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This article applies to:

  • Product: SurePrep
  • Sub-Product: TaxCaddy
  • Subject: Documents

Create custom DRL (import proforma data)

note
Attention UltraT customers:
- An additional UltraTax CS integration setup will be needed to complete DRL and create binders for tax year 2025.
Creating Custom DRL (Document Request List) lets you automate the task of requesting tax documents from your clients based on the proforma information in the tax software. Each client can upload their own requested documents when they log in.
After the custom DRL is created, you can review and edit the DRL and then send the list of document requests to your client.
Covered DRL Categories
In addition to fetching the DRL,
Create Custom DRL
 also fetches the client's SSN and mobile phone number from the tax software and populates it into the client's record in
Client Management
. If a mobile phone number already exists in TaxCaddy, then it won’t be replaced via
Create Custom DRL
.

Before you start

Go through the following checklist before you create a custom DRL:
  • Roll forward the return to the current tax year in your tax software.
  • Your clients' tax software information must be filled out accurately in the CLIENT MANAGEMENT screen.
We recommend providing a client's mobile number in the tax software before creating their custom DRL.
note
Do you have a new client without any proforma information from the prior year? Did you know you can automate the process of getting proforma data for a new client by uploading a client's prior year tax return PDF to SurePrep.

Create a custom DRL

Follow the steps following to create a custom Document Request List (DRL) for online and offline clients:
note
Lacerte tax software requires different instructions.
  1. To create a custom document request list (DRL), you'll need to first add or import clients.
    If you are creating a Custom DRL for a new client without any proforma data in your tax software, then you can use Tax Return PDF Extraction to extract data from a previous year's tax return to create proforma for the current year.
  2. Select
    Administrative
     , then
    Client Management
    .
    Select Administrative then CLIENT MANAGMENT.
  3. Select
    MANAGE CLIENTS
    .
    Select the MANAGE CLIENTS menu.
  4. Under the
    DOCUMENT REQUEST LIST
     category, select
    Create Custom DRL
    .
    Select Create Custom DRL.
    You will see a message alerting you if your firm has used all of the remaining pre-purchased TaxCaddy Gather or Deliver units.
    Notification that a client has used all of its Gather and Deliver units.
  5. The status column shows which clients are eligible for importing proforma data to create a custom DRL.
    STATUS column for creating a DRL.
    note
    Before creating a DRL, roll over the return to the current tax year in your tax software.
    You can create a DRL for a client if they have the
    Eligible for import
     status.
    note
    Client record fields pertaining to your tax software will need to be filled out accurately for Custom DRLs to be created successfully.
    note
    If any required fields on a client record are missing, the status for that client will be
    Missing Tax Details
    . To edit the client's record, select
    Edit
    . Once the required fields are filled out, the status will change to
    Eligible for Import
    .
  6. To create multiple clients' DRLs in bulk, you'll need to first select the clients.
    Option 1:
     Select the checkbox next to each client to only select those clients.
    Select the client checkbox you would like to create a DRL for.
    Option 2:
     To bulk select clients, select the 1st column header then select from the following options:
    • All Eligible
       - Selects all eligible clients in your firm from all pages. However, if you are currently using filters and/or search then
      All Eligible
       (clients) will only apply to clients who are currently filtered/searched. If you need to perform the same action separately for a different set of clients then you'll need to wait for the 1st bulk operation to complete before initiating the same action for the 2nd set of clients. Requires Manage Bulk Action permission.
    • All Eligible on Page
       - Selects all eligible clients on the current page.
    Select ALL ELIGIBLE ON PAGE.
    Only users with
    Manage Bulk Actions
     permission can use
    All Eligible
     to select all eligible clients in the firm. Users without permission will see an error notification when attempting to bulk send to all.
    Notification that bulk send permissions are restricted.
  7. After you select the clients, a (blue) selection bar slides up from the bottom of the page. Select
    CREATE CUSTOM DRL
     to begin creating a DRL for each of the selected clients.
    Select
    DESELECT ALL
     to cancel and clear all selected clients.
    Select CREATE CUSTOM DRL to proceed.
  8. A PBFX file will download to your local machine if you only have Lacerte configured as your 1 local tax software. Skip this step if you use GoSystem Tax RS, CCH Axcess Tax, or UltraTax CS.
    Open the PBFX file. The
    TaxCaddy Tax File Uploader
     window will appear. Keep the window open until all the
    Status
     items have been completed.
    Tax File Uploader window.
    If the status of a DRL gets stuck
    In Queue
     for more than 30 minutes, the
    TaxCaddy Tax File Uploader
     may have been shut down prematurely. Select
    Launch DRL
     Launch DRL icon icon to resume.
    Select the Launch DRL icon from Client Management.
  9. A notification shows you the current progress for the created DRL. To update the notification with the current status, select
    Refresh
    . If you've started to create DRL queue, the notification will display the current progress for clients processed in the queue.
    Client's Custom DRL status updates to indicate the current progress.
    DRL creation process.
    The notification will update after all DRL have been created.
    Notification that Create Custom DRL has been queued.
  10. The client status will update to
    Completed
     if the client proforma data was imported successfully. Next, send DRL to these clients.
    COMPLETED in the Status column.
    The client status will update to
    Error
     if an attempt to import proforma data failed. Select the
    Error Status
     icon for information about why the import failed. Once these issues are addressed, select these clients and create the DRL again.
    Notification of an invalid locator.

Create custom DRL status

Custom DRL status determines whether you can import proforma data to create a custom DRL for the client.
Create DRL Status
What can I do?
Description
Missing Tax Info
Provide missing tax info to proceed
You can't create a custom DRL for clients with this status because their client record is missing information TaxCaddy needs to locate the client in your tax software.
In Error
Address issues and then Create DRL
Clients have this status when a previous attempt to import proforma data failed. Mouse over the error status icon for information about why the import failed. Once these issues are addressed, select these clients and create the DRL again.
Eligible for Import
Create DRL
TaxCaddy is ready to import proforma data.
Tip
: You can import proforma data for clients before sending clients an invite to join TaxCaddy.
In Queue
Wait for the DRL queue to complete
TaxCaddy is in a queue to import client data.
In Process
Wait for the import process to complete
TaxCaddy is working on importing the data from your tax software. This process can take several minutes.
DRL Creation In Queue
Wait for the queue to begin creating DRL
DRL import has completed and is now in the queue to begin creating DRL.
Creating DRL
Wait for the DRL Creation to complete
TaxCaddy is currently in the process of creating DRL for clients.
Completed
Send DRL
TaxCaddy successfully imported proforma data for clients who have this status. The next step is sending the DRL to these clients.

What's next?

You can perform the following actions after you have created a custom DRL:
  • Send the DRL to one or more clients.
  • Edit DRL if you need to make any changes.
  • Reset DRL to delete the current DRL.

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