Practice CS: Integration Points with Other CS Professional Suite Applications. Table of Contents

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1 Table of Contents Dashboards... 3 FileCabinet CS... 3 GoFileRoom... 3 Project Solutions (Staff and Client Dashboards)... 3 Outlook Tasks (Staff Dashboard)... 4 Outlook Calendar (Staff Dashboard)... 4 Outlook (Staff and Client Dashboards)... 4 Client Notes (Client Dashboard)... 4 UltraTax CS Return History... 5 Billing... 5 Integrated Invoices Accounting CS... 5 Integrated Invoices UltraTax CS... 5 Print Invoices to FileCabinet CS... 5 Print Invoices to GoFileRoom... 5 Print Invoices to Print Invoices to Net Client CS for Online Bill Pay... 6 Receipt and Adjustment Entry... 6 Integrated Receipts from NetClient CS Online Bill Pay... 6 Client Setup... 6 Client Populate from UltraTax CS... 6 Client Populate from GoSystem Tax RS... 6 Client Notes... 7 Reports, Labels, and Letters... 7 Print to FileCabinet CS... 7 Print to GoFileRoom... 7 Print to Project Management... 8 UltraTax CS Completion Event... 8 Updated 5/19/2016 Page 1

2 UltraTax CS Extension Event... 8 Solutions... 8 Client Complexity... 8 GoFileRoom Workflow... 8 Client Management... 9 Outlook Contact Synchronization... 9 Exports... 9 Outlook Contacts... 9 Export Clients to FileCabinet CS... 9 Export Staff to FileCabinet CS... 9 Export Clients to Toolbox CS Export Journal Entries to Accounting CS Shared Calendars Updated 5/19/2016 Page 2

3 Dashboards FileCabinet CS Practice CS: Integration Points with Other CS Staff and Firm Dashboards FileCabinet CS Documents portlet - Select a FileCabinet CS data location and specific drawer when the portlet is added and it will display the contents of this drawer each time that portlet is viewed on the Staff Dashboard To change the data location or drawer after the portlet has been added, right-click the portlet and select Options Client Dashboard FileCabinet CS Documents portlet - If a drawer has been created for a client in FileCabinet CS, Practice CS will display the contents of that client s drawer in this portlet When the portlet is added, there is an option to select which FileCabinet CS data location to use. However, a specific drawer cannot be selected. Practice CS will scan that data location for the client s drawer. If one does not exist, the portlet will show a statement that says No Client information found in FileCabinet CS GoFileRoom The GoFileRoom Documents portlet is available on the Firm, Staff, and Client dashboards When the GoFileRoom Documents portlet is selected in a dashboard, a dialog automatically opens and prompts for the GoFileRoom drawer, indexes, and maximum number of results to display Right click anywhere on the GoFileRoom Documents portlet and choose Options to change these items after the portlet has been added The GoFileRoom: FirmFlow My Work portlet is available on the Staff Dashboard This portlet will display the FirmFlow My Work screen in GoFileRoom for the user logged in The login is determined by the login saved in Setup > System Configuration > GoFileRoom > Login Information Project Solutions (Staff and Client Dashboards) Depending on the Solution assigned to the project (see the Projects section of this document), a staff member can open another program from the Projects portlet on the Staff Dashboard For example, if the firm is set up to integrate with other solutions (Firm Setup > Preferences tab > Integrate this Firm with other solutions) and UltraTax CS is assigned to the project as a solution, an UltraTax CS icon will be shown next to the project on the Projects portlet of the Staff Dashboard Click the Solution icon to open that project s client in UltraTax CS Staff can set User Preferences to Start Timer for Projects. If this is selected (Setup > User Preferences > Time and Expense tab), the Desktop Timer will Updated 5/19/2016 Page 3

4 start for that client as soon as UltraTax CS Solution icon is launched. The timer will automatically stop when the client is closed in UltraTax CS Solutions (like UltraTax CS) can also be assigned to Project Tasks and the solutions can be launched from the Tasks portlet on the Staff Dashboard or the Project s portlet when displaying Tasks on the Client Dashboard Outlook Tasks (Staff Dashboard) The Outlook Tasks portlet will display all tasks from Outlook for the staff member this is based on the Windows login, not the Practice CS login If the staff has the option selected in Outlook to not show completed tasks, the completed tasks will still show up on the Outlook Tasks portlet in Practice CS The only way to remove a task from this portlet is to delete the task in Outlook Outlook Calendar (Staff Dashboard) This portlet will display staff appointments from today s date (system date) for the number of days specified by right-clicking in the portlet and selecting Options. The current period selected in Practice CS is not relevant in this portlet Outlook (Staff and Client Dashboards) Staff Dashboard Staff can view all unopened items through the Outlook Mail Portlet. This portlet will not scan personal folders or any subfolders. It only scans the Outlook Inbox Client Dashboard In order to display messages on the Client Dashboard, any of the three client s addresses plus the File as, Contact name, or Display as: in the Contact Setup of Practice CS must be entered exactly as the name appears in the From line of the actual message in the Outlook Inbox or the To line in the Outlook Sent items folder Practice CS will scan the staff person s Outlook Inbox and Sent Items for messages that were sent to or received from the client selected If the firm uses Microsoft Exchange and has Practice CS synched with a public folder (Setup > System Configuration > Outlook > Public Folder), any client messages in the designated public folder can be viewed by any staff on that client s dashboard. Only the address need match for the to be displayed from the public folder Staff will need to create an Outlook rule or manually drag and drop messages into the public folder in order for others to view them Client Notes (Client Dashboard) This portlet will show all the client notes entered in Practice CS, UltraTax CS, FileCabinet CS, and Fixed Assets CS Notes can be entered in the Client Notes Portlet, and they can be entered in Setup > Clients > Notes tab which can readily be reached by clicking on the header of the Updated 5/19/2016 Page 4

5 portlet UltraTax CS Return History The data that appears in the UltraTax CS Tax Return History report can be viewed in the UltraTax CS Return History portlet. The data is presented in a graphical format Billing Integrated Invoices Accounting CS When invoices are printed in Accounting CS, click the button that says Export to Practice on the Finalized tab in File / Print Billing Invoices The Accounting CS invoice appears on the Integrated Invoices tab in Practice CS Billing. From this screen you have options of if and how to relieve WIP when you accept the invoice Integrated Invoices UltraTax CS In order to send an invoice from UltraTax CS to Practice CS, a Status Event needs to be set up in UltraTax CS under Setup > Office Configuration > Status tab The Event needs to have the checkbox marked that states, With the log of this event, forward Invoice to CS Practice Products Only invoices that have been printed or previewed in UltraTax CS should be sent to Practice CS by logging the event. If the invoice has not been printed or previewed, the invoice amount will be $0. A calculation occurs in UltraTax CS when the invoice is printed or previewed. The invoice can then be accepted on the Integrated Invoices tab of Billing in Practice CS. From this screen you have the options for relieving WIP and can accept or reject the UltraTax CS invoices If multiple events are logged for a client, the invoices will duplicate in Practice CS (though duplicates can be rejected) Print Invoices to FileCabinet CS Invoices can be printed directly to a client s drawer by selecting Output to FileCabinet CS on the Print screen Print Invoices to GoFileRoom If a firm is licensed for GoFileRoom, invoices can be printed to GoFileRoom by marking the checkbox next to Output to GoFileRoom on the print menu It is necessary to choose a file format (*.pdf, *.rtf, *.txt, or *.xls) from the dropdown list Use the GoFileRoom Configuration dialog to select which Practice CS database fields correspond to which GoFileRoom indexes Before printing to GoFileRoom, the GoFileRoom Indexes must be mapped to fields in Practice CS. To accomplish this, GoFileRoom indexes must be set up To access the GoFileRoom Configuration dialog, choose Setup > System Configuration > GoFileRoom > Index Mapping Updated 5/19/2016 Page 5

6 Note: If GoFileRoom is not listed under System Configuration, the Adobe add-in may need to be installed on that workstation. To access the add-in, click the Add-Ins link on the GoFileRoom Welcome page and follow the instructions provided Print Invoices to When printing an invoice, there is an option to Output to The invoice can be attached as the following types of files: Adobe Acrobat (*.pdf), HTML (*.html), Rich Text Format (*.rtf), Text File (*.txt), Tagged Image File Format (*.tiff), or Microsoft Excel (*.xls). The text in the body of the invoice can be set up in Setup > Firm > Billing & A/R tab Upon printing, an will automatically be sent to the primary address of the Billing Contact of the client You can choose to have the s go to the drafts folder first so you can review them before sending Print Invoices to Net Client CS for Online Bill Pay If a client is set up with NetClient CS, you can print invoices to NetClient CS. The client can log into their NetClient CS account and pay the invoice online by credit card Receipt and Adjustment Entry Integrated Receipts from NetClient CS Online Bill Pay When a client pays an invoice through NetClient CS, it appears in the Integrated Receipts tab in Receipt & Adjustment Entry These receipts can be integrated in and are automatically applied to that client s outstanding invoice which was paid through the NetClient CS Portal Client Setup Client Populate from UltraTax CS In UltraTax CS, choose Help > Repair > Miscellaneous tab. Select CS Practice Products and click the Populate button The population is based on Client ID only If a Client ID already exists in Practice CS, the client will not be duplicated or overridden even if you populate multiple times Client Populate from GoSystem Tax RS This process will populate clients that are exported from GoSystem Tax RS and will need to be completed by a GoSystem Tax RS representative In the RS browser of GoSystem Tax RS, access Support Click the Practice CS link on the left menu bar Select the Account, Year, and Type and select Continue Click Close and right-click the Export Status link Select Save As and save the file to your local machine this file to the staff that requested the client population and have the staff Updated 5/19/2016 Page 6

7 save it into the following path: X:\Wincsi\Practice CS Data\Data\Integration (where X is the network drive letter) Close and reopen Practice CS and the clients will appear under Setup > Clients Notes: The Client Code in GoSystem Tax RS becomes the Client ID in Practice CS The Corporation/Partnership name in GoSystem Tax RS will be placed in the Description, Name 1, Name 2, and Individual First and Last Name fields in Practice CS Fiscal year end month and addresses will populate into Practice CS Client Notes Client notes can be viewed and entered in Setup > Client >Notes tab These notes are shared with UltraTax CS, FileCabinet CS, and Fixed Assets CS Reports, Labels, and Letters Print to FileCabinet CS In the print menu, choose the Output to FileCabinet CS option. A second dialog will pop up asking which drawer to print to Letters printed to FileCabinet CS will be placed in each client s drawer. For instance, when printing letters to a group of 50 clients, the letter addressed to the client will placed into the client s specific drawer Print to GoFileRoom In the print menu on any report, label, or letter there is an Output to GoFileRoom option Documents such as reports, invoices, statements, letters, and labels can be printed from Practice CS to GoFileRoom Before printing to GoFileRoom, the GoFileRoom Indexes must be mapped to fields in Practice CS. To accomplish this, GoFileRoom indexes must be set up To access the GoFileRoom Configuration dialog, choose Setup > System Configuration > GoFileRoom > Index Mapping Note: If GoFileRoom is not listed under System Configuration, the Adobe add-in may need to be installed on that workstation. To access the add-in, click the Add-Ins link on the GoFileRoom Welcome page, and follow the instructions provided Letters printed to GoFileRoom will be sent to individual contacts For instance, when printing letters to a group of 50 clients, the letter addressed to the each client will be placed in the corresponding client s drawer Print to In the print menu on any report, label, or letter there is an Output to option For reports, select the recipients to send the report Updated 5/19/2016 Page 7

8 Letters printed to will be sent to individual contacts. For instance, when printing letters to a group of 50 clients, an will be sent to the primary address of the preferred contact of each client Project Management UltraTax CS Completion Event In Practice CS, each project and task can be set up with an UltraTax CS completion event When the Status Event is logged in UltraTax CS, it will change the tracking description of the project or task to Completed. UltraTax CS Extension Event In Practice CS, each project with an UltraTax CS solution can be set up with an UltraTax CS Extension event When the Status Event is logged in UltraTax CS, it will activate the next available extension and change the due date accordingly in Practice CS Solutions Programs can be launched by clicking on the Solution icon that appears on project and task records in Actions > Manage Projects, Projects and Tasks portlets on the Staff Dashboard, or the Projects portlet on the Client Dashboard In order to set this up, open the project and assign a Solution Solutions include UltraTax CS, Creative Solutions Accounting, Accounting CS, Fixed Assets CS, Financial Analysis CS, Microsoft Word, Client Complexity Microsoft Excel, and Other Note: The Other solution can be used to launch any Windows executable file on the workstation where Practice CS is installed The Client Complexity Factor is automatically sent from UltraTax CS to Practice CS The Complexity factor can be viewed in Actions > Manage Projects Client Complexity is not on the screen by default. You can add the field via the Field Chooser GoFileRoom Workflow A GoFileRoom Workflow can be associated with a project Click the More button at the end of the GoFileRoom Workflow field on a project and select a workflow. The Workflow will appear in the field Double-click the field to open the Workflow folder Updated 5/19/2016 Page 8

9 Client Management Practice CS: Integration Points with Other CS Outlook Contact Synchronization Exports If you are licensed for the Client Management module and use Microsoft Outlook as the client, contacts in Practice CS can be synchronized with a selected Outlook contacts folder You have the ability to specify if Outlook Contacts should be added as a client or standalone contact We recommend using a folder that only contains contacts the firm wants in both Practice CS and Outlook All contacts in the specified Outlook folder will be added to the firm s contact list in Practice CS. The first synchronization should always be done with an empty Outlook contacts folder Contacts of inactive clients will synch with Outlook. However, the client contact for clients that are marked with a left date in Practice CS will be removed from Outlook and will no longer synch Contact synchronization is set up under Setup > System Configuration > Outlook Outlook Contacts Under File > Export > Contacts to Outlook, all clients, standalone contacts, offices, and staff setup in Practice CS can be exported to an Outlook contacts folder There are filtering options on this screen to choose specific groups to export Export Clients to FileCabinet CS This can be accomplished in Practice CS under File > Export > Clients Once exported, if the client does not already have a drawer, Practice CS will create one for the client The EIN/SSN and of the client will also be exported to FileCabinet CS The drawer name will be the client s ID and then in parenthesis it will list either: The client s Individual First Name and Individual Last Name, if those fields are used in Practice CS If the client s Individual First and Last Name are blank, it will list Name 1 If Name 1 is blank, it will list the client s Description On the export screen, you have an option to create a Practice CS folder in FileCabinet CS client drawers. This is useful if the client already has a drawer and you would like to create a separate space within the drawer for Practice CS items (invoices, reports, etc.) Export Staff to FileCabinet CS This can be accomplished in Practice CS under File > Export > Staff Once exported, if the staff does not already have a drawer, Practice CS will create Updated 5/19/2016 Page 9

10 one for the staff member The SSN and of the staff will also be exported to FileCabinet CS. The drawer name will be the Staff ID and then in parenthesis it will list the staff First Name and Last Name on the export screen. You have an option to create a Practice CS folder in FileCabinet CS client drawers Export Clients to Toolbox CS This can be accomplished under File > Export > Clients Export Journal Entries to Accounting CS If you are licensed for Accounting CS, Practice CS can use the Export Journal Entries screen to export information. (See: Importing Journal Entries from Practice CS for more information) In Practice CS, this is done by going to File > Export > Journal Entries Verify that activities, engagements, and sales/service tax are coded with the appropriate GL accounts Select the Options button to specify the following: Basis: Accrual or Cash Base billed Time & Expenses on the accounts entered on Activities or Engagements or summarize using the specified account Base net Progress Bills on the accounts entered on Activities or Engagements or summarize using the specified account Base Taxes on the accounts entered on the Taxing Authorities or summarize using the specified account The General Ledger accounts to use for Receipts, Accounts Receivable, Service Charges, Credit Memos, Debit Memos, and Write Offs Note: Accounts Receivable, Credit Memos, and Write Offs apply only when using the Accrual method Amounts classified as Unspecified will not be sent over during the export process Select the appropriate date range of transactions to export Verify that the accounts and numbers are correct then select the Export button To import the entries into Accounting CS, go to File > Import > Client data In the Import Client Data Wizard, select the appropriate client from the Client Name dropdown Verify that Practice CS is marked as the Source of the Import File Navigate to where the file location resides (by default should be X:\WINCSI\Practice CS Data\Data\Export Select the file name from the drop down if it does not appear The Practice CS export file is named Trans.PCSJE GL<period end date>.xml, where <period end date> represents the period end date specified in the export date range from Practice CS Updated 5/19/2016 Page 10

11 Shared Calendars Shared calendars require Microsoft Exchange and can be viewed under Actions > Staff Calendar Each staff member s calendar must be shared (set up by the firm s technician) and the staff must have permission to add/edit other calendars The calendar corresponds to the staff s primary address listed in Setup > Staff > Contact Info Updated 5/19/2016 Page 11