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Bulk Document Processing

The
Bulk Document Processing
 lets you upload and view the Bulk Document Processing details by tax year.

View Bulk Document Processing

Follow these steps to view Bulk Document Processing:
Go to 
FileRoom
, 
Admin
, then
Enterprise Features
.
Select
Bulk Document Processing
 if it's not already selected.
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
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.
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
. 
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.
If you selected the check box, you will see
Meta Data
 and
Upload PDF
 tabs.
Cleared (not selected): 
Check this field if you are uploading W-2 Detail records.
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.
Download and fill out the
Standard Template Form
.
Once you search and select the file; select
Open
. You can only upload one file at a time.
Once the file is successfully added, the template will be listed under
List of Uploaded files
 section.
If the template has been uploaded in error, you can select the
Delete
 icon  to delete the file.
When the
Bulk Document Processing 
window appears, select
Yes
 to delete, select
No
 to cancel the deletion.
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.
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.
If the uploaded file is not in the standard format, then the following error message will be displayed.
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.
Once the download completes, open the downloaded file. Required fields will be in red color.
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'.
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.
You can also export the master table details in the excel sheet, by selecting the 'Export to Excel' button.
You can select the
Help
 icon  to visit the help page.
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.
Select
Client Name
 from the dropdown menu.
Client details can be seen on the
DATA STATUS
 and
REASON
 columns.
To edit a record, select the
Edit
 icon. 
To view the PDF, select the
PDF
 icon under the
W-2 PDF
 column.
If you erroneously uploaded a PDF to the wrong client came, select the correct client from the
Client Name
 dropdown menu.
On the
Update Client Name
 window, select your options then select
Yes
.
Select the
Save
 icon  to save the changes.
Select the checkbox then select
Retry
.
If the modified details match the client's metadata, then it will be displayed in the
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.

This article applies to:

  • Product: SurePrep
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