Create a binder for UltraTax CS

In-house binders

Virtual Office CS or SaaS 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.

A PBFX file will download automatically. Open the PBFX file.
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.

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.

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
.

The
Send to File Location
window opens.

Select the client you want to submit to SurePrep under
Clients
.

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

For
1040SCANverify Onshore
&
1040SCANverify Offshore
services, scroll to the top and use the In-house (tab) instructions instead.
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
as the tax application.

Under
Select UltraTax CS 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
note
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.

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.

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 client ID in UltraTax, the UltraTax file is automatically selected.
note
Users creating a Local binder will see a .CSD file selected, whereas users creating an UltraTax CS Virtual Office CS SaaS binder will see an ENCR file selected.

If the name of the 1st source document doesn’t match the client ID, select
Browse
.

The folder selected in 
Select UltraTax CS File Path
will open. Select the 
UltraTax .CSD file
in that folder, then select
Open
.

When the CSD file is attached, the client ID, 1st name, and last name are automatically populated.

If the UltraTax.csd file attached doesn’t belong to the selected tax year, you'll see a message similar to the following:

If the UltraTax.csd file doesn't contain a client ID, the following message appears:

If the CSD file contains more than 1 client ID, the following message appears: