TaxWise Online User Guide

Transcription

1 TaxWise Online 2015 User Guide

2 T A X W I S E O N L I N E User Guide 2016 Universal Tax Systems, Inc. and its affiliates and/or licensors. All rights reserved. 225 Chastain Meadows Court NW Suite 200 Kennesaw, GA Audit Shield, MAX, InterviewPLUS, TaxWise, Universal Tax Systems Inc. are registered trademarks and/or registered service marks of Universal Tax Systems, Inc.. ATX, Client Accounting Suite, Fixed Asset Manager, PaperlessPLUS, Protection Plus, and Trial Balance are trademarks and/or service marks of Universal Tax Systems, Inc.. CCH and IntelliConnect are registered trademarks of CCH Incorporated. CCH ifirm is a trademark of CCH Incorporated. Excel, Internet Explorer, Outlook, Microsoft, and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other company and product names referenced in this manuscript may be the trademarks or service marks of their respective companies. No part of this manuscript may be copied, photocopied, reproduced, modified or distributed in any form or by any means without permission in writing from Universal Tax Systems, Inc. d/b/a CCH Small Firm Services. Information in this manuscript is subject to change without notice. Any software or service described in this manuscript is furnished under a license agreement and may be used or copied only in accordance with the terms of the license agreement. CCH Small Firm Services is not engaged in rendering legal, technical, or other professional services. Use of this manuscript or the information in this publication does not relieve the user of complete responsibility for the operation and functionality of its computers and/or network, for the maintenance and backup of all user data, or for the preparation, content, accuracy, and review of all forms. Any mention herein of third party products is for informational purposes only and does not constitute an endorsement by CCH Small Firm Services. CCH Small Firm Services assumes not responsibility with regard to the performance or use of third party products. THIS MANUSCRIPT IS PROVIDED AS-IS WITHOUT ANY WARRANTIES, EXPRESSED OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. February 2016

3 This User Guide contains information similar to that in the Program Help provided with TaxWise Online. Because this User Guide is published only once at the beginning of the tax season, you should consider using Program Help as your primary resource during tax season. Program Help contains the most up-to-date information on the product.

4

5 Table Of Contents TaxWise Online System requirements 2 What's the difference in configurations? 2 Browser Support 3 Types of internet connections 3 Test your internet connection 3 Advantages of TaxWise Online 3 What's new for TaxWise Online Differences between TaxWise and TaxWise Online 5 Access TaxWise Online Create a favorite in Internet Explorer 7 Create a bookmark in Google Chrome 8 TaxWise Online TaxWise Online training resources 11 TaxWise Online training site 11 Create training returns 12 Simulated ackowledgments 12 Log in 13 Log in as the admin user 13 Log in as a created user 15 Password requirements for new users 16 Reset a locked account 17 TaxWise Online home page 19 Return Tasks 19 Search for returns 20 Return List 21 Reorder the columns 21 Sort the columns 21 Filter the list 22 Customize columns 22 Retrieve returns (Alternative Preparation Solution) 23 Use the Help Center 27 Administrator functions 29

6 Create and manage users 30 User roles 30 Administrator 30 Check Printer 32 EfileManager 32 ExportGrid 33 Interviewer 33 InterviewProcessor 34 LicensedUser 34 ReturnPreparer 35 ReturnPrinter 35 Reviewer 36 SuperUser 37 TemplateManager 38 Add new users 38 Create a custom message 40 Deactivate a user 41 User Settings 42 Administrator settings 43 Create custom fields and pick lists for preparer's use 44 Create Return Stages 46 Print sets 47 Custom print sets 48 State print sets 50 Advanced settings 52 Classic Mode 52 Updating Forms in Classic Mode 53 Classic Mode calculator 53 Copy calculations to form fields 54 Differences between Classic Mode and Default Mode 54 Add and edit salutations 55 Send settings 56 Reset sent e-file status 57 Return Templates 58 Create Return Templates 59 Lock and unlock Return Template fields 60 Edit Return Templates 60 What type of information should be in a Return Template? 60 Assign Return Template(s) to user(s) 62

7 Partner Verification 63 InterviewPLUS Interviews 65 Process Interviews 65 Delete an unprocessed interview 67 Prepare returns 69 Start a new return 69 Use the Interview Wizard 70 Navigate the tax return 76 Understand color coded entries 77 Shortcut keys 78 Forms Tree 79 Preparer Use fields in a return 79 Add forms to a return 80 Link Forms 81 PDF attachments 82 Use the Refund Monitor 83 Check return status 84 Select the Return Stage 84 Select the return stage from inside a return 85 Select the return stage from the return list 85 Taxpayer Diary 85 Access Taxpayer Diary from a Return list 86 Move returns 87 Delete returns 88 Restore deleted returns 90 Restore multiple deleted returns 91 Settlement Solutions (Bank Products) 93 Access your ERO application 93 Fix rejected bank application 94 Client Letter 95 Add a client letter to a tax return 96 Customize a client letter 96 Delete a customized client letter 98 Printing 99 Print Returns 100 Print a single form 100 Print returns from the home page 101

8 Print sets 102 Print Reject Details 103 Print checks 105 Reports 105 Working with e-files 107 Run diagnostics 107 Correct electronic filing errors 108 Warnings 108 Overridden Entries 108 Estimated Entries 109 Create and submit e-files 109 Linked vs. unlinked state returns 109 Acknowledgments 111 View acknowledgments 111 View acknowledgments by calendar date 113 Archive acknowledgments 113 Identify rejected returns 114 Correct and resubmit rejected returns 115 State Rejects 115 Use the TaxWise Online help 117 TaxWise Online help 117 Table of Contents tab 118 Index tab 119 Search tab 120 Favorites tab 121 State help 122 Context sensitive help 122

9 Chapter 1 TaxWise Online 2015 TaxWise Online brings the power and ease-of-use of TaxWise Desktop to the user's web browser. The flexibility and convenience of working with tax returns anywhere, anytime makes TaxWise Online the best option for tax professionals and tax preparers who need a powerful tax preparation program combined with the mobility of a web-based product. TaxWise Online utilizes broadband internet to access our secured servers for online return preparation and submission. -1-

10 Chapter 1: TaxWise Online 2015 System requirements For best performance, follow the "Best" (recommended) system requirements. Base Better Best Operating System Windows Vista Windows 7 Windows 8 Windows 7 Windows 8.1 Processor 800MHz processor 2.8 GHz processor Intel Core i5 is better and equivalent processors Memory (RAM) 1GB 4GB 8GB Available Hard Disk Space 1GB 3GB 3GB on solid state drive Computer Monitor (Display) 1024x x768 or higher 1920x1080 (1080p or 1080i) Internet Browser Internet Explorer 9.0 Internet Explorer 11 Internet Explorer 11 Printer (Microsoft Windows Compatible) Inkjet (non- W2/1099 forms); Laser (W-2/1099) Inkjet (non- W2/1099 forms); Laser (W-2/1099) Laser What's the difference in configurations? Base: TaxWise will install and run correctly in this minimal configuration, but performance may not be suitable for some users Better: Enhances performance and application response times to meet the needs of most TaxWise users Best: Recommended for optimum performance, especially for users who prepare complex returns or large numbers of returns -2-

11 Chapter 1: TaxWise Online 2015 Browser Support Internet Explorer 9 or greater Google Chrome Types of internet connections Common types of high speed internet connections and how they may affect your facility: Cable Hi-Speed - This is shared technology among an area, not a one to one internet connection. If the site is in an area that has heavy internet usage in the afternoon, internet speed will be faster in the morning and slow down in the afternoon. DSL - This is a one to one internet connection, but the speed per computer is going to be dependant upon how many computers are accessing the internet at one time. For example: I have DSL with a connection speed of 2.1 MBS, but if all three of my computers are accessing the internet at the same time, my speed can drop to 500KBS. Most companies that offer DSL have pricing options. Typically, the cheaper the monthly rate, the slower the connectivity. T1 - This is typically used on a campus or shared between businesses. This type of internet connection can accommodate 200+ users. T1 providers typically guarantee a high level of service, speed, and consistency. Test your internet connection To get the most out of TaxWise Online, your minimum internet connection speed should be 800 KBS. Your connection speed can be verified by accessing or by clicking the Speed Test link from the TaxWise Online Home Page. Advantages of TaxWise Online Reduced tax preparation burden: No installation on individual computers - program maintained on CCH SFS servers No updated required - program updated by CCH SFS No need to backup and restore returns to a central computer for transmission - data already resides as CCH SFS -3-

12 Chapter 1: TaxWise Online 2015 Improved security: No data stored on individual computers - the CCH SFS secured facility stores all data Intrusion detection - CCH SFS uses software to reduce threat of hackers Greater mobility: With proper log in credentials, TaxWise Online can be accessed from any computer with a broadband internet connection Troubleshoot problems remotely Immediate availability - nothing to ship What's new for TaxWise Online 2015 The new changes in TaxWise Online, listed in this section, are designed to help you improve the speed and accuracy with which you deliver your final product to the customer. Ability to mark all user active or inactive In the User Manager the Admin user has the ability to mark all users active or inactive. Settlement Solutions TaxWise Online now supports Republic and Refund Advantage. Partner Verification On the Partner Verification screen you are able to enter the Protection Plus add on fee. Google Chrome support Templates are now supported using Google Chrome. Competitor conversions Once you convert your returns, you have the ability to upload the zip file on the Support site. This will allow you to carryforward prior year data into your returns for TaxWise Online. See the help on the Support Site for more information. -4-

13 Chapter 1: TaxWise Online 2015 Return Printer role The Admin and Superuser have the ability to print without having this role assigned. All other users will need this new role assigned to their user name. Differences between TaxWise and TaxWise Online The following table displays the main differences between TaxWise Online and TaxWise Desktop: TaxWise Online Insert Row: Ctrl+I TaxWise Desktop Insert Row: Alt+Insert Remove Row: Ctrl+R Prior Year Carry Forward: No preliminary steps. Prompted to carry forward data when starting a new return. Printing: Three (3) pre-defined PDF form sets, plus the ability to customize federal and/or state print sets. Internet: High-Speed required Return Storage: All return are stored on CCH SFS servers. Updates: Federal, state and module updates apply automatically at 7am EST Client Letter: Limited client letters Training: Year-round via twonline.taxwise.com/training Delete Row: Alt+Delete Prior Year Carry Forward: Must carry forward data prior to creating returns. Printing: Ability to customize print packets Internet: High Speed Recommended Return Storage: Local Updates: Federal, state and module updates must be downloaded and manually applied to all computers Client Letter: Wide variety of client letters Training: Year-round training via the Training user name -5-

14 Chapter 1: TaxWise Online 2015 TaxWise Desktop users can switch to TaxWise Online and carry forward prior year data, as long as they performed regular or archive backups during the prior filing season. The following shortcut keys function the same for TaxWise and TaxWise Online: F1 - Opens program help F3 - Toggle Estimated for the selected field F8 - Override the selected field F9 - Link to a form -6-

15 Chapter 2 Access TaxWise Online 2015 To access TaxWise Online 2015, type in the address bar of your internet browser and press Enter. TaxWise Online 2015 will be activated approximately November 23, Prior to November, the application will be the 2014 version. You must disable all pop-up blockers to use TaxWise Online. Create a favorite in Internet Explorer To create a favorite link in Internet Explorer, use the following steps: 1. Open Internet Explorer. 2. Type in the address bar of the internet browser and press Enter. 3. Click the Favorites menu and select Add to Favorites. -7-

16 Chapter 2: Access TaxWise Online 2015 Internet Explorer displays the Add a Favorite dialog box: 4. Enter the name you want the Favorites menu to display for TaxWise Online. The Name box displays User Management Login by default. Other TaxWise login screens also display this name. TaxWise recommends changing the name to TaxWise Online. 5. Click Add. To open the Favorites list, click the Favorites button on the toolbar. Create a bookmark in Google Chrome To create a bookmark in Chrome, use the following steps: 1. Open Google Chrome. 2. Type in the address bar of the internet browser and press Enter. 3. Click the icon in the address bar. -8-

17 Chapter 2: Access TaxWise Online 2015 Google Chrome displays the Bookmark dialog box: 4. Enter the name you want the Bookmark to display for TaxWise Online. 5. Select the folder where the bookmark should be and click Done. TaxWise Online 2014 To access TaxWise Online 2014 after November 2015, type in the address bar of your browser, then press Enter. -9-

18 -10-

19 Chapter 3 TaxWise Online training resources The training site allows users to go through the entire process of creating returns, running diagnostics, creating and submitting e-files, and viewing acknowledgments. TaxWise Online training site The TaxWise Online Training Site allows you to prepare practice returns and simulate transmitting returns and receiving acks through our Training EFC. In order to practice tax preparation under the Training EFC, you must log in to the TaxWise Online training website: The training site shares the same log in information as the production site. It has a green background, so it can easily be distinguished from the production site which has a blue background, Returns created in the training site will not show up in the production site. -11-

20 Chapter 3: TaxWise Online training resources Create training returns To create training returns, the primary SSN entered must end with the last four digits of the EFIN used for that office or user. For exampe, for EFIN , an acceptable primary SSN could be If there are several preparers using the same EFIN to transmit, assigning a unique range of numbers for each user for the first 5 digits of the primary SSN will provide a way to track each users' progress and avoid duplicate return messages. Simulated ackowledgments Practice e-files, once created, can be sent to our Training Electronic Filing Center and processed. Users then receive either acknowledgments showing their returns as Accepted or Rejected. Users have the ability to control whether the acknowledgment is 'IRS Accepted' or 'IRS Rejected'. If the primary SSN for the return begins with an even number (0, 2, 4, 6, or 8), the return will be 'IRS Accepted'. If the primary SSN for the return begins with an odd number (1, 3, 5, 7, or 9), the return will be 'IRS Rejected'. This allows users to view and print acknowledgments for both accepted and rejected returns. The simulated IRS acknowledgment for each rejected return will provide an IRS reject code that gives the reason for the rejection. For training returns, reject codes are assigned based on the first digit of the primary SSN rather than any actual information within the return. You cannot correct a rejected training return. Even if errors are found and corrected and the return is resubmitted, it will be rejected again because the primary SSN begins with an odd number. -12-

21 Chapter 4 Log in In order to begin working in TaxWise Online, you must first log in to the site. The admin user's initial password will be your Registration Code if you are a first time TaxWise Online user. Upon logging in for the first time, you will be prompted to change your password immediately. If you already have a password for admin, you will use it. Log in as the admin user Each user must have a unique user name and password and can only be utilized on one device at a time. If the same user name and password are logged in at the same time, one user will automatically be logged out of the application. To log in to TaxWise Online 2015 for the first time as the admin user, use the following steps: 1. Do one of the following: Double-click the TaxWise Online icon on the desktop. Double-click the internet browser icon, click the Favorites/Bookmark button and select TaxWise Online. -13-

22 Chapter 4: Log in Type in the address bar of the internet browser and press Enter. TaxWise Online displays the following Login screen: 2. Enter the Client ID. 3. Enter admin in the User Name box. 4. Enter the Registration Code or established password in the Password box. Your Client ID and Registration Code can be obtained from your Site Administrator/Office Manager. 5. Click Login. Immediately upon your first login, TaxWise Online prompts you to change your password. 6. Enter a new password in the New Password box. 7. Re-enter a new password in the Confirm Password box. The administrator password must be at least 8 alpha-numeric characters with at least one number and must be changed every 90 days. 9. Click Change Password. -14-

23 Chapter 4: Log in TaxWise Online changes your password. 10. Click Continue. For security purposes, you must choose a security question. 11. Choose a Security Question from the drop-down list. 12. Enter an answer in the Security Answer box and click OK. Log in as a created user Each user must have a unique user name and password and can only be utilized on one device at a time. If the same user name and password are logged in at the same time, one user will automatically be logged out of the application. To log in to TaxWise Online 2015, use the following steps: 1. Do one of the following: Double-click the TaxWise Online icon on the desktop. Double-click the internet browser icon, click the Favorites/Bookmark button and select TaxWise Online. Type in the address bar of the internet browser and press Enter. TaxWise Online displays the following Login screen: 2. Enter the Client ID. 3. Enter the User Name. 4. Re-enter your User Name in the Password box. -15-

24 Chapter 4: Log in The first time you log in to TaxWise Online as the created user, the password is the user name. 5. Click Login. Immediately upon your first login, TaxWise Online prompts you to change your password. 6. Click Change Password. 7. Enter the new password in the New Password box. 8. Re-enter the new password in the Confirm New Password box. The password must be at least 8 alpha-numeric characters with at least one number and must be changed every 90 days. 9. Click Change Password. TaxWise Online changes your password. 10. Click Continue. For security purposes, you must choose a security question. 11. Choose a Security Question from the drop-down list. 12. Enter an answer in the Security Answer box and click OK. Password requirements for new users Passwords assigned to new users must meet the following requirements: Password must contain at least 8 characters. Must not exceed 100 characters. Must contain at least one number. Passwords are case-sensitive. Cannot contain the user name. Cannot reuse any of your last 10 passwords. Must be unique to the Client ID. Passwords must be changed every 90 days. -16-

25 Chapter 4: Log in The admin user can reset password for users. When a password is reset, it reverts to the user name and will immediately require the user to change the password upon logging in. Reset a locked account When a user fails to provide the correct password in three consecutive attempts, TaxWise Online locks the account. Once the account is locked, you need to reset the password so you are able to log in. If non-admin users are unable to reset the password, they should contact the admin. After the admin resets the password the user will enter their user name in the user name and password boxes. TaxWise Online will prompt the user to change the password. To reset the admin password you must contact Customer Support. An electronic authorization will be sent to the address on file for the account. To unlock the account, use the following steps: 1. Click the Click here to reset your locked account link. 2. Enter the Client ID and User Name of the locked account. 3. Click Next. 4. Enter the answer to the security question. 5. Click Next. 6. Enter a new password in the New Password box. 7. Re-enter the new password in the Confirm New Password box. 8. Click Change Password. TaxWise Online displays a confirmation message. 9. Click Continue. 10. Select a security question and enter the answer. 11. Click OK. TaxWise Online opens to the home page. TaxWise Online sends an reporting the change of password to the address provided when the user name was set up. -17-

26 -18-

27 Chapter 5 TaxWise Online home page Whether you are the admin user or another user, the home page is the first thing you see when you log in to TaxWise Online. From the home page, you can view returns by type as well as open, move, save, print, or delete returns. Certain functionality of the home page is limited to the admin user. Return Tasks TaxWise Online has the ability to quickly filter the view of returns based on their status or return stage. To use the view filter, use the following steps: 1. Log in to TaxWise Online. 2. Click the desired filter on the Return Tasks sidebar. -19-

28 Chapter 5: TaxWise Online home page The view filter offers you the following filter options: Accepted Returns Active Returns Paper Returns Rejected Returns Send/Create Failed (allows you to view the returns that failed when creating or submitting the e-file) All Returns Return Stages (clicking this link will expand to show all return stages that have been set up) Search for returns TaxWise Online allows you to search for a particular return by SSN or user name. To search for a return, use the following steps: 1. Type the SSN or user name in the Search Returns box. -20-

29 Chapter 5: TaxWise Online home page Return Tasks contains the Search Returns box: 2. Click the Search button. Return List TaxWise Online displays any returns matching the entered criteria in the window. TaxWise Online gives you the ability to sort and filter the return list for each type of view listed in the Return Tasks. Reorder the columns To reorder the columns, click the desired column heading and drag it to the new location. Sort the columns By default the returns are sorted by the first column, TIN. To sort by a different column, click the column heading you wish to search by. The returns will be sorted in ascending order. To sort the list in descending order, click the column heading again. TaxWise Online remembers the last sort option you selected when returning to the return list. -21-

30 Chapter 5: TaxWise Online home page Filter the list Each column is able to be filtered by typing in the field or selecting an option from the list. To remove the filters, click Manage Return List, then click Clear Filters. Customize columns On the return list you have the option to show or hide all the columns, except the TIN column. By default, the columns listed are TIN, First Name, Last Name, Package, US e-file, State e-file, Stage, States, Telephone and Username. The customization of columns has to be done for each View listed in the Return Tasks pane. For example, if you want to customize the All Returns view and the Search Returns view you will need to select the view you wish to customize and follow the steps below. To show additional columns, use the following steps: 1. Click the Manage Return List link. 2. Click thecustomize Columns link. -22-

31 Chapter 5: TaxWise Online home page TaxWise Online displays the Customize Columns box: 3. Select the column name from the box, then drag and drop to the desired location in the return list. 4. Click the Customize Columns link, to close the Customize Columns box. 5. Click the Manage Return List link to close the menu. To hide columns, use the following steps: 1. Click the Manage Return List link. 2. Click thecustomize Columns link. TaxWise Online displays the Customize Columns box. 3. Select the column name from the return list, then drag and drop to the Customize Columns box. 4. Click the Customize Columns link, to close the Customize Columns box. 5. Click the Manage Return List link to close the menu. Retrieve returns (Alternative Preparation Solution) TaxWise Online allows you to move returns that were created and uploaded by TaxWise desktop to a user name under your client ID. -23-

32 Chapter 5: TaxWise Online home page TaxWise Desktop must be registered with the same EFIN. To import returns, use the following steps: 1. Click the Select to Import link under Return Tasks. Return Tasks is pictured below: -24-

33 Chapter 5: TaxWise Online home page TaxWise Online displays the Retrieve Returns dialog: 2. Select the check box(es) beside the return(s) to be retrieved. 3. From the Select a user drop-down list, select a user to direct the move of the return(s). 4. Click the Move button. To resolve conflicts, use the following steps: 1. Click the Resolve Conflicts link under Return Tasks. A conflict would be that the return has already been created by another user within the Client ID. -25-

34 Chapter 5: TaxWise Online home page TaxWise Online displays the following: -26-

35 Chapter 5: TaxWise Online home page 2. Do one of the following: Delete Return: Deletes the existing return in TaxWise Online. Delete Pending Import: Keeps the existing return in TaxWise Online, but deletes the attempted import from TaxWise Desktop. Use the Help Center TaxWise Online condenses all available help resources into one central location called the Help Center. Program Help is the main resource for program and form help. The Quick Reference section gives speedy access to often-needed resources such as IRS publications and reject codes. The Search Knowledge Base box provides direct access to the Knowledge Base (without having to log in to the support site). The rest of the Help Center page offers links to a wide range of tax resources available on the internet. TaxWise Online displays the Help Center section of the home page: The following table describes the available online resources listed in the Help Center from TaxWise Online: Online Resource General Help and Assistance Quick Reference State Tax Sites Description Links to Program Help, State Help, User Guide, TaxWise Speedtest, and the latest 1040 and State Release Notes Links to IRS Publications, Reject Codes, e-file forms and schedules, and other useful links Links to all State Tax Sites (Departments of Revenue) -27-

36 -28-

37 Chapter 6 Administrator functions The admin user names gives the site administrator/office manager complete control over TaxWise Online. The following functions are available to any user who is assigned the administrator role: Create user names and assign group roles. Enable override function for user roles. Create return templates (Tax Form Defaults) for all user names in the system. Lock fields and entries in Return Templates. Open, edit, print, and if applicable, create and submit e-files under any user name. Delete or move tax returns under any user name. Assign or restrict user privileges. Set general settings. Create federal and state print sets for sub-offices. Send settings to designated offices. Force preparer(s) to use interview before tax forms. Reset sent e-file status. -29-

38 Chapter 6: Administrator functions The admin use cannot start new returns. Create and manage users The management of users in TaxWise Online is handled by the User Manager tool. The admin user has full access to this manager module. The User Manager tasks are: Create and mange user in the system: Including the assignment of user roles and password resets. Add/Change Admin Message: The admin user creates custom messages for users in case their account becomes locked. Show Inactive/Active Users: Allows the admin to view the inactive or active users list. Manage Sub Office Admin Passwords: Assign or change passwords for sub-offices, if you are designated as the Main Office. Enable/Disable Remote Assistance: Creates a user account for the TaxWise Customer Care Representative to remotely log in to the system. Restrict IP Addresses: Allows the admin to designate the IP addresses that are allowed to use TaxWise Online. Logged In Users: Allows the admin user to view the last log in for each user name. Mark all users active: Allows the admin user to restore access to TaxWise Online for all users. Mark all users inactive: Allows the admin user to deactivate access to TaxWise Online for all users. User roles The admin user assigns User Roles to each preparer based on which job functions they will perform and which parts of the program they need to access. Some forethought may be required to determine who will do what tasks and what resources they will need access to in order to accomplish them. There are twelve possible roles available for each user and they can be assigned individually or in any combination desired by the admin user. The user roles will now be discussed in further detail with a graphic of the toolbar and a table listing all functions available for each role. Administrator The admin user has access to all commands and actions except Start a New Return. -30-

39 Chapter 6: Administrator functions The following table describes the buttons on the home page while logged in as the admin user: Option Open Return Submit e-files View Acks Client Letters Return Query TWO Reports Partner Verification Print Checks Manage Users Return Templates Settings Send Settings Help Blog Hot Topics Description Allows you to open a return by SSN. Allows you to submit e-files to the CCH SFS Electronic Filing Center. Allows you to view and print IRS, state, and bank acknowledgements. Allows you to create and print client letters. Allows you to check the status of any tax return. Shows a selection of most common reports. Allows you to view information and/or fees for additional services that are offered or you are already currently enrolled in. Allows you to print checks online. Allows you to create and modify users. Allows you to create/modify Return Templates. Allows you to create user specific information for preparer and ERO information. Allows you to send custom fields, return stages, and templates to offices. Opens the help file for TaxWise Online. Opens the TaxWise Online blog. Opens the Hot Topics portion of the customer support site. Log Out Logs out of TaxWise Online. -31-

40 Chapter 6: Administrator functions Check Printer The CheckPrinter has rights to Print Checks only. This role should be assigned in addition to one of the other roles available. This role will not allow a user to open or edit a return. The following table describes the buttons on the home page while logged in as a user that has been assigned the CheckPrinter role: Option Print Checks Settings Help Blog Hot Topics Log Out Description Allows you to print checks online. Allows you to create user specific information for preparer and ERO information and set the number of returns to display per page. Opens the help file for TaxWise Online. Opens the TaxWise Online blog. Opens the Hot Topics portion of the customer support site. Logs out of TaxWise Online. EfileManager The EfileManager has rights to Submit e-files only. The following table describes the buttons on the home page while logged in as the Efile Manager user: Option Submit e-files Settings Help Description Allows you to submit e-files to the CCH SFS Electronic Filing Center. Allows you to create user specific information for preparer and ERO information and set the number of returns to be displayed per page. Opens the help file for TaxWise Online. -32-

41 Chapter 6: Administrator functions Option Blog Hot Topics Description Opens the TaxWise Online blog. Opens the Hot Topics portion of the customer support site. Log Out Logs out of TaxWise Online. ExportGrid This role gives the user the ability to export the return list. It has to be assigned in addition to one of the other roles (SuperUser, Return Preparer, Interview, Reviewer) or you will not have the rights to view the return list. To export the return list, use the following steps: 1. Click the desired filter on the Return Tasks sidebar. 2. Click the CSV or XLS link depending on the type of report you want. The link is located in the bottom right corner of the return list. 3. You are prompted to Open or Save the file. Interviewer The Interviewer can access all functions associated with creating and editing a tax return. The Interviewer cannot submit e-files, review or print acknowledgment reports or print checks. Additionally, the Interviewer MUST Go to Interview upon creation of a new return. The Go to Tax Forms option is not available. The following table describes the buttons on the home page while logged in as a user that has been assigned the Interviewer role: Option New Return Open Return Return Query Settings Description Allows you to create a new tax return. Allows you to open a return by SSN. Allows you to check the status of any tax return. Allows you to create user specific information for preparer and ERO information and set the number of returns to display per page. -33-

42 Chapter 6: Administrator functions Option Help Blog Hot Topics Description Opens the help file for TaxWise Online. Opens the TaxWise Online blog. Opens the Hot Topics portion of the customer support site. Log Out Logs out of TaxWise Online. InterviewProcessor The InterviewProcessor has rights to Process Interviews only. This role must be assigned in addition to one of the other roles available. If a user only has the Interview Processor role assigned they will receive a message that the interview was imported when processing an interview. This role will not allow a user to open or edit a return. The following table describes the buttons on the home page while logged in as a user that has been assigned the InterviewProcessor role: Option Settings Help Blog Hot Topics Description Allows you to create user specific information for preparer and ERO information and set the number of returns to display per page. Opens the help file for TaxWise Online. Opens the TaxWise Online blog. Opens the Hot Topics portion of the customer support site. Log Out Logs out of TaxWise Online. LicensedUser TaxWise Online is now limiting users to the number of users purchased. To accomplish this, the admin (not a user with the Administrator role) user must assign the LicensedUser role to all users (new and existing) in order for them to have access to TaxWise Online. Admin can only assign the LicensedUser role to as many users as they have purchased (e.g., if they -34-

43 Chapter 6: Administrator functions purchased 5 users, only 5 users can have that role and therefore have access to TWO). ReturnPreparer The ReturnPreparer can access all functions associated with creating and editing a tax return. The ReturnPreparer cannot submit e-files, review and print acknowledgment reports or print checks. The following table describes the buttons on the home page while logged in as a new user that has been assigned the ReturnPreparer role: Option New Return Open Return Return Query Settings Help Blog Hot Topics Description Allows you to create a new tax return. Allows you to open a return by SSN. Allows you to check the status of any tax return. Allows you to create user specific information for preparer and ERO information. and set the number of returns to display per page. Opens the help file for TaxWise Online. Opens the TaxWise Online blog. Opens the Hot Topics portion of the customer support site. Log Out Logs out of TaxWise Online. ReturnPrinter This role must be assigned in addition to one of the other roles available. This role allows the user to print a single return, multiple returns or any forms. The Admin and Superuser have the ability to print returns without having this role assigned. -35-

44 Chapter 6: Administrator functions The following table describes the buttons on the home page while logged in as a user that has been assigned the ReturnPrinter role: Option Settings Help Blog Hot Topics Description Allows you to create user specific information for preparer and ERO information and set the number of returns to display per page. Opens the help file for TaxWise Online. Opens the TaxWise Online blog. Opens the Hot Topics portion of the customer support site. Log Out Logs out of TaxWise Online. Reviewer The Reviewer has access to the same functions as the SuperUser, except for Submit e-files. The following table describes the buttons on the home page while logged in as a user that has been assigned the Reviewer role: Option New Return Open Return View Acks Return Query TWO Reports Settings Help Description Allows you to create a new tax return. Allows you to open a return by SSN. Allows you to view and print IRS, state, and bank acknowledgements. Allows you to check the status of any tax return. Opens the Customer Support site for available online reports. Allows you to create user specific information for preparer and ERO information and set the number of returns to display per page. Opens the help file for TaxWise Online. -36-

45 Chapter 6: Administrator functions Option Blog Hot Topics Description Opens the TaxWise Online blog. Opens the Hot Topics portion of the customer support site. Log Out Logs out of TaxWise Online. SuperUser The SuperUser has access to all actions in TaxWise Online except for the User Manager and Return Templates. The following table describes the buttons on the home page while logged in as a user that has been assigned the SuperUser role: Option New Return Open Return Submit e-files View Acks Return Query TWO Reports Settings Help Blog Hot Topics Description Allows you to create a new tax return. Allows you to open a return by SSN. Allows you to submit e-files to the CCH SFS Electronic Filing Center. Allows you to view and print IRS, state, and bank acknowledgements. Allows you to check the status of any tax return. Opens the Customer Support site for available online reports. Allows you to create user specific information for preparer and ERO information and set the number of returns to be displayed per page. Opens the help file for TaxWise Online. Opens the TaxWise Online blog. Opens the Hot Topics portion of the customer support site. Log Out Logs out of TaxWise Online. -37-

46 Chapter 6: Administrator functions TemplateManager The Template Manager can create new return templates, edit existing templates, assign and un-assign templates to users. The following table describes the buttons on the home page while logged in as a user that has been assigned the Template Manager role: Option Return Templates Settings Help Blog Hot Topics Description Allows you to create/modify Return Templates. Allows you to create user specific information for preparer and ERO information. Opens the help file for TaxWise Online. Opens the TaxWise Online blog. Opens the Hot Topics portion of the customer support site. Log Out Logs out of TaxWise Online. Add new users To add a new user to TaxWise Online, use the following steps: 1. Log in as the admin user or any user that has been assigned the Administrator role. 2. Click Manage Users on the toolbar. TaxWise Online displays the User Manager dialog box: 3. Click Create a New User. -38-

47 Chapter 6: Administrator functions TaxWise Online displays the Create User dialog box: 4. Type a new user name in the User Name box and press the Tab key. All preparers must have their own unique user name. 5. Type the user's first name in the first box of the Real Name fields and press the Tab key. 6. Type the user's middle initial, if applicable, and press the Tab key. 7. Type the user's last name and press the Tab key. 8. Type the user's address. If the user does not have an address, enter the address of the site administrator/office manager. An address is required to reset a new user's password. -39-

48 Chapter 6: Administrator functions By default, the check box Is Active User is selected. 9. Assign user role(s) for the user by selecting the desired user role (s) in the Possible Roles window and clicking the >> button to move the user role to the Assigned Roles window. To assign more than one role to a new user, hold down the Ctrl key and select each additional role, then click the >> button to move the selected roles in the Assigned Roles window. 10. Click the Save button. User roles can be removed by highlighting the desired role(s) to be removed in the Assigned Roles window, then clicking the << button to move them to the Possible Roles window. User names are case-sensitive. Enter the user name exactly the same way each time. Create a custom message The admin user has the ability to create a custom message in the event a user is locked out of the system and requires administrator assistance. To add or change the administrator screen message, use the following steps: 1. Log in as the admin user. 2. Click Manage Users on the toolbar. TaxWise Online displays the User Manager dialog box: 3. Click Add/Change Admin Message. -40-

49 Chapter 6: Administrator functions TaxWise Online displays the Message dialog box: 4. Type a new message or edit the existing message in the text box. 5. Click Save. When users attempt to log in to a locked account, they will see the message that was created. Deactivate a user The Site Administrator/Office Manager should deactivate a user name if that user is no longer working in the office. An inactive user no longer has access to any TaxWise Online application. The admin user or any user assigned the administrator role can still access the returns created by the inactive user. To deactivate a user in TaxWise Online, use the following steps: 1. Click Manage Users on the toolbar. TaxWise Online displays the User Manager dialog box: 2. Click Edit located next to the appropriate user name. -41-

50 Chapter 6: Administrator functions TaxWise Online displays the Edit User dialog box: 3. Clear the Is Active User check box. 4. Click Save. User Settings The User Settings function in TaxWise Online allows you to customize data; program behavior and display settings to carry over to all returns. The settings are saved under the user name and are placed into effect on new subsequent returns. To access User Settings, click the Settings icon on the toolbar. -42-

51 Chapter 6: Administrator functions The following table describes each settings function available under the User Settings dialog: Settings Tax Preparer ERO Display Description Allows you to input information about the tax preparer. You do not need to use this setting if you have the information set in return templates. This feature is for offices using multiple paid preparers. Allows you to input information about the Electronic Return Originator. You do not need to use this setting if you have the information set in return templates. Allows you to use the High Contrast Color Scheme and to determine how many returns are displayed per page in the return grid. You have the option to override default Return Template with information with information entered in the User Settings. Administrator settings The Administrator Settings function in TaxWise Online allows the admin user to create and subsequently edit settings. The admin user can also switch the program to Classic Mode and enable override rights for various users. To access Administrator Settings, click the Settings icon on the toolbar. The following table describes each setting's function available under Administrator Settings: Settings Custom Fields Return Stages Description Allows you to create custom questions associated with the Preparer Use Form. Allows you to create progress levels (stages) that can be assigned to returns. -43-

52 Chapter 6: Administrator functions Settings Print Sets Advanced Salutations Co-Branding Modify Toolbar Description Allows you to create custom Federal and state print sets or select 'sets' of forms to be printed. Allows you the option to use Classic Mode to display tax returns, enable the override feature for roles, and the option to carry forward the preparer use form. Allows you to create and edit salutations to be selected in the salutation fields of the Main Info Sheet. Co-Branding allows you to replace TaxWise Online labels with your co-brand. Allows you to change toolbar button visibility. As the administrator, you may choose to hide any of the following toolbar buttons: Blog, Hot Topics, and/or Chat. Create custom fields and pick lists for preparer's use This feature allows you to create up to 25 questions for use in your office. These questions will be displayed in the Custom Questions section of the interview or on the Prep Use form in the tax forms. To create a prep use question, use the following steps: 1. Log in as the admin user. 2. Click Settings on the toolbar. 3. Select Custom Fields from the Administrator Settings section. If the Check here if using the Preparer Use Form is selected, the form will be included in every new return. 4. Click Edit. -44-

53 Chapter 6: Administrator functions TaxWise Online displays the Custom Fields and Pick Lists for Preparer's Use page of User Settings. 5. You can customize each field as follows: Make a field required by selecting the Required check box. Assign a custom question for each field under Custom Questions. Assign a standard set of values for each field under Pick List Values. Below is an example of a custom question you might enter: 6. Click Update. TaxWise Online displays the values for Preparer Use Field 1 under User Settings: -45-

54 Chapter 6: Administrator functions 7. The Preparer Use Field 1 is now complete. You can click on another Preparer Use Field link and repeat step 4 to add more user fields. 8. Click Save and Close. Create Return Stages TaxWise Online allows you to set the progress level to each return. User defined return stages must be created by the admin user but it's available to all other users. To set a progress level to a particular return, use the following steps: 1. Login as admin or any user that has been assigned the Administrator role. 2. Click Settings on the toolbar. 3. Select Return Stages from the Administrator Settings section. 4. Enter a return stage on the lower box (one return stage at a time). 5. Click Add. -46-

55 Chapter 6: Administrator functions TaxWise Online displays the user defined return stages. You can delete or rename a particular return stage by selecting the desire stage and click Delete or Rename. 6. Once all the stages are added, click Save and Close. Print sets TaxWise Online allows you to print a pre-defined set of forms every time a printing job is performed. To determine print sets, use the following steps: 1. Log in as admin or any user that has been assigned the Administrator role. 2. Click Settings on the toolbar. TaxWise Online displays the User Settings dialog box. 3. Select Print Sets. TaxWise Online displays the Print Sets dialog box: There are three default settings: Primary Forms - Prints completed federal and state forms excluding main information, interview sheet, and other worksheets. Completed Forms - Prints all completed federal and state -47-

56 Chapter 6: Administrator functions forms. Signature Forms - Prints the federal signature forms. 4. Select the check box(es) next to any, all, or none of the default print sets desired. The admin user can also customize federal or state print sets. See the Custom Print Sets and State Print Sets sections for detailed instructions. Custom print sets If the default print sets don't meet you business needs, you can create your own set to include the forms and the number of each form that you need. To make your own custom print set, use the following steps: 1. Log in as the admin or any user that has been assigned the Administrator role. 2. Click Settings on the toolbar. TaxWise Online displays the User Settings dialog box. 3. Select Print Sets from the Administrator Settings section. TaxWise Online displays the Print Sets dialog box: 4. Click Create My Print Set. -48-

57 Chapter 6: Administrator functions TaxWise Online displays the following dialog: 5. In the Available Forms window, select the form(s) you would like to print. You can select a range of forms by holding the Shift key while selecting. 6. Move the selected form(s) to the Selected Forms window by clicking the > button. Once the desired 'set' of forms is displayed in the Selected Forms window, you can determine how many copies of each form to print by selecting the form(s) and clicking +1 Copy to add copies or -1 Copy to subtract copies. You can also change the print order of your forms by selecting the desired form(s) and clicking Up or Down to move the selected form (s) higher or lower in the print order. 7. When you have determined which forms and how many copies of each are to be printed in which order, click Done. -49-