Table of Contents. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 1

Transcription

1

2 Table of Contents Introduction to Office Management & Management Dashboard... 3 Glossary of Terms... 4 Office Management... 6 Centralized Setup Overview... 6 Tax Return Migration and Processing Overview... 7 Transmit Office Type Transmission Process... 7 Feeder Office Type Transmission Process... 8 Master User Installation and Networking Overview... 8 Logging into Office Management... 9 ERO Enrollment & Bank Selection...12 Manage Multi-Tier Offices...12 Manage Master User...13 Global Settings...13 Group Configuration...14 Manage Billing...16 Fee Setup...17 Discounts...19 Custom Charges...20 Back to Manage Billing...21 Manage Business Billing...23 Manage Access Levels...23 Manage ERO/Office Setup...26 User ID Information...28 Billing/Fee Information...30 Message Delivery...33 Desktop Settings...34 Registration Settings...36 Printer Settings...40 Electronic Filing...43 Overrides...45 Defaults...48 Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 1

3 Validation Checks...52 Text Messages...54 Restricted Forms...57 Restricted Fields...60 User Logins...62 Manage Databases...67 ERO Database...68 Preparer Database...71 Referral Database...76 User Status Codes...78 Publishing & Downloading Configuration...82 Publishing Office Management Configuration...82 Installing CrossLink Editing Office Management Configuration...86 Managing Tax Returns...87 Transmit Office Processing...88 Feeder Office Processing...89 Master User Processing...91 Master User Unlock Tax Return Utility...92 Management Dashboard Reporting...93 Management Dashboard Reporting Overview...93 CrossLink Customer Portal...94 CrossLink Appendix...96 Access Level Detail Descriptions...96 Manage ERO/Office Setup Menu Descriptions...99 Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 2

4 Introduction to Office Management & Management Dashboard CrossLink Office Management and CrossLink Management Dashboard are powerful tools that when used together enable Service Bureaus and multi-office customers to control and supervise important facets of a successful tax operation. When utilizing CrossLink Office Management, the owner/administrator of a tax operation can control the setup of offices within the operation: Immediately control CrossLink software configuration at any time during the year directly from our Customer Portal Send tax returns and tax related data from each office to a centralized collection point, where they may be reviewed, corrected, and even submitted to the IRS With CrossLink Management Dashboard which consists of seven highly relevant and detailed reports the owner/administrator can track productivity levels down to the preparer level in real-time across the entire operation. CrossLink Management Dashboard is made up of these seven reports: User Summary: tracks preparer productivity by office; Daily Activity: separates User Summary preparer productivity by date; Financial Totals: reports daily fee collection data; Group Summary: separates User Summary preparer productivity by organizational groups; User Status Codes: tracks the custom User Status Codes associated with tax returns; Acknowledgements: reports the rejections and acknowledgements received by your offices; Bank Info: tracks bank products submitted by your offices. This User s Guide offers step-by-step instructions to help you realize your Office Management configuration and how to access the seven reports of the Management Dashboard. We ll begin with a short glossary of terms that are used throughout this guide. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 3

5 Glossary of Terms Office Management Available online exclusively through the CrossLink Customer Portal, Office Management allows you to remotely control aspects of the CrossLink software for each office associated with your account. Management Dashboard Management Dashboard is a reporting tool available on the Work in Progress Summary of CrossLink A series of seven reports are provided to track productivity across your operation. Management Dashboard is available for your suboffices. Your offices may use it to track productivity for their office. However, only the Master User tracks data for your entire operation. Central Site The Central Site is the main electronic filing center for the CrossLink software. It collects and retains software configuration information published via the Customer Portal, and acts as a clearinghouse for tax related data sent between sub-offices, the Master User and the IRS/State. Customer Portal is the starting point for Office Management configuration. Log in with your Account Code to gain access to the Office Management features. Additionally, you may process bank enrollment for each office, which ensures you know which offices can and cannot offer bank products. Publishing Once Office Management configuration is completed online it is published to the Central Site, where is it made available to the CrossLink software during its next transmission. Office Management data remains published for 24 hours, after which time data must be republished. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 4

6 Master User The Master User is an installation of the CrossLink software designated as the collection point for the Office Management system. You may collect tax returns prepared at your sub-offices within the CrossLink Master User, as well as track productivity across the entire business. Transmit Office Type An office may be designated as a Transmit office, allowing that office to submit returns directly to the IRS/State. The Master User will receive a copy of each submitted tax return. Feeder Office Type Tax returns submitted from an office designated as a Feeder Office are routed through the Master User before being transmitted to the IRS. Tax returns must be opened, reviewed, and submitted to the IRS/State from the Master User, affording you the ultimate control over the tax return. Main Office Otherwise known as the Headquarters Office, Primary Location, Home Office or Central Office, the Main Office is the location where most, if not all, the important functions of an organization are coordinated. Not to be confused with the Master User, which is an installation of CrossLink designated as the tax data collection point. Sub-Office Otherwise known as a Remote Office, Satellite Office, Branch Office or Service Bureau customer, sub-office denotes a retail location where a wide array of services are offered to customers. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 5

7 Office Management Let s begin with an overview of how Office Management is configured, how tax returns flow through the system, and how data is gathered by the Master User. Centralized Setup Overview Configure CrossLink software features for your entire operation anywhere you have an Internet connection. Adjust a user s software access permissions, stipulate billing requirements and tax preparation defaults, designate offices as Feeders or Transmitters, even control where the bank product checks are printed all online via the CrossLink Customer Portal. We recommend completing Office Management configuration before any offices install CrossLink Once completed and published, Office Management configuration options are downloaded into the software during initial configuration, allowing an office to be ready to complete tax returns within minutes of installing CrossLink Note: Office Management configuration supersedes configuration information completed within the CrossLink 1040 software. Configuration settings will be erased in favor of Office Management data even if Office Management data is blank. Office Management configuration settings may be changed at any time during the year including during the tax season. Feel free to change the configuration as your needs change. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 6

8 Tax Return Migration and Processing Overview Each office may forward tax returns and tax related data to the Master User collection point. Review and correct tax returns in the Master User, ensuring tax return accuracy and office process compliance. Transmit Office Type Transmission Process Offices designated as Transmit Offices are allowed to submit tax returns directly to the IRS/State. When the Transmit Office transmits a tax return, the return is delivered to the Central Site, which sends the original return to the IRS/State and a copy to the Master User. This allows you to inspect the returns at the Master User after they are submitted to the IRS/State. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 7

9 Feeder Office Type Transmission Process Offices designated as Feeder Offices are not permitted to submit tax returns directly to the IRS/State. When the Feeder Office transmits a tax return, the return is delivered to the Central Site, which sends the original return to the Master User, where you must open the return, review it for consistency and errors, and submit it to the IRS/State on behalf of the Feeder Office. This allows you to control the returns at the Master User before they are submitted to the IRS/State. Master User Installation and Networking Overview Traditionally, our customers install the CrossLink 1040 host on the same computer year after year, and network it to various workstations throughout the office. The Master User can exist on the same physical network as the CrossLink 1040 host, but cannot be installed on the same computer. You must choose another computer on the network to host the Master User. The Master User collection point is the same CrossLink software used to complete tax returns; however, being designated as the Master User, it has special tools available to help control tax returns. Just like any other software, it is not recommended to Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 8

10 install the program twice on the same computer. We recommend that the Master User be installed on a laptop as this allows you to be mobile, visiting sub-offices and running reports on the go. That, however, doesn t always work with a few busy Feeder Offices thrown into the mix. You could quickly have too much work for one person to complete on a timely basis. Similar to the CrossLink 1040 host, you may network the Master User to enable multiple people to assist with reviewing tax returns. Logging into Office Management Office Management configuration is available exclusively on the CrossLink Customer Portal. In the address bar of your Internet browser, type and press [Enter] on your keyboard. Click the orange Login button located in the top right-hand corner of the web page. There are two methods of logging in to the Customer Portal. The method determines which features are presented to the user. Account Code Logging in with the Account Code provides access to all features of the Customer Portal, including Office Management configuration options and Administrative Reports. The Account Code method of logging in is for owner and/or administrator use only. Do not distribute the Account Code login information to your remote offices as this will give them access to controls for your entire operation. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 9

11 User ID Number Logging in with the User ID Number provides access to all features of the Customer Portal except Office Management configuration options and Administrative Reports. The User ID Number method provides access to the Customer Portal for your sub-offices. They can: Download the CrossLink 1040 software; Access the Tax Resource Center; Utilize the Learning Center. Type your CrossLink Account Code in the Username box. Your Account Code can be found within your CrossLink Welcome Kit. Type your password in the Password box. If this is your first time logging into the Customer Portal, you password is Password. Passwords are case-sensitive. The website can tell the difference between upper and lower case letters. For example, Password and password are two different entries. If you forget your password, click on the Forgot Password? link and follow the instructions. If you cannot otherwise log into the Customer Portal, please call Technical Support (800) and select option 2. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 10

12 After logging in with the Account Code the Office Management menu will be available in the orange bar across the top of the page, which contains all the options needed to remotely configure tax offices. The Office Management menu contains the following options: ERO Enrollment: manage bank enrollment for EFINs associated with your account; Bank Selection: choose the banking partner the office will use during the tax season; Manage Master User: designate the User ID utilized with the Master User; Group Configuration: organize offices in groups for reporting purposes; Manage Billing: control how an office bills for individual tax preparation and other services; Manage Business Billing: control how an office bills for corporate tax preparation and other services. This is only accessible if you ve purchased the corporate tax module; Manage Access Levels: grant and restrict a user s access to features within CrossLink; Manage ERO/Office Setup: configure CrossLink 1040 software setup options; Tip: When completing Office Management configuration, it s helpful to work down from the top of the Office Management menu. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 11

13 ERO Enrollment & Bank Selection Enroll EFINs associated with the account with one or more of our banking partners via ERO Enrollment. This permits tax offices to provide bank products to clients. Ideally, ERO Enrollment should be completed prior to software installation. Refrain from completing ERO Enrollment if bank products are not provided to your taxpayers. The ERO must have completed and signed bank paperwork to offer bank products. Check with your bank for details. You may enroll with as many banks as you like; however, a single bank must be selected before electronic filing begins. Status information concerning the bank application is automatically ed to the owner or administrator. For detailed instructions on ERO Enrollment, please refer to Enrollment Instructions; one is provided for each of our banking partners. These instructions are found during the enrollment process by clicking the bank s logo. Manage Multi-Tier Offices Office Management allows you to configure tiered setups, a layer of Management Dashboard for a subset of your operation. A tiered Office Management receives its own Master User and can report directly to the main Master User. Managing a multi-tiered Office Management Dashboard is an advanced concept, designed to allow Service Bureaus to manage customers who have more than one office. These Service Bureau multi-office customers can utilize their own Office Management system, giving them more control over their own operation. To learn more about the multi-tiering aspects of Office Management, please ask your Sales representative. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 12

14 Manage Master User Designate the User ID used with the Master User collection point with Manage Master User. The Master User is a special installation of the CrossLink software assigned to gather tax returns and tax related data from all offices for reporting purposes. When an office transmits a return, the Central Site delivers a duplicate of the tax return to the Master User, where you may open the return as well as report on office productivity. Note: We recommend against using the Master User to prepare taxes it s best used for reporting only. The Master User ID must be configured before any other option. Selecting another Office Management menu option without first setting a Master User ID will display the Manage Master User page, shown below. 1. Select Manage Master User from the Office Management menu; 2. Select the User ID you wish to use for the Master User using the drop-down list; 3. Click Save and Close to save the setting. Once the Master User ID is set it will grey out and can only be changed by contacting CrossLink Customer Support. Global Settings Any configuration option that affects all the offices of the operation is labeled as a Global Setting. These options are not necessarily office specific. As an example, a single billing schedule may be configured and shared between multiple offices, or individual billing schedules may be configured for each office. Global Settings include: Group Configuration; Manage Billing; Manage Business Billing; Manage Access Levels. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 13

15 When a Global Setting is selected, a Global Settings menu appears on the left-hand side of the page, granting ease of movement between the individual settings. The symbol denotes options that have been configured; The symbol denotes options that require attention; Click to display a specific Global Setting. Group Configuration Office Management offers the ability to organize similar offices within groups for reporting purposes. Assemble offices under a group and report on just those offices within that organizational group. For example, create a Miami group and an Orlando group, associating the offices in Miami with the Miami group and the offices in Orlando with the Orlando group. Then, while running the Management Dashboard report, choose the Miami group to report on offices in Miami only. You may define as many organizational groups as necessary there s no limit. 1. From the Office Management menu, select Group Configuration; 2. Click the Create a new group button; 3. Enter a Group Name and click the Add button. Once added, Groups display in a table on the Group Summary page. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 14

16 Column # The table s row number. Description Group Name Last Published Last Updated The name of the organizational group. The date the group was last made available for download; this box appears red if the group was edited and not published; this box turns green once the group is published. The date the group was last edited. Rename the group. Add offices to the group. Delete a group; this option is only available when no offices are associated to this group. # Users Displays the number of offices using this group. Organizational Groups display within the CrossLink software in the Group drop-down list on the Master User s Management Dashboard. They do not display at the suboffice level. 1. Open the Master User and select Management Dashboard in the Tax Returns section of the Work in Progress Summary. 2. Use the Group drop-down list to report on a specific group, or select All Groups to report on all office regardless of the organizational group. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 15

17 Manage Billing Creating and sharing Form Billing Schedules is made easy with CrossLink Office Management. Create a single billing schedule to share among all offices, and/or create individual billing schedules for offices with specific needs. Our fee schedules contains a comprehensive set of federal and state forms and schedules, and is detailed enough to allow billing of associated worksheets and line items. In the Global Settings menu, click View for Manage Billing. A Local Schedule is provided on the Fee Schedules page for those offices that wish to complete the Individual Billing Setup within their installation of CrossLink rather than using one configured with Office Management. 1. If you wish to control the amounts billed for each individual tax form completed, click Create a new fee schedule. 2. Type a name for the Billing Schedule and click Add. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 16

18 The Fees Setup for schedule page displays for this billing scheduled. A red message displays notifying of success or failure. Use the Pick State drop-down list to input amounts for IRS and State forms, and use the Forms drop-down list to switch between billing for forms, worksheets, and line items. Click the Back to Manage Billing button to return to the Fee Schedules page. Click Go to Discounts to complete the discounts database. Click the Go to Custom Charges button to complete the additional charges database. Fee Setup Choose US Federal from the top of the Pick State drop-down list to view IRS forms. The Fee Setup table will display. Fee setup is divided into three sections: Base Qty (Quantity); Base Price; Per Item. The Base Qty and Base Price columns allow users to bundle forms that can be added multiple times to a single tax return. This provides a way, for example, to charge a discounted amount for the first couple of W- 2s. These columns do not need to be completed for forms that can be added to a tax return only once, as in the case of Form The Per Item column charges each time a form appears within a tax return. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 17

19 In the example below, Form W-2 is configured with a base quantity of 2, a base price of $5.00 and a per item price of $10.00, The Base QTY and Base Price combination charges $5.00 for the first two W-2s prepared; a charge of $10.00 occurs for each W-2 prepared after the first two. Below is the Itemized Form Billing Summary located at the bottom of the Invoice within a tax return which follows our W-2 bundling example above. Notice Form 1040 is charged on a Per Item basis, as only one is allowed per tax return. Also notice three W-2s were completed; the first two were bundled for $5.00, the third was charged $10.00 on a per item basis for a total of $ Tip: For those forms that only appear once per tax return, like Form 1040, or if you wish to charge per form rather than bundle forms together, complete the Per Item column and leave the Base Qty and Base Price columns blank. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 18

20 At the bottom of the Fees Setup page: Click Save to save the billing information without closing the Manage Billing page; Save and Exit saves billing information and closes the Manage Billing page; To exit the Manage Billing page without saving any billing information click Cancel. Note: Every form doesn t require an amount; simply enter amounts for the forms and schedules for which you normally charge and leave the rest blank. Discounts Billing Setup provides a configurable discounts database. Enter up to five custom predefined discounts that are selected directly on the tax return invoice. 1. Click Go to Discounts to display the Discounts database page. 2. Type a description of the discount in the Discount Name box. For example, Student could describe a discount for students. 3. Enter a percentage or a dollar amount to be associated with the discount. When you enter a percentage and an amount for the same discount, the percentage will be applied up to the discount amount providing a cap. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 19

21 Custom discounts may be entered directly on the invoice, on Line 2 of the Discounts and Credits section. With your cursor on line 2, click the Choices Active Option to display the predefined discounts. Select the approriate discount and click OK to apply the discount to the invoice. Custom Charges Billing Setup also provides a custom additional charges database. Enter up to five custom predefined charges that are selected directly on the tax return invoice. 1. Click Go to Custom Charges to display the Custom Charges database page. 2. Type the name of the additional charge in the Charge Description field; for example, Platinum could describe the service level provided to the customer. 3. Enter a dollar amount to be associated with the additional charge in the Charge Amount field. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 20

22 Predefined Charges are entered on the Invoice worksheet, under Non-Financial Product Related Services / Charges, Line 8. While on line 8, click Choices in Active Options to display the predefined additional charges. Select the appropriate predefined charge and click OK to apply the additional amount to the invoice. Back to Manage Billing Click Back to Manage Billing to view all the billing schedules that have been configured. More options are provided for the new billing schedule on the Fees Setup page. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 21

23 Column # The table s row number. Description Schedule Name Last Published Last Updated The billing schedule s name. The date the billing schedule was last made available for download; this box appears red if the billing schedule was edited and not published; this box turns green once the billing schedule is published. The date the billing schedule was last edited. Rename the billing schedule. Create a copy of the billing schedule. Add offices that will use this billing schedule. Delete a billing schedule; this option is only available when no offices are associated to this schedule. Use the Edit drop-down list to change amounts in the Fee Schedule, Discount and Custom Charges databases. # Users Displays the number of offices using this billing schedule. Once published, the billing schedule downloads directly into the CrossLink 1040 software. To view downloaded billing and fee information: Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 22

24 1. Select the Setup menu; 2. Click Billing Setup. All billing and fee information configured on the Customer Portal are viewable on the Form Billing, Worksheet, Line Items, Discounts and Custom Charges tabs across the top of Billing Setup. Manage Business Billing Our Business Billing schedule contains all the same controls as the Individual Billing Schedule detailed above. Create and share form billing to be applied to Corporate returns; Control amounts charged for forms, worksheets and line items for Federal and State forms and schedules; Complete Discounts and Customer Charges databases. Please refer to the Manage Billing section above for detailed instructions. Manage Access Levels Office Management enables software permissions to be configured remotely for each installation of CrossLink Create individual Access Level Sets for each office, or create a generic set to be shared among all offices. Access Level Sets are assigned to an office, and then authorization levels within the set are applied to software users working at that office. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 23

25 1. Click View next to Manage Access Levels to display the Manage Access Level Sets page. A Default Set is provided as a starting point, along with its own set of control options. Column # The table s row number. Description Set Name Last Published The name for the set of Access Levels. The date the Access Level Set was last made available for download; this box appears red if the set was edited and not published; this box turns green once the set is published. Last Updated The date the Access Level Set schedule was last edited. Rename the Access Level Set. Edit the Authorization Levels contained within this Access Level Sets. Create a copy of the Access Level Set. Add offices that will use this Access Level Set. Delete a set; this option is only available when no offices are associated to this Access Level Set. # Users Displays the number of offices using this Access Level Set. 2. Click on the Pencil Icon to edit the individual Authorization Levels within the set. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 24

26 The Authorization Level name is displayed here, along with the number of Logins associated with each Authorization Level. Each Authorization Level may be renamed to better match your particular needs. It helps to think of each Authorization Level as a role your employees play in the tax offices. Each office will have tax preparers and Office Managers, and each of these roles have different needs when it comes to software features. As an example, a tax preparer may not be allowed to view reports, submit tax returns to the IRS, or print refund checks. An Administrator is someone who requires access to the entire program, without restrictions. This is reserved for someone like the business owner. The Administrator Level cannot be deleted or changed. 3. Click on the Pencil Icon to display its Access Level Detail list. Each box should be checked and greyed out for the Administrator, providing access to every function of CrossLink Operator and Data Entry can be changed, depending on the office s needs. Simply mark the checkbox to authorize the use of that feature. Note: For a detailed list of Access Detail descriptions please refer to the Appendix at the end of this guide. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 25

27 Access Levels are downloaded into the CrossLink 1040 software and are available by selecting Login Accounts from the Setup menu. Click the Access Levels button on the bottom left-hand side of the Login Accounts window to view permissions set for each authorization level. CrossLink 1040 displays a warning when a user attempts to access a restricted feature. An administrator may click Override and quickly log in to provide a restricted user with permission to the feature. With all of the Global Setting configured, it s time to configure your individual offices. Global Settings are applied to individual offices during ERO/Office Setup. Manage ERO/Office Setup Office specific software configuration, such as contact and address information, Feeder or Transmit office type controls, and office-related program defaults are all completed in Manage ERO/Office Setup. From the Office Management menu, select Manage EROs/Office Setup. The Manage Offices page displays. Each office is denoted by its User ID in the Manage Offices table. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 26

28 Click the icon to open the ERO Setup page and begin configuration of an office. Column # The table s row number. Description User ID Password Name Picked Up The User ID selected for the office; this is one of two pieces of information needed to download Office Management configuration at each office. The office s communication password; this is one of two pieces of information needed to download Office Management configuration at each office. The name given to the office on the User ID Information page of ERO Setup. Notification that Office Management configuration was downloaded by the office. Edit the ERO Setup configuration. Begin configuring a new office. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 27

29 Delete an office. Hide an office from view. ERO Office Rstr Forms User Logins ERO DB Preparer DB Referral DB Status Codes Click the blue arrow to release all Office Management configuration settings for this specific office. Click the blue arrow to release just Office Setup configuration for this specific office. Publish any Restricted Forms configuration View the number of User Logins configured for the office View the number of ERO databases configured for the office View the number of Paid Preparers configured for the office View the number of Referrals configured for the office View the number of Status Codes configured for the office User ID Information User ID Information is the starting point for office configuration. This is where office contact information is completed, and where the transmit type is controlled. The following information is entered automatically based on prior configuration choices: Master User ID: the User ID designated as the collection point for this office. When this office transmits a return it is reported to the Master User, the Master User ID is entered here automatically; User ID: the User ID designated for this specific office, the User ID is entered automatically; Transmitting Password: the communication password for the office, the Transmitting Password is displayed once the office has been configured. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 28

30 1. Select a Transmit Type. One of three choices may be made: Select Transmit to enable offices to submit returns directly to the IRS; Choose Feeder for those offices that are not allowed to submit returns to the IRS directly. Note: The Transfer option is used for computers that are not connected to the Internet. To utilize Office Management and Management Dashboard the computer must be connected to the Internet. Do not select this option for any office. 2. Select an Access Level Set configured earlier with the Login Authorization Levels drop-down list. All configured Access Level Sets are displayed here. 3. Select the organizational group for the office using the Groups drop-down list. All configured Groups are displayed in this list. 4. Type the Name of the office. 5. Enter the office s Phone number. 6. Type the office s street address in the Location field. 7. Enter the office s Fax number. 8. Type the office s address. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 29

31 Once downloaded, this data may be found by: 1. Select the Setup menu. 2. Click Office Setup. The information is viewable at the top of the Registration tab. Click the Save and Continue button at the bottom of the page to move to the next set of configuration options, Billing/Fee Information. Billing/Fee Information Configure billing data for an office on the Billing/Fee Information page. Control office contact information to be printed on the invoice, add a Protection Plus Markup fee, or set an hourly rate all from this page. Notice a menu now displays on the left similar to Global Settings. More menu items display as the office is configured, allowing quick and easy navigation. The symbol denotes options that have been configured; The symbol denotes options that require attention; Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 30

32 Click to display a specific settings page; Click to return to the Manage Offices page to begin to configure another office. A red message appears across the top detailing any error that may have happened saving the previous page s information. 1. Select a Billing Schedule to use for this office. All configured billing schedules appear in this list. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 31

33 2. Type the office s contact information that you want to be printed on the tax return invoice. The Office Information to be printed on each billing invoice option consists of four fields. Enter the business name on the top field, enter the office s address on the middle two lines, and enter the office s phone number on the bottom field. 3. Type a State Sales Tax Rate if sales tax is applied to tax preparation and/or electronic filing of a tax return. 4. Enter a Tax Preparation Discount to apply a percentage discount to all returns. 5. Type the Protection Plus Markup fee. This markup fee is added to the $39 Protection Plus charges for audit protection. The Protection Plus Markup fee is capped at $ If you wish to charge an hourly rate, enter that amount in the Default Hourly Rate field. 7. Mark the Auto Add Audit Protection (Financials Only) checkbox to automatically add Protection Plus to every tax return with a bank product. 8. Select Disable Invoicing to switch off automatic form billing. 9. Mark the Auto Add Audit Protection (Non-financials Only) checkbox to automatically add Protection Plus to every tax return without a bank product. 10. Collect Tax on Billings automatically calculates sales tax for each return. 11. Type an amount to charge self-prepared returns in Self Prepared Flat Fee. 12. Mark the Bill for EF Forms Only checkbox to charge for only the forms that are transmitted to the IRS as part of the final tax return. 13. Mark the No Prior Year Balance on Invoice checkbox to prevent Prior Year Balance on the Invoice from pulling forward. 14. Select Auto Add CADR Plus (Financials Only) to automatically add Call a Doctor Plus to all tax returns containing a bank application. To view downloaded billing and fee information: 1. Select the Setup menu. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 32

34 2. Click Billing Setup. All billing and fee information configured on the Billing/Fee Information page are viewable on the General tab of Billing Setup. Click the Save and Continue button at the bottom of the page to save Billing/Fee Information and move to Message Delivery options. Message Delivery The Message Delivery page is where tax return migration rules are configured. An office may be required to submit copies of tax returns to the Master User collection point, as well as report IRS and State Acknowledgement and Rejections. Two options appear at the top of this page that may be marked or left unmarked depending on the needs of the business. Select Master User receives a copy of all Tax Returns to send a copy of each tax return from the sub-office to the Master User; Select Master User receives a copy of all Documents to send a copy of scanned documents in the Document Archive from the sub-office to the Master User. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 33

35 Feeder Office must have both options marked; Transmit Office must have Main Office receives a copy of all Tax Returns and Main Office receives a copy of all Documents marked; the Master User should have nothing marked. Additionally, control where the rejections and acceptances are delivered. These messages may be sent to the originator of the tax return (sub-office) and the Master User. Federal/System Messages: messages from the IRS or the Central Site; Federal Reject Messages: tax returns rejections from the IRS; State Messages: any communication from a State entity. Lastly, Check Printing may be handled at the sub-office level, or checks may be printed through the Master User. A red warning message displays if items on this page are misconfigured. Read the warning carefully and follow its instructions to resolve an issue and properly configure the system. To protect your data Message Delivery options are not accessible in the CrossLink 1040 software. These are sensitive options that cannot be changed without the Customer Portal. Click Save and Continue to progress to the Desktop Settings page. Desktop Settings Desktop Settings provides control over site identification, transfer of prior year CrossLink 1040 configuration, as well as the Administrative password and Enhanced Encryption Key. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 34

36 1. Type a Site Identifier, which may be any letter or number combination. When running the Management Dashboard report, this helps to identify an office by appending a description next to the office s User ID number. Site IDs can be up to 7 characters long. 2. Pull configuration from last year s CrossLink 1040 by answering Yes to the Transfer Prior Year options. Transfer prior year setup: pulls last year s Office Setup configuration; Transfer prior year billing: forwards last year s billing schedule; Transfer prior year databases: transfers database information from last year s program, such as the Employer EIN database; Transfer prior year login accounts: carries forward last year s User Logins and Passwords; Transfer the prior year appointments: transfers last year s appointments. 3. Enter the password for the ADMIN login account in the Administrative Password field. 4. Type a password to be used with Enhanced Encryption in the Encryption Key field. Note: Standard Encryption is applied to all data stored within Crosslink Supplying an Encryption key will use a higher level of encryption. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 35

37 Desktop Settings are viewable after installing CrossLink 1040, during the Initial Configuration. Click Save and Continue to proceed to the Registration Settings page. Registration Settings Configure receipts, warnings displayed during tax return verification, and the office address printed on the appointment letter all from the Registration Settings page. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 36

38 Notice the left-hand menu has now expanded to display all of the configuration options for this office. This is the full complement of office-level controls available through Office Management. The symbol denotes options that have been configured; The symbol denotes options that require attention; Click to display a specific Setting page; Click to release all office configuration data for this specific office; Click to release just Office Setup data for this specific office; Click to return to the Manage Offices page to begin to configure another office. Use this menu to quickly move around the Office Management system. 1. Mark the Transfer Incomplete Returns checkbox to send copies of returns that have yet to be completed to the Master User. This may be used to track: Tax estimations where the taxpayer never returned to the office; Any tax returns that have been started but not completed; Paper-filed tax returns. 2. Select Completed on Print Final for Paper Returns to automatically lock any paper-filed return when printed. This prevents the accidental edit of a return after it s been mailed to the IRS. The tax return must not contain Form 8879; From the menu bar within a tax return select Print then Final Tax Return; or Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 37

39 Click the Print icon on the toolbar within a tax return. 3. Mark the Add Printed Preparer s Name to 1040 checkbox to print the preparer s name on the bottom of Form 1040, next to the preparer s signature. 4. Select the Receipt Numbers Required checkbox to force preparer s to enter receipt numbers on the top of the Client Data worksheet. 5. Mark the Receipt Numbers Auto assign checkbox to automatically assign receipt numbers to each tax return. 6. Enter a set of starting and ending receipt numbers in the two 1 st Receipt Range fields. 7. Enter a second set of starting and ending receipt numbers in the two 2 nd Receipt Range fields. 8. Use the Prevent Transmit on drop-down list to block the transmission of tax returns based on the type of errors and warnings that appear during tax return verification. Select Fatal Errors to capture only those returns with error messages that prevent an acceptance with the IRS; Select Errors Above Warning to capture all errors and overrides within a return; Select All Errors/Warnings to capture returns with any error, warning, or override. 9. Mark the Display Warning-type Errors to display warnings during the verification of a tax return. Warnings display in red during verification. 10. Select Display Overrides as Errors to show any overrides present in the tax return during verification. 11. Select Shrink Verify List on Enter to delete Verification Messages as they are resolved. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 38

40 12. Type the office s contact information in the Appointment Address section. This information appears in the appointment letter printed within CrossLink Once downloaded, view Registration Settings by: 1. Select the Setup menu. 2. Click Office Setup. Options are viewable on the bottom section of the Registration tab. Click Save and Continue to proceed to Printer Settings. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 39

41 Printer Settings Dictate how tax returns print at each office utilizing the Printer Settings page. 1. Start by marking the Enable Printer Setup checkbox. 2. Next, click the Set Printer Defaults button to apply preconfigured settings. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 40

42 The Return Printing section controls which forms print when printing the full tax return. Additionally, this is where our Paperless Office is configured. Mark the Send to Archive checkbox to enable the CrossLink Paperless Office and print tax returns to the Document Archive. Documents sent to the Document Archive are rendered in PDF format. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 41

43 Once downloaded, view Printer Settings by: 1. Select the Setup menu. 2. Click Printer Setup. Options are viewable on the each of the four Printer Setup tabs. Click Save and Continue to proceed to Electronic Filing. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 42

44 Electronic Filing Set CrossLink 1040 e-filing defaults on the Electronic Filing page. 1. Type the Electronic Filing Identification Number to be used on each tax return in the Default EFIN field. Information from the ERO Database associated with the EFIN is pulled directly into Form 8879 automatically. 2. Enter the Service Bureau Identification Number in the Default SBIN field. If you do not have an SBIN leave this field blank. 3. IRS TeleTax Number: (800) is entered by default; this number appears on IRS Acknowledgement Letters for the taxpayer s convenience. 4. New York and Maine do not allow banks to collect tax refunds to secure debts other than debts owed to the government; mark the No cross collection in NY/ME checkbox if your business is located in either New York or Maine. 5. Select Discard ACK Letters to prevent the Work in Progress Summary from tracking IRS Acknowledgement Letters. Tracking Acknowledgement Letters Not tracking Acknowledgement Letters Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 43

45 6. Mark the Auto Generate PINs checkbox to generate the taxpayer PIN on Form 8879 automatically. 7. Select Require Preparation Fee to require the preparation fee on the Bank Application. A verification message displays if the preparation fee is missing from the Bank Application. 8. Select Leave the Tax Return Status at Acknowledged for Bank Products to leave the status of a bank product at Acknowledged until the bank product is funded; if this option is not selected the status will be Completed when the return is printed. 9. Concerning MEF, it s important that the time on the computer is set correctly when preparing returns. Tax returns prepared with incorrectly set clocks may receive a refusal from the Central Site. Leave the Disable system clock check with Naval Observatory checkbox blank to check your clock each time the CrossLink software opens. 9. CrossLink 1040 has the ability to prompt the preparer during tax return verification that a state return must be filed; choose one of the following options from the Prompt to Filed State Electronically drop-down list: Always: the preparer is prompted to file a state return with each federal tax return; When Required: the preparer is prompted to file a state return when it is required to be filed with the federal; Never: the preparer is never prompted to file a state return. Once downloaded, view Electronic Filing settings by: 1. Select the Setup menu. 2. Click Office Setup. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 44

46 Options are viewable on the Electronic Filing tab. Click Save and Continue to proceed to Overrides. Overrides Configure automatic overrides of company contact information on Form 1040 and Form 8879, as well as control how a State return is added to the tax return all within the Overrides page. 1. Company information entered on the Overrides page supersedes preparer information on bottom of Form Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 45

47 Editing the company information on Form 1040 is not allowed. 2. ERO information entered on the Overrides page supersedes preparer information on bottom of Form Editing the ERO information on Form 8879 is not allowed. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 46

48 3. Enter a Site Identifier Default to help identify sub-offices for reporting purposes; these may be both alpha and/or numeric characters. Note: the Site ID Default entered here must exactly match the Site ID entered on the Desktop Settings page. 4. Mark the Required checkbox to require a Site ID at the top of the Client Data worksheet of each tax return. A verification error displays if a Site ID is not entered on the Client Data worksheet of every tax return. 5. Select the Auto Add State Return from checkbox to allow CrossLink to automatically add a single state return based on the following settings: Client Data Screen: the state entered as the primary taxpayer s address on the Client Data worksheet is added to the return automatically; ERO Specified: the ERO chooses a particular state to be added to each tax return; the specific state is selected with the second drop-down list; Disable Auto Add: disables Auto Add State Return From; no state returns are added to the return automatically. 6. Mark the Auto Add State Return Based on W-2 checkbox to automatically add a single state return based on information entered on Form W Select the type of phone number you wish to display for reporting purposes using the Default Taxpayer s Phone Number from drop-down list. Work Home Cell Once downloaded, view Override settings by: 1. Select the Setup menu. 2. Click Office Setup. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 47

49 Options are viewable on Overrides tab. Click Save and Continue to proceed to Defaults. Defaults Stipulate various software default behaviors on the Defaults page. 1. Mark Require User Status to require that a user defined Status Code is included with each tax return. 2. Mark the Jump Cursor Past City/State checkbox to have the program enter the city and state automatically based on the ZIP code. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 48

50 3. Select Enable Return Owner Locking to allow only the creator of a tax return or the administrator of CrossLink access to the tax return; no other preparer is able to access another preparer s tax returns. Note: Return Owner locking also requires the following access level restrictions: Open Locked Returns; Lock/Unlock OTHER's Return; Change Tax Return Owner. Please consult with Technical Support for further details. 4. Use Windows Login Name causes the CrossLink Login window to use the current Windows user as the Login Name. 5. Mark the Auto Add Filing Options checkbox to automatically add the Filing Options Comparison worksheet to each tax return. This worksheet allows taxpayers to compare filing fees of a bank product to a regular IRS e-filed return. 6. Select the Allow only full 1040 returns option to prevent the preparer from choosing either Form 1040A and Form 1040 EZ when preparing a tax return. 7. Mark the Referral Required checkbox to require preparers to complete the referral section of the Client Data worksheet on each tax return. A verification error occurs if the referral information is missing. 8. Select the Double Entry Validation checkbox to force the preparer to confirm important information, such as wages and withholding on Form W-2, by entering it twice. 9. Select Set Finished Returns Read-only (Paper Return Only) to mark paper-filed returns as read only, preventing accidental edits paper-filed returns after it s been mailed. 10. Mark the YTY Exclude Forms W-2/1099 to prevent the previous year's Form W-2 and 1099s pulling into the current return. 11. Mark YTY Include Preparer Info on 1040 to pull preparer information from last year s tax return 12. Select the YTY Exclude Documents option to prevent scanned documents from pulling into the current return from last year s return. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 49

51 13. Automatically answer the State RAC question on the bank application Yes, No, or leave it blank and answer the question on a case-by-case basis with the Default State RAC to Y/N drop-down list. The question reads: Do you anticipate preparing a State RAC for this taxpayer in the future? 14. Mark the Silently Save Returns on Close checkbox to save the return when it is closed rather than asking if it s safe to save changes. 15. Enter a number in the Auto Save after Mins field to automatically save returns in the configured time frame. For example, enter 1 to save every 60 seconds. 16. Select the Enable CrossLink Backup option to add the backup feature to the Work in Progress Summary. Otherwise, it is not displayed. 17. The Individual and Business Billing Schemes selected for the office display at the bottom of the Defaults page. To view downloaded Defaults within CrossLink 1040: 1. Select the Setup menu. 2. Click Office Setup. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 50

52 Options are viewable on Defaults tab. Click Save and Continue to proceed to Validation Checks. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 51

53 Validation Checks CrossLink s Tax Return Audit System may be customized to help meet IRS regulations and assist new preparers by ensuring due diligence when completing tax returns. The Validation Checks page is divided into six sections: Earned Income Credit: diagnoses issues concerning EIC, such as Relationship, Age, and Residency; Head of Household: locates problems with Head of Household, such as Household Members, Support, and Marital Status; Schedule A: detects trouble concerning donations and deductions reported on Sch A; Additional Forms and Schedules: discover missing or incomplete forms and schedules, such as a W-2 with State information without a State attached to the return; American Opportunity Credit: displays errors concerning the American Opportunity Credit; Tax Alert: warns of any additional omissions, such as Social Security retirement age, Unemployment compensations and First Time Homebuyer repayments. Select a checkbox to display a warning concerning that specific situation during the tax return verification process. Complete additional worksheets to confirm and validate the information in question. 1. Once the tax return is complete, click Verify to run the Tax Return Audit. The Return Errors Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 52

54 and Rejects window displays. 2. Double-click the validation messages to display the Diagnostic Worksheet. 3. Complete the Diagnostic Worksheet to verify information. Note: We recommend enabling the entire Tax Return Audit system. Not only is this system helpful for new preparers, but it can ensure all preparers are meeting their due diligence requirements with each return. To view downloaded Validation Checks within CrossLink 1040: 1. Select the Setup menu. 2. Click Office Setup. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 53

55 Options are viewable by clicking the appropriate button on Auth/Audits tab Click Save and Continue to proceed to Text Messages. Text Messages Send text messages to taxpayers using CrossLink s integrated text messaging feature, TextLink. Taxpayers must have a cell phone and a text messaging plan from their service provider in order to receive text messages. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 54

56 CrossLink 1040 provides three TextLink configuration options: Mail Settings: enter a Google Gmail address and Password in the Mail Settings section. Register for a Gmail account with the Register for a FREE Google account button. TextLink messages appear to originate from this Gmail address, and taxpayer responses are delivered directly to the Gmail account; Advanced SMTP Settings: if the business has its own text messaging server, enter the server s URL and Port number in the Advanced SMTP Settings section; TextLink Plus: use the Central Site to handle all text messaging, and send messages and receive replies right on the Work in Progress Summary. Please talk to your Sales Representative for more information concerning TextLink Plus. 1. While completing the Client Data worksheet, enter the taxpayer s Cell phone number and Cell Phone Carrier, and mark the Text Message checkbox. 2. Then, to send a text message, click the Send Text button in the toolbar. 3. Type your text message in the TextLink Text Messaging Option window and click OK. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 55

57 To view downloaded TextLink settings within CrossLink 1040: 1. Select the Setup menu. 2. Click Office Setup. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 56

58 TextLink configuration may be viewed on the TextMsg tab. Click Save and Continue to proceed to Restricted Forms. Restricted Forms Limit preparers from adding or completing specific IRS and State forms within CrossLink Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 57

59 1. Use the Pick State drop-down list to pick US Federal (IRS) or State forms. The Restricted Forms table displays. 2. Mark the appropriate box for the form or schedule to be restricted. Restrict Add: limits the preparer s ability to add specified forms to the tax return; Restrict Edit: prevents a preparer from entering information on specified forms In the example below, a preparer may not add Form 1040, but may edit one; a preparer may add Form 1040 A, but may not edit one; a preparer may not add or edit Form 1040 EZ. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 58

60 3. Additionally, unmark the Access Restricted Forms option in Access Level configuration to prevent the preparer from adding or changing forms with restrictions. The preparer receives a Restricted Forms warning when attempting to add or edit a restricted form. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 59

61 To view downloaded Restricted Forms settings within CrossLink 1040: 1. Select the Setup menu. 2. Click Restricted Forms/Fields Setup. Settings display on the Restricted Forms tab. Click Save and Continue to proceed to Restricted Fields. Restricted Fields Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 60

62 Similar to Restricted Forms, limit preparers from editing specific fields within a tax form. 1. First, locate the eight-digit CrossLink Field Code: a. Open a tax return. b. Click in a field. c. Look at the bottom of the CrossLink 1040 window, beneath Active Options, for the eight-digit code in brackets. 2. In the Field Names box on the Restrict Fields page, type the 8 digit field code found within CrossLink 1040 without brackets. 3. To restrict multiple fields, enter the Field Codes separated by a comma. Similar to Restricted Forms, if the preparer attempts to enter or edit data on a restricted field, a Field Modification Restricted warning displays directly on the field. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 61

63 To view downloaded Restricted Fields settings within CrossLink 1040: 1. Select the Setup menu. 2. Click Restricted Forms/Fields Setup. Settings display on the Restricted Fields tab. Click Save and Continue to proceed to User Logins. User Logins Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 62

64 As part of securing tax data, users must log into CrossLink 1040 each time they open it. Create and assign unique login accounts to individual preparers to track their use of CrossLink Tie productivity reports to specific preparers, control user s access to the many features of CrossLink, as well as pull information in the Paid Preparers database into the bottom of Form At first, if no User Logins have been configured, the page is blank but for a Create a new login button. Click Create a new login. The Manage User Login Detail page is displayed. 2. Type a unique identifier for each user in the Login ID field. The Login ID is used, along with the user s password, to open CrossLink Type the user s full name in the Login Name field. 4. Enter the user s password in the Password field. 5. Verify the password by retyping it in the Confirm Password field. The Password is used, along with the user s Login ID, to open CrossLink. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 63

65 6. Select User must change password at next login to prompt the user to change the password the first time they log into the program, allowing each user to choose their own password for their login account. 7. Select an Access Level for each user. The access level determines the user s access to CrossLink Type the Preparer ID configured for this user in the Paid Preparer database into the Preparer Shortcut ID field to connect preparer information to the login account. Preparer information will then pull into the bottom of Form 1040 automatically, lessening the time it takes to complete a return. Tip: Use the user s initials as the Preparer Shortcut ID. The Preparer Database is configured after the User Login. A person s initials are unique enough and easy enough to remember while configuring the Preparer Database. 9. Mark Training Returns Only to prevent the CrossLink user from creating returns outside of Training Return mode. 10. Select Show Fees in Transmit Filter Window to display preparation fees in the Transmission Filter window of the Transmit to Central Site queue. 11. The Itemized Form Billing Summary appears at the bottom of the Invoice Billing & Pmts worksheet. Leave Display Invoice short form unmarked to display the entire summary. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 64

66 Mark the Display Invoice short form checkbox to prevent itemized form billing from displaying at the bottom of the Invoice Billing & Pmts worksheet. Only a Total Itemized Form Billing Amount is displayed. 12. Select Hide Work in Progress Counts to conceal the tallies displayed on the Work in Progress Summary. Visible Work in Progress Counts Hidden Work in Progress Counts Click Save and Close to return to the Logins page, where the all logins for the office are displayed. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 65

67 Column # The table s row number. Description Select the Login to copy to another office. Login ID Login Name Access Level Last Published Last Updated The login ID configured for this user. The name of the user. The access level selected for the user. The date the login was last made available for download; this box appears red if the login was edited and not published; this box turns green once the login is published. The date the login was last edited. Edit the Login configuration. Delete a Login. Click the blue arrow to make the Login available for download. Click the Create a new Login button to continue making logins for other users; Click Publish all valid logins to make all completed logins available for download; Select All will checkmark all logins; Deselect All removes the checkmark from all logins; Use the Copy Selected to Offices button to duplicate a login to another office; Cancel opens the Manage ERO/Office Setup main page. To view downloaded User Logins within CrossLink 1040: 1. Select the Setup menu. 2. Click Login Accounts. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 66

68 User Logins appear in the Login Accounts window. Click View next to Manage Database on the left to continue to ERO database settings. Manage Databases Office Management provides a way to remotely edit the EF Originators database, the Paid Preparers database, the Referral database and the User Status Codes database. ERO Database: known as the EF Originators database within CrossLink, the ERO database contains EFIN information that may be imported into Form 8879; Preparer Database: known as the Paid Preparer database within CrossLink, the Preparer database contains preparer information to be imported into the bottom of Form 1040; Referral Database: contains marketing and referral information used on the Referral section of the Client Data worksheet; User Status Codes Database: contains customized status that may be applied to tax returns. When Manage Databases is selected, a Database menu appears on the left-hand side of the page, granting ease of movement between the individual settings. The symbol denotes options that have been configured; The symbol denotes options that require attention; Click to display a specific database. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 67

69 ERO Database Information entered in the ERO database can be imported automatically into Form 8879 for every tax return. 1. At first, if the ERO database has not been configured, the page is blank but for a Create a new EFIN record button. Click Create a new EFIN record. The Manage User EFIN Detail page is displayed. 2. Type an EFIN in the Electronic Filer ID field. The EFIN can belong to an individual or to the business. If this EFIN is the same as the Default EFIN entered on the Electronic Filing page, the information pulls directly into Form Enter the PTIN or SSN associated to the EFIN owner into the SSN/PTIN field. 4. In the EIN field type the business employer identification number. 5. Select the Self Employed checkbox if the owner of the EFIN works for themselves instead of an employer. 6. Type the name of the business in the ERO s Name field. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 68

70 7. Enter the business physical address in the Firm s Address field. 8. Continue entering the business physical address in the City, State, and Zip fields. 9. Type the business phone number in the Office Phone field. 10. Enter the Service Bureau s ID number in the Service Bureau (EFIN) field. If the business does not have a SBID leave this field blank. 11. If you are preparing returns for CA, CT, IL, MN, NC, NJ, NY, OR or WI, select the appropriate state using the Special Bank App Location drop-down list. If you do not prepare returns for these states leave this blank. 12. Type a Personal Identification Number to be entered on all tax returns prepared with this EFIN in the PIN field. CrossLink automatically enters this number on Form 8879 for each tax return. 13. Some States require a preparer to be certified to prepare taxes for their State. A training course is taken, followed by a learning assessment, and, if the assessment is passed, ends with a certification. Type the State certification information in the ERO State Identification Number section. State 1 & State 2: Type the state designator; Identification: Enter the certification number provided by the state. Click Save and Close to return to the ERO databases page, where all of the ERO database records are located for this office. Click the Create a new EFIN record button to continue making ERO database entries for other users; Click Publish all valid EFINs to make all completed ERO databases available for download; Select All will checkmark all EFIN records; Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 69

71 Deselect All removes the checkmark from all EFIN records; Use the Copy Selected to Offices button to duplicate a ERO database entries to another office; Cancel opens the Manage ERO/Office Setup main page. Column # The table s row number. Description Select the EFIN record to copy to another office. EFIN ERO s Name Last Published Last Updated The EFIN used in this record. The name of the EFIN owner. The date the EFIN record was last made available for download; this box appears red if the EFIN record was edited and not published; this box turns green once the login is published. The date the EFIN record was last edited. Edit the EFIN record. Delete an EFIN record. Click the blue arrow to release all EFIN configuration settings for this specific office. Click the tiny bank to release just bank enrollment information for this specific office. This will not publish the all ERO database information. To view downloaded ERO database records within CrossLink 1040: 1. Select the Database menu. 2. Click EF Originators. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 70

72 ERO database records appear in the EF Originators window. ERO Database information is entered at the bottom of Form 8879 of every return automatically. Click View next to Preparer Database on the left to continue to Preparer database settings. Preparer Database Information entered in the Preparer database is imported into the bottom of Form 1040 of every tax return automatically. 1. At first, if the Preparer database has not been configured, the page is blank but for a Create a new preparer record button. Click Create a new preparer record. The Manage User Paid Preparer Detail page is displayed. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 71

73 2. Type a unique identifier for each preparer in the Preparer ID field. This must match the Preparer Shortcut ID entered for this preparer s User Login. Tip: Use the user s initials as the Preparer ID. A person s initials are unique enough and easy enough to remember while configuring the User Logins. 3. Select the Self Employed checkbox if the preparer works for themselves instead of an employer. 4. Type the preparer s Social Security Number in the SSN field. 5. Enter a 5 digit PIN to be applied to third party designee in the Third Party Designee PIN field. 6. Type the full name of the preparer in the Preparer s Name field. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 72

74 7. Type the name of the business in the Firm s Name field. 8. In the EIN field type the business employer identification number. 9. Enter the preparer s Preparer Tax Identification Number in the PTIN field. 10. Enter the business physical address in the Firm s Address field. 11. Continue entering the business physical address in the City, State, and Zip fields. 12. Select a type for the preparer using the Preparer Type drop-down list: Certified Public Accountant Enrolled Agent Tax Attorney Registered Tax Returns Preparer 13. Enter your Centralized Authorization File Number (CAF), if appropriate, in the CAF field 14. Type the business phone number in the Office Phone field. 15. Enter the preparer s cell number in the Cell Phone field. 16. Choose the preparer s cell phone carrier using the Cell Phone Carrier drop-down list. 17. Type the preparer s Electronic Filing Identification Number in the EFIN field. Leave this field blank if the preparer doesn t have an EFIN. 18. Enter the preparer s address in the field. 19. Some States require a preparer be certified to prepare taxes for their State. A training course is taken, followed by a learning assessment, and, if the assessment is passed, ends with a certification. Type the State certification information in the State Identification Number section. State 1 & State 2: Type the state designator; Identification: Enter the certification number provided by the state. Click Save and Close to return to the Preparer databases page, where all of the preparer database records are located for this office. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 73

75 Column # The table s row number. Description Select the Preparer record to copy to another office. Preparer s ID Preparer s Name Last Published Last Updated The Preparer ID associated with this preparer. The name of the preparer. The date the preparer was last made available for download; this box appears red if the preparer was edited and not published; this box turns green once the login is published. The date the preparer record was last edited. Edit the preparer record. Delete a preparer record. Click the blue arrow to release Preparer Database configuration for this specific office. Click the Create a new preparer record button to continue making preparer database entries for other users; Click Publish all valid preparers to make all completed preparer databases available for download; Select All will checkmark all preparers; Deselect All removes the checkmark from all preparers; Use the Copy Selected to Offices button to duplicate a preparer database entries to another office; Cancel opens the Manage ERO/Office Setup main page. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 74

76 To view downloaded Preparer database records within CrossLink 1040: 1. Select the Database menu. 2. Click Paid Preparers. Preparer database records appear in the Paid Preparer window. Preparer Database information is entered at the bottom of Form 1040 of every return automatically. Click View next to Referral Database on the left to continue to Referral database settings. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 75

77 Referral Database Track which of the business marketing strategies is bringing customers into each office, and use that information to spend your marketing dollars more wisely. Customize the Referral Database to match choices up to the business strategies. 1. At first, if the Referral Database has not been configured, the page is blank but for a Create a new Referral record button. Click Create a new Referral record. The Manage User Referral page is displayed. 2. Enter any unique number in the Sequence Number field. 3. Type a short description of the referral in the Referral field. 4. Click Save and Close to return to the Preparer databases page, where all of the referral database records are located for this office. Click the Create a new Referral record button to continue making referral entries for other users; Click Publish all valid referrals to make all completed referral records available for download; Select All will checkmark all referrals; Deselect All removes the checkmark from all referrals; Use the Copy Selected to Offices button to duplicate a referral entries to another office; Cancel opens the Manage ERO/Office Setup main page. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 76

78 Column # The table s row number. Description Select the Referral record to copy to another office. Sequence Number Referral Last Published Last Updated The number associated with this referral record. The referral s description. The date the referral record was last made available for download; this box appears red if the referral record was edited and not published; this box turns green once the login is published. The date the referral record was last edited. Edit the referral record. Delete a referral record. Click the blue arrow to release Referral configuration for this specific office. To view downloaded Referral database records within CrossLink 1040: 1. Select the Database menu. 2. Click Referrals. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 77

79 Referral records appear in Referrals window. Referral information is entered on the Client Data worksheet by selecting Choices while on the Referral Type field. Click View next to User Status Codes on the left to continue to User Status Codes database settings. User Status Codes Customize tax return statuses in CrossLink 1040 to match office processes. 1. At first, if the User Status Codes Database has not been configured, the page is blank but for a Create a new Status Code button. Click Create a new Status Code. The Manage User Status Code page is displayed. 2. Enter any unique number in the Status Code field. 3. Type a short description of the referral in the Description field. 4. Click Save and Close to return to the User Status Codes page, where all of the User Status Code records are located for this office. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 78

80 Column # The table s row number. Description Select the Status Code record to copy to another office. Status Code Description Last Published Last Updated The number associated with this Status Code. The Status Code s description. The date the Status Code record was last made available for download; this box appears red if the Status Code record was edited and not published; this box turns green once the login is published. The date the Status Code record was last edited. Edit the Status Code record. Delete a Status Code record. Click the blue arrow to release Status Code configuration for this specific office. Click the Create a new Status Code button to continue making Status Code entries for other users; Click Publish all valid status codes to make all completed Status Code records available for download; Select All will checkmark all Status Code records; Deselect All removes the checkmark from all Status Codes; Use the Copy Selected to Offices button to duplicate a Status Code entries to another office; Cancel opens the Manage ERO/Office Setup main page. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 79

81 To view downloaded Status Codes database records within CrossLink 1040: 1. Select the Database menu. 2. Click User Status Codes. Status Code records appear in User Status Codes window. Status Codes are applied on the Information and Status worksheet by selecting Choices while on the User Status field. Configuration for an office concludes with User Status Codes setup. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 80

82 1. To continue configuring the next office click the Back to Manage Offices button located at the bottom of the left-hand menu. 2. Click on the Green Plus icon to begin configuring the next new office. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 81

83 Publishing & Downloading Configuration Office Management configuration must be published in order for an office to download setup information into CrossLink Publishing tells the Central Site to make the configuration settings available the next time the office transmits. Publishing Office Management Configuration Office Management configuration may be published as a whole, or options may be published separately. Each item in the Office Management menu may be published individually. For example, to publish just Organizational Groups: 1. Select Group Configuration from the Office Management menu. 2. Click the Blue Up-arrow icon. The Last Published column turns green and provides a time stamp detailing when item was published. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 82

84 All Office Management configuration, except databases, may be easily published simultaneously with a single click on the Manage ERO/Office Setup page: 1. Select Manage ERO/Office Setup from the Office Management menu. 2. Click the Blue Up-arrow icon. Notice there are two publish columns ERO and Office. These publish different settings. Clicking the publish arrow in the ERO column publishes all configuration options for this specific office, except the databases. Anything configured under Manage Databases must be published individually. Clicking the publish arrow in the Office column publishes Office Setup configuration options for this specific office. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 83

85 The Office publish arrow only publishes the following Office Setup configuration: User ID Information; Billing/Fee Information; Message Delivery; Desktop Settings; Registration Settings; Printer Settings; Electronic Filing; Overrides; Defaults; Validation Checks; Text Messages. Additionally, notice the Publish ERO and Publish Office Setup button. These can be used while in Manage ERO/Office Setup. When an office s configuration is published, it changes from red to green. Office Management is also notified whether or not the configuration has been downloaded by the office, and the Picked Up column will change from No to Yes. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 84

86 Installing CrossLink 1040 Once ERO/Office Setup and the Databases have been published the office is ready to install the CrossLink software. Each office may download the software directly from the CrossLink Customer Portal. 1. Log into using the office s User ID number and password. 2. Select CrossLink Downloads from the Downloads menu. 3. Click the purple icon to begin the download. After the software is installed, the CrossLink First Time Setup window displays. Office Management configuration is downloaded during this initial configuration phase. 1. On page one of initial configuration, enter the office s User ID and Password in the bottom two fields. The office s User ID and Password can be found on the Manage ERO/Office Setup page. 2. Click Next. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 85

87 3. CrossLink 1040 then transmits to the Central Site and downloads any published Office Management configuration. The transmission is viewable in real time at the bottom of the initial configuration window. 4. The next five pages of initial setup will be competed with information downloaded from the Central Site. The fields are greyed out to prevent alteration of key data. Note: Published Office Management information supersedes configuration data already entered into CrossLink 1040 by the sub-site. Office Management data over-writes any resident data. Editing Office Management Configuration Make changes to Office Management configuration at any time, day or night, even during the tax season. There are a few things to keep in mind. All configuration options for an office may be accessed via the Manage ERO/Office Setup page. 1. Select Manage ERO/Office Setup from the Office Management menu. 2. Click on the Pencil icon to edit an office s configuration. 3. When complete, Publish the changes. 4. Have the office transmit to retrieve new configuration data. Configuration data is applied to the software automatically. The office does not need to apply the changes. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 86

88 To search for an office: 1. Select User ID from the Search drop-down list. 2. Type the office s User ID. 3. Click Search. Alternately, search for an office by status: 1. Select Status from the Search drop-down list. 2. Type the status: Published: all published offices Unpublished: all unpublished offices Not Configured: any office that has yet to be configured Picked Up: offices that have transmitted and received configuration settings Hidden: any office marked as hidden. 3. Click Search. Managing Tax Returns CrossLink Office Management provides the ability to gather all tax returns and related data from across the entire operation for storage in a centralized location. Tax returns and related data are sent between the originating sub-office and the Master User. Complete returns, including paper returns, incomplete returns, such as tax estimates, documents scanned into the Document Archive, and over-the-counter payments reported in the Tax Returns Payment database are all reported directly to the Master User regardless of user intervention. Two different office configuration types determine the flow of tax returns: Transmit: allows the sub-office to e-file directly with the IRS and states; the Master User receive copies of all tax returns and related data as the return is submitted; Feeder: all tax returns and related data are sent to the Master User instead of the IRS and states; it becomes the Master User s responsibility to review and transmit tax returns on behalf of a sub-office. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 87

89 Choose the best method of inspecting productivity throughout your operation: configure a suboffice as a transmitter and inspect random returns at your leisure, or configure a new sub-office as a feeder to ensure each return meets the business quality standards before it s submitted to the IRS. As sub-offices process returns, work is reported to the Master User with each transmission. Transmit with the Master User throughout the day to retrieve tax data. Transmit Office Processing An office designated as a Transmit site is allowed to file returns directly to the IRS. 1. To configure a sub-office as a Transmitter, begin by clicking Manage ERO/Office Setup in the Office Management menu. 2. Click the Pencil icon to edit office configuration. 3. On the User ID Information page, select Transmit using the Transmit Type drop-down list. Save the changes. 4. Click View next to Message Delivery. 5. Select Master User receives a copy of all Tax Returns and Master User receives a copy of all Documents to set the system to send a copy of each tax return and related documents from the sub-office to the Master User. 6. Send federal and state acknowledgements and rejections to both the sub-office and Master User; use the Messages drop-down list to select Master User & Owner. 7. Elect to print refund checks on behalf of the sub-office or allow the sub-office to print its own checks; make the appropriate selection with the Check Printing drop-down list. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 88

90 At the sub-office, on the Work in Progress Summary, Transmit to Central Site displays in the Transmit Queue. Tax returns flow directly to Return Selection on the Master User, accessible by clicking Select a Return from the Work in Progress Summary. Transmit Office Master User Transfer a tax return to the Master User without e-filing by following these steps: 1. Open the tax return. 2. Click the Queue button on the toolbar. If the verify Return Errors and Rejects window appears, click the Next button (you may need to clear verification errors to enable the Next button). 3. The Queue Return for Transmission window displays; select the Submit for Diagnostics check box and click Queue. 4. Have the office transmit from the Work in Progress Summary. 5. Transmit with the Master User to retrieve the tax return. Feeder Office Processing An office designated as a Feeder site is not allowed to file returns directly to the IRS. Returns flow to the Master User, where they are reviewed and submitted to the IRS on behalf of the suboffice. 1. To configure a sub-office as a Feeder, begin by clicking Manage ERO/Office Setup in the Office Management menu. 2. Click the Pencil icon to edit office configuration. 3. On the User ID Information page, select Feeder using the Transmit Type drop-down list. Save the changes. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 89

91 4. Click View next to Message Delivery. 5. Select Master User receives a copy of all Tax Returns and Master User receives a copy of all Documents to set the system to send a copy of each tax return and related documents from the sub-office to the Master User. 6. Send federal and state acknowledgements and rejections to both the sub-office and Master User; use the Messages drop-down list to select Master User & Owner. 7. Elect to print refund checks on behalf of the sub-office or allow the sub-office to print its own checks; make the appropriate selection with the Check Printing drop-down list. Note: Remember, the Message Delivery options on this page use the term Main Office when referring to the Master User. Be sure to understand that the Main Office and Master User are two separate installations of CrossLink It says Main Office here, but it means Master User. At the sub-office, on the Work in Progress Summary, Transmit to Main Office displays in the Transmit Queue. Feeder Office Tax returns flow to the Verify Retrieved section of the Master User, under the Exceptions/Rejects section of the Work in Progress Summary. Master User Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 90

92 Master User Processing Tax returns received by the Master User remain in the Retrieved from Another Computer status, in the case of a Feeder Office, or Suspended, if transferred from a Transmit Office. Locate transferred tax returns via the Status Summary List on the Work in Progress Summary. Double-click Retrieved from Another Computer to display all returns transferred from sub-offices. The originating office can edit the tax return, clear verification issues, and send to the Transmit Queue at any time without receiving the transferred return back from the Master User. Note: If the Master User sends the return back to the originating office, the Master User version will overwrite the sub-office version. Be careful not to change a tax return in review unless the Master User will not be transferring it back to the sub-office. Send returns back to the originating office from the Master User by following these steps: 1. Open the tax return on the Master User; 2. Click Return on the menu bar; 3. Click Transfer Return; 4. Click Yes The tax return is sent back to the originating office with the next transmission. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 91

93 Master User Unlock Tax Return Utility When a Feeder Office transmits a tax return to the Master User it is locked from further processing. The lock prevents the Feeder Office from submitting a newer version of the tax return while the same return is being reviewed on the Master User. The return will need to be unlocked at the Master User if the Feeder Office wants to transmit it again for any reason. For example, a Feeder Office transmits a complete tax return to the Master User for review. The taxpayer returns with another W-2. The preparer updates the return and transmits it to the Master User again. The Feeder Office receives a Secure Support , accessible under the Other Items section of the Work in Progress Summary, and is unable to submit the updated tax return to the Master User. The Secure Support reads: Your submission of SSN was blocked by a lock on that SSN. Please contact your Main Office to unlock To unlock a tax return: 1. Open the Master User. 2. Click Utility on the menu bar. 3. Click Unlock Tax Return. 4. Type the affected SSN and click Unlock. The Master User sends the unlock request to the Central Site. The Central Site responds with one of three messages: Successfully Unlocked: the lock has been successfully removed from the tax return; the Feeder Office is able to resubmit. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 92

94 Already Unlocked: the tax return is not locked. Not Under Main Office: the tax return is not available within the Master User. Management Dashboard Reporting Quickly and easily gain access to reports detailing productivity across the operation. View reports in the CrossLink software or from the CrossLink Customer Portal. Management Dashboard Reporting Overview We provide multiple pathways to view up-to-date information concerning sub-offices. Since the Master User gathers tax returns and related data from all sub-offices, all the normal CrossLink 1040 reports may be used Standard and Extended reporting as well as the Management Dashboard reports and Customer Portal reports allowing you to inspect what you expect. Note: Management Dashboard reporting is an available feature of the CrossLink 1040 desktop software any office can benefit from Management Dashboard reports. However, only the Master User is able to report on the whole operation; sub-offices see only the information relevant to their specific office. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 93

95 CrossLink Customer Portal Customer Portal reports, available under the Reports tab on the CrossLink Customer Portal, provide access to 29 distinct reports, divided into three sections: Administrative: provides information concerning Protection Plus, Fee Option, as well as lists returns by preparer; Financial: provides multiple reports regarding fee and financial information, including Funded Bank Products and Year to Year Summaries; Status: provides information concerning the status of tax returns. Simply select the individual report from the menu to run it. CrossLink 1040 Management Dashboard reports can be accessed within CrossLink 1040 via the Management Dashboard option within the Tax Returns section of the Work in Progress Summary. Every office may access and use the Management Dashboard reports for their own benefit. Sub-office can report on its own tax returns, but only the Master User is able to report on the business as a whole as it collects tax returns and related data from all sub-offices. Controls for Management Dashboard reports appear across the top. Dashboard Type: use this drop-down list to choose one of seven dashboard reports; Group: use this drop-down list to select the organizational group; Start: enter a beginning date range; End: enter an ending date range; Go: click this button to list the report results. Petz Enterprises, LLC. Office Management & Management Dashboard User s Guide 94