CCH Personal Tax Information Request User Guide

Transcription

1 CCH Personal Tax Information Request User Guide

2 Legal Notice Disclaimer Wolters Kluwer (UK) Limited has made every effort to ensure the accuracy and completeness of these Release Notes. However, Wolters Kluwer (UK) Limited, its staff and agents will not be liable for any errors or omissions and use of the software is subject to the customer s licence with Wolters Kluwer (UK) Limited. These Release Notes should not be relied upon as a detailed specification of the system or the software. Wolters Kluwer (UK) Limited may make changes to these Release Notes from time to time. Copyright These Release Notes may not be copied, altered, edited, disposed of or distributed without the prior consent of Wolters Kluwer (UK) Limited. The content is confidential Wolters Kluwer (UK) Limited Elements of this product include software developed by MYOB Technology Pty Limited MYOB Technology Pty Limited. Distributed under licence by Wolters Kluwer (UK) Limited. Unless indicated otherwise all other elements of this software product are owned by Wolters Kluwer (UK) Ltd. Trademark Rights Microsoft, Windows, Windows NT, Windows for Workgroups, Windows 98, 2000, XP, MS- DOS, Windows Vista, Windows 7, Windows 8, Windows 10, Windows Server, Microsoft SQL Server, and Microsoft Office, are either registered trademarks or trademarks of Microsoft Corporation. Novell and NetWare are trademarks of Novell Inc. Citrix MetaFrame is a registered trademark or trademarks of Citrix Systems, Inc. All rights reserved. All other trademarks are the property of their respective owners. Wolters Kluwer (UK) Limited 145 London Road, Kingston Upon Thames, Surrey KT2 6SR CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY 2017 II

3 Contents Introduction 1 Running the Mail Merge 2 Selecting clients 2 Performing an merge 3 Information Request Templates 5 Default templates 5 Editing templates 7 Hints and Tips 8 ing Information Requests 9 III CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY 2017

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5 Introduction The CCH Personal Tax Information Request utilises the existing CCH Central Mail Merge application; if you have not used the CCH Central Mail Merge previously, it is recommended that you read the following article from our online help: Creating_a_mail_merge The following notes assume a good working knowledge of both CCH Central and the CCH Mail Merge application. The pre-defined templates are installed automatically during the update and are added to subfolder Templates within the deploy folder on your network. To check the location of your Deploy folder, right click on your Central shortcut and left click on Open File Location. The templates need to be added to the templates path specified otherwise they are not available for use in the mail merge; the location of the folder is defined in Maintenance > Documents > Mailing Settings: Note: The above is for example purposes only. If a location already exists, do not change the path, but copy the template to the location specified. Please note that access to the mailing settings is controlled by task permissions. 1 CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY 2017

6 6. 7. Running the Mail Merge Selecting clients 1. Open the Find Clients page, and perform a search to identify clients for mail merge. Note: This can be directly from the list of all clients or using the search from reports option (predefined reports are available in CCH Reporting), or an advanced search. Select the clients to be included. 2. From the Ribbon, select Mail/ Merge: 3. The Mail Merge Wizard appears; follow the steps in the wizard. 4. In Stage 2, highlight the required template. From the Data Source group select Query, from the drop down box select Information Request and from the Year drop down box select the year for which the request is being produced. For example, if you are producing a request for the year ended 5 April 2017 select Continue to make your selections in the wizard until Stage 6 appears. Select: a. Single document if a single document with all letters is to be produced. This can be opened in Word or sent directly to the printer, or b. Multiple documents each document can be automatically filed in CCH Document Management (where installed). Click Output to Printer and select Add to Document Management (if relevant). When using CCH Document Management the Information Request document type needs to be specified and added to client filing. Note: When using CCH Document Management the Information Request document type needs to be specified and added to client filing. 6. Where the link CCH Document Management has been invoked, the document is visible in the Document Centre. Note: When selecting multiple documents we strongly recommended the Output to printer option is also selected otherwise word will attempt to open an instance of word for each letter. CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY

7 Performing an merge The merge follows the functionality as explained above with one or two minor changes. 1. Open the Find Clients page, and perform a search to identify clients for mail merge. Note: This can be directly from the list of all clients or using the search from reports option (predefined reports are available in CCH Reporting), or an advanced search. Select the clients to be included. 2. From the Ribbon, select Mail/ Merge: 3. The Mail Merge Wizard appears; follow the steps in the wizard. 4. In Stage 2, highlight the required template. From the Data Source group select Query, from the drop down box select Information Request and from the Year drop down box select the year for which the request is being produced. For example, if you are producing a request for the year ended 5 April 2017 select CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY 2017

8 5. Select a template to be used for the body text this allows mail merge fields to be added to the , and also the document to be attached for completion 6. In the Mail group select either Outlook or SMTP and add the Subject e.g. 2016/17 Tax Return Information Request 7. Continue to make your selections in the wizard until Stage 6 appears. Click Finish to commence sending the s. Note: The merge is standard CCH Central functionality, please note that when the Finish option is clicked in Stage 6 the s are sent, there is no opportunity to preview the s. You may wish to consider doing a trial run against a test client first. CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY

9 Information Request Templates Default templates CCH Central includes several new templates for use with the Information Request. Note Templates from the old Aide Memoire system are incompatible with CCH Central mail merge. The new templates must be used. CCH Information Request Covering Letter New Client A covering letter to accompany the CCH Information Request sent to a new client for whom you do not hold details of their specific income sources. CCH Information Request Covering Letter A covering letter to accompany the CCH Information Request sent to clients for whom you hold details of their income sources for the previous year. This can be used with the CCH Information Request PY Details and no PY details templates. Note: The date in the cover letters must be edited on the template as it does not automatically update. CCH Information Request Body Text Text to be included in an when requesting information, this uses mail merge fields and allows these to be included in the . This can be used with any of the CCH Information Request templates. CCH Information Request New Client Lists all potential income sources and can be sent to new clients as a guide detailing the types of information required e.g. where this is their first year in Self-Assessment. CCH Information Request no PY details Used for clients where the previous Tax Return information exists in CCH Personal Tax. Any current income sources included on the previous Tax Return are automatically populated. Income sources marked as a joint source in CCH Personal Tax are flagged in the joint column on the Information Request. 5 CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY 2017

10 CCH Information Request PY Details Used for clients where the previous Tax Return information exists in CCH Personal Tax. Any current income sources included on the previous Tax Return are automatically populated including the previous year values. Income sources marked as a joint source in CCH Personal Tax are flagged in the joint column on the Information Request. CCH Trust Information Request Covering Letter A covering letter to accompany the CCH Information Request for issue to Trust clients for whom you hold details of their income sources for the previous year. This can be used with either the CCH Trust Information Request PY Details or no PY details templates. Note: The date in the cover letters must be edited on the template as it does not automatically update. CCH Trust - Information Request Body Text Text to be included in an when requesting information, this uses mail merge fields and allows these to be included in the . This can be used with either the CCH Trust Information Request PY Details or no PY details templates. CCH Trust Information Request no PY Details Used for Trust clients where the previous Tax Return information exists in CCH Personal Tax. Any current income sources included on the previous Tax Return are automatically populated. Income sources marked as a joint source in CCH Personal Tax are flagged in the joint column on the Information Request. CCH Trust Information Request PY Details Used for Trust clients where the previous Tax Return information exists in CCH Personal Tax. Any current income sources included on the previous Tax Return are automatically populated with the previous year values. Income sources marked as a joint source in CCH Personal Tax are flagged in the joint column on the Information Request. CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY

11 Editing templates The CCH Central templates provided can be edited by users. Please see our Knowledge Base Article (Answer ID 3161) for guidance: Note: It is important to make sure that you change the file name when you edit the default template. If you do not change the name, the file is overwritten by the CCH Central default template the next time the CSI is run. 7 CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY 2017

12 Hints and Tips Joint income sources The joint column in the template is populated based on the information in the Joint? column within the relevant income source data entry window. The following applies if the source is held jointly with spouse or jointly with other person(s). 1. If the 50/50 split option is selected, 50% appears in the Information Request. 2. If the client s percentage of total is option is selected, the percentage figure entered appears in the Information Request. 3. If the I will enter the amounts applicable to the client directly option is selected, this appears in the Information Request as Joint as no percentage figure is available to use. Where the source is not held jointly, the column is blank. Last Year Amounts The figure shown in the Last Year Amounts column is the total amount entered against that source in CCH Personal Tax, not the proportion relating to the client. If the income source is income from property, the figure shown in the Last Year Amounts column is the total net profit, i.e. gross rent less expenses. Editing the default templates It is possible to edit the supplied templates to suit your practice standards. Before making any changes we recommend saving the template under another name, and making the changes against the new template. In this way the original template is always available for reference. If you do not change the name, the template is overwritten by the CCH Central default template the next time the CSI is run. For more details on editing the templates please see our Knowledge Base Article Sending Trust covering letters To populate the address section of the Trust covering letters, Trust clients require a mailing contact to exist in the Associated tab in the client s CCH Central record. CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY

13 ing Information Requests Outlook When using Outlook to run the mail merges, please note the following points: Only 32-bit versions (Outlook 2010, 2013 etc). The mail merge does not work with the 64-bit applications. It is necessary to register the Secman.dll file. This needs to be done with Administrator privileges. If you are unsure, please speak to your system administrator. CCH Central and Outlook need to be running from the same machine for the mail merge to work. This is a limitation with MS Outlook. When using , add narrative to the subject field at stage 2 of the wizard, otherwise the subject defaults to the name of the template. 9 CCH PERSONAL TAX INFORMATION REQUEST FEBRUARY 2017