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Adding new client

Create TaxCaddy clients from UltraTax CS

You can create TaxCaddy clients directly from UltraTax CS (Local and Virtual Office/SaaS). Creating TaxCaddy clients directly from UltraTax helps save you time by eliminating multiple steps and automating your workflow. Initially, you'll need to complete a one-time integration setup with SurePrep API.
Graphic for creating a TaxCaddy client from UltraTax CS
Once you've created a user, you can go to TaxCaddy
CLIENT MANAGEMENT
 and send them an invite to join TaxCaddy. TaxCaddy clients will be added to the 1st
Office Location
 option available on the list. If you want to assign the clients to a different office location, go to TaxCaddy
CLIENT MANAGEMENT
 and reassign them.

Before you start

Your firm you'll need first complete a 1 time integration setup to enable UltraTax integration with SurePrep API.

Creating TaxCaddy clients from the current year

Follow these steps to create TaxCaddy clients for an existing client in the current tax year:
  1. After completing your UltraTax integration setup with SurePrep API, open UltraTax CS.
  2. Select
    Utilities
    , then
    SurePrep
    ,
    Integration
    .
    Select Integration
  3. On the
    SurePrep Integration
     window, select the clients on the panel, then select
    Select
     to select the clients. You can also select
    Select All
     to bulk select all available clients.
  4. Select the checkbox for
    Create 1040 client in TaxCaddy
    . Next, select
    Continue
     to begin creating
    SurePrep Integration
     tax files.
    Select the "Create 1040 client in TaxCaddy..." checkbox
  5. After your client is added to TaxCaddy, go to TaxCaddy, then
    Administrative
    , then
    CLIENT MANAGEMENT
    . Then send your clients an invite to join TaxCaddy.

Create TaxCaddy clients from the prior year

In UltraTax CS, clients that were added in the previous tax year can be rolled over to the current year (that is, Proforma). While you're rolling over clients to the current year, you have the option to also create TaxCaddy clients at the same time.
Follow these steps to create TaxCaddy clients for a client in the prior year:
  1. After completing your UltraTax integration setup with SurePrep API, open UltraTax CS.
  2. In UltraTax CS, select
    Utilities
    , then
    Proforma
    .
    Select Proforma
  3. On the
    Proforma
     window, select the clients, then select
    Select
     to select the clients. You can also select
    Select All
     to bulk select all available clients.
  4. Select the checkbox for
    Create 1040 client in TaxCaddy
    . Next, select
    Continue
     to begin creating
    SurePrep Integration
     tax files.
    Order in which to provide information
  5. After your client is added to TaxCaddy, select
    Administrative
    , then
    CLIENT MANAGEMENT
    , then send your client an invite to join TaxCaddy.

Requirements

You you'll need have the following requirements to create a client in TaxCaddy:
Requirement
Description
X
SurePrep Integration you'll need be complete and the
Test Connection
 status should pass as
Connected
.
X
Client's email address and Tax Client ID should not exist in TaxCaddy.
X
Available from UltraTax CS 2023 onwards.
*
 Please note:
TaxCaddy API
 you'll need be enabled separately by calling SurePrep Support.

Troubleshooting

Check the following If you are experiencing issues adding clients:
  • Test Connection Status
  • Check the client's email address
  • Check if the tax client already exists. Client won’t be added if a client with the same Tax Client ID already exists in TaxCaddy
  • Check Client Status
    • Individually check the client status log
    • Print Client Listing Reports
    • Filter Client list
Test Connection Status
To test if the SurePrep API integration is working properly, select
Setup
System Configurations
SurePrep API
.
Select
Enable SurePrep Integration
, then
Import API Key
, then
Test Connection
.
If the status appears
Connected
, skip this step.
Connected status
If the status fails, then you will need to fix your API credentials; check if all the fields are entered correctly.
Failed status
Check the client's email address.
Check the taxpayer's email address:
  • Make sure the client has an email address added to their account.
  • To avoid creating duplicate clients, you won’t be able to create a TaxCaddy client if the email address already exists in
    CLIENT MANAGEMENT
    .
Open the client's return and select the
Contact
 tab and then select
Taxpayer email address
.
Taxpayer email address displaying in Contact
To review and update email addresses in bulk, go to
Setup
 >
Client Communication
. Update the
Email Address
 column as needed.
List of Email addresses
Check Client Status.
You can also check a client's status log to see if the client was added successfully.
Select
Utilities
, then
SurePrep
, then
Retrieve status of TaxCaddy client creation
.
Select Retrieve status of TaxCaddy client creation
Individually check client status log
Select the
Client Status
 icon, go to the date you attempted to create the client, then check the status. If the client creation failed, you will see the
Failed to create in TaxCaddy
 status.
Notification of the Failed to create in TaxCaddy status
Error message
Description
Taxpayer's email address is invalid. Check the email address format.
The email address entered in UltraTax may have been incorrectly entered.
Check the email address in UltraTax CS and make sure the client doesn't already exist in TaxCaddy.
A standard client already exists with this Tax Client ID.
You can't add the same client twice in TaxCaddy. Check TaxCaddy to make sure if the client already exists.
Print Client Listing Reports
  1. Select
    Utilities
    , then
    SurePrep
    , then
    Retrieve status of TaxCaddy client creation
    .
  2. Select
    Utilities
    , then
    Client Listing Reports
    .
  3. Print
    Status Summary
     or
    Client Status History
    .
Client Listing Reports window
Filter Open Client list
If you want to filter the client list and only view clients that failed to create TaxCaddy clients, select
File
, then
Open Client
, then
Modify
.
Select Modify
On the Modify Event Focus window, select
Logged
, then
Import Export Events
 on the event dropdown.
Import Export Events int he Modify Event Focus window
Select the filter you want to apply, then select
OK
.

[Video] demo

First, your firm will need to complete a one-time integration setup to enable UltraTax integration with SurePrep API.
In the following video demo, we’ll show you 2 methods of creating clients in TaxCaddy from UltraTax. You can either create TaxCaddy clients from a list of clients in the current year or create TaxCaddy clients when rolling over clients from the prior year (that is, Proforma).

This article applies to:

  • PRODUCT: SurePrep
  • Sub-Product: TaxCaddy
  • Subject: Clients

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