Configuring ClientRelate

Transcription

ClientRelate User Guide
For desktop and Web versions of
ClientRelate (Pfx & Gfx)
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Part One - Introduction to CCH ClientRelate ProSystem fx (Pfx
version) ...................................................................................................... 4
Getting Started.........................................................................................................4
Logging Into Tax Research NetWork to Access ClientRelate ................................. 4
Using the ClientRelate Search Wizard .................................................... 7
Using the ClientRelate Search by Client Feature on Tax Research
NetWork...................................................................................................... 9
Using the ClientRelate Search by Service Feature on Tax Research
NetWork.................................................................................................... 14
Using the ClientRelate Search by Bulletin Feature on Tax Research
NetWork.................................................................................................... 20
NetWork.................................................................................................... 21
Working with the ClientRelate Results List .......................................... 26
Using the Saved Results Feature in the ClientRelate Search Wizard 31
Generating Client Letters Using the Mail Merge Feature .................... 33
Configuring ClientRelate Defaults ......................................................... 40
Using and Customizing Your My CCH Tab for Use with ClientRelate 42
Adding ClientRelate Bulletins to Your My CCH Tab .............................................. 42
Setting Up E-mail Delivery..................................................................................... 43
Viewing ClientRelate Bulletins from Your My CCH Tab ........................................ 43
Printing Letters Using the CCH Client Letter Toolkit on Tax Research
NetWork.................................................................................................... 45
Associating .DMW Files with ClientRelate — for Netscape Users ..... 47
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Part Two - Introduction to CCH ClientRelate Global fx (Gfx version) 49
Getting Started.......................................................................................................49
Using the Web (Gfx) Version of ClientRelate ........................................................ 50
Using the ClientRelate Search by Client Feature on Tax Research
NetWork.................................................................................................... 51
Using the ClientRelate Search by Service Feature on Tax Research
NetWork.................................................................................................... 56
NetWork.................................................................................................... 61
Tips for selecting a Bulletin search: ....................................................................... 64
Obtaining Your Search Results ............................................................. 65
Working with your Search Results ........................................................ 67
Configuring ClientRelate ........................................................................ 72
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Part One - Introduction to CCH ClientRelate ProSystem
fx (Pfx version)
Welcome to CCH® ClientRelate™, the innovative productivity tool that integrates the strength of
CCH® Tax Research NetWork™ with the power of ProSystem fx® Tax. ClientRelate helps you
identify specific clients that are affected by new tax law developments, pinpoint clients that may
benefit from additional services, and identify service areas that you can introduce into your
practice.
With ClientRelate, you will be more proactive with your clients, and you will be able to suggest
services to meet your clients’ needs more quickly and systematically than ever before. Providing
your clients with the most accurate and comprehensive range of services is only a click away with
ClientRelate!
Getting Started
Before you begin, please verify that ProSystem fx Tax has been updated with the new
ClientRelate software:
Confirm that you are running the latest ProSystem fx Tax version. If you are not running the latest
version, install the latest CD release, or click the e-fx Release icon on your desktop in your
ProSystem fx Tax program group to download the release from the Internet.
For network installations, run the Workstation Setup program in your ProSystem fx Tax program
group on each workstation that will be accessing ClientRelate. This will properly install and
register new system files associated with ClientRelate.
Note: If you have questions about installing ProSystem fx Tax or downloading ClientRelate,
please contact ProSystem fx Customer Support at 1-800-835-0105.
Logging Into Tax Research NetWork to Access ClientRelate
To use ClientRelate, you must first log into Tax Research NetWork:
• Point your Web browser to http://tax.cchgroup.com/network, and enter your Tax Research
NetWork User ID and Password (not your ProSystem fx or Global fx User ID and Password).
• Click the ClientRelate tab, and select one of the following options:
ClientRelate Bulletins: Allows you to view Bulletins, which alert you to new tax developments.
Each tax Bulletin includes a link that launches the ClientRelate Search Wizard and automatically
searches your ProSystem fx client data for clients that might be affected by the Bulletin.
ClientRelate Services: Allows you to view ClientRelate documents, including Service
Summaries. Each Service Summary includes a link that launches the ClientRelate Search Wizard
and automatically searches your ProSystem fx client data for clients that might be eligible for the
engagement.
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ClientRelate Search by Client: Launches the ClientRelate Search Wizard, which allows you to
search by client or a group of clients.
ClientRelate Saved Results: Allows you to launch the Wizard and go to the Saved Results tab
where you can retrieve any previously saved searches.
ClientRelate Practice Aids: Allows you to view all the Practice Aids available in one MS Word
document, with built-in hyperlinks directing you to a particular Practice Aid.
Archived Bulletins: Allows you to view archived Bulletins. These Bulletins are provided for
reference purposes only. They cannot be used to initiate ClientRelate searches.
ClientRelate User Guide: Allows you to download and print this guide.
ClientRelate Feedback: Allows you to provide feedback about ClientRelate. We welcome input
as well as enhancement suggestions. If you have a question that requires technical support,
please do not use this form. Instead, call 1-800-835-0105.
Note: CCH recommends that users only open and run one ClientRelate session at a time.
Running multiple sessions on the same workstation could drain available memory and cause
errors.
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ClientRelate Bulletins and Services
Bulletins and Service Summaries provide comprehensive information regarding the tax issue and
the Search Wizard. Editorial experts research a new tax development or service opportunity and
explain the issue in practical terms with planning notes, caution notes and other value-added
features. A list of key reference materials pertaining to the Bulletin or Service is also included for
further reference. In addition, the Bulletin or Service Summary describes the types of clients
affected by the Bulletin or Service, and the details of the Search Wizard criteria for selecting
those taxpayers.
Tip: Users will obtain the most benefit from ClientRelate by launching the Search Wizard from a
link within the Bulletin or Service Summary.
Following are snapshots highlighting some of the value-added information that a Bulletin and/or
Service Summary provides:
If you review this additional information prior to running the Wizard, you will better understand
how the Wizard selects appropriate client returns.
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Using the ClientRelate Search Wizard
The ClientRelate Search Wizard allows you to perform searches against your ProSystem fx
locally saved tax return files as well as tax return files you may have saved at ProSystem via the
Internet (Global fx). When the ClientRelate Search Wizard is launched, you will receive a prompt
to identify the source of your tax return files.
Note: Part Two of this guide contains instructions for using the Global fx version of ClientRelate
on the Web.
After you launch the Search Wizard, and the search packages have been downloaded, you can
close your Tax Research NetWork session. However, if you click the Bulletin, Summary, or
Engagement Planning button when viewing a Results List, you will have to log back into Tax
Research NetWork.
The Wizard contains five tabs:
Search by Client: Allows you to select a list of clients and select Service Searches and Bulletin
Searches that might be appropriate based on a client’s particular tax situation.
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Search by Service: Allows you to run a Service Search against your clients to determine which
clients could potentially benefit from that Service.
Search by Bulletin: Allows you to run a Bulletin search against your clients to determine which
clients could potentially benefit from that Bulletin.
Saved Results: Allows you to return to any search results you have previously saved and work
with the data from those saved results.
Configure: Allows you to develop a customized list of "My Categories" for searches that you run
frequently. In addition, you can establish default calculation rules regarding the version of the tax
return to use when calculating across multiple years. You can also select a default option for
grouping all reports from this tab.
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Using the ClientRelate Search by Client Feature on Tax
Research NetWork
• Click the ClientRelate Search by Client link on the ClientRelate tab.
• Select either Desktop ProSystem fx, to search locally saved tax return files or Global fx, to
search tax return files saved at ProSystem via the Internet.
• Click OK. Then enter your ProSystem fx or Global fx User ID and Password and click OK.
Your ProSystem fx User ID and Password are different than your Tax Research NetWork
User ID and Password.
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•
From the Search by Client tab in the CCH ClientRelate – Search by Client dialog box:
¾ Select a client by Client ID or Name by clicking the appropriate option in the Select Client
by section, and enter a partial or complete name or ID. If you enter a name or ID,
ClientRelate will ignore clients selected by client type, office group, or tax preparer.
¾ Select a client by Client type or Tax preparer by selecting the type from one or more of
the drop-down lists.
¾ Select Office Groups by clicking Select All for the entire list or click Default Groups to
select the default groups you set on the Configure tab. To select groups individually, hold
down the <Ctrl> key while clicking on the groups you wish to select.
• Click Start for a list of clients that match the selected filters.
• In the Search by Client – Select Clients dialog box, select a client or multiple clients.
¾ To select multiple clients, hold down the <Ctrl> key while clicking on the client names you
wish to select. The maximum number of clients that can be selected is 100.
¾ The dynamic counter, located near the bottom of the screen, indicates the number of
selected clients.
Tip: To sort by Client ID, Client Name, or Client Type, click the appropriate column header. To go
to a particular Client ID, type a complete or partial ID and the list will automatically jump to the ID.
• After selecting clients, click Next.
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Note: For client returns that are protected, a dialog box will display asking you for the password
to proceed. If you do not enter a password, the client will be removed from the search list.
•
If you selected multiple clients, the Search by Client - Enter Search Name dialog box
displays. Enter a name for your search in the text box (you may use alphanumeric
characters), and then click Next. The search name will appear in the title bar.
¾
If you leave this field blank, the system provides a default name for your search called:
List of Clients.
¾
If you selected a single client, the dialog box does not display, and the client ID will
appear in the title bar.
• In the Search by Client – Select Searches dialog box, click one of the following:
¾ All Searches - to display all available searches.
¾ Categories - to display available searches grouped by tax entity.
¾ By year - to display Services and/or Bulletins by a specified year.
¾ My categories - to display your custom list of searches. (You must first set this preference
on the Configure tab. Categories you add on the Configure tab will display in the dropdown list.)
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• If you select All searches or By year, select the checkboxes next to the searches you want
to include in the search. You will have to scroll down to view the entire list.
• If you select My categories, unselect the checkboxes next to the searches you want to
exclude from the search.
• If you select a checkbox for a particular search for one tax entity under Categories,
additional checkboxes may automatically be populated (by default) for other tax entities
because some searches apply to more than one entity. You can click on the + sign to expand
the list or the - sign to collapse the list.
Tip: To see a brief description of a search, position your mouse pointer over the search title.
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• Click Next.
• In the Initiate or Schedule Search dialog box, indicate whether to run the search now or delay
the search. If you choose to delay the search, indicate the date and time to run the search.
The Initiate or Schedule Search dialog box must remain open on the workstation until the
search has completed, but you can log off of Tax Research NetWork.
• Click Finish.
• The Search Wizard runs the search. If you selected the default option on the Configure tab to
Ask me every time about how to sort the report, a Sort Results dialog box displays. Click the
drop-down arrow and select a sort option for your search results (e.g., by Client Name, Office
Group, or Preparer ID).
• The sorted Results List displays. If you select more than one Bulletin or Service for your
selected group of clients, Results Lists will be generated for each applicable Bulletin or
Service.
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Using the ClientRelate Search by Service Feature on Tax
Research NetWork
The ClientRelate Service feature on Tax Research NetWork allows you to view Service
Summaries and Engagement Planning documents for a variety of topics. From a Service
Summary document, you can launch the ClientRelate Search Wizard and search for clients that
may benefit from the service. The Service feature also gives you access to related sample Client
Letters and Practice Aids.
To use the ClientRelate Search by Service feature:
• Click the ClientRelate tab.
• Click ClientRelate Services.
• Click a topic of interest.
• For each topic, you can view four types of documents: a Service Summary document, an
Engagement Planning document, a sample Client Letter, and Practice Aids. The
summary and planning documents include information about related services that you may
be able to offer your clients. In addition, the Service Summary includes a link that launches
the Search Wizard and searches for clients that may benefit from the Service. The Client
Letters are pre-formatted to work with Microsoft Word mail merge or e-mail merge
functionality, so you can easily communicate important issues with your clients. The Practice
Aids provide examples of filled-in forms, elections, and attachments.
• To perform a search for clients that may benefit from the Service, click the Service
Summary document.
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Tip: To read explanatory information on the topic or view the search criteria, scroll down through
the document.
• Click the ClientRelate icon in the Service Summary document to launch the Wizard and
perform a search of your ProSystem fx client data for clients that may be candidates for the
Service.
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•
From the Search by Service tab in the CCH ClientRelate – Search by Service dialog box:
¾ Select clients by Status or Tax preparer from one or more of the drop-down lists.
• Click Start.
Note: If you reached the Search by Service tab by clicking on the Search by Service tab from a
previously launched Wizard (e.g., either after the completion of another search or using the
Search by Client link on Tax Research NetWork), you will see a list of Services displayed. Select
a Service to run and then click Next.
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Tips for selecting a Service Search:
• To see a brief description of the search, position your mouse pointer over the search title.
• Click Service Summary to view related documents on Tax Research NetWork.
• Click Client Letter to open a sample client letter in MS Word.
• To see the full path to the Service you select (e.g., All Services, Corporations, Individuals),
look in the Path box above the search listing.
• Use the Expand All and Collapse All buttons to show and/or hide all Service Searches
available.
• In the Search by Service - Select a Search dialog box, select a search from the list and click
Next.
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• In the Search by Service - Customize Search Criteria dialog box, you can modify the criteria
to customize the search. If there is an active checkbox in the first column, you can uncheck
the box to exclude the criteria from the search. (Note that criteria with grayed-out checkboxes
cannot be excluded.)
¾ If a cell in the Value column has a white background, you can double-click the cell to edit
the value for the current search.
¾ If the cell has a gray background, you cannot edit the value.
Note: When you edit an entry, the associated description field will not change to reflect the edit.
• After you have finished customizing the search criteria for the highlighted Service, click Next
to continue.
• In the Search by Service - Set Range for Search dialog box, indicate the year(s) and return
type(s) to search. The return types displayed will reflect the product types that may be
included in the search you have installed. If a return type is not installed, it will appear in
gray. You must select at least one year and one product type for the search to run.
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• Click Next to continue.
The Initiate or Schedule Search dialog box must remain open until the search has completed,
but you can log off Tax Research NetWork.
• Click Finish. The system runs the search. If you selected the default option on the Configure
tab to Ask me every time about how to sort the report, a Sort Results dialog box displays.
Click the drop-down arrow and select a sort option for your search results (e.g., by Client
Name, Office Group, or Preparer ID).
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• The sorted Results List display(s).
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Using the ClientRelate Search by Bulletin Feature on Tax
Research NetWork
The ClientRelate Bulletin feature keeps you up-to-date on recent tax law developments and
allows you to search for clients that may be affected by those developments. ClientRelate
Bulletins, which are based on tax law changes and court cases regarding tax matters, will help
you expand your practice into new areas.
Each Bulletin includes a link that launches the ClientRelate Search Wizard to automatically
search for affected clients as well as a link to a related sample client letter.
To use the ClientRelate Search by Bulletin feature:
• Point your Web browser to http://tax.cchgroup.com/network, and enter your Tax
Research NetWork User ID and Password (not your ProSystem fx or Global fx User ID and
Password).
• Click ClientRelate Bulletins.
• Click a topic of interest.
• For each topic, you can view two types of documents: a Tax Bulletin and a Client Letter. To
search for clients that might be affected by the Bulletin, click the Tax Bulletin document.
the document.
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• Click the ClientRelate icon at the top of the document to launch the Wizard and perform a
search of your ProSystem fx client data for clients affected by the Bulletin.
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• From the Search by Service tab in the CCH ClientRelate – Search by Service dialog box:
¾ Select clients by Status or Tax preparer from one or more of the drop-down lists.
• Click Start.
Note: If you reached the Search by Bulletin tab by clicking on the Search by Bulletin tab from a
previously launched Wizard (e.g., either after the completion of another search or using the
Search by Client link on Tax Research NetWork), you will see a list of tax Bulletins displayed.
Select a Bulletin to run and then click Next.
Tips for selecting a Bulletin Search:
¾ To see a brief description of the search, position your mouse pointer over the search title.
¾ Click Client Letter or Tax Bulletin for related documents on Tax Research NetWork.
¾ To see the full path to the search you selected (e.g., All Bulletins, Corporations,
Individuals), look at the Path box above the search listing.
• In the Search by Bulletin – Customize Search Criteria dialog box, you can modify the criteria
to customize the search. If there is an active checkbox in the first column, you can uncheck
the box to exclude the criteria from the search. (Note that criteria with grayed-out checkboxes
¾ If the cell has a gray background, you cannot edit the value. Note that when you edit an
entry, the associated description field will not change to reflect the edit.
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• After you are finished customizing the search criteria for the highlighted Bulletin, click Next to
continue.
• In the Search by Bulletin - Set Range for Search dialog box, indicate the year(s) and return
type(s) to search. The return types displayed will reflect the product types that may be
included in your search. If a return type is not installed, it will appear in gray. You must have
selected at least one year and one product type for the search to run.
The Initiate or Schedule Search dialog box must remain open until the search has completed,
but you can log off Tax Research NetWork.
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• Click Finish. The system runs the search. If you selected the default option on the Configure
tab to Ask me every time about how to sort the report, a Sort Results dialog box displays.
Click the drop-down arrow and select a sort option for your search results (e.g., by Client
Name, Office Group, or
Preparer ID).
• The sorted Results List displays.
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Working with the ClientRelate Results List
The following illustrate various ClientRelate Results Lists. An explanation of the features available
for each of the Results List shown are discussed below.
Search by Client Results List with multiple qualifying Bulletin and Service searches
Search by Bulletin Results List (Sorted by Client Name)
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Search by Bulletin Results List (Sorted by Office Group)
Search by Service Results List (Sorted by Client Name)
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Qualifying
Searches
If there are qualifying Bulletins and/or Services available in a Search by
Client, click to view the Results List of each Bulletin or Service listed on the
left side of the screen. If you searched by Service or Bulletin, this option will
not display.
Print Report: Click to print a results report. The report will include all of the
items that appear in the Results window.
Export Report: Click to export your Results List or Key Values report.
Results List: The Results List can be exported as an Acrobat .pdf file or an
MS Word .doc file. This report includes the same data that appears on the
results screen.
Key Values Report: The Key Values Report can be exported to different
software applications. This report includes client data from the Results List
plus additional information pulled from the client’s tax return file for all
selected taxpayers. The Key Values report does not include the search
summary or the search criteria that displays at the top of the Results List.
Note: Some searches allow you to export more than one Key Values
report. In the Description field on the Select Export File dialog box, select
the report you wish to export.
If you select the Key Values report to export, an Export dialog box appears
that allows you to choose the format and destination of the file. Some of the
more common formats to use are Excel or Acrobat, and some of the more
common destinations are Application or Disk file. (Example: If you select
MS Excel 97 (expanded) as the format and Application as the destination,
the exported file opens in Excel.)
Refresh: Not applicable.
Go To…: If enabled, click the arrows to page through the displayed
document. The first |< and last >| arrows take you to the first or last page of
the document. The middle arrows take you to the next and previous page of
the document.
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Search Text: Click to search the Results List for specific text or numbers.
For example, in a multiple page document, you could search for a particular
client ID.
Print All
Export All
Adjust Criteria
Sort Results
Mail Merge
Client Letter
Service
Summary
Or Bulletin
Engagement
Planning
Click to print all Service Search or Bulletin Search reports relevant to the
client at the same time, rather than individually. This option is only
applicable to a Search by Client Results List.
Click to export reports for all your selected search results. This option is
only applicable to a Search by Client Results List. Reports can be saved to
a destination you choose as either .doc, .xls or both:
Click to adjust search criteria and run another search on the entire selected
database. The system displays a dialog box asking if you wish to save the
current search results before adjusting the search criteria. Click Yes or No
to continue, or Cancel to return to the search Results List. You can retrieve
your saved search results from the Saved Results tab.
Click to select a different sort option for the current Results List (e.g., Client
Name, Office Group, Preparer ID).
Click to generate client letters for the clients included on the Results List.
Click to open the client letter in MS Word.
Click for a related document on Tax Research NetWork. If you have logged
off Tax Research NetWork, you will have to log back in. The Service
Summary option is only available with a Search by Service Results List.
The Tax Bulletin is only available with a Search by Bulletin Results List.
Click for related documents on Tax Research NetWork. If you have logged
off Tax Research NetWork, you will have to log back in. This option is only
available with a Search by Service Results List.
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Save Search
Click to save the search results. You will be prompted to enter a password
to protect the search. Enter a password, if desired, or leave the field blank
and click OK. Note that if you have already saved the search, this button
will receive an error message.
The Exceptions section of the Results List displays clients that were not included in the report as
well as the reason for the exception. Reasons include:
Client in use:
The client was locked because common data, such as Client Manager,
was being modified while the search was running.
Unavailable:
The return was locked because the return was open while the search was
running.
Secure:
The return was secured by password or access list, and the user running
the search did not have access.
Product not
installed:
The product was not installed.
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Using the Saved Results Feature in the ClientRelate Search
Wizard
You can save your search results and view them at any time using the ClientRelate Search
Wizard.
Using the Saved Results feature from Tax Research NetWork:
• Click ClientRelate Saved Results to launch the ClientRelate Search Wizard.
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• A list of your saved results displays. To filter the list by date range, use the slider arrow to
select the month, day, and/or year, and then click the drop-down arrows in the From and To
fields to move the specific date parameter forward or backward. To filter the list by User, click
the drop-down arrow and make a selection. Click Search to display the filtered list.
• To view search results, highlight a search name and click View Results (or double-click on
the search name).
Note: If the saved results are protected, a dialog box displays asking you for the password. Enter
the password and click OK. You will not be able to view the saved results until you enter the
password.
• The search you selected displays. Use any of the options available to work with the search
data.
Note: To delete selected searches, click one or more search names listed and then click Delete.
(Select multiple searches by holding down the <Ctrl> key and selecting the search names you
wish to delete.) Note that the View Results button will be disabled if you select multiple search
names.
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Generating Client Letters Using the Mail Merge Feature
You can generate client letters for the clients included in the Results List. The client letter
templates will contain mail merge fields, which are then populated with standard client list
information (e.g., name, address, phone) when the mail merge is run. The standard client list
information comes from ProSystem fx Interview Form 1, Basic Data, unless an override was
entered on the interview form for transmittal letters. The information for the firm comes from the
tax return.
How the mail merge feature works:
The mail merge feature creates two files—a client list file (in MS Excel format) and a client letter
file (in MS Word format). When these files are merged, a personalized letter is created for each
client.
Note: The mail merge feature is not available from the Client Letter Toolkit.
To use the mail merge feature:
• Click Mail Merge from the ClientRelate Results List.
• In the Save Client List As dialog box, click Save to save the client list with the default name to
the default location; or you can rename the file, select a different location, and then click
Save. You can create multiple versions of this file for additional mail merges. However, you
cannot change the file type—Excel (.xls) is the only file type available.
• In the Save Client Letter As dialog box, click Save to save the client letter with the default
name, which is the file name you chose above; or you can rename the file, select a different
location, and then click Save. You can create multiple versions of this file for additional mail
merges, but the default file type—Word (.doc) is the only file type available.
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Note: The Client List (.xls file) and Client Letter (.doc file) do not need to be stored in the same
file location to run a mail merge.
• In the CCH ClientRelate Mail Merge dialog box, click Yes to launch Word and run the mail
merge now, or click No to edit the letter and/or run the mail merge later.
• If you select No, you can open the client letter later and initiate the merge process by
selecting Start Mail Merge from the Mailings menu.
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• Another dialog box displays. Click Yes to locate and open the client list you saved above.
• Navigate to the directory where you saved the client list.
• Select the client file you wish to merge with the letter and click Open.
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• Click OK to select the entire spreadsheet. The client letter template displays, ready for the
mail merge:
Note: The client list file opens with the associated information to be populated into the field codes
above. These fields can be edited, if necessary.
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Tips for Generating Client Letters:
¾ Before you generate the client letters, review the Client List Excel file for data that might be
missing for any clients included on the list.
¾ Sort the Excel Client List by the OGID or PREPID columns to print the letters by Office
Group or Preparer later on.
¾ Before merging to email, delete unwanted line items in the client letter. For instance, you
may want to delete the Search, Title, Date, Inside Address, and Signature sections if you
do not want to include this information in your emails.
• In the Mailings toolbar, click Select Recipients. A dialog box displays where you can
choose additional options and continue with the merge.
Note: If you are using MS Word 2007 you may send your documents to the printer, or merge
directly to email so that the client letters are deposited in to your Outlook or Outlook Express
outbox.
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•
Click the Finish & Merge icon.
• In the Finish and Merge section of the Mailings toolbar, select one of the following options:
¾ Edit Individual Documents, if you need to revise the client-specific letters after the merge
is complete. You can then print and save this file like any other MS Word file.
¾ Print Documents, if you wish to send all the client-specific letters directly to the printer.
¾ Send E-Mail Messages, if you wish to deposit all of the client-specific letters into your
Outlook or Outlook Express outbox.
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Caution! If you edit individual documents and then send them as e-mail messages, each
file sent to Outlook or Outlook Express will contain all of the client letters generated for
that particular search.
Note: Consult the online Help in MS Word for additional information regarding the options above.
• The client letter template and the client list file remain open. If you edited either file, save the
file. When you close the client letter template the client list file closes automatically.
Note: You can run subsequent mail merges with the client letter template at any time. The
system will recognize that this is a merge template letter, which can be merged with any other
client list file you choose.
Important! You must have Outlook or Outlook Express installed on your PC in order
to use the Send E-Mail Messages feature.
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Configuring ClientRelate Defaults
The Configure tab on the ClientRelate Search Wizard allows you to set defaults and customize
ClientRelate.
To set configuration options:
• Launch the ClientRelate Search Wizard from one of several options discussed above.
• Enter your ProSystem fx User ID and Password on the Welcome to CCH ClientRelate dialog
box and click OK. Your ProSystem fx User ID and Password are different than your Tax
Research NetWork User ID and Password.
• Click the Configure tab.
• Multi-year search option. Click the drop-down list box and select the ClientRelate search
calculation default (e.g., search the Most Recently Saved, the Last Version, or the First
Version of a single year’s tax return).
• Default grouping for reports. Click the drop-down list box and select the ClientRelate
default grouping for reports (e.g., Ask Me Every Time or sort search results by Client Name,
Office Group, or Preparer ID).
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• Default office groups for selection. To set default office groups for every search you run,
hold down the <Ctrl> key and click on the groups you wish to select; or, click Select All to
select the entire list of groups as your default. Click Restore to return to your original settings.
• To add a category for customized searches (i.e., My categories), click Define My
Categories. The Define My Categories dialog box displays.
• Click checkboxes next to the search titles you would like to include in My categories and then
click Add Category. The Add Category dialog box displays.
• Enter a name for the category and click OK and the system returns you to the Define My
Categories dialog box. Click OK, and your customized search category is saved and added
to the search list.
Tip: These steps may be repeated to create additional My categories to run separate searches
for different types of clients from a wide customer base.
41
Using and Customizing Your My CCH Tab for Use with
ClientRelate
You can add ClientRelate Bulletins to the Tax Tracker Search Results that display on your My
CCH tab. News Tracker will run your search every day, gathering all the new ClientRelate
Bulletins (and Services). In addition to accessing your ClientRelate Bulletins on your CCH
desktop, you can receive new ClientRelate Bulletins daily by e-mail.
Adding ClientRelate Bulletins to Your My CCH Tab
• Under the My CCH tab, click Set up Tax Tracker Searches.
• Scroll near the bottom of the Add Tracker Searches tab and click the Add button next to
ClientRelate Bulletin.
• When prompted, enter a name for your search or simply click OK to use the name
ClientRelate Bulletin.
• Choose a navigation option to continue your research.
¾ When you return to the My CCH tab, you will have a ClientRelate Bulletin section on your
Tax Tracker News.
¾ When Bulletins are available, the text becomes a link with the number of available
documents displayed next to it.
42
Setting Up E-mail Delivery
You can choose to receive a daily e-mail that lists the headlines from your ClientRelate Tax
Tracker news searches.
To set up e-mail delivery of Tax Tracker Bulletins:
• In the My CCH tab, click Sign up for e-mail delivery.
• Enter your e-mail address, and select the desired options from the drop-down lists.
• In the Email Tax Tracker News Archives section, you can send yourself an e-mail containing
past news for the number of days you designate in the box.
• When you are finished, click the Apply Changes button.
Viewing ClientRelate Bulletins from Your My CCH Tab
You can view your Tax Tracker results in the CCH Tax Tracker News section on the My CCH tab.
To view ClientRelate Tax Tracker Bulletins:
43
• In the My CCH tab, in the Today’s Tax Tracker News section, click the ClientRelate
Bulletin link.
Modifying ClientRelate Bulletins from Your My CCH Tab
You can modify your ClientRelate Tax Tracker search at any time. For example, you can change
the name of your search or enter specific search terms to narrow your results.
To modify your ClientRelate Tax Tracker search:
• In the My CCH tab, click Edit Trackers & View Archives.
• Click the Modify button next to ClientRelate Bulletin, and modify the tracker title, custom
search terms, search method, and maximum number of documents returned. Also indicate
whether to automatically apply the thesaurus.
• Click the Apply Changes button.
44
Printing Letters Using the CCH Client Letter Toolkit on Tax
Research NetWork
The CCH Client Letter Toolkit, allows you to generate client letters that cover many
comprehensive tax issues such as pensions, audits, divorce, and charitable giving. You can print
the sample letters that CCH supplies or modify them before sending them to your clients.
• Click the Tax Tools tab. Under the Practice Aids and Lookup Tables blue bar, click Client
Letter Toolkit. You can also access the Client Letter Toolkit on the Federal tab, under the
Practice Aids blue bar.
• When the Client Letter Toolkit opens, indicate the type of client letters to search. Client
Development letters are useful for announcing a new tax Service or for advising clients of a
new tax planning opportunity or pitfall. Common Questions letters are useful for anticipating
common questions and answering them quickly and directly. You can also choose to search
all letters.
Tip: For a list of the letters recently added to the CCH Client Letter Toolkit, click the What’s New
button.
• To narrow your search, click the appropriate radio button and select or enter search criteria.
If you do not want to narrow your search, click Show All.
¾ For text searches, enter a word or phrase in the Text or Cite box
¾ For citation searches, do not enter the text that precedes the citation number but include
parentheses when applicable. (For example, if you are looking for a letter relating to Code
Sec. 401(k), simply enter 401(k)).
Tip: To find all client letters that are associated with a ClientRelate Service or Bulletin, use
ClientRelate as the search term in a text search.
45
• Click Search for a list of letters that match your search criteria.
• Select a letter.
• To print the letter as displayed, click Print on your browser's toolbar. To save or customize
the letter, click Edit as .RTF. If you do not have a word processor installed or if your word
processor is not set up to work with .RTF files, you will only be allowed to save the letter. For
a brief description of the letter and the intended audience, click About Letter.
46
Associating .DMW Files with ClientRelate — for Netscape
Users
In order to ensure that you have the most recent copy of Bulletins, Services, and letters, you
should open .DMW files without saving them. Since the .DMW file type is specific to CCH, this
type of file is always safe to open directly from the Internet. If you are running Netscape, you must
manually associate .DMW files with ClientRelate.
Note: If you are running Internet Explorer, the workstation setup automatically associates .DMW
files with ClientRelate.
To associate .DMW files with ClientRelate using Netscape:
• Open Netscape.
• From the Edit menu, select Preferences. The Preferences dialog box opens.
• From the left pane, select Navigator>Helper Applications.
• Click New Type. The New Type dialog box displays.
47
• Enter the following text in bold:
¾ In the Description of type field, enter ClientRelate.
¾ In the File extension field, enter .DMW.
¾ In the MIME type field, enter application/DMW.
¾ In the Application to use field, enter c:\wfx32\dm.exe (where c is the drive letter where
your Pfx programs reside).
• Click OK and re-open Netscape. The next time you launch ClientRelate, you can open the
file instead of saving it.
48
Part Two - Introduction to CCH ClientRelate Global fx (Gfx
version)
Note: Part One of this guide contains instructions for using the ProSystem fx version of
ClientRelate on your desktop.
Getting Started
You have access to both ProSystem fx (Pfx) and Global fx (Gfx) versions of ClientRelate. You
can access the Gfx (Web) version from the Tax Research NetWork (TRN).
Note: Prior to using ClientRelate Global fx, you will need to install the applicable system
components necessary to run this version. It is recommended that you log into the ProSystem
Global fx website using the following instructions before each visit to ensure that you have the
most recent data available to run your searches.
Use the following instructions to install or update your Global fx components prior to launching the
Gfx version of ClientRelate:
• Point your Web browser to http://office.prosystemfx.com, and enter your Global fx User ID
and Password (not your ProSystem fx or Tax Research NetWork User ID and Password).
• When the selection menu displays, click the Tax icon. Another menu will display. If the next
menu also has a Tax icon, then continue with Step 3. If the new menu does not have a Tax
icon, then Gfx is up-to-date and you are ready to use ClientRelate.
• If Gfx is not up to date, click the Tax icon. A notification page displays telling you that you
need to download the Global fx client and components.
• Click the Install Global fx Client and Components link at the top left of the page displayed.
(It may take a few minutes to load.) When complete, you will have access to the Global fx
version of ClientRelate.
Tip: You may leave your Web browser open (you can minimize the browser) during your
ClientRelate session. Doing so will eliminate the need to re-enter your Gfx User ID and Password
each time you launch a search from Tax Research NetWork.
49
Using the Web (Gfx) Version of ClientRelate
The Gfx version of ClientRelate offers the same features as the desktop (Pfx) version. There are
a few variations, however, which are noted in this section of the guide. You will select search
features for this version from the Gfx ClientRelate Homepage:
¾
Search by Client: Allows you to select a list of clients and select Service Searches and
Bulletin Searches that might be appropriate based on a client’s particular tax situation.
¾
Search by Service: Allows you to run a Service Search against your clients to determine
which clients could potentially benefit from that Service.
¾
Search by Bulletin: Allows you to run a Bulletin search against your clients to determine
which clients could potentially benefit from that Bulletin.
¾
Saved Results: Allows you to return to any search results you have previously saved
and work with the data from those saved results.
¾
Configure ClientRelate: Allows you to develop a customized list of "My Categories" for
searches that you run frequently. In addition, you can establish default calculation rules
regarding the version of the tax return to use when calculating across multiple years. You
can also select a default option for grouping all reports from this tab.
Home: Click this link at the top of any page to return to the ClientRelate Homepage.
Help: Click this link at the top of any page to display online Help for ClientRelate.
Close: Click this link at the top of any page to exit ClientRelate.
Support: Click this link at the top of any page if you need technical assistance or wish to contact
a ProSystem Support Representative.
Configure Staff: Click this link for administrative features, if applicable. Refer to the online Help
for information about using this feature.
50
Using the ClientRelate Search by Client Feature on Tax
Research NetWork
To use the Gfx ClientRelate Search by Client feature:
• Click the ClientRelate Search by Client link under the ClientRelate tab.
• When the dialog box displays for the tax returns to be searched, select Global fx, to search
tax return files saved at ProSystem via the Internet.
• Click OK.
Note: If you did not log into the Gfx version of ClientRelate, you will be prompted to do so at this
time. Enter your Global fx User ID and Password and click OK. Your Global fx User ID and
Password are different than your Tax Research NetWork User ID and Password.
• In the Search by Client – Select Clients page, click the drop-down arrow and select the
Client office for the clients you wish to display.
51
• To select the client by Client ID or Name, click the appropriate radio button and enter a
partial or complete name or ID. If you enter a name or ID, ClientRelate will ignore any other
selected options. To select a client by Client type, select the type from the drop-down list.
• To select Office Groups, click Select All for the entire list or click Default Groups to select
the default groups you set on the Configure tab. You can also select groups individually by
clicking checkboxes for the groups you wish to select.
• Click Search to view a listing of clients that match your selected filters.
• When the list of clients displays, select a client or multiple clients by clicking the appropriate
Sel checkboxes. (The dynamic counter, located near the bottom of the screen, indicates the
number of selected clients. The maximum number of clients that can be selected is 100.)
Click the page numbers at the bottom of the screen to move to the next page of the list, if
applicable.
• After selecting clients, click Start. (If you need to start over, click Cancel to clear your
selections).
Note: For client returns that are protected, a dialog box will display asking you for the password
to proceed. If you do not enter a password, the client will be removed from the search list.
• If you selected multiple clients, another Search by Client - Enter Search Name page displays.
Enter a name for your search in the text box (you may use alphanumeric characters), and
then click Next. The search name will appear in the title bar.
¾ If you leave this field blank, the system provides a default name for your search called: List
of Clients.
¾ If you selected a single client above, the dialog box does not display, and the client ID will
appear in the title bar.
52
• In the Search by Client – Select Searches page, click one of the following radio buttons:
¾ All searches to display all available searches.
53
¾ Categories to display available searches grouped by tax entity.
¾ By year to display available searches by the year you select in the drop-down list box.
¾ My categories to display your custom list of searches. (You must first set this preference
in the Configure tab. Categories you add on the Configure tab will display in the drop-down
list box here.)
• If you select All searches or By year, select the checkboxes next to the searches you want
to include in the search. You will have to scroll down to view the entire list.
54
• If you select a checkbox for a particular search for one tax entity under Categories,
additional checkboxes may automatically be populated (by default) for other tax entities
because some searches apply to more than one entity. You can click on the + sign to expand
the list or the - sign to collapse the list.
• If you select My categories, deselect the checkboxes next to the searches you want to
exclude from the search. You can click on the + sign to expand the list or the - sign to
collapse the list.
Tips: To see a brief description of a search, position your mouse pointer over the search
name. For information about other available options on this page (i.e. Service Summary,
Client Letter, Engagement Planning, or Search Criteria), click Help and search for the
related topic.
• Click Next.
• In the Search by Client - Submit or Schedule Search page, indicate whether to run the
search now or delay the search. If you choose to delay the search, indicate the date and time
to run the search.
• Click Submit. A dialog box displays telling you that your search has been submitted to the
Search Status Queue.
• Click OK. The system takes you back to the Gfx ClientRelate Homepage.
Note: Go to the Search Results page to check your search results. You may need to select the
Refresh button at the bottom of the screen in order to see the blue link for Results Ready.
55
Using the ClientRelate Search by Service Feature on Tax
Research NetWork
To use the Gfx ClientRelate Search by Service feature:
• Click ClientRelate Services.
• Click on a topic of interest.
• For each topic, you can view four types of documents: a Service Summary document, an
Engagement Planning document, a sample Client Letter, and Practice Aids. The
summary and planning documents include information about a service that you may be able
to offer your clients. In addition, the Service Summary includes a link that launches
ClientRelate and searches clients that may benefit from the Service. The Client Letters are
preformatted to work with Microsoft Word mail merge or e-mail merge functionality, so you
can easily communicate important issues with your clients. The Practice Aids provide
examples of filled-in forms, elections, and attachments.
• To perform a search for clients that may benefit from the Service, click the Service
Summary document.
the document.
• Click the ClientRelate icon at the top of the Service Summary document.
56
Note: If you are a Netscape user and the File Download dialog box opens, please follow the
instructions for associating .DMW Files with ClientRelate before proceeding.
• Click OK.
Note: If you did not log into the Gfx version of ClientRelate, you will prompted to do so at this
Password are different than your Tax Research NetWork User ID and Password and your
ProSystem fx User ID and Password (if applicable).
• If you have multiple offices, you will see the Search by Service – Select Offices page. Select
the offices that you wish to include in your Service Search. If you do not have multiple offices,
skip this step.
57
Note: Gfx will provide office group configuration by home account within user. Non-home
accounts will default to a none-selected option for all searches by client, Service, and Bulletin.
•
In the Search by Service – Filter Returns page, select a Status or Tax preparer from the
drop-down boxes to filter the list of returns that will be searched.
•
To select Office Groups, click Select All for the entire list or click Default Groups to select
the default groups you set on the Configure tab. To select groups individually, click the
checkboxes for the groups you wish to select.
• Click Next. (If you need to start over, click Back. Click Cancel to clear your selections.)
• In the Search by Service – Select a Search page, select a Service Search and click Next.
58
Tips for selecting a Service Search:
¾ Click Service Summary to view related documents on Tax Research NetWork.
¾ Click Client Letter to open a sample client letter in MS Word.
• In the Search by Service - Customize Search Criteria page, you can modify the criteria to
customize the search. If there is an active checkbox in the first column, you can uncheck the
box to exclude the criteria from the search. (Note that grayed-out checkboxes cannot be
excluded.)
• After you are finished customizing the search criteria for the highlighted Service, click Next to
continue.
59
• In the Search by Service - Set Product Range for Search page, indicate the year(s) and
return type(s) to search. The tax products displayed will reflect the product types that may be
included in the Service search you have selected. You must select at least one year and one
product type for the search to run.
• In the Search by Service - Submit or Schedule Search page, indicate whether to run the
to run the search. The Search by Service - Submit or Schedule Search page must remain
open until the search has completed, but you can log off Tax Research NetWork.
• Click Next. The system displays a message that your search has been submitted.
60
Using the ClientRelate Search by Bulletin Feature on Tax
Research NetWork
To use the Gfx ClientRelate Search by Bulletins feature:
• Click ClientRelate Bulletins.
• Click on a topic of interest.
• For each topic, you can view two types of documents: a Tax Bulletin and a Client Letter. To
search for clients that might be affected by a Bulletin, click the Tax Bulletin document.
the document.
• Click the ClientRelate icon at the top of the document.
61
• Click OK.
Note: If you did not log into the Gfx version of ClientRelate, you will prompted to do so at this
Password are different than your Tax Research NetWork User ID and Password and ProSystem
fx User ID and Password (if applicable).
• If you have multiple offices, you will see the Search by Bulletin – Select Offices page below.
Select the offices that you wish to include in your Bulletin search and then click Next. If you
do not have multiple offices, skip this step.
accounts will default to a none-selected option for all searches by client, Service, and Bulletin.
• In the Search by Bulletin – Filter Returns page, select a Status or Tax preparer from the
drop-down boxes to filter the list of returns that will be searched.
62
¾ To select Office Groups, click Select All for the entire list or click Default Groups to
select the default groups you set on the Configure tab. To select groups individually, click
the checkboxes for the groups you wish to select. Then click Start.
• In the Search by Bulletin – Select a Search page, select a search and then click Next.
63
Tips for selecting a Bulletin search:
¾ Click Client Letter or Tax Bulletin for related documents on Tax Research NetWork.
• In the Search by Bulletin – Customize Search Criteria page, you can modify the criteria to
customize the search. If there is an active checkbox in the first column, you can uncheck the
box to exclude the criteria from the search. (Note that criteria with grayed-out checkboxes
• After you are finished customizing the search criteria for the highlighted Bulletin, click Next to
continue.
• In the Search by Bulletin - Set Product Range for Search page, indicate the year(s) and
return type(s) to search. The return types displayed will reflect the product types that may be
included in your search. You must select at least one year and one product type for the
search to run.
• In the Search by Bulletin - Submit or Schedule Search page, indicate whether to run the
to run the search. The Search by Bulletin - Submit or Schedule Search page must remain
open until the search has completed, but you can log off Tax Research NetWork.
64
• Click Next. A dialog box displays telling you that your search has been submitted.
Obtaining Your Search Results
Check the Search Status page for your search results after you have submitted a search. Search
results will remain in the queue for seven days, at which point they are automatically deleted from
the search queue. You will also no longer be able to see the entry on the Search Status page.
You will only be able to see your own jobs submitted, unless have been set up with rights to view
all users’ search results.
Note: If you run the same search with different criteria, the search will appear on the Search
Status page with the same name. Only the date and time of the submission will be different from
the original search.
65
To check the status of your submitted searches:
• Click the Search Results link on the Gfx ClientRelate Homepage. The Check Search Status
page will appear.
• To filter the submitted searches list by Status, click the drop down and make a selection. To
filter the list by a User ID, enter the full or partial User ID in the box provided. Note that this
filtering applies only if you have rights to view all users’ search results. Otherwise, you will
only be able to see your own search results.
• Click Search. The filtered list displays.
• Click the Results Ready link in the Search Status column for the completed search you wish
to view and/or print.
• If you selected the default option on the Configure tab to Ask me every time about how to
sort the report, a Sort Results dialog box displays. Click the drop-down arrow and select a
sort option for your search results (e.g., by Client Name, Office Group, or Preparer ID).
• The sorted Results List displays. For information about working with your search results,
see “Working with your Search Results,” below.
• To delete a completed search entry from the list or to cancel a submitted search, click in the
box next to the search in the Sel column and then click Delete.
Note: Click the Refresh button to show an updated status of your submitted searches.
66
Working with your Search Results
Explanations for the options shown on the screens follow:
Search by Client Results List
Search by Services Results List
67
Search by Bulletins Results List
68
Qualifying
Searches
If there are qualifying Bulletins and/or Services available in a Search
by Client, click to view the Results List of each Bulletin or Service
listed on the left side of the screen. If you searched by Service or
Bulletin, this option will not display.
Print Report: Click to print a results report. The report is launched as
a .pdf document in a new browser window.
Export Report: Click to export your Results List or Key Values report.
Results List: The Results List can be exported as an Acrobat .pdf file
or an MS Word .doc file. This report includes the same data that
appears on the search results screen.
Key Values Report: The Key Values Report can be exported to
different software applications. This report includes client data from the
results report plus key values from the client’s tax return file for all
clients on the Results List. The Key Values report does not include the
search summary or the search criteria that displays at the top of the
Results List.
Note: Some searches allow you to export more than one Key Values
report. In the Description field on the Export dialog box, select the
report you wish to export.
If you select the Key Values report to export, another Export dialog
box appears that allows you to choose the format and destination of
the file. Some of the more common formats to use are Excel or
Acrobat, and some of the more common destinations are Application
or Disk file. (Example: If you select MS Excel 97 (expanded) as the
format and Application as the destination, the exported file opens in
Excel.)
Refresh: Not applicable.
69
If enabled, click the arrows to page through the displayed document.
The first |< and last >| arrows take you to the first or last page of the
document. The middle arrows take you to the next and previous page
of the document.
Page: Type in a page number, and click the icon next to it to go to a
specific page in the report.
Zoom: Select an option to view the report in a larger or smaller format,
or to fit the entire page width.
Client Letter
Click to open the client letter in MS Word.
Mail Merge
Click to generate client letters for the clients included on the Results
List. For information about running a mail merge, refer to the online
Help system.
Save Search
Click to save the search results. You will be prompted to enter a
password to protect the search. Enter a password, if desired, or leave
the field blank and click OK. Note that if you have already saved the
search, this button will be disabled. For information about returning to
your saved searches, refer to the online Help system.
Service Summary
Click for a related document on Tax Research NetWork. If you have
logged off Tax Research NetWork, you will have to log back in. The
Service Summary option is only available with a Service Search
Results List. The tax Bulletin is only available with a Bulletin Search
Results List.
or
Bulletin
Engagement
Details
Click for related documents on Tax Research NetWork. If you have
logged off Tax Research NetWork, you will have to log back in. This
option is only available with a Service Search Results List.
70
The Exceptions section of the Results List displays clients that were not included in the report
as well as the reason for the exception. Reasons include:
Client in use:
The client was locked because common data, such as Client Manager,
was being modified while the search was running.
Unavailable:
The return was locked because the return was open while the search
was running.
Secure:
The return was secured by password or access list, and the user running
the search did not have access.
Product not
installed:
The product was not installed.
71
Configuring ClientRelate
The Configure ClientRelate link on the Gfx ClientRelate Homepage allows you to set defaults and
customize ClientRelate.
To set configuration options:
• Log in to the Gfx (Web) version of ClientRelate (if you have not done so already).
• Click the Configure ClientRelate on the Gfx ClientRelate Homepage.
• Click the Multi-year search option drop-down list box and select the ClientRelate search
calculation default (e.g., search the Most Recently Saved, the Last Version, or the First
Version of a single year’s tax return).
• Click the Default grouping for reports drop-down list box and select the ClientRelate
default grouping for reports (e.g., Ask Me Every Time or sort search results by Client Name,
Office Group, or Preparer ID).
• In the Default office groups for selection area, click the Office groups you wish to select as
your default for client searches. Click Select All to select all Office groups. (Click Clear All to
clear your selections, if necessary.)
accounts will default to a none-selected option for all searches by Client, Service, and Bulletin.
72
• To add a category for customized searches (i.e., My categories), click Define My
Categories, and the Define My Categories dialog box displays.
• In the Define my categories section, click checkboxes next to any search titles that you would
like to include. Then click Add Category and the Add My Searches Category dialog box
displays.
• Enter a category name and click OK. Your customized search category is added to the
search list
Tip: You can create additional My categories to run separate searches for different types of
clients from a wide customer base by repeating the previous three steps.
• When you have finished selecting additional options and/or adding categories, click OK. Your
entries are saved and the system returns you to the bottom of the Define My Categories—
Web Page Dialog. If you decide to rename your category later, right-click on the category
name and select Rename.
73

Configuring ClientRelate

Transcription

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