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Integration with UltraTax CS

Create a binder for UltraTax CS

These instructions are for creating an UltraTax CS binder for tax year 2024 and prior.
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 (rolled forward) to the current tax year.
note
If you are using
1040SCANverify Onshore
 &
1040SCANverify Offshore
 services, then follow the instructions listed under the following
In-house binders
 section.

In-house binders

Follow these instructions to create an In-house binder for UltraTax CS:
  1. In
    FileRoom
    , point to the
    Create New Binder
     caret icon
    Select CREATE NEW BINDER
  2. Point to
    1040
    .
    Select 1040
  3. Select from the following services:
    • 1040 SCAN PRO
    • 1040SCAN ORGANIZE
    • SPbinder
    • * 1040SCANverify Onshore
       &
      1040SCANverify Offshore
    Select the in-house service
    *
    while
    1040SCANverify Onshore/Offshore
     are not In-house services, the same instructions can apply as other In-house services.
  4. PBFX will download automatically. Open the PBFX.
    Open the downloaded file
  5. The
    Create New Binder
     window will appear. Under
    Select Binder Template
    , select the template with the tax year and
    UltraTax CS
     as the tax application.
    UltraTax CS as the TAX SOFTWARE
  6. When the
    Select UltraTax CS return
     panel appears, the
    Select UltraTax CS Tax File Path
     field will display the path set in
    Tax File Activation
    , then
    UltraTax CS.
    Select a file path
  7. If more than 1 folder exists, choose the program folder in
    Select UltraTax CS File Path
    . The path that was last selected will be remembered, and you won’t be required to reselect it.
    Select the path from the drop-down menu
  8. Under
    Select Source Documents
    , select
    Browse
    .
    Select Browse
    Select your source documents, then select 
    Open
     to attach the source documents.
    Select Open
  9. If the name of the 1st source document matches the client ID in UltraTax, the UltraTax.ENCR file is automatically selected.
    Automatically selected UltraTax.ENCR file
  10. Search for UltraTax CS file
    window appears if the name of the 1st documents is not the same as the Client ID. Type the
    Client ID
    then select
    Search
    .
    Search for an UltraTax CS file name
    You can also select the
    Search
     button under
    Select UltraTax CS return
    .
    Select Search
    In the window that appears, type the client ID of the UltraTax CS file and select the
    Search
    .
    Select Search
  11. When the ENCR file is attached, the client ID, 1st name, last name, taxpayer SSN, and filing status will be automatically populated. Some fields can be edited.
    note
    The taxpayer SSN and filing status are mandatory. For 1041 binders, the “Trust's EIN” and “Type of Entity” fields will be populated automatically per the data available in the tax application.
    Auto-populated Client Details

Virtual Office CS or SaaS binders

Follow these instructions to create a Virtual Office CS or SaaS binder for UltraTax CS:
  1. Open UltraTax CS (Virtual Office CS or SaaS).
  2. Go to
    Utilities
    >
    SurePrep
    >
    Integration
    .
    Select Utilities, SurePrep, then Integration
  3. 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.
    Workflow for the SurePrep Integration window
    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>).
    Update the Data Location Alias
    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 displayed in red
    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.
  4. Log into SurePrep FileRoom.
  5. 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.
    Select CREATE NEW BINDER, Binder Type, then Service Type
  6. A PBFX file will download automatically. Open the PBFX file.
  7. 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.
    UltraTax CS VO listed as Tax Software
  8. Select the
    Firm ID
     and data location
    Alias
    where clients' tax files were saved from UltraTax.
    Firm ID and Alias
  9. Under
    Select Source Documents
    , select
    Browse
    .
    Browse Select Source Documents section
    Select your source documents, then select
    Open
    to attach the source documents.
  10. 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.
    Client ID field
  11. 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.
    Search for the Client ID
  12. You will see a confirmation window if the client is fetched successfully.
    Notification of a successful fetch
    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.
    Notification that the tax return cannot be found
    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.
  13. 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.
    Enter Client Details section

Outsource binders

Follow these instructions to create an Outsource binder for UltraTax CS:
  1. Open
    UltraTax CS
    .
  2. Select
    File
    , point to
    Send to
    , then select
    File
    .
    Select Send to then File
  3. The
    Send to File Location
     window opens.
    Send to File Location window
  4. Select the client you want to submit to SurePrep under
    Clients
    .
    Select the client to submit
  5. Select
    Select
    .
    Select from the Send File Location window
  6. The client will now appear under
    Selected
    .
    Client appears until Selected
  7. Select
    Modify Destination...
     to change where the file is saved.
    Modify Destination... button
  8. Select the
    Submit To SurePrep
     folder, then select
    OK
    .
    View details on setting up folder structure for UltraTax CS.
    Select Submit to SurePrep
  9. Once the
    File destination
     is set, select
    OK
    .
    Select a File destination then OK
  10. On the
    "Send to" file saved
     window, select
    OK
    .
    Select OK
  11. The client's CSD file will now be saved in the
    Submit To SurePrep
     folder and is ready to be uploaded.
    File Explorer
  12. In
    FileRoom
    , point to the
    Create New Binder
     caret icon
    Select CREATE NEW BINDER
  13. Point to
    1040
    .
    Select 1040
  14. Select from the following services:
    • Outsource Onshore
    • Outsource Offshore
    Select a Outsource service
    For
    1040SCANverify Onshore
     &
    1040SCANverify Offshore
     services, scroll to the top and use the In-house (tab) instructions instead.
  15. PBFX will download automatically. Open the PBFX.
    Open the downloaded file
  16. 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.
    Select Binder Template section
  17. 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.
    Select a file path
  18. 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.
    Select UltraTax File Path field
  19. Under
    Select Source Documents
    , select
    Browse
    .
    Select Browse
  20. Select your source documents, then select
    Open
    to attach the source documents.
    File Explorer
  21. 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.
    UltraTax.CSD file
  22. If the name of the 1st source document doesn’t match the client ID, select
    Browse
    .
    Select Browse
    The folder selected in 
    Select UltraTax CS File Path
     will open. Select the 
    UltraTax .CSD file
     in that folder, then select
    Open
    .
    File Explorer
  23. When the CSD file is attached, the client ID, 1st name, and last name are automatically populated.
    Auto-populated fields in the Enter Client Details
    If the UltraTax.csd file attached doesn’t belong to the selected tax year, you'll see a message similar to the following:
    Notification that the attached file doesn't belong in the tax year
    If the UltraTax.csd file doesn't contain a client ID, the following message appears:
    Notification that the attached file doesn't contain a Client ID
    If the CSD file contains more than 1 client ID, the following message appears:
    Notification that the attached file contains more than one Client ID

This article applies to:

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