FileRoom Binders

Create new binder

Creating a binder is a starting point from where you can submit your client's tax documents and have them processed through OCR, get verified, and go into SPbinder for preparation. You can create a binder for your client by providing basic information about the type of binder you want to create. At this stage, you can set which firm user should be the Owner, the office location, binder access permissions, and binder tax year.
When you create a binder in FileRoom, SurePrep gets your client's information from the tax application and creates a binder specifically catered for that taxpayer client. The information fetched from your client's tax application file is used to create placeholders called “proforma” (for example, W-2 proforma placeholder for “ABCD, Inc.”). In SPBinder, you can organize documents to their respective (proforma) categories and export the data to the correct entities in the tax application. 
You will need to upload the client's most recent tax application file details. Before creating a binder, make sure the client is created or proforma (roll forwarded) to the current tax year.
Follow these steps to create a new binder for processing 1040, 1041, 1065, 1120, 1120s, or custom binder:
  1. Sign in to SurePrep FileRoom using your
    Firm ID
    ,
    Username
    , and
    Password
    .
  2. If the menu doesn't say
    FileRoom
    , point to the menu then select
    FileRoom
    .
    If 
    FileRoom
    is already visible, you can skip to the next step.
  3. Point to the
    Create New Binder
    dropdown icon, point to your binder type, and then select on your service.
  4. Your browser downloads a PBFx file. This could be displayed differently depending on your specific browser. Select the file to open the SurePrep submission screen.
    Alternatively, you may see a window prompting you to download the file. This will also look different depending on your browser. Download the file then open the file.
  5. You may have to wait a few minutes for SurePrep to update. The
    SurePrep Updates
    window will tell you the progress of the update process. Once this step is complete, the
    Create New Binder
    window will open automatically.
    note
    The initial download may take some time when you create a binder for the 1st time on your computer.
  6. Under
    Select Binder Options
    , you may see the
    7216 Consent Received?
    option if your firm enabled this feature. 7216 requires that tax preparers receive taxpayer consent before disclosing taxpayer information to third-party individuals.
    Select
    Yes
    if you have received consent from the client.
    Select
    No
    if you haven’t received consent from the client.
    If you don’t see the
    7216 Consent Received?
    option, then skip to the next step.
    Confirm with your manager if 7216 consent has been granted for the specific client.
    Review more information on setting 7216 consent when creating binders.
    note
    Selecting 7216 Consent as
    No
    will prevent users assigned with 7216 access restrictions from accessing the binder. Additionally, you won’t be able to select 7216 restricted users as Owners or Assigned Members.
  7. Fill out the new binder information by choosing the following options:
    Create new binder section
    Description
    Select Binder Options
    Apply the settings to your client's binder. For example, you can decide which firm user will be in charge of the client (that is, the
    Owner
    ), and to which office location the client belongs.
    Review the selected options carefully, some options can't be changed once the binder is submitted (for example,
    Leadsheets
    ).
    Select Binder Template
    Select a template name to select a template that matches the tax return. Make sure you have the correct template selected by looking at the
    TAX YEAR
    and
    TAX application
    columns.
    Select Source Documents
    Select
    Browse
    to select the source documents that you want to upload to your client's binder. For example, this can be a PDF of your client's tax documents.
    Select... return
    (for example, Select “tax application name” return)
    This section may vary based on your tax application. You may either need to enter a Tax Client ID or select your client's tax file.
    tip
    Rename the 1st PDF the same as your Tax Client ID in the tax application. Example, if Tom Taxpayer's tax client ID in the tax application is '123“, then the first source document should be named '123.PDF”.
    If the name of the 1st selected source document matches the return (Tax Client ID), then the Return ID and
    SP Client ID
    fields will automatically populate based on the source document name. Saving you time from manually entering the remaining information.
    Enter Client Details
    Your client's information will be populated here after you complete the previous step of selecting the tax return.
    Once all the information is complete, select
    Submit
    .

Additional notes

  • SurePrep lets you create binders for the current tax year + the previous 2 tax years.
  • The units remaining for the selected service are displayed on the
    Create New Binder
    window.
    Review more on Units Remaining.
  • Under
    Select Binder Template
    , to view a 
    Tax application
    template, you must first turn on the tax application with SurePrep. Once turned on, you can select your tax application template based on the tax years that is currently available.
    See detailed information about each section of the create new binder window.
  • Firms using GoSystem Tax RS: If you see a
    Locator in Use
    notification, close GoSystem Tax RS and try again.

What's next?

Once a binder is submitted, it goes through a different stage of processing. The
STATUS
column in FileRoom shows you each binder's current status. Initially, you will see the binder status appear as
SP Processing
.
New tax year release date
Dates for the upcoming tax years are announced at the end of the year when they become available.
See when the next tax year will be available.

Related content

This article applies to:

  • Product: SurePrep