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This article applies to:

  • Product: ONESOURCE Trust Tax

Submitting a Mail Service Request

You can use the Process page or the Print pop-up window to submit a Mail Service request. If you intend to use both Bulk Shipping and Mail Service for an account, you should submit your most urgent print request first. The first print request must ship before you can submit the second print request.
note
You cannot stop or free a Mail Service request from printing and shipping once you have submitted your request and it has begun processing.

Before Submitting a Mail Service Request

The sections below include tasks to complete and information to consider before submitting a Mail Service request.
Reviewing Address Information
Before you submit a Mail Service request, ONESOURCE Trust Tax recommends that you review your fiduciary address information as well as the address information for each recipient, copy-to recipient and 1099 payer to ensure the addresses are correct. In ONESOURCE Trust Tax, you can use the following to review the address information:
Address Information for
Page or Register
Fiduciaries
The PAN-level Fiduciary Info options on the Options and Overrides page.
Recipients
The
Beneficiary Address List
 base register or the recipient's Recipient Detail page.
To review each recipient's alternate name and address information, add the columns listed below to a custom register created from the
Beneficiary Address List
 base register. On the Register Properties page, add the following columns, which are in the
Beneficiary Master Information
 category:
  • Use recipient alternate name and address for mailing service
    -In the custom register, this field determines whether the alternate name and address fields are used on the address cover sheet. When this field is set to
    Yes
    , the recipient's alternate name and address fields are used.
  • Recipient alternate name for mailing service
  • Recipient alternate name continued for mailing service
  • Recipient alternate address line 1 for mailing service
  • Recipient alternate address line 2 for mailing service
  • Recipient alternate city of mailing service
  • Recipient alternate US state for mailing service
  • Recipient alternate US zip Code for mailing service
  • Recipient alternate Foreign province for mailing service
  • Recipient alternate Country for mailing service
  • Recipient alternate Foreign Postal Code for mailing service
If recipient details are bridged to your ONESOURCE Trust Tax database, you can lock the recipient alternate name and address fields so that the changes you make are not overridden the next time your tax data is loaded to your ONESOURCE Trust Tax database. To lock the recipient alternate name and address fields, add the
Lock recipient alternate name and address
 column, which is in the
Beneficiary Tape Lock-Out Signals
 category on the Register Properties page, to your custom register. In the custom register, the recipient's alternate name and address fields are locked when this field is set to
On
.
Copy-To Recipients
The
Copy To
 collapsible section on the recipient's Recipient Detail page or the Pre-Processing Review page.
1099 or 5498 Payers
The
1099 Payer Information
 collapsible section on the Payers page. This page is accessed by selecting
SETUP
,
Information Reporting Setup
 then
Payers
.
Reviewing Recipient Packages before They Are Printed and Directly Mailed
When you use Mail Service, you have the option to review the recipient packages before they are printed and directly mailed to the corresponding recipients. To review the recipient packages before they are printed and directly mailed:
  1. Use the Process page to submit a processing request. On the Process page, select the
    Do not ship option
     under the
    Shipping
     collapsible section to create a tax return print file.
  2. Use the Documents page in the account binder to review the resulting tax return print file(s). For accounts with a 1099 service level of
    Premium (1099 with full detail)
     or
    1099 with reported detail only
    , the print files may have blank pages in the white paper detail. Pages are always numbered appropriately to show that there are no missing pages.
  3. Use the Print pop-up window to submit the Mail Service print request. You cannot free or stop the Mail Service request from printing and shipping after the Mail Service request is submitted and it has begun processing.
Using Mail Service and Bulk Shipping
Mail Service can be used to print and ship recipient packages first. After the Mail Service request ships, a Bulk Shipping request can be submitted to print the remainder of the tax return package. When submitting the Bulk Shipping request, you can select
All Except Beneficiary Pages
 from the
Selection
 drop-down list on the Print pop-up window. If your
Number of federal returns printed when the federal return is qualified for electronic filing
 Electronic Filing option is set to
0
 (zero), your resulting bulk shipment will not include the Federal Return pages but will include the Miscellaneous and State pages.
If you plan to use Mail Service and Bulk Shipping and you want to include returns that qualify for e-filing in your print requests then, for the Bulk Shipping request, set the
Copies
 drop-down list to
Default Set
 so that the
Number of federal returns printed when the federal return is qualified for electronic filing
 Electronic Filing option on the Options and Overrides page is honored. Your resulting bulk shipment will include the number of copies of the Miscellaneous, Beneficiary and State Return pages specified in the Print options associated with the return type being printed. The shipment will include the number of copies of the federal return (if any) specified in your Electronic Filing option.
note
Your bulk shipment will not include any pages from the Federal section when the
Number of federal returns printed when the federal return is qualified for electronic filing
 Electronic Filing option is set to
0
 (zero).
Submitting Tax Return Projections through Mail Service
For all tax years, recipient packages for tax return projections can be submitted to Mail Service as part of a processing request. The process is similar to submitting a tax return to Mail Service from an account binder or a register.
Tax return projections for tax year 2020 are eligible for Mail Service. Tax return projections for tax year 2021 can be submitted to Mail Service requests beginning January 1, 2022. The following error message displays on the Process page if a submission request is made prior to January 1, 2022: "Only Projections processed on or after January 1st can be mailed using mailing service."
For ONESOURCE Trust Tax Tools users, there is no automated process for setting a status or milestone for Mail Service submissions that include tax return projections. A status and or milestone that uses the
Set this Status when Letter is mailed
 check box is not automatically set by a Mail Service submission for tax return projections. You may want to create a new status and/or milestone that can be manually set when tax return projections are submitted to Mail Service.

Using the Process Page to Submit a Mail Service Request

You can use the Process page to submit tax returns and tax return projections through Mail Service as part of a processing request. To use the Process page to submit a Mail Service request:
note
You cannot free or stop the Mail Service request from printing and shipping after the Mail Service request is submitted and it has begun processing.
  1. From the Register Listing page, select Run for the register that lists the accounts you want to include in the Mail Service request.
  2. Use an account-based register if you are submitting a Mail Service request that includes 5x5 accounts. Using the
    Print Prepared But Not Printed
     base register or a custom register created from this base register causes only one portion of the 5x5 account to be submitted for print.
  3. Select the check box in the first column for each account you want to include in the Mail Service request. If you want to include all of the accounts in the register, do not select any check boxes.
  4. The graphic below shows the check boxes for 10 accounts are selected. This means that 10 accounts will be included in the Mail Service request.
  5. Select the
    Process
     subtopic.
  6. Under the
    Process
     collapsible section, select one of the following from the
    Request
     drop-down list:
    • Tax Return
       or
      Tax Return and Worksheet
       if your request will include tax returns.
    • Tax Return Projection
       or
      Tax Return Projection and Worksheet
       if your request will include tax return projections.
  8. Select the type of document from the
    Document Option
     drop-down list. You can select the following:
    • Federal and state
      ,
      Federal Only
      ,
      State Only
      ,
      5227
      ,
      1099/FMV
      ,
      5498/5498-ESA
      ,
      1098
       or
      1099 MISC/NEC
       if your Mail Service request will include tax returns.
    • Federal and state
      ,
      Federal Only
      ,
      5227
      ,
      1099/FMV
      ,
      5498-ESA
      ,
      1098
       or
      1099MISC/NEC
       if your Mail Service request will include tax return projections.
  10. Select any other options under the
    Process
     collapsible section that you want to use.
  11. Select
    Mailing Service-Recipient packages
     under the
    Shipping
     collapsible section.
  12. Select
    Process
    .
  13. Select OK when the message asking whether you want to submit the accounts for processing displays. Your Mail Service request is submitted.
  14. For 5x5 accounts included in the Mail Service request, after processing completes, the
    Request History
     collapsible section on the Request Status and History page will show two account documents were requested and processed for each 5x5 account included in the Mail Service request. If one of the processed account documents does not include the Beneficiary section, the document is not printed and mailed through Mail Service.

Using the Print Pop-up Window to Submit a Mail Service Request

You can use the Print pop-up window to submit tax returns through Mail Service. To use the Print pop-up window to submit a Mail Service request:
note
You cannot free or stop the Mail Service request from printing and shipping after the Mail Service request is submitted and it has begun processing.
  1. From the Register Listing page, select Run for the register that contains the accounts you want to include in the Mail Service request.
  2. Use an account-based register if you are submitting a Mail Service request that includes 5x5 accounts. Using the
    Print Prepared But Not Printed
     base register or a custom register created from this base register causes only one portion of the 5x5 account to be submitted for print.
  3. Select the check box in the first column for each account you want to include in the Mail Service request. If you want to include all of the accounts in the register, do not select any check boxes.
  4. The graphic below shows the check boxes for 10 accounts are selected. This means that 10 accounts will be included in the Mail Service request.
  5. Select
    Print
     from the
    Register Action
     drop-down list.
  6. The Print pop-up window displays. Initially, the
    Mailing Service-Recipient Packages
     option is unavailable. The option becomes available after you make selections for the
    Document
     and
    Document Option
     drop-down lists.
  7. Select
    Tax Return
     from the
    Document
     drop-down list.
  8. Select an option other than
    Most recent
     from the
    Document Option
     drop-down list. When
    Most recent
     is selected, the latest tax return document is printed, regardless of whether the latest tax return is a 1041, 1099, 1098 or 5498. Selecting an option other than
    Most recent
     ensures the correct document is sent to Mail Service.
  9. Complete one of the following for the
    Document Selection
     drop-down list:
    • Select
      All Return Pages
      .
    • Select
      Beneficiary
       if you are submitting a Mail Service request that includes 5x5 accounts.
  11. Select the
    Mailing Service-Recipient Packages
     option.
  12. Select
    Submit
    .
  13. Select OK when the message informing you that the Mail Service request was submitted displays.
  14. Select OK when the message information you that Mail Service was submitted displays.
  15. For 5x5 accounts included in the Mail Service request, after processing completes, the
    Request History
     collapsible section on the Request Status and History page will show two account documents were requested and processed for each 5x5 account included in the Mail Service request. If one of the processed account documents does not include the Beneficiary section, the document is not printed and mailed through Mail Service.