Tax Office Copy PDF Functionality

Links available from this help page:

• PDF Encryption

• PDF Wizard

• Selecting Output Types

• Specify PDF File Details

• Specify E-mail Settings PDF Wizard

• Completing the Wizard

About the Enhanced PDF Functionality

The Tax Office copy PDF feature is an addition to the existing PDF return printing functionality you currently use. It does not replace the printing functionality but is an additional feature of the software.

The PDF wizard produces one PDF document that includes a copy of all available active ATO schedules, attachments and the Electronic Lodgment Declaration (ELD) in the required order.

Creating a PDF allows you to preview, print, email and save the whole return as a single document. To improve security set an encryption policy for the whole practice on the Control Record Defaults tab or at agent level on the Agent Defaults tab.

When the document is created you can do one or all of the following:

1. Preview and print the whole PDF document using Adobe Reader

2. Save the PDF document as a file from either Adobe Reader or the wizard

3. Send the PDF document to your clients as an attachment via email from the wizard or from your email software after the document is saved

4. Improve security by applying a password (encryption) to the PDF document

These features are available to provide an additional service to your clients.

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PDF Wizard

The PDF Wizard is used to produce one Portable Document File (PDF) Wizard document for any return that passes the [F3] validation.

Portable Document Format (PDF)

This format provides secure and reliable distribution and exchange of electronic documents and forms. PDF is a universal file format that preserves the fonts, images, graphics, and layout of any source document, regardless of the application and platform used to create it. PDF files are compact and complete, and can be shared, viewed, and printed by anyone with free Adobe Reader® software.

Adobe Reader is provided as part of the standard install.

What the PDF document includes:

The PDF document includes a copy of all available active ATO schedules, attachments and the Electronic Lodgment Declaration (ELD) in the required order. The options available to you include:

• Save the PDF document to disk

• Generate a PDF document and attach it to an email

• Preview the PDF document

To access the PDF Wizard from the main Select Return index, select Reports > Tax Office Copy PDF... or select on the PDF icon on the toolbar.

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Encrypting the PDF File

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.

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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Selecting Output Types

For 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 Details

This 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 Settings

This screen displays to record the details of the recipient for the document you intend to generate and email.

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 Wizard

The 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 Wizard

The following tables describe what to do if you receive error messages while using the PDF Wizard.

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

 

 

 

• “Enter a file name” means you have clicked Next without entering anything in the File name field.

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 characters

• “The specified PDF file name contains a path that does not exist. Ensure that the specified path exists.” means you have entered a file path (location) that does not exist on your system

To 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 Encryption

The 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:

 

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