Uploading and Assigning Custom Inserts

PDF File Requirements for Custom Inserts

Uppercase letters (A-Z)
Lowercase letters (a-z)
Numbers 0 through 9

The text of the custom insert must print on letter-sized paper (8.5" x 11").
The page orientation must be portrait.
The margins must be at least half an inch (0.5"). The bottom margin must be no less than 1.0 inches so that the Mail Service barcode can be read by the scanning equipment.

Uploading PAN-Level Custom Inserts

Select
SETUP
,
Customize
then
Custom Inserts Upload
. The Custom Inserts Upload page displays.
Select the information return type the custom insert will apply to from the
Type of Return
drop-down list. Selections include:
Form 1099 Div, Int, OID, B
-This is the default selection.
Tax Deferred
-This applies to 1099-R and 5498 packages.
Form 1098
Select where in the recipient package the custom insert will appear from the
Placement
drop-down list. Selections include:
Beginning
-The custom insert follows the mailing Cover or Shipping page.
End
-The custom insert follows the last instruction page.
If the uploaded PDF file will be the PAN-level default, select the
Set as Default
check box. If necessary, you can set the PAN-level default after the upload process completes using the
PAN Defaults
collapsible section.
Only one file per information return type and placement can be uploaded as the PAN-level default. The following error message displays if a PAN-level default is already designated and a subsequent PDF file upload is set as the default: "For the Type of Return and Placement which are selected, Default Custom Insert already present. Cannot Upload a new file for this Combination."
If you want, enter a description for the PDF file in the
Comments
field. Entering a description can help identify the PDF file after it is uploaded. A maximum of 128 characters can be entered in the
Comments
field.
Select
Select File
to browse for and select the PDF file you want to upload. Only one PDF file can be selected at a time for adding to the selection grid. The
Type of Return
,
Placement
and
Comments
fields cannot be changed after the file is in the selection grid.
If there are multiple PDFs with the same information return type, placement and comment, you can repeat the PDF file selection process to collect the PDF files in the selection grid. After collecting the PDF files, you only need to select
Upload
once to upload all the files in the selection grid to ONESOURCE Trust Tax.
Complete one of the following:
Select
Upload
to upload the PDF file(s) in the selection grid. After the upload process completes, the uploaded PDF file displays in the
Previously Uploaded Inserts
collapsible section. If an error occurred during the upload process, the
Status
column in the selection grid displays a
Failed
status. The
Error
column shows the reason for the
Failed
status. If a failure occurs, reload or refresh the page before selecting another PDF file.
Select
Clear
if you want to remove the PDF files from the selection grid.

Viewing Previously Uploaded PAN-Level Custom Inserts

The information return type the custom insert was assigned to. This is shown in the
Type of Return
column. One of the following displays:
Form 1099 Div, Int, OID, B
-The custom insert applies to Form 1099-DIV, 1099-INT, 1099-OID or 1099-B packages.
Tax Deferred
-The custom insert applies to Form 1099-R and 5498 packages.
Form 1098
-The custom insert applies to Form 1098 packages.
Where the custom insert appears in the recipient package. This is shown in the
Placement
column. One of the following displays:
Beginning
-The custom insert follows the mailing cover or shipping page.
End
-The custom insert follows the last instruction page.
The name of the custom insert document. This is shown in the
Custom Insert
column. To view the uploaded PDF file in Acrobat Reader, select the name link. If the uploaded PDF file contains any color (for example, a color logo), the color is visible when the file is viewed in Acrobat Reader, but it will be converted to black and white when the return is processed.
Whether the custom insert was uploaded as the PAN-Level default. This is shown in the
Uploaded as Default
column. The check box is selected if the custom insert was uploaded as the PAN-Level default.
The initials of the user who uploaded the PDF file, and the date and time the PDF file was uploaded. This is shown in the
Uploaded by
and
Uploaded Date
columns.
The description that was entered at the time the file was uploaded. This is shown in the
Comments
column.

Setting or Changing the PAN-Level Default Custom Insert after Upload

Select
SETUP
,
Customize
then
Custom Inserts Upload
.
Open the
PAN Defaults
collapsible section.
The grid under this collapsible section displays a row for each information return type and placement that a custom insert was uploaded for. You cannot change the information in the
Type of Return
and
Placement
columns. The
Default
column shows one of the following for the information return type and placement:
The name of the PAN-level default custom insert.
No Insert Selected
if no default was set at the time of upload.
The
Updated By
and
Updated Date
columns are blank if no default was set at the time the PDF file was uploaded. If the default was set at the time the PDF file was uploaded, then the information in these columns is the same as the information in the corresponding columns under the
Previously Uploaded Inserts
collapsible section.
The graphic below shows the
PAN Defaults
collapsible section. The collapsible section has a custom insert for the
Form 1099 Div, Int, OID, B
information return type and
Beginning
placement. Since no default was set at the time of upload,
No Insert Selected
displays in the
Default
column, and the
Updated By
and
Updated Date
columns are blank.
Select the
Default
row for the information return type and placement you want to set the default for. A list displays that includes all the uploaded custom inserts for the corresponding information return type and placement.
Select the custom insert you want to set as the PAN-level default. You can change the default to
No Insert Selected
but this will delete the default record when saved and not audit information will display.
Select
Save
. The
Updated By
and the
Updated Date
columns are updated with your initials as well as the date and time you set or changed the default.

Assigning or Suppressing Custom Inserts

Open the account you want to assign or suppress a custom insert for.
Select
Account
then
Custom Inserts
.
The grid under this collapsible section displays the available custom inserts. Until overridden, the custom inserts are the same as what is displayed in the grid under the
PAN Defaults
section on the Custom Inserts Upload page. You cannot change the information in the
Type of Return
and
Placement
columns. The
Custom Insert
column shows one of the following:
The name of the PAN-level default custom insert if a custom insert has not been assigned at the account level
The name of the custom insert assigned at the account level if a custom insert has been assigned at the account level
No Insert Selected
if a custom insert is to be suppressed for the information return type
The
Updated By
and
Updated Date
columns are blank if the PAN-level default custom insert is used. Otherwise, these columns display the initials of the user who changed the account-level custom insert, and the date and time the account-level custom insert was changed.
The graphic below shows the
Custom Inserts
collapsible section. The collapsible section has a custom insert for the
Form 1099 Div, Int, OID, B
information return type. The placement of the custom insert is
Beginning
. The
Default
column shows the PAN-level default custom insert. Since the PAN-level default custom insert is used, the
Updated By
and
Updated Date
columns are blank.
Complete one of the following to assign or suppress the custom insert:
Select the
Suppress All Inserts
check box (located above the grid) if no custom inserts should be assigned to the account. When selected, the grid is unavailable and no inserts are included in any type of recipient packages processed for the account.
Select the
Custom Insert
row then select the name of the custom insert to assign to the account. If the selected custom insert is not the PAN-level default, then the name of the custom insert displays with a yellow background. The yellow background indicates that the PAN-level default is overridden. If you need to reset the override to the PAN-level default, select
Clear
to ensure the account uses the PAN-level default.
Select the
Custom Insert
row then select
No Insert Selected
to suppress the custom insert for the account. Since blank pages are currently produced in place of the custom insert for bulk shipping requests,
No Insert Selected
is recommended for all accounts that will be sent through bulk shipping. Selecting the
Suppress All Inserts
check box is a quick way to ensure that none of the return types processed for the account will include a custom insert. Changing the
Custom Insert
selection to
No Insert Selected
is particularly useful when not all of the custom inserts for the information return type are to be suppressed for the account.
Select
Save
.

From the Register Listing page, select Run for the account-based register that includes the accounts you want to assign to the same custom insert.
Select the check box in the first column for each account you want to process. If you want to select all of the accounts in the register, do not select any check boxes.
Select
Custom Inserts
in the topic list panel.
Under the
Custom Inserts Selections
collapsible section, select Run for the type of return. This activates the account listing in the
Custom Inserts for Selected Accounts
collapsible section. The account listing allows you to assign the same custom insert to all or to some of the accounts listed. If the
Suppress All Inserts
check box is selected at the account level, the account is disabled in the register view. Changes to the custom insert selection for these accounts must be made in the account binder.
In the account listing, select the individual accounts you want to assign the same custom insert to. Do not select any accounts if you want to assign the same custom insert to all the accounts listed in the account listing.
Open the
Set or Clear Override
collapsible section.
Select one of the following from the Custom Insert drop-down list:
The name of the custom insert to assign to the accounts.
No Insert Selected
to suppress the custom insert for the accounts. Since blank pages are currently produced in place of the custom insert for bulk shipping requests,
No Insert Selected
is recommended for all accounts that will be sent through bulk shipping.
Under the
Custom Inserts for Select Accounts
collapsible section, the rows for the selected accounts display with a yellow background. The yellow background indicates that the PAN-level default is overridden. Select
Clear Override
if you need to reset the accounts to the PAN-level default.
Select
Save
.

Processing Returns with Custom Inserts