note: the following discussion and screen shots are meant ...€¦ · web viewhigh contrast color...

TWO Instructions For EROsPre-Release

October 10, 2011

Summary: This document provides procedures for Electronic Return Originators (EROs) to set up and use TaxWise Online (TWO) to process e-files to the IRS and perform other ERO functions.

NOTE: The preliminary TY 2011 version of TWO will not be released until late November or early December of 2011. Consequently, this document is also preliminary and may change when the TY 2011 version of TWO is released. At that time, this document will be updated and re-released to the Tax-Aide Extranet as a final document. Users of this document should check the Extranet in late November/early December for the final version.

This document does not cover the steps needed to physically set up the site, but deals only with the activities that a TC or ERO may need to do, either from his/her home computer or at the site, to configure and process e-files with TWO. The person setting up the site must have Administrator permissions, and the ERO can either be assigned Admin, Efile Manager, or SuperUser roles depending upon the local option.

Note: The discussion and screen shots are meant to supplement the data presented in IRS PUB 3189, but there is some duplication.

Setting Up TWO In The Pre-Season

The following components of the toolbar, below, will be described in this document. If you are using TWO for the first time, there will only be an Admin user when selecting the Manage Users button. If you are a returning user, the usernames from the previous year will be shown unless they were inactivated at the end of the season. You can see the inactive users by clicking on the Show Inactive Users icon. You should be logged in as Admin or a user with the Administrator role for the purposes of this document. [Larry, all users ever assigned to that client ID will show up when you go into Manage Users for the first time. All inactive users need to be inactivated. Unless this has changed from last year]

Manage Users. Managing users consists of two steps: creating a user name for a volunteer and assigning a “role” (“group,” to use the TaxWise desktop terminology) to that user name. The role allows the user to perform, or to not perform, a variety of functions based on the duties of the user. The Admin users can also inactivate users (TWO does not allow deleting them), reset passwords, enable/disable remote assistance, and more.

Users: The following describes the User functions. The figure below, “User Manager,” is a visual presentation of the Manage Users window.

AARP Foundation Tax-Aide of 20National Technology Committee [email protected]

mailto:[email protected]


October 10, 2011

Admin User: The Admin user, the Administrator, has full control over setting up users and the assignment of roles; submitting e-files; preparing client letters, setting up defaults, and more. User names may be assigned to each computer or preferably to each counselor. TaxWise recommends you assign a user name to each counselor. Each user may be assigned one or more roles, as illustrated below. The Administrator does not have the ability to create returns. Also, notice in the figure that the Admin user cannot be edited, unlike the other users. However, the Admin user password can be reset.

Other Users: The Administrator creates users and assigns them roles as desired. The Administrator should create a second username with an Administrator Role. This allows the person who is the Administrator to have a backup option to reset the Administrator password in case he/she gets locked out of their account. The remaining users are created as shown in the figure below and assigned roles. To create a user, you will need the user’s first and last name, email address, and desired username.

Roles: There are seven roles that can be assigned to a user. Before assigning roles, you should define the tasks of each user you have created and know the tasks they will be required to perform at the site

Admin: The “Administrator” role. The Admin role has complete control over all TWO functions. The exception to this rule is that only the actual Admin user, not other users who have been assigned the Admin role, can make entries under the “Settings“ -> “User Settings,” Tax Preparer and ERO functions.

ReturnPreparer: Most counselors are assigned as “ReturnPreparer.” The counselor is limited to preparing returns (which includes printing and creating e-files) but they cannot access returns prepared by any other user. They cannot process the e-files or review and print acknowledgments.

SuperUser: The “SuperUser” role can access all returns and has a full range of permissions, with the exception of the ability to change the templates (defaults), or to Manage Users. They also have the capability of processing e-files, although this requires additional steps which immediately alert them as to what is happening. This allows them to discontinue this operation if started in error.

Interviewer: The “Interviewer” can access all functions associated with creating and editing a tax return. The Interviewer cannot submit e-files or review or print acknowledgement reports. Additionally, the Interviewer MUST Go to Interview upon creation of a new return. The Go to Tax Forms option is not available

Reviewer: The reviewer has all the rights of the SuperUser, except the ability to submit e-files. The reviewer can see all returns.

TemplateManager: The “Template Manager” can create new return templates, edit existing templates, assign and un-assign templates to users

EfileManager: Can submit e-files and print checks, only.




October 10, 2011

The following users, by default, cannot override fields: Interviewer, ReturnPreparer, and Reviewer. The Admin user can enable the override function for these users by checking the applicable box in the Advanced menu (see below figure).




October 10, 2011

User Settings.While logged in as Administrator, select the User Settings icon on the taskbar.

The User Settings screen displays a listing of several options for your use. You will find that the first two entries, Tax Preparer and ERO are optional for our Tax-Aide use and do not need to be used. If used, ONLY the Admin user can make entries here – other users do not have permission to make entries in these areas. However, the third entry, Display, may be useful if you wish to change the color scheme. The Display option is the only option available to the ReturnPreparer role.

Display. The Tax Preparer and ERO settings are not used by the Tax-Aide program.High Contrast Color Scheme may be desirable to change from the default color scheme to one with higher contrast. It is easy to try this out since you can always switch back if desired.

Click on the Display entry to reveal the display setting screen. In the case below we have already checked the box for using the high contrast color scheme.

The next screenshot illustrates what your display will look like using the high contrast color scheme. Ignore the yellow border since it displays only while in the template mode. Note how the required fields show up more clearly in this high contrast mode when compared to the standard mode. This setting is recommended for our Counselors.




October 10, 2011

Custom Fields.The Custom Fields option sets up the Preparer’s Use Fields on the Preparer’s Use Fields Worksheet. You can make any preparer field red for a required entry for preparer’s and/or quality reviewer’s initials. You can also assign a history list to these fields, if desired. All fields will carryover to the next year, except for fields 13, 14, and 15. Preparer field 14 must be for the QR person’s initials. Field 13 is for the preparer’s initials. Both of these fields are required, “red,” entries. You can directly edit the Preparer’s Use Worksheet fields to enter default entries or make the fields required. However, you cannot change a field using this method if the field was set up using the Custom Fields option. Those fields must be edited under the Custom Field option described here. For more information on the use of the preparer fields, refer to the TaxWise Online User Guide that was shipped with your software package, or available from the TWO Home page, for instructions.

Return Stages.Assigning a Return stage to each tax return provides a very handy tool for the ERO when preparing to process e-files to TaxWise. The Return Stage listing should be generated by the Administrator and all Counselors be taught how to use this feature and be required to use it. Refer to the figure below to create User Defined Return Stages, using the following procedure:

1. Select Settings on the toolbar. 2. Select Return Stages by clicking on Return Stages in the tree at left.3. The Return Stage screen will be blank initially. 4. Decide on your desired stage descriptions and the desired order.5. Type in your first description in the bottom box. 6. Click Add. This will move your text to the main box.

The descriptions are suggested. You can choose your own.




October 10, 2011

Print Sets.See the below figure. You may find that printing the Primary Forms and Signature Forms or Completed Forms works well for your site in which case you need only to check the two boxes shown. You may also set up our own customized print set for Federal and State forms. To create your Federal Print Set, click, “Edit My Print Set.” For the State print set click “Create My State Print Set.” The procedure for selecting forms for your print set is identical to that of the desktop version. Once you have created your custom Federal and State print sets, two additional options will appear: “ERO Defined” and “ERO Defined State.” Checking only these two options will print the customized print sets when counselors print the return.




October 10, 2011

Plan the order in which you would like your forms to appear when printed out – see the below figure. Then, add those forms to the print set in that order. When you are ready to install the 1040 and remainder of the forms, just select them all and bring them to the print set. Then you can adjust the number of copies of each form you would like to print out, if more than one.




October 10, 2011

Advanced. Clicking the Advanced option results in the below screen




October 10, 2011

Use Classic Mode to Display Tax Returns. If you have a suitable high-speed Internet connection then data is written to the CCH servers as it is entered. This is the preferred mode, and using the Classic mode is not recommended. On the other hand if the page refresh is noticeably slow, you may want to switch to Classic mode to speed up the data entry process. In Classic Mode the auto-refresh feature is disabled on the page. You must click the Save Return icon to refresh the data on a page otherwise the entries will not be saved or calculations performed until you switch to another form. You will also not get the “Print Form” link above the Forms Tree in this mode. When using the Classic mode, the counselors must save the data regularly and make saving a required procedure after finishing (or editing) a given form. The program will appear to act sluggish in this mode. DO NOT use Classic Mode except in an emergency, and then only temporarily.

Allow MeF Efile Creation. The default to use this option is checked. To use Legacy Efile Creation, uncheck the box.

Override Feature Enabled for Roles. You can allow counselors to override by clicking the appropriate role: Interviewer, ReturnPreparer, and Reviewer. The default is to check none of these so none of these roles will be able to override a field. The NTC recommends checking Reviewer.




October 10, 2011

Send Settings.Bypass this setting. It is intended for professional organizations with sub offices.

Salutations.This option allows you to edit the salutations for the taxpayer and spouse if the default list isn’t complete for your site. The default list is shown below. You can add values if you need to, e.g., Srta, The Honorable, etc. You can also make it a requirement to use the Salutation field.

Filing Season ERO Functions

Now that the site has been set up we will discuss performing ERO functions after returns have been prepared at a site - see the below figure, left pane, Return Tasks window. Note that there are six folders in this window, shown by the red box. TWO automatically places returns in these folders, depending on their status.

You may search for any specific return in any category from the Return Tasks window by simply entering a few characters in the Search Returns box. Entering a partial social security number or a last name, etc. works well. This is the easiest method of finding a single return.

Users may also Print Returns from the Return Tasks window. (Note: Printing with this method turns out to be a chore; it is better to print from an open return).




October 10, 2011

Finally, the ERO, or user with the required permissions, may Move Returns from one user to another, which is easily done by just following the on-screen instructions, and can Delete Returns and Clear Sent E-Files.

The following paragraphs describe the contents of the various folders in the Return Tasks window.

Accepted Returns Folder. The Accepted Returns Folder provides a listing of all returns that have been accepted during the season, each screen displaying about 20 returns.

Active Returns Folder. This is the Folder most commonly used, and the screenshot below illustrates some of the information that can be obtained. The names and SSNs in the figure are not real – they were generated for the purposes of illustration.




October 10, 2011

An ERO can sort on any of the columns. This is extremely helpful in bookkeeping and determining the status of the returns.

The Active Returns window will list all returns in-progress from all users, with their status shown in either the US e-file column, the State e-file column, or the Stage column. For those returns that have been completed, and the e-file created, the US e-file/State e-file columns will contain a “Ready” notation.

The Stage column shows information that the counselor or reviewer selected from the Return Stage history list. If the counselor did not set this field, it can be set in this window. Counselors should use the Return Stage option at their sites so the ERO will have this additional method to sort and determine return status.

Paper Returns Folder. Returns that are marked as Paper will automatically be stored in this folder.

Rejected Returns Folder. This folder is illustrated below. Returns that have been rejected, both Federal and State, are automatically placed in this folder. The returns will remain in this folder until both Federal and State returns are accepted. In the example, the Rejected link has been clicked, resulting in the info box shown. Click on “More Info” and another window will appear (not shown) that shows the reject reasons – you will have to click Federal or State in this window.




October 10, 2011

All Returns. This folder contains all returns created during the season that have not been archived.

Return Stages. Clicking this link provides a list of all the Return Stage entries for your site. Clicking on one of the Return Stages entries allows you to search for returns based on the that stage.

Processing Returns.

The ERO processes the e-files by clicking the Submit E-files icon on the Toolbar. This action notifies the CCH servers to begin processing those returns into the IRS e-file cycle. Only the ERO (or an alternate counselor with Admin, SuperUser or EfileManager permissions) has the ability to process e-files. On-screen instructions are provided to walk you through all of these steps. Caution: If a return is edited after e-file creation, the e-file must be created again, just like the desktop version. In TWO, when an e-file has been created, and then the return modified, the e-file is automatically erased. This is an advantage over the desktop version where the e-file is just invalid and disrupts the transmission process.

At this point the process is identical to that of the desktop version. A DCR is prepared and shown, with an option to print it. Assuming the DCR is okay, the ERO then clicks “continue,” which authorizes final submittal of those returns for eventual processing to the IRS.

After the usual wait time the updated status will be shown under the Active Returns folder, US e-file and State e-file columns. TWO files the accepted returns automatically by moving them to the appropriate folders in the Return Tasks window, i.e., Accepted or Rejected.

An ERO can ascertain the status of any return, as long as the counselor has prepared the return properly. Those returns marked as paper returns by the counselor will be listed in the Paper folder. Returns marked as e-file will appear in the Active folder until accepted or rejected, at which point they will automatically appear in the Accepted or Rejected folders, respectively. Good counselor discipline will identify returns that don’t have a signed 8879 by setting the Return Stage (recommended) and by providing a note to the ERO.

In this manner bookkeeping of returns that are to be e-filed is taken care of directly without any additional logs - of course logs may still be used if desired and may be mandated locally. All




October 10, 2011

returns to be e-filed will remain listed in the Active folder until either accepted by the IRS and the State, converted to a paper return, or deleted.

The other two columns provide additional important information. The Date Edited column provides useful information to help identify returns that have been waiting for additional information and the User Name column identifies the user who prepared the return.

Search ReturnsWhen looking for a specific return the Search Returns tool should be used. By typing in a few characters such as the last name or a partial SSN, the program will find and display that individual return on the following screen so it can be opened for viewing or for preparing an amendment, for example.

View Acks Icon. Clicking on the “View Acks” icon on the Toolbar gives you the option of archiving returns. Archived returns will still be available for viewing, if required. Note you must input the date range desired in order to display the correct list of returns.

An alternate and perhaps better view of the ACKS is to click on the View Acks icon on the Toolbar. You may view either recent ACKS, such as just after downloading recent returns, or you may view ACKS for any specific date range as well as print them out if you wish. To aid with bookkeeping you can also archive recent ACKS to clean up the display. Just check the ACKS you wish to archive and then click the Archive Selected button. Note that archived returns are still available for retrieval and review and can be removed from the archive. The below partial listing is from the Archive Folder, sorted on the Name. The SSN has been omitted, as has the date of the acceptance and the DCN number associated with each return. These are all displayed in the original version and any field may be sorted.




October 10, 2011

Client Letters may be prepared however they suffer from several disadvantages when compared to the Desk Top version. The field selection choices are much more limited than in the desktop version and, the ability to enter conditional statements is not present.

In addition, the existing client letter format requires you to prepare different versions of the client letter for refunds, payment due, or others. Lastly, you cannot include the client letter in the print packages. The counselor must select the proper client letter from the listing and print it separately from the tax return.

To create the Client Letter, click “Client Letters” in the Menu Bar.

This will bring up the Client Letter creation window, below. Initially, there will be no letters in this window.

Clicking on “New Template” will bring up the below window. Here, you can create and name a client letter from scratch or use/start creating a template from an existing TWO client letter.




October 10, 2011

Exporting TemplatesTWO 2011 has a good set of return defaults in the Master Template that require little modification. However, there are probably some changes that you would like to make or you may like to install the NTC recommended template defaults found on the Extranet. Additionally, there are no state defaults in the Master Template for TWO. TWO has the capability to export Default Templates to other EFINs. The procedure involves sending the templates from a Template Publisher site to Template Subscriber sites. This relationship needs to be identified on the TaxWise software order when it is submitted to your local IRS SPEC Office. If it is done later, the SPEC should be notified of the request to establish a Template Publisher and Template Subscribers – this process has not been very successful in the past, so these relationships must be identified on the software order.. Once the relationship is established, the procedure to export the templates is described below. However, before you export the template, make sure you have given it an appropriate name so the subscriber sites will recognize it. Your State ID followed by the word template would be one choice. Also, make sure you have created the template with the appropriate defaults – leave the SIDN on the Main Info Sheet and Form 8879 blank; leave the EFIN and site address information blank on the Form 8879. Then, click on the “Return Templates” icon on the tool bar.




October 10, 2011

The following screen will appear.

Create the template to be exported to your users – CA-1 Template in the above. Then, click on the “Send” icon on the tool bar. The following screen will appear.

Select the template to be exported, in this case, the CA-1 Template. Then click “Continue.” The following screen will appear, listing all the sites to which you are allowed to export templates.




October 10, 2011

Select as many as you wish and click the “Send” button. The selected templates will now be sent to the appropriate sites by EFIN. They will appear as a master template in the other sites, similar to the Master Template that comes with TWO. An example of the template as it exists in a subscriber site is in the below figure.

Note that the template is shown in the list of templates as a template that can’t be deleted or edited, similar to the Master Template.




October 10, 2011

Now, to complete the process the subscriber sites should create a new template based on the exported template – “CA-1 Template,” in the above figure – by clicking the “New” icon in the Tool Bar. The resulting screen is shown, below.

Give the new template a name, description (Optional), and base it on the exported template, in this case “CA-1 Template.” You can also make it the default template for your site by clicking the “Make Default” box. After clicking “OK,” your list of templates will look like this:

Note that you now have a site specific template, in this case “KidsFirst Template,” that is editable and can be deleted – it is also can, and probably should, be the default template. You




October 10, 2011

can either use the template as it is or make site specific modifications to it. You must also assign users to it as described in the creating template procedure earlier in this document.

Keep in mind that the exported template does not overwrite any subscriber site templates unless they are named the same as the state template. Also, if you update the Publisher Template, it can be exported again and will overwrite the previously exported template.



note: the following discussion and screen shots are meant ...€¦ · web viewhigh contrast color...

Documents