Retrieving Web Business Organizers

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MFA required for electronic filing

Effective May 3rd, the 2017 version of UltraTax CS requires multi-factor authentication (MFA) to transmit e-files from CS Connect. Find out more.

After the client completes their Web Business Organizer, you can retrieve the completed organizer through CS Connect so that it can be transferred to FileCabinet CS or another specified location. Depending upon the options specified, you may receive an email message notifying you that the client has completed their Web Business Organizer and that the organizer is ready to be retrieved via CS Connect.

Using CS Connect to retrieve the organizer

Complete these steps to retrieve Web Business Organizer information for all clients who have completed their organizers.

  1. Click the CS Connect button on the toolbar.
  2. Click the Options Tab. In the Purpose of this call group box, set the Web Delivery: ($) Retrieve completed organizers switch to Yes. If you are licensed for FileCabinet CS, an image of the retrieved organizer will be stored in FileCabinet CS during the retrieval process. Storing images in FileCabinet CS helps safeguard the original retrieved information. It also provides records of the documentation your clients send to you.
  3. Click the Call Now button. After the call is complete and you acknowledge the Call Summary dialog, the Web Organizer (Retrieve) dialog opens. All completed organizers are automatically retrieved.

Note: If you retrieve a completed organizer that has file attachments and you are not licensed for FileCabinet CS, UltraTax CS prompts you to save the file attachments to a location on your hard drive.

Tips

  • When you retrieve the organizer, this event is logged into the status system (accessed by choosing Utilities > Client Status).
  • Once you retrieve the organizer successfully, the retrieval status changes to "Successfully retrieved." If the retrieval was not successful, the Retrieval Status column indicates that the process failed.
  • If you attempt to retrieve information into a client whose record already contains a retrieved organizer, you can choose to either overwrite the organizer, postpone retrieval until the next time you retrieve organizers, or delete the organizer so you will not be prompted to retrieve it again.
  • To prevent your clients from submitting organizers multiple times, mark the Allow the client to mark the Web Organizer "Send to Preparer" only once and prevent further changes checkbox in the Web Organizer options group box in Setup > [Entity] > Organizer tab prior to transmitting the organizer.

Retrieving file attachments

Complete these steps to retrieve Web Business Organizer file attachments for all clients who have attached files to their organizers. When you retrieve an organizer that has file attachments, the attachments do not import into UltraTax CS. Complete the following steps to retrieve Web Business Organizer attachments using FileCabinet CS (if licensed).

Notes

  • By default, there is a custom paragraph in the Organizer Web Delivery Greeting that informs clients that they can attach and send files with their organizer. If you want to remove this information from the greeting, choose Setup > [Entity] > Organizer tab, click the Letters & Emails button. In the Letters & Emails dialog, click the Custom Paragraphs tab, and clear the Web Attachments checkbox.
  • If you do not have FileCabinet CS installed to retrieve Web Business Organizer file attachments, UltraTax CS prompts you to save the files to a location on your hard drive. However, in order to open these file attachments, you must have applications installed that are capable of opening them.
  • Web Business Organizer attachments sent by your clients are not scanned for viruses. Therefore, we recommend that you scan the attachments with an anti-virus application before you open them.
  1. During the organizer retrieval process, UltraTax CS automatically sends any Web Business Organizer file attachments to FileCabinet CS. When the retrieval is complete, the FileCabinet CS Documents dialog opens and lists the names of the file attachments. You can rename any of the file names, if desired, and then click OK.

    It is recommended that you scan the attachments with an anti-virus application before you open them.

    Notes

    • FileCabinet CS stores file attachments as different formats according to the file type.
      File type FileCabinet CS file format
      MS Money or Quicken (.txf) HTML
      MS Excel files (.xls) Embedded Excel files (if Excel is installed)
      MS Word files (.doc) Embedded Word files (if Word is installed)
      Portable Document Format (.pdf) Embedded PDF (if Adobe Acrobat or Reader is installed)
      Image files (.jgp, .bmp, .tif, .png) Native format
      Web pages (.htm, .html) HTML
      Text documents (.txt) Text file
    • If the file attachment is stored as an embedded file in FileCabinet CS, you need to have the source application installed on your computer. If you do not have the source application for an embedded file, or if FileCabinet CS cannot determine the file format, you will be prompted to save the file to a location on your hard drive.
    • File attachments are automatically stored in the client's current tax year UltraTax CS folder in FileCabinet CS.
    • If the Deny FileCabinet CS access to client data checkbox is marked for the client in UltraTax CS via the File > Client Properties > Advanced Properties > Restrict Access tab, the image of the client's Web Business Organizer and attachments will not be stored in FileCabinet CS. In this case, UltraTax CS prompts you to save the file attachments to a location on your hard drive during the retrieval process.
  2. Once the attachments are stored in FileCabinet CS, you can open the client in FileCabinet CS and view the attachments stored in the current tax year UltraTax CS folder by selecting the file in the Folder window. The contents of the file attachment are displayed in the Watch window.

Notes

  • Clients can attach up to 50 files and the size of each attached file can be up to 10MB.
  • Attachment file data cannot be accepted into UltraTax CS. Instead, you must enter the applicable data manually.
  • If an attachment is an Excel spreadsheet, you can import the information into any input screen statement dialog. For more information, see Importing statement data from Excel.

Related topic: Web Business Organizer procedures

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