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Federal input screens

Screen Letter - Client Documents (1040)

Overview

Use this screen to enter client-specific transmittal letter, filing instruction, and invoice information. Use the Document Editing window to create and modify all client documents including Transmittal Letters, Filing Instructions, Custom Paragraphs, and Invoices. For more information, see Customizing client documents.

Transmittal Letters and Filing Instructions

Enter information in this section to select custom letters and paragraphs. The application automatically completes the IRS Service Center and Estimate mailing address information contained in this section.
Enter the number of the transmittal letter you want to use, or use F4 to view a list of available letters. If you enter information in this field, the transmittal letter you indicated prints rather than printing the default transmittal letter.
Enter the custom paragraph description you want to use, or use F4 to display a list of available paragraphs. If you enter information in this field, the application prints the custom paragraph you indicated in either the filing instructions or transmittal letter. For a summary of the content of each custom paragraph, see Custom paragraphs FAQs.
Mark this field to use the pre-due date text included in certain custom paragraphs for returns printed after the due date. The application defaults to printing text for each paragraph based on the date the return is printed. For example, if the return is printed on or before the due date, the custom paragraphs would print information about depositing a contribution balance that's allowable on or before the due date of the return. A return printed after the due date wouldn't contain that information. If this field is marked, you can print a return after the due date of the return and the return will contain the custom paragraph text that was originally sent to the client in the return printed before the due date. The following custom paragraphs will be affected by this field:
  • Roth IRA Contributions (TL)
  • Traditional IRA Contrib (TL)
  • Health Savings Account (TL)
  • Medical Savings Account (TL)
  • Delayed Refund (FI)
The application automatically determines the appropriate IRS Service Center based on the postal code entered in the 1040 screen. To override the service center, select a location from the
IRS Service Center
 field. The service center's address automatically populates the
Balance due address
 fields.
If there's a balance due on the return, the address in the
Balance due address
 fields will be used.
The application generates the IRS paid preparer mailing addresses on filing instructions when applicable as prescribed by the IRS form instructions, such as Form 1040-V.
If you don't enter a postal code in the 1040 screen or enter a service center in this field, the IRS Service Center address doesn't print in the filing instructions.
Normally, the application determines the filing center based on the postal code entered in the 1040 screen. Enter information in this field only if you want to override the address determined by the application. Use F4 to display a list of IRS mailing addresses for estimates.
By default, UltraTax CS client documents instruct taxpayers to make checks payable to "United States Treasury." Use the
Check payable to (Force)
 field to replace references to "United States Treasury" in the client documents. For example, bona fide residents of the U.S. Virgin Islands file their tax returns with the Virgin Islands and make payments to the Virgin Islands Bureau of Revenue. When the
IRS Service Center
 field on the Letter screen contains "St. Thomas, VI," the
Check payable to (Force)
 field automatically completes with "Virgin Islands Bureau of Internal Revenue."

Invoices

Enter information in this section to select a custom invoice, specify additional invoice items, prior year payments received, and apply a discount to the client's invoice.
Enter the number of the invoice you want to use, or use F4 to display a list of available invoices. If you enter information in this field, the invoice you indicated prints rather than printing the default 1040 invoice.
Mark this field to include the prior-year tax preparation fee from the invoice on the tax return.
Use this statement to allocate the prior-year tax preparation fee by a specific percentage or amount. Amounts automatically transfer to the appropriate line on the return when the
Include prior year tax preparation fee from invoice on return
 field is marked. The following table lists the forms/schedules and the appropriate reporting lines.
CSchedule CLine 17 (Legal and professional services)
Code
Form/Schedule
Reporting line
E
Schedule E, Page 1
Line 32 (Other expenses)
F
Schedule F
Line 10 (Legal and other professional fees)
4835
Form 4835
Line 30 (Other expenses)
The prior-year gross invoice amount will proforma to this field. The amount will be before prior payments received, discounts, and/or sales tax.
Enter the gross amount before additional invoice items, prior payments received, discounts, or sales tax, to force an amount different from the calculated one.
Use this statement to add additional user-defined invoice items and amounts. By default, items in the statement will proforma to the following year. Enter an
X
 in the
Do Not Proforma
 field to prevent an item from proforma'ing to the following year.
Enter any prepayments made or any amounts being credited to the invoice amount due in this field.
Use these fields to enter a specific invoice discount amount or percent. You can only use the
Dollar discount
 or
Percent discount
 field, but not both for the same client. Enter either a dollar amount or percent discount to apply against the calculated invoice. Enter a percentage in XXX.XX format. For example enter a 20% discount as
20
. The application subtotals the invoice then applies the discount.
Enter referral information in these fields.
Data entered in this field will print on the 1st line of the invoice preceded by the text "Invoice Number." If this field is left blank, the text "Invoice Number" won't print. You may enter up to a combination of 9 letters and/or numbers in the field.

Miscellaneous Variables and Mailing Slipsheets

The information in this section is used in segments of transmittal letters, filing instructions, and invoices.
The Letter screen contains 4
Miscellaneous
 fields: 2 fields for defining miscellaneous text variables and 2 fields for defining miscellaneous amount variables. Use these variables in segments of transmittal letters, filing instructions, and invoices when the desired variable isn't provided. Enter the text or amounts you want to use for the miscellaneous variables in these fields. For more information on inserting the text or amount variables, see Inserting variables.
For purposes of the client mailing slipsheet and mailing label only, you may enter text in this field to direct the mailing envelope to a different person or entity than is displayed on the tax return. The text ATTN: will precede the text you enter in this field.
The application automatically generates the client name and address on the slipsheets as they're entered in the client's 1040 screen. To change (force) the client's name and address information on the slipsheets, enter the necessary information in the corresponding fields. These fields only apply to the return slipsheet; they don't affect any other areas, including client documents. A diagnostic generates when you force slipsheet information. The client's name and address will report on both the Client Mailing Slipsheet and the Tax Authority Slipsheet.
Enter
X
 in this field to prevent the information in the
Slipsheet client name and address (Force)
 fields from proforma'ing to the follow year. If this field isn't marked, the information in the
Slipsheet client name and address (Force)
 fields will proforma by default.
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