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Integration with UltraTax CS

UltraTax CS (Virtual Office CS or SaaS)

Creating a binder is a starting point from where you can submit your client's tax documents and have them processed through OCR, get verified, and go into SPbinder for preparation. You can create a binder for your client by providing basic information about the type of binder you want to create. At this stage, you can set which firm user should be the Owner, the office location, binder access permissions, and binder tax year.
When you create a binder in FileRoom, SurePrep gets your client's information from the tax application and creates a binder specifically catered for that taxpayer client. The information fetched from your client's tax application file is used to create placeholders called “proforma” (for example, W-2 proforma placeholder for “ABCD, Inc.”). In SPBinder, you can organize documents to their respective (proforma) categories and export the data to the correct entities in the tax application. 
You will need to upload the client's most recent tax application file details. Before creating a binder, make sure the client is created or proforma (roll forwarded) to the current tax year.
You can upload binders as in-house or outsource services based on the tax application configured by your firm.
note
If you are using
1040SCANverify Onshore
 &
1040SCANverify Offshore
 services then follow the instructions listed under the following
In-house
 section.

In-house binders

Before you begin
Before you begin, complete a one-time setup between SurePrep and UltraTax CS (Virtual Office or SaaS). The integration lets SurePrep connect with UltraTax CS. You can check your integration status at
Setup
System Configuration
SurePrep & SafeSend Integrations
.
Creating UltraTax VO binders
  1. Open UltraTax CS.
  2. If you are starting a new tax year and rolling forward clients from the previous tax year to the current tax year:
    1. Select
      Utilities
      Proforma
      .
    2. Next, sync the clients to ultratax.com – you can either sync clients on the
      Proforma
       window (as in rolling forward previous year clients to the current tax year) or from the Utilities menu
      Proforma
       window (recommended): Select the clients you want to roll forward to the current year, select the checkbox for
      Sync client to ultratax.com on proforma
      , then select
      Proforma
      .
      Select Integration
      Sync clients
       window: If you already used the
      Proforma
       feature without selecting the sync clients checkbox, then you can either redo the Proforma and start over, or go to
      Utilities
      Sync Clients to ultratax.com
       to sync clients.
    note
    Clients in Red
    - Clients that are missing the required information will be highlighted in red (for example, Name, and SSN). To create tax files for these clients, open the client’s tax return and update any missing information.
    Clients in red
    Clients not appearing
    - Clients that are currently locked in UltraTax CS won’t appear in the window. To unlock your client go to
    Lock
    Repair
    File Locks
     tab    .
  3. Log in to SurePrep FileRoom.
  4. Select from the following services:
    • 1040 SCAN PRO
    • 1040SCAN ORGANIZE
    • SPbinder
    • * 1040SCANverify Onshore
       &
      1040SCANverify Offshore
    Select the in-house service
    *
    while
    1040SCANverify Onshore/Offshore
     are not In-house services, the same instructions can apply as other In-house services.
  5. PBFX will download automatically. Open the PBFX.
    Open the downloaded file
  6. The
    Create New Binder
     window will appear. Under
    Select Binder Template
    , select the template with the tax year and
    UltraTax CS
     as the tax application.
    TAX SOFTWARE column in the Create New Binder window
  7. Under
    Select Source Documents
    , select
    Browse
    .
    Browse source documents
    Select your source documents, then select 
    Open
     to attach the source documents.
    File Explorer
    tip
    If the name of the 1st source document's filename matches the
    Client ID
     in UltraTax, the
    Create New Binder
     window will automatically autofill the
    Client ID
     and fetch your client information from the tax application.
  8. Enter the
    Client ID
     to search for the client in UltraTax, then select
    Search
    . The
    Alias
     field will auto-populate if the taxpayer is found.
    Enter the Client ID, then select the Search button
    note
    Starting with Tax Year 2025 and later, the UltraTax CS binder creation no longer shows identifying fields (like First Name, Last Name, SSN, and Filing Status) when creating a 1040 and 1041 binders. Instead, you enter the Tax Client ID, and SurePrep automatically pulls the taxpayer details from UltraTax CS as part of the updated API integration.
  9. If the name of the 1st source document matches the Tax Client ID in UltraTax, the
    Create New Binder
     window will automatically autofill the Client ID and fetch your client information from the tax application.
  10. You will see a confirmation window if the client is fetched successfully.
    Notification that the file was fetch successfully
    If the client couldn’t be found then you will see the following notification message Client's tax return file not found. Confirm if the file exists for the selected tax year and Alias path.
    Clients tax return was not found
    The client's tax return file couldn’t be found due to the following reasons:
    • The Tax Client ID used to search the client was incorrect. The 1st source document name didn't match a Tax Client ID.
      Solution
      : Manually enter the
      Client ID
       then select
      Search
      .
    • The client was not synced to ultratax.com through
      Proforma
       window or through the
      Utilities
      Sync Clients to ultratax.com
      . Solution: See the previous steps and sync the client's tax return file to ultratax.com in UltraTax CS.

Outsource binders

  1. Open
    UltraTax CS
    .
  2. Select
    File
    , point to
    Send to
    , then select
    File
    .
    Select File from Send To
  3. On the
    Send to File Location
     window, under
    Clients, 
    select to select the client you want to submit to SurePrep.
    Send to File Location window
  4. Select
    Select
    .
    Select the Select feature
  5. The client will now appear under
    Selected
    .
    Selected client in the Selected section
  6. Select
    Modify Destination...
     to change where the file is saved.
    Modify Destination field
  7. Select the
    Submit To SurePrep
     folder, then select
    OK
    .
    View details on setting up folder structure for UltraTax CS.
    Select the Submit to SurePrep
  8. Once the
    File destination
     is set, select
    OK
    .
    Select OK
  9. On the
    "Send to" file saved
     window, select
    OK
    .
    Select OK
  10. The client's CSD file will now be saved in the
    Submit To SurePrep
     folder and is ready to be uploaded.
    File Explorer
  11. In
    FileRoom
    , point to the
    Create New Binder
     caret icon
    Select CREATE NEW BINDER
  12. Point to
    1040
    .
    Select 1040
  13. Select from the following services:
    • Outsource Onshore
    • Outsource Offshore
    Select a Outsource service
  14. PBFX will download automatically. Open the PBFX.
    Open the downloaded file
  15. The
    Create New Binder
     wizard will open. Under
    Select Binder Template
    , select the template with the tax year and
    UltraTax CS (Virtual Office or SaaS)
    as the tax application.
    Binder Template Tax Year and Tax Software
    Under
    Select UltraTax CS (Virtual Office CS or SaaS) return
    , the folder path set in
    Tax File Activation
    , then
    UltraTax CS
     will be displayed by default in
    Select UltraTax CS File Path
    . View Tax File Activation for UltraTax CS To automatically match the client tax file, select the same path (that is, Submit to SurePrep) where you saved the client's CSD file earlier.
    Set a path for UltraTax
  16. If more than 1 folder exists, choose the folder in
    Select UltraTax File Path
    .
    note
    The path that was last selected will be remembered, and you won’t be required to reselect it.
    Select a file path from the dropdown menu
  17. Under
    Select Source Documents
    , select
    Browse
    .
    Select Browse
  18. Select your source documents, then select
    Open
    to attach the source documents.
    File Explorer
  19. If the name of the 1st source document matches the client ID in UltraTax, the UltraTax CSD file is automatically selected.
    Auto-selected .CSD file
  20. If the name of the 1st source document doesn’t match the client ID, select
    Browse
    .
    Select Browse
    The folder selected in
    Select UltraTax CS File Path
     will open. Select the 
    UltraTax CSD file
     in that folder, then select
    Open
    .
    File Explorer
  21. When the CSD file is attached, the client ID will be automatically populated.
    Enter your client's Client ID
    If the UltraTax CSD file attached doesn’t belong to the selected tax year, you'll see a message similar to the following:
    Notification that the attached file does not belong in the tax year
    If the CSD file contains more than 1 client ID, the following message appears:
    Notification that the attached file consists of more than one Client ID

This article applies to:

  • Product: SurePrep
  • Subject: Integration

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