Sending Organizers, Tax Returns, and Financial Statements in Bulk

ACCOUNTING PLAN USER

SmartVault makes it easy to view and send Organizers, Tax Returns, and Financial Statements to your clients in bulk using the Ready to Send shortcuts on the home page.

Note

Sending Organizers, Tax Returns, and Financial Statements applies only to customers on Accounting Pro plans.

Expand the article for the type of document you want to send in bulk and follow the steps.

Sending Organizers

Before you begin, verify that you have uploaded the client organizers.

Sign in to the SmartVault Portal.
Select Organizers in the Ready to Send section.
The Send Organizers dashboard opens.

Each colored box acts as a filter to see the list of organizers in each state. Select the appropriate checkbox to activate a filter and view the list of organizers in that state.
- Printed - Shows how many organizers have been printed to Smartvault.
- Sent - Displays the number of organizers sent to the client.
- Downloaded - Out of those sent, it shows how many organizers have been downloaded.
- Reminder Sent - This box displays the number of reminders sent to the client. If you have sent an organizer, but the client still needs to download it, you can send reminders based on this information.
- Ready - Allows you to mark organizers as Ready to Prepare after you know that the taxes are organized and ready to be prepared. Select a checkbox, and then click Mark as Ready to Prepare.
Select the checkboxes for the clients you want to receive the Organizer.

Note

Verify that the Printed to SmartVault column contains "Yes" for all clients to which you want to send Organizers.
Click the Send Organizer Email icon.
A confirmation message appears indicating the Organizers have been sent. Click Close to continue.

Sending Tax Returns

SmartVault's Send Tax Return workflow makes it easy to see which of your clients' tax returns have been printed into SmartVault and which clients have received the Tax Return email.

SmartVault checks that the government and client copies are properly tagged through Lacerte/ProSeries integration or the Auto-Filer, preventing clients from receiving links to files that do not exist in SmartVault.

Note

If your Tax Return email template includes links to both the government copy and client copy of the client's tax return, you must print both copies into SmartVault before sending the Tax Return email.

Sign in to the SmartVault Portal.
Select Tax Returns from the Ready to Send section.
The Send Tax Returns dashboard opens. Each colored box acts as a filter to display the tax returns list in each state. Click the box accordingly to activate the filter and see the list of clients for the specific state.
- Total - Displays all clients with tax engagements for the selected year.
- Printed (to SmartVault - Client Copy) - Displays the number of clients for which the Client Copy has been printed to SmartVault.
- Printed (to SmartVault - Gov't Copy) - Displays the number of clients for which the Government Copy has been printed to SmartVault.
- Sent - Displays the number of clients to which the Tax Return emails have been sent.
Select the appropriate checkboxes for the clients you want to send the Tax Return email.

Note

Ensure the Client Copy and Government Copy columns contain a Yes in either column (depending on your Tax Return email template).
Click the Send Income Tax Email icon.
Click OK and then Close.

Sending Financial Statements

Before you begin, verify that you have uploaded your clients' Financial Statement Sets.

Sign in to the SmartVault Portal.
Select Financial Statements in the Ready to Send section.
The Send Financial Statements dashboard opens. Each colored box at the top acts as a filter to display which clients' financial statements have been printed to SmartVault, and which clients have downloaded their financial statements. You can also track which clients have received notification and reminder emails. Select the appropriate checkbox to activate the filter and view the list of clients for the specific state.
- Total - Displays all clients with financial statements for the selected month and year.
- Printed - Displays the number of clients for which the Financial Statements have been printed to SmartVault.
- Sent - Displays the number of clients for which the Financial Statements have been sent for the particular month and year.
- Downloaded - Displays the number of clients who have downloaded and viewed the Financial Statements.
- Reminder Sent - Displays the number of clients for which a reminder has been sent.
Select the checkboxes for the clients you want to send the financial statements, then click the Send Financial Statements Email icon.
Click OK, and then Close.

Information

If you want to edit the text of your client's email, you can customize email templates.

Using Advanced Filters

Here are some additional filters you can use to narrow down the information you see on the dashboard.

Filter views - You can filter various views whether you want to see individual clients, partnerships, corporate, etc. Click on the links in the top right corner, and then select your view criteria.
Filter results - You can also filter clients based on status (e.g., filter by organizers sent to the client). Clicking on the checkbox that brings up the filter icon to identify the criteria and the results filter accordingly. Click again to remove the filter. You can also click the links at the bottom of the colored boxes (small text) to filter by "Not" (e.g., Not Printed, Not Sent, Not Downloaded, etc.).
Progress Bar - Along with the numbers, the progress bar shows a visual status indicator.