When completing the Portable Document File (PDF) Wizard there is an Encrypt PDF file checkbox in both the Specify PDF file details and Specify email settings screens.
Selecting to encrypt the PDF file
Encrypting enables you to protect the clients privacy by applying a password to the file. Whoever opens an encrypted file must enter a password before they can read it.
For example, when one of your clients receives a PDF of their tax return via email and tries to open it they will be prompted to enter a password. If they do not enter the correct password it will not open.
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PDF passwords are case sensitive. |
Practice Configuration Settings
The PDF defaults are set:
for the Practice in the Control Record Defaults (Utilities > Control record > Defaults Tab) or
for the Agent Defaults (From your Tax ledger, click Maintenance > Agents > Agent Properties > Defaults Tab) and result in the PDF wizard is as shown here:
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Your practice can set their encryption policy for the practice as a whole as well as for each agent of the practice. Refer to PDF Encryption. |
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Selecting Output TypesFor all returns the first step includes these options to:
Save the PDF document to disk - including removable, flash or network drives.
Generate a PDF document and attach it to an email - This requires a compatible email program such as Outlook.
Preview a copy of the PDF document - this opens the PDF using Adobe Reader providing all the functions available that product.
If the document includes components not flagged for electronic lodgment then these 2 options are provided:
Include all Schedules with PDFs - to produce all schedules attached to the return that can be produced as a PDF.
Include only Schedules that can be Lodged on Paper - to produce all schedules attached to the return that may be lodged on paper.
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Specify PDF File DetailsThis screen will display if you elected to Save a PDF file to disk. It enables you to specify the location and filename for the document you are intending to Save to disk.
This step gives you the option to:
Type the filename and location (path) directly into the space provided, or
Select Browse... to locate the folder in which to save the PDF file and enter the filename.
Encrypt the PDF attachment: This checkbox always defaults to ticked. The checkbox can be de-selected, if your encryption policy is Prompt. For information on the Encrypt the PDF file checkbox, refer to Encrypting the PDF File.
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Specify E-mail SettingsThis screen displays to record the details of the recipient for the document you intend to generate and email.
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When emailing an encrypted PDF, send the password to the client separately. |
This step gives you the option to enter:
Recipient's E-mail address: The e-mail address does not have to be entered in this screen. It can be entered after the PDF wizard has finished when the e-mail message appears.
The subject line for the e-mail: The subject line does not have to be entered in this screen. It can be entered after the PDF wizard has finished when the e-mail message appears.
Encrypt the PDF attachment: This checkbox always defaults to ticked. The checkbox can be de-selected, if your encryption policy is Prompt. Refer to Encrypting the PDF File.
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Completing the WizardThe purpose of the final step is to display a summary of the settings that you have selected to generate the Tax Office copy PDF. If you notice any incorrect settings press the Back button to make any changes.
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Troubleshooting the PDF WizardThe following tables describe what to do if you receive error messages while using the PDF Wizard.
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If you are unable to resolve your issue after reading this information consult your system administrator or contact support at my.myob.com.au |
Errors from the Select output types screen
“Select at least one output type” means you have not selected any output type options. To remedy this you can select at least one output type before clicking Next
“Your computer is using an incompatible mail system. Tax is unable to create an email with attachment. De-select 'Generate a PDF and attach it to an email'” means you do not have a MAPI compliant email program installed
To remedy this you can:De-select the output type 'Generate a PDF and attach it to an email' before clicking Next
Save the PDF file to a location on your system, open your email program and manually attach the file to an email
Errors from the Specify PDF file details screen
To remedy this you can:Enter the File name before clicking Next
Alternatively click on the Browse... button, enter file name and browse to where you want to save your PDF file
“The specified PDF file name contains the following invalid character(s):?*” means you have entered invalid characters in the file name.
To remedy this re-enter a file name that contains valid charactersTo remedy enter a location that exists on your system or alternatively click on the Browse... button, enter file name and browse to where you want to save your PDF file
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PDF EncryptionThe PDF encryption applies a case sensitive password to saved or emailed PDF files. Whoever opens an encrypted file must enter the password. This is intended to protect client documents.
The PDF defaults are set:
for the Practice in the Control Record Defaults (Utilities > Control record > Defaults Tab) or
for the Agent Defaults (From your Tax ledger, click Maintenance > Agents > Agent Properties > Defaults Tab) and result in the PDF wizard is as shown here:
PDF defaults for Practice or Agent | Encrypt PDF file checkbox | PDF wizard function |
Prompt | Enabled | When running the wizard you can choose whether to encrypt the PDF file or not. |
Always | Ticked and disabled | The password from the Return Properties General tab will be applied. |
Never | Unticked and disabled | Your policy is not to encrypt the PDF. |
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