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INSTALLATION PROCEDURES FOR 2019 ULTRATAX/CS AND EXACTAX REMOTE DATA ENTRY COMMUNICATIONS

 

STEP 1: install 2019 ultratax/cs

If you used 2018 UltraTax/CS you have a Web Account for UltraTax CS Professional Suite. If you have not already done so, set up a Web Account for UltraTax CS Professional Suite at creativesolutions.com. For instructions on setting up a new web account as an administrator click this link: Create Web Account.

 

Once you have an UltraTax CS Professional web account as an administrator, sign into it at creativesolutions.com. Use the same email address and password that you currently use to open the 2018UltraTax program.

 

Note: Use the center log in section for CS Professional Suite, Onvio. This should take you to the MY ACCOUNT page showing your firm name in the upper left.

 

During the software installation you will be prompted to enter your UltraTax Firm ID and the License PIN code you previously assigned. Your Firm ID is the 5 or 6-digit number located on the left-hand side of the MY ACCOUNT page below the My Firm heading.

 

Note: This is not the same as your ExacTax Account Number.

 

If you don’t remember the License PIN code you assigned or to change your License PIN code, click Manage Firm on the left-hand side of the MY ACCOUNT page. This will display the License PIN code field below the firm address. We suggest that you use your ExacTax account number without the leading zero (01-2345-6 = 12345) to make it easier to remember. When finished, press the Back Page arrow on your browser to return to the My Account page.

 

STEP 2: DOWNLOAD AND INSTALL 2019 ultratax/cs

 

If you have already installed 2019 UltraTax CS skip to step 3.

  1. Before starting the installation process, we suggest that you temporarily disable your anti-virus program to avoid having various files erroneously deleted during the installation process. In addition, to prevent future anti-virus problems, certain files or folders should be configured in your anti-virus ‘exception’ list. For more details on configuring your antivirus click this link Antivirus Guidelines for UltraTax and RDE.

  2. Verify that you are logged in to your computer or server as an administrator.

  3. Close all open applications, especially background virus protection applications and any UltraTax programs.

  4. On your MY ACCOUNTS page, click on the Downloads button or click on this link for 2019 UltraTax Software to begin the download of the latest version of the 2019 program.

  5. Depending on the browser being used you may have different options presented:

  6. Open, Run or Save. For more information see: Downloading Applications

  7. It’s recommended that you save the file; in case you need to run the installation a second time, no download will be required. If you save the file to the browser’s default location, the .EXE file will usually be in your Downloads folder. Navigate to the .EXE file that you downloaded from the website.

  8. Right-click the .EXE file and choose Run as Administrator from the pop-up menu.

  9. Click Next to continue.

  10. Accept the license agreement and then click Next.

  11. In the UltraTax/CS Product Selection dialog, specify the installation location and enter your UltraTax Firm ID and License PIN.
    Note: We strongly suggest that you accept the default DATA location of C:\WINCSI\UT19DATA for your client data.

  12. Mark the appropriate checkboxes to select the items you want to install and choose the desired option from the drop-down list as follows:
  • Install available UltraTax CS products:Select this option to install any UltraTax CS products that are currently available. (Recommended)

  • Install available licensed UltraTax CS products:Select this option to install any available UltraTax /CS products for which you are licensed.

  • Install available licensed federal UltraTax CS products:Select this option to install any UltraTax/CS federal products for which you are licensed.

  • Install selected UltraTax CS products:Select this option to choose the specific products to install from the adjacent drop-down list. Note: Some state products may not be available to install until a later date. When they are released, you can download and install them via CS Connect, located on the UltraTax Toolbar.

    Click Install to begin the installation process.


    Note: For installations where the client data files will be kept at a location other than the default of C:\WINCSI, such as a network or any other location, once installation is completed, you should start 2019 UltraTax and change your default 2019 data locations to the correct path. From the UltraTax Toolbar use Setup | System configuration | Data Locations. When this has been completed, proceed to Step 3 to update the RDE program and restore the 2019 proforma files.

    Note: If you use a data location other than the default, you must also configure the 2019 RDE Communication center to use the same data locations as 2019 UltraTax/CS once RDE has been installed.

 

STEP 3: INSTALL OR UPDATE EXACTAX REMOTE DATA ENTRY COMMUNICATIONS (RDE)

 

Close all open applications, especially background virus protection applications.

 

If you already have 2018 RDE installed, start the RDE program and you’ll be prompted to download and install the 2019 update.

 

If you are not prompted for the update, go to the Help menu and select FTP Utility. Press OK to close RDE and press Download Update on the RDE Communications dialog to start the update process.

 

If you are installing RDE on a new system or are doing a complete reinstallation, click the link here to download and install the latest RDE version: 2019 RDE Communications Software

 

The installation may take a few seconds before the progress bar begins to move. Just press Next until the installation is completed. When RDE is is initially started, an error message will appear that the client list export file is not found at the default data location. This will be done in Step 5. Press OK and go to Step 4.

 

  

STEP 4: DOWNLOAD AND INSTALL INITIAL 2019 PROFORMA

 

After completing Step 3, the RDE program should ask if you want to download the initial 2019 proforma. Be sure that 2019 UltraTax CS is not running. Press GO to begin the process.

 

Once files are downloaded, 2019 UltraTax should launch and open the Restore dialog. Be patient, this may take several seconds depending on the number of proforma files.

 

When the Restore dialog opens, verify that the Restore to Data Location at the top of the Restore dialog is correct. Then press the Restore button at the lower right.

 

If 2019 UltraTax doesn’t automatically launch then start it with the 2019 UltraTax icon on your desktop and sign in.

 

The clients will appear in the UltraTax Restore dialog, in the right-hand pane ready to restore.

 

 Note: If clients do not appear in the Restore dialog, make sure that all filters in the Restore dialog are checked (1040, 1041, 1120, etc) and ‘All Preparers” is selected.

 

When the restore process is complete, close the Restore window. If for some reason, the proforma download does not finish correctly, you can repeat the initial proforma download from the RDE Setup menu by selecting Download Initial Proforma.

 

When the restore process is completed, you should now see your 2019 clients in the UltraTax Open Client dialog (Ctrl+O). If clients were restored but they don’t appear in the Open Client dialog, see Note in STEP 4 above regarding filters.

 

STEP 5: REBUILD CLIeNT LIST

 

New This Year – Due to the additional security encryption now required by the IRS, an extra procedure is required for RDE. This step is needed to export the client data needed for RDE to build the Client List and display information, such as client name and SSN. If you launch RDE before running this procedure the Client List will only display the UltraTax client ID and you will be prompted with an error message that the client list file is missing. When the proforma clients have been restored, use the following steps to create the client list export file for RDE:

  1. Open the 2019 UltraTax program and log in.


  2. On the Toolbar select Utilities / Client Listing Reports…


  3. Select General Client Information and press Continue.


  4. At the Select Clients for Report dialog press Select All.
    Note: Verify that all Focus boxes are checked and All Preparers is selected.

  5. When all clients are selected, press Export.


  6. Browse to your 2019 data location folder to save the export file. If you use the default installation location, your client data is located at C:\WINCSI\UT19DATA. Browse to your data location. If you are using a data location other than the default, you can verify the location in UltraTax by selecting Open Client on the Toolbar. Note down the path shown in the Data Location field.


  7. When you have selected your data location set the Save as type to DIF and press Save. Do not save as type XLS. If you make a mistake just start step 5 over and select the DIF type before saving.
    Note:
    Each time you re-export the list, select all of the clients and press ‘Yes’ to write over the previous export file.


  8. When the file is saved you will be prompted to open the target folder. Press No and the export process is complete.

 

Step 6:  Start the RDE Communications Center and from the Toolbar select File / Rebuild Client List or press [F3]. Your RDE client list should now be complete.

 

You must repeat the export process each time you want to refresh the RDE client list to reflect clients that have been added, deleted or modified. If a new client is added to UltraTax, it will appear in the RDE client list with just the client ID until a new list is exported from UltraTax. You will not be able to transmit a client that does not show a name and SSN/EIN in the client list.

 

Note: As in the previous section, for installations where the client files will be kept at any location other than the default of C:\WINCSI\UT19DATA, you must also change the 2019 RDE data locations to be the same as 2019 UltraTax data locations. From the RDE toolbar select Settings | Data Locations and modify as needed to match exactly what you have for your 2019 UltraTax data locations.

 

 

2018 EXACTAX WORKShOP MATERIAL

 

2018 ExacTax Workshop.pdf

 

 

 

online services - EXACTAX tax return tracking

 

ExacTax Tax Return Tracking.pdf

 

 

 

online services - EXACTAX tax e-file tracking

 

ExacTax e-File Tracking.pdf

 

 

 

online services - EXACTAX upload input

 

ExacTax Upload Input.pdf

 

 

 

ExacTax offers courier service in several metropolitan areas within California.

2020 Shipping Options and Rates (Non-courier)

UPS Ground will remain the standard method of shipping returns back to our non-courier customers. There is a $5.75 per return shipping charge, ($7.45 per-return for delivery points classified by UPS as ‘residential’), added to your normal processing fee for all returns shipped via UPS. To utilize this method of delivery, your shipping address must be a street address; a P.O. Box address is not acceptable.

Selecting UPS enhanced shipping or other options will incur the following per-return charges:

 

Shipping Method 2020 Per Return Charge
UPS Next Day – 10:30 AM guarantee $ 49.85
UPS Next Day – 3:00 PM guarantee $ 34.20
UPS Next Day – Saturday delivery $ 66.50
UPS 2nd Day $ 22.40
Regular US mail $ 9.75
Confidential handling $ 3.00
Call when ready $ 4.00
Special address / Special handling $ 4.00

 

 

 

 

 

 

 

 

 

 

 

 

 

Note: ExacTax does not give credit for UPS or free shipping when a package is misplaced by UPS.

Undeliverable Packages

The additional charge for an undeliverable UPS package (to any address) is $7.00.

 

ExacTax Audit and Correction Policy

Our Audit and Efile departments are experiencing very high rates of missing or incomplete input, especially with regard to Form EIC {79} and payer/employer address information on numerous forms. In order to reduce the extra time and effort to call and correct each one of these returns, the Audit and Efile departments have implemented the following policy:

 

If information is required, a call will be placed. Returns still on hold 48 hours after calling will be released. If there is an efile error, efile will be suppressed.

  1. RDE returns with efile errors will have efile suppressed and then processed.
  2. If the street address is left blank, the city name will be inserted. If an address is missing only the zip code, ExacTax will attempt to look it up; procedure charges will apply.
  3. Form EIC {79}: When the Earned Income Credit is applicable all of the required questions must be answered. Any questions left blank will be answered as follows:

Note: The answers for children or Schedule C will only be answered when applicable.

 

Other areas that will speed processing for electronic filing are:

  1. On Form W2 {20} always fill in the Medicare wages. Leaving Medicare wages blank will cause the taxable wages to be used which could cause an incorrect computation of excess Medicare withholding.
  2. Decedent returns: always requires an In Care Of name on Form 1040 {1}, zip 64. When the return has a surviving spouse, enter that name in zip 64.
  3. California decedent returns without a surviving spouse must always have the code for the representative type entered in CAELF {95D or CA33B}, zip 7, even when there is no refund.
  4. California decedent returns without a surviving spouse must always have the executor or guardian name entered on CAGEN {CA1}, zip 9.
  5. Delete education credit lines {60B}, zip 10, with no amounts.
  6. Delete dependent care providers {80A} with no amounts.
  7. Delete any description on Schedule A, {70B} Miscellaneous deductions, that doesn’t have an amount. Also, all miscellaneous deduction amounts must have a description.
  8. Schedules C, F and Rent must have at least one income or expense item or the form and all attachments must be deleted.
  9. Form 1098C {73D}, Donation of Motor Vehicle, Boats and Airplanes, always requires a copy of the contemporaneous acknowledgement form to be sent in with Form 8453. Submit Form 8453 {3C} and put a ‘1’ in zip 1. RDE users can choose to attach a PDF to the efile instead.
  10. California withholding on real estate always requires either Form 592-B {CA43} or Form 593 {CA44} to be completed. Be sure to complete all applicable fields. Note: The Preparer section at the bottom, zips 50-53, refers to the preparer of the Form 593, not the tax preparer. This is usually the escrow officer.
  11. Review all diagnostics at the bottom of Form PI.

 

When there is a rental on a multi-state return be sure to enter the allocation percentages on Rent {31A}, zip 26.