Entering information in UltraTax CS Source Data Entry

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Data from a client's source documents (such as a W-2, 1099-INT, or Schedule K-1) can be entered into Source Data Entry via form facsimiles which can be opened from the UltraTax CS Source Data Entry dialog. After entering the source document data into the appropriate form facsimiles, you can export this information to UltraTax CS where it becomes available to retrieve into your clients' returns via the Utilities > Data Sharing Updates dialog.

Entering data

To begin entering data from a client's source documents into UltraTax CS Source Data Entry, follow these steps.

  1. In the Source Data Entry dialog, use any of the following methods to open the facsimile for a particular form.
    • Click the tab for the appropriate category of source document, then either (a) click the appropriate form icon in the UltraTax CS Source Data Entry dialog, (b) use the arrow keys to highlight the desired form and press Enter, or (c) press the underlined "hot key" character for the desired form.
    • Choose the form name from the View menu. Choose either the Source Document Processing (OCR) Supported Forms or the Forms and Statements - Data Entry Only sub-menu to see the lists of forms available.
  2. Enter the information in the fields on the form facsimile exactly as it appears on the original source document. (For example, note that Boxes 12a through 12d include a drop-down list for various W-2 items. You can also enter the letter in the box manually.)


    • Dollar amounts are rounded to whole dollars for most fields, although some (such as the Local income tax field on Form W-2) preserve decimal values for cents.
    • To facilitate more efficient data entry, the UltraTax CS Source Data Entry utility disables fields that are not required for return preparation, electronic filing, or Data Mining. Other source document fields may be disabled if there is no equivalent data-entry area in the federal UltraTax/1040 application. All source document data should be reviewed for accuracy.
    • Acquired and sold dates entered on Forms 1099-B and 1099-B Brokerage should use MM/DD/YY format. If you want UltraTax CS to print the word "VARIOUS" for the date on the return, enter V. If the client disposed of property that was acquired by inheritance, enter I in the Date Acquired field. UltraTax CS defaults to long-term treatment and prints "INHERIT" on Schedule D.
  3. When a TIN is entered, UltraTax CS Source Data Entry checks for the existence of an UltraTax CS client with a matching TIN for the taxpayer or spouse and alerts the user if no match is found. The notification dialog provides the Continue Data Entry and Discard options. UltraTax CS Source Data Entry also checks for the existence of duplicate source documents using the current TIN and EIN and alerts the user if a match is found. The notification dialog provides the Open a previously entered form and Continue with a new form options. To disable these features, clear the corresponding checkboxes in the Setup > User Preferences dialog.
  4. Some form facsimiles contain drop-down lists for certain fields, such as box 12 on Form W-2. Make the appropriate selections from these drop-down lists, or manually enter the value in the field.

    Note: Some form facsimiles have the ability to import data from a Microsoft Excel workbook, such as the Consolidated Brokerage Statement, Charitable Contributions, and Medical Expenses. This feature can be accessed through File > Import Spreadsheet. For more information, see Importing Statement Data from Excel.

  5. Once you have entered the appropriate data from the source document, click Export to UltraTax CS to save the data for use with your UltraTax CS client data files via data sharing. Click Discard to discard incorrect data. The data will not be saved, and will not be available to share. Click Postpone to save the data in Source Data Entry but not have it available to import to UltraTax CS via data sharing.
  6. Repeat the steps above for all source document information you want to enter into Source Data Entry.
  7. After exporting the data from Source Data Entry, when you open the corresponding client in UltraTax CS, the Data Sharing Category Update dialog will open automatically, prompting you to review and accept the exported data into the client's UltraTax CS return. Click Accept to continue.
  8. The application will also prompt you to accept any exported statement amounts (such as the Form W-2, Box 12 items) by clicking OK. 

The data entered in Source Data Entry and exported into UltraTax CS is now included in the client's tax return and can be reviewed within the application.


  • On the Form W-2 facsimile screen, UltraTax CS Source Data Entry calculates the Social Security and Medicare wages and withholding using the Federal wages entered in box 1. Verify that these fields match the source document and correct if necessary. To disable the automatic calculation and manually enter withholding amounts, choose Setup > User Preferences and clear the Automatically complete FICA and Medicare wages (Form W-2) checkbox.
  • The Session history pane at the bottom of the Source Data Entry dialog displays a log of exported, postponed, or discarded data. This log is maintained during each session; click the appropriate button in the Session history pane to print or save the log as a text file.
  • The last ten forms exported to UltraTax CS are listed in the File menu according to the name of the form and the TIN of the taxpayer for whom the data was entered. To view this information on the facsimile screen, choose the desired form from the File menu.
  • Previously-entered source document information can be accessed to view or edit by choosing File > Open Form and clicking the Forms by client tab or the All forms tab to see a list sorted by Recipient TIN, Form, Name, Date Entered, Status, and User ID. Use the Focus group box to filter the list by exported or postponed documents, the date entered, whether the documents were entered manually or imported from FileCabinet CS or Workpapers CS Source Document Processing, and the ID of the user who entered the data. Make a selection and click Open to view and edit the information. Click Export to UltraTax CS to save any changes and to have the information available to share. Click Postpone to save any changes but not have the information available to share. Click Discard to choose whether to discard changes made to the data during this session or to delete all data for the form.
  • Custom fieldviews are available for payer names and addresses on many UltraTax CS Source Data Entry forms. For example, to select an existing payer name for Form 1099-B, open the drop-down list attached to the Payer's name field and select an existing name to enter in the appropriate form field. To add, edit, or delete custom fieldviews, select Edit custom fieldview from the drop-down list. Changes made to the custom fieldviews in UltraTax CS Source Data Entry will automatically update the corresponding custom fieldview in UltraTax CS. For example, deleting an employer name from the custom fieldview on Form W-2 in Source Data Entry will also delete the same employer name from the custom fieldview on Screen W2 in UltraTax/1040. To disable this option within Source Data Entry, choose Setup > System Configuration, click the Other Options tab, and clear the Allow users to edit UltraTax CS custom fieldviews from within UltraTax CS Source Data Entry checkbox.
  • Because UltraTax CS uses the Data Sharing feature to match the amounts entered in Source Data Entry with the client's tax return, the Social Security Numbers (SSN) entered in Source Data Entry and UltraTax CS must match. Data entered with a dependent's SSN cannot be transferred to the taxpayer's return in UltraTax CS where the dependent is claimed.

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