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Working with Registers

A register allows you to maintain, process and file on a global basis. The main pages used when working with registers are:
  • The Register Listing page
  • The Results page

Register Listing Page

The Register Listing page displays after you select
REGISTERS
 in the menu area. The Register Listing page shows the registers in your ONESOURCE Trust Tax database. The registers are arranged according to the type of data contained in the register. On the Register Listing page, the type of data contained in a register is shown in the
Data Type
 column.
Each register in your ONESOURCE Trust Tax database has a register scope. The register scope defines the range of users who can use the register. On the Register Listing page, the scope for a register is shown in the
Scope
 column. The following table describes each register scope:
Register Scope
Description
Base
Base registers are supplied with ONESOURCE Trust Tax. They include common combinations of information. Base registers are used often as a guide for creating custom public, private and global registers to meet your specific needs.
Global
Global registers are available for more than one PAN. Any ONESOURCE Trust Tax user who has access to the PAN can open a global register. A user right must be granted to you before you can customize and delete global registers.
Public
Public registers are available for one PAN. Any ONESOURCE Trust Tax user who has access to the PAN can open a public register. A user right must be granted to you before you can customize and delete public registers.
Private
Private registers are registers that are created by you. Only you can view, customize and delete your private registers.
Insight
Insight registers are registers that can be accessed by ONESOURCE Trust Tax Insight users. A user right must be granted to you before you can customize and delete Insight registers.
Private Global
Private Global registers are global registers that are created by you. Only you can view, customize and delete your global private registers.
Test
Test registers are temporary registers that are available on the Register Listing page for 24 hours only.
You can save a test register so that it is not removed from the Register Listing page after 24 hours have expired. To save a test register, complete the following before time expires:
  1. Access the Register Properties page for the test register.
  2. Rename the test register.
  3. Change the register's scope from
    Test
     to another selection.
  4. Save the register.
Moving through the Register Listing
To move through the displayed Register Listing page, use the vertical and/or horizontal scroll bars.
To navigate the rows and columns of the Register Listing page, use the arrow keys. If you are using the Google Chrome browser, you must mouse select to navigate.
To move to another page in the Register Listing, move the page slider at the bottom of the grid to the right or left.
Running (Opening) Registers
On the Register Listing page, select Run for the register you want to run.
If the register is an ask register, you will see Run ask register rather than Run on the Register Listing page. Ask registers are also identified with a check mark in the
Ask
 column on the Register Listing page. An ask register includes a filter with an Ask value type. This filter allows you to specify the information you want to see when the register is displayed. To run an ask register:
  1. Select Run ask register. The Ask Dialog pop-up window displays.
  2. In the
    Value
     field(s), enter or select the information you want to see when the register is displayed.
  3. Select OK.
The data in the register displays on the Results page. How quickly the register opens depends on the amount of data in the register. If there is a considerable delay, you can move away from the Register Listing page to work on other tasks. After the register completes, you can open the register from the Recently Opened page by selecting
HOME
,
My Work
 then
Recently Opened
.
The graphic below shows where you can access completed registers on the Recently Opened page. The register is not ready to open if the register name is not a link.
note
You can access a currently open register from the breadcrumb trail.
Creating Custom Registers
You can create custom registers to meet your specific needs. Often, you will start creating a custom register from a base register that includes information similar to the information you want to display in your custom register. You can then modify the properties of your custom register by, for example:
  • Adding or removing columns.
  • Setting columns so you can sort on them.
  • Adding filters to limit the information displayed in the register.
The tasks in this section will take you through the process of creating a custom register that lists the recipients your organization prepares a Form 1040 return for. The tasks for creating the custom register and modifying its properties include:
  1. Creating a custom register from the
    Beneficiary Address List
     base register.
  2. Adding the
    We prepare Form 1040
     column to the custom register.
  3. Moving the location of the
    We prepare Form 1040
     column and resizing other columns.
  4. Adding a filter so that only the recipients your organization prepares a Form 1040 return for are listed in the custom register.
Creating Custom Registers
To create a custom register:
  1. Select Modify Register Properties for the
    Beneficiary Address List
     base register.
  2. On the Register Properties page, open the
    Information
     collapsible section.
  3. Enter
    1040 Prep Work
     in the
    Register Name
     field.
  4. Enter
    Recipients we prepare Form 1040 for
     in the
    Notes
     field.
  5. Select the scope for the custom register from the
    Scope
     drop-down list. In the graphic below,
    Private
     is selected for the register scope. This will create a private custom register. If you want to create a public custom register, select
    Public
    .
  6. Your
    Information
     collapsible section should look similar to the following graphic:
  7. Select
    Save As
     in the button bar.
Adding Columns
The
Detail Columns
 collapsible section on the Register Properties page includes three grids. The first grid allows you to add columns to your custom register. The second grid allows you to change whether the register columns are visible and/or updateable. The third grid allows you to organize the columns by moving them to different locations in the register. The third grid also allows you to resize the register columns so that the data in the column fits the column width.
To add a column:
  1. In the first grid under the
    Detail Columns
     collapsible section, apply a filter to find the
    We prepare Form 1040
     column. To apply a filter, select the filter bar for the
    Column
     column, enter
    We prepare
     for the filter criteria, then press ENTER.
  2. Select the check box for the
    We prepare Form 1040
     column.
  3. Select
    Add
    .
  4. The graphic below shows the applied filter, the selected check box for the
    We prepare Form 1040
     column, and the location of
    Add
    . After the column is added, the column displays in the last row of the second grid under the
    Detail Columns
     collapsible section. It no longer shows in the first grid.
  5. Select
    Save
     in the button bar.
Moving Column Locations and Resizing Columns
You can organize the columns in a custom register by moving them to different locations, and columns can be resized so that the data in the column fits the column width. Moving register column locations and resizing register columns is similar to moving columns within grids and resizing grid columns.
To move the location of a column and resize columns:
  1. On the Register Properties page, show the third grid under the
    Detail Columns
     collapsible section. To show the third grid, select the
    Hide Available Detail columns
     link above the first grid and the
    Hide Detail Columns
     link above the second grid.
  2. Use the horizontal scroll bar of the third grid to move to the
    We prepare Form 1040
     column (the last column in the grid).
  3. Move the
    We prepare Form 1040
     column to the right of the
    Beneficiary zip code (address)
     column. To move the column, select the
    We prepare Form 1040
     column heading, drag it to the right of the
    Beneficiary zip code (address)
     column then release the mouse. The following graphic shows the column being moved:
  4. Resize the beneficiary name and address columns so that, in the custom register, you can see the
    Form 1040 Preparation
     column without using the register's horizontal scroll bar. To resize a column, position your cursor over the column divider in the column heading so that a double-headed arrow shows. Click then drag the column divider to the left to decrease the width. Release the mouse when the column is the size you want. The following graphic shows that the
    Beneficiary name
     column is being resized:
  5. Select
    Save
     in the button bar.
Adding Filters
Filters allow you to limit the information displayed in a register. On the Register Properties page, the
Detail Filter(s)
 collapsible section allows you to add, update and delete filters.
note
This task shows you how to add a filter so that the
1040 Prep Work
 custom register displays only the recipients who have the
Form 1040 Preparation
 field set to
Yes
. If you want your custom register to include recipients regardless of how the
Form 1040 Preparation
 register field is set then you do not need to add the filter. You can always limit the recipients displayed after running the custom register by applying a filter to the
Form 1040 Preparation
 column.
To add a filter:
  1. On the Register Properties page, open the
    Detail Filter(s)
     collapsible section.
  2. Select
    And
     from the
    Condition
     drop-down list in the row that includes the text, "Please select here to add new row."
  3. Select
    Form 1040 Preparation
     from the
    Column
     drop-down list.
  4. Select
    Equal to
     from the
    Operator
     drop-down list.
  5. Select
    Yes
     for the
    List Value
     drop-down list.
  6. Your
    Detail Filter(s)
     collapsible section should look similar to the following graphic:
  7. Press the TAB key until the filter is added to the grid.
  8. Select
    Save
     in the button bar.
  9. You are now ready to run your custom
    1040 Prep Work
     register. To run the register from the Register Properties page, select
    Run
     in the button bar.
Exporting Registers
You can export the data in a register from ONESOURCE Trust Tax using the Register Listing page. During the export process, the register data is packaged into a compressed (*.ZIP) file. After the export process completes, the compressed file is available for download on the Request Status and History page. You will need to use a file compression utility (such as WinZip) to extract the file before opening the file in a spreadsheet program.
To export a register:
  1. On the Register Listing page, select the check box for the register you want to export.
  2. Select
    Export
    .
  3. The following graphic shows the check box is selected for the
    Comprehensive Asset List
     register and the location of
    Export
    :
  4. On the Ask Dialog pop-up window, select a file format for the exported file. Selections include:
    • Excel (.xlsx)
      -A Microsoft Excel Open XML Format Spreadsheet file.
    • Text (.txt)
      -A standard text document file.
    • CSV (.csv)
      -A comma separated values file.
  6. If you selected
    Text (.txt)
     or
    CSV (.csv)
     as the file format, select the delimiter from the
    Choose Delimiter
     drop-down list. Selecting
    Comma
     will generate a comma-delimited file. Selected
    Pipe
     will generate a pipe-delimited file.
  7. Select OK.
  8. Complete one of the following to open the Request Status and History page:
    • From the Register Listing page, select
      Request Status and History
       from the
      Register Action
       drop-down list.
    • If you moved away from the Register Listing page, select
      HOME
      ,
      Admin
       then
      Request Status and History
      .
  10. On the Request Status and History page, the register export is listed in the
    Current Requests
     collapsible section until the export process completes.
    Export
     shows as the request type and
    Register
     shows as the request option. To see if the export process completed without leaving the Request Status and History page, select
    Display
    . After the export process completes, the compressed file is available for download in the
    Request History
     section.
  11. The graphic below shows the
    Current Requests
     collapsible section. The graphic shows the location of the request type, request option and
    Display
    :
  12. The graphic below shows the
    Request History
     collapsible section. The compressed file for the exported
    Comprehensive Asset List
     register is available for download in the
    File Name
     column.
  13. Select the exported register's
    File Name
     link to download the compressed file. When the download finishes, one of the following happens:
    • If your Internet browser was set up for automatic downloads, the compressed file is available in your downloads folder. Select the file name to open it. Extract the file then open it in a spreadsheet program.
    • If your Internet browser was not set up for automatic downloads, complete one of the following:
      • For Microsoft browsers, a message displays at the bottom of the browser window. Select the down arrow to the right of
        Save
         then select
        Save as
        . The Save As window displays and allows you to save the file where you wan to save it and with the file name you want to save it as. Use a file compression utility to open then extract the file. Open the extracted file in a spreadsheet program.
      • For Google Chrome, the Save As window displays. Use this window to save the file where you want to save it and with the file name you want to save it as. Use a file compression utility to open then extract the file. Open the extracted file in a spreadsheet program.
Deleting Registers
You can delete the registers you created. On the Register Listing page, select for the register you want to delete then select
Save
 in the button bar.

Results Page

The data in a register displays in the Results page after you run (open) a register. Registers organize the data by columns and rows. The columns organize the data according to type and the rows display the values for the data type. For example, the graphic above shows the
Active Accounts
 register. The
Account
 column gathers all of the account numbers in your PAN and each row contains a separate account.
Moving through Registers
Registers initially display with 50 rows per page. You can change the number of rows displayed per page by selecting
100
 or
500
 from the
Rows per Page
 drop-down list at the bottom of the Results page. The following graphic shows that the number of rows displayed per page is being changed to
100
:
To move to another page in the register, move the page slider at the bottom of the grid to the right or left.
note
You can limit the number of rows displayed on a register page by applying filters.
To navigate the rows and columns in a register, use the arrow keys. If you are using the Google Chrome browser, you must mouse select to navigate.
Changing Register Data
The changes you make to the data in a register are pending until you save or undo them. You can view the number of pending changes at the bottom of the register. In the graphic below, there are two pending changes. The icons for saving and undoing those changes are also shown.
Performing Column Updates
A column update allows you to simultaneously change the data in a register column (or a grid column) rather than updating the data on a row-by-row basis. For example, you can perform a column update to quickly change the tax code for a group of transactions that are coded with the same incorrect tax code.
note
  • You cannot reverse a column update.
  • You must be granted the
    Can apply column updates to registers
     user right before you can perform a column update.
To perform a column update:
  1. On the Results page, select the check box in the second column on the left for each row you want to update. Do not select any check boxes if you want to update all the rows in the register.
  2. Open the
    Column Update
     collapsible section.
  3. Select the column you want to update from the
    Column
     drop-down list. Depending on the column you select, the
    New Value
     field may change to a drop-down list.
  4. Enter the updated text or select the new value from the
    New Value
     field or drop-down list. The following graphic shows the preparer code for five accounts are ready to be updated by a column update:
  5. Select
    Update
    .
Exporting Register Data
You can export the data displayed on the current register page. Select Export grid page at the bottom of the register, select the file format you want to export the data to, then select
Export now
.
Closing Registers
To close a register, select
Close
 in the button bar. A message displays if there are unsaved changes. Select
Cancel
 if you want to return to the register and save your changes. Select
Leave
 to close the register without saving your changes.
You can also close a register by selecting Close account  for the register's breadcrumb in the breadcrumb trail.

This article applies to:

  • Product: ONESOURCE Trust Tax