FILECABINET CS CS PROFESSIONAL SUITE. Tax.TR.com/FileCabinetCS. REUTERS / Dado Ruvic

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1 FILECABINET CS CS PROFESSIONAL SUITE REUTERS / Dado Ruvic Tax.TR.com/FileCabinetCS

2 CS PROFESSIONAL SUITE FROM THOMSON REUTERS KNOWLEDGE YOU CAN TRUST The Tax & Accounting business of Thomson Reuters the world s leading information resource brings you the most comprehensive line of integrated software, research and guidance available to the accounting profession. POWERFUL. PRODUCTIVE. PROFITABLE. The CS Professional Suite combines powerful data sharing, paperless processing and online convenience to help you achieve a more productive and profitable practice. After all, when you re able to customize just the right mix of suite solutions for your firm, you can do some amazing things like streamline firm workflow, strengthen client ties and maintain a competitive edge. And that s pretty powerful stuff. FileCabinet CS is the document management and workflow system that will get the job done. Keep reading to learn more about the power of automated document and workflow management with FileCabinet CS. REUTERS/Yves Herman

3 TABLE OF CONTENTS FILECABINET CS Paperless Document Management and Integrated Paperless Workflow 2 Streamline Your Workflow 3 Scanning and Document Management 5 Source Document Processing Service 6 Simplified Folder Management 7 Seamless Integration 8 NetClient CS and FileCabinet CS 10 Software Licensing and System Requirements 11 Training and Consulting 12 What s Being Said 13 Visit Tax.TR.com/FileCabinetCS

4 FILECABINET CS PAPERLESS DOCUMENT MANAGEMENT FileCabinet CS is an innovative digital document management system, designed for tax and accounting professionals, that enables you to electronically store, organize and access documents on your computer or network. With its advanced technology, state-of-the-art functionality and sophisticated features, FileCabinet CS lets you easily create a paperless environment and enjoy the countless time- and money-saving benefits of a paperless workflow. FileCabinet CS is part of the CS Professional Suite the most technologically advanced, deeply integrated suite of workflow systems available to the profession. Integrated Paperless Workflow Begins with FileCabinet CS FileCabinet CS makes it possible for your firm to achieve unprecedented levels of efficiency through integrated paperless workflow. FileCabinet CS allows you to streamline your workflow from the moment you enter client data to the point of electronic delivery. The result is end-to-end digital processing that saves time, improves profit margins and enhances client service for your firm. Here s how easy it is: Move from the Confines of Paper to the Freedom of Paperless Processing by implementing FileCabinet CS. Create an electronic environment that improves productivity and sets the stage for streamlining workflow. Save Time with Instant Access and Automatic Client File Organization. With FileCabinet CS, you can take full advantage of integration to achieve unprecedented time savings. You ll have instant file accessibility, client files and workpapers are automatically set up and filed appropriately and files can be opened from within your other programs. Serve Clients with Speed by making electronic documents available to your clients through advanced web services like secure client portals. Contact us today to get started on your integrated paperless workflow and find out why so many others have made FileCabinet CS their electronic document management solution. 2 Tax.TR.com/FileCabinetCS

5 STREAMLINE YOUR WORKFLOW Increase Profitability by Streamlining Your Workflow The first step toward achieving paperless workflow is to implement an electronic document management system. Creating a paperless environment in your firm with FileCabinet CS at the core will impact your profitability more positively than any decision you ve ever made. The immediate and obvious gain is time and money savings on paper, filing, printing, storage, retrieval, delivery, etc. The long-term, over-the-top value is a more streamlined workflow. Save Time, Increase Productivity, Improve Security and Enhance Client Service It s easy to get started with FileCabinet CS, which offers everything you need to make managing volumes of documents electronically a breeze. You ll be amazed at how much time you save, how much more secure your files are and with all your files stored in one place, how much better you ll be able to serve your clients. ➍ ➎ ➏ ➐ ➑ Store Documents Quickly, Easily and Safely FileCabinet CS is designed to work easily with any Windows -based software application and seamlessly integrates with the CS Professional Suite and other Thomson Reuters products. With this flexibility you ll be able to quickly, easily and securely store and access virtually any type of document. With FileCabinet CS, you can: Store or scan virtually any Windows or source document and add it to your client s electronic files for easy reference. Label each page automatically, as you store it, for documents created by CS Professional Suite (e.g., a 1040 Schedule A from UltraTax CS) and GoSystem Tax RS products. Set advanced security options to easily control access to FileCabinet CS by setting up groups of users and assigning security privileges to each group. Choose to store data in SQL database format to take advantage of the scalability, performance and reliability that this format offers. ➌ ➋ ➊ Easy and Fast Navigation Store, manage and access files with a mouse click. Store all documents in organized folders. Enter the client ID or client name for instant access to a desired drawer. Select from the drop-down list to easily navigate between data locations. ➑ Quickly scan documents for electronic storage. Easily move back and forth between recently viewed documents. ➑ View the entire page or zoom in and out of pages. Use the drop-down list in the toolbar to quickly move between pages. Annotate documents with text, highlighting, images, tickmarks, pencil or audio clips. FILECABINET CS 3

6 STREAMLINE YOUR WORKFLOW, CONT. Access Documents Instantly With your client documents securely stored and logically organized in FileCabinet CS, they re instantly available to staff whenever needed and instant access to your documents means instant service to your clients. With FileCabinet CS, you can: Easily access documents from your computer or any networked station and from within your CS Professional Suite programs no more time wasted on searching through stacks of folders, file cabinet drawers or a partner s office. Quickly access any client folder by simply entering the first few characters of the client s ID or name. Easily search for documents by name or keywords. Immediately meet client requests without leaving your desk. Quickly password-protected documents or fax documents directly to clients, banks, etc., in seconds. Easily give clients 24/7 access to documents on your website with NetClient CS private client portals. Organize to fit your workflow Once your documents are safely stored in FileCabinet CS, you can easily organize and manage them so they are filed in a way that makes sense for your workflow. The easy-to-manage organization feature is just one of the many helpful, timesaving features built into FileCabinet CS. With FileCabinet CS, you can also: Add subfolders for clients that need an extra layer of organization. Annotate documents using text, highlighting, image files, tickmarks, pencil or audio clips, and more. Embed files, such as Microsoft Word or Excel documents, for quick editing later. Save frequently used document names to ensure consistency and avoid redundant data entry. Easily create and navigate among multiple data locations (e.g., one for 1040 clients and another for business clients). View statistics regarding drawers, folders and data locations. Archive documents for safekeeping and less clutter. Quickly move files into and out of FileCabinet CS with the drag and drop feature. FLEXIBLE FUNCTIONALITY With FileCabinet CS you can electronically store, organize and access virtually any document. 4 Tax.TR.com/FileCabinetCS

7 INTUITIVE SCANNING AND DOCUMENT MANAGEMENT FEATURES Scan Images of Source Documents and Store Them with Related Documents You can quickly scan images of source documents into FileCabinet CS by placing the document on a TWAIN-compliant scanner or document feeder and clicking the Scan button in the FileCabinet CS toolbar to open your scanning software. It s that easy! With just a click of your mouse, you can also easily save scanned documents in the appropriate client folders with other related documents. Documents you may want to scan include W-2s and 1099s, real estate closing documents, lease agreements, shareholder or partner agreements, invoices, photos of fixed assets, hand-written notes and any other documents you need to reference. Organize Scanned Images with the Image Groups Dialog Once you ve scanned an image, you can use the Image Groups dialog to organize your images the way you want them. You can quickly assign names by using the default naming buttons or customize the buttons to create your own names. To make organization even easier, the preview pane allows you to see the image. In the Image Groups dialog, you can also: Scan additional pages into the image group. Reassign pages to another drawer or image group. Change the order of the pages within an image group. Sort the pages in an image group alphabetically or in the order in which the naming buttons appear. Associate keywords with an image group to make it easier to find the group later. Add a text annotation to the first page or to each page of an image group using the annotation toolbar to enhance the review of tax returns and other documents. SCANNED IMAGE MANAGEMENT Quickly and easily organize your scanned images with the Image Groups dialog. You can even review the contents of a scanned document in the preview pane. FILECABINET CS 5

8 OPTIONAL SOURCE DOCUMENT PROCESSING SERVICE Designed for firms with a centralized, up-front scanning tax preparation process, this service lets you save additional time and costs by shifting the responsibility and source document scanning and data entry from the professional preparer to a non-accountant or administrative staff member. With the Source Document Processing service, you can transmit scanned tax source documents to our secure data centers for labeling and organizing. When we return your extracted tax data, you can review and import directly to UltraTax CS. Here s how it works: Optional for streamlined 1040 tax prep: Step 1 Scan and Transmit Scan client source documents into FileCabinet CS and then transmit them for Source Document Processing, where Optical Character Recognition (OCR) technology is employed to label each document and organize related documents into groups. Step 2 Retrieve Data After processing is completed, the labeled and organized client source documents can be retrieved into FileCabinet CS. Because each document is neatly labeled and related documents are grouped together, you can easily select a document for viewing. Step 3 Data Capture Accept captured data into UltraTax CS for seamless integration into a Client s 1040 tax return. In addition to the labeling and organizing that happens during Step 1, Source Document Processing also employs OCR technology to capture data directly from the scanned source documents. If desired, this data can be verified, corrected as needed and automatically imported into an UltraTax CS client s 1040 tax return. Verify OCR Processing Results In FileCabinet CS, you can verify that the Source Document Processing service named pages correctly, optionally assign names to unrecognized pages and sort image group pages into a preferred sequence. In the UltraTax CS Source Data Entry utility, you can verify and correct the captured tax data in a single screen and accept it into the pool of client data for UltraTax CS data sharing purposes. Automatically Integrate Tax Data into UltraTax CS When you re ready to prepare a client s tax return, open the UltraTax CS client where information from the UltraTax CS Source Data Entry utility (and indirectly from the Source Document Processing service) joins other shared data to be automatically entered in UltraTax CS input screens. OCR TECHNOLOGY OFFERS TIME AND COST SAVINGS The Source Document Processing service works with our secure data centers and uses OCR processing to automatically label and organize your documents. The UltraTax CS Source Data Entry utility enables captured data to be reviewed and verified, transferred to UltraTax CS data sharing and integrated into UltraTax CS input screens. 6 Tax.TR.com/FileCabinetCS

9 SIMPLIFIED FOLDER MANAGEMENT Intuitive Design and Easy-to-Use Folders Make Workflow Processing Simple FileCabinet CS is structured much like paper files to help your workflow run smoothly and quickly. This design makes it easy to keep everything organized for quick access later. With FileCabinet CS, you can: Maintain multiple data locations, or file cabinets, for different types of data (such as firm data, client data or data for branch offices) and transfer document names and folder names from one data location to another. Create a custom list of document names that you can use later so you won t have to re-enter names, thus ensuring consistent naming conventions for all client documents. Customize the display area to show folders for all client drawers, or only the client drawer you are working on. Create a global filing structure to ensure that a standard filing method is used by all staff members. Sort the client list by client name or ID. Sort client contents by type or by year. Customize the client list to filter out inactive clients, or focus on clients containing certain folders. Add a document description or keyword about a specific document for enhanced search capabilities. Track the history of events (such as adding clients or overwriting documents) automatically and keep a comprehensive and printable log that includes who completed each task for a client. Add client drawer notes to record details about client meetings, telephone calls or other events. Client notes are automatically shared with corresponding clients in UltraTax CS, Fixed Assets CS and Practice CS. Reduce bulk in the folders window by removing older, seldom-used documents and storing them in a specified archive location. Use the Hidden Documents feature to hide older documents that are not accessed frequently and to help keep the list of documents manageable. ➊ ➌ ➍ Intuitive Document Folders Keep Everything in Place Use document folders within each client drawer to group similar items together logically. Use the client families feature to link items related to one family, such as related corporations or clients that represent parents and children from the same family. Reference the same file from multiple folders within a client drawer yet only store it once on your hard drive or network server. Use an automatically recurring date prefix for each folder (name by year or by month and year) to eliminate the hassle of having to manually add date-specific folders for each month or year. Automatically file date-specific folders under the appropriate parent folder (e.g., 2011 and 2012 Source Documents are automatically filed under Source Documents ). ➋ FILECABINET CS 7

10 FILECABINET CS AND SEAMLESS INTEGRATION SAVE TIME Enjoy all the Advantages of Seamless Integration With FileCabinet CS as your foundation, you can take full advantage of seamless integration to save time, improve your productivity and achieve integrated paperless workflow. And since it s designed to work with the entire CS Professional Suite, other Thomson Reuters products and virtually any Windows-based software application, you ll experience higher levels of productivity by eliminating the time-consuming task of repeatedly opening and closing applications. Achieve Maximum Workflow Efficiency Integration doesn t end with FileCabinet CS. When you combine the appropriate mix of CS Professional Suite products and Thomson Reuters Checkpoint Tools, you can customize your tax and accounting workflow systems to fit your needs. With this feature you can capture data once and share it across all the applications in your system for dramatic time savings. Embed Files for Quick Editing Later Because FileCabinet CS integrates with Windows-based applications, you can embed some file types. FileCabinet CS adds a custom toolbar button to Word, Excel and PowerPoint, so documents can be embedded with one click. Once embedded, you can edit these files from within FileCabinet CS. For example, if you embed an Excel document in FileCabinet CS, you can make changes to that document without ever having to leave FileCabinet CS or opening Excel. It s that simple. SAVE TIME WITH SEAMLESS INTEGRATION Eliminate hours of redundant data entry, thanks to the seamless integration capabilities in FileCabinet CS. 8 Tax.TR.com/FileCabinetCS

11 Process Documents Efficiently and Automatically You ll be amazed at the time savings and convenience you ll enjoy with the automatic, seamless integration features in FileCabinet CS. FileCabinet CS is so intuitive that it: Other great features include: Automatically recognizes the client you re working on Files are directed to the appropriate client drawer and folder. Automatically creates new client drawers If a drawer doesn t exist, a new one is created for you. Automatically files documents based on application and time period Documents are placed into the appropriate application folder and period-based subfolder. Automatically indexes documents Each page of a file is named and numbered (e.g., 1040, page 1). This makes storing and organizing fast and efficient for documents such as tax returns, financial statements, W-2s, 1099s, invoices, engagement workpapers, images of fixed assets, tax plans, payroll reports and more. Enables you to easily open documents from within CS Professional Suite software While working in UltraTax CS, Fixed Assets CS and Practice CS, you can view a list of documents stored in FileCabinet CS and click any item in the list to open it. Displays a list of documents that can be opened from the dashboard view of CS Professional Suite software While working in Practice CS, you can view and open documents from a client portlet on the dashboard. Stores client addresses When you store a tax return for a client who has an address entered in UltraTax CS, FileCabinet CS saves the address in the client drawer properties. To a document simply check a box and an opens up already addressed to that client. FILECABINET CS 9

12 FILECABINET CS AND THE INTERNET Enhance Client Service With the power of the Internet incorporated into FileCabinet CS, you can offer 24/7 convenience to your clients and staff. Your clients will enjoy at their convenience access to their financial documents and to your services (as they are accustomed to receiving from their banks and other financial institutions). You ll enjoy time savings, lower labor costs and the ability to provide a higher level of service. WITH NETCLIENT CS, OFFER CLIENTS 24/7 ACCESS TO DOCUMENTS Client Portals Provide Fast and Easy Document Presentation on Your Website By combining NetClient CS with FileCabinet CS, you can create secure passwordprotected portals on your website where clients can easily access their documents, such as financial statements, tax returns, invoices and any other documents you want to make available to them. Secure client portals enable you to offer the utmost in service and convenience for you and your clients. You can provide a single online location for document sharing that s not only easy for your clients to access, it saves you time and money otherwise spent creating copies and mailing them. With NetClient CS portals, you determine which information you want to make available on a client-by-client basis. When your clients access their portals, they simply open the read-only PDFs using the free Adobe Reader. It s also possible to offer a remote version of FileCabinet CS to your clients. This is available to your Accounting CS Client Access users or Client Bookkeeping Solution (CBS) users, and gives them the ability to access FileCabinet CS through Virtual Client Office, a component of NetClient CS. DOCUMENT PRESENTATION VIA CLIENT PORTALS With NetClient CS, you can share documents with clients through their own private portals on your website. 10 Tax.TR.com/FileCabinetCS

13 SOFTWARE LICENSING BUY VS. LEASE We re committed to helping your firm be as productive and profitable as possible. To support that commitment, we offer a variety of flexible licensing options that enable you to get the software you want and provide the services your clients need at the most cost-effective price. Choose from these licensing options: On-Premise Buy our software and host it yourself. This is the traditional software licensing model. You purchase the individual software programs and services you need, download the software releases from our website and install them locally to individual PCs and/or your firm network (software is also available on CD). Virtual Office CS Buy our software and have us host it for you. You can purchase the software and have Thomson Reuters host it at our secure data centers. The hosted software applications operate exactly as if they were installed locally in your firm, but we do all the work of installing and configuring each new release and all software updates and automatically back up your data. Virtual Office CS gives users 24/7 access to CS Professional Suite software, Microsoft Office software and data via the web, enabling staff to work from anywhere. Business continuance is ensured since software and data are stored in a secure environment. Software as a Service (SaaS) Lease our software and have us host it for you. You lease our software on a monthly basis and access it over the web via our secure data centers. As with Virtual Office CS, the hosted software applications operate exactly as if they were installed locally in your firm, but we do all the work of installing and configuring each new release and all software updates and automatically back up your data. You select the CS Professional Suite and Microsoft Office software you need for your firm, based on the profile or roles and responsibilities of each of your staff, (e.g. tax preparer, bookkeeper, etc). You can add, delete or change staff profiles at any time, according to firm needs, seasonality of your business, etc. You get all the advantages of safe and secure web hosting, including 24/7 access, automatic updates and ensured business continuance, while you pay only for the software you need when you need it. For more details on our licensing and delivery options, please visit the Buy vs. Lease section of our website at: Tax.ThomsonReuters.com/HostedOptions. SYSTEM REQUIREMENTS Minimum Technical Requirements FileCabinet CS is designed for professional production work. Our system requirements are based on the assumption that professional accounting firms replace their computer hardware and operating systems approximately every three years. While our software may operate on less powerful hardware and operating systems, we do not believe it will perform at a level suitable for production work in those environments. Of course, as processing speed and RAM are increased, software performance will also improve. For a detailed list of system requirements, please visit our website at Tax.ThomsonReuters.com/CSCustomerCenter. FILECABINET CS 11

14 COMPREHENSIVE TRAINING AND CONSULTING OPTIONS Make the Most of Your Software Investment and Maximize Firm Productivity The CS Professional Suite offers an extensive selection of services that can help you get more out of your software investment, including: STANDARD TRAINING Our standard training is a great way to bring new staff up to speed, let experienced staff revisit specific topics and/or supplement custom training or consulting. Standard training options include On-Demand, Web, Classroom and Seasonal training. CUSTOM TRAINING We offer affordable custom training services that can be tailored to your firm s specific needs. Custom training is taught by our professional instructors and can be delivered either via web training or onsite in a classroom setting. CONSULTING SERVICES Our trained consulting professionals can analyze your firm s workflow processes, provide best practices and help you develop a successful implementation and rollout strategy for your CS Professional Suite software. PROFESSIONAL SERVICES Put the expertise of our software application consultants and IT experts to work for your firm. Our team can customize applications and data to do exactly what you need, create customized reports, migrate and convert data and even build utilities and tools that can assist your firm with application integration and other technology needs. ANNUAL SYNERGY CONFERENCE At our SYNERGY Conference, we offer training at all levels of expertise in a variety of formats, including hands-on, lecture-style and informative roundtable discussions. For more details, visit our website: Tax.ThomsonReuters.com/CS-SYNERGY. Professional accreditation is available. For more information on training and consulting or to register for courses, visit Tax.ThomsonReuters.com/CSTrainingConsulting, us at CS.Sales@ThomsonReuters.com or call Thomson Reuters, Tax & Accounting, Professional Software & Services is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be addressed to the National Registry of CPE Sponsors, 150 Fourth Avenue North, Suite 700, Nashville, TN Website: NASBA Sponsor # NY # TX# Tax.TR.com/FileCabinetCS

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16 INTEGRATED SOLUTIONS CS PROFESSIONAL SUITE BUSINESS SERVICES Accounting CS Accounting CS Client Access Accounting CS Payroll mypay Solutions TAX SERVICES Fixed Assets CS GoSystem Tax RS Planner CS ToolBox CS UltraTax CS Workpapers CS ASSURANCE SERVICES AdvanceFlow Workpapers CS DOCUMENT MANAGEMENT FileCabinet CS GoFileRoom FIRM & WORKFLOW MANAGEMENT FirmFlow Practice CS CLOUD & MOBILE CLOUD NetClient CS SaaS for the CS Professional Suite Virtual Office CS Web Builder CS MOBILE APPS Mobile CS mypay Solutions NetClient CS RESEARCH & GUIDANCE Thomson Reuters Checkpoint Tax.TR.com/CS 2016, Thomson Reuters, all rights reserved. TL30781