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This article applies to:

  • Product: safesend
  • Subject: Setup
  • Audiences: Staff

Returns settings overview

Review Returns settings to manage firm-wide defaults for messages, e-sign, vouchers, security, K-1 delivery, and other administrative options.
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The
Settings
 menu lets firm administrators update and save global default settings for Returns.
note
Only System Administrators have access to the
Settings
 section.
  1. Select
    Settings
     in the left panel of Returns.
  2. Select the settings group you want to adjust.
  3. Hover over the
    Info
     icon for additional information.
  4. Select
    Apply
     to save any changes made.
Saved Messages
Here you can add, preview, and change
Saved Message
 templates that you can apply while processing a return. Saved message sections:
  • Saved Messages
    : The message appears after the taxpayer authenticates and selects to begin.
  • Attachment Instructions:
     This message appears in the
    Review > Attachments
     section on the taxpayer side (if attachments are included with the return).
  • Paper File Instructions:
     This message appears before the taxpayer views their paper file return (if paper file returns are included).
Add a New Message
  1. Select the
    Add
     button.
  2. Enter the
    Name
     of the message that appears for firm users during processing.
  3. Enter the message text to display to the client. HTML format options are available.
  4. Mark
    Allow users to edit before sending
     to let users edit the message in the
    Delivery
     section during processing.
  5. Expand the
    Show Variables List
     to include fields in the message that automatically fill with relevant taxpayer data.
  6. ark
    Set as Default
     to make this message the default for all returns during processing.
  7. Select
    Add
     to finish the Message and return to the Saved Messages screen.
note
To insert images, copy and paste them from another program.
Edit a Saved Message
  1. Select a saved message from the message list. A preview of the message appears.
  2. Select the
    Edit
     button to open the editing window.
  3. You can do the following:
    • Change the name of the message.
    • Set the message as the default message to use when processing.
    • Edit the body of the message in rich text format. This lets you change the font size, style, alignment, and color.
    • Let firm users edit the message before sending the return.
  4. Select
    Save
     when you are done making changes.
Client Instructions
Throughout the return process, clients receive email messages that contain instructions for filling out, reviewing, signing, and downloading their returns. They also receive reminders if they haven't reviewed or signed their returns, or if they have a payment due. The following is a list of the email messages and their purpose.
Messages can be added, deleted, or edited by using the controls on the screen. The editing options are the same as those for the
Saved Message
 section.
note
Whichever message is marked as the
Default
 is sent to all return recipients. These templates can't be selected on a return-by-return basis.
Message
Description
Initial Email
This is the 1st message sent to the client when the return is delivered.
Review and Sign Reminder
This is a reminder email sent to the client per the options set during delivery.
Voucher Reminders
This reminder email is sent prior to the voucher due date to clients.
Download E-Signed Forms
This message is sent to clients once all required parties have completed e-signing the forms in the return.
Recalled Return Instructions
This email is sent to clients when the firm recalls their return for correction.
Payment Instruction
This email sends when the client requires a payment.
Invoice Payment Success Mail Notification
The client receives an email message when their invoice is successfully paid (only applies when Stripe or CPACharge is used).
Voucher Revision Mail Notification
This notification is sent to the client when the firm uploads new estimated vouchers to the return.
Vouchers & Invoices
Payment Vouchers
Setting
Description
Enable payment voucher reminders
When enabled, automated voucher payment reminders are enabled by default during processing. During processing, this can be edited on a return-by-return basis in the Delivery section.
Set default reminder to
Select the
default reminder
 period via the dropdown to determine how many days before the due date our system sends those reminders.
Receive an email notification when your client adds payment information
When enabled, users receive email notifications when clients enter their payment information into our system.
note
We don’t track the payments from the actual authority, only if the client adds the details to our system.
Default Voucher Due Date
Select the preferred policy for voucher due dates when not printed on the page.
Setting
Description
SSR Default Due date
The default voucher due date is automatically applied to all vouchers.
Voucher Form
The voucher date is pulled from the printed voucher when possible, otherwise the default due date is applied.
Invoices
Setting
Description
Enable Invoices
Switch on to let invoices be sent with returns.
Allow user to send without invoice
Mark the checkbox to let users send returns without an invoice.
Allow user to replace invoice
Mark the checkbox to let users replace the printed invoice during processing.
Invoice Payment Processing Options
Setting
Description
Stripe
Select the radio button to turn on
Stripe
 integration.
CPACharge Integration
Select the radio button to turn on
CPACharge
 integration.
Aiwyn
Select the radio button to turn on
Aiwyn
 integration.
Third Party URL
Select the radio button to turn on payment through a
Third Party URL
. Select this option to enter a URL. The client is redirected to this site to make invoice payments.
Make Payment outside of SSR System
Select the radio button to
Make Payment outside of SSR System
. This disables all payment methods when selected. The client can download the invoice but doesn’t have payment options in SafeSend.
AI Automatic Voucher
Setting
Description
AI Recognition
Switch on to create vouchers automatically by extracting information from transmittal letters.
E-Sign Options
1040 Forms
Setting
Description
E-Sign all returns
Select the radio button to turn on electronic signature on all return types.
Manually sign all returns
Select the radio button to turn off the e-signature process on all 1040s.
1040 Knowledge-Based Authentication
Setting
Description
Use Knowledge-Based Authentication to initiate the Signing Process (Required by IRS)
Mark the checkbox to turn on the KBA process for clients before e-signing.
Allow disabling of Knowledge-Based Authentication on a return-by-return basis.
Mark the checkbox to let users turn on or turn off KBA in the Delivery section during processing.
Use Knowledge-Based Authentication to initiate the Signing Process for delegated signers (Required by IRS)
Mark the checkbox to turn on the KBA process for delegated signers
Allow ERO Signature Stamps
Setting
Description
Use ERO Signature Stamps
Mark the checkbox to let a Partner/ERO user upload a digital copy of their signature into the program to place onto returns.
Enabled ERO Stamp Delegation
Mark the checkbox to let the Partner/ERO stamp be applied automatically as users go through the preparation process.
Additional Document for E-Sign
This setting lets you create specific document types that a user in the firm can choose when uploading additional documents for e-signing. By default, Engagement Letter, Consent Form, and Others are available options. To add or edit document types:
  • Select the
    Add
     button to add the document type to the list.
  • Select the
    Edit
     pencil to change the name of the document type.
  • Select
    Delete
     to remove the document type from the list.
Signer Delegation
Setting
Description
Individual (1040) Returns
Switch on signer delegation for 1040 returns.
Entity (1041, 1065, 1120, 1120S, 990) Returns
Switch on signer delegation for entity returns.
Business & Trust Returns
Setting
Description
Enable E-Signatures for Business & Trust Returns
Mark the checkbox to turn on e-signature for non-1040 returns.
Automatic Signing Reminders
Setting
Description
Enable Automatic Signing Reminders
Automated reminders to sign are allowed by default during processing. During processing, this can be edited on a return-by-return basis in the
Delivery
 section.
Set default reminder to
Select the default reminder period for signature requests.
Send default SMS Text Reminder before ___ from due date.
Switch to
On
 to send a text notification
X
 number of days before the due date.
E-File Forms Settings
If a date and/or title is already printed on the return from your tax application, you can prevent Returns from placing a fillable title field on top of the printed text.
Setting
Description
Do not insert dates on the E-File forms
Mark the checkbox to remove automatic date fields from e-file forms during processing.
Do not insert Name and Title on the Entity E-File Forms
Mark the checkbox to remove title boxes from e-file forms during processing.
General
Delivery Options
Setting
Description
Allow the Staff user group to deliver Tax Returns
Mark the checkbox to let users in the Staff group deliver returns.
Allow any internal user to Distribute K1's
Mark the checkbox to let users enter the return and send K-1 schedules on the client's behalf.
Download Options
Setting
Description
Transmittals
Select how Transmittals are downloaded, either
Include in the Tax Return PDF
 or
Create a Separate PDF
 for the tax return and transmittals.
Payment Vouchers
Select how Payment Vouchers are downloaded, either
Separate by Quarterly Due Dates
 or
Group in Single PDF.
Filing Option
Setting
Description
Paper File Returns
Turn on the
Paper File
 section during processing.
Customize Delivered Report
A custom column can be added to the
Delivered Returns
 and
Archive Returns
 sections for reporting.
To add or edit a custom column:
  1. Enter the name of the custom column into the
    Column Name
     field.
  2. Select
    Edit
     to save any changes to the
    Column Name
    .
  3. Select
    Delete
     to remove the
    Custom Column
    .
  4. Select
    Add
     to create a value as a new selection in the
    Custom Column
    .
  5. Select
    Edit
     to adjust the name of a
    Column Value
    .
  6. Select
    Delete
     to remove the
    Column Value
     from available selections.
Integration
Setting
Description
TaxCaddy
Turn on the integration with TaxCaddy and enter your TaxCaddy key.
Download PDF
Setting
Description
Enable
Switch on to let users add the
Download PDF
 option to the
Finish
 step during processing instead of sending it via email to the client.
Footer
Setting
Description
E-File Form
Add a
Powered by SafeSend Returns
 logo on the footer of e-file forms.
Watermarks
Watermark templates can be created in the
Settings
 menu and applied during processing.
  1. Switch
    Watermark
     feature on.
  2. Select
    Add
     to open the
    Add Watermark
     window.
  3. Edit the watermark as needed.
    • Add or edit the
      Name
       of the watermark.
    • Enter the
      Watermark Text
       to be displayed on the pages.
    • Select the Watermark's
      Font Size
      .
    • Select the
      Font
       style of the watermark.
    • Choose the
      Opacity
       of the watermark.
    • Choose the
      Color
       of the watermark.
    • Select the
      Default
       switch to apply the watermark to all returns automatically.
    • Move the watermark to a location on the page. Use the
      Resize
       handles to grow and shrink the font area, and the
      Rotate
       handle to angle the text.
  4. Select
    Save
    .
  5. Select
    Edit
     to edit an existing watermark.
  6. Select the
    Delete
     icon to remove the watermark from the list.
K1 Settings & Instructions
Mask/Unmask SSN
  1. Switch
    Mask SSN/EIN on all K1 documents
    on to hide SSN/EINs on shareholder documents.
K1 Instructions
Returns provides IRS-generated instructional PDFs that are delivered to the K-1 recipient.
  1. Select the
    Tax Year
     dropdown to view/download/replace K1 instructional documents for different tax years.
  2. Select the
    Download
     icon to download the instructional document.
  3. Select the
    Replace
     icon to replace the provided instructional document with your own.
K1 Email Templates
The firm can edit the email notifications that are delivered to K-1 recipients. The message marked as
Default
 is sent to all K-1 recipients. Refer to the previous
Saved Messages
 section for additional information about editing options.
  1. Select the
    Add
     button to add a new message template.
  2. Select the
    Edit
     button to edit the selected template.
  3. Select the
    Delete
     button to delete the selected template.
Security
SS Return Access Options
Set Access
 settings determine the default for who can and can't review returns after upload. Administrators can view all returns, regardless of settings.
Setting
Description
Default Access set to Everyone
Select the radio button to let all users review all returns after upload.
Default Access set to Individual User
Select the radio button to let only the user who uploaded the return to view it. Let the user set additional access to other users before delivery. Mark the checkbox to let the uploader adjust access settings.
Default Access set to Uploaders User Group
Select the radio button to let users in the groups assigned to the uploading user in
User Management
 to access the return.
Screen Share
For security purposes, some firms want to control whether users can screen share with clients. This option can be turned on or turned off firm-wide. Refer to the Screen-Share: CPA Experience article for more information about this feature.
Setting
Description
Enable Screen Share
Switch on screen sharing for all users in the firm.
Taxpayer Authentication
For 1040 returns, the taxpayer is required to enter part of their Social Security number (SSN). The firm can choose if you would like them to enter the last 4 or first 4 digits of their SSN.
Setting
Description
Last 4 of SSN
Select the radio button to have the taxpayer enter the last 4 digits of their SSN to authenticate.
First 4 of SSN
Select the radio button to have the taxpayer enter the 1st 4 digits of their SSN to authenticate.
Retention Policy
The firm can choose how long to retain standard returns and attest client returns. Returns are automatically deleted after this retention period. The firm can also decide if it would like to let users override this default setting before the return is delivered.
Setting
Description
Default
Select a
Default
 retention period from the dropdown.
Attest Clients
Select a
Default
 retention period from the dropdown.
Allow any user to override before delivery
Mark the checkbox to let users override the retention period before delivery.

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