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ProSystem fx® Scan User Guide - Support

1. Appendix Settings and Tips 80
2. La Note For instructions on printing target sheets see Printing Target Sheets on page 31 Print your target sheets instead of photocopying them Copies tend to degrade which can make it more difficult for the scanner to read the bar code Minimize the number of target sheets that are needed If your Scan job contains only single page documents target sheets are not needed Scan will treat each individual page as its own document and will create a bookmark for each page If your Scan job contains both single page and multi page documents then do the following to reduce the number of target sheets needed A Sort the documents to be scanned into separate stacks for single page and multi page documents Chapter 3 Using ProSystem fx Scan Workstation 30 B Insert any needed multi page target sheets C Place the stack of single page documents on top of the multi page documents then single page target sheets will not be needed In the absence of a preceding target sheet Scan automatically recognizes the documents as single pages A document with instructions on a second page can be a single or multi page document When scanned with the single page documents Scan creates two bookmarks one per page in the PDF file When scanned with the multi page documents Scan creates one bookmark with two pages in the PDF file When using a multi page target sheet make sure that the first form immediately following the target sh
3. Once installation completes you can configure Scan Administrator See Configuring Scan on page 12 for more information Running Services on a Scaled Server If your firm processes many tax returns using the Scaled Server installation can improve the overall performance of Scan With this installation Scan Administrator is run on one dedicated server while two of Scan s most processing intensive services optical character recognition OCR and image enhancement can be run on one or more separate computers Scan Administrator must be installed on a dedicated server before Scan Scaled Server can be installed Do not install Scan Scaled Server on the same server where Scan Administrator is installed The operating system requirements for Scan Scaled Server are the same as for Scan Administrator Installing Scaled Server If you are installing Scan Scaled Server for the first time do the following Log into the computer that you will be using as the Scaled Server Browse to lt computer name 1Scaled Server and launch the Setup exe file Click Install ProSystem fx Scan Scaled Server The installation wizard displays Click Yes if you would like to continue the installation without disabling your antivirus Click No if you do not want to continue with the installation AA WN Chapter 1 Overview and Installation 7 CON BD UI 9 10 11 12 13 14 15 16 17 Click Next Review the License Agreement and accept th
4. 2 2222 c cece ccc eee cece cece eeeeceeeeeeeees 26 Modifying the Scan Workstation View 27 Configuring a Default Printer for Cover Pages and Target Sheets 27 Preparing Documents for Scanning 222 222 eee eee e eee eee 27 About Cover Pages and Target Sheets 0 20000 c cee eeece eee eeeeeee 28 Using Cover Pages 22 22 eee e cece cece cece ccc ccc cece cece aoran rrenan 28 Printing Cover Pages 0 0 00 0 c cece ccc cece cece cece ceceeceeeeeeeseeees 29 Using Target Sheets 22 2 00220000 c cece eececeeeeeeeeeeeees 29 Special Considerations When Scanning Tax Forms for Data Extraction 33 After You Scan Client Documents 2 000 2220 2 2 eee cece e eee eee 33 Viewing Job History Information 202 22 e cece e eee eee 33 Verifying Successful Completion of a Scan Job 35 Importing Files for Scan Processing with the Import Assistant 35 Monitoring Scan Jobs from Scan Workstation 36 Chapter 4 Validating Extracted Data 38 Validation Overview 38 Customizing the Validation Window 222 2e eee eee eee eee 38 Changing the Font in the List of Forms and Validation Panes 38 Changing Image Sizes in the Validation and Scanned Tax Form Panes 38 Adjusting the Sizes of Individual Panes 39 Validating Extracted Data with Tax Installed 39 Validating Extracted Data Without Tax Installed 41 Adding a Field or
5. Set up your Import Archive and Export folders Enable image enhancements such as Border Removal and Auto Rotate Allow Files to be emailed to CCH Select the type of blank pages to be removed Select the OCR to use Select the Catalog to use Configuring General Settings for your firm Use the General Settings tab to do the following Set how often files are checked to process Set how often jobs are updated Set how many files to capture at once 8 Select how you want gain amp loss transactions to import to Tax The selections are All Statements on One Tab and One Statement per Tab All Statements on One Tab is selected as a default Allow to show which files are ready to import Allow Files to be uploaded to CCH Allow to overwrite default Issuer Information in Tax e 6 8 La Allow to overwrite default Recipient Information in Tax Allow to import Wash Sales when they are reported as 0 00 on Brokerage Statements Chapter 2 Administering Scan 11 Monitoring Scan jobs that are in process Use the Queue tab to monitor and administer Scan jobs When you open the Scan Administrator window the Queue tab displays by default This gives you quick access to information about jobs in the queue Verifying the status of completed Scan jobs Use the History tab to verify Scan jobs You can also access the files from a completed Scan job and export job history from this tab Managing the service
6. Subtracts two or more numbers x Multiply lt gt Multiplies two or more numbers Divide lt gt Divides two or more numbers Equals lt gt Calculates the total of x and functions only Below are some examples on how to enter operations on the calculator Calculation Operation Calculator Tape 25 50 75 1 3 1 1 1 T Total 25 50 75 25 50 75 25 Chapter 6 Working with ProSystem fx PDFlyer 67 2550 30 45 2x3 4 10 500x10 25000 Chapter 6 Working with ProSystem fx PDFlyer 68 Memory Calculation Operation Calculator Tape 100 200 300 400 500 900 1200 400 500 900 100 200 300 600 3 1 3 2 3 T Total Chapter 6 Working with ProSystem fx PDFlyer 69 Adding a Sticky Note Le Sticky Note Use the Sticky Note tool to add any additional notes and comments needed To add a sticky note do the following 1 Click the Sticky Note tool on the PDFlyer tools The Sticky Note automatically displays on the top left corner of the active page Drag the note if you wish to place it in a different location 2 Double click on the sticky note to enter notes and comments If you wish to change the background color text color text size or text style select Sticky Note from the Settings tool See Configuring Settings on page 71 for additional information Setting Status DO Set Status Use Set Status to track the status of bookmarks and pages by colorizing the bookmark and plac
7. You can delete a Scan job from the queue while they wait for processing or during the processing cycle To remove a job from the queue do the following AA WN Open Scan Administrator from the server or workstation where Scan was installed Select Queue Right click the job to remove from the queue and then select Set Priority gt Stop Right click the job again and then select Delete Chapter 2 Administering Scan 19 5 When the system asks if you want to save the import file do one of the following Click Yes to save the original import file to another location before deleting the job Enter a file name and select the location to save the import file Then click Save Click No to delete the job from the queue and the Pending folder without saving it Refreshing the Queue One of the items that you configure when you select general settings for your firm is how often Scan refreshes the job information displayed on the Queue tab If you need to permanently change how often the queue is refreshed you can change that setting by following the instructions in the topic Setting Scan Defaults on page 17 If you need to refresh the list of jobs in between the scheduled updates click Refresh on the Queue tab or press F5 on your keyboard Viewing Job History Information Information about completed Scan jobs is recorded on the History tab in the Scan Administrator window If needed you can review the information on thi
8. gt Decimal lt D gt Add Date amp lt T gt Time Grand Total lt Enter gt Changes the sign of the number Calculates the percentage of the previously entered number Allows to select how many decimal places to display Inserts a date and time on the Note column Calculates the total of all set of calculations Add Line Subtotal lt Space gt Total lt Enter gt Add New Line lt lnsert gt Delete Calculates the subtotal of the current set of calculation and continues with that set Calculates the total of the current set of calculation Inserts a line on an existing set of calculation Delete Line New Current Line akaG Deletes a line from an existing set of calculation Clear Current Tape Tape Clears the tape and starts a new one Print Tape to To PDF PDF Prints the tape to the PDF file Chapter 6 Working with ProSystem fx PDFlyer 61 Keypad Buttons 0 9 Numeric 00 Double Zeroes 000 Triple Zeroes Decimal Inserts the numeric digits 0 9 Inserts two O s Inserts three O s Inserts a decimal MC Memory Clear MS Memory Store Memory MR Recall M Memory Subtract M Memory Add lt G gt lt H gt Memory Buttons Clears the number stored in memory Stores the number on the display in memory Recalls the number stored in memory and inserts it into the display Subtracts the number on the display from the number currently in memory Adds the
9. Folders 16 Removing an Import Folder 2 0 0 2 200000 e cece eee ee eee cece eeeeeees 17 Setting Scan Defaults l 22200000 e cece cece cece eeeeeeeeeeeees 17 Monitoring Scan Processing with the Queue 22 ee eee 18 Changing the Priority of a Job 2 e ee eeeeee 19 Starting and Stopping a Job 2 2 0 e cece eee eeees 19 Removing a Scan Job from the Queue 19 Refreshing the Queue 2 22 2 ooo o eee cece cece cece eee eee eeeceeeeeees 20 Viewing Job History Information 200 222 cece eee eee ee 20 Verifying Successful Completion of a Scan Job 222200 2002 21 Accessing a Completed Scan Job 2 2 22 eee eee eee eee 21 Exporting Job History to an Excel Spreadsheet 22 Managing Scan Services l 2 0 00 2c eee e ccc cece cece cece cceceececeeeeeceeeees 22 Configuring Scan Services 2 2 0 cece eee cece cece cece eeeceeeeeceeeees 23 Starting or Stopping Scan Services 2222222 eee eee eee eee eee eee eee 24 Contents iii Contents Unlocking a PDF File during Validation RAR Bah sete Soe pA ees 24 Checking for Catalog Updates cece cece cece eee eeeeees 24 Chapter 3 Using ProSystem fx Scan Workstation 25 Scan Workstation 22220 2 22 eeeeceeceeeeeceeeeceeeeeeeee eee e enna 25 Recommended Scan Workflow 220 2 220 2cc cece e eee e cence eee eee 25 Using Scan Workstation
10. Notes As jobs are validated the Scan Workstation message changes to Validation in progress If you must quit validation before you have reviewed all the forms click No for step 8 The Scan Workstation message will indicate the number of pages for which validation is complete If you need to extract data for fields that were not automatically extracted by Scan you can select additional fields from a pre determined list set up by Scan for extraction For more information see Adding a Field or a Group of Fields for Extraction on page 42 Adding a Field or a Group of Fields for Extraction If you need to extract data from a field or group of fields that was not automatically extracted you can select additional fields by doing the following 1 In the Scan Validation window click the Add button to open the Add Field window 2 Do one of the following Add a field a In the Groyp list select the name of the group that contains the field to add b In the Field list select the name of the field to make available for extraction c If needed enter the value for the field Add a group of fields Click the Add button IP that is next to the Group box Select the group of fields that you want to add from the drop down box Click OK You can now add fields for this group if needed Click OK on the Add Field screen when you are done adding fields and groups w S Validating Extracted Gain and Loss Transactions To validate e
11. PDF files and creates bookmarks based on the classification It then exports the bookmarked PDF file to the designated export folder Configuring Scan Services Scan Services can run as local system services or as system admin services By default all services are set to run as local system services If the Import Archive and Export folders are on the same computer with Scan Administrator the services should be run as local system services ifthe Import Archive and Export folders are located on a computer other than the one where Scan Administrator is installed then the Folder Monitor and PDF Export Scan services should be run from a system administrator account To change the user for the Folder Monitor and PDF Export services do the following Right click My Computer Select Manage Double click Services and Applications Double click Services Scroll down to the services listed for ProSystem fx Scan and then scroll to the right until you see a Log On As column Right click Folder Monitor and then select Properties Click the Log On tab Select This account OI a ee Enter the user name and password for the administrative account that you want to use Click OK Repeat steps 6 through 10 this time selecting PDF Export instead of Folder Monitor Fee BO O ANO 1 1 P Note You must stop and restart a service after a change has been made Chapter 2 Administering Scan 23 Starting or Stopping Scan Ser
12. The priority assigned to the job By default the priority comes from the Import folder However the Scan administrator can change the priority for a specific job if needed Job Name The name assigned to the Scan job If there is a job name on the cover page that name is used If a cover page is not used or Scan cannot read the name on the cover page then the file name for the source file is used as the job name Message A brief description of the job s status Age The amount of time that has elapsed since the job was submitted for processing Searching for a Specific Scan Job If your firm processes many documents the list of jobs in Scan Workstation may get quite long You can filter the full list of jobs by searching the status listings for specific text To do so enter the text to search for in the Search box a located at the top of the Scan Workstation window As you type Scan Workstation narrows the list to only display status listings that contain the text you entered in the box To return to the full list of jobs click the Return button 2 Tip You can search the job list for any text that might appear in the status listing not just by the job name For example you could search for jobs from a particular Import folder Chapter 3 Using ProSystem fx Scan Workstation 36 Uploading Files to CCH from the Scan Workstation If Enable Files To Be Uploaded To CCH is selected in Scan Administrator you ca
13. a Group of Fields for Extraction 42 Validating Extracted Gain and Loss Transactions 42 Submitting a File to the CCH Scan Catalog team 43 Emailing a File cece cece cece RASA SEERE 43 Uploading a File eee ccc c cece eeceeceeeeeeeeeeees 44 Chapter 5 Integrating with Other ProSystem fx Products 45 Integrating with Tax c ccc cece cece c cece aooaa aoaaa 45 Extracting Gain and Loss Statements Only 46 Importing Extracted Data into a Tax Return 47 Contents iv Contents Reviewing AutoFlow Diagnostics and the Gains and Losses Spreadsheet 50 Importing Gain and Loss Transactions 222022222 eee ee 51 Using Annotations to Color Code Data in a Return 52 Integrating Scan with Document 53 Setting Up Document Folders for Use with Scan 53 Setting Up Scan for Use with Document 222 e eee 54 Chapter 6 Working with ProSystem fx PDF yer 55 PDFlyer Tools 2 55 Rotating Pages e cece eee c cece eee aoaaa aoaeiaa 55 Inserting PDFS 2 2 0020 202222 c ace Eaa cence csc EEn EErEE iS ih 55 Inserting Target Sheets c cece e cece cece eee aaa aaan 56 Exporting to a Multi Page TIFF 1 2 2 2 000220000 c eee ec cece cece eeeecees 57 Deleting Bookmarks 20000 222 c cece cece eee ec cece cece aoaaa aoaaa oaan 57 Deleting Pages 00 02 22 e cece eee eeeeeeceeeeeeeceeeeees 58 Split
14. description was Copied from trade above When a trade is extracted and only a day and month exist for the Sold date AutoFlow Wizard displays the year in the gains and losses spreadsheet based on the current year used in AutoFlow for example if 2013 is selected in AutoFlow Wizard as the year for the Tax Client 2013 also displays as the Sold Date P Note A comment Review year is added to the cell if the year you selected in AutoFlow Wizard is not the current year If a year is missing from the Acquired date then that date is not extracted and is displayed as a blank cell in the gains and losses spreadsheet If the Sold date is missing AutoFlow Wizard copies the Sold date from the previous trade line that was extracted A comment displays in the cell indicating that it was Copied from trade above If one of the following words display in the Acquired or Sold date Scan converts them to 99 99 99 on the spreadsheet Various Unknown N A Multiple Please provide Unavailable Earnings Scan displays the description of each trade first followed by the quantity Scan adds a border line in the gains and losses spreadsheet for each Brokerage Statement bookmark in the PDF file This allows you to see where each Brokerage Statement starts and ends Chapter 5 Integrating with Other ProSystem fx Products 51 To make changes to the spreadsheet do the following 1 Open the PDF file 2 Save the attached spreadsheet to your com
15. file It also shows other client data details such as Client ID Client Name Return ID and Office Group Configuring Settings mi Settings Use the Settings tool in the PDFlyer tools to set or change the default ProSystem fx PDFlyer settings for your workstation Click the Settings tools to display the Settings window Bookmarks Set the bookmark options on the Bookmarks tab The options you can edit are Colorize bookmarks when opening a PDF Check this option to automatically colorize the bookmarks when a PDF file is opened This option will not change the colors of the bookmarks while you are editing Expand all bookmarks when opening a PDF Check this option to automatically expand all bookmarks when a bookmarked PDF file is opened Hide empty bookmarks when opening a PDF Check this option to automatically hide empty parent bookmarks when a PDF file is opened Chapter 6 Working with ProSystem fx PDFlyer 71 Activate Bookmark Move function Moving bookmarks will automatically repaginate the PDF file after moving bookmarks Activate bookmark move function is checked by default If you do not wish to repaginate the PDF file uncheck this box To move a bookmark and its corresponding pages do the following a Verify that Activate Bookmark Move function is checked b Click the bookmark to move and drag it to the new location A dotted line displays to indicate where the bookmark will be inserted c Release the mo
16. first date that the file may have been processed To Enter the last date that the file may have been processed 4 Review the list of jobs to verify that processing was completed You can compare the page count from the original import file to the exported PDF file to ensure that no pages were lost The Files Imported totals reflect all pages including cover pages and target sheets in the original file The Files Exported totals reflect all pages in the original import files less the cover pages target sheets and blank pages that were removed La Note We recommend backing up the archive folder on a regular basis You also may want to purge the archive folder periodically to free up space on the server Accessing a Completed Scan Job On the Scan Administrator History tab you can open an archive folder or file or an export folder or file for a completed Scan job To view a file for a completed Scan job do the following 1 Open Scan Administrator on the server or workstation where Scan was installed 2 Select History Chapter 2 Administering Scan 21 4 If needed narrow the list of Scan jobs to export by using the filter fields at the top of the window The following filters are available Setting Name Select the Import folder where the Scan job originated From Enter the first date that the file may have been processed To Enter the last date that the file may have been processed In the list of jobs
17. less the cover pages target sheets and blank pages that were removed Importing Files for Scan Processing with the Import Assistant The Import Assistant streamlines the process of sending documents for Scan processing With the Import Assistant you can move or copy scanned documents into an Import folder without navigating through the directory structure of the Scan Administrator server To use the Import Assistant do the following 1 Do one of the following If Scan Administrator is open click the Queue tab and then drag the files to be processed to the queue If the Scan Workstation is open drag the files to be processed to the Scan Workstation If neither Scan Administrator nor the Scan Workstation is open open the Import Assistant from the Start menu and then drag the files you want to process onto the Import Assistant window 2 Inthe Folder Setting field select the Import folder that you want to add the files to 3 Do one of the following Click Import to add the files to the Import folder without closing the Import Assistant Click Import amp Close to add the files to the Import folder and exit the window Click Close to close the window without importing any files Chapter 3 Using ProSystem fx Scan Workstation 35 LJ Note By default the Import Assistant moves the selected files from their location to the Import folder To leave the files in their original location and instead add copies to th
18. lettered connectors are available All stamps are also hyperlinks If you use stamps on multiple pages right click the stamp and select from the menu to move back and forth between the related pages To use the hyperlink functionality to navigate instantly between connected data in the PDF file do the following 1 Select the connector or tickmark stamp in the PDF 2 Right click to display the shortcut menu 3 Use the navigation options Go to Previous Go to Next All other pages with stamp and All pages without stamp to see and jump to pages associated with this stamp By placing a specific stamp on each page you can use these options to track your progress in the document Use the navigation options as a way of tracking what has been done and what still needs to be done Chapter 6 Working with ProSystem fx PDFlyer 76 Status Stamps and User Stamps are independent of the PDFlyer Stamps On the right click menu a Status Stamp displays with the word Status before the stamp name On the right click menu a User Stamp displays the word User Stamps before the stamp name Standard Tickmarks and Engagement Tickmarks are used as an information note These shorthand symbols show that an amount has been checked footed etc Each tickmark has its own symbol Tickmarks Approximate Calculated Cr Carry Forward Checkmark C Confirmed m Confirmed with exception m Confirmed with exception cleared CC
19. not also use a Scan cover page Doing so will cause an error in Scan Chapter 3 Using ProSystem fx Scan Workstation 28 If you plan to use AutoFlow Wizard to import extracted data to a tax return you must either use an extraction cover page or the Import folder that will hold the Scan job must be set to extract data Cover pages have two bar codes The first bar code alerts Scan to capture the Scan job The second bar code embeds the document name Scan applies this document name to both the exported PDF and archive files Printing Cover Pages To print a cover page do the following 1 Open Scan Workstation if it is not already open 2 Select Print 5 Cover Pages Target Sheets from the menu Select US 1040 if you are processing a 1040 tax return Select US 1041 if you are processing a 1041 tax return This will print on your Cover Page Enter a unique name for the document and then click Add 5 Repeat steps 3 and 4 until you have added all the cover pages that you want to print to the list 6 Select Extraction Cover Page if you want to override the Import folder settings and extract data from the PDF file If you use custom target sheets in a Scan job with an extraction cover page 1040 and 1041 form information will not be extracted from the documents associated with the custom target sheets 7 Click Print to print all the cover pages in the list Once printed the documents are cleared from the list 8 Click Close t
20. on One Tab is selected This selection imports all gain and loss statements to the Excel spreadsheet on one tab If you want each gain and loss statement to import on separate tabs select One Statement Per Tab Chapter 2 Administering Scan 17 4 Limit Capture to ___ Currently Processing Files This setting indicates the number of files Scan can process simultaneously You should set the capture limit high enough to process your normal workload e If you set the number too low and have multiple Import folders jobs in low priority folders or in folders at the end of the Folder Settings list may be stalled since higher priority jobs are captured first e If you use this option reserve the top spot on the Import folder list in Folder Settings for rush jobs setting the priority level to High This will ensure that jobs in this folder are processed first Show Files Ready to Import Select this option if the files waiting to be captured should display in the Queue with a priority of Ready and a corresponding message of File Ready for Import This option works correctly if Limit Capture is set above zero Enable Files To Be Uploaded To CCH Select this to have the option of uploading problematic files to the CCH Scan Catalog team for possible inclusion in the ProSystem fx Scan Catalog If selected files can be uploaded from the Scan Workstation or the Scan Validation window Overwrite Default Issuer Information in Tax This option
21. that contains the Total for the Brokerage Statement Compare the Brokerage Statement Total with the Calculated Total displayed on the first row If the totals match proceed to the next step If the totals do not match click Insert Total This will automatically insert a Statement Total row below the Calculated Total row Using the totals found in the Brokerage Statement enter the Sales Price Cost Wash Sale and Extracted G amp L in the Statement Total row Review the field values in the Validation pane Conflicts are highlighted in yellow to easily identify which trades need to be reviewed Make all necessary changes until all conflicts are resolved P Notes Click on Previous Conflict and Next Conflict to easily navigate through all the conflicts in the Brokerage Statement Ifthe Description Sold Date or 1099 B Code is missing a red triangle displays on the top right corner of the cell indicating that it is Copied from trade above Fields that are calculated and copied from trade above are shown in gray If there are any rows that did not extract click Insert Row Enter the Description Shares Sales Price Cost Acquired Date Sold Date Wash Sale if any Extracted G amp L and 1099 B Code Calculated G amp L will automatically calculate based on Sales Price Cost and Wash Sale If there are any rows that extracted by error click Delete Row Once all conflicts have been resolved and all Brokerage Statements have been va
22. the document to one already in the tax return Select Link and then select the entity to link the document to If there are no matching documents in the return this option is disabled o Import the document as a new form Select Import New and then select the taxpayer the form belongs to Skip the form during extraction Select Skip If needed you can add a note about why the form was skipped No data from the form will be imported to Tax when this option is selected iii If needed clear the Overwrite Default Issuer Information in Tax box to prevent the Issuer Payer information in the form from replacing the information already in Tax iv If needed select Overwrite Default Recipient Information in Tax When you select this box the data in the Recipient area of the form will replace the default data already in Tax v If needed click Form Validation to review the information on the form See Validating Extracted Data with Tax Installed on page 39 for instructions vi Click Close when you are done reviewing the form Chapter 5 Integrating with Other ProSystem fx Products 49 Select a skipped form to be imported to the return e Import a skipped form to a new form i Select the form in the list ii Click Import New iii Click Yes if the system asks if you want to import unknown taxpayers to the return If the Taxpayer Identification number matches but was skipped you will not receive this warning e Link a skipped form
23. to an existing form i Select the form in the list ii Click Review iii Select Link and then select the entity to link the document to LJ Note If there are no matching documents in the return this option is disabled 10 Click Next when you have finished reviewing all of the forms and are ready to continue the import 11 Review the information on the Tax Import Summary window Select or clear the following items as needed Save annotations for items The Scan generated PDF file contains annotations indicating which fields were imported to the return and which were skipped Clear this box if you do not want these annotations to be saved Add File to CCH Axcess Document or ProSystem fx Document On Premise Select this box to launch either the CCH Axcess Document or ProSystem fx Document On Premise Add Files window when the import completes This option is only available if CCH Axcess Document or ProSystem fx Document On Premise is installed 12 Click Finish 13 Select Yes if you are prompted to apply an authorization 14 Click OK When the import completes the validate file is converted to a PDF file and saved to the location where the validate file resided before you performed the AutoFlow process The PDF file includes the extracted data as well as the gain and losses information in an Excel spreadsheet Reviewing AutoFlow Diagnostics and the Gains and Losses Spreadsheet After data is imported into a tax return
24. very dirty or have dark creases or staple marks Single Line Pages Remove blank pages if they contain one visible line of text reading This Page is intentionally left Blank f Select an OCR method AFR OCR is the default and recommended method g Select a Catalog The Catalog controls whether the file is bookmarked as a 1040 or 1041 return h Select a Type The Type is displayed only for Catalog US 1040 This controls the bookmark structure of the PDF files generated from the Import folder Choose one of the following Original conforms to the original Scan bookmark structure of the 1040 tax return Organizer uses a bookmark structure that conforms to the Tax Organizer i Select the number O for Auto Rotate if you do not want the documents in your file to be rotated 12 Select the extraction option to use for the Import folder Do Not Extract Data No data will be extracted Extract Data for AutoFlow If this option is selected you can extract and validate data from jobs scanned into this Import folder This option must be selected if you do not plan to use an extraction cover page or if you want to import extracted data into a tax return Extract Bookmark Names Only If this option is selected you will only be able to extract the bookmarks from the PDF files Chapter 2 Administering Scan 15 LJ Note If you use a cover page the settings on the cover page will override the options selected here 13 Click Sav
25. was installed Select the Folder Settings tab Select the Import folder to move in the list Click Up or Down to move the folder to the appropriate position in the list Click Save to save your changes ET O nA P Note If you use the Limit Capture option in General Settings your ability to change the priority of specific batch jobs is reduced For best results when using this option reserve the top Import folder in the priority list for rush jobs If you apply the High priority setting for this folder jobs placed in it will be captured and processed first Chapter 2 Administering Scan 16 Removing an Import Folder The following procedure disables Scan processing for a selected Import folder It does not physically remove the folder from the server To remove a folder from the server use Windows Explorer Lal Note Before removing a folder verify that it is empty and that all Scan jobs have been captured and processed To remove an Import folder from Scan processing do the following Open Scan Administrator on the server or workstation where Scan was installed Select the Folder Settings tab In the folder list on the left select the Import folder to remove Click Remove A message asking if you want to delete the folder displays Click OK SW eS T Setting Scan Defaults Scan continually monitors the Import folders and starts a new Scan job whenever a new scanned file is detected The General Settings tab in the
26. 3 Wolters Kluwer CCH ProSystem fx Scan User Guide December 2014 2000 2014 CCH INCORPORATED a part of Wolters Kluwer All rights reserved Material in this publication may not be reproduced or transmitted in any form or by any means without prior written permission Requests for that permission should be directed to CCH INCORPORATED 20101 Hamilton Ave Suite 200 Torrance CA 90502 The contents of this publication are believed to be accurate However responsibility cannot be assumed for the information contained herein and the consequences resulting from the use thereof Material in this publication is subject to change without notice This User Manual and the computer software it describes are designed to provide accurate and authoritative information in regard to the subject matter covered They are distributed with the understanding that the publisher is not engaged in rendering accounting legal or other professional service If legal advice or other expert assistance is required the services of a competent professional should be sought ProSystem fx is a registered trademark of CCH INCORPORATED Global fx is a registered trademark of CCH INCORPORATED Windows is a registered trademark of Microsoft Corporation All other brand product or company names are trademarks or registered trademarks of their respective owners Contents Chapter 1 Overview and Installation 1 What Scan Does 1 Scan Process
27. 4 10 Select Export to Subfolders to create a subdirectory for export If selected once a Scan job completes the bookmarked PDF file will be moved to a subdirectory in the Export folder 11 Select options for each folder a Select Identify and Bookmark if you want the PDF files created by Scan to be bookmarked automatically This option must be enabled if you plan to import data b Select Border Removal to remove the borders on the margins of the page regardless of whether or not the border is printed on all four sides of the page c Select Enable Files To Be Emailed to CCH to have the option to send problematic files to the CCH Scan Catalog team for possible inclusion in the ProSystem fx Scan Catalog If selected newly extracted files can be emailed from the Scan Validation window P Note Your imported file can also be emailed directly to the CCH Scan Catalog team at scancatalog wkglobal com This file can be located in your Archive folder at C ProSystem fx Scan ProSystem fx Scan Shared Archive d Select Submit AutoFlow Usage Statistics to automatically provide CCH with nonsensitive information about how your firm uses ProSystem fx Scan e Choose an option in the Remove Blank Pages field to indicate which criteria to use when removing blank pages Select one of the following Disable Do not remove any blank pages Dirty Remove blank pages that are dirty white with speckles or dots Very Dirty Remove blank pages that are
28. 6 Press Tab to move to the next field 7 Repeat steps 5 and 6 until you have reviewed all the fields on the form Press Tab again to move to the next form Tabbing to a new form causes Scan to select the check box beside the validated form in the List of Forms pane The check mark indicates that you have completed validation for that form Chapter 4 Validating Extracted Data 40 8 Continue reviewing and validating until all forms are validated 9 Click Close 10 Since you are not importing data to Tax click Cancel on the AutoFlow Wizard 11 Click Yes When the Scan Workstation window refreshes the message column for the Scan job will indicate the number of pages that were validated LJ Note As jobs are validated the Scan Workstation message changes to Validation in progress If you exit the Scan Validation window before validating all the forms the Scan Workstation message will indicate the number of pages for which validation is complete Validating Extracted Data Without Tax Installed To validate extracted data on a workstation that does not have Tax installed do the following 1 In Scan Workstation double click a job marked as Ready for AutoFlow The Scan Validation window displays The three panes in this window are as follows List of Forms pane This pane displays in the upper left corner of the window and contains a list of the tax forms where data was extracted Validation pane This pane displays in the up
29. Consistent amp Comparable with Prior Year Cross footed ZA Cross Reference pvr Duplicate Info V Examined Voucher 7 Footed GL General Ledger i Immaterial NR No Reply NTE No Tax Effect NA Not Applicable rec Prepared by Client PY Prior Year R Recomputed Verified Recalculated Ryw Review ww Reviewed gt Summation aS Superseded Tickmark TR Used on Tax Return UD Unreconciled Difference Engagement J Agrees to GL Agrees to General Ledger PY Agrees to Prior Year Calculated Cc Confirmed Confirmed with exception Confirmed with exception cleared CE Consistent amp Comparable with Prior Year Cross footed 1T Footed i Immaterial NR No Reply Recalculated UD Unreconciled Difference Chapter 6 Working with ProSystem fx PDFlyer 77 Recently used stamps appears in the Recent Stamps drop down list on the PDFlyer Stamps tools This allows users to easily access the stamps that have recently been used If you wish to clear this list select Clear Recent Stamps Using Stamp Summary Stamp Summary Stamp Summary shows a complete list of all the stamps that are used in the PDF file Click the Stamp Summary tool in the PDFlyer tools to display the Stamp Summary window The summary can be exported to a txt file by clicking on the Export button Details such as the pages the stamps are used on the date and time the stamps are used and the person who used the stamps are displa
30. DFlyer stamps You can export import User Stamps so you can share them with others in your office To export User Stamps do the following 1 Click Export to display the Export Stamps window 2 Browse to the location where you want to save your file Please note that all User Stamps will be saved into one PDF file 3 Enter the file name in the space provided and click Save To import User Stamps do the following 1 Click Import to display the mport Stamps window 2 Browse to locate a valid PDF file to be imported A valid PDF file is a PDF that was exported from PDF lyer Stamps 3 Click Open Chapter 6 Working with ProSystem fx PDFlyer 74 PDFlyer Stamps Tools Pi 2 Keep Stamp Selected ProSystem fx PDFlyer provides a set of stamps in the form of connectors and tickmarks Click the Keep Stamp Selected tool to use the same stamp multiple times To use the same stamp several times in a row do the following 1 Select the stamp you want to use from the PDFlyer Stamps tool 2 Click the Keep Stamp Selected tool to turn on this feature The tool will be highlighted in gray indicating that this feature has been selected 3 Use the stamp as needed in the document Click the Keep Stamp Selected tool again to turn off this feature The highlighted gray color will disappear indicating that this feature has been deselected P Note If you wish to move a stamp to a different location on the page while Keep Stam
31. F file The calculator tape will be placed on the upper left corner of the active page by default You can drag it to a different location on the page if you wish The tape color text color and text size used on the calculator tape can be customized from the Settings tool on the PDFlyer tools Changing the font size may be useful when the tape is too long to fit on a short form or slip Both 10 key calculator and standard calculator display in the PDFlyer tools by default If you wish to change this selection go to the Settings tool on the PDFlyer tools Calculations are grouped into sections A new section begins whenever a total or grand total is calculated for each section You can enter a title on the first line i e 1 0 of each section and additional notes on the remaining lines by double clicking on the space in the Note column If you made a mistake and entered an incorrect number or operator you can double click on the number or operator to edit it If the total for the section is already calculated the total is recalculated based on the edited number or operator La Note For the 10 key calculator if you replace an addition or subtraction operator with a multiplication x or division operator the total will not include the number s with the multiplication x and division operators Remember that multiplication x and division operators require the equals to calculate the total If you forgot an i
32. Imported reflects the total number of files for the selected Import folder during the selected date range The number in parenthesis indicates the total number of pages imported for all Scan jobs listed including cover pages and target sheets Files Exported reflects the total number of files for the selected Import folder during the selected date range The number in parenthesis indicates the total number of pages exported for all Scan jobs listed less all cover pages target sheets and blank pages From the History tab you can access the files in your Archive and Export folders To access the Archive or Export folders or files from the History tab right click a Scan job and select one of the following Open Archive Folder Opens the Archive folder selected on the Folder Settings tab in Scan Administrator Open Archive File Opens the archived file Open Export Folder Opens the Export folder selected on the Folder Settings tab in Scan Administrator Send Export File to Document Sends exported files to either CCH Axcess Document or ProSystem fx Document On Premise This option is available only if CCH Axcess Document or ProSystem fx Document On Premise is installed Open Export File Opens the exported PDF file P Notes A yellow triangle with an exclamation point 44 next to the Scan job indicates that either the archive or export file is missing An exclamation mark O beside a Scan job indicates that both
33. Scan Administrator or if they will be installed on another server or fileshare 2 Identify how many Import folders will be needed When you install Scan Administrator a default Import folder is created for you Your firm can have multiple Import folders as Chapter 1 Overview and Installation 5 needed See Overview of Import Archive and Export Folders on page 13 for more information 3 Identify the workstation or server where the Import folders will be located Import folders should be at a shared network location that Scan Administrator and all Scan Workstations can access Decide whether the Import Archive and Export folders will be located on the same dedicated computer as Scan Administrator or if they will be installed on another server or fileshare 4 Set aside time for installation Schedule installation for a time when you can make the transition without disrupting the office workflow This reduces the risk of lost work time at the office when you install 5 Install ProSystem fx Scan Administrator This component should be installed on a server or dedicated workstation See Installing Scan Administrator on page 6 for installation instructions 6 Configure Scan for your firm s use See Configuring Scan on page 12 for more information 7 Install ProSystem fx Scan Workstation and ProSystem fx PDFlyer to individual workstations These components should be installed on any workstation where any of the following tasks wi
34. Scan Administrator window allows you to control how often Scan checks for new files and how many files Scan captures at once The settings selected on this window apply to all Import folders La Note The License Settings section displays the license information for your installation of Scan There are no settings to modify in this section To modify the Scan general settings do the following 1 Open Scan Administrator on the server or workstation where Scan was installed 2 Select the General Settings tab 3 In the General Settings section change the settings as needed to meet your firm s needs Check Every ___ Seconds for New Files to Capture This field sets the time lapse before Scan checks for a new file in an Import folder Enter any value between 20 seconds and 600 seconds 10 minutes Update Jobs Every ___ Seconds This setting determines how often the job information displayed on the Queue tab and Scan Workstation is refreshed You can set any value between 20 seconds and 600 seconds 10 minutes Capture Wait Time ___ Seconds This setting is the minimum amount of time that a file must be in the Import folder before Scan processes it You can use the wait time to ensure that a file has not changed in the time that elapses before Scan processes the file If a file is modified during this wait period Scan will try to import the file after the wait time has elapsed again G amp L Excel Settings By default All Statements
35. age tool when a bookmark selected is a parent bookmark that is not specifically attached to a page You cannot recover deleted pages so use this feature with caution Splitting Bookmarks Split Bookmark Split Bookmark allows you to take a multi page bookmark and split it into separate smaller bookmarks Use this tool to create new bookmarks and assign pages to the new bookmarks without having to rely on Acrobat s Pages tool To split a bookmark do the following 1 Select the multi page bookmark to split divide You cannot select multiple bookmarks at the same time Instead select one bookmark at a time 2 Click the Split Bookmark tool on the PDFlyer tools to display the Split Bookmark window If the bookmark is a single page bookmark an orphan bookmark which does not point to any pages or contains child bookmarks a message displays telling you that Split Bookmark cannot be performed Split Bookmark tracks the range of pages for the selected bookmark The selected page displays behind the Split Bookmark window 3 Select the page for the new bookmark and click Add New Bookmark The new bookmark name defaults to New Bookmark and will appear above the selected page number If you wish to change the default name enter it on the space provided The corresponding number of pages is displayed next to the new bookmark The original bookmark name remains the same with the updated corresponding number of pages that apply to that bookmar
36. all the fields that were extracted from the selected form You can correct the extracted data in this pane as needed If a form is skipped the fields on the Validation Pane will appear in orange Column Description Displays the fields where Scan extracted data The field that is currently selected for validation is highlighted in blue A red exclamation mark icon Field O displays next to fields where Scan detects incorrect formats If these fields are not corrected they will not be imported into Tax If Scan detects errors in a blue defaulted field the exclamation mark will not display Value Lists the values extracted by Scan Corrections can be made as needed Image Displays the scanned image of the field s value Scanned Tax Form Pane This pane displays at the bottom of the window It displays the scanned image for the selected form A red box highlights the field that is selected If a form is skipped the data extracted on the Scanned Tax Form Pane will display in orange 5 Review the field values in the Validation pane comparing them to the scanned image If you see a discrepancy click into the Value column for that field and edit the entry Keep in mind the following Changing a value in the Scan Validation window also changes the value in the bookmarked PDF file When you edit information that identifies a tax form such as the employer name on a W 2 the Identifier field and bookmark for that form are updated as well
37. and target sheets Uploading files to be submitted to CCH for review Accessing the Import Assistant and importing files for Scan processing Monitoring a Scan job that is in progress Checking to see if you have the latest Catalog update installed Opening validation mode so that you can verify the accuracy of extracted data Launching AutoFlow Wizard so you can export extracted data to a tax return Although it is not required we recommend that you take time to configure the Scan Workstation view options before you begin processing Scan jobs These settings ensure that you will receive timely updates about the status of jobs submitted for processing If your firm uses cover pages and target sheets you should also set up a default printer for printing those pages Chapter 3 Using ProSystem fx Scan Workstation 26 Modifying the Scan Workstation View The File menu in Scan Workstation includes options that allow you to change how Scan Workstation displays on your monitor The viewing options available to you are listed below along with instructions for using them Always display Scan Workstation on top of other windows When this option is selected the Scan Workstation window will always be on the forefront of your computer desktop To toggle this option on or off select File 5 Display 5 Always on Top Make the Scan Workstation window transparent This option allows you to view information in windows underneath the Scan Workstation w
38. are created and configured on the Folder Settings tab in Scan Administrator You must set up at least one Import folder Depending on your firm s needs you may need to create multiple Import folders to help organize Scan jobs Establishing general settings for Scan Scan s general settings allow you to control how often Scan checks for jobs as well as how quickly it begins processing If your firm processes a high volume of scans you also may want to use the Limit Capture function on the General Settings tab to control how many files are processed at once Chapter 2 Administering Scan 12 Overview of Import Archive and Export Folders The Folder Settings tab in the Scan Administrator window is where you manage Scan folders Scan stores source documents and PDF files in three types of folders Import folders are the locations where Scan retrieves scanned documents for processing You can use a single default Import folder or you can create additional Import folders The following are examples of how you can categorize your firm s Import folders By scanner By priority By task By staff member By type of client If you have more than one Import folder then Scan jobs are processed according to the priority levels assigned to the folders and then in the order that the folders display on the Folder Settings tab The system administrator can move Import folders up and down in the Folder Settings list as needed U
39. at the bottom of the window double click the job you want to view La Note If the job you are looking for was processed recently but does not display in the list click Refresh to update the list Exporting Job History to an Excel Spreadsheet To export job information from the History tab to an Excel spreadsheet do the following 1 a oe Open Scan Administrator on the server or workstation where Scan was installed Select History If needed narrow down the list of Scan jobs by using the filter fields at the top of the window The following filters are available Setting Name Select the Import folder where the Scan job originated From Enter the first date that the file may have been processed To Enter the last date that the file may have been processed Click Export Navigate to and select the location where you want the Excel spreadsheet to be saved Enter a file name for the Excel spreadsheet Click Save Managing Scan Services Scan is a collection of services that work together to process your scanned documents You can start or stop services on the Scan Administrator Services tab You can use this capability to troubleshoot problems or to temporarily suspend all Scan jobs if needed The services included in Scan are as follows Folder Monitor monitors Import folders for files to be processed It also updates batch statistics per the Import Status folder Quality Assurance detects rotation skew and noise i
40. ble if Page Border is selected Status Stamp Check this option to apply a status stamp to selected page s e Text Enter the text you wish to display on the status stamp If no text is entered Status displays by default e Date Time Uncheck this box if you do not wish the date and time to display in the status stamp This box is checked by default Stamps Set the stamp colors and favorites on the Stamps tab The options you can edit are Stamp Colors Stamp colors allows you to add and remove the colors of your stamps Click Add Color to select a color or create a custom color If you no longer wish to use a certain color highlight the color you wish to remove then click Remove Color Stamp Size You can make the connector and tickmark stamps larger or smaller depending on your needs Select the size that you want the stamps to display All PDFlyer stamps change to the selected size Favorites Create a set of favorite stamps by checking the checkbox next to each stamp you wish to display on the tool Once checked these stamps appear in the Favorites drop down list on the PDFlyer Stamps tools The first stamp checked as favorite will be used as the icon for Favorites tool on the PDFlyer Stamps tools Sticky Note Set the sticky note options on the Sticky Note tab The options you can edit are Text Color Select a text color you wish to display on the sticky note by clicking inside the Text Color square to display the Select Co
41. can Administrator is normally installed and run on a server but can be installed on a dedicated workstation that meets the system requirements Storage of the Import Archive and Export folders can be located anywhere on your network or on any workstation that you select as long as they are shared folders with write access granted to all the computers where Scan Administrator and Scan Workstation are installed Component Minimum Recommended Processor Pentium 4 Multi Core Processor Chapter 1 Overview and Installation 3 Component Minimum Recommended RAM 2 GB 8 GB H 1 GB for program files 2 GB for program files Disk Space 1 GB for temporary data files 2 GB for temporary data files Monitor with resolution of 1024x768 omer Monitor with resolution of 1024x768 ptor svappahie a Pach mane Lol Hardware multiple disk drives optimal Option for remote system management 32 bit version of Windows 7 H Dedicated Windows Server 2012 Professional The following environments are not supported Microsoft Small Business Server Citrix Terminal Services Environments Environments Peer to Peer Networks Server Environments with IIS installed Internet Explorer Adobe Reader Microsoft NET Framework If Microsoft Office is installed the most recent service pack must be applied before you install Scan components Other Software Virtualization VMware and Hyper V are supported Suggestions for Achieving Optimal Performance
42. can Workstation from the Start menu Select Print gt Cover Pages Target Sheets from the menu Select the Target Sheet tab Select the type of target sheet you want to print See Using Target Sheets on page 29 for more information about each type of target sheet Single page target sheets are used before documents that only have one page A W Na Multi page target sheets identify documents of more than one page Scan inserts a single bookmark for all the pages of the document when it detects a multi page target sheet Chapter 3 Using ProSystem fx Scan Workstation 31 P Notes e Scan can automatically group the pages of some multi page documents together even if a multi page target sheet is not used See Using Target Sheets on page 29 for a list of forms that Scan can group automatically without a multi page target sheet e Sample TIF versions of single page and multi page target sheets are available in the ProSystem fx Scan Sample folder 5 To print a target sheet that forces a document into a particular bookmark do the following a Select the catalog that you want to print target sheets for Your selection will print on the target sheet Select US 1040 if you are processing a 1040 tax return Select US 1041 if you are processing a 1041 tax return b If you are using US 1040 select the catalog type that you want to print target sheets for Select Original if the Class bookmarks should conform to the 1040 ta
43. can share them with others in your office To export User Stamps do the following 1 Click Export to display the Export Stamps window 2 Browse to the location where you want to save your file Please note that all User Stamps will be saved into one PDF file 3 Enter the file name in the space provided and click Save To import User Stamps do the following 1 Click Import to display the Import Stamps window 2 Browse to locate a valid PDF file to be imported A valid PDF file is a PDF that was exported from PDF lyer Stamps 3 Click Open Working with Connectors Tickmarks User Stamps and Recent Stamps 0 Connectors g Letter Connectors E nckmarta v Engagement ProSystem fx PDFlyer provides a set of stamps in the form of Numbered Connectors 1 50 Lettered Connectors A ZZ Standard Tickmarks Engagement Tickmarks Favorites Recent Stamps and User Stamps The stamps together with Keep Stamp Selected Stamp Color and Stamp Summary display on the PDFlyer Stamps tools To choose a connector tickmark or user stamp select the desired item from the list Your selection remains the default connector tickmark or user stamp until another one is chosen The currently selected connector tickmark or user stamp is indicated in the PDFlyer Stamps tools Connectors link information in the PDF For example if a line amount is related to another line amount connectors can be used to link the amounts together Numbered and
44. cteristics that can obscure text Changing the Font in the List of Forms and Validation Panes 1 Right click a line of text in either of the panes and select Font 2 Select the font characteristics that you want to apply to the window 3 Click OK Changing Image Sizes in the Validation and Scanned Tax Form Panes To make the images in both panes larger click the Zoom In button ban or right click the Scanned Tax Forms pane and select a higher zoom level To make the images in both panes smaller click the Zoom Out button Noor right click the Scanned Tax Forms pane and select a lower zoom level Chapter 4 Validating Extracted Data 38 Adjusting the Sizes of Individual Panes You can change the sizes of the panes by dragging the gray border between panes You can also enlarge the Scanned Tax Form pane to full page size by clicking the button that displays in the upper left corner of that pane This option is only available if you have multiple monitors set up Validating Extracted Data with Tax Installed You do not have to import extracted data to a tax return at the same time that you validate the data The procedure below describes how to validate data without performing an import For instructions on performing the validation and import processes at the same time see Importing Extracted Data into a Tax Return on page 47 for instructions P Note See Adding a Field or a Group of Fields for Extraction on page 42 for informat
45. d If staff members in your firm handle their own scanning and Scan processing Scan Workstation should be installed on their workstations as well Workstations must have access to the shared Import folders to monitor jobs in Scan Workstation To open Scan Workstation select Scan Workstation from the Start menu The Scan Workstation module opens and can be minimized to your Task Bar Recommended Scan Workflow Following the workflow outlined below will help you use ProSystem fx Scan Workstation to its best advantage 1 Sort the documents to determine which ones need to be scanned preparing the documents for scanning as you go See Preparing Documents for Scanning on page 27 for more information 2 Organize the documents in the order that you want them to be scanned For most efficient processing place single page documents on top of the stack to be scanned with multi page Chapter 3 Using ProSystem fx Scan Workstation 25 documents below Scan re orders and bookmarks all documents in the bookmarked PDF file to match the tax return 3 If needed print and insert cover pages and target sheets See About Cover Pages and Target Sheets on page 28 for more information 4 Count the total number of pages to be scanned excluding cover pages target sheets and blank pages Write down this number so that you can verify that all of the pages are included in the bookmarked PDF file Configure your scanner according to the guidelines out
46. d Only the active page in the PDF is rotated when the Rotate tool is selected from the PDFlyer tools When the PDF file is saved the rotated page is saved in the desired orientation Inserting PDFs a Insert PDF Use Insert PDF to add documents to an existing PDF file even if it was scanned or printed to PDF format from another application This tool assists with the inclusion of late arriving documents in the original published PDF file By default Acrobat places all incoming pages and bookmarks at the end of the receiving PDF file You would have to manually drag the bookmarks or pages under the correct parent bookmark With ProSystem fx PDFlyer parent bookmarks are analyzed and child bookmarks are combined under the same parents automatically Chapter 6 Working with ProSystem fx PDFlyer 55 To insert PDFs into an existing PDF file do the following 1 Convert the pages to be added into PDF format If you are scanning direct the scanned output to the location where you normally scan your non Scan documents P Note Multiple new items for a given client can be converted to PDF and scanned at the same time for example brokerage statements or revised K 1 Open the PDF file to which the pages are to be inserted Select the position in the currently open PDF file where you would like the new pages to be inserted by highlighting the bookmark 4 Click the Insert PDF tool from the PDFlyer tools to display the Please select a
47. d for each page See the following sections for information about printing and using target sheets Using Cover Pages When using a cover page place it on top of documents to be scanned The bar code on the cover page tells Scan to begin a new Scan job If you want the export file to be named differently than the import file you can enter it on the cover page A special kind of cover page called an extraction cover page indicates to Scan that the data in the scanned documents should be extracted You can use this cover page when the Import folder for the job is not configured to allow extraction Some general guidelines for using cover pages are as follows If you scan documents for multiple clients in one scanning session you should insert cover pages at the beginning of each client s scan job to ensure that information for each client is kept in a separate PDF file If you only scan information for a single client at a time you may not need to use a cover page In that case the name of the original scanned file will be used to name the exported PDF and archive files If your firm also uses ProSystem fx Document ProSystem fx Document On Premise or CCH Axcess Document use the Document Routing Slip instead of the Scan cover page The bookmarked PDF file is automatically routed to the proper client in Document based on the data entered for the Routing Slip in Document Lai Note If you use a Document routing slip you should
48. d select Properties Choose either Image Enhancement or OCR Select the Log On tab Select This account and enter the domain name and user name of an administrative user with rights to both the Scan Administrator computer and the computer where Scaled Server is installed The information should be in this format Domain User name Enter and confirm the password of the administrative user If you installed additional services on this computer repeat steps 1 through 7 to configure the other services Click OK La Note When using Scaled Server to run Image Enhancement or OCR services you may want to stop those same services from running on the Scan Administrator server so that more resources are available for running the remaining Scan services Chapter 1 Overview and Installation 8 Installing Scan Workstation If you are updating from a previous version of Scan Workstation the installer will detect and remove the older version automatically P Note Microsoft NET Framework 2 0 and 4 0 must be installed on each workstation running Scan Workstation If you have not already installed NET Framework 2 0 and 4 0 they will be installed for you during the installation To install Scan Workstation do the following 1 Ei pA oly 6 7 8 Browse to lt computer name gt Workstation and launch ProSystem fx Scan Workstation exe file The installation wizard displays Click Next Review the License Agreement and accept th
49. e La Note If you have multiple Import folders and you limit the number of files that Scan processes on the General Settings tab reserve the top Import folder for rush jobs This folder should be assigned the High priority level Jobs placed in this folder will be captured and processed first Modifying Settings for an Existing Import Folder To modify the settings for an existing Import folder do the following Open Scan Administrator on the server or workstation where Scan was installed Select the Folder Settings tab In the list of Import folders on the left select the Import folder to modify Change the settings for the folder as needed All of the settings in this window can be edited See Setting Up an Import Folder on page 13 for detailed information about the settings that are available on this tab 5 Click Save BA W N Changing the Processing Order for Import Folders Scan jobs are processed first by the priority assigned to the Import folder and then by the order the Import folders are listed on the Folder Settings tab in the Scan Administrator window You can move Import folders up or down in the list to change the order in which files are processed If the folder order needs to be modified after the initial setup we recommend that you wait until a time when no jobs are being processed To move an Import folder up or down in the list do the following Open Scan Administrator on the server or workstation where Scan
50. e Import folder hold down the CTRL key while dragging the files You can also use Ctrl C to copy the files from the Explorer window and use Ctrl V to copy them into the Import Assistant Use the Delete key to remove files from the Import Assistant Monitoring Scan Jobs from Scan Workstation Scan can process multiple Scan jobs at the same time You do not have to wait for one job to complete before submitting another job The Scan Workstation window displays information about the progress of all Scan jobs currently being processed You can use the information in the Scan Workstation window to help you plan your work For example if the volume of Scan jobs is high in the morning you can choose to send your documents for processing at a less busy time Or if you see that a job which requires immediate attention is being processed behind other less important jobs you can contact your system administrator to request that the job s priority level be raised to High To open the Scan Workstation window do one of the following If Scan Workstation is not running Open Scan Workstation The Scan Workstation window displays automatically when the program is launched If Scan Workstation is minimized Click the Scan Workstation icon 23 in the taskbar The Scan Workstation window opens The following information displays for each job listed in Scan Workstation Folder The name of the Import folder where the Scan job originated Priority
51. e displayed in the Scan Validation window with a red exclamation mark beside the Form Name and the field that is invalid The three panes in this window are as follows List of Forms Pane This pane displays in the upper left corner of the window It contains a list of the tax forms where Scan extracted data The form that is currently Chapter 4 Validating Extracted Data 39 selected in the Scan Validation window is highlighted in gray Column Description Displays the name of the government form If there are multiple forms of a F particular type for example W 2 forms from multiple employers each orm name form is listed separately A red exclamation mark icon O displays next to forms where Scan detects potential errors If the only potential error Scan detects is in a blue defaulted field the exclamation mark will not display Displays the name of the entity that issued the form You can use this field Identifier to distinguish multiple forms of the same type for example W 2 forms from different employers Action Displays if the form is Linked Imported New or Skipped Indicates which page this form falls on in the PDF generated by Scan If a form includes two pages each page number is listed Page P Note If a form includes more than two pages the page number for the first page of the form is listed Validation Pane This pane displays in the upper right corner of the Scan Validation window It lists
52. e pages in a scanning sleeve Also known as document carriers these can be found at a variety of retailers and are re usable If a source document is a TIF file print the cover page and target sheet to TIF files and then insert them into the client s source TIF file You can then copy the client s updated TIF file into the Import folder where Scan Administrator will pick up the job for processing When possible do not use ledger paper for documents you plan to scan Ledger paper adds a large number of pixels causing a slowdown in processing and OCR errors Run dog eared or staple damaged documents through the scanner bottom first This will prevent jamming Clean your scanner regularly to prevent excessive speckling of your scanned documents Check the scanned files before submitting them for Scan processing If any of the following occur in your image file they can cause errors in the OCR processing Vertical lines are generally caused by a spot or object on the scanner s imager If this is the cause the line will appear in the same location on multiple pages Horizontal lines are usually caused by document feed issues such as the rollers not functioning properly an inconsistent vacuum feed or a sticky page the edge of a label or sticky note causing the document to stop Specks dots and recurring spots are often caused by dirt ink or torn corners from pages being left in the scanner on the scan bay or on the imager
53. e terms of the agreement Click Next If needed change the destination folder where Scan Scaled Server will be installed by clicking Browse and navigating to or entering a new location Click Next Select the services to run on this scaled computer Click Next Enter the scan server log on and password where Scan Administrator is installed Click Next Click Install and wait for the installation to complete Select Reboot now to complete the installation process You must restart your computer before you can use the Scaled Server Click Finish Verify that the installed service or services will start La Note Depending on the processing capacity of the Scaled Server you may want to configure only one of the services on a single computer If needed you can add an additional Scaled Server to run one of the services as well Configuring Scaled Server Use the procedure below to configure a Scaled Server to run the Image Enhancement and OCR services included with Scan Depending on the processing power of the Scaled Server and the volume of scanning your firm does you may only want to run one service on this Scaled Server and to run the other service on another computer BA W N UI 9 Select Administrative Tools from the Control Panel Select Services in the list Locate the service associated with the Scan components you installed on the Scaled Server Right click on the service you want to run from this server an
54. e terms of the agreement Click Next If needed change the destination folder where Scan Workstation will be installed by clicking Browse and navigating to or entering a new location Click Next Click Install Wait for the installation to complete Click Finish After configuring Scan Administrator and installing Scan Workstation on at least one workstation you can use the 1040 or 1041 sample TIF test file in the ProSystem fx Scan Sample folder to verify that Scan is working properly The 1040 file is named John Smith 1040 Sample File TIF The 1041 file is named Rose Smith 1041 Sample File TIF After Scan Administrator is installed and configured copy and paste the test file into an Import folder Scan automatically detects and processes the import file then generates a bookmarked PDF file in the Export folder P Note If you process a sample file multiple times the first instance of the exported PDF file is named 2013 John amp Elizabeth Smith pdf and each additional instance increments by one for example 2013 John amp Elizabeth Smith 1 pdf To prevent this delete the sample file from the Export folder each time you process it Getting Help with ProSystem fx Scan In addition to this guide you can get additional information about ProSystem fx Scan from the following resources Online Help files The ProSystem fx Scan help file can be accessed from within the program by selecting Help gt ProSystem fx Scan Help To
55. e you send the target sheets to print Then add the cover pages When you print all the cover and target sheets will print at one time Chapter 3 Using ProSystem fx Scan Workstation 32 Special Considerations When Scanning Tax Forms for Data Extraction Scan can extract data from scanned documents so that the data can be imported into a tax return The procedure for scanning documents is the same as for other documents except that one of the following must be true for the data to be extracted The scanned image file should be submitted for processing to an Import folder that is configured to allow extraction If the file will be submitted to an Import folder that is not configured to allow extraction then an extraction cover page should be the first document scanned for the job Tax form information cannot be extracted from documents using custom target sheets Do not use this type of target sheet if your firm plans to extract data for tax processing La Note If you select Skip AutoFlow the file is converted to a PDF The new PDF is placed in the same location as the validate file Once the conversion is complete the validate file will no longer be available for import into Tax If you need to import the data into Tax you can reprocess the Scan job to generate another validate file After You Scan Client Documents Once you have scanned your client documents you are ready to submit the documents for Scan processing Whi
56. eet is how you want the multi page document group to be classified Client Organizers can be either a single or multi page document When scanned with the single page documents Scan splits the Organizer apart and files each page with the supporting workpapers When scanned with the multi page documents Scan groups all of the pages of the Organizer together under one bookmark Reuse your target sheets Because they are not client specific target sheets can be reused for multiple Scan jobs Printing Target Sheets A target sheet can be used to ensure that Scan organizes and bookmarks PDF files correctly They are printed from Scan Workstation They are then inserted between the individual forms included in a Scan job When the stack of forms is scanned Scan inserts a new bookmark whenever it encounters a target sheet There can be as many target sheets in a Scan job as there are client documents Target sheets are not required although there are instances when they are recommended Because they are not client specific target sheets can be printed in bulk and then used repeatedly When a target sheet is not included in a Scan job Scan considers each scanned page to be its own document A bookmark is created for each page P Note To open and print a target sheet you first must have a PDF reader such as Adobe Acrobat Reader installed on your computer To print target sheets do the following If Scan Workstation is not open select S
57. entering a new location The default Import Archive and Export folders are added to the ProSystem fx Scan shared folder as part of the installation process 10 Click Next 11 Click Install and wait for the installation to complete 12 Select the permission key option for this installation The options are as follows Evaluation version This option allows you to use Scan for a limited evaluation period If you have purchased a license for Scan you should not select this option Download permission key from the internet Select this option if you plan to access your permission key through the ProSystem fx Support Web site After clicking Next you will be asked to log in to the Single Sign On SSO Web page with your user ID ProSystem fx account number and password Use existing permission key If a permission key is detected on the server this option is selected by default and there is no need to select a different option If a permission key is not detected this option is disabled Use permission key from drive path Select this option to browse to a permission key that is stored in a folder on the network or on a disk drive Enter the location of the permission key or click the browse button be to locate the file 13 Click Next 14 Select Reboot now to complete the installation process You must restart your computer before you can configure Scan Administrator and before you can install Scan Workstation 15 Click Finish
58. es By default a job s priority level is determined by the priority assigned to the Import folder that it originates in Changing a job s priority allows the job to be processed before jobs of lower priority and after jobs of higher priority To change the priority of a single job in the queue do the following Gibo BI Open Scan Administrator from the server or workstation where Scan was installed Select Queue Find the job in the list of Scan jobs Right click the Job Name and select Priority from the menu Select the priority level for the job Starting and Stopping a Job To start or stop a job in the queue do the following AA WN b Open Scan Administrator on the server or workstation where Scan was installed Select Queue Right click the job to start or stop and then select Set Priority from the menu Do one of the following To stop a job in progress select Stop The job remains on the queue unless you delete it manually To restart a job select a priority level High Medium or Low Click Close LI Note Once a file is imported into the queue the only way you can edit it is to stop the file save it to a safe location make your edits and then re import the file into Scan Likewise if a file will not process because of an error you must delete the job save the file to another location make modifications to it outside of Scan and then re import it into Scan Removing a Scan Job from the Queue
59. et up Scan folders in Document and then perform the following procedure 1 Open Scan Administrator Click on the Folder Settings tab 3 Use the default folder settings name or click Add to create a new Import folder specific to Document La Note A new folder path must be created for each company you have in Document Enter the Scan folder path that you set up in Document in the Export Folder field Configure the other settings for the import folder as needed Click Save Chapter 5 Integrating with Other ProSystem fx Products 54 Chapter 6 WORKING WITH PROSYSTEM FX PDFLYER PDFlyer Tools The PDFlyer tools display on the Adobe Acrobat Menu bar and Tools pane with the other Adobe Acrobat tools by default PDFlyer tools can also be added in the Quick Tools toolbar By doing this PDF yer icons will be displayed on the toolbar and will give you another way of quickly accessing the PDFlyer tools The PDFlyer Stamps tools display separately This allows the stamps connectors tickmarks favorites and User stamps to be positioned independently of the functions on the PDFlyer tools Each of the PDFlyer tools is discussed in the following sections Rotating Pages Rotate Counterclockwise Rotate Clockwise Individual pages in a PDF file can be rotated by 90 degrees counterclockwise or clockwise using the Rotate tools These tools differ from the standard Adobe Acrobat Rotate tool which rotates the entire document when selecte
60. ete sub network isolated from other LAN application to accommodate system traffic System Requirements for ProSystem fx Scan Workstation Scan Workstation is installed on workstations where Scan jobs are assigned Once installed use Scan Workstation to monitor the workstation s documents as they are processed Scan Workstation also allows you to do the following Generate cover pages and target sheets prior to the initial scanning of Scan jobs Upload files to be submitted to CCH for review Check to see if you have the latest Catalog update installed Component Minimum Recommended 1 2 GHz Intel or AMD processor or 1 8 GHz Intel or AMD processor or Processor equivalent equivalent RAM 512 MB 512 MB 1 GB for program files 2 GB for program files Disk Space 1 GB for temporary data files 2 GB for temporary data files Operating Windows 7 Professional Windows 7 Professional System f Microsoft NET Framework 2 0 and 4 0 Operating l gi Wa Software If Microsoft Office is installed the most recent service pack must be applied before you install Scan components Recommended Workflow for Installing ProSystem fx Scan Components For best results we recommend using the following workflow to install the ProSystem fx Scan components 1 Identify the server or dedicated workstation where Scan Administrator will be installed Decide whether the Import Archive and Export folders will be located on the same dedicated computer as
61. extracted in the exported PDF file If additional AutoFlow forms exist in this file they will not be extracted For more information about extracting Gain and Loss data only see Extracting Gain and Loss Statements Only on page 46 If you are not logged in to Tax the system prompts you to log in If you selected Global fx Office Tax and you have multi account access the system also prompts you to select an account Click AutoFlow to continue with the AutoFlow process The ProSystem fx AutoFlow Wizard window displays The information on this screen includes the following Extracted AutoFlow Clients Lists Taxpayer Identification numbers found in the scanned documents along with the names of people associated with those Taxpayer Identification numbers Tax Clients Lists tax returns for a selected year that are potential matches for the names listed in the top section of the window AutoFlow Wizard uses Taxpayer Identification numbers to match the scanned documents with existing tax returns Secured returns are displayed in the list but are not accessible LJ Note If Scan detects an iterative form a form that includes multiple line items but no total line this will be displayed in the upper right corner Although it is not required we recommend that you validate iterative forms before continuing To validate iterative forms click Iterative Validation in the upper right corner of the window This is a good idea for the following reaso
62. file to insert window Browse to locate the incoming PDF file you want to insert Double click the file name to display the Insert PDF window 7 If the incoming PDF file is bookmarked Merge PDF page s based on parent level bookmarks is selected by default This option will merge the two PDF files combining child bookmarks under the same parent bookmarks The PDF will be repaginated based on the location of the inserted PDF 8 Select Append PDF page s as a single bookmark if the incoming PDF file is not bookmarked and you want to append it as a single bookmark If you select this option you can select the bookmark level to use Same level as the highlighted bookmark Child of the highlighted bookmark Parent level at the end of the PDF The Bookmark Name displays as the name of the incoming PDF file You can change the bookmark name if you wish You can also choose to automatically create a unique bookmark for each page by selecting the Create a bookmark for each page check box 9 Select Append PDF page s without a bookmark if you want to append the incoming PDF file without a bookmark Options include Append to the highlighted bookmark or Append to the end of the PDF 10 Click OK Your file is inserted or merged into the existing document at the location you selected Inserting Target Sheets a Insert Target Sheets When ProSystem fx PDFlyer is used with ProSystem fx Scan use Insert Target Sheets to indicate where t
63. from the ProSystem fx Scan Administrator computer Tasks Limited to Administrators Although you can view information about all Scan jobs in Scan Workstation you cannot change the processing options for a job that is in progress If any of the following tasks must be performed for a Scan job see your system administrator Changing the priority of a job in the queue Stopping or restarting a job Resetting Validation Lock Chapter 3 Using ProSystem fx Scan Workstation 37 Chapter 4 VALIDATING EXTRACTED DATA Validation Overview As a matter of best practice you should validate data extracted from a scanned image against the original scanned documents If you find errors in the extracted data you can correct them manually in the Scan Validation window You can validate data Immediately following Scan processing While importing extracted data to a tax return using AutoFlow Wizard After data has been imported into a tax return Your firm should set its own standards when validation should occur You do not need to have Tax installed on your workstation to validate extracted data Validation can be performed on any computer running ProSystem fx Scan Workstation Customizing the Validation Window You can customize the view in the Scan Validation window to make the contents of the panes easier to read This feature is especially useful when a scanned tax form image exhibits blurring extra markings or other chara
64. i iv v vi Click New Tax Return Create and save a new tax return See the Tax help files for instructions on creating a new return Save and close the return Return to the AutoFlow Wizard Click Refresh Select the new return in the Tax Clients list 7 Review the information on this window Select or clear the following items as needed Save annotations for items The Scan generated PDF file contains annotations indicating which fields were imported to the return and which were skipped Clear this box if you do not want these annotations to be saved Add File to CCH Axcess Document or ProSystem fx Document On Premise Select this box to upload the file to launch either CCH Axcess Document or ProSystem fx Document On Premise Add Files window when the import completes This option is only available if CCH Axcess Document or ProSystem fx Document On Premise is installed 8 Click Finish 9 Click OK When the process completes the validate file is converted to a PDF file and saved to the location where the validate file resided before you performed the AutoFlow process The PDF file includes the extracted data as well as the gain and losses information in an Excel spreadsheet Importing Extracted Data into a Tax Return To streamline the process of importing extracted data into a tax return ProSystem fx AutoFlow Wizard tries to match scanned documents with existing tax returns It does this by comparing Ta
65. ies individual documents in a Scan job by matching keywords in the scanned document with corresponding templates When Scan creates a PDF file of the scanned document it also creates bookmarks in the PDF file that identify these forms The conversion of scanned text into editable text makes it possible for Scan to extract data from the scanned tax form If your firm uses Tax this extracted data can be imported into client tax returns Scan Processing Overview The quality of the image files submitted to Scan can affect the accuracy of OCR conversion For this reason the recommended workflow for ProSystem fx Scan includes several preparatory steps that can improve the quality of images generated by scanning These steps are not mandatory but will give you the best possible results from OCR processing P Note This workflow assumes that Scan has already been installed and configured See Installing Scan Administrator on page 6 for installation instructions For information about configuring Scan see Configuring Scan on page 12 Chapter 1 Overview and Installation 1 The Scan Workflow D ep Source f Documents Scanner Image file Archive File Bookmarked PDF File The basic workflow for using ProSystem fx Scan is as follows 1 Prepare source documents for scanning The documents should be checked for staples folded corners or other items that might interfere with getting a clear image of the document You
66. iles after they are processed To set up an Archive folder do the following a Click the browse button beside the Archive Folder field Navigate to and select the folder that Scan should use for archiving source documents from this Import folder after they are processed Keep in mind the following restrictions The Archive folder cannot be used as any other type of folder Import or Export f needed you can use the same Archive folder for all source documents regardless of which Import folder the documents came from c Click OK to return to the Folder Settings tab 8 Select Archive to Subfolders to create a subdirectory for archive storage If this option is selected the source file is moved to a subdirectory in the Archive folder after processing 9 Select a folder to use as the Export folder This folder will hold the bookmarked PDF files that Scan generates To set up an Export folder complete the following a Click the browse button gt beside the Export Folder field Navigate to and select the folder where Scan should store the final bookmarked PDF files Keep in mind the following restrictions for Export folders The Export folder cannot be used as any other type of folder Import or Archive If needed you can use the same Export folder for all source documents regardless of the Import folder they came from c Click OK to return to the Folder Settings tab Chapter 2 Administering Scan 1
67. in ProSystem fx PDFlyer you can select to merge or append the incoming PDF file You will be prompted to delete the incoming PDF file once it has been inserted Click Yes if you wish to delete the inserted PDF file Otherwise click No This box is checked by default If you do not wish to receive the prompt and want to keep the inserted PDF file uncheck this box Chapter 6 Working with ProSystem fx PDFlyer 72 Set Status Set the status options on the Set Status tab The Set Status tab tracks the status of bookmarks pages and status stamps by colorizing the bookmark placing a colored border around the related pages and placing a status stamp on the related pages What status color would you like to use Click inside the Status Color square to display the Select Color window Select a color or create a custom color and click OK What would you like the status to apply to Select how to use the status color in this PDF by editing the following options Bookmark Check this option to set the status color on selected bookmark s e Bookmark Style Select the style of the bookmark text The options are Normal Italic Bold and Bold amp Italic The default is Normal This option is only available if Bookmark is selected Page Border Check this option to set the status color on selected page s A colored border displays around the page s e Width Select the width of the border The default width is 4 This option is only availa
68. indow even if it is set to display on top of all other windows To make the window transparent select File gt Display gt Transparency and then select a transparency percentage Set the interval between screen updates Scan Workstation will update the list of jobs at the end of the time frame selected here To set how long a period should pass between screen updates select File 5 Monitor Update Time and then the period of time you want to pass between updates Configuring a Default Printer for Cover Pages and Target Sheets Cover pages and target sheets are printed from the Scan Workstation window You can select a printer to be the default printer for cover pages and target sheets using the procedure below P Note If the printer you want to use as the Scan default printer is not already set up on your computer you should ask your system administrator for assistance in setting it up before you attempt to select it as a default printer in Scan Workstation To select a default printer for cover pages and target sheets do the following 1 Open Scan Workstation Select Print gt Setup Default Printer to display the Print window In the Name field select a printer that you want to use as the default printer for cover pages and target sheets If needed click Properties to set up specific options for the selected printer The options available here depend on the type of printer you are using Click OK to return to the Print windo
69. ing a colored border around the selected page s A status stamp will also be placed on the top left corner of the selected page s ProSystem fx PDFlyer stores your last used Status settings selected in the Settings tool When you click the Set Status tool ProSystem fx PDFlyer automatically re uses the previously selected settings Clicking the tool is a quick way to apply a status to multiple bookmarks Resetting Status E E Reset Status Use this tool to quickly remove a previously applied status color LJ Note If you selected Status Stamp on Set Status in the Settings tool it will not be removed Select the Status Stamp and press Delete to remove it Chapter 6 Working with ProSystem fx PDFlyer 70 Using Note Summary J Note Summary Note Summary shows a complete list of all the notes and calculator tapes that are added in the PDF file Click the Note Summary tool from the PDFlyer tools to display the Note Summary window The list shows the content page and the author of the notes and calculator tapes in the PDF file You can click on each note and calculator tape and it will navigate to the page where the selected note or calculator tape is located Using AutoFlow Summary AutoFlow Summary AutoFlow Summary shows AutoFlow details of the PDF file Click the AutoFlow Summary tool in the PDFlyer tools to display the AutoFlow Summary window The summary shows who and when the AutoFlow process is completed on the PDF
70. ing Overview eee eee e cece cece cece cece ececceeeees 1 ProSystem fx Scan Components 2 220000 e cece cece cee eeeeeeeeees 3 System Requirements for Scan Administrator 222 22220 2220 3 Suggestions for Achieving Optimal Performance with Scan Administrator 4 Recommendations for High Volume Firms ee eee 4 System Requirements for ProSystem fx Scan Workstation 5 Recommended Workflow for Installing ProSystem fx Scan Components 5 Installing Scan Administrator 222220 c cece cece eee eee ee cee eeeeeeees 6 Running Services on a Scaled Server 0 200 0220 222 c eee ee cece e ence eee 7 Installing Scaled Server eee c cece cece ceeeeeeceeeees 7 Configuring Scaled Server 2 0 0 0 2c cece cece cece cece e ce ceecceeeeececeees 8 Installing Scan Workstation 0 222000 c eee cece cece cee eeeeeeees 9 Getting Help with ProSystem fx Scan 9 Chapter 2 Administering Scan 11 Using Scan Administrator 2 2 0 2 2 2220 c occ eee e cece e eee aaa oaaao 11 Suggested Workflow for Administering Scan 22 12 Configuring Scan _ 1 2 2 2 2c coe aa EKE eSa kakaa EaR 12 Overview of Import Archive and Export Folders 13 Setting Up an Import Folder 22 0 c cece cee cece cece eeeeeeee ees 13 Modifying Settings for an Existing Import Folder 16 Changing the Processing Order for Import
71. ion about extracting data from fields that Scan did not automatically extract data from To validate extracted data on a workstation with Tax installed do the following 1 In Scan Workstation double click a job marked as Ready for AutoFlow The AutoFlow Wizard window displays 2 Select the Tax product that you want to import data into You can also review the number of extracted forms and trades on this page P Notes If you select Skip AutoFlow here the validate file is converted to a PDF The new PDF is placed in the same location where the validate file previously resided Once the conversion is complete the validate file will no longer be available for import into Tax If you need to import the data into Tax you can reprocess the Scan job to generate a new validate file If you have ProSystem fx Tax installed and select PDF with G amp L only the only forms that will be extracted in the exported PDF file are the Gain and Loss forms The rest of the AutoFlow forms will not go through the AutoFlow process If you are not logged in to Tax the system prompts you to log in If you selected Global fx Office Tax and you have multi account access the system also prompts you to select an account 3 Click AutoFlow Click the Validation button to display the Scan Validation window LJ Note A red exclamation mark icon QJ on the Validation button indicates that an invalid format exists in one or more forms This data will b
72. is selected by default and will overwrite the default issuer payer information in Tax If you do not want the issuer payer information to be overridden clear this box P Note This option is also available in AutoFlow Wizard s Review Tax Forms window This gives you the flexibility to make a different selection per form Overwrite Default Recipient Information in Tax Select this option if you want to overwrite the default recipient information in Tax LJ Note This option is also available in AutoFlow Wizard s Review Tax Forms window This gives you the flexibility to make a different selection per form Import 0 00 Wash Sales This option is selected by default and will import Wash Sales when they are reported as 0 00 on Brokerage Statements Clear this box if you do not want the 0 00 Wash Sales to import to Tax Click Save Monitoring Scan Processing with the Queue The Scan Administrator Queue shows you a list of all the documents that are being processed as well as a description of the job status From the queue you can perform the following tasks Change the priority of a job Start or stop a job Remove a job Reset a validation lock Import documents for Scan processing Chapter 2 Administering Scan 18 Note Staff members using Scan Workstation can monitor the progress of Scan jobs using the Scan Workstation Changing the Priority of a Job You may need to change the priority of a job to meet deadlin
73. k 4 Use the Move Page s Up and Move Page s Down to move pages from the original bookmark to the new bookmark s If you wish to move multiple pages at the same time hold the Ctrl or Shift key while selecting the pages 5 To remove a bookmark added in error select the bookmark in the list and click Remove Bookmark ProSystem fx PDFlyer always retains one bookmark in the list You cannot Chapter 6 Working with ProSystem fx PDFlyer 58 remove all bookmarks using this tool The Remove Bookmark button is only available when a bookmark is selected 6 To rename a bookmark in the list select the bookmark and click Rename Bookmark 7 Once you have added all new bookmarks and assigned pages click OK If you did not assign pages to a bookmark this empty bookmark will automatically be deleted Make sure you assign pages to all bookmarks you want to keep New bookmarks are created at the same level as the original bookmark Setting Bookmark Options Bookmark Options Click the drop down for Bookmark Options A Bookmark Options m Expand All Bookmarks pr Collapse All Bookmarks A Colorize Uncolorize Bookmarks B Hide Empty Bookmarks Show Empty Bookmarks Use options from this tool to manipulate bookmarks in the following ways Expand All Bookmarks Collapse All Bookmarks Colorize Uncolorize Bookmarks Hide Empty Bookmarks hides empty Parent bookmarks in PDF files generated by Scan Show Empty Bookmarks shows e
74. le Scan is working with the documents you can monitor the job s progress in the Scan Workstation window When processing is complete you have the option of validating any data that was extracted from the scanned documents if any Also if your firm uses Tax you can also import data extracted from the scanned documents into a client tax return Viewing Job History Information Information about completed Scan jobs displays in the History window If needed you can review the information in this window to verify that a particular job completed successfully To access the History window right click a job in Scan Workstation and select History The following information is recorded on the History tab for each completed Scan job Time imported Pages imported Import file Time exported Page exported Export file Time elapsed Chapter 3 Using ProSystem fx Scan Workstation 33 LI Note Click on the column headings to sort the columns in ascending or descending order You can only sort by one column at a time When sorting within a range of dates the sort applies within each date and is not cumulative throughout the range of dates You can sort columns based on the Setting Name You can also sort data by the date range using the From and To calendar drop down menus There are two summary fields that display at the bottom of the window These are totals for the selected Import folder during the selected date range Files
75. le setting which introduces additional pixels into the image that can negatively affect the accuracy of the data extraction This setting will fill every blank space such as a hole punch with black which can negatively Appendix Settings and Tips e 79 Setting Recommended Notes affect recognition P Note If your scanner creates separate documents for each page when scanning we suggest you scan documents into an intermediary folder Then you can move files to an Import folder If you scan directly into an Import folder Scan processes each page separately and creates single page PDF files in the Export folder Scanning Tips Use the following tips to increase the probability that the optical character recognition OCR capabilities in Scan will provide accurate results Check originals for legibility If they are very light photocopy them with higher contrast When possible scan original documents instead of faxes or photocopies Image quality degrades every time a document is duplicated Prepare your documents for scanning by Removing staples and fanning out pages Unfolding pages and bent corners Moving or removing sticky notes so they do not cover pertinent data You may want to attach them to a blank sheet of paper and include a reference to the original page To prevent notes from being misplaced you can also tape them down or place the sheets in a scanning sleeve Placing small odd sized or delicat
76. lidated click Close to close the Gain and Loss Validation window Submitting a File to the CCH Scan Catalog team If the option is enabled in Scan Administrator you can email or upload your files to the CCH Scan Catalog team Emailing a File If Enable Files To Be Emailed to CCH is selected in Scan Administrator you can submit your files to the CCH Scan Catalog team via email To email the file do the following 1 On the Scan Validation window select Email Import File to CCH Li Your default email opens The file you are validating is attached as an encrypted file If necessary change the default message Select Send You will receive an acknowledgement email once the file is sent to Scan Chapter 4 Validating Extracted Data 43 J Note Your imported file can also be directly emailed to the CCH Scan Catalog team at Scancatalog wkglobal com This file can be located in your Archive folder at C ProSystem fx Scan ProSystem fx Scan Shared Archive Uploading a File If Enable Files To Be Uploaded To CCH is selected in Scan Administrator you can upload your files to the Scan Catalog team You can upload your file from the Scan Workstation or from the Scan Validation window To upload your file from the Scan Validation window do the following 1 On the Scan Validation window select Upload File to CCH The ProSystem fx Scan File Uploader window opens 2 Complete the required fields 3 Provide details of yo
77. lined in Scanner Settings on page 79 Place the documents on the scanner top first Multiple jobs can be placed in the scanner at one time as long as each job is separated with a cover page 7 Scan the documents You can scan them directly into an Import folder or if needed you can scan them to an intermediary folder and then transfer them into an Import folder using Scan s Import Assistant 8 Monitor processing of the scanned images 9 Verify successful completion of the Scan job 10 Remove the target sheets if any After you complete Scan processing you can choose to do any of the following Validate that the tax data that was converted through optimal character recognition OCR in the bookmarked PDF file was transferred correctly See Validation Overview on page 38 for more information Use AutoFlow Wizard to export tax data from the PDF into a Tax return See Integrating with Tax on page 45 for more information Complete processing without validating the data a Note In addition to documents needed for tax preparation you may want to scan checklists or forms that your firm uses for managing client projects You can generate customized target sheets for these documents to ensure their proper classification in the PDF file Using Scan Workstation When you launch Scan Workstation the Scan Workstation window opens automatically Some of the tasks you can perform from this window include Printing cover pages
78. ll be performed Document scanning Submission of scanned files for Scan processing Validation of extracted data Sending extracted data to a tax return Installing Scan Administrator We recommend that you install Scan Administrator on a dedicated server or workstation Scan Administrator cannot be installed on Citrix or Terminal Services environments due to allocation of memory resources If you install Scan Administrator on a multi processor server or workstation Scan distributes processes equally You must have administrator rights on the computer where you are installing Scan Administrator La Note If you are updating from a previous version of Scan the installer automatically detects the earlier version of Scan and removes it To install Scan Administrator do the following Log into the server or dedicated workstation where you plan to install Scan Download and launch the ProSystem fx Scan 10 0 X 0 exe file Click Setup exe Click Install ProSystem fx Scan The installation wizard displays Click Yes if you would like to continue with the installation without disabling your antivirus Click No if you do not want to continue with the installation Click Next Review the License Agreement and accept the terms of the agreement 8 Click Next Do MS NG Chapter 1 Overview and Installation 6 9 If needed change the destination folder where Scan will be installed by clicking Browse and navigating to or
79. lor window Select a color or create a custom color and click OK Background Color Select a background color for the sticky note by clicking inside the Background Color square to display the Select Color window Select a color or create a custom color and click OK Chapter 6 Working with ProSystem fx PDFlyer 73 Text Size Select the font size you wish to display on the sticky note Text Style Select the style of the text on the sticky note The options are Normal and Italic The default is Normal Text Weight Select the weight of the text on the sticky note The options are Normal and Bold The default is Normal User Stamps Create your own stamps on the User Stamps tab Once created User Stamps can be used like any other PDFlyer Stamps To create a User Stamp do the following 1 Click Add to display the Add Stamp window Browse to locate the image you would like to use as a stamp Select the image and click Open The image is now added in the User Stamps list The name of the image is used as the User Stamp name by default If you wish to change the name of the User Stamp select the User Stamp and click Rename You can also double click on the User Stamp to rename it If you wish to delete a User Stamp select the User Stamp you want to delete and click Remove You can also resize your User Stamp by clicking Resize and entering the new size in the Size column The default size is 16 which is used for all P
80. mpty Parent bookmarks in PDF files generated by Scan iF Colorize Uncolorize Bookmarks The bookmarks in a PDF file can be colorized using the Colorize Uncolorize Bookmarks tool Colorizing bookmarks gives you a quick way to determine which parent level bookmarks are populated or unpopulated and to quickly distinguish the different levels of bookmarks from one another Following are the default colors used to colorize bookmarks If you wish to change the colors for unpopulated parent bookmarks empty bookmarks and unpopulated child bookmarks non empty bookmarks select Colorize Bookmarks from the Settings tool See Configuring Settings on page 71 for additional information Light Gray Unpopulated parent level bookmarks Black Populated parent level bookmarks Blue Unpopulated child level bookmarks Chapter 6 Working with ProSystem fx PDF lyer 59 If a child level bookmark is dragged into an unpopulated parent the parent level bookmark does not automatically change color La Note Colorize bookmarks when opening a PDF will not change the colors of the bookmarks while you are editing To re colorize while editing click the Colorize Uncolorize Bookmarks icon twice The bookmarks can be returned back to black by clicking the icon once again Using the Calculators Calculators ProSystem fx PDFlyer includes a 10 key calculator and a standard calculator that produce an electronic calculator tape and can be attached to a PD
81. multi page target sheet Scan can automatically group the pages of some multi page documents together even if a multi page target sheet is not used For the multi page forms listed below Scan attempts to auto group the pages into the same bookmark if they have either the same account number on all pages or sequential page numbering The forms that Scan can autogroup include 1098 1099 B 1099 DIV 1099 INT 1099 MISC 1099 OID 1099 Q 1099 R Brokerage Statement Combined Tax Statement e 6 6 6 6 6 6 6 6 G6 Mortgage Interest Statement Forced specific classification target sheets can be printed to force documents to be classified in a specific bookmark in the PDF file 1040 and 1041 tax form information cannot be extracted from documents using custom target sheets Do not use these target sheets if your firm plans to extract data for tax processing Best Practices for Using Target Sheets A target sheet can be used to ensure that Scan organizes and bookmarks PDF files correctly They are printed from Scan Workstation They are then inserted between the individual documents included in a Scan job When the stack of documents is scanned Scan inserts a new bookmark whenever it encounters a target sheet There can be as many target sheets in a Scan job as there are client documents Target sheets are not required although there are instances when they are recommended Use the tips below to help you decide when to use target sheets
82. n the image and other characteristics necessary for image enhancement prior to form classification Image Rotation rotates the images to an upright position prior to form classification Image Enhancement deskews despeckles and removes blank pages if detected Border Removal removes borders on the margins of the page regardless of whether or not the border is printed on all four sides of the page if detected Multi splits individual pages into distinct documents and jobs based on cover pages It also splits single and multi page documents based on target sheets and deletes blank pages and target sheets from the batch It also deletes the entire batch when completed Chapter 2 Administering Scan 22 ScanSoft OCR is an alternative OCR service that performs optical character recognition OCR on each form It converts images to text and a single page PDF file for folders set to SS OCR AFR OCR performs optical character recognition on each form It converts images to text and a single page PDF file for folders set to AFR OCR Image Export converts images to a single page PDF file and exports them to the Pending folder for processing This service is used when neither Identify and Bookmark nor Create Searchable PDF are selected on the Folder Settings tab or in the event of an OCR error Classification assigns each document to a predefined template for PDF bookmarking PDF Export creates the bookmarked PDF file from single page
83. n upload your files to the Scan Catalog team You can upload your file from the Scan Workstation or from the Scan Validation window To upload your file from Scan Workstation do the following 1 On the Scan Workstation window select Upload and then select Submit Files to CCH The ProSystem fx Scan File Uploader window opens 2 Complete the required fields 3 Provide details of your issue in the text box 4 Click Select File to browse to the location of your imported file 5 Select the appropriate file and click Open The attached file path displays in the ProSystem fx Scan File Uploader window 6 Click Send A successful upload confirmation message displays 7 Click OK to exit the confirmation message 8 Click Close to exit the ProSystem fx Scan File Uploader window LI Note See Submitting a File to the CCH Scan Catalog team on page 43 for instructions on uploading your file from the Scan Validation window Checking for Catalog Updates To determine if you have the latest Scan catalog installed do the following 1 On the Scan Workstation window select Help and then select Check for Catalog Update If you do not have the latest catalog installed Catalog Update Available displays Follow the instructions to download the latest catalog If you have the latest catalog installed No catalog update available displays 2 Click OK to exit the Check for Catalog Update window LJ Note The catalog update must be run
84. ns Prior to import AutoFlow Wizard considers the individual line items as part of the same form If you edit data that is common to all of the line items for example the issuer name the edits are applied to all of the line items Once you select Next the individual line items are broken into separate forms If the common data requires edits after the split then the form for each line item must be edited individually If you need to change the bookmark that will display in the final PDF file the issuer name field which is used for the bookmark must be edited before the line items are split into individual forms Editing the issuer name field after the form is split will not change the bookmarks in the final PDF file However these edits will be reflected in Tax if you import the data into a return If needed you can validate the extracted data before continuing with the AutoFlow process See Validating Extracted Data with Tax Installed on page 39 for detailed validation instructions To display returns for a different year in the Tax Clients list select the tax year from the tax year list Only tax years for which you have Tax installed are available Chapter 5 Integrating with Other ProSystem fx Products 48 7 Select the tax return to flow data to in the Tax Clients list If the return you need is not listed you can do the following to identify it In the Client ID Taxpayer ID box enter either the Client ID number o
85. number on the display to the number currently in memory Operator Buttons Add Subtract x Multiply Divide lt gt Adds two or more numbers Calculates the total of x and and continues with the addition process Subtracts two or more numbers Calculates the total of x and and continues with the subtraction process Multiplies two or more numbers Divides two or more numbers Chapter 6 Working with ProSystem fx PDFlyer 62 Below are some examples on how to enter operations on the 10 key calculator Calculation Operation Calculator Tape 25 50 75 2 p 5 E T Total 7 x 2 2 5 3 5 75 25 50 5 5 5 3 Total 0 25 50 30 45 0 g 0 d T Total 2 x X 2 3 Chapter 6 Working with ProSystem fx PDFlyer 63 2x3 4 10 500x10 50 Total 100 200 300 400 500 900 1200 2 1 400 2 2 500 2 T Total 900 Grand Total 1200 Chapter 6 Working with ProSystem fx PDFlyer 64 Memory Calculation Operation Calculator Tape 100 200 300 400 500 900 1200 Total 400 500 900 100 200 300 600 Chapter 6 Working with ProSystem fx PDFlyer 65 m Calculator The calculator works like a standard calculator with the capability of producing an electronic calculator tape and can be attached to a PDF file To open the calculator click the Calculator tool on the PDFlyer tools Each of the calculator button is described below Clear Button
86. o cece cece eee eee eee e cee ee cece eeceeeceeeeeeeeees 79 Scanning Tips o eeren daiak e ccc e cece ec r S Raia NEE 80 Contents e vi Chapter 1 OVERVIEW AND INSTALLATION The paperless workflow can be a reality for your firm with ProSystem fx Scan Scan generates bookmarked PDF files from scanned client documents These files can then be stored in ProSystem fx Document ProSystem fx Document On Premise CCH Axcess Document or any other Microsoft Windows based document management system that includes the ability to access PDF files All the information needed to prepare tax returns is available in a digital form and can be stored in your document management system If your firm uses Tax Scan can also extract data from the PDF files and flow it into client tax returns dramatically reducing the amount of manual data entry that is required What Scan Does Scanning a document creates an image of the document Text in the document is captured as part of the picture To make this text editable ProSystem fx Scan uses a process known as optical character recognition OCR During OCR processing the system compares individual elements in an image against a library of characters When the system finds a matching character the image element is associated with the matching character After completing OCR processing ProSystem fx Scan compares the text in the scanned document against template tax forms in the Scan catalog Scan classif
87. o create a bookmark To insert a target sheet do the following 1 Click the Insert Target Sheets tool to display the Insert Target Sheets window 2 Select a page number where you want to insert a target sheet Chapter 6 Working with ProSystem fx PDFlyer 56 Click Insert Single Page if you want to insert a Single Page Target Sheet Click Insert Multi Page if you want to insert a Multi Page Target Sheet The target sheet will appear above the selected page number To remove a target sheet added in error select the target sheet in the list and click Remove Click OK The PDF will be repaginated based on the location of the inserted target sheets Exporting to a Multi Page TIFF a Export Multi Page TIFF Use Export Multi Page TIFF to export or convert a PDF file to a Multi Page TIFF file To export to a multi page TIFF file do the following 1 Click the Export Multi Page TIFF tool to display the Save As window Browse to the location where you want to save the file Rename the file if needed Click Save A progress bar displays indicating the progress of the export When the export is complete the progress bar no longer displays Once complete browse to the location where you saved the multi page TIFF file and open the file to view the results La Note Annotations tickmarks and calculator tapes from the PDF are displayed in the TIFF file Deleting Bookmarks R Delete Bookmark This tool enforces integrity bet
88. o exit the Cover Pages Target Sheets window La Note You can print target sheets at the same time you print cover pages To do so click the Target Sheets tab before you send the cover pages to print and then add the target sheets When you have added all the target sheets click Print and all the cover pages and target sheets will print at one time Using Target Sheets A target sheet indicates to Scan where it should insert bookmarks when it generates a PDF When used a target sheet is placed on top of a document within the stack of documents to be scanned There can be as many target sheets in a Scan job as there are client documents Because they are not client specific target sheets can be printed in bulk and then used repeatedly P Note When a target sheet is not included in a Scan job Scan considers each scanned page to be its own document A bookmark is created for each page There are three types of target sheets Single page target sheets indicate that the following document is a single page Single page target sheets are not needed if your entire scan job consists of single page documents When a target sheet is not included Scan considers each scanned page to be its own document and inserts bookmarks accordingly Chapter 3 Using ProSystem fx Scan Workstation 29 Multi page target sheets identify documents of more than one page Scan inserts a single bookmark for all the pages of the document when it detects a
89. o turn off the commenting balloons on your PDF file in Adobe Acrobat Open the PDF file from the Export folder Select Edit gt Preferences Select Commenting from the Categories pane In the View Comments section clear the Enable text indicators and tooltips box A UNa Chapter 5 Integrating with Other ProSystem fx Products 52 Integrating Scan with Document If your firm uses CCH Axcess Document or ProSystem fx Document On Premise Scan can publish the PDF files it generates directly to Document Staff members at the firm can then retrieve the bookmarked PDF files from Document just as they would any other documents The workflow for using Scan with Document is the same as the typical Scan workflow except that you should use a Document routing slip in place of a Scan cover page Scan uses the barcode on the routing slip to determine the name of the bookmarked PDF file and to route the completed document to the correct client The routing slip is not included in the final PDF file generated by Scan P Notes To integrate Scan with Document your system administrator must set up the Scan folder in Document that will be the Export folder for ProSystem fx Scan If you are unsure which Import folder to use for Document consult your system administrator If you use a Document routing slip you should not also use a Scan cover page Doing so will cause an error in Scan The workflow for using Scan with CCH Axcess Document o
90. of scan processing in Scan Workstation In Scan Workstation you can see the progress of each job in relation to the other jobs that are also being processed See Using Scan Workstation on page 26 for more information 7 Validate the data converted through OCR processing ProSystem fx Scan does not require that extracted data be validated Your firm should set its own standards for when validation should occur See Validation Overview on page 38 for more information LJ Note You do not need Tax on your workstation to validate extracted data Validation can be performed on any computer running Scan Workstation 8 Use AutoFlow Wizard to send extracted data to a client tax return This step is optional To export data to a tax return you must have Tax installed and you must have access rights for the client s returns See Chapter 5 Integrating with Other ProSystem fx Products on page 45 for more information on using AutoFlow Wizard Chapter 1 Overview and Installation 2 ProSystem fx Scan Components Scan is a collection of services that work together to process your scanned documents The services are accessible through two major components Scan Administrator is the center of Scan processing When scans are submitted for processing Scan Administrator retrieves and optimizes them then converts them into editable text with OCR Finally Scan generates the bookmarked PDF files Scan Administrator is also where firm level Scan option
91. ownload the latest catalog If you have the latest catalog installed No catalog update available displays 2 Click OK to exit the Check for Catalog Update window J Note The catalog update must be run from the ProSystem fx Scan Administrator computer Chapter 2 Administering Scan 24 Chapter 3 USING PROSYSTEM FX SCAN WORKSTATION Scan Workstation Scan Workstation includes several small modules that allow you to manage various parts of your Scan jobs These components are as follows The Import Assistant provides an easy way to move scanned documents into an Import folder for Scan processing Scan Workstation allows you to monitor the progress of Scan jobs You can also print cover pages and target sheets from this module If your firm uses Scan with Tax staff members can also use the Scan Workstation to verify the accuracy of extracted tax data before the PDF file is published The Scan validation window gives you tools to compare data that Scan extracted from a PDF against the original scanned documents The AutoFlow Wizard provides you the ability to export extracted data from a PDF to Tax The History window provides you information on completed Scan jobs and allows you to import files into CCH Axcess Document or ProSystem fx Document On Premise Scan Workstation is typically installed on workstations where scanning devices are located You can also install it on workstations where Scan jobs are assigne
92. p Selected is enabled hold the Ctrl key while dragging the stamp to the desired location i Stamp Color Click Stamp Color tool and select the color you would like to use When the color is changed all stamps dynamically change to the selected color You can add and remove colors by selecting Manage Stamp Color from the Stamp Color tool Creating User Stamps E User Stamps ProSystem fx PDFlyer provides the option of creating your own User Stamps Once created User Stamps can be used like any other PDFlyer Stamps To create a User Stamp do the following 1 Select the User Stamp Settings from the User Stamps tool to display the Settings window The User Stamps is selected by default Click Add to display the Add Stamp window Browse to locate the image you would like to use as a stamp Select the image and click Open The image is now added in the User Stamps list The name of the image is used as the User Stamp name by default If you wish to change the name of the User Stamp select the User Stamp and click Rename You can also double click on the User Stamp to rename it AWN If you wish to delete a User Stamp select the User Stamp you want to delete and click Remove You can also resize your User Stamp by clicking Resize and entering the new size in the Size column The default size is 16 which is used for all PDFlyer stamps Chapter 6 Working with ProSystem fx PDFlyer 75 You can export import User Stamps so you
93. per right corner and lists all the fields that were extracted from the selected form This is the location where you make your edits to the extracted data Scanned Tax Form pane This pane displays at the bottom of the window when it is in its default location It displays the scanned image of the form 2 Review the field values in the Validation pane comparing them to the scanned image If you see a discrepancy you can click into the Value column for that field and edit the entry Keep in mind the following Changing a value in the Scan Validation window also changes the value in the bookmarked PDF file When you edit information that identifies a tax form such as the employer name on a W 2 the Identifier field and bookmark for that form are updated as well 3 Press Tab to move to the next field Repeat steps 2 and 3 until you have reviewed all the fields on the form Press Tab again to move to the next form Tabbing to a new form causes Scan to select the check box beside the validated form in the List of Forms pane The check mark indicates that you have completed validation for that form Continue reviewing and validating until all forms are validated Click Close to exit the Scan Validation window The system displays a message asking if you want to save the validation changes Click Yes The system displays a message asking if you have completed the validation 8 Click Yes Chapter 4 Validating Extracted Data 41 P
94. pics from any Scan window or by pressing F1 on your keyboard Knowledge Base You can search for answers to specific questions in our CCH Support Knowledge Base at http support cch com answers Chapter 1 Overview and Installation 9 Online chat Our Scan Support representatives are available to take your questions via live online chat To use online chat go to http support cch com chat taxtechsupport After entering your name email address and account number into the online form you will be connected to a support representative Telephone You can call our support representatives at 1 800 PFX 9998 option 6 J Note Normal business hours for our Support representatives are 8 a m to 7 p m CT Monday through Friday Extended business hours including some weekends are available at select times of the year Chapter 1 Overview and Installation 10 Chapter 2 ADMINISTERING SCAN Using Scan Administrator Although it is packaged as a single entity ProSystem fx Scan is actually a collection of several services These services are managed by the system administrator in Scan Administrator Scan Administrator includes five tabs each of which allows the administrator to perform different tasks The main administrative duties include the following Configuring folder settings for your firm Use the Folder Settings tab to do the following Manage your 1040 and 1041 folders Select your Data Extraction Setting
95. pon installation Scan creates a Default 1040 folder and a Default 1041 folder LI Note Two different Import folders are created but the Archive and Export folders are shared Archive folders hold the scanned source documents after they are processed by Scan An Archive folder must be assigned to each Import folder A single Archive folder can be assigned to all your Import folders If your firm processes a lot of scans you may want to create multiple Archive folders Export folders contain the bookmarked PDF files that are published by Scan Like Archive folders you must assign an Export folder for each Import folder A single Export folder can be assigned to all your Import folders If you want to keep the PDF files organized you may want to create multiple Export folders Setting Up an Import Folder Scan picks up files for processing from the Import folders You must set up at least one Import folder when you configure Scan initially If needed you can add more Import folders at a later time in Scan Administrator When you set up the Import folder you also must identify the following The Data Extraction Setting Recognition Settings OCR and Catalog for source documents from this Import folder The Archive folder where the original scanned source documents from this Import folder will be stored after processing The Export folder where the PDF files generated from documents in this Import folder will be stored after p
96. port into Tax If you need to import the data into Tax you can reprocess the Scan job to generate a new validate file If you are not logged in to Tax the system prompts you to log in 5 Click PDF with G amp L only to continue with the extraction process The ProSystem fx AutoFlow Wizard window displays The information on this screen includes the following Extracted AutoFlow Clients Lists Taxpayer Identification numbers found in the scanned documents along with the names of people associated with those Taxpayer Identification numbers Tax Clients Lists tax returns for a selected year that are potential matches for the names listed in the top section of the window ProSystem fx AutoFlow Wizard uses Taxpayer Identification numbers to match the scanned documents with existing tax returns Secured returns are displayed in the list but are not accessible P Note Data will only be displayed if there are other extractable forms besides the Gain and Loss statements in your file Chapter 5 Integrating with Other ProSystem fx Products 46 6 If no returns are displayed in the Tax Clients list enter the Client ID number or Taxpayer Identification number associated with the return in the Client ID Taxpayer ID box and then click Search If the system finds a return matching the Client ID number or Taxpayer Identification number the return is listed in the Tax Clients section Create and select a new tax return i ii ii
97. puter a Right click the attached Excel spreadsheet b Select Save Attachment c Select the location where you want to save the file and then click Save 3 Review the spreadsheet and make any necessary changes 4 Import the gains and losses data to Tax For instructions on importing gains and losses data to Tax see the Tax help files Using Annotations to Color Code Data in a Return You can keep track of which fields in a Scan generated PDF file were successfully imported into a tax return The color of an annotation indicates whether the highlighted data was imported to a tax return The colors used for the annotations are Annotation Maanin Color s Green The data was extracted and imported to a tax return Blue The data was extracted but not imported to a tax return Instead the Tax defaults were used in the return The data was extracted but an error in the field prevented the data from being Red imported to Tax An example of data that might cause a field error is a Taxpayer Identification number field with too few digits Orange Data was extracted but there was not a place in the return to import the data to To enable annotations select Save annotations for items on the Tax Import Summary window when you run AutoFlow Wizard To display annotations in the Scan Validation window 1 Link the scan to a tax return 2 Click Next 3 Select Validation The annotations display on the Scan Validation screen T
98. r ProSystem fx Document On Premise is nearly the same as the typical Scan workflow The one difference is that an option to add the file to CCH Axcess Document or ProSystem fx Document On Premise displays when the AutoFlow process completes If you select this option and complete the AutoFlow process the tax data is imported into your return Then the Document Add Files screen will launch so you can upload the files to Document La Note The option to add your return to Document displays only if CCH Axcess Document or ProSystem fx Document On Premise is installed on your system Setting Up Document Folders for Use with Scan The process required to set up Scan folders depends on which version of Document you are using ProSystem fx Document On Premise version 4 0 and newer By default the system monitors the Pfx Document Scan folder for newly added PDF files If you need to configure Document to monitor additional folders you can do so in Document s Routing Settings window ProSystem fx Document versions 3 9 and older Open the Administrator Home Page and then click Scan Folders on the Manage section of the navigation bar to display the Scan Folder window See the Document help files for detailed information about setting up your Scan folders for Document Chapter 5 Integrating with Other ProSystem fx Products 53 Setting Up Scan for Use with Document Before you can use Scan with ProSystem fx Document you first must s
99. r Taxpayer Identification number associated with the return you need and then click Search If the system finds a return matching the Client ID number or Taxpayer Identification number the return is listed in the Tax Clients section Create and select a new tax return i Click New Tax Return ii Create and save a new tax return See the Tax help files for instructions on creating a new return iii Save and close the return iv Return to the AutoFlow Wizard v Click Refresh vi Select the new return in the Tax Clients list 8 Click Next to display a list of the forms including ones pro formaed where AutoFlow Wizard has extracted data The forms are grouped as follows Linked forms will import into an existing form in the tax return when you click Finish Imported New forms will create a new input form in the tax return when you click Finish Skipped forms will not be imported into the tax return unless they have been updated to Import New or Link if applicable An orange icon a will display next to skipped forms A tool tip is added to the icon explaining why the form was skipped 9 Do any of the following as necessary to prepare the data for import into the return Review the contents of a form before deciding whether to import it to the return i Select the form in the list ii Click Review The Review Tax Forms window displays In this window you can select to perform any of the following actions on the form e Link
100. rce documents ask the system administrator whether the Import folder for the Scan job is set to allow data extraction If not you must use an extraction cover page for the Scan job Extracting Gain and Loss Statements Only ProSystem fx Scan can extract Gain and Loss data with no other extractable forms in a file Lil Note This feature is only available if you have ProSystem fx Tax installed This feature is not currently available for Global fx Tax or CCH Axcess Tax customers To extract data for Gain and Loss statements only 1 Scan and submit your documents for AutoFlow 2 Open Scan Workstation Scan jobs that display Ready for AutoFlow in the Message column are available for you to process 3 Double click a Scan job containing the data you want to import 4 Select ProSystem fx Tax You can also review the number of extracted forms and trades on this page La Notes If you select PDF with G amp L only the Gain and Loss data will be the only data extracted in the exported PDF file If additional AutoFlow forms exist in this file they will not be extracted If you would like to AutoFlow all extractable forms in this file click AutoFlow to continue with the AutoFlow process If you select Skip AutoFlow the validate file is converted to a PDF file The new PDF file is placed in the same location where the validate file previously resided Once the conversion is complete the validate file will no longer be available for im
101. rocessing Scan processes jobs in order of the priority assigned to the Import folders and then in the order that the folders display in on the Folder Settings tab You can move folders up or down in the list Chapter 2 Administering Scan 13 To move an Import folder select an Import folder and then click Up or Down to position it in the list To add and configure an Import folder do the following 1 Open Scan Administrator on the server or workstation where Scan was installed 2 Select the Folder Settings tab 3 Click Add New 4 Enter a unique name for the folder that clearly identifies its priority or purpose 5 Select a priority level that will apply to files in this folder 6 Select a folder to use as the Import folder To set up an Import folder do the following a Click the browse button beside the Import Folder field Navigate to and select the folder where Scan should pick up files for processing Keep in mind the following Each Import folder must have a unique path Import folders must be a valid shared folder UNC with access granted to both the administrator and the workstation users who will need to use files in that Import folder c Click OK to return to the Folder Settings tab La Note If you chose an Import folder that is not a shared UNC folder an alert icon displays indicating that you must go back and choose a valid folder 7 Select a folder to use as the Archive folder for f
102. s Backspace lt Backspace gt Clears the digit clears from right to left C Clear lt Esc gt Clears all incomplete calculation CE Clear Entry lt C gt Clears the number on the display EARS SEN lt S gt Changes the sign of the number Entry Percentage Wa Calculates the percentage of the previously entered number F Decimal lt D gt Allows to select how many decimal places to display Jak And Vanai lt T gt Inserts a date and time on the Note column Time Time Add ee eee Add New Line lt lnsert gt Inserts a line on an existing set of calculation pon Delete aaa lt Delete gt Deletes a line from an existing set of calculation Line Line NEN ean urreni Clears the tape and starts a new one Tape Tape To PDF Ha tapeto Prints the tape to the PDF file Keypad Buttons 0 9 Numeric Inserts the numeric digits 0 9 00 Double Zeros Inserts two O s 000 Triple Zeros Inserts three O s Decimal Inserts a decimal Chapter 6 Working with ProSystem fx PDFlyer 66 Memory Buttons MC Memory Clear lt G gt Clears the number stored in memory MS Memory Store lt H gt Stores the number on the display in memory MR Memory Recall lt J gt Recalls the number stored in memory and inserts it into the display M Memory lt K gt Subtracts the number on the display from the number Subtract currently in memory Me Meneny dtd ee aay Nana at the display to the number Operator Buttons Add lt gt Adds two or more numbers Subtract lt gt
103. s are configured For this reason only staff members with system administrator privileges have access to Scan Administrator See Chapter 2 Administering Scan on page 11 for details about the administrative tasks associated with Scan Scan Workstation is the component that most staff members will use on a daily basis Some of the tasks that you can perform in Scan Workstation include Generating cover pages and target sheets for Scan jobs Uploading files to be submitted to CCH for review Submitting jobs for processing Monitoring documents as they are processed by Scan Checking to see if you have the latest Catalog update installed Validating the accuracy of extracted data e 6 6 6 6 Flowing extracted data into Tax Scan is also packaged with ProSystem fx PDFlyer a utility that gives you the ability to perform advanced manipulation of PDF files Some of the tasks you can perform with ProSystem fx PDFlyer include Inserting target sheets for easier digital file management before processing the file through Scan Exporting PDF files to multi page TIFF files Managing and manipulating bookmarks in the PDF file using multiple bookmark tools Using standard calculator and 10 key calculator that produce an electronic tape which can be placed on the PDF file Navigating through and marking up the PDF file with the use of connectors and tickmarks Creating user stamps using your own images System Requirements for Scan Administrator S
104. s tab to verify that a particular job completed successfully You also can export information from this tab to an Excel file so that the information is available to people who do not use Scan The following information is recorded on the History tab for each completed Scan job Time imported Pages imported Import file Time exported Page exported Export file Time elapsed J Note Click on the column headings to sort the columns in ascending or descending order You can only sort by one column at a time When sorting within a range of dates the sort applies within each date and is not cumulative throughout the range of dates You can sort columns based on the Setting Name You can also sort data by the date range using the From and To calendar drop down menus There are also two summary fields that display at the bottom of the window These are totals for the selected Import folder during the selected date range Files Imported reflects the total number of files for the selected Import folder during the selected date range The number in parenthesis indicates the total number of pages imported for all Scan jobs listed including cover pages and target sheets Files Exported reflects the total number of files for the selected Import folder during the selected date range The number in parenthesis indicates the total number of pages exported for all Scan jobs listed less all cover pages target sheets and blank pages Chap
105. s that are part of Scan Use the Services tab to stop or start any of the Scan services used to process Scan jobs To open Scan Administrator do the following 1 Select Scan Administrator from the Start menu 2 Enter the user name and password for the computer where Scan Administrator is installed 3 Click Logon Suggested Workflow for Administering Scan You can use the following workflow to guide you in administering Scan Install Scan Administrator See the Installation Guide for instructions Set up Import folders for the firm Configure general firm level settings for ProSystem fx Scan Install Scan Workstation and ProSystem fx PDFlyer on individual workstations See the Installation Guide for instructions 5 When your firm begins processing documents you can perform the following tasks as needed Monitor the status of jobs that are in process hWN Verify the status of completed jobs Export job history information Control Scan processing services as needed for troubleshooting or project management purposes Configuring Scan After installing ProSystem fx Scan use Scan Administrator to configure Scan for your firm The two major configuration tasks for Scan are Setting up Import folders Import folders are the locations where Scan looks for scanned documents to process Scan monitors the Import folders on a continuous basis processing jobs according to priority levels that you assign Import folders
106. should also sort and organize documents as part of this step For more information see Preparing Documents for Scanning on page 27 2 Print and insert cover pages and target sheets if needed Cover pages and target sheets are special pages with bar codes on them They are printed from within ProSystem fx Scan and then scanned along with the client documents Scan reads the bar codes and uses the information encoded in them to categorize and bookmark the documents For more information see About Cover Pages and Target Sheets on page 28 3 Configure your scanner The recommended scanner settings produce a high quality image that will produce the best OCR results See Scanner Settings on page 79 for more information 4 Scan the documents Tips on getting the best results from scanning are included in Scanning Tips on page 80 5 Submit the image files to ProSystem fx Scan for processing From Scan Workstation you can use a tool called the Import Assistant to send scanned images for processing See Importing Files for Scan Processing with the Import Assistant on page 35 for more information When Scan detects a file that has been submitted for processing it checks for and corrects problems that might interfere with OCR conversion such as skewed pages upside down pages and excessive speckling It splits the scanned images into individual documents and then performs the tasks described in What Scan Does on page 1 6 Monitor the progress
107. tem and wish to add it in the calculator tape highlight the line where you want to add it and click Add Line The new line will be added above the highlighted line If you wish to delete a line highlight the line you want to delete and click Delete Line If you wish to edit the calculator tape that is already on the PDF double click the calculator tape You can also right click on the calculator tape and select Edit Tape It automatically displays on the calculator and it is available for edit You can then make all the necessary changes and send it back to PDF The calculator tape on the PDF automatically updates with your changes If you wish to link the calculator tape to other pages on the PDF file or markup the calculator tape add a connector or tickmark on the calculator tape itself If you wish to rotate the calculator tape right click on the tape and select either Rotate Tape Clockwise or Rotate Tape Counterclockwise Chapter 6 Working with ProSystem fx PDFlyer 60 HA 10 Key Calculator To open the 10 key calculator click the 10 Key Calculator tool on the PDFlyer tools Each of the calculator button is described below Clear Buttons C CE Backspace lt Backspace gt Clear lt Esc gt Clear Entry lt C gt Clears the digit clears from right to left Clears all incomplete calculation Clears the number on the display Function Buttons Date Time Change of lt S gt Sign Entry Percentage lt
108. ter 2 Administering Scan 20 On the History tab you can access the files in the Archive and Export folders To access the Archive or Export folders or files on the History tab right click a Scan job and select one of the following Open Archive Folder Opens the Archive folder selected on the Folder Settings tab in Scan Administrator Open Archive File Opens the archived file Open Export Folder Opens the Export folder selected on the Folder Settings tab in Scan Administrator Send Export File to Document Sends exported files to either CCH Axcess Document or ProSystem fx Document On Premise This option is only available if CCH Axcess Document or ProSystem fx Document On Premise are installed Open Export File Opens the exported file P Note A yellow triangle with an exclamation point 444 next to the Scan job indicates that either the archive or export file is missing An exclamation mark 9 beside a Scan job indicates that both the archive and export files are missing Verifying Successful Completion of a Scan Job To verify that a Scan job processed successfully you can do the following 1 Open Scan Administrator on the server or workstation where Scan was installed Select History If needed narrow the list of Scan jobs by using the filter fields at the top of the window Choose from the following filters Setting Name Select the Import folder where the Scan job originated From Enter the
109. the archive and export files are missing Chapter 3 Using ProSystem fx Scan Workstation 34 Sending Files to CCH Axcess Document or ProSystem fx Document On Premise To send exported files to either CCH Axcess Document or ProSystem fx Document On Premise right click an exported file and then select Send Export File to Document The Add Files window displays For information on using the Add Files window see the ProSystem fx Document On Premise or CCH Axcess Document Help Verifying Successful Completion of a Scan Job To verify that a Scan job processed successfully you can do the following 1 Open Scan Workstation on the server or workstation where Scan was installed Right click a Scan job and select History If needed narrow down the list of Scan jobs by using the filter fields at the top of the window The following filters are available Setting Name Select the Import folder where the Scan job originated From Enter the first date that the file may have been processed To Enter the last date that the file may have been processed 4 Review the list of Scan jobs to verify that the processing was completed You can compare the page count from the original import file to the exported PDF file to ensure that no pages were lost The Files Imported totals reflect all pages including cover pages and target sheets in the original file The Files Exported totals reflect all pages in the original import files
110. the following two icons display on the first page of the PDF file Double click this icon to open a spreadsheet containing information from the Tax Import Summary screen The spreadsheet lists missing and skipped forms as well as a list of invalid fields This embedded spreadsheet is a record of the AutoFlow process and is available along with other digital documents for the client Chapter 5 Integrating with Other ProSystem fx Products 50 If a file contains a gain and loss statement and at least one other form to be extracted AutoFlow Wizard automatically creates a spreadsheet with this information The spreadsheet is appended to the exported PDF file You can access this file by double clicking this icon on the first page of the PDF file This embedded spreadsheet is a record of all the gain and loss transactions that were extracted during the AutoFlow process It is available along with other digital documents for the client Importing Gain and Loss Transactions If a file contains gains and losses the number of trades extracted displays on the Tax Import Summary screen This information also displays on the first page of the AutoFlow Wizard The number of trades displayed comes from each line that is extracted from the gains and losses statements If an extracted trade contains no description Scan duplicates the description from the previous trade line P Note A comment is added to the spreadsheet indicating that the item s
111. ting Bookmarks c ccc cece cece eee c ee eece eee eeeeeseeeeees 58 Setting Bookmark Options 0 222000 c cece cee eeeeeeeeeeees 59 Using the Calculators 22 20 20 2c cc cece cece cece ee aa aana 60 10 Key Calculator cele cece cee cece cece ee eeeeceeees 61 Calculator 66 Adding a Sticky Note 2 2 2 cece cece eee cece eeeececeeeeceeeees 70 Setting Status 70 Resetting Status 2 2 0 0 0 0 20 00 cece cece REEERE Sr r Er EES 70 Using Note Summary 2 022222 e cece cece cece cece cece ce cece cece ceeeeeeeees 71 Using AutoFlow Summary 222 0 0 cece eee cece cece ccceeceeeeeeceeeees 71 Configuring Settings 2 2 0 0 200000 e cece eee eceeeeeeeeeeeees 71 BOOKMARKS essri 25 222 2h ead obi hig Snes nk hes eo Seas Alte 71 Calculator 72 Insert AA a eee 72 SA Sta CUS 5 le see eas AP PAA Gene tees Ra 73 Stamps 25 ees e ree pa ein ses asa sees tec 73 Sticky Note 22000002 c cece ence cc ceccceceeeeececeeeeeeeeeeeeeees 73 User Stamps cece eee cece e cece cece cc aaaea eaaa raaraa naaran 74 PDFlyer Stamps Tools _ 22000000 cece cece cece cece cece cceeeeceeeeeeeeeeeees 75 Creating User Stamps 0000 cee eee cece cece ee eeeeeeeeees 75 Working with Connectors Tickmarks User Stamps and Recent Stamps 76 Using Stamp Summary e cece cece cece oranana 78 Contents e v Appendix Settings and Tips 79 Scanner Settings 2 0 0 022000
112. ur issue in the text box 4 Click Select File to browse to the location of your imported file 5 Select the appropriate file and click Open The attached file path displays in the ProSystem fx Scan File Uploader window 6 Click Send A successful upload confirmation message displays 7 Click OK to exit the confirmation message 8 Click Close to exit the ProSystem fx Scan File Uploader window P Note See Uploading Files to CCH from the Scan Workstation on page 37 for instructions on uploading your file from the Scan Workstation window Chapter 4 Validating Extracted Data 44 Chapter 5 INTEGRATING WITH OTHER PROSYSTEM FX PRODUCTS Integrating with Tax You can use ProSystem fx AutoFlow Wizard to validate and import extracted data from the following forms into Tax Forms for a 1040 Return 1098 1099 Q K 1 1041 1098 E 1099 R K 1 1065 1098 T 1099 SA K 1 1120S 1099 DIV 2439 Combined Tax Statement 1099 G SSA 1099 Gain and Loss Statement 1099 INT W 2 1099 MISC W 2G Forms for a 1041 Return Combined Tax Statement Bei IGAT K 1 1120S Gain and Loss K 1 1065 Statement You can also use ProSystem fx AutoFlow Wizard to generate a PDF file from an AutoFlow file See the following topics for information about importing extracted data into a tax return Chapter 5 Integrating with Other ProSystem fx Products 45 La Note If you plan to export data to a client s tax return before you scan the sou
113. use button when you have the line icon in the desired location d Click the bookmark to confirm that the pages were relocated correctly Colorize Bookmarks Colorizing bookmarks gives you a quick way to easily determine which parent bookmarks are populated or unpopulated and to quickly distinguish the different levels of bookmarks from one another Click inside the Empty Bookmarks and Non empty Bookmarks square to display the Select Color window Select a color or create a custom color Calculator Set the calculator tape options on the Calculator tab The options you can edit are Text Color Select a text color you wish to display on the calculator tape by clicking inside the Text Color square to display the Select Color window Select a color or create a custom color and click OK Tape Color Select a background color for the calculator tape by clicking inside the Tape Color square to display the Select Color window Select a color or create a custom color and click OK Text Size Select a font size you wish to display on the calculator tape Active Calculator Select which calculator you wish to display in PDFlyer Tools The options are Both 10 Key Calculator and Calculator The default is Both P Note Selections made on these options apply to both the standard and 10 key calculators Insert PDF Set the Insert PDF option on the Insert PDF tab Display option to delete file after inserting pages When inserting pages
114. vices To stop or start a Scan service do the following 1 Open Scan Administrator on the server or workstation where Scan was installed 2 Select Services See Managing Scan Services on page 22 for descriptions of the available services 3 Do one or more of the following as needed Click Stop if a service is running and you want to stop it now Click Start if a service is not running and you want to start it now Click Start All Services or Stop All Services to manage all services at the same time Click Refresh to refresh the list to see if any services are currently not running Unlocking a PDF File during Validation Occasionally a PDF that is being validated may become locked either because multiple people are attempting to access it at once or because there is an error on the workstation where validation is taking place When this occurs the system administrator can unlock the file by doing the following 1 Open Scan Administrator from the server or workstation where Scan was installed 2 Select Queue 3 Find the job in the queue 4 Right click the Job Name and select Reset Validation Lock from the menu Checking for Catalog Updates To determine if you have the latest Scan catalog installed do the following 1 On the Scan Administrator window select Help and then select Check for Catalog Update If you do not have the latest catalog installed Catalog Update Available displays Follow the instructions to d
115. w LJ Note Do not set the printer to print on both sides of the page Click OK Preparing Documents for Scanning We recommend that you prepare your original documents for scanning by doing the following Remove staples and fan out pages Unfold pages and bent corners Chapter 3 Using ProSystem fx Scan Workstation 27 Move or remove sticky notes so they do not cover pertinent data You may want to attach them to a blank sheet of paper and include a reference to the original page To prevent notes from being misplaced you can also tape them down or place the sheets in a scanning sleeve Place small or delicate pages in a scanning sleeve About Cover Pages and Target Sheets Cover pages and target sheets can be used to ensure that Scan organizes and bookmarks PDF files correctly They are printed from Scan Workstation They are then inserted between the individual documents included in a Scan job When the stack of documents is scanned Scan inserts a new bookmark whenever it detects a target sheet There can be as many target sheets in a Scan job as there are client documents Neither cover pages nor target sheets are required although there are instances when both are recommended Because they are not client specific target sheets can be printed in bulk and then used repeatedly La Note When a target sheet is not included in a Scan job Scan considers each scanned page to be its own document A bookmark is create
116. ween a bookmark and its associated pages In Adobe Acrobat a bookmark can easily be detached from a page These are called orphans and result in clicking on a bookmark that does not take you anywhere or being unable to easily find a page that was at one time bookmarked Do not delete empty parent bookmarks Instead use Hide Empty Bookmarks from the Bookmark Options drop down menu To delete a bookmark and its associated pages do the following 1 2 3 Select the bookmark to be deleted Click the Delete Bookmark tool on the PDFlyer tools A message asking you to confirm your deletion displays ProSystem fx PDFlyer automatically determines the pages that will be deleted and indicates this in the message Click Yes to delete the bookmark and its associated pages or click No to cancel mM Warning There is no way to retrieve pages once they have been deleted Chapter 6 Working with ProSystem fx PDFlyer 57 Deleting Pages Delete Page Delete Page deletes only the active page When deleting a page keep the following in mind If the deleted page is a single page attached to a bookmark the associated bookmark is also deleted If the deleted page is a bookmarked initial page of a multi page document the bookmark is automatically attached to the next page of the document If the deleted page is a non bookmarked page of a multi page document only the page is deleted mM Warning You should not use the Delete P
117. with Scan Administrator For best results follow these guidelines for Scan Administrator Do not install Scan Administrator on a computer that houses other critical applications as it may cause degradation in performance to other applications Install and run Scan Administrator on multi core processor systems if possible This allows Scan Administrator and the Windows operating system to distribute processes equally The Import Archive and Export folders can be on a workstation fileshare or server that is separate from the Scan Administrator machine Recommendations for High Volume Firms If your firm processes a large number of Scan jobs we recommend the following additional measures to optimize performance Drives should be high RPM high capacity Ultra Wide SCSI 3 units Disk controllers should include hardware level support for RAID 0 1 provide on board disk caching of at least 32 MB allow for Write Back write to RAM caching and provide battery backup for the onboard cache Chapter 1 Overview and Installation 4 Network bandwidth should be multiplied by a factor of three or four or more depending on your workflow to accommodate the image data that will be transferred Scan Administrator moves images and data across network connections Depending on the number of workstations and images you are processing the network bandwidth required can be significant Scan Administrator should be set up as a discr
118. x return Organizer Wages Schedule B Interest Schedule B Dividend etc Select Organizer if the Class bookmarks should conform to the Tax Organizer order Check List Tax Organizer Topic Index Questions Electronic Filing General Personal Information etc c Select Force specific classification P Note 1040 and 1041 tax form information cannot be extracted from documents using custom target sheets Do not use this target sheet if your firm plans to extract data for tax processing d Select the Class of bookmark you want to print The Class indicates a main tax form or tax information classification e Select the specific Form that you want to force a bookmark for The Form is generally a specific tax Form 6 Select the catalog type that you want to print target sheets for Select Original if the Class bookmarks should conform to the 1040 tax return Organizer Wages Schedule B Interest Schedule B Dividend etc Select Organizer if the Class bookmarks should conform to the Tax Organizer order Check List Tax Organizer Topic Index Questions Electronic Filing General Personal Information etc 7 Click Add 8 Repeat the previous steps as needed to add all the new target sheets 9 Click Print All cover pages and target sheets in the list are printed and then cleared from the list 10 Click Close La Note To print cover pages at the same time you print target sheets click the Cover Page tab befor
119. xpayer Identification numbers in the scanned documents with Taxpayer Identification numbers in returns If Scan doesn t find a return that matches the extracted data you can launch Tax from AutoFlow Wizard to create a new return You must have access rights to a tax return to be able to AutoFlow data to the return y Tip For best results we recommend that you validate extracted data against the scanned documents before importing the data into a tax return For more information about validation see Validation Overview on page 38 To import extracted data into a tax return 1 Open Scan Workstation Scan jobs that display Ready for AutoFlow in the Message column are available for you to process 2 Double click a Scan job containing the data you want to import Chapter 5 Integrating with Other ProSystem fx Products 47 3 4 5 Select the Tax product that you want to import data into You can also review the number of extracted forms and trades on this page La Notes If you select Skip AutoFlow the validate file is converted to a PDF file The new PDF file is placed in the same location where the validate file previously resided Once the conversion is complete the validate file will no longer be available for import into Tax If you need to import the data into Tax you can reprocess the Scan job to generate a new validate file If you select PDF with G amp L only the Gain and Loss data will be the only data
120. xtracted gain and loss transactions from Brokerage Statements do the following 1 In Scan Validation window click G amp L to open the Gain and Loss Validation window The three panes in this window are as follows List of Brokerage Statements Pane This pane displays in the upper left corner of the Gain and Loss Validation window It contains a list of brokerage statements where ProSystem fx Scan extracted gain and loss transactions The brokerage statement that is currently selected is highlighted in gray Pages with extracted trades are shown in black and pages without extracted trades are shown in gray You can change the size of this pane by dragging the gray border between panes Validation Pane This pane displays in the upper right corner of the Gain and Loss Validation window It lists all the trades that were extracted from the selected Brokerage Statement You can correct the extracted data in this pane as needed You can change the size of this pane by dragging the gray border between panes Chapter 4 Validating Extracted Data 42 Scanned Tax Form Pane By default this pane displays at the bottom of the Gain and Loss Validation window It displays the scanned image for the selected brokerage statement A red box highlights all the extracted data A blue box highlights the data that is selected You can enlarge this pane by double clicking it This option is only available if you have multiple monitors set up Find the page
121. yed when you click Expand All When details are expanded you can click on each listed page and it will navigate to the page where the selected stamp is located If you do not wish to see the details click Collapse All Chapter 6 Working with ProSystem fx PDFlyer 78 Appendix SETTINGS AND TIPS Scanner Settings Use the following scanner settings to achieve the best results with ProSystem fx Scan Setting Recommended Notes 300 dots per This setting provides a high quality image without Resolution a manne inch dpi diminishing system performance Se Using this compression setting maximizes Compression Fax or Fax i Hp performance while also managing the file size Group 4 Documents that are not fed into the scanner F Letter or Legal Page size correctly can create larger images that may File format of file output from the scanner Advanced settings Enhanced image Dithering Interpolated Image color Fill with Black setting Size TIF not PDF Disabled Black and white Disabled cause errors Forcing page size prevents this TIF images are high quality and easier to troubleshoot than some other types of files Note Do not save scanned images as PDF files Scan cannot process PDF files generated by other programs If enabled these settings may cause the scanner to attempt to fill in missing pixels which can blur text and negatively affect text recognition Do not use the graysca

ProSystem fx® Scan User Guide - Support

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ProSystem fx&reg; Scan User Guide - Support

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ProSystem fx® Scan User Guide - Support