Individual. EIT Application. Page 1

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1 Welcome to RBA Professional Data Systems, Inc.'s Individual Taxpayers' E Filing Tax Preparer Module efiling Release (3.1) Dated February 1, 2011 ADMINISTRATIVE USERS' MANUAL Terminology Page 1

2 RBA PROFESSIONAL DATA SYSTEMS Software Documentation RBA Professional Data Systems 240 Elmwood Street State College, Pa Terminology Page 2

3 Terminology This manual has been written for distribution to end users ranging from single tax collection offices to large collection entities. For the purposes of this manual, the tax office organization is referred to as the TCD. This abbreviation is commonly used for the tax collection districts (mandated under Act 32 of 2008), tax office, tax collector, collection bureau. Terminology Page 3

4 Preparers Login A set of tabs have been added to the efiling Taxpayer logon page, Individual Returns and Tax Preparers. Taxpayers who wish to file their tax return need to proceed as normal, entering in their Social Security number, PIN number and Security Code to begin their tax return. Tax Preparers will click on the Tax Preparers tab to continue. Page 4

5 The Tax Preparer s logon screen is shown below. There are two types of logons for Tax Preparers, the Organization logon which administers their account, and logins for the Individual Tax Preparers who enter the tax returns. For our example case, we have the Taxes R Us Agency with its employees,, Jane Smith (the office manager), Joe Miller and Steve Jones, each of who do tax returns. Jane will go to the Tax Preparer Logon page, the click on the New User radio button. Page 5

6 She types in the security codes, reads the Information and Instructions and clicks the checkbox, then clicks on Submit. Jane should fill out this screen for her organization, the Taxess R Us Agency. Only the fields with and asterisk (*) are required. The Use Different Mailing Address checkbox iss checked only if the mailing address is different than the Physical Address. When the screen is filled out, Jane clicks on the Continue button. Page 6

7 At this point, you can add in you individual Tax Preparers, or submit your registration to be approved by the Tax Collection District. If you have more than one or twoo preparers to enter, we recommend getting approved first, as your information will be lost if you lose your internet connection before clicking the Finish Registration button. The process is the same before or after your registration is approved. Jane decides to add her Tax Preparers now, so she clicks the Add a New Preparer link. The first preparer Jane enters is herself. Here you can enter any internal ID you have for this tax preparer, and enter the name as you want it to be printed onn final tax returns. When done, click Continue. Page 7

8 Next, you enter the user name this preparer willl use to log onto the system, and enter a password for this user. They will be able to change their password after they log on. Jane enters her first and last name as her user name. Click Continue when finished. All user names in the system must be unique. If the user name you have chosen is used by someone else, an error will be displayed and you will need to choose another user name. If this happens, enter a new user name and re enter the password two times. Click Continue. When you are successful, the user name will be displayed under the Preparers information. Click the Add a New Preparer link if you wish to add another preparer. Page 8

9 Jane adds her other two preparers, Joe and Steve. When youu are done adding Preparers, or if you have chosen not to add preparers at this time, click the Finish Registration button to continue. You must now enter a User Name for your organizations administrative account. We suggest that you use a variation of your company name. Jane decides on TAXESRUSAG. Enter the administrative address as well. You will need access to this account too finish the registration process. Jane enters her own address as the administrative address. Click Continue to finish the process. The message below is display. You can close this window for now. You will also receive confirmation that you registrationn has been received. Page 9

10 The Tax Collection District must now approve this registrationn on the Tax Preparer Dashboard. Choosing the Pending Accounts filter will show only those accounts that need to be approved. You can click on the Impersonate link if you want to see moree informationn about the account. It will log you into their account where you can view the registration information. Click the Approve link to approve this account, and send a confirmation . Page 10

11 Jane now account. receives an from the Tax Collection District with a link that will confirm her and Jane now done. need to enter a password for the administrative account, TAXESRUSAG. Click Continue when To sign on as the administrative user, enter you user name and password in the Administrator box. Page 11

12 This takes you to the Organization maintenance screen. From here you can maintain the organizations basic data, and maintain the Tax Preparers. Click these links to change the Organizations User Name, Password or administrative address. Click the Edit button to change the address information. You can Deactivate an existing Tax Preparer by clicking on thee Deactive link. Page 12

13 Unchecking the Show Active Preparers Only checkbox will display Preparers who have been Deactivated. Clicking the Activate link will make the Preparer active again. Clicking the Impersonate link will take you into the Tax Preparer s account, as if you were logged in as the Preparer. You will have the same functionality at the Tax Preparer has. All changes to any information or Tax Returns will be logged under the Administrative account. Thee screen will indicate that you are Impersonating the Tax Preparer account. Click the Go Back To Organization Admin link to return. Page 13

14 If Jane wants to log in to her Tax Preparer account, she enters her user name and password into the Tax Preparer logon box. This is the Tax Preparer screen. Preparers can edit their Name and Internal ID by clicking the Edit button. Page 14

15 Click the Save button after making the changes. Preparers can add notes into the notes field at any time. These notes are saved when you click off the field. You can also edit your User Name or Password by clicking the links. To add a Tax Return, click File a New Tax Return. This will take you directly to the screen where you choose to file a long orr short form. to enter a Taxpayer s PIN. There is no need Page 15

16 Jane may need to work on more than one Tax Return at a time. To facilitate this, after entering the Information on the Taxpayer and Spouse (if filing a combinedd return) and entering the first address for the return The Tax Preparer will be given the opportunity to Save the Tax Return to continue it later. These buttons will be available on every screen from this point forward. Save and Continue Return Later will save the return will all data that has been entered, and will take you back to the Tax Preparer screen. Start Over willl return to the Tax Preparer screen without saving. you out of the system without saving. Logout will log Page 16

17 Back on the Tax Preparer screen, all saved returns in progresss will be listed. You can go back to any return in progress by clicking Continue Return, or delete the return in progress by clicking Delete. You can have any number of returns in progess. The returns will stay listed on the Tax Preparer screen until you click Continue on the Summary Screen. This finalizes the return, and you will NO LONGER HAVE ACCESS TO IT. You will receive this warning message when you click the Continue Button. Click Cancel if you do not wish to continue. Only click OK if you are positive you are finished working on this return. Page 17

18 Click the Print Return and Payment Voucher button to print the return. The printed return willl show the Tax Preparer information at the top. And a signature block for the Tax Payer and Preparer are included below the return. Page 18

19 All Taxpayer payments must be made using the printed voucher. The finalized return will no longer show on your Returns list, and you will no other access to this return. Page 19