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  • Product: SurePrep

Tax Year Manager

Tax Year Manager
 lets the Firm System Administrator limit the number of tax years the firm can access a clients' profile. On January 1 of every year, access to previous tax years will be revoked if they are older than the selected time range. Once a tax year has been revoked, client profiles can no longer be viewed or restored. Increasing the number of tax years on/after January 1 won’t restore tax years that have already been revoked.

Limit access to tax years

Follow these steps to limit the number of tax years the firm should maintain access to:
  1. Sign in to TaxCaddy.
  2. Select
    Administrative
    , then select
    FIRM DETAILS
    .
    Select Administrative then FIRM DETAILS.
    If
    FIRM DETAILS
     doesn't appear on the navigation menu, select the
    Expand
     button to view the complete list. On the dropdown menu, select
    FIRM DETAILS
    .
    Select FIRM DETAILS from the collapsed menu.
  3. Select the
    Tax Year Manager
     tab.
    Select Tax Year Manager.
    The
    Permissions
     window appears for users that don't have permission to save Tax Year Manager settings.
    Permissions window.
  4. On the dropdown menu, select the number of tax years you want to maintain access to (including the current year).
    Select the number of years to maintain access to.
    Each tax year option includes the current year + previous years.
    Example
    :
    Tax years selected
    Accessible tax years in 2025
    2
    2025 (current year), 2024 (last year)
    3
    2025 (current year), 2024 (last year), 2023 (2 years ago)
    4
    2025, 2024, 2023 (2 years ago), 2022 (3 years ago)
    All
    Maintains access to all tax years.
  5. To receive an email reminder, select options for
    Email Notifications
     (optional).
    Select the frequency you'd like to receive alert email notifications.
  6. Select
    SAVE CHANGES
    .
    note
    The
    Save Changes
     button won't be available if you are not a Firm System Administrator.
    Select SAVE CHANGES.
  7. On the
    Revoke Access to Tax Years
     window, select the
    I acknowledge that I have read and agree to the above and would like to confirm my selection
     checkbox.
    Select the acknowledgement checkbox.
  8. Select
    CONFIRM
    .
    Select CONFIRM.
    You can change these options at any time before January 1 of every year. Once a tax year is revoked, it won’t be accessible to any user in the firm.
    Taxpayer's experience when viewing different tax years.

Email notifications

Firm System Administrator can choose to receive email reminders prior to January 1 before a tax year is revoked. Email reminders can help the Firm System Administrator decide if the firm needs to retain additional tax years or download any necessary client data before the tax year is revoked.
To receive an email reminder, select options under
Email Notifications
, then select
SAVE CHANGES
.
Select the frequency you'd like to receive alert email notifications.
You can select multiple options to receive multiple notifications. Select the
All
 option to receive notification for all of the possible options.
Based on your firm's
Email Notifications
 setting, email reminders will be sent to the
Firm System Administrator
 4 weeks/2 weeks/1 day prior to the tax year being revoked (on January 1).
Email notifying you of access.

Permissions

Tax Year Manager settings can only be saved by the Firm System Administrator. Users without proper permissions will get the
Permissions
 window with the message: 
You do not have permission to save changes to these settings.
Permissions window.
To view your Firm System Administrator, go to
Account Admin
User Management
USER GROUP (column)
Firm System Administrator
.
USER GROUP column in FileRoom.
You can also edit an existing user or create a new user as a
Firm System Administrator
.
Firm System Administrator checkbox selected.

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