2016 ULTRATAX/1040 CLIENT ORGANIZER, v.2016.1.0 User Bulletin 1040US-16.1.0: Email Client Organizer Procedures November 21, 2016 This user bulletin provides an overview of the processing steps for the Email Client Organizer feature of UltraTax/1040 Client Organizer. After installing the software, review the online UltraTax/1040 Client Organizer help for more information. The online help covers topics such as creating passwords for email organizers and customizing the email organizer greeting. In addition, all the processing steps explained in this user bulletin are covered in full detail in the Client Organizer help topics. For information on using the Email Client Organizer, see the Email client organizer overview topic in the Help & How-To Center. For easy access to all Client Organizer help, see the 1040 Client Organizer Help Center.

EMAIL CLIENT ORGANIZER

The 2016 UltraTax/1040 Client Organizer application includes the Email Client Organizer, a powerful feature that enables you to create professional client organizers and send them to your clients via email. This is an alternative to traditional paper client organizers. The Email Client Organizer feature enables you to do the following:  Customize the email greeting.  Include the engagement letter, IRC 7216 consents, bank account verification, and privacy policy information.  Use the Classic Client Organizer, Organizer Checklist, or the Lite Client Organizer format.  Offer your clients the ability to edit proforma’d data, add new data on organizer pages, complete the organizer questionnaire, include notes and questions for you, and then mail or fax the email client organizer pages back to your office or bring it in on their appointment date. Important! Only Web Client Organizer enables your clients to enter data in online organizers via NetClient CS® portals, and your staff to import that information directly into UltraTax CS. Refer to the Web Client Organizer section below if you are interested in electronic client data-entry and retrieval.

System requirements for the Email Client Organizer System requirements for the preparer  The preparer’s system requirements for Email Client Organizer are the same as those needed for installing and running UltraTax CS. The latest system requirements are on our website at CS.ThomsonReuters.com.  An email program that supports Messaging Application Programming Interface (MAPI) protocol, such as Microsoft® Outlook,® Outlook Express, Windows Messaging, and Microsoft Exchange, is

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recommended. If your email does not support MAPI, you can still create organizers in Portable Document Format (PDF) and manually attach them to an email message. Important! Webmail accounts such as Gmail, Hotmail and Yahoo!® do not support a MAPI client interface. If you are unsure if your service supports MAPI protocol, contact your email service provider. System requirements for the client  A Microsoft® Windows® 10, Microsoft Windows 8, Microsoft Windows 7, or Windows Vista Professional operating system.  An email service capable of receiving file attachments.  Adobe® Reader® X or higher. A link is provided in the email greeting so your clients can easily download the latest version, if needed.

Email Client Organizer processing procedures Setting a password for the Email Client Organizer  Program-generated password: In the Setup > Client Communications dialog, click the Password button in the Options group box, and mark up to three of the available checkboxes in the PDF / XLS Delivery Password Options dialog to select the desired password options. By default, the password setting from 2015 UltraTax CS is used in 2016 UltraTax CS as well. For first-time UltraTax CS users, the Taxpayer Identification Number (SSN/EIN) is used by default.  Custom password: In the Setup > Client Communications dialog, enter the desired password in the Password field. UltraTax CS displays custom passwords in red text. Important! If you customized electronic delivery passwords in 2015 UltraTax CS, mark the Custom PDF delivery passwords from the Client Communications dialog checkbox on the Setup > 1040 Individual > Other Return Options > Proforma tab. Entering firm and client email addresses 1. Choose Setup > Client Communications. 2. Enter your firm’s email address in the Firm email address field. 3. Enter the client’s email addresses in the Email Address column. If applicable, enter the spouse email address by selecting Sp from the drop-down list to the left of the Email Address column. The client email addresses entered here will automatically update the Taxpayer email address and Spouse email address fields in Screen Contact in the General folder in UltraTax/1040 the next time the client is opened. Note: If you entered client email addresses in 2015 UltraTax CS, the application will automatically proforma taxpayer and spouse email addresses from Screen Contact in the General folder in UltraTax/1040. 4. Select Taxpayer, Spouse, or Both in the Email To column to determine who will receive the email organizer. 5. Select Email (PDF) in the Organizer Delivery field for those clients to whom you wish to deliver organizers via email.

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Setting additional organizer configuration options 1. Choose Setup > 1040 Individual, then click the Organizer tab. 2. In the Organizer Presentation options group box, click the Modify button and select the desired presentation method. You can choose between Classic Client Organizer, Client Organizer Checklist, Lite Client Organizer pages plus other pages in classic format, and Lite Client Organizer pages for clients who meet Lite Criteria. Note: You can click the Did you know button for more information about the Client Organizer printing criteria. 3. In the Other return options group box, you can mark the applicable checkboxes to mask all the Social Security numbers, driver’s licenses and state issued ID numbers, Employer Identification numbers, and/or bank account numbers in the organizer pages with asterisks (*). 4 Mark the Print Individual Engagement Letter checkbox to send out an engagement letter with your client organizers. This will create a second PDF attachment as an actionable item. 5. If you do not typically use (or proforma) custom cover letters or organizer questionnaires, you should clear the Proforma custom questionnaire and cover letter selection (Screen Letter) checkbox. By default, the selection will proforma to corresponding fields in Screen Letter in the General folder. 6. To include the information entered in Screen Info in the organizer Form InfoD, mark the Print Screen Info Record of stock purchases on Organizer checkbox. By default, this information is not included in the organizer. 7. Mark the Do not print a blank Sch D Organizer form (unless marked Always in Collation) checkbox to exclude a blank Organizer Form D. By default, if the client included a Schedule D in 2015 UltraTax/1040, the 2016 client organizer will contain a blank Organizer Form D. If the Print Screen Info Record of stock purchases on Organizer checkbox is marked, the organizer will contain Form InfoD as well as a blank Form D. 8. Mark the Print the Lite Client Organizer Itemized page even if no amounts exist checkbox if you want this page to print when no amounts are present. By default, this page will only print when amounts are present. 9. Mark the applicable checkboxes for those items you want to include in an Income Summary instead of separate organizer pages in Classic or Lite format. Note: In the Lite format, if any of the forms are marked to include on the Income Summary, all of the forms will be reported on the Income Summary. 10. Mark the Interest or Dividends checkboxes to include these items in an Interest / Dividend Summary Report instead of printing separate organizer pages in the Classic format. 11. If desired, specify a due date for organizers from the calendar in the Due date for taxpayer to return completed client organizer field. This option works in conjunction with the “Organizer due date” custom paragraph. Note: This due date will print for all clients. To change the due date on a per client basis, enter the applicable date in the Due date of completed organizer field on Screen Contact (General folder). 12. Click the Consent button to print as well as enter applicable consent information, and mark the checkbox on either tab to print the consent to use and consent to disclose letters. This will create a second PDF attachment as an actionable item.

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13. Use the fields in the New client options group box to choose the organizer delivery method and mark the Print blank Client Organizer checkbox for new clients as desired. Determining email client organizer content 1. Choose Setup > 1040 Individual, then click the Organizer tab. 2. Click the Organizer button in the Collation group box to modify the collation. 3. Mark or clear the Include in Electronic Org checkbox for each organizer form as desired. 4. Mark or clear the Action Items PDF checkbox for each organizer form as desired. By default, Consent to Use, Consent to Disclose, and Individual Engagement Letter are marked as actionable items since they require taxpayer signature(s). 5. If you plan to print blank organizers, mark or clear the Include in blank Organizer checkbox for each organizer form as needed. Notes  If you want to use the default Email Client Organizer or blank organizer collations, these steps are not necessary.  You can proforma the customized print collations from the prior-year application. The print collations proforma into 2016 UltraTax CS exactly as they appeared in 2015 UltraTax CS. You can proforma the print collations either by using the Utilities > Proforma dialog and selecting Return Collations from the drop-down list, or by using the Return Collation dialog on Setup > 1040 Individual > Organizer > Organizer button in the Collation group box and selecting Prior Year Collation from the Restore Default drop-down list.  If you plan to send a blank organizer, mark the Print blank Client Organizer field for the applicable clients in Screen Contact in the General folder in UltraTax/1040. By default, the Classic Client Organizer pages print for the blank organizer package. If you use the Lite Client Organizer package, you must mark Include in blank Organizer checkbox for the Lite Client Organizer pages and clear the equivalent Classic Client Organizer pages. Access the Include in blank Organizer checkbox on Setup > 1040 Individual > Organizer > Organizer button in the Collation group box.  To print the Appointment custom paragraph for the cover letter and email greeting, enter the applicable information in the Appointment date, time, and duration fields in Organizer Screen Contact in the General folder for those clients for whom you want to include appointment information. The application automatically prints appointment information in the cover letter when the appointment date and appointment time fields both have data. Data-entry fields are also available for next year’s appointment information, and the information you enter will proforma to 2017 UltraTax CS.  You can schedule client appointments via the UltraTax CS status system for use with Client Organizer processing. The appointment information entered in Screen Contact (Tax and Organizer data entry) transfers to the UltraTax CS status system and vice versa. Once you create the “Appointment Event” in the Setup > Office Configuration > Status tab in 2016 UltraTax CS, the appointment information entered in 2015 UltraTax/1040 is automatically imported into the status system when you proforma information in 2016 UltraTax CS.  The Data Mining feature in 2015 UltraTax CS includes a predefined appointment list custom report. Access Data Mining by choosing Utilities > Data Mining in 2015 UltraTax CS. Sending email client organizers to clients 1. Choose File > Print Organizers to open the Print Organizers dialog. 2. Do one of the following:  If your email program supports MAPI, click the Email PDF option in the Print what group box. UltraTax CS Copyright 1991-2016 by Thomson Reuters. All rights reserved.

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If your email program does not support MAPI, click the PDF to file in option in the Print what group box to create a PDF file of the organizer package and save it to a specified location on your hard drive. This option allows you to manually attach the organizer package PDF to an email message. 3. Next, click the Clients button to open the Select Clients to Print dialog. This dialog enables you to select the clients to whom you want to email Client Organizers. 

Note: Clients with email addresses present in UltraTax CS are automatically included in the Clients to print pane unless you have a client’s return open. When a return is open, only that client appears in the Clients to print pane. Use the Remove, Select, or Select All button to modify the list. 4. Click OK to close the Select Clients to Print dialog, and then click the Email button. (Depending on the options and clients selected, the button may change to Assemble or Print).

WEB CLIENT ORGANIZER

The 2016 UltraTax/1040 Client Organizer application also includes a powerful feature that enables you to create and send professional-looking client organizers for your clients using a secure, personalized NetClient CS web portal, so your clients can enter more information in their online organizers and your staff can retrieve that information from the web organizer directly into the client’s return in UltraTax CS. Web Client Organizer enables you to do the following:  

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Customize the email greeting. Include the customizable Organizer Cover Letter in the Client Organizer when you transmit it to NetClient CS. When you choose Setup > 1040 Individual > Organizer and click Options in the NetClient group box, you can include the Cover Letter text in the Net Client Organizer Greeting email. Customize the default web organizer questionnaire and create new questionnaires. Include actionable items like engagement letters or IRC 7216 consent letters. Use either the Classic Client Organizer, Client Organizer Checklist, or Lite Client Organizer format. Enable your clients to edit proforma’d data, enter new data on organizer screens, complete the organizer questionnaire, and include notes and questions for you. Enable your clients to include certain attachments in their web organizer, which you can retrieve and save to FileCabinet CS,™ if licensed, or another location that you specify. The client can attach the following types of files to their web organizer: Quicken® tax exchange format (.txf), Microsoft Excel® (.xls, xlsx), Microsoft Word® (.doc, .docx, .rtf), Adobe ® Reader® (.pdf), image files (.jpg, .bmp, .tif, .png) and web pages (.html). Include a custom document as a Web Organizer attachment in the Client External Documents dialog which can be accessed through Edit > Client External Documents > Add/Edit Links when a client is open. Microsoft® Excel® spreadsheets, Microsoft® Word® documents, and Adobe® PDFs can be selected for Organizer attachment in the new Organizer Attachment column. When a Web Organizer is generated through File > Print Organizers, the files marked as Organizer attachments will be assembled and included as part of the Web Organizer upon transmission. Receive an email notification when a client has completed their data entry. Retrieve client data directly into the client organizer input screens or discard the client data entry. Offer your clients a “print only” version on the portal. In this scenario, clients will download and print the organizer. Once it is printed, they will manually edit proforma’d data, add new data on organizer pages, complete the organizer questionnaire, include notes and questions for you, and

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then return the email client organizer pages to you via mail, fax, or in person on their appointment date. Clients may prefer to deliver the email client organizer pages to you via the portal because it is more secure than sending the PDF via email. In addition to added security, a client can access the PDF version of their email client organizer pages throughout the season and will not need to ask your firm to send them a new version if they misplace their copy.

HELP & HOW-TO CENTER

The Help & How-To Center provides one-stop access to the information you need while using UltraTax CS. We’ve combined all content from the UltraTax CS help topics and our Support knowledgebase into a single repository that is hosted on our website and accessible from within UltraTax CS. To learn more, see Finding answers to your UltraTax CS questions.

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