The Drake Software Logo, Drake Tax, Enterprise Office Manager, and Client Write-Up are registered trademarks of Drake Enterprises, LTD.

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2 Copyright The Enterprise Office Manager Manual, Drake Tax Software, and any other related materials are copyrighted material. All rights are reserved by Drake Enterprises, LTD., including all ownership rights. This document, associated software, and related material are the property of Drake Enterprises, LTD. Drake Enterprises, LTD, hereby authorizes you to download, display, print, and reproduce the material in this document in an unaltered form only for your personal, non-commercial use or for non-commercial use within your organization. Copyright, trademark, and other proprietary notices may not be removed Drake Enterprises, LTD. All rights reserved. While every attempt has been made to produce an accurate and complete manual, there is no warranty, expressed or implied, to that effect. Drake Enterprises, LTD. assumes no liability for damages or claims resulting from the use of the information contained herein. TRADEMARKS The Drake Software Logo, Drake Tax, Enterprise Office Manager, and Client Write-Up are registered trademarks of Drake Enterprises, LTD. Other product names mentioned in this manual may be trademarks of registered trademarks of their respective companies. 1

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4 Table of Contents What is the Enterprise Office Manager (EOM)?... 5 Who Has to Use the EOM?... 5 Understanding the Hierarchy... 5 Accessing the EOM... 6 Single Office Login... 6 Master EFIN Login... 9 Using Menu Items... 9 Managing Sub-Offices Filtering Saving Filters Using Other Filter Options Viewing and Editing Sub-Office Information Adding New Accounts Finding Accounts Viewing and Editing Account Information Completing the Bank Application Viewing the Application Status Current Bank Completing Firm Information Entering Direct Deposit Information Adding Prior Year Information Entering Products and Fees Answering Disclosure Questions Applying for Protection Plus Applying for Merchant Credit Card Processing Managing Deposit Information Reporting Entering Fees Override Managing EFINs Managing Users

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6 Enterprise Office Manager WHAT IS THE ENTERPRISE OFFICE MANAGER (EOM)? The Enterprise Office Manager (EOM) is used to manage account information and to submit bank applications. The EOM allows users to manage single offices or all EFINs associated with a multi-site enterprise. Depending upon the EFIN's level of access, the EOM can be used to: Add and edit accounts Choose a customer type and activate accounts Manage EFIN data Complete bank applications Manage e-filing fees Master Accounts can add EFINs (sub-offices) and adjust all account and bank information for those EFINs directly through the EOM at any time. Sub-offices can log in to the EOM to easily manage individual account data, bank applications, and more. WHO HAS TO USE THE EOM? There are two types of offices required to use the EOM: Single offices (one EFIN) use the EOM to review account information, complete bank applications and run reports. Multi-site enterprises (two or more EFINs) use the EOM for account management of all EFINs (sub-offices) as described in the list above. The EOM gives multi-sites the flexibility to manage their own account information. UNDERSTANDING THE HIERARCHY In order to use the EOM, an enterprise must first understand the EFIN Hierarchy. All multi-site enterprises must have an EFIN hierarchy based on three levels: Master EFIN - Level 1 Parent EFIN - Level 2 EFIN - Level 3 Depending upon the EFIN's level in the hierarchy, various degrees of access to enterprise information will be permitted. Level 1 - Master EFINs have access to all data for the Master EFIN and any Level-2 and Level-3 EFINs configured below it. Level 2 -Parent EFINs have access to all data for the Parent EFIN and any Level-3 EFINs configured below it. Level 3 - EFINs have access to data for that particular EFIN. No other EFINs are configured below it and an EFIN will not have access to any other account. There is only one Master EFIN in an enterprise. It is the top level of the EFIN Hierarchy. All Parent EFINs and EFINs, levels 2 and 3, are considered sub-offices. The Master EFIN has access to all master and all sub-office information. 5

7 ACCESSING THE EOM To log in to the EOM, go to eom.drakesoftware.com. Enter the username and password and select Sign In. You can also access the EOM through the Drake Software Support website. Go to Support.DrakeSoftware.com, select My Account > Bank Application. EOM Login Page If you log in as a Master EFIN, all menu items are accessible. If you log in as a Parent EFIN, only Account Information, Bank Application, and Sub-Offices menus are accessible. When logged in as an EFIN, only the Account Information and Bank Application sections are accessible. SINGLE OFFICE LOGIN Single offices do not have a master account number and have only one EFIN. Single offices will not have the same capabilities as multi-sites. Go to Support.DrakeSoftware.com, select My Account > Bank Application. You can also log in using the URL, eom.drakesoftware.com. Enter your username and Password. Verify the account information and select Save. 6

8 Verify Account Information Next, select Enrollment > Bank Application and select a bank from the drop list to create a new bank application. Select Enrollment > Bank Application 7

9 Select a Bank A list of banks with their application status and the active bank are shown. Change the active bank by selecting another bank in the Active Bank column and saving the application. To view another bank s application status, select the bank in the View App column. Selecting another bank using the View App column lets you toggle between banks without changing the active bank. Bank Information Bank applications vary by bank. All bank applications include sections for entering Firm Information, Direct Deposit Information, Prior Year Information, Products and Fees, and Disclosures. In the Products and Fees section, the document preparation and e-filing fees have been removed. If you would like to collect these fees, you may set a form charge for the bank product (the relevant bank screen form) or the e-file form (Form 8879). Go to Drake Software > Setup > Pricing. Enter an Add-On Fee as part of the bank application, if desired. Submit New Bank Application For a new bank application, select Save and Finish Later to save an incomplete bank application, or select Submit Completed Application to submit a completed application. 8

10 Submit Updated Bank Application After updating an application, select Submit Updated Application to submit the updated application. EROs can have an acceptance status with more than one bank and can change the active bank without resubmitting the bank application. To make the selected bank the ERO s active bank, select Current Active Bank. MASTER EFIN LOGIN Logging into the EOM with a Master EFIN, the default screen is Sub-Offices. You will have various menu items to choose from to navigate between the EOM screens. USING MENU ITEMS The menu items are in the figure below. Each item is accessible to the Master EFIN; all remaining EFINs have limited access based on the EFIN hierarchy. Master EFIN Menu Items Account Info - Manage account information such as customer type, company, addresses, and ownership for the logged in EFIN. Enrollment Submit bank applications, Protection Plus audit assistance applications, and merchant credit card processing applications; sign up for direct deposit. To offer bank products, the Master, Parent, and all EFINs in the hierarchy must complete a bank application each year. Sub-Offices - A Master EFIN or Parent EFIN can quickly filter, track the status, and access the data of sub-offices. Fees Override - Override the fees set for the Master EFIN and or update the fees for all of the sub-offices. Reporting - Run reports showing the amount of add-on fees sent to a firm s account for a month or year-to-date. Run Protection Plus enrollment and summary reports. 9

11 Login Page - The Master EFIN can alter the login page content by selecting different fonts, font sizes, colors, and symbols. EFIN Mgmt - Register one or more EFINs with Drake Software. User Mgmt Manage user access to Drake Software websites. Help - View the Enterprise Office Manager User s Manual or the tutorial for the Enterprise Office Manager. MANAGING SUB-OFFICES If you have a prior multi-site account with Drake and you set up a hierarchy last year, your sub-offices are established and ready to filter. If your hierarchy was not set up last year, you must establish one. The Sub-Offices menu is the default menu when logged in as a Master EFIN. You may manage sub-offices by filtering, viewing, and editing account data and adding additional accounts. FILTERING Use filters to narrow the list of sub-offices displayed. Choose specific criteria by selecting the desired boxes. Sub-Offices - Filters Account Status - Filter EFINs based on whether they are Active, Inactive, or were Active in the prior year. Compliance Training - Select Yes to filter for accounts that have completed bank compliance training. Select No to filter for accounts that have not completed bank compliance training. Ready to Transmit - Select Yes to filter for accounts that are ready to transmit electronic returns. Select No to filter for accounts that are not ready to transmit electronic returns. Bank - These boxes allow for filtering of sub-offices who use a particular bank. Bank Status - These boxes allow you to filter EFINs based on the status of the EFIN s bank application. When you are finished selecting all applicable filters, select Apply Filter. The filtered results are displayed. Each row contains information for an individual sub-office. 10

12 Filter Results - Column Headers The column headers indicate what information is represented: Account is the account number. Select an Account number to view the Account Information or Bank Application of the sub-office. The EFIN, Parent, Bank App Master, and Company Name are also listed. Account Status displays the status of the sub-office. The Active Bank is the bank that is currently listed as the sub-office s active bank. The Bank Status displays the status symbol. Select the symbol to view the symbol key. Compliance Training displays Yes if the sub-office has completed bank compliance training. Ready to Transmit indicates if the sub-office is ready to transmit electronic returns. SAVING FILTERS Once you have created a filter, save it for future use. Type a name for the filter in the Save Filter As field and select Save. The filter is saved in the Load Saved Filter drop list. To use a saved filter, select it from the drop list, and select Apply Filter. To begin a new filter, select Reset. Saving Filters USING OTHER FILTER OPTIONS The following options are available when using filters: 1 Alter the number of accounts displayed per page by making a selection in the Rows per page list. 2 Select Print to print or Export to save filter results as a CSV (.csv) file. 3 Select the minus sign [-] to hide the filter options. 11

13 Other Filter Options VIEWING AND EDITING SUB-OFFICE INFORMATION To view or edit sub-office information, select the Account number from the filter results. Master and Parent EFINs can access the Account Information and Bank Application for each sub-office. Alter this information as necessary. Sub-Offices Account Number When sub-office information is accessed, a drop-down menu will appear. Selecting an option from the drop-down menu will allow you to view or edit that information for the sub-office. Menu for Sub-Offices 12

14 ADDING NEW ACCOUNTS To add a new sub-office, Selecting Add Account. When adding a new account, complete the Account Information section before completing the Bank Application. Sub-Offices - Add Account New Account Account Information 1 Enter the EFIN of the sub-office. 2 All new accounts are assigned a Drake Password by Drake Software. An entry is not necessary in this field. 3 Assign a Parent EFIN in accordance with your EFIN Hierarchy. 4 Mark the Block EFIN access to EOM box to prevent this EFIN from logging in to the EOM. This prevents the sub-office from accessing its account information and bank application. If this option is selected, any changes to the sub-office must be performed by the Parent or Master EFIN. 5 Mark the Prevent Check Reprints box to prevent this EFIN from reprinting any checks. 6 Complete all other information for the sub-office account as directed. 13

15 NOTE The Master account must be paid in full before paying for a sub-office site. For master accounts with less than 10 sites, sub-offices are inactive until payment has been received for the sub-office site. To pay for an account, contact Drake Accounting at Scroll down to complete the Company Information, Address, Physical Office Location, Alternate Shipping Address, and Ownership Information sections. When all information is complete, select Save. An account validation notice is displayed when the account is created. NOTE In the Ownership Information section, Owner 1 is required if the office is using bank products. Enter information for Owner 1 before completing the Bank Application. FINDING ACCOUNTS Find Account Tool To search for a specific account, use the Find Account tool. 1. Use the drop list to select a search option. 2. Type in the search criteria. 3. Select Search. 4. The individual results are displayed in a new window. 5. Select the Account number to access the sub-office information or select Close. Find Account Search Results 14

16 VIEWING AND EDITING ACCOUNT INFORMATION Enter or edit account information for the logged-in EFIN, just like when entering sub-office information. See Managing Sub-Offices. Account Information - Master EFIN When the Master EFIN is logged in, there are additional account options: Block sub-office access to Download Center - Master EFINs can choose this option to prohibit any sub-office from downloading the installed package of Drake Software from the Download Center. If this option is selected, sub-offices will not be able to enter the Download Center on the Drake Software Support website. Lock Network/Franchise Fee on sub bank apps - Master EFINs can lock the network/franchise fee on bank applications for sub-offices. Lock Add-On Fee on sub bank apps - Master EFINs can lock the Add-On Fees on bank applications for suboffices. Hold shipments for all EFINs - Master EFINs can block all shipments to the sub-offices. Hold all mailings for all EFINs - Master EFINs can hold all mailings to the sub-offices. Print Franchisor/Network Firm Name as the receiver of the Additional Fee (Add-On) on tax return s bank information sheets Scroll down to complete the Company Information, Address, Physical Office Location, Alternate Shipping Address, and Ownership Information sections. When all information is entered, select Save. 15

17 COMPLETING THE BANK APPLICATION All multi-office sites that provide bank products must complete the bank application in the EOM. Choose a bank, or if you were associated with a prior-year bank, the information is carried forward to the Enterprise Office Manager. It is still necessary to choose a bank and complete a bank application for each tax year. Select Enrollment > Bank Application Select Bank There are different data entry requirements, depending on the bank chosen. The following sections are common to all bank applications: Firm Information Direct Deposit Information Prior Year Information Products and Fees Disclosures Some banks require additional information in their applications, including ownership information, program/product selection, projections, and security questions. 16

18 VIEWING THE APPLICATION STATUS The Application Status section displays the current status of the EFIN s bank application. All available banks are listed with an Application Status for each bank. The Active Bank is also a listed. Select the View App option to view the selected bank s application. Application Status and Active Bank An expanded list displays the details of each application status. When the status of a bank application changes, the displayed status updates automatically using the following symbols: Application Status - Key to Symbols CURRENT BANK The current bank is listed in the Active Bank column. Each EFIN can change to another bank at any time; however, once an application has been accepted, there are other required steps to complete the process of changing to a new bank. The master EFIN can elect to change banks. Select the button for the new bank in the Active Bank column. Complete the application for the new bank and select Submit Completed Application. Each sub-office can use the same bank as the Master or Parent or each EFIN in the hierarchy can choose to use a different bank. 17

19 COMPLETING FIRM INFORMATION Update any firm information that changed from the previous year, or complete all firm information if this is a new bank application. Bank Application - Firm Information NOTE The Firm Information requirements will vary for each bank. ENTERING DIRECT DEPOSIT INFORMATION Enter the Name on account, the Routing number, the Account number, and select the Account type. This account information is used to deposit bank product fees. Direct deposit information is also required on the bank application for each sub-office. The Bank name field populates when the Routing number is entered. Bank Application - Direct Deposit Information 18

20 ADDING PRIOR YEAR INFORMATION Complete the Prior Year Information section with data from the previous tax season. Bank Application - Prior Year Information ENTERING PRODUCTS AND FEES Certain states do not allow preparers to charge additional fees for preparing bank documents. To comply with these changes, the following revisions have been made to the Bank Application screen: The service bureau fee has been replaced with a Franchise/Network Fee, which more accurately reflects the fee s purpose. The document preparation fee has been removed per bank guidance in response to banking regulations. The e-file fee has also been removed. To charge a fee to all of your customers for preparation of the 8879, you may set a form charge on the e-file form (Form 8879) in Drake Software under Setup > Pricing. The Add-On Fee is determined by each individual ERO, but cannot exceed bank limits. Bank Application - Products and Fees 19

21 ANSWERING DISCLOSURE QUESTIONS Answer Yes or No to each disclosure question. Select Save and Confirm. Bank Application Disclosure Questions NOTE Some bank applications do not have disclosure questions. When all sections of the bank application have been completed, select Submit Completed Application to submit it to the bank. To save the application without submitting it, select Save and Finish Later Submit Completed Bank Application 20

22 APPLYING FOR PROTECTION PLUS Select Enrollment > Protection Plus Application and complete the Protection Plus application in order to offer Protection Plus audit assistance services to customers. Select Submit Application at the bottom of the page to submit the completed application. Select Enrollment > Protection Plus Application Protection Plus Application APPLYING FOR MERCHANT CREDIT CARD PROCESSING Select Enrollment > Merchant Credit Card Processing and complete an application to apply for the EPS Financial credit card processing program, which is a cost-effective way to accept customers credit and debit card payments. Select Enrollment > Merchant Credit Card Processing 21

23 Merchant Credit Card Processing Application MANAGING DEPOSIT INFORMATION Select Enrollment > Deposit Info to manage deposits for Bank Applications, Add-On Fees, and Bank Rewards. This option is available only at the Master EFIN level. Select Enrollment > Deposit Info Managing Direct Deposit Information 22

24 In the Bank Applications section, select Disable Entry by Sub Accounts to have bank product fees go to the Master EFIN account. If left unmarked, the bank product fees go to the sub-office direct deposit account. Enter deposit information for the different accounts, or you may use the same account for these deposits. Select Save when bank account information is complete. REPORTING Select Reporting > AOF to run reports showing the amount of add-on fees sent to a firm s account for a month or yearto-date. Select Reporting > AOF Add-On Fee Report Two Protection Plus reports are available. For a multisite office, these reports are available only to the master EFIN. Select Reporting > Protection Plus Summary to run Protection Plus summary reports, which display fee information. Select Reporting > Protection Plus Summary 23

25 Protection Plus Audit Protection Fee (APF) Report Select Reporting > Protection Plus Enrollments to run Protection Plus enrollment reports, which provide information on taxpayers who have signed up for Protection Plus audit assistance. Select Reporting > Protection Plus Enrollments (Blank) Protection Plus Enrollment Report ENTERING FEES OVERRIDE Select the Fees Override menu item and use the fields provided to update the fees for all sub-offices at one time. The maximum amounts entered cannot exceed the listed amounts. Enter Franchise/Network Fee and Add-On Fee override amounts, if applicable. Select Save to override the fees. For sub-offices with different banks, making a change here will not apply to sub-offices where the change conflicts with bank requirements. 24

26 Fees Override MANAGING EFINS Before you transmit returns with an EFIN using Drake Software, you must register it with Drake Software. To register, select EFIN Management and follow the steps listed. A list of EFINs Registered with Drake Software is provided. EFIN Management The Status displayed for each EFIN uses one of the following symbols: EFINs Registered with Drake Software Status Key to Symbols. 25

27 MANAGING USERS Beginning in tax year 2016, as part of the industry-wide initiative to set tougher security standards, Drake Software switched from an EFIN-based login to a User Account login for access to Drake Software s websites (such as Drake Support and Enterpriser Office Manager (EOM). The Enterprise Office Manager is used to set up and maintain User accounts. When logging into the Enterprise Office Manager for the first time, the administrator, or admin, account must first be established. The administrator will be prompted to select a user name and enter the address Drake Software has on file for the account. An message containing an access code will be sent to the administrator who must enter the code to proceed with account setup on the EOM. Once the admin account is set, the administrator uses the EOM to create user accounts for each individual that needs access to Drake Software websites. Add Users To add users in the EOM select User Management > Add Users. Enter a username and a unique address. If the user should be an administrator, select the Is Admin? checkbox. Grant the user access to the EOM, Support Site, and Online EF Database by checking the corresponding boxes. User Account The user will receive a no-reply with a time sensitive code that is needed to verify and complete account setup, including setting a password and security questions. 26

28 Manage Users To edit or remove a user s access to the EOM, Support site, and/or Online EF Database select User Management > Manage Users. Edit Account To edit Administrator account information and security questions select User Management > Edit Your Account. 27

29 Change Password Users can change their own account password for all Drake Software websites to which they have access (Enterprise Office Manager, Drake Support, and/or Online EF Database) by going to User Management > Change Password. 28