Retrieving data from web client organizers

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After the client completes their web organizer forms, you can retrieve the data through CS Connect so that it can be transferred into the client's tax or organizer input screens. Depending upon the options specified, you may receive an email message notifying you that the client has completed their web organizer and that it is ready to be retrieved via CS Connect. Retrieved data is available for you to transfer to the client's tax or organizer input screens by accepting or discarding the data for each field and/or input screen. It is not used in any tax calculations until it is accepted. To have UltraTax CS notify you that retrieved Web Organizer data is pending when you open a client, mark the Inform me when retrieved data is present when opening a client checkbox in the Data Entry tab of the Setup > User Preferences dialog.

Note: You can retrieve data from your clients' web organizers until mid-November of each year. After this time, any existing web organizers on the web portal will no longer be available. You will receive a communication regarding the approximate date at which the prior-year web organizers will become unavailable. 

Using CS Connect to retrieve data

Complete these steps to retrieve web client organizer data for all clients who have completed their web client organizers.

  1. Click the CS Connect button on the toolbar.
  2. In the Options tab, in the Purpose of Connect group box, set the Web Delivery: ($) Retrieve completed organizers switch to Yes. If you are licensed for FileCabinet CS, an image of the retrieved client organizer will be stored in FileCabinet CS during the retrieval process. Storing images in FileCabinet CS helps safeguard the original retrieved data in case there are errors made when the retrieved data is accepted or discarded into the client organizer input screens. It also provides records of the documentation your clients send to you.
  3. Click the Connect button. After the call is complete and you acknowledge the Call Summary dialog, the Web Organizer (Retrieve) dialog opens. All completed web client organizers are automatically retrieved.

    Note: This option will be available after the December update to UltraTax/1040 Client Organizer each year. Prior to this update, you can send web organizers to your clients, but cannot retrieve completed organizers into UltraTax CS.

Note: If you retrieve data 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.

The process of retrieving the web client organizer data into the UltraTax/1040 Client Organizer does not overwrite proforma'd or preparer-entered data. There is a separate procedure for accepting all or certain data sent from the client.

Tips

  • When you retrieve the data from the web organizer, this event is logged into the status system (accessed by choosing Utilities > Client Status).
  • Once you retrieve the data 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 data into a client whose record already contains retrieved data, you can choose to either overwrite data, postpone retrieval until the next time you retrieve web organizer data, or delete the web organizer data 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 choose the Web Organizer "Send to Preparer" button only once and prevent further changes checkbox on the NetClient Organizer Options dialog prior to transmitting the web organizer.

Receiving automatic notification of retrieved data when opening a client

By default, UltraTax CS displays a notification when you open a return that contains pending organizer data to retrieve or discard. If you disabled this option and would like to enable it again, complete these steps.

  1. Choose Setup > User Preferences to open the User Preferences dialog.
  2. Mark the Inform me when retrieved data is present when a client is opened checkbox on the Data Entry tab. When you open a client whose record contains data retrieved from the web client organizer, a message appears informing you that retrieved data is present and that it has not been accepted or discarded. The message also has a Did you know button which you can use to access procedures used in accepting or discarding retrieved data.
  3. Click OK.

Retrieving file attachments

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

Notes

  • By default, there is a custom paragraph in the NetClient Organizer Greeting that informs clients that they can attach and send files with their web organizer. If you want to remove this information from the greeting, choose Setup > 1040 Individual > 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 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 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 data retrieval process, UltraTax CS automatically sends any web 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.

    We recommend that you scan the attachments with an anti-virus application before you open them.

    Notes

    • File attachments are automatically stored in the client's UltraTax CS 12/31/yy 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 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 UltraTax CS 12/31/yy folder by selecting the file in the Folder window. The contents of the file attachment are displayed in the Watch window.

Notes

  • Attachment file data cannot be accepted or rejected like the web organizer data. Instead, you must enter the applicable data manually.
  • If an attachment is an Excel spreadsheet, you can import the information into any organizer or tax statement dialog. For more information, see Importing statement data from Excel.

Related topics

Web Client Organizer procedures

Web organizer attachment file types and size limits

Troubleshooting client organizers

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