Processing the Return

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

Client Info:

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

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  • Should any of this information need to be edited, click on which line item needs to be changed and this will open the Refunds & Payments Due Action Menu on the right. This is your editing window for these line items.
  • Here you are able to edit: 
    • Authority
    • Amount
    • Whether this is a Refund or a Payment Due 
  • Once Editing is complete, click "Update" 
    • These changes will be reflected in the upper left window immediately

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  • Additionally, on the right, there will be an “Actions” pane with expandable panels for “Return Information”, “Taxpayer” and “Spouse” (if applicable).
  • Return Information: Please verify that the following fields are correct:

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    • Client ID
    • Partner
    • Engagement Type
    • Tax year
    • If this is a joint return, the “Married Filing Joint” checkbox will be checked and there will be Spouse information listed below the Taxpayer information
  • Taxpayer: Please confirm/enter the following information:

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  • Name: Extracted from the return
  • Address, City, State, ZIP: Extracted from the return
  • DOB: Not required, but can be entered.  This is required for IRS KBA requirements.  If you do not provide it, the taxpayer and spouse will be required to enter it before initiating the KBA process. 
  • Email Address: REQUIRED. You will need to enter the email address for your Primary Taxpayer.
  • Spouse:

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  • Name: Extracted from the return
  • Address, City, State, ZIP: Extracted from the return
  • DOB: Not required, but can be entered.  This is required for IRS KBA requirements.  If you do not provide it, the taxpayer and spouse will be required to enter it before initiating the KBA process. 
  • Email Address: NOT REQUIRED. It can be entered if you know it, otherwise we will request the taxpayer to provide it for us. 

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

 

Group Tab:

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  • On the left, there will be a list of all groupings recognized by SafeSend Returns:
    • Transmittals
    • Tax Returns
    • E-File Authorizations
    • Vouchers
    • Invoices
    • Deleted
  • Navigation through Groupings:
    • You will be able to scroll through all of the documents under each group using the scroll wheel on your mouse.
    • You may also narrow your search by using the Group tabs on the left (shown above).

 

  • If any pages need to be moved into another grouping, you can move them via the following:
    • Drag them from one group to another.  Hovering over a page will show a four-way cross image.  If you click and hold, you can then drag the page into the appropriate grouping on the left.  
    • Click on the box in the top-right corner of the page.  You can select multiple pages and then click the yellow Move To drop-down to move all pages to the selected group.
  • If any pages need to be deleted, you can:
    • Check the box in the upper right of the specific page that needs to be deleted and click the delete button in the upper right.
    • Drag the page that needs to be deleted into the Delete group.
    • NOTE: Deleting a page will not affect the original document, but the pages that are deleted will not be sent to the client.

IMPORTANT:  If SafeSend Returns fails to properly categorize a page of the return, please report a problem from within the return to notify our support team for assistance. This will also provide them with the needed information regarding the return.  

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

 

Transmittals:

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  • On the left are all of the Transmittal pages in order.  The bracketed number is the page of the return that it was pulled from.  You can click through them to view them.
  • You can also use the navigator above the pages to move through your transmittals.
    • << Moves to the first page presented in the Transmittals tab.
    • < Moves one page backward.
    • > Moves one page forward.
    • >> Moves to the last page presented in the Transmittals tab.
    • The text box at the end allows you to move to a specific page within the Transmittals or see where a specific Transmittal is located.
  • The yellow Move To drop-down allows you to take the currently highlighted page and move it to a different section of the return as necessary.
  • The “Revert” icon to the left of zoom takes the page back to normal zoom and exits the controls.
  • The zoom button allows you to zoom in and out of a page for better viewing.  After clicking zoom, you can left-click to enhance the page and right-click to zoom out.

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

 

Tax Returns:

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  • On the left are all of the tax return pages in order.  The bookmark name is displayed.  You can scroll through to locate specific pages.
  • You can also use the navigator above the previewer to move through your transmittals.
    • << Moves to the first page presented in the Tax Returns tab.
    • < Moves one page backward.
    • > Moves one page forward.
    • >> Moves to the last page presented in the Tax Returns tab.
    • The text box at the end allows you to move to a specific page within the tax return or see where a specific page is located.
  • The yellow Move To drop-down allows you to take the currently highlighted page and move it to a different section of the return as necessary.
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  • The zoom button allows you to zoom in and out of a page for better viewing.  After clicking zoom, you can left-click to enhance the page and right-click to zoom out.  Click the zoom button again to restore the page to default zoom and restore your mouse.

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

 

E-File:

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  • Above the thumbnail preview of the e-file page are the following options:
    • Move To allows you to move a page out of the E-File grouping.  Expanding this will allow you to move the current pages from E-File Authorizations into another group (Transmittals, Tax Returns, Vouchers, Invoices, Deleted)
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    • The Zoom button will open the ability to zoom onto the page.  Left-clicking will zoom onto the page.  Right-clicking will zoom out.  Clicking the button again will return the page to the default zoom and return your mouse to normal function.
  • All E-File Authorizations will appear in this tab.  You can see them all listed on the left.
  • If your firm has decided to use the E-Sign options, you will see Signature & Date boxes, highlighted in yellow, for each signer on each e-file authorization you select
    • You will also see Signature & Date boxes for any other signer of this e-file authorization
    • You are able to move or delete these boxes

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

 

Vouchers:

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  1. Delete $0 Vouchers.  This button will automatically delete all vouchers without any amounts attached.  If the button is not showing, there are no $0 vouchers to delete.
  2. Add Voucher.  You can manually add a voucher to the return, filling in the information in the pane on the right (#6)
  3. Move To button.  If you find a page is misplaced, or you don't want it in the Vouchers section, you can click this button to open a drop-down and move the page to the correct location (including Deleted).
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  5. Zoom button.  Selecting this will bring up a large zoom section that you can manipulate.  Left-clicking on an area will zoom in.  Right-clicking will zoom out.  Click the Zoom button again to cancel this mode and return to the default view.
  6. On the right is the Voucher Details pane.
    • Actions: you will see information here about the currently selected voucher, including:
      • Authority
      • Payment Type
      • Due Date
      • Voucher Amount
    • These fields are editable.

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

 

Invoices:

 

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  1. Move To button.  If you find a page is misplaced, or you don't want it in the Invoices section, you can click this button to open a drop-down and move the page to the correct location (including Deleted).
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  3. Zoom button.  Selecting this will bring up a large zoom section that you can manipulate.  Left-clicking on an area will zoom in.  Right-clicking will zoom out.  Click the Zoom button again to cancel this mode and return to the default view.
  4. On the right is the Action pane.
    1. Actions: you will see information here about the currently selected voucher, including:
      • “Invoice Amount” will need to be entered, if you are sending an invoice. SafeSend Returns does not read the amount from the invoice automatically
      • If your firm’s settings allow for you to not send an invoice, you can check that box here.
      • If your firm’s settings allow for it, you can click “Replace Invoice” and select a different invoice to be sent to the taxpayer

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

 

Attachments:

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  • If you need to send your client any additional documents, you can do so from the Attachments tab
  • To add documents, simply drag them into the “Drag files here” box or click to open up a File Explorer to select your files from there.
  • Once added, your file will appear to the right of the upload box.  This will include name, file size, date of upload, and the uploader's name.
  • You may also add instructions to your document for your client.  Click on the blue link to open up a window to type instructions out for your client in regards to the attachment.
  • If you upload a document in error you can click the red 'X' next to the attachment in order to remove it.

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

 

Delivery Options:

 

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DeliveryOptions2.pngTaxpayer Dashboard

  • Taxpayer Preview will open up a new tab that will let you see the return from the taxpayer's perspective.
  • Contact Person allows you to decide who appears as the contact person for the taxpayer. You may select any User in the drop-down.
  • Message From Preparer
    • You can add a message from the preparer that will appear to the taxpayer after they have completed the authentication screen.
    • You can select a message from the drop-down.
    • You can click 'New' in order to open an HTML editor, allowing you to create a new message to the recipient and add hyperlinks, adjust the font size, the color of text, etc.
    • View/Edit: opens an HTML editor allowing you to edit an existing message; add hyperlinks, adjust the font size, the color of text, etc.
      • Once your message has been completed, click “Update” and you will be taken back to the Delivery Options tab
      • Once a message has been added, the “View” button is removed and an “Edit” button appears

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Email Notifications

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  • Deliver First to: Here you can select who the return will be delivered to first either Taxpayer or Spouse.  This option only appears for Joint Filed Returns.
  • Sender Name: You can select whose name is on the email notifications that the client will receive.
    • These notifications include: Initial Notification, Voucher Reminders, and Download E-Signed Form.
    • Please note: the email address will always be noreply@safesendreturns.com and cannot be changed.
  • Notify When Signing is Complete: You can decide who in the firm will receive any signing event notifications.
    • These notifications include: Your tax return is signed by all signers, Opted out of signature, e-file authorization forms received.

 

Vouchers

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  • Voucher Reminder: You can toggle the voucher reminders on or off before sending the return, depending on preference.  You can turn the reminders back on after delivery by visiting the Actions drop-down in Delivered Returns.
  • Remind before: provides a list of options for reminder length.  Available reminders range from 1 day to 30 days.  The default in SafeSend Returns is 7 days.

 

Signature Options

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  • E-Sign: Your taxpayer will be able to either e-sign their e-file authorizations or they will be able to opt-out and manually sign and return them to you
    • Manual Sign and Return: This option removes the ability for your taxpayer to e-sign their e-file authorizations. Their only option will be to download and return to you (they will still be able to upload directly into SafeSend Returns, allowing you the ability to download)
  • Manual Sign and Return
    • Mailing Address: You can decide what address and fax number your clients sees, should they decide to manually return their e-file authorizations
    • These addresses are added in Settings/Signatures

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Finish Return Processing

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