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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.

Creating UltraTax VO binders

Open UltraTax CS (Virtual Office CS or SaaS).

Go to

Utilities
SurePrep
Integration

Select the clients on the left panel, then select Select
to select the highlighted clients. You can also select Select All
to bulk select all available clients. Select the checkbox for Send client data to SurePrep Binder and Document Request List
. Next, select Continue
to begin creating SurePrep Integration
tax files.

Your clients' tax files will be saved to the selected Data Location
path. In later steps, you will need to select the same data location Alias
when creating a binder (for example, the selected Alias
name here is <default>).

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 not appearing
- Clients that are currently locked in UltraTax CS Virtual Office won’t appear in the SurePrep Integration
window. To unlock your client go to

Lock
Repair
File Locks

tab.

note

After the initial export is complete, for binders without leadsheets, exporting clients through SurePrep Integration
(UltraTax Virtual Office CS) has to be repeated each time before adding additional documents to SPbinder. On the SurePrep Integration
window, you only need to re-export clients whose binder you want to add additional documents to. Repeating the export ensures that the most current information is used to process additional documents.

Log into SurePrep FileRoom.

Select from the following services:

1040 SCAN PRO

1040SCAN ORGANIZE

SPbinder

* 1040SCANverify Onshore
& 1040SCANverify Offshore

*
while 1040SCANverify Onshore/Offshore
are not In-house services, the same instructions can apply as other In-house services.

PBFX will download automatically. Open the PBFX.

The Create New Binder
window will appear. Under Select Binder Template
, select the template with the tax year and UltraTax CS (Virtual Office or SaaS)
as the tax application.

TAX SOFTWARE column in the Create New Binder window

Select the Firm ID
and data location Alias
where clients' tax files were saved from UltraTax.

Under Select Source Documents
, select Browse
.

Select your source documents, then select Open
to attach the source documents.

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.

Alternatively, you can manually enter a client's Tax Client ID from the tax application in the Client ID
field, then select Search
to fetch the client information.

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.

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 exported through SurePrep Integration
from UltraTax Virtual Office CS. Solution: See the previous steps and save the client's tax return file to SurePrep through a SurePrep Integration
feature in UltraTax CS.

The Data Location
setup in Account Admin
doesn’t match the Data Location Aliases in UltraTax CS. - Client's saved tax return file (through SurePrep Integration
in UltraTax Virtual Office CS) was moved to a different data location than the one specified in UltraTax Virtual Office CS or SurePrep's Account Admin
page.

If the client is fetched successfully, the client's First Name
, Last Name
, Taxpayer SSN
, and Filing Status
will be automatically populated.

note

Taxpayer SSN
and Filing Status
are mandatory fields. For 1041 binders, Trust's EIN
and Type of Entity
will be automatically populated per the data available in the tax application.

Outsource binders

Open UltraTax CS
.

Select File
, point to Send to
, then select File
.

On the Send to File Location
window, under Clients,
select to select the client you want to submit to SurePrep.

Select Select
.

The client will now appear under Selected
.

Select Modify Destination...
to change where the file is saved.

Select the Submit To SurePrep
folder, then select OK
.

View details on setting up folder structure for UltraTax CS.

Once the File destination
is set, select OK
.

On the "Send to" file saved
window, select OK
.

The client's CSD file will now be saved in the Submit To SurePrep
folder and is ready to be uploaded.

In FileRoom
, point to the Create New Binder
caret icon

Point to 1040
.

Select from the following services:

Outsource Onshore

Outsource Offshore

PBFX will download automatically. Open the PBFX.

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.