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Source Document Processing

Labeling, sorting, and extracting tax-source document data

The FileCabinet CS source-document processing features use OCR (Optical Character Recognition) technology to identify and extract data from tax-source documents that have been scanned into FileCabinet CS. The extracted data can then be used to automatically populate applicable fields for the corresponding 1040 client in UltraTax CS using the UltraTax CS Source Data Entry utility.

Extract tax-source data

Follow these steps to extract tax source data from your documents using the FileCabinet CS source-document processing features.
note
You must set the scan resolution in your scanner application to 400 DPI, black and white, when scanning documents for source-document processing. If you must use color or grayscale image modes, set your scanner resolution to 300 DPI and use the lowest color depth, 8 bit, instead of 24 bit. Color and grayscale images produce file sizes 10 to 20 times larger than black and white images.
  1. Scan tax source documents into FileCabinet CS as a single image group.
  2. In the
    Scan Pages
     dialog, mark the
    Include in transfer to Source Document Processing (OCR) for data extraction and page naming
     checkbox.
    note
    You can also designate image groups for source-document processing by marking this checkbox in the
    Image > Image group
     or
    Edit > Document Properties
     dialogs, or you can right-click an image group in the
    Folders
     window and choose
    Include in Source Document Processing
     from the context menu.
  3. Choose
    File
    Source Document Processing
    .
    note
    • You can also open
      CS Connect
       and choose
      Select Drawers
       under the
      OCR
       checkbox. You don't need to manually select drawers if the
      Setup > System Configuration > CS Connect + Misc > Enable automatic transmission
       checkbox is marked.
    • If you would like Thomson Reuters to sort your documents into a logical order when processing, choose
      Setup
      System Configuration
      Source Document Module (OCR)
       and selet the
      Automatically sequence pages identified by the Source Document Module
       option. You can also modify the order from the default Thomson Reuters order, to better match your firm's internal processes, if desired. This option can be marked either before or after transmitting the documents to our servers.
  4. In the
    Source Document Processing
     dialog, highlight drawers that contain documents you want to transfer for source-document processing and use the
    Select
     button to move them to the right pane, or use the
    Select All
     button to select all drawers currently available in the
    Drawers available
     list.
  5. Select the
    Connect
     button.
  6. In the
    CS Connect
     dialog, select the
    Call Now
     button. Note that the
    Transmit to Source Document Processing
     checkbox has been marked automatically.
  7. Select the
    Close
     button to close the
    Call Summary
     and
    Online Status
     dialogs.
  8. Choose
    File
    CS Connect
     and mark the
    Retrieve from Source Document Processing
     checkbox.
    note
    • The average turnaround time is between 5 and 10 minutes depending on the complexity and number of pages. We do not guarantee a turnaround time.
    • When an image group is transferred for source-document processing, its
      Folders
       window icon includes a red exclamation point, prior to retrieval.
    • Icons for image groups that have been processed include a pink exclamation point in the watch window.
    • When an image group with retrieved data is selected in the
      Folders
       window, the page names that appear in the
      Page title
       field of the FileCabinet CS toolbar are preceded by pink squares.
  9. Verify that the extracted data was named correctly by selecting the image group containing retrieved data in the
    Folders
     window, choosing
    Image
    Image Groups
    , and verifying that the correct form names appear in the
    Image names
     pane.
  10. Select the
    Done
     button to close the
    Image Groups
     dialog and, with the image group still selected in the
    Folders
     window, select the
    Source data entry
     button in the FileCabinet CS toolbar to open the
    UltraTax CS Source Data Entry
     utility.
  11. For each image in the image group, compare the source data in the
    UltraTax CS Source Data Entry
     window with the original tax source document in the FileCabinet CS
    Watch
     window. Make corrections in the
    UltraTax CS Source Data Entry
     window as needed, accept or reject the extracted data, and export accepted data to UltraTax CS.
    note
    If you view a document in FileCabinet CS at the same time you have the UltraTax CS Source Data Entry utility open and are viewing the retrieved data, the data is highlighted in yellow in FileCabinet CS for the active field in the UltraTax CS Source Data Entry utility.
    The UltraTax CS data sharing feature must be turned on. When you open the corresponding client in UltraTax the data sharing feature is used to accept the extracted data that was verified in Source Data Entry.

This article applies to:

  • Product: filecabinetcs