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1. 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 Connectors Letter Connectors Tickmarks X DLO Va V k a0 Qu H0 0 M O 1 A y Checkmark e A Tickmark 2 c C Confirmed G 3 o D Cfm Confirmed wjexception 4 E G Confirmed wiexception cleared 5 z A Cross Reference 7 Footed 6 g Cz Cross footed 7 H V Examined Youcher 8 TR Used on Tax Return oO 3 2 2 GLGL 5 wre WTB a 10 L PBC Prepared by Client 11 M PY Prior Year N Consistent amp Comparable with PY 12 o Calculated P C Recalculated 3 13 a 14 Q Q R Recomputed Vverified 15 R UDUnreconciled Difference i 16 S x Summation T aS Superseded 17 u DUP Duplicate Info 18 18 y Immaterial a 19 S w NRNo Reply 20 20 x Or z Stamps use dynamic coloring The Dynamic Stamp Coloring is defaulted in PDFlyer Set Options Dynamic coloring allows you to change your stamps to any color in the color spectrum When the color is changed all stamps dynamically change to the selected color To annotate a stamp or use the hyperlink to navigate instantly between connected data in the PDF file do the following 1 Select the connector or tickmark stamp in the PDF displayed in the Acrobat window 2 Right click to display the shortcut menu Chapter 6 Working with PDFlyer 63 3 Use th
2. 22222 vee 987 65 4321 Vy Taiere senior macaw FTN 98 7654321 agin na se SUF pep and Pee contains a list of the tax forms from which Scan extracted data The form that is currently 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 Form a particular type for example W 2 forms from multiple employers each name form is listed separately An exclamation mark t displays beside forms in which Scan detects potential errors 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 Indicates which page this form falls on in the PDF generated by Scan If a form includes two pages each page number is listed Note If a form includes more than two pages the page number for the first page of the form is listed Page Validation Pane Displays in the upper right corner of the Scan Validation window by default It lists all the fields that were extracted from the selected form You can correct the extracted data in this pane as needed Column Description Lists the fields for which Scan extracted data The field that is currently Field selected for validation is highlighted in gray An exclamation mark Q displays beside fields in which Sca
3. Click Install Click Finish hwWnN 2 en eo 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 Topics 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 Online chat Our Scan Support representatives are available to take your questions via live online chat To use online chat enter the following Web address in your Web browser 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 telephone our support representatives at 1 800 PFX 9998 option 6 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 i
4. Open Export File Opens the exported file _J note A yellow triangle with an exclamation point next to the Scan job indicates that either the Archive or Export file is missing An exclamation mark Q 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 2 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 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 PDF export 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 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
5. ProSystem fx Scan User Guide December 2011 CCH a Wolters Kluwer business Copyright 2000 2011 CCH INCORPORATED A Wolters Kluwer business 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 Avenue 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 Portions Copyright 1984 1990 FairCom Corporation All rights reserved Portions Copyright Novell Inc All rights reserved Windows is a registered trademark of Microsoft Corporation All other brand product or company names are trademarks or registered trademarks of their respective owne
6. 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 Job Information Every ___ Seconds This setting determines how often the job information displayed on the Queue tab and in Scan Status is refreshed You can set any value between 20 seconds and 600 seconds 10 minutes 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 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 Wait Time Before Capture 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 Show Files Ready to Import Select this option if the files waiting to b
7. If a PDF files contains five or more levels or bookmarks the Merge option is disabled Adding a bookmark To create additional bookmarks from the inserted pages do the following 1 2 3 4 Click the bookmark created in the previous procedure Note If several contiguous pages relate to one bookmark it is necessary only to bookmark the first page of each group Scroll to the next page to be bookmarked and right click the page Select Add Bookmark Type the new name Exporting to a Multi Page TIFF Export Multi Page TIFF Select Export Multi Page TIFF to export a PDF file to a Multi Page TIFF file To export to a multi page TIFF file do the following 1 2 Click Export Multi Page TIFF The Save As window displays Browse to the location where you want to save the file Rename the file if needed 3 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 Note Annotations tickmarks or calculator tapes from the PDF are displayed in the TIFF file Chapter 6 Working with PDFlyer 57 Deleting Bookmarks W Ex Delete the Current Bookmark and its Pages This option enforces integrity between a bookmark and its associated pages In Adobe Acrobat a bookmark can easily be detached from a page These are called
8. PDF by moving the associated bookmarks System Requirements for ProSystem fx Scan Administrator Scan 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 both the computer where Scan Administrator is installed and the workstations that have Scan Workstation installed Component Processor RAM Disk Space Other Hardware Minimum Recommended Single processor system with 3 06 GHz Dual processor system with 3 4 GHz Pentium 4 processor or equivalent Pentium processor 512 MB 2 GB 600 MB for program files 1 GB for program files 600 MB for temporary files 1 GB for temporary data files Monitor with resolution of 1024x768 Hot swappable storage backplane for multiple disk drives optimal Option for remote system management Monitor with resolution of 1024x768 Chapter 1 Overview and Installation 3 Component Minimum Recommended 32 bit version of Windows XP Professional Dedicated Windows Server 2003 Service Pack 3 Service Pack 2 optimal The following operating systems are not supported Operating Systems pre dating Windows XP Operating System Windows XP Home Edition 64 bit versions of Windows Windows Vista Windows 7 Windows
9. When you select this box the data in the Recipient area of the form will replace the default data already in Tax iv If needed click Validate Form to review the information on the form See Validating Extracted Data with Tax Installed on page 37 for detailed validation instructions v Click Close when you are done reviewing the form 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 social security number matches but was skipped you will not receive this warning e Link a skipped form 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 Lal Note If there are no matching documents in the return this option is disabled 10 Click Next when you have finished reviewing the forms and are ready to continue the import 11 Review the information on the ProSystem fx Tax Import Summary window Select or clear the following items as needed Save annotations for items The Scan generated PDF 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 ProSystem fx Document Select this box to upload the file to launch the ProSystem fx Document Add Files
10. 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 from it 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 Oe Se 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 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 Note The License Settings section displays the license information for your installation of Scan There are no settings to modify in this section Chapter 2 Administering Scan 16 To modify the Scan general settings do the following 1 2 3 4 Open Scan Administrator on the server or workstation where Scan was installed Select the General Settings tab In the Capture Settings section change the settings as needed to meet your firm s needs Check Every ___ Seconds for New
11. are very dirty or have dark creases or staple marks One Line Accepted Remove blank pages if they contain one visible line of text reading This Page is intentionally left Blank d Select Create Searchable PDF if you want to make the final PDF file searchable e Select an OCR method AFR OCR is the default and recommended method f Select whether to allow users to submit files to the Scan Catalog team 10 Select options in the Recognition Settings section a Select Identify and Bookmark if you want the PDFs created by Scan to be bookmarked automatically This option must be enabled if you plan to extract tax form information to ProSystem fx Tax Chapter 2 Administering Scan 14 b Select a Type The Type controls the bookmark structure of the published PDF files generated from the import folder The options are as follows Original conforms to the original Scan bookmark structure of the 1040 tax return Organizer uses a bookmark structure that conforms to the ProSystem fx Tax Organizer c Select Enable Email Submission of Encrypted Import Files to CCH to have the option of sending problematic files to the Scan Catalog team for possible inclusion in the Scan Catalog If selected newly extracted files can be emailed from the Scan Validation window d Select Submit AutoFlow Usage Statistics to automatically provide CCH with non sensitive information about how your firm uses ProSystem fx Scan 11 In the Data Extraction
12. 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 options in the Export Settings section by completing the following a Select a folder to use as the export folder This folder will hold the final bookmarked PDF files that Scan generates To set up an export folder complete the following i Click the browse button 1 beside the Export Folder field ii Navigate to and select the folder where Scan should store the final bookmarked PDF files that it generates 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 iii Click OK to return to the Folder Settings tab b Select Export to Subfolders to create a subdirectory for export If selected once a Scan job completes the published PDF file will be moved to a subdirectory in the Export folder c 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
13. folder for each import folder Also you can choose to use the same export folder for all of your firm s import folders or you can create multiple export folders to help keep the PDF files organized 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 using Scan Administrator When you set up the import folder you also must identify the following The OCR Recognition Settings and Data Extraction Settings 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 processing 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 to set the order of processing 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 Open Scan Administrator on the server or workstation where Scan was installed Select the Folder Settings tab Click Add New Enter a unique name for the folder that clearly identifies its
14. from a field or group of fields that was not automatically extracted you can select additional fields by doing the following 1 In validation mode click the Add button F to open the Add Field window 2 Do one of the following Add a field a Inthe Group 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 a Click the Add button that is next to the Group box b Select the group of fields that you want to add from the drop down box c Click OK You can now add fields for this group if needed d Click OK on the Add Field screen when you are done adding fields and groups Chapter 4 Validating Extracted Data 40 Submitting a File to the Scan Catalog team If Enable Email Submission of Encrypted Import Files to CCH is selected in Scan Administrator you can submit your files to the Scan Catalog team To submit the image complete the following 1 On the Scan Validation window select Email Import File to CCH 13 Your default email client opens The file you are validating is attached as an encrypted file If necessary change the default message 3 Select Send You will receive an acknowledgement email once the file is sent to Scan Chapter 4 Validating Extracted Data 41 Chapter 5 INTEGRATING WITH OTHER PROSYSTEM FX PRODUCTS Integrating with Pro
15. iii Contents Configuring Scan Services 0 0000000000000 000000000000 cece ce eeeeeceeeees 22 Starting or Stopping Scan Services 22200 eee cece e cece cece eee eeees 23 Unlocking a PDF during Validation 00 000000002 c cece eee eee eee ee eee 23 Chapter 3 Using Scan Workstation 24 Scan Workstation 2222 22 20 eeeeee eee 24 Recommended Scan Workflow 2 2 22 2222 eee eee eeeeee cence eens 25 Using Scan Status 0 00000000000000 0000000000 e eee eeeeeeeeeeeees 26 Modifying the Scan Status View 0 200 0 2 ce cee cee eee eee ceceeeeeceeeees 26 Configuring a Default Printer for Cover Pages and Target Sheets 26 Preparing Documents for Scanning 200 0 22 ee cece e cece eeeeeeeeeee 27 About Cover Pages and Target Sheets 00 0 0000 e cece cece cece eee eee 27 Using Cover Pages 00 00000 e cece cece eeeeeeeeeeees 27 Printing Cover Pages 00 00 cece cece cece cece cee ceceeeeeeeeeeeeeeeeees 28 Using Target Sheets 0 00 000 c eee e cece eeeeceeeeeeeeeeeeees 28 Special Considerations When Scanning Tax Forms for Data Extraction 32 After You Scan Client Documents 2 22 0222 2 2 cece eee eee eee ee eee 32 Viewing Job History Information 2220 222 22 22 e eee eee eee 32 Verifying Successful Completion of a Scan Job 222 22222 33 Importing Files for Sc
16. 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 Notes 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 the 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 Status 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 Status window displays information about the progress of all Scan jobs currently being processed Chapter 3 Using Scan Workstation 34 You can use the information in the Scan Status 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 att
17. on printing target sheets see Printing Target Sheets on page 30 Chapter 3 Using Scan Workstation 29 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 Print your target sheets on a colored paper The color will make it easier to identify and remove target sheets after you have scanned the documents To ensure the scanner can read the bar code easily use only very light pastel colored papers 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 B Insert any needed multi page target sheets 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 published PD
18. ones pro formaed from which 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 return unless they have been updated to Imported New or Linked if applicable 1A form that includes multiple line items but no total line Chapter 5 Integrating with Other ProSystem fx Products 44 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 ProSystem fx Tax Forms window displays In this window you can select to perform any of the following actions on the form o Link 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 Import the document as a new form Select Import New and then select the taxpayer the form belongs to e 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 select Overwrite Default Recipient Information in ProSystem fx Tax
19. optical character recognition on each form It converts images to text and a single page PDF file for folders set to AFR OCR 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 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 published PDF file from single page PDF files and creates bookmarks based on the classification It then exports the published 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 export and archive folders are on the same computer with Scan Administrator the services should be run as local system services If the import export and archive 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
20. pages into an existing PDF file do the following 1 10 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 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 K1 Open the PDF file to which the pages are to be inserted and note the number of existing pages Select the position in the currently open PDF file where you would like the new pages to be inserted by highlighting the bookmark Click the Insert Pages icon from the PDFlyer toolbar to display the Select file to append window Browse to the incoming PDF file to be inserted Double click the file name to display the Select bookmark level window If the PDF files are bookmarked Merge PDFs 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 information Select Append PDF pages as a single bookmark if the PDF files are not bookmarked or if you want to append the incoming PDF file with a single bookmark at the end of the currently open PDF 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 P
21. sheet 6 To print a target sheet that forces a document into a particular bookmark do the following a Select Force specific classification Note 1040 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 b Select the class of bookmark you want to print The class indicates a main tax form or tax information classification c Select the specific form that you want to force a bookmark for The form is generally a specific tax form 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 Note To print cover pages at the same time you print target sheets click the Cover Page tab before 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 Scan Workstation 31 Special Considerations When Scanning Tax Forms for Data Extraction ProSystem fx Scan can extract data from scanned documents so that the data can be imported into a ProSystem fx 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
22. target sheets 4 If needed click the Properties button 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 dialog Note Do not set the printer to print on both sides of the page 5 Click OK again to exit the Print window 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 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 encounters 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 s
23. 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 However these edits will be reflected in Tax if you import the data into a return 5 If needed you can validate the extracted data before continuing with the AutoFlow process See Validating Extracted Data with Tax Installed on page 37 for detailed validation instructions 6 To display returns for a different year in the Individual Tax Returns list select the tax year from the tax year list Only tax years for which you have ProSystem fx Tax installed are available 7 Select the tax return to flow data to in the Individual Tax Returns list If the return you need is not listed you can do the following to identify it In the Social security number box enter a social security number associated with the return you need and then click Search If the system finds a return matching this social security number the return is listed in the Individual Tax Returns section Create and select a new tax return i Click New Tax Return ii Create and save a new tax return See the ProSystem fx 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 Individual Tax Returns list 8 Click Next to display a list of the forms including
24. 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 in 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 21 AFR OCR performs
25. 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 Chapter 7 Settings and Tips 66
26. Chapter 5 Integrating with Other ProSystem fx Products 46 If one of the following words display in the Bought 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 To make changes to the spreadsheet do the following 1 Open the PDF 2 Save the attached spreadsheet to your computer 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 Review the spreadsheet and make any necessary changes Upload the gains and losses data to Tax For instructions on uploading gains and losses data to Tax see the ProSystem fx Tax help files aM Using Annotations to Color Code Data in a Return You can keep track of which fields in a Scan generated PDF were successfully imported into a ProSystem fx 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 Color Meaning Green The data was extracted and imported to a ProSystem fx Tax return Blue The data was extracted but not imported to a return Inste
27. Click the bookmark to move and drag it to the new location A dotted line displays to indicate where the current insertion point for the bookmark is iii Move the dotted line to the location where you want to move the bookmark iv Release the mouse button when you have the line icon in the desired position v Click the bookmark to confirm that the pages were relocated correctly To adjust a book mark level in its current position prior to moving do the following i Clear the Activate Bookmark Move function on open check box to turn the function off ii Drag the bookmark to the desired level iii Select the Activate Bookmark Move function on open check box to turn the function back on Restore standard toolbars on startup If this box is selected PDFlyer displays the more commonly used toolbars each time a staff member opens Adobe Acrobat on the workstation You can also add or remove toolbars in Adobe Acrobat by going to View Toolbars Clear this box to manually select your Adobe Acrobat toolbars from View Toolbars in Adobe Acrobat Colorize bookmarks on open Select this option to automatically color the bookmarks if a parent child bookmark structure exists This option will not change the colors of the bookmarks while you are editing Expand top level bookmarks on open This function automatically expands all bookmarks when a bookmarked PDF file is opened in Adobe Acrobat Hide empty bookmarks when opening a PDF Select thi
28. DF The Bookmark Name displays as the name of the incoming PDF file You can change the bookmark name if you wish If the PDF file you are inserting does not have a bookmark you can choose to automatically create a unique bookmark for each page by selecting the Create a bookmark for each page check box If you want to append without a bookmark select Append PDF pages without bookmark Options include Append to the highlighted bookmark or Append to the end of the PDF Click OK Your file is inserted or merged into the existing document at the location in the PDF file that you selected prior to inserting the pages Chapter 6 Working with PDFlyer 56 11 12 To rename a bookmark created when the pages were inserted select the name of bookmark in the PDF file Right click the bookmark and select Rename Type the new bookmark name and press Enter Drag the bookmark to the correct level if it was not created at the correct level Notes If Scan is integrated with ProSystem fx Tax remember that tax extraction data will not be merged If you have multiple PDFs with tax extraction data for the same client attach each PDF separately If you do not want to insert all of the additional pages you can extract them from the incoming PDF file by using the Document Extract Pages function from within Adobe Acrobat If you want to leave the new pages numbered as they were originally inserted turn off the Moving Bookmarks function
29. DF file is automatically routed to the proper client in Document based on the data entered for the Routing Slip in Document Note If you use a Document routing slip you should not also use a Scan cover page Doing so will cause an error in Scan If you plan to use AutoFlow Wizard to import extracted data to a ProSystem fx 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 export PDF and Archive files Printing Cover Pages To print a cover page do the following Open Scan Workstation if it is not already open Select Print gt Cover Pages Target Sheets from the menu Enter a unique name for the document and then click Add Repeat steps 2 and 3 until you have added all the cover pages that you want to print to the list 5 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 form information will not be extracted from the documents associated with the custom target sheets Rh WYN 6 Click Print to print all the cover pages in the list Once printed the documents are cleared from the list 7 Click Close to minimize Scan Wor
30. 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 ie el E Enter the user name and password for the administrative account that you want to use Click OK Repeat steps 7 through 10 this time selecting PDF Export instead of Folder Monitor a ee oe nO 1 1 Note You must stop and restart a service after a change has been made Chapter 2 Administering Scan 22 Starting or Stopping Scan Services 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 21 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 during Validation Occasionally a PDF that is being validated may become locked either because multiple people a
31. F file When scanned with the multi page documents Scan creates one bookmark with two pages in the published PDF file When using a multi page target sheet make sure that the first form immediately following the target sheet 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 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 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 pa
32. 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 Scan Workstation 32 Note Click 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 From the History tab you can access the files in your Archive and Export folders T
33. Server 2008 Internet Explorer 6 0 Internet Explorer 5 5 Adobe Reader Other Software Microsoft NET Framework 2 0 If Microsoft Office is installed the most recent service pack must be applied before you install Scan components Suggestions for Achieving Optimal Performance 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 the 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 export and archive 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 Scan Administrator moves images and data across network connections Depending on the number of workstations and images you are processing the network bandwidth req
34. Settings section select the processing option to use for the import folder Choose one of the following None 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 ProSystem fx Tax return Extract Bookmark Names Only If this option is selected you will only be able to extract the bookmarks from the published PDFs Note If you use an Extraction cover page or a Scan cover page the settings on the cover page will override the options selected here 12 Click Save to save the new import folder 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 Impor
35. System fx Tax You can use ProSystem fx AutoFlow Wizard to validate and import extracted data from the following forms into ProSystem fx Tax returns Forms 1098 1099 Q K 1 1065 1098 T 1099 R K 1 1120S 1099 DIV 1099 SSA K 1 1041 Combined Tax 1099 G 2439 AA Gain and Loss 1099 INT W 2 Statement 1099 MISC W 2 G You can also use AutoFlow Wizard to generate a PDF from an AutoFlow file See the following topics for information about importing extracted data into a ProSystem fx Tax return Lal Note If you plan to import data into a client s tax return before you scan the source documents ask the Scan 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 Importing Extracted Data into a Tax Return To streamline the process of importing extracted data into a tax return AutoFlow Wizard tries to match scanned documents with existing tax returns It does this by comparing social security numbers in the scanned documents with social security numbers in returns If Scan doesn t find a return that matches the extracted data you can launch tax from within 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 Integrating with Other ProSystem fx Products 42 W Tip For best results we recommend that you validate extracted data against the scanned documents before i
36. 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 Chapter 2 Administering Scan 19 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 ProSystem fx Suite Document This option is only available if ProSystem fx Suite is installed
37. You will then be prompted to send the incoming PDF file to your local Recycle Bin for deletion or restoration if necessary once the insertion has completed successfully If you do not want to be prompted to delete the file after inserting pages select this box Always insert files with tax extraction data This option is used if Scan is integrated with ProSystem fx Tax Pages from PDF files and bookmarks can be inserted when PDF files are merged or appended but tax extraction data is not merged Select this box to receive a warning that extracted tax data will not be merged if an incoming PDF contains tax extraction data By default this option imports without warning Selecting Do not prompt again always insert files with tax extraction data in the message sets the default for the workstation in PDFlyer 8 Click the About tab to view information about your installed version of PDFlyer 9 Click OK to exit and save your selections Chapter 6 Working with PDFlyer 53 PDFlyer Toolbars The PDFlyer toolbar displays on the Adobe Acrobat window with the other Adobe Acrobat toolbars by default Icons on the toolbar give you quick access to the PDFlyer options Like any toolbar you can drag the PDFlyer toolbar into a vertical position on the right or left edge of the Adobe Acrobat window or to the bottom of the window The PDFlyer Stamps toolbar displays separately This allows the stamps connectors tickmarks favorites and User s
38. 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 20 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 at the bottom of the window double click the job you want to view 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 Open Scan Administrator on the server or workstation where Scan was installed 2 Select History SoS oS 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
39. ad 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 ProSystem fx Tax An example of data that might cause a field error is a social security 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 ProSystem fx Tax Import Summary window when you run AutoFlow Wizard Chapter 5 Integrating with Other ProSystem fx Products 47 To display annotations in the Scan Validation window 1 Link the scan to a tax return 2 Click Next 3 Select Validate All The annotations display on the Scan Validation screen To turn off the commenting balloons on your PDF in Adobe Acrobat Open the PDF 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 hwWDYN Integrating Scan with Document If your firm uses ProSystem fx Document Scan can publish the PDF files it generates directly to Document Staff members at the firm can then retrieve the published 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 barco
40. all PDFlyer on workstations licensed for Adobe Acrobat Standard or Professional version 7 or higher PDFlyer will not run with Adobe Reader The minimum hardware requirements for PDFlyer are the same as those for Adobe Acrobat Standard or Professional version 7 or higher If Adobe Reader and Adobe Acrobat are installed on the same workstation uninstall Adobe Reader prior to installing PDFlyer Chapter 1 Overview and Installation 9 If you are updating from a previous version of PDFlyer the installer automatically detects a previous version of PDFlyer and removes it Note If you are installing PDFlyer to a terminal server use Add or Remove Programs to remove an old version of PDFlyer or place the Terminal Services in Install mode before attempting to install One license is required for each physical workstation where PDFlyer is installed Microsoft NET Framework 2 0 must be installed on each workstation running PDFlyer If you have not already installed NET Framework 2 0 it will be installed for you during the installation To install PDFlyer do the following Browse to the location of the installation setup files at Computer Name Workstation Double click PDFlyer exe to launch Click Next Review the License Agreement and then select the accept the terms of this License Agreement radio button Click Next If needed change the folder location where PDFlyer should be installed Click Next to accept the default
41. alled 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 14 Source Documents Scanner Image file The Scan Workflow D 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 should also sort and organize documents as part of this step For more information see Preparing Documents for Scanning on page 27 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 27 Configure your scanner The recommended scanner settings produce a high quality image that will produce the best OCR results See Scanner Settings on page 65 for more information Scan the documents Tips on getting the best results from scanning are included in Scanning Tips on page 66 Submit the image files to ProSystem fx Scan fo
42. ally installed on workstations where scanning devices are located You can also install it on workstations where Scan jobs are assigned 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 Status When you launch Scan Workstation the Scan Status module opens and an icon for Scan Workstation displays in the System Tray This icon is always active in the System Tray until it is closed The Scan Workstation icon in the System Tray To open Scan Workstation right click the icon in the System Tray and select Show Workstation or double click the Scan Workstation icon Chapter 3 Using Scan Workstation 24 Recommended Scan Workflow Following the workflow outlined below will help you use ProSystem fx Scan Workstation to its best advantage 1 8 9 10 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 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 documents below Scan re orders and bookmarks all documents in the published PDF file to match the tax return If needed print and insert cover pa
43. an Processing with the Import Assistant 34 Monitoring Scan Jobs from Scan Status 0 220 22 222 222 eee eee 34 Chapter 4 Validating Extracted Data 36 Validation Overview 2 0 2 0 occ eccceceeceeeece ec eeee ee eeeeeeeeeees 36 Customizing the Validation Window 2222000cceeeeeeeeeeceeeeeees 36 Changing the Font in the List of Forms and Validation Panes 36 Changing Image Sizes in the Validation and Scanned Tax Form Panes 36 Adjusting the Sizes of Individual Panes 20 220 2222 0222000 37 Validating Extracted Data with Tax Installed 2 0020000020000222 02222 37 Validating Extracted Data Without ProSystem fx Tax Installed 39 Adding a Field or a Group of Fields for Extraction 2 22 40 Submitting a File to the Scan Catalog team 220000 200 2222 41 Chapter 5 Integrating with Other ProSystem fx Products 42 Integrating with ProSystem fx Tax 00000 e cece cece ccc eeeee eee eeeeeee 42 Importing Extracted Data into a Tax Return 2 0 222 222 2 2 42 Reviewing AutoFlow Diagnostics and the Gains and Losses Spreadsheet 46 Importing Gains and Losses Data 020 2 220 c ee eee cece e eee eee 46 Using Annotations to Color Code Data in a Return 22 2 47 Contents iv Contents Integrating Scan with Document 220 2222 2 2222
44. an folders in Document and then perform the following procedure 1 Open Scan Administrator 2 Click the Folder Settings tab 3 Use the default folder settings name or click Add to create a new import folder specific to Document 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 5 Configure the other settings for the import folder as needed 6 Click Save Chapter 5 Integrating with Other ProSystem fx Products 49 Chapter 6 WORKING WITH PDFLYER PDFlyer Overview PDFlyer is an Adobe Acrobat plug in that helps you work with multiple PDF files in a paperless multiple monitor environment When used together PDFlyer and ProSystem fx Scan offer an efficient system for preparing paperless tax returns With PDFlyer you can set defaults for how Adobe Acrobat opens and how it behaves while open Use PDFlyer to do the following Automatically move pages when the associated bookmark in the PDF file is moved whether single or multiple pages Dynamically size and organize documents on multi monitor workstations Rotate PDF pages at the touch of a button Standardize connectors and tickmarks to add workpaper consistency Title documents quickly and easily Export PDF files to a Multi Page TIFF file Create User Stamps using your own images Notes PDFlyer is compatible with Adobe Acrobat Standard or Professional ve
45. 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 Mortgage Interest Statement Combined Tax Statement Brokerage Statement Forced classification target sheets can be printed to force documents to be classified in a specific bookmark in the published PDF file 1040 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 e amp G6 GH UGH UH UH Best Practices for Using Target Sheets 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 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 F Note For instructions
46. ax and you have multi account access the system also prompts you to select an account 3 Click AutoFlow 4 Click the Validate All button to display the Scan Validation window Chapter 4 Validating Extracted Data 37 The three panes in this window are as follows ca 7 nith Samp j Z validate D950 7 Rt Form Iertiier Page ns _ Wages catio Em pr 98 7654321 Emolover s Name monyinsurance MONY INSURANCE oO mw MONY INSURANCE 6 Employer s Address Aza HARTFORD way 123 HARTFORD WAY O msw2 GLOBAL OIL COMPANY 7 lEmployer s Cty newyork NEW YORK Employer s State NY Schedule B Interest Employer s ZIP Code soins 10111 Recipient O Rom NATIONS BANK 9 Employee s Social Security Number 987 654321 987 65 4321 ae 6 lee Enooye s nane zens ELIZABETH SMITH O mom ASME ON n Employee s address 1000 oax smeet 1000 OAK STREET D185 1099 007 Mer Vanguard z Employee s ry Torrance TORRANCE Employee s State A Schedule B Dividends Employee s ZIP sos 90506 O msi099 01 VANGUARD INC 4 i O irsi0s 01 ABC CORPORATION 15 Wages Tips Other Compensation 21 800 00 21800 00 Brokerage amp Combined Tax Statements Federal income Tax Withheld 2 453 00 2453 00 Socal Security We 21 800 00 21800 C Combined Tax Stat Morgan Stanley amp Co 16 Sea searty Webbed 1351 60 1351 60 Medicare Wages and Tips E 21 900 00 21800 00 State and Local Tax Refunds Tax Withheld 1 00 O Rss Franchise Tax Board 7 p ae aie f 3
47. can Administrator See the Installation Guide for instructions 2 Set up import folders for the firm 3 Configure general firm level settings for ProSystem fx Scan Chapter 2 Administering Scan 11 4 Install Scan Workstation and PDFlyer on individual workstations See the nstallation 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 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 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 volu
48. can also select to rotate the tape change the font size or add annotations from the Commenting menu You can also drag the tape to a new location on the Acrobat window Setting Options v KIT Set Options Click Set Options in the PDFlyer toolbar to set or change the default PDFlyer settings for your workstation Your firm may choose a standard set of default settings for PDFlyer See the section Configuring PDFlyer Settings on page 50 for more information CCH Stamp Tool BE CCH Stamp Tool PDFlyer provides a set of stamps in the form of connectors and tickmarks Click the arrow next to the icon and select Keep Stamp Selected from the list 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 Stamp toolbar 2 Click the CCH Stamp Tool icon on the PDFlyer Stamps toolbar or click the arrow next to the icon and select Keep Stamp Selected from the drop down list to toggle this option on A checkmark displays indicating that this feature has been selected 3 Use the stamp as needed in the document 4 Click the CCH Stamp Tool icon again or click the arrow next to the icon and select Keep Stamp Selected from the list to turn it off The checkmark no longer displays indicating that this feature has been turned off Dynamic Stamp color PDFlyer retains the ten most recently selected Dynamic Stamp colors You can access these colors by c
49. ce deleted the stamp is no longer available from the User Stamps drop down menu on the PDFlyer Stamps toolbar Working with Connectors Tickmarks and User Stamps j oJ Connectors L Tickmarks PDFlyer provides a set of stamps in the form of Numbered Connectors Lettered Connectors Standard Tickmarks Engagement Tickmarks Favorites and User Stamps The stamps and the CCH Stamp Tool icon display on the PDFlyer Stamps toolbar 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 is chosen The currently selected connector tickmark or user stamp is indicated in the toolbar icon Chapter 6 Working with PDFlyer 62 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 lettered connectors are available Typically connectors connect numbers on a single page but they can also be used between pages 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 Status Stamps and User Stamps are independent of the CCH 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 before the stamp name
50. 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 Chapter 6 Working with PDFlyer 59 Click the drop down for additional bookmark options ImM 9 C GOSRGHA SAH Expand All Bookmarks Collapse All Bookmarks i Colorize Bookmarks Uncolorize Bookmarks US Hide Empty Bookmarks Ul Show Empty Bookmarks Use options from this icon to manipulate bookmarks in the following ways Expanding All Bookmarks Collapsing All Bookmarks Colorize Bookmarks Uncolorize Bookmarks Hide Empty Bookmarks hides empty Parent bookmarks in PDF files generated by Scan Show Empty Bookmarks shows empty Parent bookmarks in PDF files generated by Scan Setting Status Set Status Select Set Status to track the status of bookmarks pages and Status stamps by colorizing the bookmark placing a color border around the related pages and placing a Status stamp on the selected pages PDFlyer stores your last used Status settings selected in the Set Options window When you click the Set Status icon PDFlyer automatically re uses the previously selected settings Clicking the icon is a quick way to apply a status to multiple bookmarks Resetting Status Lal Reset Status Color Click this icon to quickly remove a previously applied status color F Note If you selected Stat
51. d loss transactions that were extracted during the AutoFlow process It is available along with other digital documents for the client Importing Gains and Losses Data 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 Note A comment is added to the spreadsheet indicating that the item s 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 2011 is selected in AutoFlow Wizard as the year for the Tax Client 2011 also displays as the Sold Date 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 Bought date then that date is not extracted and is displayed as a blank cell in the gains and losses spreadsheet If the missing date is a Sold date 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
52. de on the routing slip to determine the name of the published 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 Notes To integrate Scan with Document your system administrator first 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 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 version 4 0 and newer By default the system monitors the Pfx Document Scan folder for newly added PDFs 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 ProSystem fx Document help files for detailed information about setting up your Scan folders for Document Chapter 5 Integrating with Other ProSystem fx Products 48 Setting Up Scan for Use with Document Before you can use Scan with ProSystem fx Document you first must set up Sc
53. e Acrobat window and the edges of your monitor in both single monitor and multiple monitor modes Leaving a space gives you access to software which may be running in the background Single Monitor Enter the resolution for a single monitor The default is 800 x 600 Multi Monitor Enter the resolution for multiple monitors The default is 800 x 600 Rotating Pages A Rotate Counterclockwise Q Rotate Clockwise Individual pages in a PDF file can be rotated by 90 degrees counterclockwise or clockwise using the Rotate Page icons These icons differ from the standard Adobe Acrobat Rotate View icon which rotates the entire document when selected Only the active page in the PDF is rotated when the Rotate icon is selected from the PDFlyer toolbar When the PDF file is saved the rotated page is saved in the desired orientation Chapter 6 Working with PDFlyer 55 Inserting Pages E Insert Pages Use Insert Pages to add information to an existing PDF file even if it was scanned or printed to PDF format from another application This option 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 PDFlyer parent level bookmarks are analyzed and child bookmarks are combined under the same parents automatically To insert
54. e 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 Click Save to apply your changes Monitoring Scan Processing with the Queue The 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 from the queue Reset a validation lock Import documents for Scan processing Note Staff members using Scan Workstation can monitor the progress of Scan jobs using Scan Status Chapter 2 Administering Scan 17 Changing the Priority of a Job You may need to change the priority of a job to meet deadlines 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 ee a i T 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 t
55. e cece eee eee eee eee 48 Setting Up Document Folders for Use with Scan 2222222 48 Setting Up Scan for Use with Document 222 0222 222 22222 e eee 49 Chapter 6 Working with PDFlyer 50 PDFlyer Overview 00 222222 c cece cece cece ccc c eee ce cece ceceeceeeeeeeeeceeeees 50 Configuring PDFlyer Settings 00000 22 ccc cece cece cece cece ceeeeeeeeeee 50 PDFlyer Toolbars 2200 22 200 c cece cece cece cece cece cece eeceeeeeeeeeeeceeeeees 54 Modifying the Document Title 00 000000000 eee cece cece cece cece e ee eeee 54 Using Multiple Monitors 20 20000 c cece eee cece ccc c eee eceeceeceeeees 54 Moving Documents Between Monitors 22200 22eeeeeeeeeeeeeees 54 Setting Multi Monitor Defaults 2 00 020000000 e cece cece ee ee 55 Rotating Pages eee 55 Inserting Pages 220 eee cee ccc cece cece cece ccc cc cece cece ee eeeeeeeeees 56 Adding a bookmark 22 0 0 000 2200 c eee ce cece eee e ence cence eeeeeeeeee 57 Exporting to a Multi Page TIFF 000 000000022 c eee c eee cece cece e cece eeeeees 57 Deleting Bookmarks 20 0 00 2200 ccc cece cece ccc ec ceec cece adioa aana 58 Deleting Pages 00 000 00000000000000 e eee cece eee eceeeeeeeeeeeeeees 58 Splitting Bookmarks 2 0 0 20 2c cece cece cece cece ce e i Ari Aerie 58 Coloring Bookmarks 2 0 0 0 2 ccc cece cece cece cece ceeecece
56. e ec eceecee cee eees 11 Suggested Workflow for Administering Scan 20 2200 0 22 cece eee 11 Configuring SCAM 2s se DSS ese tees cso esc Moiese 12 Overview of Import Archive and Export Folders 222 22 12 Setting Up an Import Folder 2 220000 ccc cece cece cece cece eeeeeee 13 Modifying Settings for an Existing Import Folder 2 2 15 Changing the Processing Order for Import Folders 22 16 Removing an Import Folder 2 0000 c cece cece cece cece eeeeeees 16 Setting Scan Defaults 2200 oe ccc cece cece cece eeeeeeeees 16 Monitoring Scan Processing with the Queue 02 0222 02 2220222 e ee 17 Changing the Priority of a Job 0 0 00000002 c cece cece eee ee cece eee eee 18 Starting and Stopping a Job ccc cece ee eee eeeeees 18 Removing a Scan Job from the Queue 2 222 e cece cece cece ee 18 Refreshing the QUEUE 2 2 2 0 eee e eee eee e eee eeeeeeceeeeeeees 19 Viewing Job History Information 00 20 00 0222 cece cece cece ee eeeeeeee 19 Verifying Successful Completion of a Scan Job 2 222 222 2 20 Accessing a Completed Scan Job 2 0 c cee eee cece eee e eee ee eee 20 Exporting Job History to an Excel Spreadsheet 2 0220 2022 21 Managing Scan Services 2 22000 cec cece cece cece eee e eee cceceeceeeeeeeeeees 21 Contents
57. e in the published 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 3 and 4 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 form name in the List of Forms pane The check mark indicates that you have completed validation for that form 5 Continue reviewing until you have completed the validation 6 Click Close to exit the Scan Validation window The system displays a message asking if you want to save the validation changes 7 Click Yes The system displays a message asking if you have completed the validation 8 Click Yes again Notes As jobs are validated the Scan Status 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 Status 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 40 Adding a Field or a Group of Fields for Extraction If you need to extract data
58. e navigation options 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 menus to track your progress through a document Use the navigation options as a way of tracking what has been done and what still needs to be done 4 Select the Commenting menu option for annotations E Set Status gt f Mark with Checkmark Open Pop up Note Reset Pop up Note Location Delete Reply Show Comments List Make Current Properties Default Properties 5 Use these standard Adobe commenting options to annotate the stamp All stamps PDFlyer provided or user defined add comments to Acrobat s Comment list when inserted to allow you to add stamp specific comments Chapter 6 Working with PDFlyer 64 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 j ae inch dpi diminishing system performance CCI Groupa Using this compression setting maximizes Scan Compression Fax or Fax Pie performance while also managing the file size Group 4 Documents that are not fed into the scanner Letter or Legal Page size correctly can create larger images that may cause File format of file output from the scanner Advanced sett
59. eeeeeeeeeeeees 59 Setting Status 00 2 22 60 Resetting Status 2222222220 60 Using the Calculator 0 0220002220 ce eee ce eee ecee veces 60 Setting Options 00022 cece ee eeeeeeeeeeeees 61 CCH Stamp Tool 2 0 0 2 200 eee eee eee ene eeeee 61 Dynamic Stamp Color 2 000 22 cece eee ccc c eee c eee cecececceeeeeeeeeees 61 Creating User Stamps 2 22220 62 Deleting a User Stamp 0 2200 00 00 22 cc cece cece cece cece cece cece eeeeeeeees 62 Working with Connectors Tickmarks and User Stamps 62 Chapter 7 Settings and Tips 65 Scanner Settings ie toners eee Ae veh ye staal ess Soe aetna Wis 65 Scanning TIPS eeren ai re a c cece ORA EERE O EEG EEE REESEN E 66 Contents v 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 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 ProSystem fx 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 Do
60. en Acrobat opens or documents are moved from monitor to monitor Select this box and enter the resolution for each monitor attached to your workstation Note PDFlyer detects the number of monitors and displays Not Present if the additional monitor option is not used on your workstation Citrix resolutions must be below 1600 x 1200 due to Acrobat Citrix screen size limitations Gap between windows in multi monitor mode in from Acrobat client window This option fine tunes window sizes when resolutions are not handled properly Default border Allows you to define the borders between the Acrobat window and the edges of the monitor for any number of monitors Leaving a space gives you access to software which may be running in the background Note See Using Multiple Monitors on page 54 for information on changing the default setting 7 Set the necessary options on the Miscellaneous tab These options include the following Hide Minimize Maximize Box If this box is selected the Minimize Maximize button is hidden The Document Title and Tab functions of PDFlyer make the Adobe Acrobat buttons unnecessary for most users Display a warning when pages are moved in Adobe s Pages Navigation tab If this box is selected a warning alerts you when pages in the PDF are moved with Acrobat Do not prompt to delete file after inserting pages When inserting pages in PDFlyer you can select to merge or append from the incoming PDF file
61. ention 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 Status window do one of the following If Scan Workstation is not running Open Scan Workstation The Scan Status window displays automatically when the program is launched If Scan Workstation is running Double click the Scan Workstation icon lt in the system tray The Scan Status window opens The following information displays for each job listed in Scan Status Folder The name of the import folder where the Scan job originated Priority 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 Pages The number of pages eligible for extraction 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 Status may get quite long You can filter the full list of jobs by searching the status listings for s
62. es 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 classifies individual documents in a Scan job by matching keywords in the scanned document with corresponding templates When Scan creates a PDF of the scanned document it also creates bookmarks in the PDF 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 ProSystem fx Tax this extracted data can be imported into client tax forms 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 inst
63. esources 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 Note If you are updating from a previous version of Scan the installer automatically detects the earlier version of Scan and removes it Chapter 1 Overview and Installation 6 To install Scan Administrator do the following 1 Log into the server or dedicated workstation where you plan to install Scan 2 Insert the ProSystem fx Scan CD into the CD ROM drive The installation program should start automatically If it does not run Setup exe from the CD 3 Click Install ProSystem fx Scan The Install Wizard displays 4 Click Next 5 Review and accept the License Agreement 6 Click Next 7 If needed change the location where Scan should create the ProSystem fx Scan Shared folder in the Destination Folder field The default import export and archive folders are added to the shared folder as part of the installation process 8 Click Next 9 Click Install 10 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 permi
64. eted pages so use this feature with caution Splitting Bookmarks a EI 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 tab Chapter 6 Working with PDFlyer 58 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 icon on the PDFlyer toolbar 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 3 Split Bookmark tracks the range of pages for the selected bookmark The selected page displays behind the Split Bookmarks window 4 Select the page for the new bookmark and click Add The new bookmark name defaults to the same name as the original bookmark with the corresponding pages that apply to the new bookmark displayed in the Split Bookmarks window The original bookmark name remains the same with the updated corresponding pages that apply to that bookmark 5 Use the Move Up and Move Down Arrow buttons to move pages from the original bookmark to the new bookmark or bookmarks You can also use these buttons to move bookmarks and their associa
65. ge Notes To open and print a target sheet you first must have a PDF reader such as Adobe Acrobat Reader installed on your computer Chapter 3 Using Scan Workstation 30 To print target sheets do the following 1 If Scan Workstation is not open select Scan Workstation from the Start menu 2 Select Print gt Cover Pages Target Sheets from the menu 3 Select the Target Sheet tab 4 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 ProSystem fx Tax Organizer order Check List Tax Organizer Topic Index Questions Electronic Filing General Personal Information etc 5 Select the type of target sheet you want to print See Using Target Sheets on page 28 for more information about each type of target sheet Single page target sheets are used before documents that only have one page 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 Lal Note 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 28 for a list of forms that Scan can group automatically without a multi page target
66. ges and target sheets See About Cover Pages and Target Sheets on page 27 for more information 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 final bookmarked PDF Configure your scanner according to the guidelines outlined in Scanner Settings on page 65 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 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 Monitor processing of the scanned images Verify successful completion of the Scan job 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 final PDF was transferred correctly Use AutoFlow Wizard to export tax data from the PDF into a ProSystem fx Tax return See Integrating with ProSystem fx Tax on page 42 for more information Complete processing without validating the data 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 ge
67. ght This arrow is not enabled in single monitor mode 3 To move the document back to the left click its tab and then click the left arrow to send to a monitor on the left This arrow is not enabled in single monitor mode 4 Click the Document tab to restore the minimized PDF file 5 Click the scroll tabs button to rotate through the documents The first document in the list becomes the active document Minimized documents are restored Chapter 6 Working with PDFlyer 54 Setting Multi Monitor Defaults The default settings for multiple monitors can be changed from Set Options The settings that affect the monitors are as follows Default window on open controlled by In a multiple monitor environment this option allows you to identify the way the PDF file opens Choose from the following PDFlyer Window Options opening the Acrobat window with PDFlyer options enabled Acrobat Default Full Size PDF Frame opening the Acrobat window exactly as Acrobat would but with the PDF window expanded to fill the entire window Acrobat Default PDF Frame opening the Acrobat window exactly as Adobe Acrobat does without PDFlyer installed Starting with monitor spread Adobe Acrobat across of monitors PDFlyer will detect the numbers of monitors on your workstation With your left most monitor as monitor 1 select the number of monitors in the spread and indicate the starting monitor For example if you have 3 monitors and you
68. he following Aa w Na 5 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 Note Once a file is imported into the queue the only way you can edit it is to stop the file in the queue 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 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 Oe a 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 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 impo
69. heets can be printed in bulk and then used repeatedly LJ 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 See the following sections for information about printing and using target sheets Using Cover Pages When used a cover page is placed on top of the documents to be scanned for a particular client The bar code on the cover page indicates to Scan that it should begin a new Scan job It also contains information about what to name the file output by Scan 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 these cover pages when the import folder for the job is not configured to allow extraction Chapter 3 Using Scan Workstation 27 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 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 image will be used to name the PDF export and archive files If your firm also uses ProSystem fx Document use the Document Routing Slip instead of the Scan cover page The published P
70. 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 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 While Scan is working with the documents you can monitor the job s progress in the Scan Status 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 ProSystem fx Tax you can also import data extracted from the scanned documents into a 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
71. ings Enhanced image Dithering Interpolated Image color Fill with Black setting Size TIF not PDF Disabled Black and white Disabled Scan 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 PDFs Scan cannot process PDFs 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 grayscale 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 affect recognition Chapter 7 Settings and Tips 65 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 d
72. kstation to the System Tray 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 Target sheets indicate 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 Chapter 3 Using Scan Workstation 28 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 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 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 Scan can
73. licking the arrow next to the CCH Stamp Tool icon and selecting the color you would like to use from the list Chapter 6 Working with PDFlyer 61 Creating User Stamps User Stamps PDFlyer provides the option of creating your own User Stamps Once created User Stamps can be used like any other CCH Stamp Note The page that is being viewed will be made into a User Stamp To create a User Stamp do the following Select Set Options on the PDFlyer toolbar In the Categories section select the box next to User Stamps Select OK The User Stamps icon displays on the PDFlyer Stamps toolbar Open the file you would like to use in Adobe or drag and drop the file into Adobe to open it hwWnN Note The file used to create the stamp must be supported by Adobe Acrobat 5 Click the arrow next to User Stamps and select Create User Stamp from the drop down list The Create User Stamp dialog displays 6 Enter a title in the User Stamp Title section 7 Inthe Stamp Scale section enter a percentage or use the arrows to adjust the percentage of the stamp scale 100 is the default size that is used for all CCH stamps 8 Select OK 9 Click the drop down arrow next to the User Stamps icon and select the stamp you wish to use Deleting a User Stamp To delete a User Stamp complete the following 1 Click the arrow next to User Stamps on the PDFlyer Stamps toolbar 2 Select Delete User Stamp and choose the stamp to delete On
74. ll PDFlyer on workstations licensed for Adobe Acrobat Standard or Professional version 7 or higher PDFlyer will not run with Adobe Reader The minimum hardware requirements for PDFlyer are the same as those for Adobe Acrobat Standard or Professional version 7 or higher If Adobe Reader and Adobe Acrobat Standard or Professional are installed on the same workstation uninstall Adobe Reader prior to installing PDFlyer If you are updating from a previous version of PDFlyer the installer automatically detects a previous version of PDFlyer and removes it Microsoft NET Framework 2 0 must be installed on each workstation running PDFlyer If you have not already installed NET Framework 2 0 it is installed for you during installation Chapter 1 Overview and Installation 5 Recommended Workflow for Installing Scan Components For best results we recommend using the following workflow to install the Scan components 1 Identify the server or dedicated workstation where Scan Administrator will be installed Decide whether the Import Export and Archive folders will be located on the same dedicated computer as Scan Administrator or if they will be installed on another server or fileshare 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 needed See Overview of Import Archive and Export Folders on page 12 for
75. lled on a dedicated server before Scan Scaled Server can be installed The operating system requirements for Scan Scaled Server are the same as for Scan Administrator Chapter 1 Overview and Installation 7 Installing Scaled Server If you are installing Scan Scaled Server for the first time do the following 1 9 10 11 12 13 14 15 Oe eS Log into the computer that you will be using as the scaled server Place the Scan CD in the CD ROM drive Browse to the Scaled Server folder on the CD Note You must install from the CD You cannot install Scaled Server by copying the folder from the CD Double click setup exe The Install Wizard window opens Click Next Review the License Agreement and accept the terms of the agreement Click Next Change the install location if needed Click Next Select the services to run on this scaled computer Click Next Enter the IP address or the computer name of the computer where Scan Administrator is installed Click Next Restart the computer that is being used as a scaled server Verify that the installed service or services will start 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 Enhance
76. me 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 Overview of Import Archive and Export Folders The Folder Settings tab in the 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 from which 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 e 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 Chapter 2 Administering Scan 12 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 or if your firm processes a lot of scans you may want to create multiple archive folders Export folders contain the final PDF files that are published by Scan As with archive folders you must assign an export
77. ment 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 hWDnN ol 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 and 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 Chapter 1 Overview and Installation 8 8 If you installed additional services on this computer repeat steps 1 through 7 to configure the other services 9 Click OK Lal 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 Installing Scan Workstation If you are updating from a previous version of Scan Workstation the installer will detect and remove the older versio
78. more information 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 export and archive folders will be located on the same dedicated computer as Scan Administrator or if they will be installed on another server or fileshare 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 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 Configure Scan for your firm s use See Configuring Scan on page 12 for more information Install ProSystem fx Scan Workstation and PDFlyer to the individual workstations These components should be installed on any workstation where any of the following tasks will be performed Document scanning Submission of scanned files for Scan processing Validation of extracted data Sending extracted data to a ProSystem fx 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 r
79. mporting the data into a tax return For more information about validation see Validation Overview on page 36 To import extracted data into a tax return 1 Open Scan Workstation The ProSystem fx Scan Status window displays 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 Select the ProSystem fx Tax product that you want to import data into You can also review the number of extracted forms and trades on this page 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 are not logged in to ProSystem fx 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 4 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 Individuals Lists social security numbers found in the scanned documents along with the names of the people associated with those social security number
80. n 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 Scan for your firm The Folder Settings and the General Settings tabs are where you configure Scan options You set up the import folders where Scan captures image files for processing on the Folder Settings tab You will use the General Settings tab to set up how often Scan checks for files to process and how many files it captures at once among other options Monitoring Scan jobs that are in process Use the Queue tab to monitor and administer Scan jobs When you open the 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 services 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 1 Install S
81. n automatically Note Microsoft NET Framework 2 0 must be installed on each workstation running Scan Workstation If you have not already installed NET Framework 2 0 it will be installed for you during the installation To install Scan Workstation do the following 1 Browse to the installation setup files at Computer Name Workstation and launch ProSystem fx Scan Workstation exe Click Next Review the License Agreement and accept the terms of the agreement Click Next If needed change the folder location or click Next to accept the default Click Install Wait for the installation to complete 7 Click Finish Se eS After configuring Scan Administrator and installing Scan Workstation on at least one workstation you can use the sample TIF test file in the ProSystem fx Scan Sample folder to verify that Scan is working properly This file is named John Smith Sample File TIF After Scan Administrator is installed and configured copy and paste the test file into an Import folder The import file is automatically detected by Scan and processed generating a PDF file in the export folder Note If you process a sample file multiple times the first instance of the PDF Export file is named John Smith Sample File TIF and each additional instance increments by one for example John Smith Sample File 2 TIF To prevent this delete the sample file from the Export folder each time you process it Installing PDFlyer Inst
82. n detects potential errors Value Lists the values extracted by Scan Corrections can be made as needed Image Displays the scanned image of the field s value Chapter 4 Validating Extracted Data 38 Scanned Tax Form Pane By default 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 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 published 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 6 Press Tab to move to the next field 7 Repeat steps 3 and 4 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 to Scan that you have completed validation for that form 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 Status window refreshes the message column for the Scan j
83. n page 42 for more information on using AutoFlow Wizard Chapter 1 Overview and Installation 2 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 PDFs Scan Administrator is also where firm level Scan options are configured For this reason only staff members with system administrator privileges have access to Scan Administrator Chapter 2 Administering Scan contains more 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 Submitting jobs for processing Monitoring documents as they are processed by Scan Validating the accuracy of extracted tax data Flowing extracted data into ProSystem fx Tax Scan is also packaged with PDFlyer a utility that gives you the ability to perform advanced manipulation of PDF files Some of the tasks you can perform with PDFlyer include Standardizing connectors and tickmarks Rotating PDF pages Rearranging the pages in a
84. nerate customized target sheets for these documents to ensure their proper classification in the PDF Chapter 3 Using Scan Workstation 25 Using Scan Status Scan Status is the heart of Scan Workstation When you launch Scan Workstation the Scan Status window opens automatically Some of the tasks you can perform from this window include Printing cover pages and target sheets Accessing the Import Assistant and importing files for Scan processing Monitoring a Scan job that is in progress 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 Status 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 Modifying the Scan Status View The File menu in Scan Status includes options that allow you to change how Scan Status displays on your monitor The viewing options available to you are listed below along with instructions for using them Always display Scan Status on top of other windows When this option is selected the Scan Status window will always be on the forefront of your computer desktop To toggle this option on or
85. o 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 ProSystem fx Suite Document This option is only available if ProSystem fx Suite is installed Open Export File Opens the exported PDF Notes A yellow triangle with an exclamation point next to the Scan job indicates that either the Archive or Export file is missing An exclamation mark Q beside a Scan job indicates that both the Archive and Export file are missing Sending Files to ProSystem fx Suite Document To send exported files to ProSystem fx Suite Document 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 ProSystem fx 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 2 Right click a Scan job and select History Chapter 3 Using Scan Workstation 33 3 If needed narrow down the list of Scan job
86. ob will indicate the number of pages that were validated Note As jobs are validated the Scan Status message changes to Validation in progress If you exit the Scan Validation window before validating all the forms the Scan Status message will indicate the number of pages for which validation is complete Validating Extracted Data Without ProSystem fx Tax Installed To validate extracted data on a workstation that does not have ProSystem fx Tax installed do the following 1 In Scan Status 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 from which data was extracted Validation pane This pane displays in the upper 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 Chapter 4 Validating Extracted Data 39 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 valu
87. ocuments 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 delicate pages in a scanning sleeve Also known as document carriers these can be found at a variety of retailers and are re usable If your source documents are TIF files print the cover page and target sheets 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 Use only very lightly colored paper for target sheets If there is any image bleed through in the scanned image it may prevent Scan from reading the bar codes Try using a lighter color paper or adjusting the contrast on your scanner 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
88. off select File gt Display gt Always on Top Make the Scan Status window transparent This option allows you to view information in windows underneath the Scan Status window 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 Status 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 gt Monitor Update Time gt 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 Status window You can select a printer to be the default printer for cover pages and target sheets using the procedure below 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 Status To select a default printer for cover pages and target sheets do the following 1 Open Scan Workstation 2 Select Print gt Setup Default Printer to display the Print dialog Chapter 3 Using Scan Workstation 26 3 In the Name field select a printer that you want to use as the default printer for cover pages and
89. orites Create a set of Favorite stamps by selecting the checkbox next to each stamp you wish to display on the toolbar Once selected these stamps appear in the Favorites drop down list on the PDFlyer Stamps toolbar The Favorites icon on the PDFlyer Stamps toolbar will display as the first stamp icon you selected from the Stamps Category list Note To select your favorite stamps you must have Favorites selected in the Stamp Categories section Dynamic Stamp color Dynamic stamp coloring allows you to change your stamps to any color When this color is changed all PDFlyer provided stamps change to the selected color Clear recent colors list Select this box to clear the list of recently used Dynamic Stamp Colors Important This box must be checked each time you want to clear your recently used colors list Rebuild Click this button to rebuild the PDFlyer Stamps toolbar Dynamic Stamp Scale You can make the connector and tickmark stamps larger or smaller depending on your needs Select the scale from 10 to 500 that you want the stamps to display at All PDFlyer provided stamps change to the selected scale 5 Set the options on the Status tab The Status tab tracks the status of bookmarks pages and Status stamps by colorizing the bookmark placing a color border around the related pages and placing a Status stamp on the bookmark or page The options you can edit are What status color would you like to use Click in
90. 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 If you need to delete empty Parent bookmarks use Delete Empty Bookmarks on the Colorize Uncolorize Bookmarks drop down menu P warning There is no way to retrieve pages once they have been deleted To delete a bookmark and its associated pages do the following 1 Select the bookmark to be deleted 2 Click the Delete the Current Bookmark and its Page icon on the PDFlyer toolbar A message asking you to confirm your deletion displays PDFlyer automatically determines how many pages will be deleted and indicates this in the message 3 Click Yes to delete the bookmark and its associated pages or click No to cancel Deleting Pages Lx Delete Current Page Delete Current 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 P warning You should not use the Delete Current Page function when a bookmark selected is a parent level bookmark that is not specifically attached to a page You cannot recover del
91. pecific text To do so enter the text to search for in the search field 4 located at the top of the Scan Status window As you type Scan Status 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 y 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 or that have a certain number of pages Tasks Limited to Administrators Although you can view information about all Scan jobs in Scan Status 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 Scan administrator Changing the priority of a job in the queue Stopping or restarting a job Resetting Validation Lock Chapter 3 Using Scan Workstation 35 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 Validation window You can validate data Immediately following Scan processing While importing extracted data to a ProSystem fx Tax return using AutoFlow Wizard After data has been imported into a ProSystem fx Tax return Your fi
92. priority or purpose Select a priority level that will apply to files in this folder ee Select a folder to use as the import folder by doing the following a Click the browse button beside the Import Folder field b 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 Note If you chose an import folder that is not a share older an alert __ Note If you ch i folder that i hared UNC fold l icon displays indicating that you must go back and choose a valid folder Chapter 2 Administering Scan 13 7 Select a folder to use as the archive for files after they are processed To set up an archive folder complete 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 an import or export folder If needed you can use the same archive folder for all source documents regardless of which import folder the documents came from
93. r 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 34 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 Monitor the progress of scan processing in Scan Status In Scan Status you can see the progress of each job in relation to the other jobs that are also being processed See Using Scan Status on page 26 for more information 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 36 for more information Note You do not need ProSystem fx Tax on your workstation to validate extracted data Validation can be performed on any computer running Scan Workstation Use AutoFlow Wizard to send extracted tax data to a client return This step is optional To export data to a tax return you must have ProSystem fx Tax installed and you must have access rights for the client s returns See Chapter 5 Integrating with Other ProSystem fx Products o
94. re attempting to access it simultaneously 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 Chapter 2 Administering Scan 23 Chapter 3 USING 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 Status 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 ProSystem fx Tax staff members can also use Scan Status 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 ProSystem fx Tax The History window provides you information on completed Scan jobs and allows you to import files into ProSystem fx Suite Document Scan Workstation is typic
95. rm should set its own standards for when validation should occur You do not need to have ProSystem fx Tax installed on your workstation to validate extracted data Validation can be performed on any computer running 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 ability is especially useful when a scanned tax form image exhibits blurring extra markings or other characteristics 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 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 or right click the Scanned Tax Forms pane and select a lower zoom level Chapter 4 Validating Extracted Data 36 Adjusting the Sizes of Individual Panes You can change the sizes of the panes by dragging the gray border between panes to a different location on the screen 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 onl
96. rs Contents Chapter 1 Overview and Installation 1 What Scan Does 22 22 222 e ence eeeeeeeeeeeee 1 Scan Processing Overview 00 0 000 c cece cece cece cece cece ee eeeeeeee 1 Scan Component _ 2 2 22 2222gnih e2c22 ge 2se0e22iee ede aIr r ieda dE 3 System Requirements for ProSystem fx Scan Administrator 3 Suggestions for Achieving Optimal Performance with Scan Administrator 4 Recommendations for High Volume Firms 222 222eeeee eee 4 System Requirements for ProSystem fx Scan Workstation 5 System Requirements for PDFlyer 02200002 c cee eeeee cee eeceeeees 5 Recommended Workflow for Installing Scan Components 6 Installing Scan Administrator 2 00 0000 2 cece eee eee e eee cece eeeeeeeeeees 6 Running Services on a Scaled Server 22 202 c cece eee ee ceceeeeeeeeees 7 Installing Scaled Server 0 00 0 c cece ccc e cece cece ceeceeeeeeceeeeeeees 8 Configuring Scaled Server 0 00 0 22 cece cece cece cece cece eeceeceeeeeeeeees 8 Installing Scan Workstation 2200000 c eee e cece cece cece ee ceeeeeeeeeees 9 Installing PDFlyer 2 0 0 2 222000 e cece cece eceeeceeeeeeeeeeeeees 9 Getting Help with ProSystem fx Scan 0 022 eee e eee eee ee cece cece 10 Chapter 2 Administering Scan 11 Using Scan Administrator 2 2 2 0 00
97. rsion 7 or higher It cannot be used with Adobe Reader The PDFlyer Toolbar is a plug in for Adobe Acrobat Standard or Professional version 7 or higher It cannot be used with Adobe Reader Configuring PDFlyer Settings Your firm may decide to identify a standard set of default settings for PDFlyer All staff members using PDFlyer can then set their defaults to match the firm standard settings To change the default settings for PDFlyer do the following 1 2 3 Open Adobe Acrobat on the workstation where PDFlyer was installed Locate the PDFlyer toolbar in the window Click the Set Options icon in the PDFlyer toolbar to display the PDFlyer Options window Chapter 6 Working with PDFlyer 50 4 Make any necessary edits on the Markups tab This tab is where you set options for the calculator tape and stamps The options you can modify include Calculator Tape Background Color Select a background color for the calculator tape or create a custom color Calculator Tape font size Select the calculator tape font size You can change the default font size for any calculator tape after it has been inserted in the PDF file Show calculator tape in a document when printing Select this option if you need to print the calculator tape with the PDF file Stamp Categories Select the stamp categories that display on the PDFlyer Stamp toolbar Connectors Letter Connectors and Tickmarks are selected by default Stamp Fav
98. rt file Then click Save Click No to delete the job from the queue and the Pending folder without saving it Chapter 2 Administering Scan 18 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 16 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 Administrator window If needed you can review the information on this 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 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
99. s An exclamation mark displays beside invalid or missing social security numbers You can continue the AutoFlow process without fixing the social security numbers as social security numbers are not imported into Tax Individual Tax Returns 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 social security numbers to match the scanned documents with existing Tax returns Secured returns are displayed in the list but are not accessible Chapter 5 Integrating with Other ProSystem fx Products 43 Important If Scan detects an iterative form an alert icon displays in the upper right corner Although it is not required we recommend that you validate iterative forms before continuing To validate iterative forms click Validate in the upper right corner of the window This is a good idea for the following reasons Prior to import AutoFlow Wizard considers the individual line items as parts 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 the issuer name field which is used for
100. s 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 PDF export 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 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 Status window is open drag the files to be processed to the Scan Status window If neither Scan Administrator nor the Scan Status window is open open the Import Assistant from the Start
101. s option to automatically hide empty parent level bookmarks when a PDF file is opened Display prompt to hide empty bookmarks on open If you select not to automatically hide empty bookmarks when opening PDF files by accepting the default for Hide empty bookmarks when opening a PDF you can be prompted to hide empty bookmarks if they exist in the PDF file Do not warn when default stamps location cannot be found If you want to be warned when default stamps location cannot be found clear this box Chapter 6 Working with PDFlyer 52 Default window on open controlled by In a multiple monitor environment this option allows you to identify the way the PDF file opens Choose from the following e PDFlyer Window Options opening Acrobat with PDFlyer options enabled e Acrobat Default Full Size PDF Frame opening the Acrobat window exactly as Acrobat would but with the PDF window expanded to fill the entire window e Acrobat Default PDF Frame opening the Acrobat window exactly as Adobe Acrobat does without PDFlyer installed Starting with monitor spread Adobe Acrobat across of monitors With your left most monitor as monitor 1 select the number of monitors in the spread and indicate the starting monitor Configure multiple monitors for Citrix Published Applications If you use multiple monitors in a Citrix environment you must define the resolution of each monitor so that PDFlyer knows where to place the windows wh
102. side the Status Color square to open a color selection window Select the 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 e Selected Bookmark s Click this option to set the status color on the selected bookmark only e Bookmark Style Select the style of the bookmark text Options are Plain Italic Bold and Bold amp Italic The default is Plain This option is only available if Selected Bookmark s is selected e Selected Page Border s Click this option to set the status color on the selected page only A color border displays around the page Chapter 6 Working with PDFlyer 51 e Status Stamp Select this option to apply a Status Stamp to the selected page only If you would like the Status Stamp applied to multiple pages in a bookmark select Selected Bookmark s e Status Stamp text initials name etc Enter the text that displays on the Status Stamp If no text is entered Status displays by default 6 Make any necessary edits on the Startup tab The Startup tab contains PDFlyer options available upon startup These options include Activate Bookmark Move function on Open If this box is selected moving bookmarks will automatically repaginate the PDF files To move a bookmark and its corresponding pages do the following i Verify that Activate Bookmark Move function on open is selected ii
103. ssion 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 for you 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 Browse to locate the file 11 Click Next 12 If prompted to restart your computer you can select to restart now or later You must restart before you can configure Scan Administrator and before you can install Scan Workstation 13 Click Finish to close the installation window 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 insta
104. t Folder on page 13 for detailed information about the settings that are available on this tab hwWnN 5 Click Save to apply the changes Chapter 2 Administering Scan 15 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 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 processing before changing the folder order To move an import folder up or down in the list do the following Open Scan Administrator on the server or workstation where Scan 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 ST D aa Click Save to save your changes 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 Removing an Import Folder The following procedure disables Scan processing for
105. tamps to be positioned independently of the functions on the PDFlyer toolbar Each of the PDFlyer toolbar icons is discussed in the following sections Modifying the Document Title i Document Title The title for each document open in Adobe Acrobat displays in a tab on the lower part of the window You can use this tab to navigate between PDF documents as needed You can use the Document Title button to add or change a document title Doing so only changes the title in the Adobe Acrobat window It does not change the file name To add or change a document title do the following 1 Click the Document Title icon to display the Document Title Edit window 2 Enter a title name Only 10 characters display on the PDFlyer toolbar 3 Click OK to save the new name and display it at the bottom of the Adobe Acrobat window Using Multiple Monitors B Switch to Multi Monitor View The Switch to Multi Monitor View button controls the feature that allows you to work on up to five monitors at one time In Multiple Monitor View the Acrobat window displays across the available monitors To turn the multiple monitor function on or off click the Multi Monitor icon Moving Documents Between Monitors To move a document from monitor to monitor do the following 1 Select the document that you want to move by clicking its tab 2 Click the right arrow at the bottom left corner in the Adobe Acrobat window The document is sent to a monitor on the ri
106. ted pages up or down in the list 6 To remove a bookmark added in error select the bookmark in the list and click Remove PDFlyer always retains one bookmark in the list You cannot remove all bookmarks using this function The Remove button is only available when a bookmark is selected 7 Once you have added all new bookmarks and assigned pages click OK If you did not assign pages to a bookmark you will receive a message telling you that the insertion of the orphan bookmark was skipped Make sure you assign pages to all bookmarks you want to keep New bookmarks are created at the same level as the original bookmark If Scan is integrated with ProSystem fx Tax the new bookmark will be compliant with tax integration 8 To rename a bookmark in the list select the bookmark and click Rename Coloring Bookmarks E Colorize Uncolorize Bookmarks The bookmarks in a PDF file can be colorized using the Colorize Uncolorize Bookmarks icon 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 Light Gray Unpopulated Parent level bookmarks Black Populated Parent level bookmarks Blue Unpopulated Child level bookmarks If a Child level bookmark is dragged into an unpopulated Parent the Parent level bookmark does not automatically change color Note Colorize bookmarks on Open will not change the
107. uired can be significant Multiply your network bandwidth by a factor of 3 or 4 or more depending on your workflow to accommodate the image data that will be transferred We recommend that you set up Scan Administrator as a discrete sub network isolated from other LAN applications to accommodate system traffic Chapter 1 Overview and Installation 4 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 and generate cover pages and target sheets prior to the initial scanning of Scan jobs Component Minimum Recommended 800 MHz Intel Pentium class 800 MHz Intel Pentium class processor or AMD Processar processor or equivalent Opteron AMD Athlon64 or AMD Athlon XP processor RAM 512 MB 512 MB 30 MB for program files Disk Space 10 MB for temporary data files 30 MB for program files 10 MB for temporary data files Windows XP Professional Service Pack 3 Windows 7 Operating The following operating systems are not supported system Operating systems pre dating Windows XP Windows XP Home Edition Windows Vista Home Edition Microsoft NET Framework 2 0 Operating Bath Si Software If Microsoft Office is installed the most recent service pack must be applied before you install Scan components System Requirements for PDFlyer Insta
108. us Stamp on the Set Options window it will not be removed Select the Status Stamp and press Delete to remove it Using the Calculator J Calculator PDFlyer includes a 10 key calculator that produces an electronic calculator tape that can be attached to a PDF file To open the calculator click the Calculator button on the toolbar Chapter 6 Working with PDFlyer 60 A calculator tape can be printed with the PDF file if the Show calculator tape in a document when printing box is selected in Set Options Click the To PDF button to place the contents of the calculator tape area in a text box on the current page of the PDF file The color of the calculator tape and the font size used on the tape can be customized from the Set Options icon on the PDFlyer toolbar Changing the font size is useful when the tape is too long to fit on a short slip The font will also resize itself automatically when you change the size and the shape of the tape The calculator tape can be resized to fit on a specific portion of the page and the font on the tape will adjust accordingly By default the calculator tape will be placed in the upper left corner of the page You can move it by dragging it to another location on the page The calculator tape text box can be rotated independently from the page on which it is placed Once the tape is in the PDF file right click the tape and select Edit Tape to continue your calculations From the right click menu you
109. want Acrobat to open on the left monitor set starting monitor to 1 To open Acrobat on the right monitor set starting monitor to 3 Configure multiple monitors for Citrix Published Applications This check box is blank not selected by default If you are using multiple monitors in a Citrix environment you must define the resolution of each monitor so that PDFlyer knows where to place the windows when Acrobat opens or documents are moved from monitor to monitor Select this check box and enter the resolution for each monitor attached to your workstation PDFlyer will detect the number of monitors available and displays Not Present if the additional monitor option is not used on your workstation Citrix resolutions are restricted to below 1600 x 1200 due to Acrobat Citrix screen size limitations The default resolution is 800 x 600 Change the resolution to match each monitor attached to the workstation Gap between windows in multi monitor mode in from Acrobat client window Used to determine how much space there is between the windows in a multiple monitor setup You can adjust this gap if documents are overlapping the center divider which sometimes occurs if you are using different sized monitors This option fine tunes document window sizes when resolutions are not handled properly The default setting is 2 and should accommodate the space between most monitors Default border Used to determine how much space there is between the Adob
110. window when the import completes This option is only available if you have installed the ProSystem fx Suite version of Document 12 Click Finish Chapter 5 Integrating with Other ProSystem fx Products 45 13 Select Yes if you are prompted to apply an authorization 14 Click OK When the import is completed the validate file will have been 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 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 ProSystem fx 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 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 hi is appended to the exported PDF file You can access this file by double clicking this icon on the first page of the PDF This embedded spreadsheet is a record of all the gain an
111. y 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 mporting Extracted Data into a Tax Return on page 42 for instructions P Note See Adding a Field or a Group of Fields for Extraction on page 40 for information about extracting data from fields that Scan did not automatically extract data from To validate extracted data on a workstation with ProSystem fx Tax installed do the following 1 In Scan Status double click a job marked as Ready for AutoFlow The AutoFlow Wizard window displays 2 Select the ProSystem fx Tax product that you want to import data into You can also review the number of extracted forms and trades on this page 4 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 are not logged in to ProSystem fx Tax the system prompts you to log in If you selected Global fx Office T

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