Uploading Batch Organizers

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

Important

  • 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.
  • Have a completed CSV file ready that contains information about the batch. The Client ID column in the CSV file must match a corresponding Client ID in the organizer and (optional) engagement letter file names. Download a blank CSV template
  • Have a ZIP archive that contains the batch's organizers and (optional) engagement letters. The ZIP archive can be named according to your firm's requirements but must be smaller than 1 GB. If your ZIP file exceeds this size, you must upload multiple batches.

Additional CSV requirements

  • Make sure that organizer data is placed in the proper column (for example, the taxpayer's first name in the Taxpayer First Name 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.
  • Do not add or delete any columns in the provided CSV template (even if a column is 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.
  • Client ID, Taxpayer First Name, Taxpayer Last Name, and Taxpayer Email Address are required fields and must be filled out.
  • 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 and Mobile Number fields for the taxpayer and spouse are optional.
  • After saving the CSV file, do not reopen it prior to uploading to SafeSend 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

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

Engagement letter name format:

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

UltraTax CS

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

Organizer name format:

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

Engagement letter name format:

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

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 Proforma drop-down and select Batch Organizer.
  2. Click the upload button for your tax software (you will only see one).

    01-submit-batch.png
  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 your batch ZIP file to the Select Zip File area.
  6. Drag your batch CSV file to the Select CSV area.
  7. When uploaded, the file names and their sizes will appear under their respective areas.
  8. Click Submit.

    02-submit-batch-upload-screen.png

Checking your batch upload

When a batch upload is complete, SafeSend 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 + button to see the contents of the batch.

    03-check-batch-upload-complete.png
  2. Click the eyeball icon in an organizer to view it in read-only mode.

    04-check-batch-upload-details.png
  3. (Optional) A successfully recognized engagement letter will appear in an Engagement Letter tab.

    05-check-open-organizer.png
  4. You may now process your batch by going back to the Batch Organizers-In Process screen and clicking the rocket icon.

    07-process-batch.png

Info

If you see an Errors tab while processing your batch, it means that SafeSend 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.

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