Drake Hosted User Guide - Drake Hosted Account Manager
Contents
1. Site 154910 Acme Accounting Station nickname station 2 Station Username 154910 154910 2 Station Password e Reset Password Enter Station Password Again e Term Monthl v nstalled apps Drake MS Office includes MS Word Excel Power Submit Changes includes Drake Tax Software Client Write Up Drake Docur ment Manager oint Publisher OneNote Outlook 25 per month per station 4 Click Schedule Deactivation on the Deactivate Station Warning window to con firm the deactivation Figure 5 15 Deactivate Station Warning Deactivate Station station 2 You have selected that you want to deactivate this station when its term expires IMPORTANT The current term cannot be changed This station will deactivate at the end of the current 1 month 6 month or 12 month term Private data and files will not be recoverable once the term expires You must download any files you want to keep before the end of the term Schedule Deactivation The station is scheduled to be deactivated on the last day of the term The Manage Station window is displayed with the date the station was scheduled for deactiva tion NOTE the station is scheduled to be deactivated Station deactivation can be cancelled at any time prior to the day Station deactivation can be cancelled at any time prior to the day the station is sched uled to be deactivated To cancel station deactivation2. rake OSTED USER GUIDE e Drake Hosted User Guide Last Revision Date 11 23 2015 Support DrakeSoftware com 828 524 8020 Drake Hosted User Guide Copyright Trademarks The Drake Hosted User Guide Drake Tax Software and any other related materials are copyrighted material All rights are reserved by Drake Enterprises LTD including all ownership rights This document associated software and related material are the property of Drake Enterprises LTD Drake Enterprises LTD hereby authorizes you to download display print and repro duce the material in this document in an unaltered form only for your personal non commercial use or for non commercial use within your organization Copyright trademark and other proprietary notices may not be removed 2015 Drake Enterprises LTD All rights reserved While every attempt has been made to produce an accurate and complete manual there is no warranty expressed or implied to that effect Drake Enterprises LTD assumes no liability for damages or claims resulting from the use of the information contained herein The Drake Software Logo and Drake Tax are registered trademarks of Drake Enterprises LTD Other product names mentioned in this manual may be trademarks or registered trademarks of their respective companies Drake Hosted User Guide Drake Hosted User Guide Table of Contents lisi 1 About D
3. Figure 5 7 Add a Station Calculate Payment Calculate Payment Cancel Payment 38 00 will be charged to Visa card ending 1353 L agree to the Drake Hosted Service Agreement agree to the Drake Hosted Billing and Payment Policy 9 Ifthe amount of the charge is correct select the I agree to the Drake Hosted Ser vice Agreement and the I agree to the Drake Hosted Billing and Payment Pol icy check boxes 10 Click Charge Card The credit card currently setup on the Billing tab is charged 11 A summary of the added station is displayed with the amount of the charge and the next billing date Figure 5 8 20 Drake Hosted User Guide Site Management Figure 5 8 Add a Station Summary Add Station Your card was successfully charged 38 00 for creating this station The next billing date will be 10 12 2014 Your station create request has been submitted You will receive an email when the job is complete Return to Site Management The Account Manager is also sent a confirmation email with information about the added station similar to Figure 5 9 Figure 5 9 Add a Station Confirmation Email Drake Hosted New Station Information Company account 180173 Site account 180173 Station name Station2 Station password Station2password Order Summary DH Additional Station Biannual Subscription 262 90 Subtotal 5262 90 TN Sales Tax 524 32 Total Paid with Visa ending x5754 287 22 Click Return to Site M
4. 1 From the Home window click the Site Account to go to the Manage Site win dow 2 From the Manage Site window click the Station Number to be reactivated Drake Hosted User Guide Reactivating a Station Site Management 3 On the Manage Station window click undo Figure 5 16 Cancel Station Deactivation Manage Station Site 173427 Drake Hosted Single Site Test Station nickname Joe Smith This station scheduled to be deactivated on 10 1 2014 Station Username 173427 173427 2 Station Password leeeeeseese Reset Password Enter Station Password Again 99999099000 Term Monthly vl nstalled apps v Drake includes Drake Tax Software Client Write Up Drake Document Manager MS Office includes MS Word Excel PowerPoint Publisher OneNote 25 per month per station Submit Changes The purpose of reactivating a station is to reuse the Station ID Reactivating a station does not provide the opportunity to retrieve files that existed prior to station deactiva tion You are essentially adding a new station with a previously used Station ID By reusing an ID you can maintain some consistency with your Station numbers from year to year for your seasonal staff To reactivate a previously deactivated station 1 From the Home window click the Site Account to go to the Manage Site win dow 2 From the Manage Site window in the Inactive Stations for Site section of the window click Reactivate beside
5. Account Manager Password screen 4 Answer the security question see General Settings on page 16 for information on establishing the security question and answer then enter and repeat a new Account Manager AMP password The Account Manager s password must be between 8 and 25 char NOTE acters long and meet at least 3 of the following requirements Atleast one lower case letter Atleast one upper case letter Atleast one number Contain a special character like amp 5 Once the password has been reset return to the AMP login screen to login using the new password Terminating an Account During the Trial Period N It is required that you retrieve your data prior to initiating a termina UTE tion of account request See Backing Up Drake Hosted Files on page 7 To submit a request to cancel a Drake Hosted account during the trial period 1 From the AMP Home window click the Cancel My Account link located below the Company Account Number at the top right of the window 12 Drake Hosted User Guide Terminating an Account During the Trial Period Figure 4 2 Cancel My Account During the Trial Period Drake Hosted Single Site Test Company Account Number 434 Contact Email Edit Days remaining in trial 14 Cancel My Account Active Sites Stations Site Pending Storage Account Site Nickname Status Active Deactivated Deactivation Delinquent Suspended Use G
6. CWU software 7 In Hosted Client Write Up restore the backup by going to Tools File Maintenance Restore 8 Select a client from the list at the top of the window The files that have been backed up for the selected client display in the bottom portion of the window 9 Select a file to restore 10 Click Restore Setting Up Hosted CWU to Upload W2 1099 Information In order to upload W2 1099 and state wage report information electronically the submission files must reside on either a local or a network drive To set up CWU so that this happens automatically complete the following in Hosted CWU 10 T 2 Go to Firm Firm Info Global Settings Select the Use Drake Hosted check box This makes the Hosted to Local Path field active Click the browse icon Bl beside the Hosted to Local Path field and browse to the root drive of the local machine It is not necessary to select a folder just the drive Click Save A folder named CWUHosted_yy where yy indicates the two digit year of the CWUHosted program is created on the specified drive The upload files will be created and reside in a client folder created under the CWUHosted_yy folder Drake Hosted User Guide Signing in to the Account Manager Portal AMP 4 Account Manager Portal The Account Manager Portal or AMP is used by the administrator to manage the Drake Hosted experience Use AMP to e Add and deactivate sites to the Drake Hoste
7. Client Write Up into the current year Drake Hosted Client Write Up environment you will use the Update Prior Year Clients function In the Hosted CWU complete the following 1 Go to Tools gt Update Prior Year Clients 2 Click the browse icon Bl and navigate to the location of the local CWU pro gram 3 The client files in the selected location are displayed at the bottom of the dialog box Select the individual client files by clicking the box or click Select All to convert all clients in this location 4 Click Update Copying Current Year CWU Clients into Hosted CWU Drake Hosted User Guide Copying Current Year CWU Clients into Hosted CWU To bring current year client information from the local version of Client Write Up into the current year Drake Hosted Client Write Up environment you will use the Backup Restore feature 1 In the local version of Client Write Up go to Tools File Maintenance Backup 2 Select the clients to be backed up by clicking the boxes in the Client Code col umn 3 Click Backup 4 In the Hosted File Browser browse to d CWUyyyy CLIENTS substitute the correct drive letter for the drive where local Client Write Up was backed up in step 3 if not d and yyyy represents the appropriate year of the CWU soft ware 5 Copy the Backups folder 6 Paste the Backups folder into the Hosted location Z CWUyyyy CLIENTS where yyyy represents the appropriate year of the
8. Please close the program A Close your Hosted applications and log off of the Citrix Receiver Then log back in and try again If this occurs on a frequent basis contact Hosted support at hosted drakesoftware com Q I get an Open File Security Warning box when I click on the Research button on the Drake Home screen A Click Run to continue to the Search window At this time there is no mechanism for turning off this prompt Q When does planned maintenance downtime occur for Drake Hosted A Software updates Drake Tax and DDM are performed daily at 4am ET and should last no longer than an hour System updates are performed weekly on Sun day at 4am ET and should last no longer than two hours During these scheduled maintenance periods all users must be logged off Q How do I set up my email account in Microsoft Outlook A View the following article in the Drake Knowledgebase 13438 Drake Hosted Outlook Setting Up Email For specific instructions on setting up Gmail Yahoo or Hotmail contact us at Hosted DrakeSoftware com Drake Hosted User Guide Index A Account Settings 16 Adding a Site 28 AMP Account Settings 16 Billing Tab 17 Home Tab 15 Lost Password 12 Lost Username 11 Signing in 11 B Back Up Desktop Drake Files 8 Drake Hosted Files 7 Billing Tab 17 C Contacting Drake Support E mail Drake Support 2 Fax Support 2 Telephone Support 2 CWU Prior Year Clients 9 Upload W2 1099 Inf
9. i 15 Single Site Configuration 4 4 4 244 15 AMP Home Tab secesie sh sie RS ee Host Rr CERE v E er neue be deb sun di 15 AMP Bilhng Tab s d LEER e EC ha RS unten cae een dle CR a nn 17 AMP Help Tab teet 4000006000 be vA Ox xe We ce a ees RR RU Ride rd 18 Site Management 2 25 she E DUUM eee e ad Vedi ep bp SC une RO a RE eee 18 AMP Multi Site Setup 27 Multi Site Configuration 4 4 2 24 27 Site Management oe eeux dine aiy da EE 27 Drake Hosted PB nnssrnens sssssnnsomseimimmenems iosnmmns s 31 iii iv Drake Hosted User Guide Drake Hosted User Guide About Drake Hosted 1 Introduction Welcome to the Drake Hosted User Guide Before you begin using the Drake Hosted service please read this introduction which includes an overview of the Service and the Account Manager Portal About Drake Hosted Drake Hosted is designed to allow a firm s preparers to run the Drake desktop applica tions in the cloud These applications include the Drake Tax Software Client Write Up and the Drake Document Manager Other applications available to be run in the cloud include Microsoft Outlook Microsoft Word Microsoft Excel Microsoft Pow erPoint Microsoft OneNote and Microsoft Publisher Using Drake Hosted provides access to these programs and their data from anywhere at any time You can also
10. the Station to be reactivated Figure 5 17 Select a Station to Reactivate Inactive Stations for Site 195196 Drake Hosted Single Site Test Station Station Nickname Status Disabled Last Billing Date 195196 2 Station 2 Delinquent 12 26 13 12 31 13 195196 3 Station 3 Delinquent 12 26 13 12 31 13 Reactivate 3 The Reactivate Station screen is displayed Figure 5 18 Make any changes needed for the station and click Calculate Payment 25 Site Management 26 Figure 5 18 Reactivate a Station Reactivate Station Site Station nickname Station Username Station Password Enter Station Password Again Term Installed apps 195196 Drake Hosted Single Site Test Station 2 195196 195196 2 Drake Hosted User Guide J Drake includes Drake Tax Software Client Write Up Drake Document Manager MS Office includes MS Word Excel PowerPoint Publisher OneNote Outlook 25 per month per station Drake Hosted User Guide Multi Site Configuration AMP Multi Site Setup Multi Site Configuration The multi site Drake Hosted configuration has more than one site in the company that is using the Drake Hosted service There are only minor differences in the administra tion of the single site and multi site Drake Hosted configurations The primary differ ences are in specifying which site is being administered eS E Anchor Staton 1 Station 2 2 Anchor Station
11. use your local peripherals such as printers and scanners with these programs Because all data created using a Drake Hosted application is stored on Drake s servers this data is always backed up and secure Signing Up to Use Drake Hosted To sign up to use Drake Hosted go to http www DrakeHosted com On the Drake Hosted page click Sign me up Once you submit basic information about your busi ness a Drake Account Setup Representative will call you to answer any questions you might have about Drake Hosted They will also assist in setting up your account After that you will receive an order confirmation email as well as a welcome email con taining instructions on how to set up your account and install the Citrix Receiver See Installing the Citrix Receiver on page 3 IM p RTANT Once you sign up to use Drake Hosted you will receive an email detailing how to access the Account Manager Program AMP and how to set your AMP password The link in the email for set ting your AMP password expires in 24 hours Important Drake Hosted Terminology Term With Drake Hosted you have the option of three auto renewing terms for use of the Drake Hosted services on each station monthly biannually 6 months or annually 12 months Site A site is a tax office location that has agreed to the terms of the Drake Soft ware license agreement and the Drake Hosted Agreement Station Username This is a unique login nam
12. Billing Tab Change The Account Manager can change his or her login password to AMP Password To change the password 1 Goto Home Account Settings 2 Enter your current password 3 Enter and reenter the new Account Manager AMP password 4 Click Submit Changes AMP Billing Tab Use the Billing tab Figure 5 2 to record and update the credit card information to be used for the payment of Drake Hosted services Enter or update credit card informa tion prior to adding sites stations or applications The initial account setup is performed with the help of a Drake NOTE Account Setup Representative and includes collecting the credit card information and billing address Drake Hosted uses an auto mated recurring billing process for payments A payment summary is also available Figure 5 2 AMP Billing Tab Drake Account Manager HOSTED j o Sign Out Manage Card Credit Card Information Billing BESOIN Paying an Outstanding Balance The Billing tab can also be used to pay an outstanding balance on the Drake Hosted account If there is an outstanding balance on the account the amount is displayed on the Billing tab An outstanding balance can occur if a payment is delinquent payment is declined one month or the account is suspended payment is declined two months in a row 17 AMP Help Tab Drake Hosted User Guide To pay the outstanding balance verify that the credit card information is up to date then c
13. anagement to go back to the Sites tab The new station is added to the Active Station for Site list Station Management Managing a station includes changing a station s nickname password and term and adding and removing additional applications Stations can also be scheduled for deactivation To manage a station 1 From the Home window click the Site Account to go to the Manage Site win dow Figure 5 10 Accessing the Manage Site window Active Sites Stations Site Pending Storage Account Site Nickname Status Active Deactivated Deactivation Delinquent Suspended Use Gb 173427 173427 Drake Hosted Single nee 33 0 0 0 0 16 Site Test Totals 3 0 0 0 0 1 6 2 From the Manage Site window click the Station Number to edit or manage 21 Site Management Drake Hosted User Guide Figure 5 11 Manage Station Selection Active Stations for Site 154910 Acme Accounting Station Station Station Station Apps Storage Last Number Nickname Username Status Installed Use Gb Term Billed 154910 1 Station 1 154910 154910 1 Active Drake 0 0 Monthly 3 13 14 154910 2 station 2 154910 154910 2 Active Drake 0 0 Monthly 3 13 14 The Station Number ending in 1 is the Anchor Station This NOTE indicates the first station to be set up at the site If this station is deactivated the site is also deactivated All other stations at a site can be deactivated without the site being deactivated 3 The Manage Sta
14. ancnor Staton station 2 Station 1 Anchor Station Site Management Use the Manage Site window to add sites add stations make changes to station setup deactivate a station and deactivate a site To access the Manage Site window either e Select the Sites tab on the left side of the window Then select the site to man age from the Site droplist on the Sites tab From the Home window select the site to manage by clicking the Site Account See Adding a Station on page 19 Station Management on page 21 and Deacti vating a Station on page 23 for information on these functions 27 Site Management Drake Hosted User Guide Adding a Site To add a site in the multi site configuration 1 Click Add a Site from the AMP Home window Figure 6 1 AMP Multi Site Home window Drake Hosted Multi Site Test Company Account Number 173428 Contact Email Edit Account Settings Active 3 6 Company Stations Gb Storage Use Active Sites Stations Site Pending Storage Account Site Nickname Status Active Deactivated Deactivation Delinquent Suspended Use Gb 173428 173428 Drake Hosted Multi Active 2 0 0 0 0 210 Site Test E E 170511 170511 Drake Hosted Multi ie 5 0 0 0 0 26 Site Test Totals 4 0 0 0 0 23 6 Add a Site 2 Onthe Add Site window Figure 6 2 select the site to add from the Available sites drop list This lists the sites associated with the Drake accou
15. b 434 1434 Drake Hosted Single Active A 0 0 0 0 09 Site Test Totals 1 0 0 0 0 09 2 The Request Account Cancellation window is displayed Enter a Reason for Termination 1 in Figure 4 3 and read the termination information at the bot tom of the window 2 in Figure 4 3 Figure 4 3 Request Account Cancellation window Request Account Cancellation My internet connection is not reliable enough Reason for termination Request Service Termination Cancel f service is terminated by the customer no later than 14 days after the effective date of the initial term all fees are refunded minus the nonrefundable setup fee If the setup fee is waived during the account setup then an amount equivalent to the waived setup fee may be withheld from the refunded service fee See Section 6 Term and Termination of the Drake Hosted Service Agreement for complete termination terms 3 Click Request Service Termination 3 in Figure 4 3 The termination request can take up to a week to process You will receive an email notification once Drake has terminated the account 13 Terminating an Account During the Trial Period Drake Hosted User Guide 14 Drake Hosted User Guide Single Site Configuration 5 AMP Single Site Setup Single Site Configuration The single site Drake Hosted configuration has just one site in the company that is using the Drake Hosted service Set up 1 99 stations for each site In the single si
16. d Z drive 2 From the Drake Hosted Home window select Tools gt File Maintenance gt Restore 3 Click the al button and browse to the backup folder on the Drake Hosted Z drive 4 Choose to Restore All Files in Folder or Restore Select Files in Folder 5 Click Restore Drake Hosted User Guide Bringing Prior Year CWU Clients into Hosted CWU NOTE It is recommended to delete the backup folder that was copied to the Z drive once the files have been restored Restoring DDM Files into Drake Hosted To restore DDM files that were backed up from desktop Drake into Drake Hosted 1 Using the Drake Hosted File Browser copy the local DDM backup folder The default location for these files is the DDMBackup folder on the same drive where desktop Drake is installed Still using the Drake Hosted File Browser paste the folder to the Drake Hosted Z drive N Click the Drake DDM icon on the Citrix Receiver Home window Click the Backup icon on the DDM toolbar Click the Restore tab nm p Click the al icon to navigate to the location of the backed up Drake DDM files on the Drake Hosted Z drive Use the Select a Backup to Restore drop list to select a backup to be restored 8 Click Start o N NOTE It is recommended to delete the backup folder that was copied to the Z drive once the files have been restored Bringing Prior Year CWU Clients into Hosted CWU To bring prior year client information from the local version of
17. d service e Add and deactivate stations at each site e Add and remove applications to be used by each station e Set up billing information for Drake Hosted services Signing in to the Account Manager Portal AMP To sign in to the Account Manager Portal go to https amp DrakeHosted com and sign in to AMP by entering your Account Manager Username and Password Then click Sign In NOTE The first time you log in you will be prompted to create a Station Nickname and Station Password for Station 1 This is required Figure 4 1 Account Manager Portal Sign In screen e Drake Account Manager HOSTED EJ Username Forgot username Ef sw ord Fo p rd Sign In Once you set up your Drake Hosted account with Drake you will receive an e mail with instructions on setting your AMP password Lost AMP Username If the Account Manager s username is lost or forgotten click Forgot username on the AMP login screen Drake will send the username to the email address that is cur rent in the Company Setup 11 Terminating an Account During the Trial Period Drake Hosted User Guide Lost AMP Password If the Account Manager s password is lost or forgotten 1 Click Forgot password on the AMP login screen 2 The Account Manager will be prompted to enter his or her AMP Username and click Submit A link to reset the password is sent to the email address that is cur rent in the Company Setup e Click the link in the email to go to the Set
18. e used to access the Drake Hosted Environment in conjunction with its corresponding Password Do not think of a Sta Contacting Drake Support Drake Hosted User Guide tion as a specific computer Think of it as an access login to the Drake Hosted envi ronment Just as you can log into your email account from any computer you can log into Drake Hosted from any computer using your assigned Station Username A unique Station Username can be used by multiple individuals from any supported device but the system prevents a Station Username from being used simultaneously from different devices A Station Username is unique to a site and cannot be shared among multiple sites even if the sites are set up under the same Company Each site can purchase up to 99 station Usernames Contacting Drake Support Drake offers unparalleled telephone and e mail support Use one of the following methods to consult a member of the Drake Support team e mail Support Hosted DrakeSoftware com Recommended for simpler Drake Hosted questions Telephone Support 828 524 8020 Recommended for more complicated Drake Hosted questions e Fax Support 828 349 5718 Drake replies to faxes with faxes not phone calls Drake Support Hours December April May November Monday Friday 8 a m 10 p m EST Monday Friday 8 a m 9 p m EST Saturdays 8 a m 6 p m EST Saturday 9 a m 5 p m EST N To view t
19. fferent terms Selecting the MS Office checkbox adds this service to all of the stations being added at this time Do not select the MS Office checkbox if you do not want to add this service to all stations being added at this time You can add this service to individual stations at a later time See Station Management on page 21 for infor mation on adding this service Click Calculate Payment The payment summary is displayed Click the I agree to the Drake Hosted Terms and Conditions checkbox Click Charge Card A summary of the added site is displayed and the Account Manager is sent a confirmation email with information about the added site Deactivating a Site A site can be scheduled for deactivation any time during the site s term A station s term cannot be changed A site can continue to be NOTES used until the last day of its term Deactivating the 1 station or Anchor Station of a site deacti vates the site To deactivate a site 1 2 From the Home window click the Site Account to go to the Manage Site win dow From the Manage Site window verify that the site to be deactivated is selected from the drop list then click Deactivate Site This will schedule the Site to be deactivated at the end of the current term Figure 6 3 Deactivate Site Manage Site 3 Confirm the deactivation 29 Site Management Drake Hosted User Guide 30 Drake Hosted User Guide 1 Drake Hos
20. g Up Drake Hosted Files When backing up files in Drake Hosted both the Hosted drives X Y and Z and the local drives are available To backup Drake Hosted files 1 From the Drake Hosted Home page go to Tools File Maintenance Backup The Backup window displays Figure 3 6 Figure 3 6 Backup window Drake 2014 Backup x Back Up Files Last Backup 09 21 2015 Enter a single SSN or choose one of the file groups to back up all files of the corresponding type To select specific files click the Advanced button Select a backup location al eZ 2 m Select the type of file s to back up Single SSN or EIN 9 Digits AlFile Types Setup Files Pricing Setup Information Files System Files CSM EF Database IRS Bank and Scheduler Files Client Files 1040 1120 11205 1065 1041 706 and 990 Advanced Help Automatic Backup Exit NOTE The automatic backup feature is not available in Drake Hosted N Select the al icon to select a backup location Click OK to return to the Backup window e 4 Select the file or file types to back up by entering the SSN or EIN or by selecting All File Types Setup Files System Files or Client Files Moving Drake Data to Drake Hosted Drake Hosted User Guide 5 If you marked a box click Advanced The Advanced Backup dialog box lists all files of the selected type Filter or sort files as needed using the date and type fil te
21. he Drake Hosted Customer Service Agreement go to UTE https amp drakehosted com PDF Service Agreement pdf To view the Drake Hosted Billing Policy go to https amp drake hosted com PDF Billing and Payment Policy pdf For the most up to date system requirements go to https amp drakehosted com PDF System_ Requirements pdf Drake Hosted User Guide Installing the Citrix Receiver 2 Station Setup Installing the Citrix Receiver The Citrix Receiver is the gateway to the Drake Hosted environment and must be installed on each computer that will be accessing Drake Hosted M H RT A NT Important Installation Notes Check to see if you already have a Citrix Receiver by going to Control Panel Uninstall or Add Remove Programs If you have Citrix installed and are actively using it to access another service contact Drake Hosted Support hosted drakesoftware com 828 524 8020 before proceeding with the installation If you no longer use Citrix to access another service uninstall the receiver reboot your computer and then proceed with our receiver installation instructions below e Complete the receiver installation on each computer you plan to use e Have your Station Username and Password available You might need it during installation You can locate this information in the Drake Hosted Account Manager To access the Account Manager see Signing in to the Account Manager Portal AMP on page 11 To install the Citri
22. lick Pay Now If the payment is successful station statuses are updated AMP Help Tab Use the Help tab to access an electronic version of this User Manual and information about contacting Drake Support Figure 5 3 Help Contact Us Drake Account Manager HOSTED Contact Drake Support Use any of these methods to contact Drake Support Email Contact Us Call 828 524 8020 Fax 828 349 5718 Note Replies are by fax not by phone call Site Management Use the Manage Site window to add stations make changes to station setup deacti vate a station and deactivate a site To access the Manage Site window either e Select the Sites tab on the left side of the window Then select the site to man age from the Site droplist on the Sites tab From the Home window select the site to manage by clicking the Site Account See Adding a Station on page 19 Station Management on page 21 and Deacti vating a Station on page 23 for information on these functions 18 Drake Hosted User Guide Site Management Adding a Station To add a station to a site 1 From the AMP Home window click the Site Account to go to the Manage Site window Figure 5 4 Acessing the Manage Site window Drake Hosted Multi Site Test Company Account Number 173428 Contact Email Edit Active Sites Stations Site Pending Storage Account Site Nickname Status Active Deactivated Deactivation Delin
23. nsaction select the I agree to the Drake Hosted Service Agreement and I agree to the Drake Hosted Billing and Payment Policy checkboxes then click Charge Card A summary of the transaction is displayed with the amount of the charge The Account Manager also receives a transaction confirmation email Click the PDF icon beside each checkbox to view the agree ments NOTE When a station is upgraded such as adding an application the credit card currently setup on the Billing tab is charged immedi ately rather than waiting until the next billing cycle The amount charged is prorated to the end of the current billing cycle Deactivating a Station A station can be scheduled for deactivation at any time during the station s term to be effective at the end of the term A station s term cannot be changed A station can continue to be used until the last NOTES day of its term Deactivating the 1 station or Anchor Station of a site deacti vates the site To deactivate a station 1 2 From the Home window click the Site Account to go to the Manage Site win dow From the Manage Site window click the Station Number to be deactivated On the Manage Station window click Deactivate Station This will schedule the Station to be deactivated at the end of the current term 23 Site Management Cancelling Station Deactivation 24 Drake Hosted User Guide Figure 5 14 Deactivate Station Manage Station
24. nt Manager HOSTED 4 Sign Out Home Drake Hosted Single Site Test Company Account Number 173434 Contact Email Edit ACCOUNT Settings Edit Account Settings 9 Active Sites 2 5 J ssations Site Pending Storage Account Site Nickname Status Active Deactivated Deactivation Delinquent Suspended Use 3 Gb 4 173434 173434 Drake Hosted Single Site Test Active 1 0 0 0 0 1 6 Totals 1 0 0 0 0 1 6 9 porc Inactive Sites 3 Site st Site Nickname Status Account Settings 16 General Settings Use the Account Settings tab to change the email address of the Account Manager the Account Manager s password and add a security question To access Account Settings either click the Home tab followed by the Account Set tings tab or click the Edit Account Settings link on the Home page item 9 in Figure 5 1 Email Enter the email address for the Account Manager This serves as the contact address for the Account Manager when a Lost Password request is sent to Drake Security Question and Answer The security question is used to verify the identify of the Account Manager before access is granted to AMP in the case that the Account Manager s Password has been lost or forgotten Select a security question from the drop list and type an answer to the question The answer can either be masked or dis played by clicking show answer Click Submit Changes Drake Hosted User Guide AMP
25. nt that have not been added to Drake Hosted services Figure 6 2 Add Site window Add Site Available sites Select an account number Site nickname Stations to add Initial password all stations Term Select a term Y all stations The term will be applied to the stations chosen for this initial site setup If you prefer different billing cycles for your additional stations choose only one station during this initial site setup and after setup is complete use the Add Station feature to add additional stations with different terms Installed apps Drake includes Drake Tax Software Client Write Up Drake Document Manager MS Office includes MS Word Excel PowerPoint Publisher OneNote Outlook 25 per month per station Calculate Payment 3 Enter a Site nickname and the number of stations to add to the site More stations can be added at another time if needed 99 maximum per site 28 Drake Hosted User Guide on 8 9 10 Site Management Enter the number Stations to add for the new site Enter and re enter the initial station Password Select the length of the Term This term will be applied to all stations chosen for this initial site setup If you prefer different terms for your additional stations set up only one station during this initial site setup Then after setup of this station is complete use the Add a Station feature see Adding a Station on page 19 to add stations with di
26. ormation 10 D Deactivating a Site 29 Deactivating a Station 23 Drake Hosted Terminology 1 F File Browser 5 I Installing Citrix Receiver 3 L Logging in to Drake Hosted 4 Lost AMP Password 12 Lost AMP Username 11 M Multi Site Configuration 27 Adding a Site 28 Deactivating a Site 29 R Restore DDM Files 9 Drake Files 8 S Signing Up to Use Drake Hosted 1 Single Site Configuration 15 Adding a Station 19 Deactivating a Station 23 Station Management 21 Site Adding 28 Deactivating 29 Station Adding 19 Cancelling Deactivation 24 Deactivation 23 Management 21 Reactivating 25 T Terminating an Account 12 vi Drake Hosted User Guide
27. quent Suspended Use Gb 173428 173428 Drake Hosted Multi ake 3 0 0 0 0 200 Site Test 170511 170511 Drake Hosted Multi AGE 2 0 0 0 0 16 Site Test Totals 4 0 0 0 0 21 6 2 Onthe Manage Site window click Add a Station Figure 5 5 Click Add a Station Active Stations for Site 154910 Acme Accounting Station Station Station Station Apps Storage Last Number Nickname Username Status Installed Use Gb Term Billed 154910 1 Station 1 154910 154910 1 Active Drake 0 0 Monthly 3 13 14 154910 2 station 2 154910 154910 2 Active Drake 0 0 Monthly 3 13 14 Total 0 0 Add a Station 3 Select the site where the station should be added 19 Site Management Drake Hosted User Guide Figure 5 6 Adding a Station Add Station Site 3 1 154910 Acme Accounting Y Station nickname 4 ent Write Up Drake Dc ent Manage owe er OneNote Outlook 25 per month per station 8 Calculate Payment Enter the Station nickname A 5 Enter and re enter the Station Password The station password requirements are the same as for the Account Manager s password See Lost AMP Password on page 12 for password requirement details o Select the term from the Term drop list Select Monthly Bi Annual or Annual 7T Removing Drake as an Installed App is not an option If you are purchasing Microsoft Office programs for this station select the MS Office check box 8 Click Calculate Payment The amount of the charge is displayed
28. rake Hosted indue E deep re Pe eR C a erani dg sive Ghd CE de 1 Signing Up to Use Drake Hosted 0 1 Important Drake Hosted Terminology 1 Contacting Drake SUPpOrt 2 5 eee e RR RR CUR HERR AME D ne los de das 2 Slalom SeU Me 3 Installing tlie Citrix Receiver 8 een dh nk een E ue E AON E E EE E gn E 3 Logging in to Drake Hosted 4 Running Applications in Hosted eeeereneeeee 5 Fil Browser Setups sdk 2cu0e oe pase ate ac SARI a grub aT oe dite eod p cal Ta e c De 5 Backing Up Drake Hosted Files 7 Moving Drake Data to Drake Hosted 8 Bringing Prior Year CWU Clients into Hosted CWU 9 Copying Current Year CWU Clients into Hosted CWU 10 Setting Up Hosted CWU to Upload W2 1099 Information 10 Account Manager di ndo 00 M 11 Signing in to the Account Manager Portal AMP 11 Terminating an Account During the Trial Period 12 AMP Single Site SelUp isiea anno orba ann tte dan asap dao ins EX aA PEE
29. rs on the right side of the Advanced Backup window 6 Click Backup Moving Drake Data to Drake Hosted Moving Drake data into the software in the Drake Hosted environment is a two step process 1 Backup Drake files in desktop Drake 2 In Drake Hosted restore the backed up files into Drake Backing Up Desktop Drake Files To backup Drake files from your desktop Drake environment 1 From the Drake Home window select Tools File Maintenance Backup 2 Click Select a backup location and browse to the file storage location Select any location for these backup files e Click OK to return to the Backup window 4 Select the file or file types to back up by entering the SSN or EIN or by selecting All File Types Setup Files System Files or Client Files 5 If you marked a box click Advanced The Advanced Backup dialog box lists all files of the selected type Filter or sort files as needed using the date and type fil ters on the right side of the Advanced Backup window 6 Click Backup To backup Drake Document Manager files from the desktop Drake NOTE Archive Cabinet click the Backup icon from the DDM Archive Cabinet toolbar The default backup location is the DDMBackup folder on the same drive where desktop Drake is installed Restoring Drake Files into Drake Hosted To restore Drake files into Drake Hosted 1 Using the Drake Hosted File Browser copy the local backup folder and paste it to the Drake Hoste
30. rsion of receiver is incompatible with a previously installed version A Uninstall the receiver Start Control Panel Remove Programs reboot your computer and reinstall the receiver using the instructions in this User Guide see Installing the Citrix Receiver on page 3 31 32 Drake Hosted User Guide Q In the Account Manager Portal when I click Charge card to add a Station I get E00027 A duplicate transaction has been submitted A Allow for at least 3 minutes between each charge event For example after adding a station wait at least 3 minutes before adding another station Q In the Account Manager Portal when I click Charge card to add a Station I get E00027 This transaction has been declined A Your credit card may have insufficient funds Contact your credit card company to check your balance Q When I try to print it only shows Send To OneNote 2013 Microsoft XPS Doc ument Writer and Drake PDF Printer as the available printers It doesn t display my local printers A Close your Hosted applications and log off of the Citrix Receiver Then log back in and try again If this occurs on a frequent basis contact Hosted support at Hosted drakesoftware com Q When I try to launch the Drake Document Manager DDM I get the following error Drake Document Manager Working Cabinet or Archive Cabinet has stopped working A problem caused the program to stop working correctly
31. te configuration the Company and the Site are the same SA a Station 2 Station 1 Station 3 Anchor Station AMP Home Tab The Account Manager Portal Home page or Dashboard lists e The company account number see item 1 in Figure 5 1 This is also the Drake account number e Active sites see item 2 in Figure 5 1 Only one site is listed in the single site configuration Inactive sites see item 3 in Figure 5 1 This applies to the multi site configura tion only e Active site numbers their nicknames and status see item 4 in Figure 5 1 The site number is the same number as the company account number in the single site configuration 1 in Figure 5 1 The 1 at the end of the site number indicates the number of the Drake Hosted site for the company e Number of active stations at each site see item 5 in Figure 5 1 e Number of stations that have been deactivated see item 6 in Figure 5 1 e Number of stations with deactivation pending see item 7 in Figure 5 1 15 AMP Home Tab Drake Hosted User Guide e There is also a button for adding sites item 8 in Figure 5 1 This button is not used in the single site configuration See Adding a Site on page 28 under the multi site configuration for more information about this feature Edit Account Settings item 9 in Figure 5 1 See Account Settings below Figure 5 1 AMP Home screen Dashboard Drake Accou
32. ted FAQs Q I am trying to install updates but it says someone has the program open A Similar to running the Drake program locally all users must exit the software in order to run the update Users can stay logged in to Drake Hosted but they must close the Drake program Note The Drake Hosted service automatically installs all program updates for the Drake Tax program every night Q How do I log off shut down Drake Hosted A First close all Hosted applications Then click the Station Username in the top right and select Log Off from the drop down menu Q How do I activate my Drake15 software It is in Demo mode A Go to File Convert Demo to Standard and enter your account number and 2015 serial number Q How can I prepare returns if I lose my Internet connection A As a contingency you can install Drake Software on your local computer and pre pare returns Once the connection issue is resolved you can then copy the returns you prepared to Drake Hosted Caution Do not transmit returns from Drake Hosted and then also from your local copy of Drake This will create a database conflict and requires intervention from Drake Support to correct the issue Q Can I remove states to free up space A No state programs are automatically installed and updated so that they are avail able when needed Q When I try to install the Citrix Receiver I get a pop up window that says Setup cannot continue because this ve
33. tion window is displayed Figure 5 12 Manage Station window Manage Station IL Station Password sessssse Reset Password Submit Changes To edit the Station nickname delete the current nickname from the appropri ate field and enter the new one 1 in Figure 5 12 N If Station Password is forgotten you can reset it Enter and re enter DTE the new station password Click Submit Changes Click the Reset Password link for station password change instructions The Term for a station can only be changed during the last month of the cur rent term Access to this field is available during that time only 2 in Figure 5 12 Change the term by selecting from the drop list To add or remove additional applications select or clear the MS Office checkbox Clearing the checkbox automatically sends a removal request to Drake once the changes have been submitted Access to an application is removed at the end of the month the removal is requested 3 in Figure 5 12 4 Click Submit Changes once all changes have been made If a billable event was selected such as adding an application payment information is displayed 22 Drake Hosted User Guide Site Management Figure 5 13 Billing Information Submit Changes Payment 25 00 will be charged to Visa card ending 1353 agree to the Drake Hosted Service Agreement agree to the Drake Hosted Billing and Payment Policy Charge Card To complete the tra
34. ure 3 2 File Browser default view i Computer PERI ET b X C3 j M v Computer v KJ Search Computer WY Organize v System properties fl 3T Favorites a Network Location 3 RE Desktop CompanyShare 111 C vaulti castlel2 local storage 1 vaultl castlel2 local Storage 1 Download 7 N g Bp Download CC Poe Sitel Go Libraries C waultL castlel2 local storage 1 lt I amp Computer Other 9 GP CompanyShare vi 5 G9 114 vaultl castle i 7 CD DVD Drive D Local Disk C Ee S S GP Sitel vaultl castle SS System Folder System Folder 0 i eii CD DVD Drive De 01 Local Disk K SZ Network Drive F cx Local Disk C on Sy System Folder e System Folder Local Disk K on amp Network Drive F or Network TOWER109 Domain castlel2 local Memory 10 6 GB Processor Intel R Xeon R CPU E5 File Browser Setup Drake Hosted User Guide To change the view of the File Browser and see the full path of the Drake Hosted drives 1 Right click an open space on the File Browser window 2 Select View Details Alternatively click the View drop list near the top right side of the File Browser window and select Details Figure 3 3 Figure 3 3 View options 3 Drag the column divider Figure 3 4 between the Name and Type header to the right to widen the Name column and display the full path and dri
35. ve letters Figure 3 4 Expand the Name column KG Computer L of x OO e Computer v Search Computer j Organize v System properties fl Wide Name Total Size Free Space RE Desktop a Network Location 3 IB Downloads G9 CompanyShare WV Network Drive 0 99 TB 0 97 TB G 111 WVAULTLCA Network Drive 0 99 TB 0 97 TB 3 Libraries G3 Sitel VAULTL CA Network Drive 0 99 TB 0 97 TB F2 Documents Bs uw a Other 11 Figure 3 5 File Browser with columns widened to show full path and drive letters E Computer Ap A es Search Computer A Organize System properties 0 E Favorites Name Type Total Siz RE Desktop a Network Location 3 B Downloads GS CompanyShare VAULTL CASTLE12 LOCAL storage 1 X Network Drive G9 1 1 1 AVAULTI CASTLEL2 LOCAL Storage M VProfileData Y Network Drive E Lg Libraries GS Sitel AVAULTI CASTLEI2 LOCAL storage Z Network Drive Documents Other 11 m Music Drive X is the Company Share location This location can be used to share files among multiple sites Drake Hosted User Guide Backing Up Drake Hosted Files Drive Y is the Station Profile location Each Station has a unique private Profile location for storing files Drive Z is the Site storage location and is accessible by each Station within the Site Store files in this location if they need to be shared among all Stations This is where the Drake programs are installed Backin
36. x Receiver Go to http receiver citrix com Click the Download Receiver for Windows button After the file has been saved access the Downloads folder through your browser Select CitrixReceiver exe from the Downloads folder and click Run Click Start on the Welcome to Citrix Receiver screen Accept the license agreement and click Next eo eS fh Click Next Do not select enable single sign on it does not apply to Drake Hosted 8 Select whether or not you want to send data and usage statistics to Citrix Then click Install Please wait while the receiver installs 9 When installation is complete click Add Account 10 Enter this server address https castle12 drakehosted com and click Add 11 Enter your Station username and password and click Log On Logging in to Drake Hosted Drake Hosted User Guide Logging in to Drake Hosted To log into Drake Hosted 1 Click the Citrix Receiver icon from the desktop program list or sysem tray 2 Enter your station user name and password Drake Hosted User Guide File Browser Setup Running Applications in Hosted File Browser Setup The default view of the File Browser Figure 3 1 does not display the full path and drive letter of the Drake Hosted drives Figure 3 2 Figure 3 1 Receiver Home window Adobe Reader CWU2014 Drake Doc Manager Drake Scheduler Drake12 0 Pg Drake14 Excel 2013 File Browser OneNote 2013 Outlook 2013 PowerPoint 2013 Fig
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