PaperlessPLUS. User Guide
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- Julie Miller
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1 PaperlessPLUS User Guide
2 P ape r l e s s P L U S UserGuide 2014 Universal Tax Systems d/b/a CCH Small Firm Services. All rights reserved. 225 Chastain Meadows Court NW Suite 200 Kennesaw, GA Audit Shield, MAX, IntelliConnect, 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.. 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 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. November 2014 Version
3 Table of Contents Introducing and Installing PaperlessPLUS 7 Installing (Windows 7) 8 Configuring a Network Workstation (Windows 7) 12 Registering Your Software 15 Re-registering PaperlessPLUS 15 Automatic Updates 16 Options 19 Options Dialog 20 Premier Scan Tab 21 Premier Export Tab 22 E-Sign Tab 24 Folders Tab 26 Tab 29 Setup Tab 31 Stages Tab 32 PortalSafe Tab 36 Advanced Tab 38 PaperlessPLUS Menus 41 File Menu 42 Edit Menu 42 Actions Menu 43 View Menu 44 Tools Menu 44 Help Menu 45 PaperlessPLUS Toolbars 47 Main Toolbar 48 Navigation Pane Toolbar 56 BookMark PDF Toolbar 57 Field Editor Toolbar 59 Security Manager 61 Adding New Users 62 User Rights 63 Passwords 65 Admin 65
4 Other Users 70 Using PaperlessPLUS 73 Status Bar 74 Read 74 Write 74 New Client 74 Sync Clients With ATX or TaxWise 76 Loading Clients 78 Default Directory Structure 79 Client Folder 79 Permanent 80 Tax Year 80 Client Accounting Suite 80 Communications 80 Fixed Asset Manager 81 Source Doc 81 Tax Returns 81 Work Paper 82 Navigation Pane 83 Cabinets 83 Folders 86 Moving Files and Folders 90 Lock/Unlock Files 92 Client Count 93 Main Display Pane 94 Grid View vs Thumbnail View 94 Sorting Columns 95 Filtering Columnar Data 95 Reordering Columns 96 Resizing Columns 96 Quick Access Pane 96 Recently Viewed Clients/Files 96 Recently Created Clients/Files 97 Custom Panel 97 Information Pane 97 Contact Card 98 Categories 98
5 Stages 99 Folder Statistics 101 Scanner Requirements 101 Recognized Forms 101 Scanning a New Document 102 Premier Scan 102 Scan D Barcode Scanning 106 Forms Processing 107 Processing Forms Manually 107 Exporting to ATX 109 Exporting to TaxWise 111 Field Editor 113 Tax View Tab 114 Form Editor Tab 115 Image Tab 117 Adding a New Document 118 Adding a W Save As Unencrypted File 119 Printing a Document 120 Printing to PaperlessPLUS 120 Retrieving Tax Returns from ATX 122 Retrieving Tax Returns from TaxWise 123 PortalSafe 124 Subscribing to PortalSafe 124 Uploading Files 125 Accessing a Client's Drawer 126 Dowloading Files 127 Client Association 128 Electronic Signatures 131 Signing Documents Electronically 132 Preparer Signature 134 Automatic E-Sign When Printing Returns to PaperlessPLUS from TaxWise 136 BookMark PDF 139 Creating a BookMark PDF 141 Add BookMarks 142 Adding a BookMark Category 143
6 Renaming BookMarks 143 Deleting BookMarks 144 Reordering BookMarks 145 Appending Pages to a BookMark PDF 146 Annotations 146 Sending 147 Backup 150 Restoring Data 152 Audit Trail 153 Scan History 154 Index 157
7 Chapter 1 Introducing and Installing PaperlessPLUS PaperlessPLUS offers you the ease and efficiency of a paperless office environment. You can use PaperlessPLUS to scan and store all of your client's supporting documents. Once this data has been transferred to electronic copy, access to taxpayer information is only a click away. Taxpayer information is conveniently stored by client, tax year, and tax form. PaperlessPLUS Premier offers the added ability to recognize and process forms by type, which will allow you to edit the individual fields in the form. Taxpayer data can then be exported to your TaxWise or ATX tax prep software. PaperlessPLUS supports TWAIN and WIA drivers. 600 DPI is recommended for peak performance. You can visit your scanner manufacturer's website to establish which models meet these qualifications. You will need Adobe Reader installed on your system in order to view release notes and other PDF files. Adobe Reader X (version 11) can be loaded from the ADOBE folder on this CD. -7-
8 Chapter 1: Introducing and Installing PaperlessPLUS Installing (Windows 7) Windows 7 requires installations to be run by a user with Administrator rights. To install PaperlessPLUS, use the following steps: 1. Insert the CD into your CD-ROM drive. If the PaperlessPLUS installation program does not start automatically, browse to your CD-ROM drive, then doubleclick the Setup icon. If your User Account Control is on, the User Account Control dialog is displayed. 2. Click Yes to continue. 3. Click Next to continue. -8-
9 Chapter 1: Introducing and Installing PaperlessPLUS 4. Indicate whether you accept the terms of the License Agreement by selecting the appropriate radio button. 5. Click Next to continue. -9-
10 Chapter 1: Introducing and Installing PaperlessPLUS By default, PaperlessPLUS is installed to C:\Program Files\CCH Small Firm Services\PaperlessPLUS\. This path may be changed by clicking Change... and browsing to the desired location. If this is a network install, select the Check for network install checkbox. 6. Click Next to continue. 7. Select the preferred CCH SFS tax application. 8. Click Next to continue. -10-
11 Chapter 1: Introducing and Installing PaperlessPLUS 9. Click Install to continue. 10. Click Finish to complete the install process. -11-
12 Chapter 1: Introducing and Installing PaperlessPLUS Configuring a Network Workstation (Windows 7) In order to configure a workstation to run PaperlessPLUS, the program must already be installed to the server or another workstation acting as a server. The workstation must be mapped to the server installation location. Contact a local computer technician if you need assistance in doing this. To configure a workstation, use the following steps: 1. Open the shared network installation folder via the mapped drive. 2. Open the TECH folder. 3. Double-click the Setup icon. If your User Account Control is on, the User Account Control dialog is displayed: 4. Click Yes to continue. -12-
13 Chapter 1: Introducing and Installing PaperlessPLUS 5. Click Next to continue. -13-
14 Chapter 1: Introducing and Installing PaperlessPLUS 6. Indicate whether you accept the terms of the license agreement by selecting the appropriate radio button. 7. Click Next to continue. 8. Click Install to continue. -14-
15 Chapter 1: Introducing and Installing PaperlessPLUS 9. Click Finish to complete the workstation setup process. Registering Your Software PaperlessPLUS requires you to register upon installation. If you have PaperlessPLUS installed on a network, you can register your software from any machine. Registration is not required upon installation if you are evaluating PaperlessPLUS. Simply click Evaluate and you will be given a 30 day evaluation period. Evaluation includes Premier functionality. TaxWise users will need to enter their EFIN, all other users only need to enter the Registration Code, this information is located on the Fulfillment Confirmation slip included with your software order. To register PaperlessPLUS, use the following steps: 1. Enter your EFIN. Step 1 is only required for TaxWise users. All other users proceed to step In the Registration Code entry, enter your Registration Code (located on your Fulfillment Confirmation slip that was included with your software order). 3. Click Register to finish. Re-registering PaperlessPLUS If you decide to purchase more user licenses or upgrade to PaperlessPLUS Premier, you will need to re-register your product to unlock the additional features or licenses. Upon purchasing your PaperlessPLUS Premier upgrade or additional licenses, you will be given a new Registration Code to use for PaperlessPLUS. -15-
16 Chapter 1: Introducing and Installing PaperlessPLUS To re-register PaperlessPLUS: 1. After opening PaperlessPLUS, click the Help menu; then, select Register. The Register Software dialog appears. 2. Enter your new Registration Code in the box provided. 3. Click Register to complete the process. Automatic Updates If a newer version of PaperlessPLUS is available, an Update button will automatically appear on the toolbar when PaperlessPLUS is opened. Click the Update button on the toolbar to update PaperlessPLUS at any time while it is open. If you do not update PaperlessPLUS while open, the Updates dialog will be displayed upon closing. In the Updates dialog, your current version and the new version that is available will be listed. The available options are Update and Remind me later. If you select Remind me later, you will be prompted again the next time you close PaperlessPLUS. To update PaperlessPLUS when prompted, use the following steps: 1. Click Update Now. -16-
17 Chapter 1: Introducing and Installing PaperlessPLUS 2. Click Next to continue. 3. Click Install to continue. -17-
18 Chapter 1: Introducing and Installing PaperlessPLUS 4. Click Finish to complete the update process. -18-
19 Chapter 2 Options With the Options dialog, PaperlessPLUS allows you to configure certain settings to be persistent. The tabs of the Options dialog are: Premier Scan Tab Premier Export Tab E-Sign Tab Folders Tab Tab Setup Tab Stages Tab PortalSafe Tab Advanced Tab -19-
20 Chapter 2: Options Options Dialog To access the Options dialog, click the Tools menu, then select Options. PaperlessPLUS displays the Options dialog: Only PaperlessPLUS Premier users will see the Premier Scan and Premier Export tabs. -20-
21 Chapter 2: Options Premier Scan Tab This feature is only available to PaperlessPLUS Premier users. The Premier Scan tab allows you to control the way PaperlessPLUS scans documents for you. PaperlessPLUS allows you to select a default scan type. By default, Premier Scan is selected. By default, Single Client scanning is selected (meaning you would only scan documents for one client at a time), Automatic Forms Processing (meaning documents will be automatically processed as they are scanned in), Automatic BookMark PDF creation (meaning a BookMark PDF containing all forms or documents under the Source Doc folder will automatically be created with each scanning session), and the Premier Scan dialog will be displayed each time you scan. -21-
22 Chapter 2: Options To enable Multiple Client Scanning (meaning you could scan forms or documents for multiple clients at the same time), select the Multiple Clients radio button. To disable Automatic Forms Processing (meaning you could only process forms manually on demand), deselect the Check to automatically process forms checkbox. To disable Automatic BookMark PDF Creation, deselect the Check to automatically create BookMark PDF checkbox. To disable the Premier Scan dialog from appearing each time you scan, deselect the Check to display Premier Scan dialog checkbox. You must click Apply to accept any changes made to the default settings. Premier Export Tab This feature is only available to PaperlessPLUS Premier users. -22-
23 Chapter 2: Options ATX or TaxWise under Tax Export Defaults will be selected by default depending on your selection when installing PaperlessPLUS. If you wish to change this selection, simply select the desired radio button, then click Apply. Upon install, PaperlessPLUS will locate your current ATX or TaxWise install folder and automatically populate the Tax Application Installation entry with that information based on the year selected under Processing Tax Year. This path is used to determine your default export path. If you wish to change this path, simply browse to the desired location, then click Apply. The current Processing Tax Year can be set or changed by selecting the desired year in the Processing Tax Year drop-down list. For a particular year to be available in the Processing Tax Year dropdown list, it must be set up under the Permanent folder on the Folders tab. See the Folders Tab topic for more information. -23-
24 Chapter 2: Options E-Sign Tab The E-Sign tab allows you to enter and store your Preparer Signature. Only one Preparer Signature per user may be saved. Click to expand and show your Preparer Signature. If no Preparer Signature has been added, use the instructions below. A Topaz signature pad is required to use the E-Sign feature. If no Topaz signature pad is connected, a message will display that includes a link to ordering information. -24-
25 Chapter 2: Options To enter and save a Preparer Signature, use the following steps: 1. Click to expand the Preparer Signature. 2. If you wish to clear the current Preparer Signature and re-enter a new one, click the red X. If there is no current Preparer Signature, continue to step Click the link to add a signature. PaperlessPLUS displays the Signature dialog: 4. Enter the Preparer Signature using the Topaz signature pad. 5. Do one of the following: 6. Click OK to use the current signature as entered, or 7. Click Clear to erase the signature entered and re-sign until satisfied, then click OK. 6. Click Apply to save changes. -25-
26 Chapter 2: Options Folders Tab The Folders tab allows you to customize the directory structure for each processing year. You can also add, delete, or rename folders within the custom directory structure or the default directory structure. Once a custom directory structure has been created, it can be applied to new years as desired. Folder Defaults The Folder Defaults pane displays the directory structure(s) used for various processing years. -26-
27 Chapter 2: Options Years To create a directory for a new year, use the following steps: Prior years can be created as well as future years depending on your needs. 1. Click the New button (under Years). PaperlessPLUS displays the New Year dialog: 2. Enter the new year to be created in the Enter new year: entry. 3. In the Select year for default directory structure drop-down list, select a particular year if you want to use the custom directory structure from that year for the newly created year, or select Default to use the default directory structure. To delete an existing year, select the desired year (under the Permanent folder), then click the Delete button. You may be prompted to delete existing client data. Select Yes, Yes to All, No, or No to All. Folders Under Folders, new sub-folders may be added to your directory structure as desired and existing folders may be renamed or deleted. Depending on your settings under Apply To:, changes made may affect all clients, Active Clients, Inactive Clients and/or Future Clients. -27-
28 Chapter 2: Options You may be prompted to delete existing client data. Select Yes, Yes to All, No, or No to All. To create a new sub-folder, use the following steps: 1. Under Folder Defaults, select the folder to which you wish to add a new sub-folder. 2. Under Folders, click New. PaperlessPLUS displays the New Folder dialog: 3. Enter a name for the new folder. 4. Click OK to finish. 5. Click Apply to apply the changes to all clients (depending on your settings under Apply To:). To rename a folder, use the following steps: 1. Under Folder Defaults, select the folder you wish to rename. 2. Under Folders, click Rename. 3. Enter the new name of the folder in the Rename Folders dialog. 4. Click OK. Apply To Under Apply To:, determine which clients will be affected by changes made on the Folders tab. By default, all are selected. If you do not wish for changes to affect Active Clients, deselect the Active Clients checkbox. -28-
29 Chapter 2: Options If you do not wish for changes to affect Inactive Clients, deselect the Inactive Clients checkbox. If you do not wish for changes to affect Future Clients, deselect the Future Clients checkbox. Click Apply to save changes. Tab The tab allows you to set up your Defaults. PaperlessPLUS uses Microsoft Outlook as its default application. If you use any other provider (including Outlook Express), you must complete the SMTP settings information. -29-
30 Chapter 2: Options Consult your provider if you have difficulty adjusting the SMTP settings. Some providers require you to purchase a premium package before allowing access to that account from another server. Defaults To enter SMTP Settings, select the SMPT radio button, then enter the required information. SMTP Settings The following table provides a brief description of what is needed for the SMTP Settings: Field Entry From SMTP Account Password Port Use SSL/TLS Description Your address. SMTP: (Simple Mail Transfer Protocol) Your Internet Service Provider provides this information. If your server requires authentication, enter your address as the Account name. Password: If your server requires authentication, enter your password here. If the SMTP has a server port or your office has a secure internet connection, obtain the SMTP server port from your network administrator. Select the check box if you wish to use SSL/TLS for your defaults. -30-
31 Chapter 2: Options Signature Enter a custom signature to be included in all sent from PaperlessPLUS. Click Apply to save changes. Setup Tab The Setup tab allows you to set up the default scanner and adjust the color scheme. Scanners To set your default scanner, select from the available scanners in the Scanners drop-down list. -31-
32 Chapter 2: Options Color Scheme The color scheme can be adjusted by selecting the desired colors in the Main Color Scheme and Secondary Color Scheme drop-down lists. By default, specified clients must be loaded after opening PaperlessPLUS. To automatically load all clients upon opening PaperlessPLUS, select the Load all my clients checkbox. Click Apply to accept changes. Stages Tab A new stage may be added which allows you to assign stages to your clients' files in order to determine if a particular file needs work, is complete, or somewhere in between. Stages can be applied at any level (client, folder, or file) or combination of levels. To add a new stage, use the following steps: 1. Click the Tools menu and select Options. PaperlessPLUS displays the Options dialog. 2. Select the Stages tab. -32-
33 Chapter 2: Options PaperlessPLUS displays the Stages tab. 3. Click New Stage at the bottom of the list. -33-
34 Chapter 2: Options PaperlessPLUS changes New Stage to an empty box, allowing you to enter the name of the new stage. 4. Once you enter the name of your new stage, press Tab or Enter. -34-
35 Chapter 2: Options PaperlessPLUS displays your new variable in the list. 5. Click the drop-down menu to display a list of stage icons. 6. Select the icon you wish to use and click Apply. You can change the icons of the default stages, but not their names. PaperlessPLUS displays the new stage in the Information Pane. -35-
36 Chapter 2: Options PortalSafe Tab PortalSafe provides a secure, affordable solution for sharing return information. Upload, download, manage and share documents with your customers. If you're not already signed up for PortalSafe, click the Sign Up Now button to begin the process. If you've already obtained your Account ID, you can enter that information along with your Login and Password on the PortalSafe tab of the Options dialog (pictured below). Click Apply when finished. The Remember password checkbox is selected by default. This will eliminate the need to enter login information each time you access PortalSafe. -36-
37 Chapter 2: Options By default, the Remember password and Open confirmation dialog after uploading files checkboxes are selected. If you do not want PaperlessPLUS to remember your password or open the confirmation dialog after uploading, simply deselect the appropriate checkbox. Select Always open PortalSafe when uploading documents if you would like PortalSafe to open every time you upload. -37-
38 Chapter 2: Options Advanced Tab If your database was lost after conversion or converted to the wrong location, you can Rebuild your converted database by clicking Rebuild on the Advanced tab of the Options dialog. Clients must be loaded after the process has run. Client , Phone/Fax, and Address information will not be recovered. By default, files are encrypted for your protection. If you prefer not to have your files encrypted, deselect the Encrypt my data checkbox, then click Apply. After decrypting data, PaperlessPLUS will have to be restarted. -38-
39 Chapter 2: Options There can be issues encrypting or decrypting files that are open across networks. To resolve this, make sure PaperlessPLUS is closed on all workstations, then rerun the process. If the issue persists, make sure there are no files marked read-only in your client folders. Browse to X:\ProgramData\CCHSFS\PaperlessPLUS (where X represents the drive to which PaperlessPLUS is installed); then, right-click the Data folder, select Properties and deselect the Read Only checkbox. Click Apply, then OK to complete and rerun the encryption process. If you access files in the Data folder via Windows Explorer or My Computer, you will notice that file names were inadvertently scrambled during conversion to our new database. If you wish to unscramble these file names, click the Unscramble button. After the process has run, you will need to restart PaperlessPLUS. -39-
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41 Chapter 3 PaperlessPLUS Menus In PaperlessPLUS, the menus enable you to perform tasks and maneuver through the program. -41-
42 Chapter 3: PaperlessPLUS Menus File Menu The following table describes the selections in the File menu: Menu Item Load Clients New Client New Folder Add File Open Close Save Print Logout Exit Description Load Clients into Tree. Create new client. Create new folder. Add file(s) to the selected folder. Open the selected file. Close the selected file. Save Changes. Print the open document. Logout of PaperlessPLUS (change user). Close PaperlessPLUS. Edit Menu The following table describes the selections in the Edit menu: Menu Item Cut Copy Paste Rename Description Cut the selected item. Copy the selected item. Paste the Cut or Copied item. Rename the selected item. -42-
43 Chapter 3: PaperlessPLUS Menus Menu Item Delete Move to Folder Copy to Folder Move Client To Description Delete the selected item. Move the selected item to another folder. Copy the selected item to another folder. Move selected client to another cabinet. Actions Menu The following table describes the selections in the Actions menu: Menu Item Scan Associate Client Files Save as Unencrypted File Sign Create BookMark PDF Process Documents Barcode Reader Export Description Scan documents. Send an . Associate another client or clients with the selected client. Save a document as an unencrypted file outside of PaperlessPLUS. Sign a PDF. Create a BookMark PDF for the selected client. Process the selected document(s). Scan forms W-2 or K1 using 2-D barcode scanner/reader. Export applicable tax forms for selected client. -43-
44 Chapter 3: PaperlessPLUS Menus Menu Item Add BookMarks Add W-7 Description Add BookMarks to a PDF that has been printed to PaperlessPLUS. Add a W-7 to the selected client. Add W-7, Create BookMark PDF, Process Documents, Export, and Add BookMarks menu items are only available to PaperlessPLUS Premier users. View Menu The following table describes the selections in the View menu: Menu Item Zoom In Zoom Out Information Pane Quick Access Pane Navigation Pane Description Zoom in on the open image or document. Zoom out on the open image or document. Toggles the Information Pane in and out of view. Toggles the Quick Access Pane in and out of view. Toggles the Navigation Pane in and out of view. Tools Menu The following table describes the selections in the Tools menu: Menu Item Options Security Manager Description Opens the Options dialog. Opens the Security Manager dialog. -44-
45 Chapter 3: PaperlessPLUS Menus Menu Item Password Maintenance Audit Trail PortalSafe PortalSafe Upload Client Properties Lock Stages Backup Restore Convert to Document Database Sync Clients With ATX or TaxWise Description Set or change password for user that is logged in. Displays Audit Trail view. Opens PortalSafe web site. Uploads selected document(s) to PortalSafe. Opens the Client Properties dialog. Lock the selected client, folder, or file. Set stages for the selected client, folder, or file. Allows you to back up clients or cabinets and set up Automated Backup. Restore data that has been backed up. Allows you to convert existing data to the updated database. Sync ATX or TaxWise clients. Help Menu The following table describes the selections in the Help menu: Menu Item PaperlessPLUS Help User Guide Release Notes License Agreement Description Opens PaperlessPLUS Help. Displays the PaperlessPLUS User Guide. Displays PaperlessPLUS release notes. Displays PaperlessPLUS license agreement. -45-
46 Chapter 3: PaperlessPLUS Menus Menu Item Register Contact Us About Description Register or re-register PaperlessPLUS. Displays CCH SFS contact information. Displays the About PaperlessPLUS message box, which includes copyright, trademark and version information. -46-
47 Chapter 4 PaperlessPLUS Toolbars The PaperlessPLUS toolbars make the tasks you perform most often as easy as clicking a button. The actions available in the dynamic toolbar will vary depending on what you are doing in the program. The BookMark PDF and Field Editor toolbars are only available to PaperlessPLUS Premier users. -47-
48 Chapter 4: PaperlessPLUS Toolbars Main Toolbar The PaperlessPLUS toolbar is dynamic, meaning the available buttons will vary depending on what is selected or open. If nothing is selected in the tree view, the toolbar will appear as follows: Export and Barcode Reader functionality and toolbar buttons are only available to PaperlessPLUS Premier users. The Update toolbar button will only be displayed when an update is available. The following table describes the functions of these toolbar buttons: Toolbar Button Description Create new client. Save changes. Scan documents. Shows recent scan history. -48-
49 Chapter 4: PaperlessPLUS Toolbars Toolbar Button Description Export client data to ATX or TaxWise (client must be selected). Send an . Access PortalSafe. Scan barcodes. Access PaperlessPLUS Help. Update PaperlessPLUS. The Update button will only appear if an update is available. If a client folder or sub-folder is selected, the toolbar will appear as follows: Export and Barcode Reader functionality and toolbar buttons are only available to PaperlessPLUS Premier users. The Update toolbar button will only be displayed when an update is available. -49-
50 Chapter 4: PaperlessPLUS Toolbars The following table describes the functions of these toolbar buttons: Toolbar Button Description Create new sub-folder. Add files from your computer to the selected folder. Save changes. Close open document. Delete selected folder. Export client data to ATX or TaxWise. Scan documents. Shows recent scan history. Send an
51 Chapter 4: PaperlessPLUS Toolbars Toolbar Button Description Access PortalSafe. Scan barcodes. Lock the selected folder. Set stages for the selected folder. Access PaperlessPLUS Help. Update PaperlessPLUS. The Update button will only appear if an update is available. -51-
52 Chapter 4: PaperlessPLUS Toolbars If a PDF is selected or open, the toolbar will appear as follows: Process and Barcode Reader functionality and toolbar buttons are only available to PaperlessPLUS Premier users. The Update toolbar button will only be displayed when an update is available. The following table describes the functions of these toolbar buttons: Toolbar Button Description Close the current PDF. Save changes. Delete the current PDF. Scan documents. Shows recent scan history. Send an
53 Chapter 4: PaperlessPLUS Toolbars Toolbar Button Description Scan barcodes. Electronically Sign the current PDF. Access PortalSafe. Upload selected document(s) to PortalSafe. Print the opened document. Lock the current PDF. Set stages for the current PDF. Access PaperlessPLUS Help. Update PaperlessPLUS. The Update button will only appear if an update is available. -53-
54 Chapter 4: PaperlessPLUS Toolbars If an image file or document is selected or opened, the toolbar will appear as follows: Process and Barcode Reader functionality and toolbar buttons are only available to PaperlessPLUS Premier users. The Update toolbar button will only be displayed when an update is available. The following table describes the functions of these toolbar buttons: Toolbar Button Description Close the current file or document. Save changes. Delete the current file or document. Scan documents. Shows recent scan history. Process the current file or document. -54-
55 Chapter 4: PaperlessPLUS Toolbars Toolbar Button Description Send an . Access PortalSafe. Upload selected document(s) to PortalSafe. Scan barcodes. Print the opened document. Lock the current file or document. Set stages for the current file or document. Access PaperlessPLUS Help. Update PaperlessPLUS. The Update button will only appear if an update is available. -55-
56 Chapter 4: PaperlessPLUS Toolbars Navigation Pane Toolbar The following table describes the features of the Navigation Pane Toolbar: Toolbar Button Description Load Clients. Refreshes Tree View. Expands folders of the selected client. Collapses all expanded folders. -56-
57 Chapter 4: PaperlessPLUS Toolbars BookMark PDF Toolbar This feature is only available to PaperlessPLUS Premier users. The following table describes the features of the PDF Editor toolbar: Toolbar Feature Description Click the Rename BookMark button to rename the selected BookMark. Click the Delete BookMark button to delete the selected BookMark. Add a parent node to the open BookMark PDF. Click the Save button to save changes. Displays view percentage. To edit, click the drop-down arrow and select the desired zoom percentage. Click to zoom out. Allows you to adjust zoom. Slide left to zoom out. Slide right to zoom in. Click to zoom in. Click the Horizontal Fit button to auto-fit the page in the viewer horizontally. Click the Best Fit button to display the entire page in the viewer. -57-
58 Chapter 4: PaperlessPLUS Toolbars Toolbar Feature Description Click the Up button to scroll to the previous page. Click the Down button to scroll to the next page. The page number of the selected page is displayed. Enter another page number to select and display that page. To change the way pages are tiled in the viewer, you can toggle between the two default views. Click the Search button to search the open BookMark PDF. Terms entered will then be highlighted on applicable BookMarks and displayed under Search Results in the Search Results panel. Click the Highlighter button to highlight portions of forms within a BookMark PDF. Color and width of highlighter may be adjusted. See the Annotations topic for more information. Click the Sticky Notes button to add sticky notes to a form or forms within a BookMark PDF. Color of Sticky Notes may be adjusted. See the Annotations topic for more information. Click the Stamp button to stamp a form or forms to indicate current stage. Color of the stamps may be adjusted. See the Annotations topic for more information. -58-
59 Chapter 4: PaperlessPLUS Toolbars Toolbar Feature Description Field Editor Toolbar This feature is only available to PaperlessPLUS Premier users. Click the Checkmark button to add checkmarks to a form or forms. Color of checkmarks may be adjusted. See the Annotations topic for more information. Click the Audio button to embed audio clips in a form or forms within a BookMark PDF. See the Annotations topic for more information. Click the Add File button to attach a file in a form or forms within a BookMark PDF. See the Annotations topic for more information. Click the X in the top, right corner to close the PDF Editor. The following table describes the functions of the buttons in the Field Editor display toolbar: Toolbar Button Description Zoom in, or enlarge image display Zoom out, or reduce size of image display Displays view percentage. To edit, click the drop down arrow and select the desired zoom percentage. -59-
60 Chapter 4: PaperlessPLUS Toolbars Toolbar Button Description Auto-fits the page in the viewer horizontally Displays entire page in viewer Closes image -60-
61 Chapter 5 Security Manager The Security Manager allows you to add users, assign specific rights to each of them, and assign and maintain their passwords. -61-
62 Chapter 5: Security Manager Adding New Users All users can perform this function unless Security Manager rights have been restricted. For more information on restricting users' rights, see the User Rights topic. To add a new user, use the following steps: 1. Click the Tools menu, then select Security Manager. PaperlessPLUS displays the Security Manager: 2. In the Users section of the Security Manager, click New User to activate the entry box. 3. Enter the name of the new user in the entry box, then press the Enter or Tab key. -62-
63 Chapter 5: Security Manager Users will be displayed under Users in the order in which they were created: Repeat steps 2 and 3 as needed to add more users. To remove users, click the next to the user you wish to delete. Users can only be deleted if they are not logged in. 4. Click the Save button to save changes and exit or click Close to finish without saving. User Rights When a new user is created, all rights are granted by default. The Admin user (or another user who retains Security Manager rights) has the ability to deny rights to other users. To change User Rights, use the following steps: 1. While logged in as the Admin user (or another user who has retained Security Manager rights), click the Tools menu, then select Security Manager. -63-
64 Chapter 5: Security Manager PaperlessPLUS displays the Security Manager dialog: Some rights are only available to PaperlessPLUS Premier users. Granted rights for the selected user are displayed in the Granted window and denied rights are displayed in the Denied window. 2. Under Users, select the user whose rights you wish to change. 3. Do one of the following: 4. Select the right(s) to be changed by clicking them one at a time, in a range, or by making multiple selections. 5. Click the << button to deny all rights, or 6. Click the >> button to grant all rights. To select multiple rights at one time, select the first, then either hold down the Shift key and use the arrow keys to select a range or hold down the Ctrl key and click the desired rights. 4. Do one of the following: 5. Click the < button to deny the selected right(s), or -64-
65 Chapter 5: Security Manager 6. Click the > button to grant the selected right(s). Repeat steps 2, 3, and 4 as desired. 5. Click the Save button to save changes and exit or click Close to finish without saving. Admin user rights cannot be changed. Passwords Any user who has retained Password Maintenance rights may create, change, or clear their own password at any time. The Admin user or any other user who has retained Security Manager rights and Password Maintenance rights can create or change other users' passwords at any time. Only the Admin user can clear another user's password. See the User Rights topic for more information. Admin The Admin user (or any other user who has retained Security Manager and Password Maintenance rights) can set or change any user's password. To set the Admin password, use the following steps: The Admin user password can only be set or changed while logged in as the Admin user. 1. Click the Tools menu, then select Password Maintenance. PaperlessPLUS displays the Set Password for "Admin " dialog: -65-
66 Chapter 5: Security Manager 2. Enter the desired password in the Password entry. 3. Re-enter the password in the Re-enter Password entry. 4. Click Save to finish. Passwords are case sensitive. The Save button will remain disabled until the passwords in both entries match exactly. To change the Admin password, use the following steps: The Admin user password can only be set or changed while logged in as the Admin user. 1. Click the Tools menu, then select Password Maintenance. PaperlessPLUS displays the Change Password for "Admin" dialog: Click Clear to eliminate the password, or continue with the following steps: 2. Enter the current password in the Old Password entry. 3. Enter the new password in the New Password entry. 4. Re-enter the new password in the Re-enter New Password entry. 5. Click Save to finish. Passwords are case sensitive. -66-
67 Chapter 5: Security Manager The Save button will remain disabled until the passwords in the New Password and Re-enter New Password entries match exactly. To set other users' passwords as the Admin user, use the following steps: Users who retain Password Maintenance rights will be able to set and change their own passwords. See the User Rights topic for more information on granting or denying rights for users. 1. Click the Tools menu, then select Security Manager. PaperlessPLUS displays the Security Manager dialog: 2. Under Users, select the desired user, then click the Password Maintenance button. For this example, we'll use the Front Office user. -67-
68 Chapter 5: Security Manager PaperlessPLUS displays the Set Password for "Front Office" dialog: 3. Enter the desired password in the Password entry. 4. Re-enter the password in the Re-enter Password entry. 5. Click Save to finish. Passwords are case sensitive. The Save button will remain disabled until the passwords in both entries match exactly. To change or clear other users' passwords as the Admin user, use the following steps: 1. Click the Tools menu, then select Security Manager. Users who retain Password Maintenance rights will be able to set and change their own passwords. See the User Rights topic for more information on granting or denying rights for users. -68-
69 Chapter 5: Security Manager PaperlessPLUS displays the Security Manager dialog: 2. Under Users, select the desired user, then click the Password Maintenance button. For this example, we'll use the Front Office user. PaperlessPLUS displays the Change Password for "Front Office" dialog: Click Clear to eliminate the password, or continue with the following steps: 3. Enter the current password in the Old Password entry. 4. Enter the new password in the New Password entry. -69-
70 Chapter 5: Security Manager 5. Re-enter the new password in the Re-enter New Password entry. 6. Click Save to finish. Passwords are case sensitive. The Save button will remain disabled until the passwords in both entries match exactly. Resetting the Admin Password The Admin password may be reset at any time from the login screen. Registration Code must be entered for verification (TaxWise users must also enter their EFIN). To reset the Admin password: 1. Open PaperlessPLUS. 2. When the login screen appears, click the Reset Password link. The Register Software dialog appears. 3. Enter your Registration Code in the box provided (TaxWise users will also need to enter your EFIN). Your Registration Code may be found on the Fulfillment Confirmation slip that was included with your software order. Other Users Any user with Password Maintenance rights can set and change their own password. To set your user password, use the following steps: 1. Click the Tools menu, then select Password Maintenance. -70-
71 Chapter 5: Security Manager If a user is denied Password Maintenance rights, the Password Maintenance button will not be available. See the User Rights topic for more information. PaperlessPLUS displays the Set Password dialog: 2. Enter the desired password in the Password entry. 3. Re-enter the password in the Re-enter Password entry. 4. Click Save to finish. Passwords are case sensitive. To change your user password, use the following steps: 1. Click the Tools menu, then select Password Maintenance. If a user is denied Password Maintenance rights, the Password Maintenance button will not be available. See the User Rights topic for more information. PaperlessPLUS displays the Change Password dialog: -71-
72 Chapter 5: Security Manager 2. Enter the current password in the Old Password entry. 3. Enter the new password in the New Password entry. 4. Re-enter the new password in the Re-enter New Password entry. 5. Click Save to finish. -72-
73 Chapter 6 Using PaperlessPLUS PaperlessPLUS allows you to store and organize your client's documents electronically, making your office more efficient. This chapter will discuss the individual features of the program and how to use them. -73-
74 Status Bar The status bar is displayed at the very bottom of the application. It displays the path to the open document or directory and what type of access the current user has. The Access section displays in the bottom right corner. The types of access are Read and Write. Read In Read access, users can open and view documents and directories, but cannot edit or create documents or directories. If a client, document, or directory is locked, it cannot be opened or viewed. Write In Write access, users can edit and create documents without restriction. New Client To create a new client, use the following steps: 1. Expand the Active Clients cabinet or Inactive Clients cabinet depending on the client to be created. 2. Make sure no client, folder, or file is selected by clicking an empty area in the cabinet or by clicking the cabinet header label. 3. Do one of the following: 4. Click the New button on the toolbar, or 5. Click the File menu, then select New Client, or 6. Right-click an empty area in the selected cabinet, then select New Client. -74-
75 PaperlessPLUS displays the Client Properties dialog: 4. Select the appropriate tax package from the Categories dropdown list. 5. Select the appropriate check-box(es) to further categorize the client. To create custom categories, click New Category, enter a name for the new category, then press the Enter or Tab key to save. When new categories are created they will be displayed with a check-box (just like the default categories). New Categories that have been created can also be deleted (by clicking the red X next to that category), but only if that category is not assigned to any client. -75-
76 6. Select the SSN radio button for an individual or the EIN radio button for a company. 7. Enter the appropriate info for your client. SSN, First Name and Last Name fields are required for individuals, EIN and Name fields are required for companies. 8. Click Save to add the new client. Top-level folders may be created either in the Non Client Folders or Review And Assign cabinets, however, these are not client folders and do not require the Client Properties dialog. Sync Clients With ATX or TaxWise ATX or TaxWise clients may be synced with PaperlessPLUS for any year in which you prepared the client's tax return. To sync clients with ATX or TaxWise, use the following steps: 1. Click the Tools menu, then select Sync Clients With ATX or TaxWise (depending on which tax application is installed). PaperlessPLUS displays the Sync Clients With ATX or the Sync Clients With TaxWise dialog. 2. Select the desired year to sync from the Select tax year dropdown list. Only product years that are currently installed will be displayed in the Select tax year drop-down list. 3. Click Sync. -76-
77 PaperlessPLUS displays the Create File Folders From Tax dialog: 4. Do one of the following: 5. Click Create to sync ATX or TaxWise clients if you do not wish to create a new tax year folder, or 6. Create a new tax year folder by clicking New under Years:, then enter the new tax year, select the year for the default directory structure, and click OK. Click Create to sync ATX or TaxWise clients. See the Folders Tab topic for more information on creating new Years. ATX or TaxWise clients are created in PaperlessPLUS and their EIN/SSN, Name and Adress information is carried to Client Properties. -77-
78 Loading Clients PaperlessPLUS loads specified clients on demand. Recently Viewed and Recently Created clients as well as any folders in the Review and Assign cabinet will be loaded automatically upon opening PaperlessPLUS. Additional clients will need to be loaded via the Load Clients feature or the Search feature (both are discussed below). All clients may be loaded automatically upon opening PaperlessPLUS. See the Setup Tab topic for more information. To Load multiple clients, use the following steps: 1. Do one of the following: 2. Click the button on the Navigation Pane Toolbar, or 3. Click the File menu, then select Load Clients. PaperlessPLUS displays the Load Clients dialog: -78-
79 2. Enter the desired client's Name or TIN in the Search by Name/TIN... box (above the Navigation Pane) Clients that are not yet loaded into the tree are still searchable. Results listed will be filtered to narrow down the search. 3. Selecting the desired client loads it into the tree. Default Directory Structure The default directory structure in PaperlessPLUS is designed for flexibility and ease of use. When a new client is created, it is given a default directory structure that may be used immediately as is, or modified to suit the needs of your office. The default directory structure is pictured below: The default directory structure may be modified or a custom directory structure may be created on the Folders Tab of the Options dialog. See the Folders Tab topic for more information. Client Folder The Client Folder, or top-level folder is used to store all files for the client by tax year. By default, the sub-folders included are Permanent, Tax Year (in the -79-
80 pictured example, 2013), Client Accounting Suite, Communications, Fixed Asset Manager, Source Doc, Tax Returns, and Work Paper. Each will be discussed below in further detail. Permanent The Permanent folder provides an ideal place to store files for a client that are not associated with any tax year such as IDs, divorce papers, death and birth certificates, wills, powers of attorney, etc. New folders may be added under the Permanent folder, however, the Permanent folder itself cannot be renamed, moved, or deleted. Tax Year By default, the Tax Year folder will be named for the current tax year (or previous calendar year). New folders can be created for prior tax year(s) if necessary. See the Folders Tab topic for more information on creating new tax year folders. Client Accounting Suite The Client Accounting Suite folder is ideal for any interaction between PaperlessPLUS and CCH Small Firm Services' Client Accounting Suite program. This folder can be renamed or deleted if desired. Sub-folders may also be created under Client Accounting Suite. Communications The Communications folder is ideal for storing any correspondence to, from, or regarding the client for a particular processing year. This folder can be renamed or deleted if desired. Sub-folders may also be created under Communications. -80-
81 Fixed Asset Manager The Fixed Asset Manager folder is ideal for any interaction between PaperlessPLUS and CCH Small Firm Services' Fixed Asset Manager program. This folder can be renamed or deleted if desired. Sub-folders may also be created under Fixed Asset Manager. Source Doc Forms processing is only available to PaperlessPLUS Premier users. The Source Doc folder is ideal for storing source documents (W2s, 1099s, 1098s, K1s, etc) for your client. Keeping them all under one folder (for the corresponding tax year) will allow easy access when the time comes to prepare the client's tax return. The Source Doc folder can be renamed or deleted if desired. Sub-folders may also be created under Source Doc. The Source Doc folder is the default destination folder for recognized forms when scanned and processed or processed manually. If recognized forms are processed for an existing client, the forms will be renamed according to type and automatically moved under the Source Doc folder for the client (in the designated processing year). If recognized forms are scanned and processed or processed manually for a client that does not yet exist in PaperlessPLUS Premier, the client will automatically be created, then the processed forms will be renamed according to type and automatically placed under the Source Doc folder (for the current processing year). Tax Returns The Tax Returns folder is an ideal place to store finished tax returns. This folder can be renamed or deleted if desired. Sub-folders may also be created under Tax Returns. -81-
82 Work Paper The Work Paper folder is ideal for items like receipts, bank statements, check stubs, or other items associated with a particular tax year. This folder may be renamed or deleted if desired. Sub-folders may also be created under Work Paper. Visual Cues Visual cues indicate the status of certain files in the tree: indicates that a form or forms within the folder, when processed, can be exported to your TaxWise or ATX tax prep software. indicates that a file or folder is locked. indicates that a form has been processed, but not yet edited or saved. indicates that a processed form has been edited and saved. indicates that a form was recognized and processed, but cannot be edited or exported. indicates the file is a PDF. indicates the file is a BookMark PDF. indicates an image file. -82-
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