Note: EROs and Site leaders should refer to IRS ...



Note: EROs and Site leaders should refer to IRS PUB 3189 and/or the Extranet documents, “TWO Instructions For EROs,” and “ Suggested Setting for TWO” for information on setting up TWO for use by Counselors

This introductory lesson provides a summary of the major steps required to prepare a tax return at a site that is using TaxWise Online (abbreviated “TWO”). Local procedures will obviously prevail however, once your workstation is turned on and is online, the basic tax return preparation process will likely be the same as described here. If you’re familiar with TaxWise desktop, you will find the mechanics of starting through finishing a return is quite similar. One need not try to memorize the information presented here; just read through it for information, initially. You will find that preparing a return in TWO is a lot easier than you may have expected.

Unlike the desktop version of TaxWise you will be connected to the TaxWise on-line server through an Internet connection. Your TC or ERO will have previously assured that all necessary security precautions are in place. You must not go to any Web sites that are not approved by your site leader while you are on-line. Also, since the TWO servers in Atlanta provide the forms, and since your entry data is sent to the server, you may notice a brief pause as you move from form to form. Note that there is never any taxpayer data on your computer; it is all on the TaxWise server which is a real security advantage. Also, TWO will always use the latest version of TaxWise with all of the updates. After doing a quick read of this document, it is suggested that you go online from your home computer (assuming you have a high-speed internet connection) and do one or more practice returns in the TWO training site at: . First, you will need to be provided the proper Client ID and User Name, etc. by your site leader or ERO so you can log into the site.

Open the browser and sign in to TaxWise online. To make this convenient at the site you may find an icon on the desktop identified as TaxWise Online. Clicking on this icon will open Internet Explorer and display the below screen.

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You will be provided with the Client ID, Username, and Password for the account that is set up for your specific computer. One word of caution: if you have had two tries and been unable to sign-in please stop and notify your site leader. Your leader will then help you get online. If you do make too many tries and get locked out of your account, contact your ERO or site leader to reset the password. DO NOT call TaxWise support personnel.

If you have not entered any data or used TWO for 20 minutes, TWO will automatically log you out as a security measure. Before that happens, a warning will appear informing you that you will be logged out in 5 minutes unless you take some action.

The first screen you will see after you have logged in will be similar to the one shown below. For the moment ignore the icons and take a look at the main part of the screen, which is entitled Help Center. Note that you have immediate access to several publications including the PUB 3189, links to the IRS website as well as to state tax web sites, TWO User Guide, etc..

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There will always be a row of icons at the top of the TWO web page. The icon set will change (based on your permissions) showing appropriate icons after you have opened a return. From the Return Tasks window one can also search for existing returns using the search box, or open all active returns that were prepared by your username (unless enabled for all returns and you have the appropriate permissions). The search box can search for returns based on Social Security Number, last name, first name, etc. One should not open all active returns in the presence of a client since obviously multiple social security numbers will be displayed along with the names of persons holding these numbers. Use the search box instead. You can also view Accepted Returns, Active Returns, Paper Returns, Rejected Returns, and All Returns.

Selecting the new return icon will give you the below display to start a new return. After entering the social security numbers it is suggested you click on the Go to Tax Forms option, although there is also an option for using an interview method. The interview option may be useful for first-time Counselors but experienced counselors will probably find it cumbersome.

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If a tax return was e-filed in the previous season, either by desktop or TWO, under this Social Security Number (and from this EFIN), you will receive the usual carry-forward message which gives you the option of using the data from that return as a starting point for this year’s return.

Choosing the carry-forward option will then cause population of the forms tree in a manner similar to that of the desktop version and will open the Main Information Sheet so you can either validate the carry-forward data or fill out the form in the usual manner. Note that the row of icons across the top has now changed giving options to do additional functions with this particular return. Each of these is self-explanatory and some will be described later. You may want to minimize the Refund Monitor by clicking on the two tiny arrows in the upper left-hand corner of that window.

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• The Return Summary icon will display Federal information about the current return. State information is available only by viewing the actual State forms.

• The Return Query icon allows review or modification of any tax return done by your username (or the entire site if enabled and you have the appropriate permissions) after you have inserted the SSN in the Search window.

• The Forms List is a list of all available tax forms in a manner similar to the Desktop version. You can search for a form from the Forms List by entering the form number, e.g., W2, 1099R, etc., or by doing a text search, e.g., wages, pension, etc.

• If you have opened the interview option by mistake you may click on an icon that will be identified as “Switch to Forms.” (The above view shows the “Switch to Interview” option since we are already using the Forms option.)

There are a few keyboard sequences to perform some operations in TWO that differ from those of the desktop version of TaxWise:

• In place of F9 for linking you will just click on the small gray arrow icon next to the field: [pic] This will open a small box, with an option of linking, which will subsequently display a list of open or new forms. Clicking this arrow will also allow you the option to open a calculator.

• In place of F10 you can just click the Save Return icon. Information entered onto a form is immediately transferred to the TaxWise server where it is saved. You may click the Save Return icon at any time, as desired. However, generally, data is saved when you click a new form or close the return – it is not necessary to click the Save Return icon before closing the return.

• Remove red from entry: To eliminate the red on a field (where appropriate) you will need to use a Ctrl-Spacebar sequence in place of F3 used on the desktop version.

• Please contact the site coordinator if you need to overwrite a field (which should be rarely required).

• If you wish a full-page view of a form you may click the F11 key, which hides the browser toolbars. You can toggle back by pressing the same F11 key again.

From the above figure, note the Loaded Forms window is on the left side of the screen just like the desktop version of TaxWise.

Forms that are shown in green have been completed. Those that may be shown in red have the same meaning as before; they require additional data. Forms that are grayed out have been defaulted into the forms tree but aren’t used in this particular return. From this window one can also print an individual form by clicking on the Print Form icon in the Loaded Forms window. Should you need a form that is not in the tree just click on the Forms List icon at the top of the screen or the “Add” icon in the “Loaded Forms” window.

If you need to add or delete form that is already open, such as a W-2, go to the tree display and move your mouse pointer to the desired form (don’t click on it yet) and note that a small “+“ and a small “x” are displayed beside the form name. Clicking on the “x” will delete the selected form from the tree and clicking on the “+” will add a new blank copy of the selected form.

Proceed through preparing each form as you would in the desktop version. You will find that most forms that we use will be defaulted in the forms tree when actually preparing returns at the site. Meanwhile you may need to click on the Forms List icon to retrieve a different form. If at any point you need to close the return just click on the Close Return icon. You or the site leader can later retrieve it for further review or data entry.

When you have input all of the data, make sure all the “red is out” of the forms on the tree. If so, you may optionally run diagnostics on the return by clicking on the icon on the toolbar. The Diagnostics window is shown below, just after clicking on the Run Diagnostics icon.

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The usual information will be shown, enabling one to correct entries, fill out additional forms, etc. It is necessary to pull down the slider on the right side of the diagnostics window in order to see the entire contents. The Create e-File(s) button will always be shown at the bottom of the diagnostics window if this return qualifies for e-filing. Follow local procedures at this point to Quality Review, e-file and finish the return. The Quality Reviewer may choose to create the e-files and print the return or they may ask you to do this. In the latter case, click on the Create e-Files(s) box and wait until this process is complete. Unless there is an error needing correcting you will get a message indicating that the e-file has been created along with a blue message to “Print this return” – clicking that message will print the return.

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If your site uses a Client letter, you can also print that. Click on the Client Letters icon on the toolbar - that will bring up a window where you select the appropriate client letter for the return. Selecting that letter will result in a window displaying the letter. Click on the Print box at the bottom and proceed to print out the letter. If you print the Client Letter before the return, it will become the top item on the printed copy of the return. The Client Letter needs to be printed separately, as it is not included in the print packets of the return.

Printing the return requires some additional steps when compared to the Desktop version. The print packet default is set in TWO by the ERO or TC. In addition to printing the return from the diagnostics window, you can click on the Print Return icon at the top of the screen. This will create a message window that states, “A PDF is being generated for this return.” Next you will see the below window.

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Click the blue “Open in a new window” message for the next screen to appear, which will give you a preview of the PDF file that is now ready for printing. The top portion, only, is shown below. You may cycle through all of the pages to view the return or just click on the print icon. The traditional Windows printer screen will appear. Click OK to print the return. The PDF print file can only be opened and printed when connected to TWO.

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(Note: The above is not an actual return)

The print packet that has been previously defaulted will print one complete copy of the return plus two additional copies of the Form 8879 (one extra).

If you have not already done so, click on the “Return Summary" icon to discuss the return with the Taxpayer. (Note that the State return information must be obtained separately by going to the State forms.)

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If for any reason the return can’t be finished you must follow local instructions for assuring that your Electronic Return Originator (ERO), who actually submits the e-file for processing by the IRS Service Center, is notified so that he/she isn’t searching for a signed Form 8879. For some sites the procedure will be to print out and place a copy of the Main Information sheet into the signed 8879s folder, clearly marking the reason for holding (or deleting) that return. Your ERO will be able to view any return started during a session, hence he/she needs to know the status so a return isn’t missed. Another way to show the ERO the status of the return is by making an entry in the Return Stage that can be accessed from the “Return Summary” window as shown below.

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Your ERO or TC will have created default values for the Return Stage – you merely have to select the appropriate one from the drop down box. The return status will then be clearly visible to the ERO when he creates the list of returns to be e-filed.

You may have other local procedures to assure that the client log is properly filled out as well.

Remember, practice is important and available from the TWO training web site - just remember the differences from the Desktop version. Also, remember that a practice return SSN must contain the last four digits of the site EFIN, which can be supplied by your leader.

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