From the Opening Screen, click on SETUP in the Menu Bar, drag the arrow down to LOGIN ACCOUNT, and click once. The LOGIN ACCOUNTS window will open.
This function allows you to create and edit user logins and passwords for enhanced security purposes. It also allows the prohibition of users into certain areas of the program by the use of Access Levels. Each user must have their own unique Login ID and Password, making this step a requirement if more than one user will be preparing returns. One Administrator login account is already created when you open the program.
To set the Administrator preferences, or create Login Accounts, Passwords and Access Levels:
1. Under Login Accounts,
a. Click EDIT to modify the default Administrator’s Login preferences, or click ADD to add a new Login Account. The Login Preferences screen will appear. Repeat the following process until all Login Accounts have been added.
b. Under LOGIN DETAIL, Enter the LOGIN ID, Enter the LOGIN NAME, Enter the EMAIL ADDRESS, Enter the CELL PHONE NUMBER, Enter the PASSWORD, CONFIRM PASSWORD, Select the ACCESS LEVEL, Select the PREPARERS SHORTCUT ID from the dropdown list or click the NEW button.
i. Check DISABLE LOGIN ACCOUNT to turn off access to the program for specific logins.
ii. Check TRAINING RETURNS ONLY to limit this User to preparing training returns only.
iii. Check SHOW FEES IN TRANSMIT FILTER WINDOW to display the fees due (in addition to the amount of refund) for each return during transmission.
iv. Check DISPLAY INVOICE SHORT FORM to display the short form instead of the longer form invoice for this Login.
v. Check HIDE WORK IN PROGRESS COUNTS if you want to hide the counts of items in the Work In Progress Summary screen. Some preparers prefer this information to be kept private.
c. Under LOGIN PREFERENCES:
i. Choose the COLOR SCHEME the user of this Login prefers from the dropdown list. Color schemes can be customized.
ii. Choose the CLIENT DATA SCREEN the user of this Login prefers from the dropdown list. You can experiment with the three different formats to see which one works best for you.
iii. Choose the QUESTIONNAIRE the user of this Login prefers from the dropdown list. A standard English or Spanish Questionnaire can be selected, or a custom Questionnaire can be selected.
iv. Choose ENGLISH or SPANISH for the CLIENT LETTERS for this Login. This creates a default for the type of letter that will be created for a client when their Return is prepared by a particular User. However, this default can always be changed for an individual Client when you are working within their Return.
v. Choose the LOOKUP SORT BY option from the dropdown list. Clients can be searched by social security number, last name, or in the order in which they are added to the database when using the Lookup function on the toolbar to find clients. You may not know at this time which system will work better for you-this is something you can always change later.
vi. Check USE TRANSCRIPTION MODE if you want to enter pre-prepared tax returns. This function disables the Display Overrides as Errors function and allows data entry into otherwise calculated fields without a warning message.
vii. Check BYPASS CITY/ZIP KEY TRACKING if you do not want the program to automatically enter the City and State when a Zip Code is entered.
viii. Check BYPASS EIN KEY TRACKING if you do not want the program to automatically enter the EIN. This will prevent the auto-population of these fields when the first couple of digits are entered. It is useful to mark this option if you are using more than one EIN for this Login ID.
ix. Check IGNORE STATE ID FROM EMPLOYER DATABASE if you do not want the program to automatically add the State EIN’s on Forms W-2, W-2G, and 1099-R. This will prevent the auto-population of these fields when the first couple of digits are entered. It is useful to mark this option if you will be entering several State ID numbers.
d. Click OK to return to the Login Accounts screen.
2. To modify the default Access Levels or create a new Access Level,
a. Click on the ACCESS LEVELS button at the bottom left hand corner of the Login Accounts screen. The Access Level Configuration window will open.
i. Choose one of the default levels under SELECT LEVEL TO MODIFY to modify one of the existing default levels.
ii. Click ADD LEVEL to create a new level. The NEW ACCESS LEVEL window will open. Enter a Level name, and click OK. The new name will appear in the dropdown list.
b. Modify the ACCESS for each LEVEL. The left screen, ACCESS TO SELECT, has a list of all the potential functions that can be added to an access level. The right screen, ACCESS INCLUDED, has a list of all the functions that are currently available to an access level and can be removed. By default, an Operator has the most access, a Data entry person has limited access, and a Clerk has the most limited access.
i. Highlight a function under ACCESS TO SELECT and click ADD to remove a level from the left screen and add it to the right screen, making that function available.
ii. Highlight a function under ACCESS INCLUDED and click REMOVE to remove a level from the right screen to the left screen, making that function unavailable. The ADD ALL and REMOVE ALL buttons can be used to move the entire list at one time.
c. Click RENAME to rename an ACCESS LEVEL, and the RENAME ACCESS LEVEL window will appear.
i. Type in the name you prefer for that level and click OK to save the new name.
d. Click DELETE to delete an access level. You will be prompted to press YES to complete the deleting process or to press NO to cancel.
e. Click OK to save and close the ACCESS LEVEL CONFIGURATION window.
3. To modify a Login Account:
a. Click the LOGIN ACCOUNT you wish to edit, and it will become highlighted. Click EDIT. The Login Preferences screen will appear and you can make your desired edits. Click OK when you are done.
4. To remove a Login Account:
a. Click the LOGIN ACCOUNT you wish to remove, and it will become highlighted. Click REMOVE. A small screen will come up asking you if you are sure you want to remove this Login account. Click YES. The Login Accounts screen will now be missing that Login.
5. In the Login Accounts window, click OK to save and exit LOGIN ACCOUNTS.