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Processing the Return

When you have opened a return for processing, you will be taken to the “Client Info” tab on the far left hand side of the top menu.  You will progress through each step moving left to right.   

Client Info:

  • On the left of the screen, you will see “Refunds and Payments Due”. Below this, you will see any Refunds in green and any payments due in red

  • Should any of this information need to be edited, click on which line item needs to be chenges and move to the bottom right of the screen, where you will see another window listed as “Refunds and Payments Due”. This is your editing window for these line items
    • You are able to edit:
      • Authority
      • Amount
      • Whether this is a Refund or a Payment Due
    • Once Editing is complete, click "Save Changes"
      • These changes will be reflected in the upper left window immediately

  • Also, on the right, there will be an “Actions” pane with additional expandable panels for “Return Information”, “Taxpayer” and “Spouse” (if applicable)
  • Return Information: Please verify that the following fields are correct
    • Client ID
    • Partner
    • Engagement Type
    • Tax year
    • If this is a joint return, the “Married Filing Joint” check box will be checked and there will be Spouse information listed below the Taxpayer information
  • Taxpayer: Please confirm / enter the following information
    • Name: Extracted from the return
    • Address, City, State, ZIP: Extracted from the return
    • DOB: Not required, but can be entered.  This is required for IRS KBA requirements.  If you do not provide it, the taxpayer and spouse will be required to enter it before initiating the KBA process. 
    • Email Address: REQUIRED:  You will need to enter the email address for your Primary Taxpayer
  • Spouse:
    • Name: Extracted from the return
    • Address, City, State, ZIP: Extracted from the return
    • DOB: Not required, but can be entered.  This is required for IRS KBA requirements.  If you do not provide it, the taxpayer and spouse will be required to enter it before initiating the KBA process. 
    • Email Address: NOT REQUIRED:  It can be entered if you know it, otherwise we will request the taxpayer to provide it for us. 

  • Once Client Info has been verified and mandatory fields have been entered, click “Next” across the bottom or select the “Group” tab across the top (both actions move you to the next step in the process)

Group:

  • On the left, there will be a list of all groupings recognized by SafeSend Returns:
    • Transmittals
    • E-File Authorizations
    • Vouchers
    • Tax Returns
    • Invoice
    • Deleted
  • Navigation through groupings:
    • You will be able to scroll through all of the documents under each group using the scroll bar immediately to the right of the orange bar
    • You may also navigate using the Group titles on the left

  • If any pages need to be moved into another grouping, you can drag them from one group to another
  • If any pages need to be deleted, you can:
    • Check the box in the upper right of the specific page that needs to be deleted and click the delete button in the upper right
    • Drag the page that needs to be deleted into the Delete group
    • Click the ‘trash can’ icon located in the bottom right of each page
    • Deleting will not affect the original document, but those pages that are deleted will not be sent to the client

IMPORTANT:  If SafeSend Returns fails to properly categorize a page of the return, please send the following information to beta.support@safesendreturns.com: Client ID, as it appears in Assignments as well as the email address of the primary taxpayer. 

  • Once you have scanned through the grouping and verified that all documents are where they need to be, click “Next” across the bottom or select the “Transmittals” tab across the top (both actions move you to the next step in the process)

Transmittals:

  • On the right will be a pane with “Grouping”
  • Expanding this will allow you to move the current pages from the Transmittals into another group (Tax Returns, E-File Authorizations, Vouchers, Invoices, Deleted)

  • On the left, you will see view options for included Pages
    • Thumbnail View
    • Bookmark

  • Once you have completed reviewing your Transmittals, click “Next” across the bottom or select the “Tax Returns” tab across the top (both actions move you to the next step in the process)

Tax Returns:

  • On the right will be a pane with “Grouping” 
  • Expanding this will allow you to move the current pages from Tax Returns into another group (Transmittals, E-File Authorizations, Vouchers, Invoices, Deleted)

  • On the left, you will see view options for included Pages
    • Thumbnail View
    • Bookmark

  • Once you have completed reviewing the Tax Returns group, click “Next” across the bottom or select the “E-File” tab across the top (both actions move you to the next step in the process)

E-File:

  • On the right will be a pane with “Grouping”
  • Expanding this will allow you to move the current pages from E-File Authorizations into another group (Transmittals, Tax Returns, Vouchers, Invoices, Deleted)

  • All E-File Authorizations will appear in this tab (Federal and State)
  • On the left, you will see view options for included Pages
    • Thumbnail View
    • Bookmark

  • If your firm has decided to use the E-Sign options, you will see Signature & Date boxes, highlighted in yellow, for each signer on each e-file authorization you select
    • You will also see Signature & Date boxes for any other signer of this e-file authorization
    • You are able to move or delete these boxes

  • Once you have completed reviewing the E-File group, click “Next” across the bottom or select the “Vouchers” tab across the top (both actions move you to the next step in the process)

Vouchers:

  • On the right, there are 3 panes:
    • Actions: you will see information here about the current voucher showing, including Authority, Payment Type, Due Date, and Voucher Amount. These fields are editable.

    • Grouping: Expanding this will allow you to move the current pages from Vouchers into another group (Transmittals, Tax Returns, E-File Authorizations, Invoices, Deleted)

  • On the left, you will see view options for included Pages
    • Thumbnail View
    • Bookmark

  • Once you have completed reviewing the Vouchers group, click “Next” across the bottom or select the “Invoices” tab across the top (both actions move you to the next step in the process)

Invoices:

  • On the right, there are 3 expandable panes:
    • Actions:
      • “Invoice Amount” will need to be entered, if you are sending an invoice. SafeSend Returns does not read the amount from the invoice automatically
      • If you firm’s settings allow for you to not send an invoice, you can check that box here
      • If your firm’s settings allow for it, you can click “Replace Invoice” and select a different invoice to be sent to the tax payer

    • Grouping: Expanding this will allow you to move the current pages from Invoices into another group (Transmittals, Tax Returns, E-File Authorizations, Vouchers, Deleted)

Attachments:

  • If you need to send your client any additional documents, you can do so from the Attachments tab
  • To add documents, simply drag them into the “Drag files here” box
  • Once added, your file will appear below this box

  • You may also add instructions to your document for your client

Delivery Options:

  • Taxpayer Dashboard
    • “Prepared By” allows you to decide who appears as the preparer (shows up as Contact to the taxpayer. You may select any User in the Drop Down

  • Message From Preparer
    • You can add a message from the Preparer that will appear to the taxpayer after they have completed the authentication screen.
    • Clicking “Add” will open an HTML editor, allowing you to add hyperlinks, adjust font size, color of text, etc.
    • Once your message has been completed, click “Update” and you will be taken back to the Delivery Options tab
      • Once a message has been added, the “Add” button is removed and an “Edit” button appears

  • Taxpayer Preview
    • You are able to preview the taxpayer experience prior to delivery, to assist with the review process. Clicking “Taxpayer Preview” will open a new Tab or Window and you will see exactly what your taxpayer will see

  • Email Notifications
    • Sender Name: You can select who the email notifications come from within the firm
      • These notifications include: Initial Notification, Voucher Reminders, Download E-Signed Form

Please note: the email address will always be noreply@safesendreturns.com

    • Notify When Signing is Complete: You can decide who in the firm will receive any signing event notifications
      • These notifications include: Your tax return is signed by all signers, Opted out of signature, e-file authorization forms received

  • Vouchers
    • Send Voucher Reminders: You can elect to send Voucher Reminders between 1-30 days prior to Due Date. The default is 7 days prior to Due Date
    • Require Online Payment For: if you want to require online payment, you can disable the ability for them to see any manual payment instructions for any authority
      • To require online payment, check the box or boxes to the left of the authority
      • If these are unchecked, your client will see manual payment options, as well as online payment options

  • Signature Options
    • E-Sign: Your taxpayer will be able to either e-sign their e-file authorizations or they will be able to opt out and manually sign and return them to you
    • Manual Sign and Return: This option removes the ability for your taxpayer to e-sign their e-file authorizations. Their only option will be to download and return to you (they will still be able to upload directly into SafeSend Returns, allowing you the ability to download)

  • Manual Sign and Return
    • Mailing Address: You can decide what address and fax number your clients sees, should they decide to manually return their e-file authorizations
    • These addresses are added in Settings/Signatures

Send to Review, Send to Partner, Approve for Delivery, Deliver to Client:

  • When you have finished processing a return and are ready to send it out for either review or to the client, click “Finished” in the lower right corner
  • You will be immediately prompted to either:
    • Send to another user for review: you will choose among a list of all users
    • Send to Partner: this will go directly to the Partner chosen during the submission process
      • If you are the Partner, you will not see this option
    • Approve for Delivery: This will update the status of the return from “Processing” or “In Review” to “Approved for Delivery”
    • Deliver to Client: This will trigger the initial notification to your taxpayer that their return is ready for review and e-signing
      • Once this is selected, the return will move out of Assignments and into Delivered Returns

 

 

IMPORTANT: If you need further assistance Please Submit a Ticket or call 1-800-716-2558 ext. 205

 

 

 

 

 

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