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This article applies to:

  • Product: UltraTax CS
  • Return type: 1040 Individual,1120 Corporation,1065 Partnership,1041 Fiduciary

Populate Onvio client and contact info, create projects, and export invoices

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You can do the following if you're licensed for Onvio:
  • Export demographic information about your clients from UltraTax CS to Onvio to create those clients and contacts in Onvio.
  • Turn on Client Center portals for your customers and send them a registration email.
  • Automatically create an Onvio tax return project when exporting client data from UltraTax CS.
  • Update Onvio projects and tasks from within UltraTax CS.
  • Create invoices in Onvio using information from UltraTax CS.
Before exporting UltraTax CS client information to Onvio, make sure you've entered the correct information in UltraTax CS, then export the client and contact data via
Utilities
,
Onvio Integration
.
important
If you've already created a contact in Onvio for a client, exporting this information will create a new contact rather than update the existing Onvio contact if the data doesn't match exactly.

Enter contact data in UltraTax CS before export

The population window tells you if data is missing to set up your client in Onvio. Review the following information to understand what data the application is looking for in each entity type.
note
Email addresses are needed in some cases, including to create Onvio Client Center portals. We recommend adding email addresses to take advantage of the integration features.
important
For UltraTax CS clients with a foreign address, you'll need to select
Foreign Address
 in the state field for
Residence Information
. If not, the client won't populate in Onvio, and a web failure message will appear.
Contact data entry for 1040 clients
1040 screen (General folder):
For both taxpayer and spouse:
  • Social Security Number
  • First name
  • Last name
Contact screen (General folder):
  • Taxpayer email address
  • Spouse email address
note
  • Each email address needs to be unique for the associated contact.
  • The taxpayer's Onvio contact is created as an Individual - Client contact. The taxpayer is defaulted to the tax matters contact relationship in Onvio unless changed to the spouse on the Contact tab in UltraTax CS. The tax matters contact will be enabled for Onvio Client Center and receive a registration email through the UltraTax CS integration.
  • After turning on Client Center for the spouse, you'll need to grant access to the document folder.
Contact data entry for 1120 clients
1120 screen (General folder):
  • EIN
  • Name
Contact screen (General folder):
  • Social Security Number (for eSignature and state use)
  • First name
  • Last name
  • Officer email address (should be an individual's email address, not the corporation's)
note
  • If you've designated an individual as an officer (via the
    Shareholder is an officer
     checkbox in the
    View
    ,
    Shareholder information
    ,
    Other Info
     tab), that individual appears in the Officer’s Compensation before employment credit reduction statement (on the Inc screen in the Income & Deductions folders), they'll also appear in the
    Social security number for eSignature and state use
     dropdown on the Contact screen.
  • If you're completing a 1040 tax return for the officer listed in the
    Officer email address
     field and the same email address is entered in both 1040 and 1120 Contact screens, the business return and individual return are both included in that officer's Onvio Client Center portal. If you entered 2 different email addresses on the 1040 and 1120 Contact screens, the officer will maintain 2 separate Onvio Client Center logins. We recommend exporting these clients to Onvio via the
    Utilities
    ,
    Onvio Integration
     window before sending a web tax return to the Client Center portal.
Contact data entry for 1065 clients
1065 screen (General folder):
  • EIN
  • Name
Contact screen (General folder):
  • Name of partner signing return
  • Social Security Number of partner signing return
  • Email address of the partner
note
  • The email address listed should be an individual’s email address, not the partnership's. If you're completing a 1040 tax return for the Tax Matters Partner and the same email address is entered in both 1040 and 1065 Contact screens, the business return and individual return are both included in that partner's Onvio Client Center portal. If you entered 2 different email addresses on the 1040 and 1065 Contact screens, the partner will maintain 2 separate Onvio Client Center logins. We recommend exporting these clients to Onvio via the
    Utilities
    ,
    Onvio Integration
     window before sending a web tax return to the Client Center portal.
  • The
    Email address
     field may be automatically completed using the email address entered in the
    Setup
    ,
    Client Communications
     window. This field doesn't populate the
    Tax Matters Partner email address
     field in
    View
    ,
    Partner Data Entry
    .
Contact data entry for 1041 clients
1041 screen (General folder):
For estate and trust returns:
  • Employer identification number
  • Name
For fiduciary returns:
  • SSN/EIN
  • Name
Contact screen (General folder):
  • Fields in the Specific Information section
  • Email address
note
  • The email address creates the Tax Matters Contact in Onvio with the fiduciary name, so you should use the fiduciary’s email address.
  • If you're completing a 1040 tax return for the fiduciary and the same email address is entered in both 1040 and 1041 Contact screens, the business return and individual return are both included in the fiduciary's Onvio Client Center portal. If you entered 2 different email addresses on the 1040 and 1041 Contact screens, the fiduciary will maintain 2 separate Onvio Client Center logins. We recommend exporting these clients to Onvio via the
    Utilities
    ,
    Onvio Integration
     window before sending the web tax return to the Client Center portal.

Export contact information from UltraTax CS to Onvio

After finishing the data entry, follow these steps to export the client contact information to Onvio to automatically create Onvio contacts.
  1. In UltraTax CS, select
    Utilities
    ,
    Onvio
    , then
    Integration
    .
  2. Mark the
    Populate Onvio client(s) and contact(s)
     checkbox in the Options section.
  3. If you want to turn on Client Center for your clients at the same time, mark the
    Enable Client Center and send registration email
     checkbox.
  4. To create tax return projects for each UltraTax CS client you export to Onvio, mark the
    Create Onvio project for UltraTax CS client
     checkbox.
  5. Select the clients you want to export, then
    Select
    . If any client IDs display in red text, you need to enter more information (such as client name or contact email address) before you can export that client's contact information.
  6. Select
    Continue
     to begin the export process.
Once the export is complete, the clients, contacts, and tax return projects will appear in Onvio. The following information is shared with Onvio:
  • Name
  • Entity
  • SSN/EIN
  • Address
  • Email
  • Spouse name and email

Update Onvio project and task status from UltraTax CS

If you're licensed for Onvio and have created tasks in Onvio for a tax return project that was previously exported from UltraTax CS, you can update the status of those tasks from within UltraTax CS and vice versa. The updates made to these task statuses are reflected in both UltraTax CS and Onvio. To do so, complete these steps.
note
Before you can update their status from UltraTax CS, the project and tasks associated with a tax return need to exist within Onvio. You can create the project by selecting
Utilities
,
Onvio
, then
Integration
 and marking the
Create Onvio project for UltraTax CS client
 checkbox when exporting client and contact information. You'll need to create tasks in Onvio.
  1. In UltraTax CS, open the client's return with the tasks you want to update.
  2. Select
    Utilities
    ,
    Onvio
    , then
    Project Information
    .
  3. The Project Information window displays the project name and primary staff designated in Onvio, along with the tasks, assigned staff, and status of each task. To update the status of an existing task, select the task in the list pane, then the status from the
    Status
     dropdown.
  4. Select
    Save
     once you've updated the tasks.
UltraTax CS sends these updates to Onvio, where the new projects and task statuses will be reflected on the Project Information screen. Note that projects and tasks are created automatically based on the related entity’s Onvio project template.

Send invoice information from UltraTax CS to Onvio

  1. In UltraTax CS, open the client with the invoice amounts you want to send to Onvio.
  2. Select
    Utilities
    ,
    Onvio
    , then
    Send Invoice
    .
After the export is complete, UltraTax CS displays a confirmation window verifying the invoice information was sent successfully.

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