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Scanning documents for SPbinder
You'll need to scan original source documents to submit a job in FileRoom.
- Scan Settings required in your scanning program
- Recommended Document Orientation for scanning
- Additional scanning requirements to get optimal results from 1040SCAN
- Scan Order
Scan Settings required in your scanning program are:
- A resolution of 300 DPI.
- Black and white. No color or grayscale.
- Documents compiled and scanned into a single file.
- If you have a program like Kofax VRS Professional installed with your scanner, it is recommended you use this when scanning for SPbinder.
- Recommended PDF page size of 8.5 x 11 inches.
- Scanned images can be saved in either PDF or TIFF formats, but we recommend PDF file format.
- For CCH Axcess, UltraTax, and Lacerte: Name the file with the Client ID of the tax return (Smith123.pdf).
- For GoSystem Tax RS: Name the file with the Locator number of the tax return (90480L.pdf).
- Documents shouldn't contain any stamps, marks, watermarks, or texts that are not native to the document. It may interfere with OCR's ability to scan the page.
Recommended Document Orientation for scanning:
Scan documents with a portrait (vertical) view, the way you would view them on-screen. In other words, don't scan them upside down.
Rotate landscape (horizontal) view documents into your scanner in Portrait (vertical) view before scanning. It doesn't matter which way you rotate it, as long as the short edge is facing up. Don’t scan documents with the long edge facing up.
However, if a document is accidentally scanned in Landscape view, 1040SCAN will automatically rotate the document 90 degrees counterclockwise.
After you scan 1099-B Consolidated Statements, they should be printed in their original Landscape view.
Additional scanning requirements to get optimal results from 1040SCAN:
- Source document files should be deskewed, if this option is available on the scanner.
- Don't use the despeckle function when scanning.
- If you're sending a PDF for OCR, avoid printing it and scanning it. Submit the original PDF, if received from a client.
- Scan each source document full size to its own separate page, but combine them into 1 PDF file.
- If you have grouped pages for a source document set, make sure the pages are in the correct sequential order. However, you don’t need to organize similar source documents if they are unrelated.
- You don’t need to separate blank pages in your PDF. SPbinder shows all blank pages in theThumbnailasNot Indexed; this lets you to delete them in 1 step.
Avoid poor scans
A poor scan can prevent accurate processing of tax documents due to issues with Optical Character Recognition (OCR). A scan is considered poor if it exhibits any of the following characteristics:
- Blurry
- Crooked
- Cut Off
- Too Dark or Too Light
- Dark Line Across
- Grainy
- Low-Quality Photo
- Photocopy of Document
- Overlapping Text
- Pale Text
- Skewed in an angle
- Wide Margins
- Whitespace at Edges
- Zoomed In or Out
- Non-Native Stamps, Marks, Text
Additionally, issues such as incomplete scanning, missing pages, improper sequence, or multiple documents scanned together on one page can disrupt the logical flow of information. Deleting primary and mandatory identifiers can also prevent proper data identification and extraction. These factors contribute to a scan being labeled as poor and can impede the processing of tax documents.
Scan Order
Federal K-1, K-3, and State K-1
OCR will capture and bookmark state Schedule K-1s and K-1 supplemental pages within their respective K-1 input forms. To avoid issues, do the following:
- Place all K-1s at the end of the source document file.
- The State K-1s and supplemental pages for a particular K-1 must be placed just behind the first page of that Federal K-1.
- State K-1 and K-3 documents must be submitted as a combined set with their respective Federal K-1 in the order specified below.
note
- All K-1s and their related documents should be placed in the end of the submission. There should be no source documents after K-1 documents.- Pages submitted in the wrong order may get indexed incorrectly (see "
K-1 Print order
" below). - When uploading Schedule K-1 related documents, please upload the entire K-1 set together (e.g., K-1, K-3 and State K-1s) instead of uploading K-3 or State K-1 separately - this will help avoid potential indexing errors in SPbinder.K-1 Print order (top to bottom):
- Federal K-1
- Federal Supplemental K-1
- K-3
- State K-1
- Supplemental State K-1
All Federal Supplemental pages, K-3, State K-1, and Supplemental State K-1 will be associated with the Federal K-1 that appears on the top of the order.
Consolidated statements
Consolidated statement pages have to be scanned in sequential order to ensure data is captured correctly.
This article applies to:
- Product: SurePrep
- Subject: Scan