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Customer resources: user video library

Process a return

The following video outlines the basics of processing returns.
note
If some options shown in this video, such as the
Paper File
 and
Invoices
 tabs, are not visible, they may be disabled in your firm settings.
When uploading entity returns, multiple PDFs must be uploaded: one return PDF and one additional PDF for each K-1 package. CCH returns include all of this information in one PDF.
This video does not cover using integrations to upload your tax returns.
  1. If you use an integration with your tax software, visit the Integrations section of our Help Center for upload steps. To manually upload a return, select your tax software button.
  2. Select the upload box to open a file browser, or drag and drop the appropriate document to upload.
  3. Edit the Client ID as needed. If the return is part of a group, you can enter a Group Name, but this is not a required field.
  4. Select
    Submit
    .
  5. The return is now in your In-Process dashboard. Select the
    Process
     icon to begin.
  6. The return opens on the
    Client Info
     tab. During processing, you can ensure that all client information, amounts due, refunds, and signature pages are correct.
  7. Refunds are shown in green and Payments Due are shown in red. Estimated Payments are not displayed in this tab, but can be viewed in the
    Transmittals
     or
    Vouchers
     tab.
  8. Select the authority to view the page the refund was calculated from and open the Refunds & Payments Due panel.
  9. You can edit the overpayment or applied amounts to adjust the total refund amount. Select
    Update
     to save any changes.
  10. You can also add refunds manually by selecting the plus button.
  11. Select an authority from the drop-down, enter an overpayment and applied amount, then select
    Add
    .
  12. The Return Information panel displays the return details.
  13. If the ERO/Signer and Office Location are not auto-populated, you will be prompted to select from the drop-down.
  14. Taxpayer information can be viewed and edited. For Married Filing Joint returns, scroll down to review spouse information. Any changes to taxpayer or spouse information are only reflected in SafeSend and do not edit the uploaded PDF.
  15. The Date of Birth and Mobile Number are not required and can be left blank.
  16. An email address is required. This will either auto-populate from Client Management, or you may need to enter it manually if this is your client's first year using SafeSend.
  17. For joint returns, the taxpayer and spouse are required to authenticate through separate email notifications, but they can share an email address.
  18. Marking a taxpayer or spouse as Deceased removes them from the signing process. If there is no spouse, the return is set to a manual signing process.
  19. The
    Group
     tab provides an overview of the pages and sections of the return.
  20. Select any of the folders to isolate pages in a specific category.
  21. You can move or delete pages by using the
    Move To
     drop-down. You can restore deleted items from the Deleted section.
  22. The
    Transmittals
     tab is where you'll review all filing instructions and transmittals. You can also compare your transmittal letters to the vouchers in the return.
  23. The panel displays recognized vouchers and estimated payments.
  24. Select a voucher to open the editing panel.
  25. You can edit voucher details as needed. We recommend you double-check that the amounts due and due dates are correct.
  26. Select
    Update
     to save any changes.
  27. To add a voucher manually, select the plus button.
  28. Select the taxing authority.
  29. Enter the form name.
  30. Enter the amount due.
  31. Select a watermark option.
    Online Payment Required
     enables the taxpayer to pay online.
  32. Alternatively, you can choose
    DO NOT PAY
     if the voucher is scheduled for automatic withdrawal, or
    Add Custom
     to write custom instructions for your taxpayer.
  33. When finished, select
    Add
    .
  34. The voucher is now listed with the form name that was entered. The manually added voucher also appears in the
    Vouchers
     tab.
  35. The
    Tax Returns
     tab stores any unrecognized pages and does not require any action.
  36. The
    E-File
     tab displays all e-file forms, including FBARs.
  37. Select a taxpayer name from the drop-down to highlight or place signature controls for the selected signer.
  38. You can drag and drop any of the additional fields if needed.
  39. Use the
    Paper File
     tab for clients that have local returns that cannot be electronically signed. This option may or may not be available based on your firm's settings.
  40. Select the plus button to upload your paper file returns.
  41. Select the upload box to open a file browser, or drag and drop the appropriate document to upload.
  42. Select the authority and add the mailing address.
  43. Select
    Submit
    .
  44. You can edit the form name, authority, or mailing address in the editing panel.
  45. The
    Additional E-Sign Documents
     tab enables you to upload additional documents that require signature fields.
  46. Select the plus button.
  47. Select the upload box to open a file browser, or drag and drop the appropriate document to upload.
  48. Select the appropriate document type from the drop-down.
  49. Select
    Submit
    .
  50. Locate the page that needs signature controls using the navigation options.
  51. Drag and drop a signature block onto the page.
  52. Double-check that the fields are assigned to the appropriate signer. Use the signer drop-down to select a different signer.
  53. The
    Vouchers
     tab displays all payment and estimated vouchers included in the return. Select a voucher to open the editing panel. These options are the same as those in the
    Transmittals
     tab.
  54. If there are $0.00 vouchers, a notification appears on the
    Vouchers
     tab. Select it to remove them.
  55. Entity returns will have a
    K-1s
     tab that displays all pages in the return that were recognized as K-1s.
  56. The K-1 packages are separated and displayed in the panel. Select a K-1 recipient name to open the Partner Information panel.
  57. If the SSN or EIN was not printed on the K-1, you will be prompted to select a partner type from the drop-down and enter an SSN or EIN.
  58. You can add a mobile number and email address for the K-1 recipient, but this is not required. The taxpayer can enter this information when they distribute the packages.
  59. Depending on your firm's settings, you can turn SSN and EIN masking on or off using the toggle button. This masks the information on the PDF as well as in SafeSend.
  60. The
    Invoices
     tab displays any pages that were recognized as invoices. This section may or may not be available based on your firm's settings.
  61. Enter the amount due in the
    Invoice Amount
     box.
  62. If an invoice was printed but you do not want it sent with the return, select the
    Do not send
     checkbox.
  63. The
    Require payment
     checkbox is only available for firms using the Stripe integration.
  64. Select
    Replace Invoice
     to replace the existing one.
  65. Add a bookmark name and amount, then select
    Save
    .
  66. The
    Attachments
     tab is used to manually add forms that were not included in the original return PDF, such as source documents.
  67. Select the upload box to open a file browser, or drag and drop the appropriate document to upload.
  68. You can add a note for the taxpayer or view templated instructions.
  69. The Delivery Options are default settings pulled from the firm settings or your
    My Settings
     menu.
  70. Taxpayer Preview
     opens a new tab and enables you to view the return as the taxpayer will view it.
  71. Choose a contact person who appears for the taxpayer. You may select any user in the drop-down.
  72. Message From Preparer
     enables you to add a message that appears to the taxpayer after authentication.
  73. The
    Email Notifications
     area enables you to choose who the return is delivered to first, what sender name appears on the client emails, and who will be notified once the return is signed.
  74. In the
    SMS Text Notifications
     section, you can enable or disable text-based signing reminder notifications for clients.
  75. You can adjust the voucher and signing reminder frequency or turn the reminders on or off.
  76. If your firm settings permit, this section enables you to modify how long SafeSend stores a return.
  77. In the
    Signature Options
     section, you can choose whether the taxpayer will e-sign or manually sign. Depending on your firm settings, you can also disable KBA, enable signer delegation, and enable KBA for delegated signers.
  78. The mailing address and fax number displayed here are what your client views when they go through the manual signing process. You can choose a different office location from the drop-down.
  79. Select the report icon to report the return to our Support team if you experience any issues during processing.
  80. You are ready to deliver the return. Select
    Finish
    .
  81. You may receive a pop-up window prompting you to either add this client to your Client Management records or update any changed data. We recommend you select
    Yes
     to add it.
  82. Internal Routing enables you to send a return for review or approve it before it is delivered to the client.
  83. To send for review, select the reviewer from the drop-down and select
    Send
    .
  84. Use the
    Send to ERO / Signer
     option to send the return for review to the signer whose PTIN is on the return.
  85. Use the
    Approve for Delivery
     option to mark the return as approved.
  86. To send the return to the client, select
    Deliver to Client
    .
  87. For joint returns, select who will receive the return first and select
    Send
    .

Interactive tutorial

This article applies to:

  • Product: safesend
  • Audiences: Staff