Uploading Batch Organizers

This article describes the process for uploading batch organizers from supported tax software systems into Organizers.

Important

• All engagement letters included in a batch should be formatted the same way; any signature/date lines should be in the same position on the same page. 
• For UltraTax CS, Lacerte, and GoSystem Tax RS, a client's engagement letter must be printed in one PDF file and their organizer must be printed in a separate PDF file. You must print these files directly from the tax software.
• CCH Axcess and ProSystem fx must have a client's engagement letter and organizer printed in one PDF file. You must print this file directly from the tax software.

Before you begin:

• Make sure your organizers and (optional) engagement letters are named properly for the tax software you are using (see the file name format instructions below). An incorrect file name will result in an error status.
• Download a blank CSV template and fill out the CSV to include client information. The Client ID column in the CSV file must match a corresponding Client ID in the organizer and (optional) engagement letter file names. 
• Have a ZIP archive that contains the batch's organizers and (optional) engagement letters. 
  • There is a size limit of 1 GB for the ZIP file. 

Additional CSV requirements

• Make sure that the organizer data is placed in the proper column.
• Make sure that cells in the Client ID column are formatted as text before you enter data. This prevents Excel from inadvertently truncating numbers. 
  • To prevent Excel from truncating Client IDs, see our Leading Zeros in CSV Template article.
• Do not add or delete any columns in the provided CSV template.
  • Client ID, Taxpayer First Name, Taxpayer Last Name, and Taxpayer Email Address are required fields. Other columns can be left empty. 
• Do not have text in any cells other than the columns provided.
• Do not change the names of any headers in the CSV template.
• Make sure that the number of organizers listed in the CSV file matches the number of organizers in the ZIP archive.
• Make sure that the sort order of organizers in the CSV file matches the sort order of the organizers in the ZIP archive.
• If a spouse is included in an organizer, Spouse First Name, Spouse Last Name, and Spouse Email Address are also required and must be filled out.
• Country Code must be entered if Mobile Number is present. 
• After saving the CSV file, do not reopen it prior to uploading it to Organizers.

File name requirements for supported tax software

CCH Axcess

Note: A client's organizer and engagement letter must be printed in one PDF file directly from the tax software. 

Organizer name format:

<YYYY><US><System Letter> <Client Name> Organizer <Client ID> <V#>
Example: 2015USI Smith, John Organizer ABC123 V1

See the CCH Axcess™ Best Practices for Printing Organizers article for additional guidance. 

Engagement letter name format:

Not applicable. The engagement letter must be included in the organizer PDF.

CCH ProSystem fx

Note: A client's organizer and engagement letter must be printed in one PDF file directly from the tax software.

Organizer name format:

YYI_<Last name>_<First Initial>_Organizer_V#_<ClientID>
Example: 15I_Smith_J_Organizer_V1_ABC123

See the CCH ProSystem fx® Best Practices for Printing Organizers article for additional guidance. 

Engagement letter name format:

Not applicable. The engagement letter must be included in the organizer PDF.

UltraTax CS

A client's organizer and engagement letter must be printed into separate PDF files directly from the tax software.

Important

UltraTax will recognize 9 digit client IDs as SSNs and only display 4 digits. The full client ID is required for batch uploads to function correctly. 

Organizer name format:

<Document Name>_<Client ID>
Example: Organizer_ABC123

Engagement letter name format:

<Engagement Letter>_<Client ID>
Example: Engagement Letter_ABC123

See the UltraTax CS® Best Practices for Printing Organizers article for additional guidance. 

Lacerte

Note: A client's organizer and engagement letter must be printed into separate PDF files directly from the tax software.

Organizer name format:

Organizer Forms–<Client ID>
Example: Organizer Forms-ABC123

Engagement letter name format:

<Engagement Letter>_<Client ID>
Example: Engagement Letter_ABC123

GoSystem Tax RS

Note: A client's organizer and engagement letter must be printed into separate PDF files directly from the tax software.

Organizer name format:

<Taxpayer Last Name><Taxpayer First Name>&<Spouse Last Name>_<Spouse First Name>_<Client ID>_<Tax Year>
Example: Smith_John&Smith_Jane_ABC123_2020

Engagement letter name format:

<Engagement Letter>_<Client ID>
Example: Engagement Letter_ABC123

Submitting your batch

1. Click the drop-down and select Batch Organizer.
2. Click the Upload button for your tax software.
   
3. In the batch upload screen, fill out the necessary information:
   • The Batch Name can be anything you choose in order to identify the batch in your firm's processing.
   • Select the ERO from the drop-down.
   • Select the Tax Year from the drop-down.
4. Click the No Engagement Letter checkbox on or off to indicate whether your batch contains engagement letters.
5. Drag and Drop Or Click to Upload in the Select Zip File area.
6. Drag and Drop Or Click to Upload your batch CSV file to the Select CSV File area.
7. Click Submit.

Checking your batch upload

When a batch upload is complete, Organizers will let you know via a notification or email. The batch will appear on the screen with a + button next to the Batch Name.

1. Click the View drop-down and select Batch Organizers.
2. Click the + button to see the contents of the batch.
   
   1. Eyeball will allow you to view each organizer in review only. 
   2. Client Information will allow you to view the client details that were pulled from the CSV. 
   3. Delete will allow you to delete the Organizer from the batch. 
3.  Click the Rocket icon to open and process the batch.
   • Processing an Organizer

Info

If you see an Errors tab while processing your batch, it means that Organizers encountered some problems during upload. You can try to correct each error by using the icon in the Action column. Some errors such as unrecognized file names (or that require corrections to the batch CSV file or ZIP file) will require you to upload the batch again.