How To Sign Pennsylvania Banking PDF

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all right good morning and welcome to print and PDF options in tax like.oh my name is Cameron Peters and I'll be your presenter today I'll show you my photo quickly before we get too far along just in case you don't know what I look like that's me on the left I've been doing this tax software thing since 1985 so we probably should update that I'm done this for 32 years now and originally I created can tax and profile and I have so much fun working with professional tax preparers that I've just carried on okay so there's a couple of things that we're going to talk about today and actually I think I'm going to reverse the order that these slides come in so our agenda today I'm going to talk a little bit about print sets and form selection I'm going to talk about printer settings I'm going to talk about some things you can do with PDFs including file naming we'll show you how to email a PDF I will also show you how to do that securely using a courier dot CA then we'll you know do some standard stuff printing a full return the difference between quick print and single form print also family printing and if we have time batch printing and I'm planning on talking about 45 minutes so I'm going to try and wrap things up at about 11:45 now the first thing I want to mention is just what exactly is the print set and we talked about that on this slide and a print set is basically group of forms it is the ordering of the forms as well so you can print the forms in any order you like and princeps are associated with specific printer settings which relate to the actual printer itself whether it's Adobe Doc cycle your HP printer LaserJet and and a prints that also includes a condition that you can set yourself so we're going to talk a little bit about that of course tax cycle comes with everything set up to work for the most car ways of printing and working with your clients but you can customize it as heavily as you like you can create an unlimited number of print sets and you can add different conditions you can print them all to different printers etc etc so printing can be as simple or as complicated as you like and you can automate lots of little things in the office by setting up different print sets and managing the conditions so let's talk a little bit about that now I'm going to open up tax cycle and we'll close the slides because I'm not very good at the slides and we'll start with tax luckily you can see my lovely children in the background there they're always entertaining although one of them didn't want to go to school today which was a little stressful but we did get a rover get her out the door and to school which allowed me to come to work okay so what I'm going to do is take a look at our printer options well I'll just open up the options here and all of the options in tax cycle are managed here in this single window and that allows you to easily share them around the office and stuff not the subject of today's webinar but that's the reason why everything shows up here in a single dialog and you'll notice that down the left hand side we have a few headings you know the general tax cycle settings and then we have the settings for each module the t1 t2 t3 and today we're interested in in this item here which are the print settings so I'm going to click on that item and tax cycle is asking us to select a year so for all of the years the tax cycle supports going back to 2012 you can have a different set of prints ads now you can copy those back and forth to other years and we'll talk a little bit about how you can do that in a few minutes so here is our 2016 t1 print sets and up at the top here in this section is a list of all of the princess that tax cycle comes with by default so you can see there's a few different items here there's client copy there's an E file copy there's the CR a condensed copy that's the form that you need to or the the forms that you need when your paper filing a return slightly different list of forms when you're doing multiple jurisdictions then an office copy which you may or may not use and a few other forms which relate to filing a TP 1 now up in the left hand side you can see that I've selected the client copy here so that's the print set that we're looking at and over on the right hand side you can see the list of all of the forms that are in this client copy so there's a lot of them a long long list of course it needs to cover off every possible scenario now tax cycle will only select the forms to print when they're relevant to the actual tax situation based on the logic that we've determined okay and up above that you can see the print the printer settings so all of these options which appear here relate to the actual printing of the forms that are shown below and you can see that I've selected to print the client copy to the Adobe PDF when the PDF is generated I want to save it with the tax return I want to name the PDF using these parameters so it's going to be the last name comma first name the return type the return year and that's it there we're not putting a password on the file when we open up the PDF we have a few options about how it will appear within that PDF viewer now not all PDF viewers support these settings so it depends very much on the PDF viewer that you're using or your client is using whether these settings will be considered and then after we generate the PDF we also have an option to print it or to open it or to just do nothing kind of leave the file in place okay so there's kind of an overview we have our print sets over on the left-hand side here we have the list of forms that are actually in the prints at and we have all of the settings which relate to how that print set will be printed up in the upper right hand corner now we show in this upper right hand corner the most common settings that you'll use most frequently if you want to change some other options there's this little show more button if you open that up there's a few other things that you can control and you get a bunch of other settings that you might want to adjust but we get when that is open we don't have much room to show the forms down here so by default we just collapse that and you can open that up when you need it okay now in order to illustrate some of the print options I'm just going to create a very simple tax return here so I'll click OK and then I'll click create a new return we'll ask tax cycle to make up a social insurance number and we'll just say you mr. or mrs. doesn't really matter happy client probably because they're going to get a big refund now over on the left hand side you can see the toolbar allows us to see the list of forms the list of review messages are down at the bottom we can see the print and PDF settings now here in this view we can adjust the relative size of everything so I can move this up if I want I can see that tax cycle has selected the client copy the e-file copy and the office copy for printing and down below that it's showing all of the forms that have been selected so this is the full list of those items now for individual clients I can decide which princess I want to print just by ticking or unchecking the boxes over here so for instance the e-file copy this efile copy is paper forms that still need to be printed when you're electronically filing a return in this case there are none so nothing appears down below the office copy has these particular forms selected and you can see the order and you can see that they've been selected here so let's do some of the very simplest print configuration to get started and to do that I'm going to open up the print options and there's a little shortcut that allows me to do it here just by clicking this little wrench here that will take us back where we left off over here and showing our t1 26 print options now I mentioned that you can control the order in which everything prints so let's say I want to print the office copy first so I can look at my list of print sets here I can click on the office copy I can drag it up to the top of this list and then I'll click apply just for fun and then we can see the tax cycle rearranges these print sets to print in the order that I've specified so I can change the order of all of these print sets I can also change the order in which all of the forms appear in those princess and once again that's as easy as just dragging and dropping the forms that appear in this list so I can take the client invoice and I can drag this up above the client letter then when I click applique or when I apply you'll see that over on the left hand side now the order in which these forms appear is now reflecting the order that I've selected here now some of you might say you know tax cycle prints way too much stuff I just really like to print the invoice the letter and the t 183 and maybe some of the summaries so we can do that too by changing the list of forms that's that's in the princess so let's select the client copy here because that's what we're going to give our client let's say we want the T 183 to be at the top so I'll drag that to the top that's something your client has to sign so maybe you want it on the top of the pile the next thing you want them to see is the invoice and then you've got the client letter I'm just making this up and can be whatever order you like and then down at the bottom of this long list of forms we've also got some summaries and things so what I want to do is delete most of these forms because I'm not going to print them for my client I'm just going to give them the summaries so the way that I can delete those is I can click the first item on the list here then I can scroll all the way down to the very bottom and I can press the shift key and then click the last item in the list and when I do that you can see that now all of those forms are selected so then I can right click on any one of the individual forms and say delete them so now my print set is showing a much smaller list of forms and let's just delete a few more things here now I can also delete one-off items just by hitting the little X that appears over on the left hand side that's a perfectly reasonable way to do it as well but what I'm going to do is just go down from let's take this actually we'll go from here down to the summary I'll do the same tricks trick that I had before just shift and click then I'll right-click and delete the selected items and now I have a much shorter list of forms here when I click OK and we go back to this you can see the tax cycle is now just selecting a few forms in the order that I want them so that's the way you can adjust those forms if you want to add something to a print set it's pretty easy as well so the list of forms that were printing appears on the right here you can see that there's a little notice to say that we've deleted some forms that tax cycle normally includes if I click on show missing forms over on the right hand side in red Earth's very on the left hand side we see a list of all of the forms that tax cycle has would normally include but you've deleted them and of course that's totally fine you only have to print what you want so if I show all the forms you can see that we see the forms that are that are available and we see son of ones that are missing filling in red now if I wanted to add something say I want I like to print the optimisations worksheet I can add it by clicking the Add button over here so if I click add the optimisations item will appear down at the bottom if I drag it I can drop the form into the position that I want so maybe I want to indicate the pre-authorization Det results I want that to be second on the list so I can add things to the forms very easily as well okay and if click OK you'll note that this has been updated to reflect that so the optimizations are showing here the PA D results do not show there and that's because they're not relevant to this return because we haven't actually done a pre-authorized debit okay now there's a few fancy things we can do with the print selection as well well it's all pretty fancy actually we'll go in to our print options and we can see the list of all of the items that are selected here and if we right-click on this we can control a little more of the print conditions so for instance if I right-click on the T 183 I can see that it says show this in the print set when it's used and select for printing when it's used now in some cases you might have forms that you want to have available to print but you don't want tax cycle to print them automatically you just want them to show in the list and if you want the form you're going to tick the box over on the left-hand side and the print car in the in the print section for the individual item so for one thing that we could do is we could say well for about t 183 I want to show it when it's used but I don't want to select it for printing because I might have printed it individually when I'm efiling it and then I don't want to print another copy for the client when I'm filing it but maybe I will in some cases so when I do that I've selected showing the prints at when you use but do not select one print I can click apply and we'll click OK and you can now see in this office copy where I've adjusted this the T 183 shows but the box is unchecked so that means it's easily available for you for printing if you want to print it but tax cycle isn't selecting it automatically and then when you want to use it you can look in the print set tick the box and then tax cycle will print it for you or you can leave it untucked and it won't so that's just a little extra level of control and whether you want those forms to appear in this list so you can quickly select them or unselect them if you need to and of course whenever you make changes to these boxes that those settings are saved when you save the return so you can adjust your print settings for an individual client as you go so for instance this sidebar kind of works a little bit like a print preview so I can see exactly what's going to print I can print click on any one of these forms and I can see the contents of those forms and I can say you know what you know this efile worksheet you know sometimes I like it but this time it's fantastically uninteresting so I'll just untick the box when we entick the box you'll see that there's a little asterisks over on the right-hand side of that form there and that says that the the selection of this form for printing is overridden and to remove the override I can just hit that asterisks there and then it'll go back to whatever the default selections are which is whatever you've made them okay so there's quite a bit of stuff we can do with these print print sets including creating new print sets so let's do that now before we move on and one common scenario that happens is you have to print at7 dra if your clients has about has a balance owing they can then take that to the bank and use it to make their remittance so let's show you how to create a new Princess and I mentioned before that there's an unlimited number of print sets that you can create down at the bottom here where my mouse cursor is you'll notice that it says new print set 1 I can double click on this and then tax cycle will allow me to give it a name so I can say t77 DRA and then I want to add the t7 DRA form from this list down at the bottom so I'm going to just search for it will search for p7 DRA and here is the form so I can drag that form over on the to the right which of course is following this direction here drag drag forms from the left to add them to this print set drop them there and now I have my own little very short princess now I said before that you can have an unlimited number of print sets and if we scroll down here you can see that now there's another new print set so anytime I add a form to a new print set tax like will create yet another blank print set for you to use if you need it so they're a bit like zombies there's more being created all the time as soon as the first one is used another one pops up below okay so we've got that t7 DRA formatted to this print set and we'll click OK here and we'll see what happens over on the right-hand side or on the left inside now you'll notice that the t7 DRA appears here but the printer is showing as grayed out and there's no t7 DRA appearing in this list and the reason for that of course is this is zero balance due so you wouldn't need to put the t7 DRA so tack cycle is basically telling you that here now if we want we can let's just create a little balance owing so we'll add a new t4 and we'll put in a little bit of employment income and we won't put any tax owing then you'll see that our t7 DRA print set is now lit up and the printer is available now one of the more advanced topics that you might want to do is have this print set not show up at all when there is no balance owing on the return and you can do that very easily let me go to the balance due a refund field so this is the refund or balance due value and this is the actual variable that represents the value that shows here now I can use that in my relevant conditions now this is sort of set up to work best for templates but I'm going to click on this button here and then that copies this little variable into my clipboard and then I'll open up our print set here and I'll go down to the t7 DRA which is what we were working on here and then what I want to do is put in a relevant condition so I'm going to copy this in and I'm just going to delete the little markers that are used for the template and I'm going to say show us the t7 DRA only if that value is greater than zero so basically I've just taken that field code and I've said if it's greater than zero show me that item and if we apply this here and I've done this correctly you can see the t7 DRA shows and if I go back here and we'll remove the employment income from this return so that it's no longer a balance do return you'll notice that that t7d our age drops off the list so you can use any of the values in the return to set up your printer conditions over here and if you like to have lots and lots of different print sets to cover off different scenarios you can determine whether they show by using that relevant condition and the same thing goes for the used condition the used condition indicates whether this little tick box is checked the relevant condition show indicates whether the the the princess shows up in this list at all so there are two separate things one makes it show up one actually selects it so it can be a little more flexible there and of course we can move this item up to the top of the list okay apply that just for fun now print printer settings this section that appears over on the left or right hand side here will vary based on the printer that you have selected so right now I've selected the default printer for my system that allows me to determine whether I'm you know using duplex if I'm printing on duplex this printer doesn't support duplex so that's not showing as an option if my printer supported duplex you would see that here I can control you know whether it's grayscale or color I can control the language whether it's the taxpayer's language or always English or always French I can control whether the instructions print I can print a draft watermark on the form control whether the dates print whether it friends the tapes and memos attached to specific forms etc etc so there's lots of these settings that that you can control now those will change based on the printer that you have selected so if I select this LaserJet Pro you might see some different options here if I select Adobe PDF you'll see the options which relate to Adobe now for those of you that use cutepdf or some other add-on PDF printers we recommend that you select the Adobe print printer from this list because it supports bookmarks so for instance I have the Foxit phantom PDF creator attached to this computer I've installed it but if I print using that one I won't get the bookmarking the top cycle does for you that's only available through this one which is why we highlight the little item that says bookmarks there so we recommend that you do the Adobe one we license it from Adobe and we have to pay for it it's something like $10 for every copy of tax cycle that we sell so we want everybody to get their value out of it or we want to get our value out of make sure you're using the Adobe PDF 1 now if you have a super duper fancy printer you know one that staples and does other things you can control any options that your printer manufacturer makes available through this advanced setup link here now when you click advanced setup tax cycle opens up whatever dialog the printer manufacturer manufacturer provided so these are all the things that are available you can make whatever setting changes that you like I can turn on this grayscale I don't know I can reverse the page order whatever all these different things that HP provides for this particular M 252 DW printer and then when I click OK tax cycle will use those settings and you see that some of the items have been dropped out of this list because you're using the dialog to configure those things when you go back to advanced setup tax cycle will remember all of the settings that you had set up for that printer if you want to go back to using tax cycles settings directly here if you click the Clear button you bring control back to this dialogue but of course this section doesn't control all of the fancy options that you are HP or Samsung or whatever printer might provide all right so there's a little bit about those print settings we talked about some sorry PDF settings controlling how the view opens etc etc now let's actually print something and we'll go click apply here okay I don't have to put you don't have to print click apply you can just click ok some reason I have a compulsion to do it and I'm not sure why it is now when you want to print something there's a number of options down at the bottom I can say print everything bring all the prints out all the details here if I click this it's going to print the office copy to an Adobe PDF it's going to print the client copy to another Adobe PDF it's going to print the t1 e-file coffee you can see this is deselected there's no forms that in this princess that actually are required here if I wanted to print just the office copy or just the client copy I can click the printer button which appears for the right of the little print set box tax cycle opens up the item here formats it prints it spools it out and then when it's all done this will go away now while that's happening you can continue to navigate around the tax cycle return or figure out the next thing that you actually want to print now as I mentioned there's a couple of PDF options if we click the edit button here tax cycle will take you just to the print settings so that will look kind of familiar because it's the same settings that appeared in the upper right hand corner of the print options I can edit just those here and when I save them they will apply to all of my client copy printing so you can see that I'm creating Adobe PDF I'm saving it with the tax return I'm creating a file name now if I want I can change the way this works so maybe I don't like the default way that tax cycle names these files so I can use the drop-down and I can say what I want to have is the clients name and then the next thing I want to have is a space and then I want to have the date so I'll put the date in like this I'll just click date you can see it gets added up above I want a space I can just hit space if I like to have the time I can add the time there maybe the fact that this is a t1 return it's not another space of t1 return and then I want to have another space and we'll have the tax year there's a few other items down here you know year-end this is more relevant for t2 s etcetera etc and then I can when I'm all done with that save these settings now when I hover my mouse cursor over top of this field you can see the tax cycle is showing you how it's going to name it so that's the first item that appears in the little flyover so it says happy client then we have the date the time the t1 and 2016 and then when I generate PDF tax cycle we'll use all of those parameters so these print settings are attached to this print set and the print settings that we have in tax cycle are really powerful because we also attach the print settings to individual forms when you print forms on their own so for example if I wanted to print the five year summary and this is going to be very boring because we haven't actually entered any data but if I right-click on the on the client five year science client summary and say print the selected pages tax cycle will bring up a dialog box and it will allow me to set up how I want this to be printed so let's say when I print this I want to print Adobe PDF and I'm using Adobe a lot just because that way you can see the results of the printing after the PDF is generated we want to open it up that file name is fine we want the t1 the list of forms the date we can add a password to the file if we want we can indicate the zoom level we can have it in the taxpayer's language form color blah blah blah we can say we want the date and the time so I'll add the time to the list and then down below here it says save these settings for the five-year summary now what this means is that every time I print to five your summary tax cycle is going to remember the way I've set this up and it will suggest these settings so now if I right-click on the client on the tax summary choose print selected page as you can see it's selected the Adobe PDF etc etc now another form left the t 183 when I print those pages it's using whatever defaults I set up that time and in this case I've set up a save to or email we're going to send the T 183 cover email via e courier so the settings for individual forms can be different and if I want to just do a quick print the difference between print selected pages and quick print selected pages is print will give you the dialog box that allows you to confirm all those settings that you've set up quick print is just going to load up the settings that you set for last time and saved and it's just going to use them so if I go quick print it says okay we're going to save this PDF as this generate the PDF we said we wanted to see it when we're done so we'll see it using Adobe Acrobat Reader say yes and there we can see our form now if we want to be fancy yet if we select print selected pages and when we open up that I want the PDF navigate navigator to be open to the bookmarks so I'll select open bookmarks will save this five-year summary I'll just generate it directly that file already exists and we get a little confirmation you can see the tax cycle opens up this and it's showing us the bookmarks over on the left-hand side so the bookmarks are more useful if you're printing a little tax return if you're printing a one-off form like a t1 a t3 or whatever normally I would recommend that you don't show those because it just uses up screen space but of course it's up to you okay now let's talk about actually sending this to our clients so let's print the selected pages again and then where it says save to our email it says it gives us a number of options so we can prompt to say but we can save it with the tax return we can put the file on our desktop we can specify a folder or we can send it using email or II Korea and there's a number of different email cover letters that we've got set out here now this is a five-year summary so we don't actually want to use any one of those cover emails so what I'm going to do is cancel this right now and I'm going to go to my tools and I'm going to open up my template editor and Jack cycle has to scan all of the existing templates so it takes a second to do that so we've got our template editor and let's look at one of the one of the templates and just for simplicity I'm going to hide the preview because we don't have a lot of room here I'm going to clone this existing template and then I'm going to make some changes to it so I'm going to go to my properties here and this is where we can set that up so I'm gonna call this a summary cover letter and we're going to call this the summary cover letter and we're going to make this a unique template because we don't want it to replace the existing client copy template because I still want that one to be available this is an email template so that's great and the subject line that we want to show is here is your five year summary so I've set that up and we can also I haven't done this in front of an audience before but we can use some of the variables here so let me copy that we can yeah that will show their name and here's the actual template we have attached a cop copy of your just change this five year summary blah blah blah so you can create as many of these templates as you need if you have some common scenarios so like maybe you've got a print set that you use when somebody is going to get a bank loan so you could have a you know a bank loan template or something like that now when I'm all done here I'm going to save this it saves it as a tax cycle template I should show you one other little trick here if we want to create this template just one time when we want to use it for all the different years of t1 we don't have to maintain that if you under module here where it says t1 2016 I want to say make this available to all of these other years and it's like okay so now that template is going to be available to all of my t1 years but now let's close this we're gonna save this that is great and hopefully if everything is right we've got that so now when I go to print this I can say print the selected pages and in save to our email I'm going to say we want to email it and we want to use our summary cover letter and then I'm going to save all these settings because every time I send a file your summary I want to use that cover letter and I will now generate the PDF and if I've done everything correctly it will then open up the email template you can see that it subject line is here is your 5-year summary happy of course happy is the name of our taxpayer it's named the file using this the convention that we provided and then it's using the template here to say we have attached a copy of your five years so we thank you for the opportunity to be at service blah blah blah now we can do the same thing more securely by using a courier and hopefully lots of you are using Iker of your accounts and if not you can try it out intact cycle by setting up a trial account you'll find that under your options I'm just going to add my options here to my quick access toolbar so I can open them up here there's a setting for a courier up at the top I need to actually click it so when I enter that you can connected my e courier account which is awesome now when I I send the five-year summary I could say let's print that and instead of emailing the five years summary cover letter I want to use a courier so now the process is almost the same except instead of out opening up outlook tax ICO will open up a courier I'll save those settings well generate this PDF tax cycle opens up a courier I'll click login then tack psycho will attach all of the deef details if I've entered an email address for the client they'll be selected but you can see the description is here's your your tax summary and then here's all the data down below and the attachment is down here so I can just then send it securely so we're integrated directly into a courier which allows you to send these things nicely and security okay so I haven't followed everything exactly in order but what I'd like to now talk about is printing a full return I do that by clicking this box down at the bottom that will print everything that's selected all of these items as indicated I'd also like to look quickly at family printing and if we look under the file menu you can see we have print PDF family and that will show us a list of all the family members now in this case there's only one family member so let's make it a little more interesting by getting married so happy is going to get married we'll make make make him or her married and he is he or she create a new - not quite that's happy happy they're two their last name now in the file menu under print PDF family you can see that the all of the different family members appear here and f course that applies to dependents as well so if I add another dependent and we create a return we want to create a new return for this and my kids are grow to you right now so now under file print family you can see that all of the items appear there and it'll scroll off to the side if you need to you can select individual forms and print individual forms from this list if you need to you can unclick items you can unclick sets so that you're just printing what you want and then this big print selected button at the bottom will do all of that okay so now let's just generate the social insurance number just so that we're not breaking anything when we save the file and then I'm gonna save it save as I don't have my default set up very nicely right now that's not the focus of this so I'll save this return here and then I want to talk very briefly about batch printing with the client manager so to do that I'm going to close this file and I'm just going to do a search and client manager by pressing enter in the client manager search bar so this is a list of all of my clients now it's not very often that you want to print every single client that you've got so I'm going to use my quick searches and I'm going to say show me my 2016 t1 files there I've got a list of all of my 2016 t1 s now I can add other conditions using the filters down below so I can say you know just show me their returns where they have you know e file is transmitted and then if a file is transmitted is yes now I haven't actually filed any at lease which is why none are showing maybe I want to print only the ones where the e file transmitted is no so I can control all of that here by creating these creating that filter item there and then to actually to do a batch operation with these what I do is you know from this list select the clients that I want and in the upper left hand corner I can select all of them so now I've got my batch of seven batch items and when I actually want to start the batch opera I just click on that button and then tack cycle takes me to the batch operation now tack cycle does this in the opposite order to what lots of other software does so you know if you used profile or contacts you'll say I want a batch print and then you select all of your clients in tact cycle you select your clients first and then you do the batch operation and the reason is that you know then I can say well first I want to transmit these and then what I want to do is print them so you can actually use the same selections to do something do a few different operations now we're not talking about e-file today so you'll notice when I select transmit and if I select t1e file none of these returns are actually eligible for electronic filing because I haven't actually haven't set them up and signed off all the review messages so you can see everything is grayed out and nothing's going to happen what I want to do is print so I'll select print I can see the list of all of my files here and if I click start tax cycle we'll go through and print print each one of these returns and I'll watch the client copy you'll notice that the order is a little is not necessarily the order that I've chosen its printed because this is basically two families so it prints one family first and the second family after actually two families and an individual taxpayer so you can see it's printed and I see my status over here alright so we've covered princess form selection advanced printer settings PDF settings emailing a PDF talked about a courier printing a full return as we've talked about printing individual forms and the difference between printing and quick printing we've family printed and we batch printed and it is now eleven forty eight which is three minutes longer than I said I would keep you so at this point I thank you very much for your time and attention I hope you're all having a very productive and successful tax season I hope there was some helpful tip it's in there that will help you print exactly what you need to print for your clients and no more so with that I will leave you have a great day and we hope to see you again soon