What is NEW for Document eSort for tax season 2009?
- New output file — the bookmarked PDF of your client source documents will also include labels with the document issuer's name, helping you more quickly identify the document you need. Click here to see an example.
  
  New How to Guides — we've added new, detailed guides to help you set up your office for maximum productivity. Current guides include:
  Workflow Guide, giving you step-by-step instruction on how to use Document eSort
  
  Scanning Best Practices, that allows you to get your best scanning results
  
  Using Dual Monitors, which helps you maximize your workspace
  Eliminated the Set Up Fee — there is no set up fee for Document eSort. And your FIRST FIVE uses are FREE, and it is just $3 per use thereafter.
What is Document eSort?
- Document eSort is another step in the process to automate tax preparation. eSort leverages technology to build your tax workpapers in a consistent, standardized format, across all clients and all preparers. eSort recognizes scanned source documents, rotates them, orders them and bookmarks the source documents for faster tax preparation. The benefit of eSort is transferring the organization step, which has traditionally been performed by preparers, to technology and administrative personnel, freeing valuable preparer time during tax season. Data entry and review then become faster using a standardized, indexed PDF file that is electronically accessible at the point of need. And electronic storage of the organized source documents eliminates hunting for lost documents and files, locking in digital productivity gains moving into the future.
What kind of scanner do I need?
- You need a multi-feed, TWAIN-compliant duplex scanner set at 300 dots per inch. We recommend the Fujitsu fi-6130. This particular scanner gives added productivity because it can scan 30 pages per minute at 300 dpi.
Is the data secure and where does it go?
- The data you are sending is secure and is sent to Intuit using the highest industry standards. The data is sent using 128-bit data encryption and never leaves the United States.
How are the documents sorted?
- The documents are processed using optical character recognition (OCR) technology to recognize the source document forms, rotate them appropriately, sort and bookmark the pages. Documents are ordered to correspond to the 1040 lines. There is no human involvement in the normal processing of each submission.
If I use Document eSort, do I need to get taxpayer consent under IRS Code 7216?
- No. For more information on 7216 requirements, go to http://www.irs.gov/efile/article/0,,id=188398,00.html.
How long does it take to get an organized file back?
- Processing time depends on the time of year. During peak season, you can expect the file back in no more than 12 hours. During non-peak season, 4 hours or less can be expected. We recommend scanning and processing as soon as you have all of the source documents so that the organized and indexed file will be ready when you begin preparing the tax return.
Does Document eSort import the data?
- No, Document eSort is currently focused on automating the organization of tax source documents and indexing them so you can quickly access information during data entry and review.
Are dual monitors required?
- Dual monitors are not required, but highly recommended. Dual monitors make data entry and review much faster by having the indexed source document file on one screen, and your Intuit tax program on the other. See recommended specifications.
What happens if I submit documents for the same client a second time?
- Each time a document is organized and indexed, a charge will occur. So it is important to gather all source documents prior to sending them for processing. If you need to add a source document to an already organized PDF, we recommend you append the new source document to the organized PDF.
How do I add a source document to an already organized PDF?
- If you need to add a source document to an already organized PDF, we recommend you append the new source document to the organized PDF.
  
  To append using DMS:
  open the organized PDF | select 'Pages' tab | right click on the thumbnail you want to insert the page after | select 'Insert Pages' | search for and highlight the PDF document in DMS you want to insert | select 'Add' | select the pages you want to insert and select 'OK' | the page(s) will be added to the organized PDF.
  
  To append with Adobe Acrobat:
- open the organized PDF | select 'Pages' tab | right click on the thumbnail you want to insert the page after | select 'Insert Pages' | search for and highlight the PDF document you want to insert | select 'Add' | select the pages you want to insert and select 'OK' | the page(s) will be added to the organized PDF.
Does eSort have a file size limitation?
- Yes, the maximum size of the organized eSort PDF is 30MB. This will typically be more than 300 pages of source documents if scanned at the recommended 300 dpi. Additionally, the maximum number of PDF files that can be uploaded and combined into a single organized eSort PDF is 10 files.
What formats does it support?
- - Portable Document Format (PDF)
  - Tagged Image File Format (TIF)
If I am using DMS, how do I use eSort?
- 1. Scan the client source documents using DMS and save the PDF.
  2. Highlight the client source document(s) for the selected client.
  3. Click Document eSort to submit the files to Intuit for indexing.
  4. The eSort window will launch with the selected client and documents. Simply click the "Send Documents" button.
  5. The eSort Status Dashboard will update automatically until "Complete." When the document is organized, it will automatically download to DMS on the next Internet connection (automatic if you stay connected).
  6. The eSort Date will be updated in the Tax program when the organized/indexed PDF has been returned and is available in the Tax program.
  7. Click the "Open" icon in the Tax program to launch the organized PDF in a separate window. Move the PDF window to a second monitor for efficient data entry and review.
If I am NOT using DMS, how do I use eSort?
- 1. Scan the client source documents using your scanner software and save the PDF.
  2. Open the Document eSort program using the desktop icon:
  3. Once the Document eSort program opens, choose the client for which you want to submit source documents, then browse your files to select the PDF source documents.
  4. Once the documents are selected, simply click the "Send Documents" button.
  5. The eSort Status Dashboard will update automatically until "Complete." When the document is organized, it will automatically download to DMS on the next Internet connection (automatic if you stay connected).
  6. The eSort Date will be updated in the Tax program when the organized/indexed PDF has been returned and is available in the Tax program.
  7. Click the "Open" icon in the Tax program to launch the organized PDF in a separate window. Move the PDF window to a second monitor for efficient data entry and review.
After sending files for indexing, can I get a status update?
- Yes. In the program, the status of the job will display on the Status Dashboard for your client. A "Complete" status means the indexing process is finished and the final PDF is ready to open in the tax program. A "Processing by Intuit" status means the final PDF is not finished and not yet ready to review.
How do I get my final indexed PDF?
- In the program, when a "Complete" status displays on the Status Dashboard for a client, the final indexed PDF is finished and ready for you to view in the tax program.
How do I review my final PDFs?
- In the Tax program, on the Clients screen, a new column will show a "Source Docs Available" status for any clients with a final PDF available for review.
  After opening the client, a new button will display at the top of the Detail, Forms, and Diagnostics screens. Simply click this button to open and review the final PDF for your client.
Will the Tax program show me which clients have an organized/indexed PDF available?
- Yes. On the Clients screen in the TY09 Tax program a new column is added to show you the status of all your clients and their source documents.
In the Tax program, can I filter clients who have an organized/indexed PDF available?
- Yes. In the TY09 Tax program, a new filter has been added to the Views list on the left-hand pane. Simply click this filter to display all clients with source documents in any status.
Where are the final PDFs stored on my computer?
- The final PDFs are located in the following default folders:
  - DMS Customers: Go to your client: it is in a new "Document eSort" folder.
  - Non-DMS customers: The data path defined in the 'Save Options' in Document eSort.
  To view or change these default file locations, open the program, then click the Save Options button in the bottom left-hand corner of the screen.
How do I change the default file folders and other options?
- In the program, click the Save Options button on the bottom left-hand corner of the screen. These options allow you to change the default file folders for your final indexed PDFs. You can also turn on/off the Automatic Download features.
Can I make changes to my final indexed PDF?
- Yes. Depending on your PDF reader, you may be able to customize/edit the index and make annotations. And, you can always choose additional source documents and re-submit the files for a new final PDF.
What types of documents does eSort organize?
- Click here to view a full list of documents.