
Detailed Rejected Returns This Report allows you to view the details of rejected Federal Returns including the reject code and description of the reject. You have different options for sorting and grouping the data. You can also limit the Returns on the list by a starting and ending acknowledgement date.
Refund Transfers This Report provides a list of clients who have received a refund transfer. You have several options for sorting and grouping the data.
Check(s) Ready This Report provides a list of clients whose checks are ready for printing. It allows you to sort and group the clients by different criteria and includes the client`s home phone number. This Report is a useful tool to use in tandem with check distribution.
State ACKs/Rejects This Report provides a list of State Returns that have been acknowledged, along with their status, including whether they have been rejected by the State. The Report can be sorted by different criteria, including the State Code.
Status by Creation Date This Report provides a list of Returns and their current status within a certain date range of being created. Other sorting criteria can also be applied to the Report.
Status by Modification Date This Report provides a list of Returns and their current status within a certain date range of having been modified. Other sorting can also be applied to the Report.
Status with Prep Fees This Report is similar to the Status by Creation Date Report except that it also includes the Tax Preparation fees charged.
EDT Status Report This Report provides a list of Extensions that have been electronically filed and whether they have been acknowledged or rejected, or are still pending.
These Reports print a list of Returns that have been acknowledged either by all Returns within a certain date range or by category. The Reports give a count of how many Returns have been acknowledged and allow you to sort and group the Returns by different criteria.
IRS ACK Counts This Report provides a list of all federal Returns acknowledged within a certain date range and can be sorted and grouped by different criteria, making the Report more customized to your needs.
IRS Rejects (ALL) This Report provides a list of all federal Returns that have ever been rejected, including those that have been retransmitted and acknowledged. This report can be very helpful for quickly viewing what types of Returns are being rejected in order to identify whether a Preparer is potentially committing fraud.
IRS and State Acknowledgements This Report is similar to the previous Report except that it only includes Reports that required both IRS and State Acknowledgement if both Acknowledgements have been received. This Report is very helpful if you are preparing Returns for States who are slower to process and acknowledge their Returns or those States who do not acknowledge rejected Returns.
IRS Acks with Phone and Address This Report provides a list of all federal Returns acknowledged within a certain date range with the Phone Number and Address of the client.
RACs with IRS Deposits This Report provides a list of all federal Returns for which a refund deposit has been issued by the IRS.
RACs without IRS Deposits This Report provides a list of all federal Returns for which a refund deposit has not been issued by the IRS.
These Reports group Returns by whether the tax preparation fees have been paid.
Fee Payments by Payment Date This Report provides a list of Returns for which fees have been paid by payment date. This Report also breaks down the fees paid by Return Preparation Fee, Electronic Filing Fee, and Document Preparation Fee.
NO Fee Payment by Ack Date This Report provides a list of acknowledged Returns for which the fees have not yet been paid.
Fee Payments by Receipt This Report provides a list of Returns for which fees have been paid by Receipt number. This Report also breaks down the fees paid by Return Preparation Fee, Electronic Filing Fee, and Document Preparation Fee.
NO Fee Payments by Receipt This Report provides a list of Returns for which the fees have not yet been paid by Receipt number.
Fee Payments by Site and Date This Report provides a list of Returns by Site for which the fees have been paid.
RAC Fees by Site This Report provides a list of Returns by Site showing the amount of Bank RAC fees that have been charged and whether they have been paid.
OTC Payments by Payment Date This Report provides a list of clients who have received a payment as an overage from the original amount of their tax return refund.
This function does not print an actual Report, but instead prints Acknowledgment Letters within a certain group, and within a certain date range.
IRS Balance Due Letters This function prints all Acknowledgement Letters from the IRS for Returns you have processed that require a balance of tax paid to the IRS within a specified date range.
IRS Acknowledgement Letters This function prints all Acknowledgment Letters from the IRS within a specified date range, regardless of the contents of the letter.
State Acknowledgement Letters This function prints all State Acknowledgment Letters within a specific date range, regardless of the contents of the letter.
Client Payment Vouchers This function prints only the Payment Voucher for Federal Acknowledgement letters.
There are three options for printing mailing labels:
1) Use the internal software program for formatting and printing the labels.
2) Use the Export to Word function within the Mailing Labels function to export the data to Microsoft Word for formatting and printing labels.
3) Use the Export Records function within the Utilities function to export the data to any type of data processing program.
Note: The third option only provides for a full mailing list of all clients whereas this function allows a more refined sorting of clients. To print Mailing Labels using the third option, see page 172 under Utilities for further directions on Export Records.
To print Mailing Labels using the first two options:
1. From the Opening Screen, click on Reports in the Menu Bar and drag the arrow down to Mailing Labels. A new menu will open to the right. Drag the arrow down to the particular set of mailing labels you want to print and click once. The Report Writer window with the particular set of labels you chose will open. Under Results, basic information about the formation and printing of the mailing labels will appear.
2. To view the Labels under Results, click Quick View.
3. To print the labels within the program,
a. Click Print. The Print window will open.
b. To choose a different printer than the default, use the dropdown list and click on a new printer.
c. Click PDFto view a PDF.
d. Click Printto print the labels. Note: This program only prints one format of labels-They must be 1 by 4, such as Avery #5161.
4. To print the labels in Microsoft Word,
a. Close all Microsoft Applications.
b. Click Export to Word. Microsoft Word will open with the labels pre-formatted.
c. Edit the labels in Word however you choose.You can change the font size and type, save the labels, and make whatever other changes you choose. You can also Export the data from Word to another data processing program at this time for further sorting of data.
d. Print the labels via the print function in Microsoft Word or other program.
5. Click Closeto close the Report Writer and return to the main screen.
Sets of Mailing Labels Available
Mailing Labels-RejectsThis functions creates mailing labels for those clients whose Returns are currently rejected by the IRS.
Mailing Labels by Site This function creates mailing labels for all of the clients who have their Returns prepared at a particular Site.
Mailing Labels-Self Prepared This function creates mailing labels for only those clients who prepare their own Returns, and then use your services for electronic filing.
Mailing Labels-Paper Returns This function creates mailing labels for only those clients who do not file their Returns electronically, but instead mail them as paper Returns.
Mailing Labels-Queued Returns This function creates mailing labels for Returns that are currently queued for transmitting to Central Site.
These Reports group clients by certain criteria or by providing certain information about the clients.
Client Birthdate List This Report provides a list of all of your clients and their birthdates, along with their spouses and spouses` birthdates.
Telephone List by Preparer This Report provides a list of your clients, their telephone numbers, and the fees they have paid. The clients can be sorted by different criteria, including by Preparer and Site ID.
Receipts by Site This Report provides a list of all Returns prepared by Site, including the Preparer ID, the current Status of the Return, the Date the Return was transmitted, the amount of the Refund, and the type of Bank Product they used, if any.
Returns without Receipts This Report provides the same information as the Receipts by Site Report, however, it only shows the Returns that were prepared without a Receipt number.
Client Telephone List This Report provides a list of your clients and their telephone numbers. The clients can be sorted by different criteria.
Client Referral Summary This Report provides a list of your clients and how they were referred to use your business.
To Create and View a Custom Report:
1.
From the Toolbar, click on the
2. From the Return Lookup Toolbar, click on the Extended button. The Search Field Setup window will open. The upper left side of the screen has a list of Available Display Fields and the upper right side of the screen has a list of Selected Display Fields.
3. To add a Display Field column to the report, click on the name of the field in the Available Display Fields list to highlight it, and click the Add button. The selected Display Field will be removed from the list on the left and appear on the list on the Right under Selected Display Fields.
4. To remove a Display Field column from the report, click on the name of the field in the Selected Display Fields list to highlight it, and click the Remove button. The selected Display Field will be removed from the list on the right and appear on the list on the left under Available Display Fields.
5. The bottom left side of the screen has a list of Available Search Fields. To add a Search Field to the report, click on the name of the field in the Available Search Fields list to highlight it, and click the Add button. Depending on the search field selected, a window will open asking for the criteria of that specific field.
6. Enter the appropriate criteria for the search field in the open window by entering a number, dates, or other criteria, or by selecting from a dropdown list, and click OK.The selected Search Field will be removed from the list on the right and appear on the list on the left under Selected Search Fields.
7. To remove a Search Field from the report, click on the name of the field in the Selected Search Fields list to highlight it, and click the Remove button. The selected Search Field will be removed from the list on the right and appear on the list on the left under Available Search Fields.
8. Click Save at the bottom. The Save Report window will open.
9. Enter the name of the newly created report and click OK in the Save Report window.
10. Click OK in the Search Field Setup window and the newly created report will appear for viewing.
To view a previously created Custom Report:
1.
From the Toolbar, click on the
2. From the Return Lookup Toolbar, click on the Extended button. The Search Field Setup window will open.
3. Click on the Reports button at the bottom of the window.The Saved Reports window will open.
4. Select the Custom Report from the dropdown list and click Load.The Search Field Setup window will open.
5. If any changes to the Custom Report are needed, make changes according to the directions above for creating a Custom Report.
6. Click Save to save the Custom Report with a new name and follow the directions above for creating a Custom Report. Otherwise, click OK to view the report.
To work with a Report:
1. Create a new Custom Report or open an existing Custom Report as instructed above.
2. Click the Export button in the Toolbar to export the information to an Excel spreadsheet. The Excel spreadsheet with the Custom Report will open and normal Excel functions are available for manipulating the data or saving the report in Excel format.
3. Click the Summarybutton in the Toolbar to create a summarized version of the Custom Report. The Report Totals window will open with a list of the Field Descriptions in the report, how many returns have data applicable to that field, and the total of the field. The data will vary depending on the individual report.
To delete a Custom Report:
1.
From the Toolbar, click on the
2. From the Return Lookup Toolbar, click on the Extended button. The Search Field Setup window will open.
3. Click on the Reports button at the bottom of the window.The Saved Reports window will open.
4. Select the Custom Report from the dropdown list and click Delete.