Office Configuration

SUMMARY

This article pertains to Web1040 Pro Office Set up

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Office Set Up and ERO

For Office Set Up and your ERO account will be set up by the Account Office Executive Manager. The credentials will be provided and the software release email.  

Preparer Setup

The next section within Configuration is Preparer Setup. After completing this topic, you will be able add preparers, assign security templates, control return access, and list password requirements.

Adding Preparers

  • To add preparers, open the Configuration menu and click Preparer Setup. Web1040 Pro displays the Preparer(s) Menu page:
  • The list of preparers can be searched by name, as well as sorted by status. Inactive preparers cannot log into Web1040 Pro.
  • Click + Add to create a new preparer profile or Edit if preparer information was pre-populated. At minimum, the current logged-in profile will be present.
  • Web1040 Pro displays the Preparer(s) Setup Menu page. On the following page, we will discuss this menu in detail.

NOTEThe Flip Active Status option will turn every Active Preparer to an Inactive Preparer. This will include your preparer login as well.

Before you complete the Preparer Setup, you will need to create the preparer’s login.

  • The email address and phone number will be used for MFA (multi-factor authentication). You will need to ensure the information is accurate so the preparer will be able to login.
  • You will create a unique username and password for each preparer.
  • A Security Template can be assigned to the preparer at the bottom of the setup page.

Fees Setup

To set up preparation fees, select Fees Setup on the Configuration page.

  • Web1040 Pro displays the Fee Setup page:
  • The forms list can be organized by either Federal or State. Or, search the list by form number.
  • Enter the fees that you will charge for preparing tax returns. You can choose to charge clients per form or to charge a flat preparer fee.
  • The program will calculate the total preparation fee based on the amount that is entered for each form.
  • To enter a fee, select a Form and enter the amount that you will be charging, or select + Set Range. Select a starting line number and ending line number and a dollar amount to assign a fee to multiple fields at one time.
  • You can print your fee schedule by selecting the Print Fees button. Web1040 Pro will generate a PDF of all fees.
  • If you charge a flat rate to prepare a tax return, enter the amount you want to charge on the line for Form 1040. For example, if you charge $100 to prepare a tax return, enter $100 on the line for Form 1040 and leave all other forms at $0.00.

For Company Level Web1040 Pro Users:

  • Fees can be set up at the Company level and pushed down to the preparer (office) level. Only one fee schedule can be active in each office, so individual offices will be forced to use the pushed fees.
  • Company configuration must include at least one preparer (with the Unlimited security template) for each office to access the remaining configuration options.

Custom Fees and Discounts

Web1040 Pro provides users the ability to add custom fees and discounts to office configuration. This feature allows office managers to adjust their preparation cost prior to printing a client’s invoice. A custom fee/deduction can be set for all clients or on a case-by-case basis.

To configure this option, select Custom Fees and Discounts within the software’s Configuration Menu. Web1040 Pro displays the Custom Fees and Discounts page:

Select either Add Custom Fee or Add Custom Discount. On the following page, a description and amount must be entered. The office manager can select from three options pertaining to each custom fee/discount:

  • Charge by Default: When this box is marked, the custom fee/discount will be charged for every tax return.
  • Allow to be Removed: When this box is marked, the preparer will have the option to remove the fee/discount on each return.
  • Can Edit Fee on Return: When this box is marked, the fee can be changed in the tax return. If this box is not marked, the preparer will not be able to edit the fee/discount from within a tax return.

Security Templates

You can create an unlimited number of custom security templates. To create a custom template, select Security Templates from the Configuration Menu page.

  • Web1040 Pro displays the Security Templates page:
  • Click + Add to create a new template. Web1040 Pro displays the Add Security Template page:
  • Enter a name for your custom template in the Template Name box.
  • Review each permission. By default, all boxes are checked. To remove a permission, simply remove the checkmark.
  • Click Continue to save the custom template.
  • Web1040 Pro displays the Security Templates page, with the custom security template present:
  • If you need additional custom templates, click + Add.
  • When you have finished, click Back to return to the Configuration Menu.
  • To assign the Security Templates, see below.

Assigning Security Templates

You can assign security templates while setting up preparers. However, if you already set up a preparer and need to add a security template after the fact, you can do so from the Security Templates page.

  • On the security templates menu, select Assign for whichever template you wish to assign to preparer.
  • Web1040 Pro displays the Assign Security Template page:
  • Select the checkbox for any preparer you want to assign this security template.
  • Click Continue. A confirmation page will let you know the assignment was successful.

Question Templates

Web1040 Pro allows you to set up custom questions that preparers can use to capture data during the return preparation process.

NOTEWhile more questions and/or answers can always be added, we recommend that you finalize your questions before tax season begins to ensure the accuracy of your reports.

Adding Custom Questions

Within the Configuration Menu select Question Templates. Web1040 Pro displays the Edit Questions page, listing any custom questions your office has been assigned:

  • To add more questions, click +Add. Web1040 Pro displays the Add Question page:
  • Type your question, up to 1000 characters, in the first box. If you want to require preparers to answer the question, mark the checkbox Is Required.

NOTEIf required, a preparer cannot mark a return for E-File unless an answer is provided.

  • Next, add answers to your custom question. Click +Add in the Available Answers section. Type the first answer choice, up to 1000 characters in length.
  • Continue to click +Add to add additional options. You can add an unlimited amount of answer choices.
  • When you finish adding the question and answer choices, click Save. Web1040 Pro displays the Edit Questions page, listing the new question:
  • To add more questions, click +Add and follow the same instructions used above. The questions will appear at the end of the return under the Questions tab:

Print Sets

Since Web1040 Pro is a cloud-based software, there is no specified printer menu. Allocating all print jobs to a certain printer(s) is not practical; the software can be accessed from any supported device, which may or may not have access to a printer. Printer settings will need to be set up on the device itself, whether it be a personal computer, laptop, tablet or other mobile device. Web1040 Pro will print to your system’s default printer (or whichever you choose from the print dialog box), which can be set in your device’s system settings.

In the following sections, you will learn about two types of print sets -- predefined and custom. Print sets will enable your office to improve efficiency by reducing unnecessary printing resources. Only forms/schedules present in the defined set will print; any forms that are present in the return, but not listed in the defined set, will not print.

Predefined Print Sets

Web1040 Pro contains several print sets that will be presented to the preparer during the submission process. These options are only available on the Submission page (second page of E-File). Currently, you cannot access predefined print sets from the client list nor the Summary/Print page.

The following print sets will be available for printing the return, but cannot be modified:

  • One Copy – Federal and State
  • Two Copies – Federal and State
  • Three Copies – Federal and State
  • One Copy – Federal Only
  • One Copy – 1040 Only
  • One Copy – State Only
  • One Copy – Form 8879 Only
  • Signature Documents ***
  • Print Invoice

Custom Print Sets

In addition to providing predefined print sets, Web1040 Pro allows users to create their own custom print sets. This feature allows an office manager to pick which forms they would like to print, allowing them to exclude any unnecessary forms/schedules. The print set is given a custom name and can be selected in two spots in the software: the office client list and within return preparation on the E-File submission page. To configure this option, select Print Sets within the software’s Configuration Menu. Web1040 Pro displays the Print Sets configuration page (next page):

  • Type a name for your print set in the Print Set Name box. This will be how you identify the custom print set.
  • Select the number of copies of each form you want in your print set. Each form that is available in the program is listed, along with a sequential number and a Federal/State identification tag. You can type a form name or number in the Search forms box, or filter the list by federal, state, or territory.
  • If you would like to edit copies for multiple forms at once, click Set Range. Web1040 Pro displays the Set Print Count by Range window.
  • Verify the Beginning Range and Ending Range boxes. These numbers correspond to the number of the form as displayed in the first column of the Print Set Setup page. If you want to change the number of copies of all forms for this print set, leave the range at its default setting.
  • When you finish making changes to the print set, click Save. Web1040 Pro displays the Print Sets page, listing the new print set:
  • Click Add and follow the same steps to create additional print sets, if needed.
  • When you finish adding print sets, click Back to return to the Configuration Menu page.

Tags

Web1040 Pro allows preparers to set up return tags to aid in managing clients. Preparers create personalized return tags, which in turn are used to track and sort returns in the office client list. Once a return has been assigned a return tag, the tag icon within the Office Client List will illuminate to signify a tag has been assigned to the return. Return tags can be assigned from either the Office Client List or the Submission page within E-File.

Setting up Return Tags

All Tags created in Web1040 Pro are custom. You can create return tags for anything your office needs. To set up custom return tags, select Tags in the office Configuration Menu. Web1040 Pro displays the Office Tags configuration page:

  • Simply enter the name for the tag, then click Add.
  • Repeat this process until all needed tags have been created.
  • When a preparer is working in a return, he/she can assign a return tag on the Submission page or within the office Client List:

 

Filtering by Return Tags

Tax preparers can filter their Office Client List using custom return tags. To filter returns, the preparer will navigate to their client list and select the tag they wish to use. All previously created return tags will be listed in the Filter by Return Tag drop-down.