september 5, 2015 office setup. lesson overview: office setup in this lesson we will cover: adding...

April 19, 2023

Office Setup

Lesson Overview: Office Setup

In this lesson we will cover: Adding new offices to COM

Individual office setupCreate one office at a time

Carry forward office informationOffice Import

Create multiple officesOffice import template

Importing officesCSV EditorImport Results

2April 19, 2023 - USACentral Office Manager – Office Setup

Entering Individual offices in COM

Select the Add New Office(s) link from the Overview Tab – or –

Select the Add New Office(s) link from the Offices Tab

Select Create a New Office

Click Continue

3April 19, 2023 - USACentral Office Manager – Office Setup – Individual

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The Edit Office Info tab displays all information for setting up an office

Complete all the applicable fields

Required entries are marked with an(*) (*) disappears once the

entry is filled

Note: Offices will not pass validation with missing required entries

April 19, 2023 - USACentral Office Manager – Office Setup – Individual

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Completing the Company/Contact Info

Company Name

* Required

First Name

* Required

Last Name

* Required

Email

Phone

* Required

Fax

Other Phone


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Miscellaneous Company/Contact Info

Customer Type

Displays a list of options that most closely describes the office

Order Number

Can be used as an alternative way of identifying sub offices.

Office Number

Leave blank for new offices

Use existing office numbers if the office was used the prior year


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Completing the EFIN section

EFIN - Leave blank if IRS assigned EFIN is not available

Lo-tech EFIN - Office that will receive database updates for all of your sub-offices

Regional EFIN - Requires the use of Consent to Use/Consent to Disclose forms

Transmitting EFIN - Use only if another EFIN is transmitting the office’s returns (Required for InterviewPLUS offices)

Reporting EFIN - The EFIN that also receives add office database information for same entity reporting purposes

Rcv. Template EFIN – Allows sub offices to create and send templates in TaxWise Online for offices they are responsible for


Helpful Hint: Additional Validation errors may occur once the office has been sent to

CCH SFS

EFIN belongs to an existing CCH SFS Customer Contact Customer Care with the

information. Our system validates on EFIN history back to 2002.

8April 19, 2023 - USACentral Office Manager – Office Setup – Individual

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Selecting the Transmission Type and Shipping Method

Transmission Type Choices are based on products

purchased for your offices POWER (1040 & Bus Pkgs) Profiling

Direct to User Ships to sub office Shipping Address on

file

Group Shipment All offices shipped to a central location CCH SFS must assign a Group #

Do Not Ship SFS will not ship software to these

locations Ok to Ship

Select Yes or No Navigate to Office ‘0’ and choose

Activate Shipping for Sub Offices to change to Yes April 19, 2023 - USA

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Central Office Manager – Office Setup – Individual

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Mailing and Shipping addresses are required

Complete both the Mailing and Shipping Address fields

Click Use Mailing Address Mailing address replaces

original shipping address and locks fields.

Remove check mark to enter a different address


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Need additional information to complete your office? No problem.

Click Save & Finish Later Saves office information for

future editing Offices will be listed on the

Incomplete Offices link under Office Views


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Submitting the office information to the CCH SFS customer database

Select Create to validate the office

A Warning message appears when the office fails validation

Description of errors appears in the Errors box Correct the errors Click Create to resubmit

The office is considered complete when it passes validation


Carry Data forward from the previous year

Located under Tools tab

Select Carry Data

Prior Year office information is displayed

44Central Office Manager – Office Setup -Carry Office Data

April 19, 2023 - USA

You have the option to select which fields are carried forward

Set Contract Year to 2013

Select Field Setup link

Select desired fields Selections pertain to all offices

Selected information will populate on the Edit Office Info tab Missing data must be manually

entered on the Edit Office Info tab

If required data is missing, the office will be considered as Incomplete and will not transfer into the CCH SFS client database

Click Save

45April 19, 2023 - USACentral Office Manager – Office Setup -Carry Office Data

Efins used for reporting and transmitting purposes should be carried over first

Select desired offices from list after reporting and transmitting offices are successfully carried over

Use Select All

Use Search Offices Allows you to search for specific

offices

Carry data status box available during process

It could take a while for the process to complete Depends on the number of offices

selected

Note: ‘Canceled’ or ‘Deactivated’ offices will not be available


Confirmation box shows which offices were successful and which had errors

Carry Over Summary Offices carried successfully Offices carried with errors Lists Client IDs of offices with

errors

A Print link is available when offices carried with errors exist Prints list of Client IDs with errors

Offices with errors are considered as Incomplete Open the Edit Office Info tab and

make corrections Click Create


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Importing Offices

Exporting prior year office information If you have multiple PID’s you will have multiple logins to COM

Importing prior year office importing If you have multiple PID’s you will have multiple logins to COM

Importing new offices Download sample office spreadsheet Entering office data into sample spreadsheet Importing office spreadsheet

Import results Results page layout Results options Correcting errors Re-importing failed offices

April 19, 2023 - USACentral Office Manager – Office Setup - Importing

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Exporting Prior Year Office Information

Select the Export link from the Overview Tab –or-

Select the Export link from the Offices Tab


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Helpful Hint: File Download blocked by Internet Explorer

Click on the Security message

Select Download File

Add *.cchsfs.com as a trusted site


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Select the year to export office information from

Select the year that the office information will be exported from Defaults to 2013

Select Export Office Information

Select Export to export the data

Select Cancel to discontinue the process


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Viewing the exported prior year office data

Exports information into the current year Office Template Spreadsheet

Select Open to view your office information on screen

Select Cancel to stop the export process

Note: Microsoft Excel is required to view and edit Office spreadsheets


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Viewing the exported office settings

Column headers for easy identification of specific office data

Ability to make changes to the exported data

Save spreadsheet by selecting the Save As option in Excel


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Select the location and filename for the exported office data

Use Save as dialog window to navigate to the location where the exported office spreadsheet will be saved

Select the location

Enter a filename that easily identifies the spreadsheet

We recommend adding the date to the filename

Click Save


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Review and Edit the exported office data

Make corrections to office contacts, phone numbers, EFINs, etc

Remove offices that are no longer being used by

Note: DO NOT change the existing office numbers. This will cause validation errors. April 19, 2023 - USACentral Office Manager – Office Setup -

Importing

New Offices can be entered on a blank Office Spreadsheet

Located on the Help Center

Select the Office Import Template link listed under Sample Spreadsheets to download the blank office spreadsheet

Can be downloaded multiple times allowing you to import new offices as needed Give each spreadsheet a unique

name

April 19, 2023 - USA 25Central Office Manager – Office Setup - Importing

Completing a blank Office Spreadsheet

Enter office settings one row at a time

Column headers define the required office settings to be entered * notes required entries

Entries define value requirements

Multiple offices can be set up on a single spreadsheet

Leave the EFIN blank if the office has not received an EFIN yet COM will assign a temporary

EFIN when the office passes validation


Saving The Office Spreadsheet For Import

Spreadsheet must be saved in comma separated format (*.csv) for import

In Excel, select Save As

Select location

Enter file name

In Save as type dropdown, select “CSV (Comma delimited) (*.csv)”

58April 19, 2023 - USACentral Office Manager – Office Setup - Importing

Importing Office Spreadsheets

Import office information in the current year system

Select the Add New Offices link from the Overview Tab –or-

Select the Add New Offices link from the Offices Tab


Uploading the Office Spreadsheet

Select Import Office(s)

Select the Continue button

Select ‘Offices Import’ from the Import Type dropdown

Select the Browse

Navigate to office spreadsheet using Windows Choose File dialog

The data from the CSV file will now be loaded into the CSV Editor


Using the CSV Editor To Edit Office Data

Allows editing and manipulation of data prior to import

Numerous options are available for editing Renaming and rearranging of

columns Copy/Cut and paste rows Insert/Delete rows Save single rows


Modifying Columns

Select column header dropdown to rename a column Match CSV Editor columns

with columns inside your own CSV files Has the ability to match

column headers to user’s office data

Rearrange columns by dragging and dropping into different locations


Entering Office Data

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Enter data by double-clicking in the appropriate cell

Invalid data will be highlighted in red Correct data type and

formatting will appear when mouse pointer hovers over an invalid entry

Required fields will be highlighted in gray


Row Options

Left-click row headers to access row options Copy Paste Cut Insert rows

Above current row Below current row

Delete Save

Allows user to import only the selected row


Drag Office Data To “Auto-fill” Cells

Auto-fill concurrent cells of the same type Hover mouse pointed over a

cell When blue box appears, click

box with mouse and drag down to additional cells of same type


Importing The Office Data

Once office data editing is complete, select ‘Import all’ to import offices

Once the data is imported successfully an “Import Operation Complete” message appears Click ‘OK’ to continue

Any data imported will be saved to COM Data that fails validation will

be saved under Incomplete offices in COM

Items can be corrected through Edit Office page or through re-import


Viewing the Office spreadsheet upload results

The Import Results page gives you the ability to view current and past import results

Import Results include Spreadsheet file name Username that imported the

office settings Import date Number of rows imported Number of rows pending Number of rows with errors Download options


Downloading the office import results

Downloads the originally imported office spreadsheet

Downloads only the offices that failed to import

Print or download the errors that caused offices to fail to import


Correcting offices that failed to import

Compare the import errors with the failed offices to make corrections

Rows listing errors on the ErrorList spreadsheet will match up with the rows listed on the ErrorRows spreadsheet for easier office settings corrections

Make corrections and save the ErrorList spreadsheet as a unique filename

Import the corrected office spreadsheet


Lesson Summary: Office Setup

In this lesson we have covered:Adding new offices to COM

Individual office setupCreate one office at a time

Carry forward office informationOffice Import

Create multiple offices Office import template

Importing offices CSV Editor Import Results

39April 19, 2023 - USACentral Office Manager – Office Setup

september 5, 2015 office setup. lesson overview: office setup in this lesson we will cover: adding...

Documents

tech efin office

com individual office

office database information

individual offices

office shipping address

existing office numbers

office order number

sub offices