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Prepare a paperless tax return
Preparing a paperless return is possible with UltraTax CS, FileCabinet CS or GoFileRoom (if licensed), and NetClient CS (if licensed). A fully paperless return includes these components:
- 1040 only: A web client organizer delivered via NetClient CS. You can also send an organizer via email as a PDF attachment, but the client would return a paper copy to you.
- An electronically filed government copy.
- A client copy that is distributed electronically in PDF or via NetClient CS. A client may also receive a 2nd PDF that includes forms or instructions that require a response, such as the invoice and Form 8453 or 8879 that will need to be signed and returned to the preparer.
- A preparer copy that is stored in FileCabinet CS or GoFileRoom (if licensed).
note
- If you don't use all of the components in a completely paperless return, you can still create a nearly paperless return. For example, if you aren't licensed for FileCabinet CS, you can print the preparer copy on paper and store the copy in your office. Or, if some clients prefer to receive a paper copy of their return for their records, you can print the client copy on paper and electronically file the government copy and store the preparer copy in FileCabinet CS.
- The PDF containing the client copy of the return is meant only for the client's records. It's not recommended that the client print the return and submit it to the taxing authorities. The creation of the PDF could cause slight changes in fonts sand formatting, which may cause taxing authorities to reject the forms.
After you proforma your client data, follow these steps to prepare a paperless return:
- Select a delivery method (Paper, Email, PDF file, Web, or Web - Print only) for the organizer and the client copy of the tax return. Ensure you have valid email addresses for those clients who prefer electronic delivery. Then, enter the delivery methods and email addresses inSetup, thenClient Communicationswindow.
- In theEmail Tocolumn, designate the addresses to which email communications (such as returns and organizers sent via email, or confirmation emails for web delivery and web organizers) are sent: the taxpayer's, the spouse's, or both.
- 1040 only: SelectFile, thenPrint Organizersto print the organizer (the print process will generate the files based on the client's preferred delivery method).
- 1040 only: Retrieve the web organizer from NetClient CS and accept or reject the organizer data that the client entered.
- Prepare the return and enter the information for electronic filing.
- Review the return on-screen to ensure the return's accuracy.
- Print the return. (The print process generates the electronic file, generates the client copy in PDF, and sends the preparer copy to FileCabinet CS or GoFileRoom.)
note
- When you electronically file the government copy (andprint the government copy to paper) and deliver the client copy via email, PDF file, or NetClient CS portals, the client will receive the following attachments by default. (If you have marked thePrint separate PDF files for each returncheckbox onSetup,Office Configuration, thenPrint Optionstab, the federal and state returns, action required documents, and archived returns are printed to separate PDFs.) Any forms that require action by the client will be printed to paper.
- One attachment that includes the client copy of the tax return that the client should retain for their records (this copy should not be submitted to taxing authorities).
- If theAs requiredoption is selected for the Shareholder Package, Partner Package, Beneficiary Package, or Participant Package in the client print collation in theReturn Collationwindow, a separate PDF attachment for each shareholder's Shareholder Package, partner's Partner Package, beneficiary's Beneficiary Package, or participant's Participant Package that should be distributed to the shareholders, partners, beneficiaries, or participants.
- When you electronically file the government copy (but don’t print the government copy to paper) and deliver the client copy via email, PDF file, or a NetClient CS portal, the client will receive multiple attachments.
- One attachment that includes “Action Required” documents (such as the invoice or Form 8879) that requires a response from the client (such as to sign and return forms or to pay the balance on the invoice). The “Action Required” attachment also includes filing instructions. The pages in the “Action Required” attachment are determined by the items markedInclude in Email/Web attachmenton the government tab of theReturn Collationwindow.
- One attachment that includes the client copy of the tax return that the client should retain for their records (this copy should not be submitted to taxing authorities).
- If theAs requiredoption is selected for the Shareholder Package, Partner Package, Beneficiary Package, or Participant Package in the government or the client print collation in theReturn Collationwindow and theInclude in Email/Web attachmentcheckbox is marked for the government copy, a separate PDF attachment for each shareholder's Shareholder Package, partner's Partner Package, beneficiary's Beneficiary Package, or participant's Participant Package that should be distributed to the shareholders, partners, beneficiaries, or participants.