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FileRoom Binders

Add documents in FileRoom

You can add documents to an existing binder using the
Add Documents
 feature in
FileRoom
.

Add documents in FileRoom

The following steps will vary depending on whether you want to add documents from your local computer or a network folder, add documents from TaxCaddy, or add documents from GoFileRoom.
  1. Locate the binder in
    FileRoom
    . Go to the 
    Options
     column and select the
    caret
    . Select
    Add Documents
    . Some people might see a submenu. If you do, select
    Add Documents
     to add local or network documents. Select
    Add TaxCaddy Documents
     to add documents uploaded in TaxCaddy.
    Select Add Documents.
    Select
    Add GFR Documents
     to add documents from GoFileRoom. Not everyone will see all the options.
    Select Add GFR Documents.
  2. The
    Add Document
     window will open with the
    BASIC INFORMATION
     tab visible. The screen might look slightly different for you depending on your settings. Binders with leadsheets won’t have any other tabs.
    Add Document window.
    Binders without leadsheets will also show the
    PROCESSING OPTIONS
     tab if the binder is not in
    SP Processing
     status.
    Add Document window
    For firms using UltraTax CS, after you export the data to UltraTax CS, you will not be able to add additional documents until you open the tax return in UltraTax CS.
    An error on the Add Documents window stating that previous documents are not exported
  3. The
    Assign to
     under
    Select Binder Options
    , the
    Select Binder Template
     section, and the
    Enter Client Details
     section will populate automatically and gray out. For binders with leadsheets, 
    E-access
     under
    Select Binder Options
     will populate automatically and gray out as well. For binders without leadsheets, you can select 
    E-Access
     to enable E-access for the additional documents. Remember that this window might look slightly different for you.
    BASIC INFORMATION tab.
  4. Outsource returns will have an option for
    Expedited processing
    . Select this option to reduce the processing time of a binder from 3 business days (the standard time required for SurePrep to process a binder) to 1 business day. Mark the 
    Expedited processing
     checkbox to enable this option.
    note
    Additional fees apply for expedited processing.
    Expedited processing checkbox selected.
    note
    While adding documents for binders without leads, if the system identifies that you haven't started the Review Wizard for the 1st submission, then the
    Expedited processing
     checkbox is not available. However, if you already started the Review Wizard, then you can mark or clear the
    Expedited processing
     checkbox as needed. This only applies to GoSystem and CCH Axcess binders.
  5. Select your preferences for what to do after submission.
    Create PBFX file
    : Select this option to create a PBFX file of the SPbinder at a specific location. You can open this SPbinder without using
    FileRoom
    .
    Change Status to
    : This changes the binder status to a custom status once the verification is complete. The list will display custom statuses added through
    Admin
    Account Setup
    Custom Status
    .
    After Submission settings in BASIC INFORMATION
  6. 1040SCANverify and Outsource binders will have a selection of
    Services
    . If you're using one of these service types, select either
    In-house
     or
    at SurePrep
    .
    In-house
    : Select this option if your firm will verify and process these documents without sending the documents to SurePrep.
    At SurePrep
    : Select this option to submit the documents to SurePrep for processing.
    Verify Document(s) options.
    For 1040SCANverify Onshore/Offshore services
    : The
    at SurePrep
     option is selected by default. If this is selected, it will be submitted to SurePrep for verification. If you want to verify the documents in-house, select the
    In-house
     option.
    note
    After you resubmit the documents to SurePrep for 1040SCANverify, you can continue working on the same binder. Once the documents process, you will receive a message to reload the subsequent documents.
    For Outsource Onshore/Offshore services
    : The
    at SurePrep
     option is selected by default. If you select this, the documents are submitted to SurePrep for preparation. If you want to process the documents in-house, select
    In-house
    .
    "at SurePrep" selected for For Outsource Onshore/Offshore services.
  7. This step describes adding local or network documents. If you're adding TaxCaddy documents or GoFileRoom documents, skip to the next step.
    Select
    Browse
     for
    Select Source Documents
     and select documents to upload. You can upload the following types of files: PDF, TIFF, EXCEL, WORD, and EML.
    note
    Excel files with hidden sheets are not supported. Delete the hidden sheets from the Excel files before uploading the files, make the hidden sheets visible before uploading the files, or don’t upload those files.
    Select 
    Submit
     to upload the file.
    If you want to send the documents through OCR, mark the
    OCR
     checkbox.
    OCR checkbox selected.
    note
    For Outsource Onshore/Offshore services, attaching source documents is not mandatory if you select the
    at SurePrep
     option. You may resubmit the binder to SurePrep for corrections or modification through this process.
    Select documents then Submit
  8. This step describes adding TaxCaddy documents. If you're not adding documents from TaxCaddy, skip to the next step. Select
    Select TaxCaddy Documents
     under
    Select Source Documents
    .
    Select "Select TaxCaddy Documents"
    Select the documents to upload. When selecting documents, mark the checkbox to 
    select all
     TaxCaddy documents. You can't add DOC files from the
    Select TaxCaddy Documents
     window. After you've selected the documents, select
    Add
    .
    Select Add
  9. This step describes adding GoFileRoom documents. If you're not adding documents from GoFileRoom, skip to the next step. Select
    GFR Documents
     under 
    Select Source Documents
    .
    Select GFR Documents.
    You will see a list of new documents you can add. Select
    Show already submitted documents
     to see already submitted documents grayed out in the document list. After selecting your documents, select
    Add Documents
    .
    Select Add Documents.
  10. For binders without leadsheets, you may need to provide additional information regarding the tax return depending on your tax software. For binders with leadsheets, skip this step.
    GoSystem Tax RS and CCH Axcess Tax
    : If you're submitting additional documents to a binder without leadsheets and using GoSystem Tax RS or CCH Axcess Tax, the select tax return section is not available. The Account and the Locator Number will auto-populate.
    Select GoSystem Tax RS return settings
    Lacerte and UltraTax using OCR processing
    : If you're submitting additional documents to a binder without leadsheets using Lacerte or UltraTax, and using OCR processing, then the tax software file automatically attaches from the path previously used.
    If for any reason the previously browsed tax software file path is not available, then no tax software file attaches in this section. You'll need to attach the tax software file manually. You can submit additional documents only if the manually browsed tax file name, the version of the tax file, and the Client ID is the same as that of the previously submitted job.
    If the manually browsed tax file name is different than the one submitted in the previous job, the following warning message displays:
    The Tax Software file attached here does not match the file attached in the original submission. Please visit our Help page for more detail
    .
    note
    For Lacerte, if you've already exported the binder and a more recent tax file is available for this binder, we recommended attaching the most recent tax file when submitting additional documents. If you don't, the tax software file is overridden.
    Lacerte and UltraTax without  OCR processing
    : If you don’t want to send the additional documents through OCR, the select tax software section is not available. It is not mandatory that you attach the tax software file in this case.
    Enter a File Path then select Browse
  11. For binders without leadsheets, you can change settings for
    Review Wizard
     and
    Tax Return
     in 
    Processing Options
    . These settings only apply to the additional documents submitted.
    note
    The 
    Processing Options
     tab isn't available for binders with leadsheets.
    Review Wizard tab within PROCESS OPTIONS.
    While adding documents, if the system identifies that you haven't started the Review Wizard for the 1st submission, then the
    Processing Options
     tab is not available. However, if you started the Review Wizard, then the
    Processing Options
     tab is available and you can change options as needed.
  12. Once the additional documents are successfully submitted, the
    Jobs in Queue
     window will appear.
    Jobs in Queue window.
    While adding documents, if the system identifies that you haven't started the Review Wizard for the 1st submission, then the
    Processing Options
     tab is not available. However, if you started the Review Wizard, then the
    Processing Options
     tab is available and you can change options as necessary.
  13. If an error occurs when processing the additional documents, those documents will appear under 
    In Queue
    . Select the additional documents, then Edit button to edit the details and resubmit the additional documents.
    If you want to cancel the submission of additional documents, select Cancel button..
    List of documents In Queue
  14. For binders without leadsheets, the additional documents will appear as a sub-job inside the main binder. Select Expand next to the binder in
    FileRoom
     to view all the sub-jobs under it.
note
If you added documents after printing a binder, the printed PDF is outdated and you can't download it from the
Download SPbinder PDF/DreamWorkpapers
 option on the binder menu. Open the
File
 window, go to the
2000 Tax Workpapers
 folder, then download the previously printed copy (without the additional documents). To enable the download option, print the SPbinder PDF/DreamWorkpaper again.

Add documents - due date calculations

In
SP Processing
 status, if you add documents to a binder that is outsourced to SurePrep, the due date calculation might change based on the number of pages added.
note
You can only add additional documents in any status for GoSystem Tax RS and CCH Axcess Tax binders.
If a binder is submitted to SurePrep, and you add documents to the binder, then the due date calculation may change based on the following scenarios:
  • Scenario 1: If a SurePrep verifier has already started the verification process, then the additionally submitted documents will be on hold. Once the originally submitted documents are processed and submitted by SurePrep, the subsequent documents are processed. The due date for the subsequent documents will be calculated from the day the original binder is submitted by SurePrep. For example: You submit 150 pages binder to SurePrep and then add 350 pages through add documents. Processing time will take 3 days for the 1st submission, and an additional 4 days for the subsequent submission.
  • Scenario 2: If a SurePrep verifier hasn’t started the verification process, then the additionally submitted documents will merge and both the original and subsequently submitted documents will appear for verification. The due date for the binder is calculated from the day subsequent documents added. For example, you submit a 150 page binder to SurePrep and then add 350 pages through add documents. The processes will take 5 days.
For 1040SCANverify, 1040SCANverify+, and Outsource binders, you can add additional documents as
In-house
 or
at SurePrep
 without any limitations. 
If the 1st processing type is SurePrep, then all additional documents submitted to SurePrep will merge as a single submission. Similarly, documents submitted as In-house will merge with other In-house documents on hold.
Example
: SurePrep + In-house + SurePrep = 1st and 3rd submission will process first. After that's completed, the 2nd (In-house) submission will begin processing.

This article applies to:

  • Product: SurePrep

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