Summary

After completing the Generate step you can view and edit which business will be receiving BT Letters before printing.

Step by Step

1     Edit the Letters.

• Open the Edit Letters window (BT> Letters> Edit).
• The Edit Letters window will display all of the business that will be included in the letters batch. Businesses are included based on the filter criteria established on the Generate Letters step. Individual businesses can be removed from the batch by highlighting a business and clicking the Delete icon  .
• Each line item will display the Business Number, Business Name, Business Type and Tax Type by default. Right-click on the column header row to select any additional details you would like to display in the data grid.
  • You can also sort the data displayed in the grid by clicking on the header of the desired sort column and dragging it up to the box above.
• Click the Save icon when finished.

2     Print the Statements.

• Open the Statements window (BT> Letters> Statements).
• The Statements step is used to generate an estimated tax return letter based on previous return data.
• Select a statement type from the Statement drop-down menu.
  • Statement types are created and maintained on the Statement Type Maintenance window (BT> Maintenance> Statement Type).
• The Comparison Period and Comparison Year fields are used to specify which previous tax return period the new estimated return will be based on.
• The Percent Change field is used to increase or decrease the comparison return to reflect the expected change to the number of units on the tax type associated with the estimated return.
  • This field DOES NOT represent the percentage change in the total dollar amount of the estimated return. This field represents the percentage change in the number of UNITS associated with tax type on the tax return.
    • Because this change only applies to the number of units associated with a return, this field will not affect any businesses included in the batch that use flat fees or non unit-based fees to generate tax returns.
• The Delinquent Period and Delinquent Year fields can be used to inform the statement recipient of return delinquency.
• Select an expected Due Date for the estimated tax return.
• Select a Tax Year Ending for the estimated return. This will determine which fee revisions are used and will establish a baseline for the Percent Change field.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

3     Print Kentucky Statements. This step only applies to specific Kentucky clients.

• Open the Kentucky Statements window (BT> Letters> Kentucky Statements).
• The Kentucky Statements step is used to generate large quantities of BT statements that include scan line capability and can encompass multiple periods. This step requires organizations to set up a third-party reporting utility.
• Please skip this step if your organization has not been contacted by Springbrook Support regarding this feature.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

4     Print the Letters.

• Open the Letters window (BT> Letters> Letters).
• The Form and Tran Date fields will populate with the values specified on the Generate step.
• The Compatibility mode toggle is used to activate compatibility mode for legacy forms that don't use standard Springbrook forms functionality.
  • Springbrook does not recommend using Compatibility mode as it will disable a number of useful form features.
• The format and information included on the printed letters is determined by which Form is selected.
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

5     Export the BT Letters data.

• Open the Export window (BT> Letters> Export).
• The optional Export step is used to generate an export file of the letters data that can be provided to third-party form printers.
• The Configuration field is used to specify the configuration for the export file.
  • Export file configurations are created and maintained on the Export Configuration Maintenance window (SS> Maintenance> Export Configuration).
  • Once a configuration is selected, click the Display icon to display the expected file layout.
• The Due Date field is used to enter the due date on the return.
• The Period End Date field is used to enter the end date of the period that the letter was generated in.
• Click the Confirm icon to generate the BT Letters export file immediately or enter a date and time in the field next to the Confirm icon to schedule the export file to generate at a later time. You can view the progress of the export on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
• Once the export has finished processing, the Export Settings window will open. This window is used to specify the export path for the export file.
  • Check the Open toggle if you would like to open the exported file after it is saved locally.
  • Enter the export path location and click the Save icon to export the file to the local path.

6     Commit the Letters batch.

• Open the Commit Letters batch window (BT> Letters> Commit).
• Click the OK button to commit the batch.
• Committing a letters batch will create a Letter row on the Business Maintenance window (BT> Maintenance> Business Maintenance> History tab).