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This article applies to:

  • Product: safesend
  • Subject: Payments
  • Audiences: Staff

Voucher management - Update estimates

In many cases when sending a tax return for the first time, included are Estimated Vouchers for the next tax year. They are often due later. In some situations, these voucher amounts can change, especially in Q3 and Q4. SafeSend now provides a feature to assist with this situation, Voucher Management.

Set up client instructions

An instructional email is sent to the taxpayer when updated vouchers are delivered. An administrator on the account can edit this email template as necessary. A default message is provided.
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.
  1. Go to
    Client Instructions.
  2. Go to the
    Voucher Revision Mail Notification
     section.
  3. Select the
    + Add
     button to create a new template or use the
    Edit
     button to update the selected template

Upload new or updated estimated vouchers and/or transmittals

If estimated tax vouchers have been changed after initial delivery, users can upload updated and/or new estimated vouchers and deliver those to the taxpayer.
note
  • Scannable format vouchers are not currently supported.
  • Vouchers added manually during processing can't be overridden. If a voucher is uploaded with the same taxing authority and quarter as a manually created voucher, 2 vouchers will appear on the client side.
  • Users can upload a PDF with estimated vouchers only or vouchers with new/updated transmittals.
  • Users need to print estimated vouchers from the tax software to include bookmarks.
  • If no bookmarks exist in the PDF, the upload will fail.
  • It is not recommended to use extraction within a copy of the tax return.
  • Voucher quarter, taxing authority, and form name must all match to successfully replace the existing voucher.
  1. Go to
    Delivered Returns.
  2. Locate the return and select the
    More (...)
     menu.
  3. Select
    Upload Estimates
    .
  4. Client Id, Tax Year, Taxpayer/Spouse Name, and Taxpayer/Spouse Email are automatically pulled from the previously delivered return. This can’t be edited in this window.
  5. Drag and Drop
     or select
    Choose File
     to upload the new/updated estimated vouchers.
  6. Select Default Due Date or Voucher Form date.
  7. Select
    Submit
    .

Process newly uploaded estimates

In the Voucher Processing window, you can view the newly updated transmittals and estimated vouchers. You can then edit them and update the already delivered return with the new/updated estimated vouchers and transmittals.
note
  • Duplicate vouchers are not displayed. Duplicate vouchers have the same taxing authority, due date, and amount due.
  • Vouchers past their due date are not displayed.

Begin processing

  1. Select
    Reprocess
     to open the processing window OR
  2. Select
    Delete
     to begin again. This doesn’t delete the return; it closes the Voucher Management process.

Transmittals section

  1. Select a
    Transmittal
     to display/review it.
  2. Select the
    Add Multiple
    Voucher
     button to manually add vouchers (optional). This won’t override any existing vouchers.
  3. Select an
    Authority Name
     in the
    Recognized Vouchers
     panel to view/edit
    Voucher Details
    .
  4. Drag and drop the
    ERO Signature Stamp
     onto the transmittal documents as needed.

Vouchers section

  1. Select a
    Voucher
     to display/review it and open the
    Voucher Details
     panel.New/updated vouchers are displayed.
    • New -
       The uploaded estimated voucher is brand new and doesn’t match an existing voucher in the delivered return.
    • Updated -
       The uploaded estimated voucher matches the one in the return but has a different amount due or due date.
  2. Use the
    Voucher Details
     panel to edit the individual fields of each voucher if necessary.
  3. Select
    Update
    to save any changes made.
  4. Select
    Finish
    .
  5. Select
    Send
     in the
    Finish Return Processing
     window to deliver the updated estimated vouchers to the client.

New and updated vouchers for the taxpayer

After the new/updated estimated vouchers are delivered to the taxpayer, an email notification will be sent to them. The email notification will be taken from the pre-defined
Client Instructions: Voucher Revisions
 section.
note
  • The email comes from
    noreply@safesendreturns.com
     with a link to their updated return.
  • The taxpayer is prompted to authenticate after selecting the link.
  • They can go to the
    Make Tax Payments
     section to see the updated vouchers.
  1. Select the
    Make Tax Payments
    button
  2. Select the
    Estimated Payments
    button.
  3. The taxpayer can look through the list of estimated vouchers. If any have been updated or added, they’ll be identified as such.
    • New
       - The estimated voucher payment that has been added to your return.
    • Updated
      - The amount due on a previously delivered voucher has been updated.
note
Select
Download Filing Instructions
 to download the updated transmittals with revised due dates.

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