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FileRoom

Bulk Document Processing

The
Bulk Document Processing
 lets you upload and view the Bulk Document Processing details by tax year.
note
Reach out to your Thomson Reuters contact to inquire about the availability of this feature for your firm in the current tax year.

View Bulk Document Processing

Follow these steps to view Bulk Document Processing:
Go to 
FileRoom
, 
Admin
, then
Enterprise Features
.
Select ENTERPRISE FEATURES.
Select
Bulk Document Processing
 if it's not already selected.
Select Bulk Document Processing.
This is only enabled for the
Firm System Administrator
 user group by default.
The
Bulk Document Processing
 tab displays the following options:
  • File Upload
  • View Master Table
  • View No Match Table
File Upload, View Master Table, and View No Match Table in Bulk Document Processing.
File Upload
File Upload lets you to search and upload multiple templates. You can upload and view Bulk Document Processing for
GoSystem Tax RS
 and
CCH Axcess Tax
.
Select the required tax software to proceed.
Select tax software within File Upload.
You will only see the 
Check this box if you are uploading W-2 Detail records
 checkbox if you selected
CCH Axcess Tax
 as the
Tax Software
. 
Select the "Check this box if you are uploading W-2 Detail records" checkbox.
Selected:
Check this field if you are uploading W-2 Detail records.
Select the checkbox if you are uploading W-2 details records, then select
Bulk Document Processing Template
 to download the template.
Select "Bulk Document Processing Template" checkbox.
If you selected the check box, you will see
Meta Data
 and
Upload PDF
 tabs.
Meta Data and Upload PDF tabs.
Exported Excel sheet
Cleared (not selected): 
Check this field if you are uploading W-2 Detail records.
"Check this field if you are uploading W-2 Detail records" checkbox.
Follow these steps if you didn’t select the 
Check this box if you are uploading W-2 Detail records
 checkbox:
Select
Tax Year
 from the dropdown, then select
Browse
 to upload your completed Bulk Document Processing template file.
Select from the Tax Year drop-down menu.
Download and fill out the
Standard Template Form
.
Select Standard Template Form.
Once you search and select the file; select
Open
. You can only upload one file at a time.
Select the document then Open.
Once the file is successfully added, the template will be listed under
List of Uploaded files
 section.
Selected template under List of Uploaded files.
If the template has been uploaded in error, you can select the
Delete
 icon Delete icon to delete the file.
When the
ompensation Breakdown
 window appears, select
Yes
 to delete, select
No
 to cancel the deletion.
Compensation Breakdown window.
You can repeat the process of browsing and uploading another file following the same steps.
The file and its details are updated in the
View Master Table
 section.
You will also be notified by email when the Update Master Table process is complete. The email address will be the one provided by the admin when the user sign in was created.
When you re-upload the file and if no new details are uploaded, then an email will be sent to notify you.
Notes
:
The Bulk Document Processing file should only be in Excel format (.xls and .xlsx). If the file is not in the correct format the following error message will be displayed.
Notification that Only .xlsx files are allowed to upload.
If you re-upload the same file a second time, only the new data will be added; no changes will be made for previously uploaded data.
If the tax year of the uploaded file doesn’t correspond with the tax year selected in the
Tax Year
 menu list, then the following error message will be displayed.
This file does not correspond to the selected tax year.
Select the tax year, then browse.
If the uploaded file is not in the standard format, then the following error message will be displayed.
This file is not in the standard format.
To download the standard format of the template, select the
Standard Template Format
 link. You can also select the template name under
List of uploaded files
 to download the uploaded template file.
Select Standard Template Format.
Once the download completes, open the downloaded file. Required fields will be in red color.
Open the downloaded file
Standard Excel template screenshot.
This template would be in
Read-Only
 format. To use the template, save a copy of the workbook or select
Enable Editing
.
View Master Table
The master table will be updated for the selected tax year, this will include all new data from all files displayed in the
List of Uploaded files
.
The
Data Status
 column will display
Export in Process
.
Data Status records.
note
Only one Bulk Document Processing file for one Tax Payer SSN number can be uploaded.
The Master Table contains a unique combination of
Employer Name
,
EIN
,
SSN
, and
Unique Identifier
.
If duplicate records are found on the SAME spreadsheet, the totals will be combined in all columns.
If duplicate records are found when uploading an additional spreadsheet, it won’t override any previously stored data.
Column name
(View Master Table)
Description
EMPLOYER NAME
Populated with the name of the employer provided on the top of each Bulk Document Processing files for all records, respectively.
EIN
Populated with the EIN provided on top of each Bulk Document Processing file for all records respectively. All the other columns will be populated based on the corresponding columns in the uploaded Bulk Document Processing file.
DATA STATUS
Populated with import status. When a return is opened containing the same SSN, it will pop up a message asking to import the Bulk Document Processing details. If you select 'yes', it will import all the details in your return and the
Data Status
 column will display the status as 'Imported'.
UNIQUE IDENTIFIER
Populated with the
Unique ID
 entered in the Bulk Document Processing file.
You can select the
Edit
 or
Delete
 icon to edit or delete the master table records.
Select Edit or Delete
You can also export the master table details in the excel sheet, by selecting the 'Export to Excel' button.
Exported Excel file.
You can select the
Help
 icon Help icon to visit the help page.
Select the Help icon.
View No Match Table
View No Match Table
displays Excel file information (uploaded to the 
Meta Data
tab) that doesn’t match the W-2 details in the PDF.
note
Meta Data
information that matches the W-2 details will appear in the
View Master Table
section.
Select
Client Name
 from the dropdown menu.
Select Client Name.
Client details can be seen on the
DATA STATUS
 and
REASON
 columns.
DATA STAUS and REASON columns.
To edit a record, select the
Edit
 Edit icon icon. 
Select the Edit icon.
Editing record.
To view the PDF, select the
PDF
 icon under the
W-2 PDF
 column.
Select the PDF icon.
If you erroneously uploaded a PDF to the wrong client came, select the correct client from the
Client Name
 dropdown menu.
Select the CLIENT NAME.
On the
Update Client Name
 window, select your options then select
Yes
.
Update Client Name window.
Select the
Save
 icon Save icon to save the changes.
Select the Save icon.
Select the checkbox then select
Retry
.
Select Retry
If the modified details match the client's metadata, then it will be displayed in the
View Master Table
.
View Master Table
To select a record as resolved, select the record then select
Mark as Resolved
. The records that are marked as 'Resolved' won’t be available for matching.
Mark as Resolved

This article applies to:

  • PRODUCT: SurePrep

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