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  • Product: safesend
  • Audiences: Staff

Process a return or extension

Upload, process, and deliver a tax return or extension to the taxpayer, including editing client information, vouchers, and delivery options.
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Before delivering a return or extension to the taxpayer, you must upload and process it. Verify that the client information, overpayment and applied amounts, voucher amounts, and due dates are correct before delivery.
important
Don't open the same return or extension in more than 1 browser tab. This can cause delivery and signing issues.
Upload a return or extension
You can upload up to 30 returns at once for CCH® Axcess™ and ProSystem fx®. For GoSystem Tax RS®, Lacerte®, and UltraTax CS®, you must upload each return individually alongside separate PDF copies of any K-1 packages.
To upload a return or extension PDF manually, complete the following steps.
  1. Select
    Send Tax Returns.
  2. Select
    Upload
    .
  3. Select the corresponding tax software.
  4. Drag files to this area to upload or select
    Choose File
    .
  5. Turn on or turn off
    Draft Return
    .
    note
    This option isn't available for extensions.
  6. Verify or enter the
    Client ID
    .
    note
    This option is available for extensions.
  7. Monitor the
    Upload Progress
     bar. It turns green when the upload is complete.
  8. Mark the
    No K1 Package
     checkbox to upload a 1065, 1120S, or 1041 return without K-1s.
  9. Select
    Submit.
Begin processing
Newly uploaded returns appear in the Tax Returns In-Process dashboard and move from an
Uploaded
 status to a
Ready
 status.
The ERO automatically populates based on the PTIN on the return, a matching ID in Client Management, or the user's My Settings default, in that order. If none of these apply, select an ERO during processing.
  1. Find the return or extension to be opened.
  2. Select the
    Process
     icon in the
    Action
     menu to open the return.
General navigation
During processing, you can move between sections by selecting them. Use the following controls to move through and adjust the view:
  • Select a bookmark name in the bookmark panel to display that page.
  • Use the arrow icons or text box to move through pages in a section.
  • Use the
    Adjust Zoom
     dropdown or the
    +/-
     icons to adjust the zoom level.
  • Select
    Move To
     to move the selected page to a different section.
  • Select
    Back
     to go to the previous section.
  • Select
    Next
     to go to the next section.
  • Select
    Save & Close
     to save changes. The return appears in the Tax Returns In-Process section with a
    Processing
     status.
To mark a return as a draft from any section during processing, turn on the
Draft Return
 switch. Hover over a pencil icon for more information. This option is not available for extensions.
Client Information
The
Client Information
 section displays the federal form, refunds, payment vouchers, and client information.
  • Select a page name in
    Client Details
     to review that page of the return and open the editing panel.
  • Select a taxing authority to view the form for the refund or payment due. Vouchers created automatically from the Direct Debit Report also appear here.
  • Edit details in the editing panel and select
    Update
     to save.
  • Select
    Return Information
     to open the editing panel for return-specific information.
  • Select
    Taxpayer/Spouse
     or
    Entity
     to open the editing panel for that information.
Return Information
  • Edit the
    Client ID
     field.
  • Select the
    ERO / Signer
     dropdown to change the person assigned to the return.
  • The
    Type
     and
    Tax Year
     fields are automatically recognized and can't be edited.
  • You can change the
    Office Location
     if your user profile has the required permissions.
  • the
    Married Filing Joint
     checkbox to add or remove a spouse from the return (1040 returns only).
Entity
  • Enter the company name in the
    Name
     field.
  • Edit the
    EIN
     as needed.
  • Add or edit a mobile number in the
    Mobile
     field.
  • Enter or edit the
    Email Address
     for the return recipient (required).
Taxpayer and Spouse
The Taxpayer and Spouse panels are identical. One contains the taxpayer's information and the other contains the spouse's information.
  • Verify or edit client details as needed.
  • Date of Birth
     is not required. The taxpayer can enter this before completing KBA, if applicable.
  • Add or edit a mobile number.
  • Enter or edit the
    Email address
     for the return recipient (required). This field pre-populates if an email address was retained from a prior year return or pulled from Client Management.
  • the
    Deceased
     checkbox to mark the taxpayer or spouse as deceased.
Refunds
  1. Select
    Add Refund
     to add a refund amount manually.
  2. Enter the
    Refund details
    . The refund is automatically calculated by subtracting the applied and penalty amounts from the overpayment amount.
  3. Select
    Add
     to save the refund.
Payments Due
You can update voucher amount details as needed. Only payment vouchers appear in the Client Information section. Estimated vouchers appear in the Transmittals and Vouchers sections.
  1. Select the
    Authority name
     for the amount to edit it.
  2. Select the
    Refund
     button to convert the payment due into a refund.
  3. Select the
    Authority
     dropdown to change the taxing authority.
  4. Enter an amount in the
    Amount
     field. If you changed the entry to a refund, add a refund to update the amount.
  5. Select
    Update
     to save changes.
Group
The
Group
 section displays all pages included in the return. Use this section to move, delete, and restore pages.
Move pages to a different group
  1. Select a section in the left panel to locate the pages to move.
  2. Mark the
    Select All
     checkbox to select all pages in that group, or mark the checkbox in the corner of each page you want to move.
  3. Select
    Move To
     and select the destination group. Alternatively, drag and drop the page into the correct group.
note
You may be prompted to enter additional information when moving some forms.
Restore pages
Pages moved to the
Deleted
 section aren't delivered to the taxpayer. To restore them, complete the following steps:
  1. Go to the
    Deleted
     section.
  2. Mark the
    Select All
     checkbox to select all pages, or mark the checkbox in the corner for each page you need to restore.
  3. Select
    Move To
     and select the destination group. Alternatively, drag and drop the page into the correct group.
note
You may be prompted to enter additional information when moving some forms.
important
If SafeSend fails to correctly categorize a page, select
Report a Problem
 from within the return to notify the Support Team. Include the page name, page number, and the correct group for the fastest resolution.
Transmittals
The
Transmittals
 section displays all transmittal letters, filing instructions, and vouchers due. Transmittals appear in the center panel so you can compare them to the amounts listed in the left panel.
  • Select a
    Transmittal
     bookmark to display that page of the PDF.
  • Select
    Add Multiple Voucher
     to add vouchers.
  • Select a
    Taxing Authority
     for a voucher to open the editing panel.
  • Select an
    ERO stamp
     to apply to the return.
  • Drag and drop an
    ERO Signature Stamp
     and
    Date Signed
     field onto the selected page.
Tax Returns
The
Tax Returns
 section displays all pages that SafeSend didn’t recognize as Transmittals, E-file forms, Vouchers, or K-1s.
  • Select a
    Tax Returns
     bookmark to display that page of the PDF.
  • Select
    Move To
     to move the selected page to a different section. You may be prompted to enter additional information when moving some forms.
  • Select an
    ERO stamp
     to apply to the return.
  • Drag and drop an
    ERO Signature Stamp
     and
    ERO Date Signed
     field onto the selected page.
  • Select or clear the
    Do not add watermark to this page
     checkbox to add or remove a watermark from the selected page. This option is only available if the Watermark feature is enabled in the Delivery Options section and in Settings.
E-File
The
E-File
 section displays all pages recognized as e-file forms that require a signature.
  • Select an
    E-File Forms
     bookmark to display that page of the PDF.
  • Select
    Edit Authority
     to change the taxing authority associated with the form.
  • Select the
    Signer
     dropdown to select the taxpayer or spouse (1040 returns only).
  • Drag and drop a
    Signature Block
     onto the selected page.
  • Select an
    ERO stamp
     to apply to the return.
  • Drag and drop an
    ERO Signature Stamp
     and
    ERO Date Signed
     field onto the selected page.
  • or clear the
    Do not insert dates on the E-file forms
     checkbox to add or remove date signature blocks from all forms in the section.
Paper File
Use the
Paper File
 section to add paper file returns for the taxpayer manually.
note
This section only appears if a System Administrator has turned on the Paper File Returns setting.
  1. Select
    Add Paper File Returns
     or
    Start Upload
    .
  2. Drag the PDF to the upload area or select
    Choose File
    .
  3. Enter the
    Form Name
    .
  4. Monitor the
    Upload Progress
     bar. It turns green when the upload is complete.
  5. Select a taxing authority from the
    Authority
     dropdown.
  6. Enter a mailing address in the
    Mailing Address
     field.
  7. Select
    Submit
    .
After upload, the following additional options become available:
  • Select
    +
     to add additional paper file returns.
  • Select
    Delete
     to delete the uploaded paper file return.
  • Select an ERO stamp to apply to the return.
  • Drag and drop an
    ERO Signature Stamp
     onto the selected page.
  • Drag and drop an
    ERO Date Signed
     field onto the selected page.
  • Edit the
    Form Name
     as needed.
  • Use the
    Authority
     dropdown to select a different taxing authority.
  • Enter or edit the
    Mailing Address
    .
Additional E-Sign Documents
Use the
Additional E-Sign Documents
 section to add e-file forms that were not included in the original return PDF manually. This section functions the same way as the
E-File
 section after you upload documents. The upload limit is 30 documents.
Upload E-Sign Document
  1. Select
    Add Documents
     or
    Start Upload
    .
  2. Drag the PDF to the upload area or select
    Select
     to upload.
  3. Monitor the Upload Progress bar. It turns green when the upload is complete.
  4. Select a document type from the
    Document Type
     dropdown.
  5. Select
    Submit
    .
Edit E-Sign document
After upload, you can edit or delete the document as needed.
note
Signature blocks are not automatically added to additional e-sign documents. You must add them manually.
  • Select
    Add Document
     to add additional documents.
  • Select
    Modify Added Document
     to edit the document type, then selected a
    Document Type
     from the dropdown.
  • Select
    Delete
     to delete the document.
  • Add signature blocks as described in the
    E-File
     section.
Vouchers
The
Vouchers
 section displays all pages recognized as payment or estimated vouchers. You can edit or delete existing vouchers and manually add new ones. For extensions, you can place signature blocks on voucher forms.
SafeSend automatically creates some vouchers. Vouchers created from transmittal letters require action.
  • Select
    Add Vouchers
     to add vouchers.
  • Select
    Remove all $0 vouchers
     to delete all $0 vouchers from the return.
  • Select a
    Taxing Authority
     in the left panel to display the voucher and open its editing panel.
  • Select
    Move To
     to delete or move a voucher to a different section.
Edit vouchers
  1. Select a
    Taxing Authority
     in the left panel to open the editing options.
  2. Review the
    Voucher Details
     and make edits as needed.
    note
    If SafeSend can't read a due date on the voucher form, the date reverts to the
    Default Due Date
    . If a date appears on the form but is incorrect, select
    Report a Problem
     to open a support ticket.
  3. Select the
    Watermark
     dropdown to designate the payment method for the voucher.
    • Select
       Taxpayers can pay online or download the voucher to pay by check or money order.
    • DO NOT PAY: Scheduled for automatic withdrawal
      : Removes the authority payment link and the ability to print a voucher.
    • Online Payment Required
      : Provides only the taxing authority's payment link.
    • Add Custom
      : Inserts a different payment link than what SafeSend provides.
  4. Select
    Update
     to save changes.
Add signature controls
You can add signature controls to extension pages in the Vouchers section during processing.
  1. Select a
    Voucher
     bookmark to display that page of the PDF.
  2. Select the
    Signer
     dropdown to select the taxpayer or spouse (1040 returns only).
  3. Drag and drop a
    Signature Block
     onto the selected page.
K-1s
The
K-1s
 section displays all pages recognized as K-1s. SafeSend separates the K-1 packages and displays them in the left panel.
  1. Select the
    K-1 Recipient Name
     in the left panel to open the editing panel for that package.
  2. Select
    Add K-1 Attachments
     to add attachments to one or more K-1s.
  3. Select
    Replace
     to upload a custom instruction sheet for the K-1 recipients.
  4. Review the K-1
    Partner Information
     and make any edits as needed.
  5. Turn on the
    Mask SSN/EIN
    switch to mask SSN/EINs on shareholder documents.
Invoices
The
Invoices
 section displays any pages that were recognized as invoices. Users can also add or replace invoices here.
note
This section only appears if the
Invoices
 setting is turned on by a system administrator at
Settings
.
  1. The bookmark name displays in the left panel.
  2. Add or edit the total amount due in the
    Invoice Amount
     field.
    note
    This step is required. The amount is not automatically recognized.
  3. Mark the
    Do not send an invoice with this return
     checkbox to include or suppress the invoice.
  4. Select
    Require taxpayer to pay invoice with this return
     to force the taxpayer to pay their invoice before they sign.
  5. Select
    Replace Invoice
     to add an invoice or to replace the existing one.
  6. Select an
    ERO
     stamp to apply to the return.
  7. Drag and drop an
    ERO signature stamp
     onto the selected page.
  8. Drag and drop an
    ERO date signed stamp
     onto the selected page.
Add or replace invoice
Add an invoice if none exists, or replace the existing one.
  1. Select
    Replace invoice
    .
  2. Drag the invoice PDF to the upload area or select
    Choose File
     to upload one.
  3. Enter a name in the
    Bookmark Name
     field.
  4. Enter the amount due into the
    Amount
     field.
  5. Select
    Submit
     to save the changes.
Attachments
Manually add forms that weren't included in the original return PDF in the
Attachments
 section.
  1. Drag the files to the upload area or select
    Choose File
     to upload them.
  2. Review the file information including document name, file size, upload date, and uploader.
  3. Select
    View Instruction
     to view, add, or edit document instructions for the taxpayer.
  4. Select
    Download
     to download the file.
  5. Select
    Delete
     to delete the file.
Delivery
Review and edit the default settings for the return in the
Delivery
 section.
Finish Return processing
Finish
 lets the user send the return to another internal user for review or deliver the return to the client.
Once the return is delivered to the client, 1 return credit is deducted from your balance. There is no charge or fee incurred when delivering extensions.
Internal Routing
Send for Review
  1. Select
    Finish
    .
  2. Select
    Internal
    .
  3. Select
    Send for Review
     to assign the review to another user.
  4. Select the
    Select
     dropdown to choose a user to assign the return to.
  5. Select
    Send
     to send the return to the selected user.
Send to ERO/Signer
  1. Select
    Finish
    .
  2. Select
    Internal
    .
  3. Select
    Send to ERO/Signer
    .
  4. Select
    Send
     to send the return to the ERO/Signer.
Approve for delivery
  1. Select
    Finish
    .
  2. Select
    Internal
    .
  3. Select
    Approve for Delivery
     to change the status of the return to
    Approved for Delivery
    .
  4. Select the
    Select
     dropdown to choose a user to assign the return to.
  5. Select
    Approve
     to send the return to the selected user.
Delivery
Deliver to client
  1. Select
    Finish
    .
  2. Select
    Delivery
    .
  3. Select the
    Deliver to Client
     radio button.
  4. Select the
    Taxpayer
     or
    Spouse
     radio button to determine which receives the return first (for joint 1040 returns only).
  5. Select
    Send
     to deliver the return.
Download PDF
  1. Select
    Finish
    .
  2. Select
    Delivery
    .
  3. Select
    Download PDF
    to add a PDF copy of the return to your Delivered Returns section (only available if the setting is turned on).
  4. Select
    Download Multiple PDF files
     to separate the PDF download into individual files.
  5. Select
    Download Single PDF file
     to download all sections prepared by SafeSend into a single document.
  6. Mark the
    Notify me by Email when the file(s) are available for Download
     checkbox to receive an email when the client has downloaded the return.
  7. Select
    Download File(s)
     to begin the download process.

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