Inserting variables and conditional statements in a payroll tax form filing instruction letter

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017.

For details, see CSA license expiration 2017 – frequently asked questions.

Some processes documented in the Help & How-To Center are no longer applicable, due to the discontinuation of these CSA modules.

CSA provides variables and conditional statements that you can embed in filing instruction letters. When you print the letter, the variables are replaced with client-specific information. For example, the [client name] variable is replaced by the client's name. Conditional statements will print only if the condition is met for the current client.

The sample 941 filing instruction letter provided with CSA (available by choosing File > Open Letter > Global Letter and opening the 941 Filing Instructions.ltr file) includes variables such as [client payroll name], [quarter], and [year], but you can specify additional variables if necessary.

Note: The Mail To addresses used on the sample 941 filing instruction letter are for Ohio and Georgia, and you may need to modify these addresses for your own use.

Inserting a variable

  1. From the Transmittal Letter Editor window (Setup > Transmittal Letter Editor), choose File > Open Letter > Global Letter.
  2. In the Open Global Letter dialog select 941 Filing Instructions.ltr and click the Open button.
  3. In the filing instruction letter, position the cursor where you wish to insert the variable.
  4. Choose Insert > Variable (or press CTRL+I).
  5. In the Variables dialog, select the type of variable you wish to insert. The available options for payroll clients are Amount, Text, and Date.
  6. In the variable list pane, highlight the variable you wish to insert and then click OK. CSA inserts the variable at the cursor position and displays the variable name enclosed in square brackets.
  7. To save the filing instruction letter, choose File > Save Letter As > Global Letter. If the letter is saved as a client letter rather than a global letter, it will not be available from the Payroll Tax Processing Print Tax Forms dialog.

Tip: To delete a variable, backspace over the variable or highlight it and press the DELETE key.

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Inserting a conditional statement

  1. In the filing instruction letter, highlight the text you wish to make conditional.
  2. From the Format menu, choose Print if and then choose the appropriate command option:
    • Amount Due > 0
    • Amount Due = 0
    • Amount Due < 0
    • Penalty > 0

CSA will insert [begin if:] and [end if:] statements before and after the selected text. This conditional text will only print if the specified condition has been met.

If conditional statements are placed inside other conditional statements, the program will ignore all Print If conditions in the entire letter.

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Related topics

Variables [Insert menu]

About the Transmittal Letter Editor

Inserting variables in a transmittal letter

Inserting and defining payroll variables in a transmittal letter (Payroll CS or Payroll Compliance module)

Inserting and defining payroll variables in a transmittal letter

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