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Chapter 4
Chapter4-ValidatingExtractedData
ValidationOverview
Asamatterofbestpractice,youshouldvalidatedataextractedfromascannedimageagainstthe
originalscanneddocuments.Ifyoufinderrorsintheextracteddata,youcancorrectthem
manuallyintheValidationwindow.
Youcanvalidatedata:
ImmediatelyfollowingScanprocessing
WhileimportingextracteddatatoaProSystemfxTaxreturnusingAutoFlowWizard
AfterdatahasbeenimportedintoaProSystemfxTaxreturn
Yourfirmshouldsetitsownstandardsforwhenvalidationshouldoccur.
YoudonotneedtohaveProSystemfxTaxinstalledonyourworkstationtovalidateextracted
data.ValidationcanbeperformedonanycomputerrunningScanWorkstation.
CustomizingtheValidationWindow
YoucancustomizetheviewintheScanValidationwindowtomakethecontentsofthepanes
easiertoread.Thisabilityisespeciallyusefulwhenascannedtaxformimageexhibitsblurring,
extramarkings,orothercharacteristicsthatcanobscuretext.
ChangingtheFontintheListofFormsandValidationPanes
1. Right-clickalineoftextineitherofthepanesandselectFont.
2. Selectthefontcharacteristicsthatyouwanttoapplytothewindow.
3. ClickOK.
ChangingImageSizesintheValidationandScannedTaxFormPanes
Tomaketheimagesinbothpaneslarger,clicktheZoomInbutton
,orright-clickthe
ScannedTaxFormspaneandselectahigherzoomlevel.
Tomaketheimagesinbothpanessmaller,clicktheZoomOutbutton
,orright-clickthe
ScannedTaxFormspaneandselectalowerzoomlevel.
Chapter4-ValidatingExtractedData•36
V
ALIDATING
E
XTRACTED
D
ATA
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AdjustingtheSizesofIndividualPanes
Youcanchangethesizesofthepanesbydraggingthegrayborderbetweenpanestoadifferent
locationonthescreen.YoucanalsoenlargetheScannedTaxFormpanetofullpagesizeby
clickingthe
buttonthatdisplaysintheupper-leftcornerofthatpane.Thisoptionisonly
availableifyouhavemultiplemonitorssetup.
ValidatingExtractedDatawithTaxInstalled
Youdonothavetoimportextracteddatatoataxreturnatthesametimethatyouvalidatethe
data.Theprocedurebelowdescribeshowtovalidatedatawithoutperforminganimport.For
instructionsonperformingthevalidationandimportprocessesatthesametime,seeImporting
ExtractedDataintoaTaxReturnonpage42forinstructions.
Note: SeeAddingaFieldoraGroupofFieldsforExtractiononpage40forinformationabout
extractingdatafromfieldsthatScandidnotautomaticallyextractdatafrom.
TovalidateextracteddataonaworkstationwithProSystemfxTaxinstalled,dothefollowing:
1. InScanStatus,double-clickajobmarkedasReadyforAutoFlow.TheAutoFlowWizard
windowdisplays.
2. SelecttheProSystemfxTaxproductthatyouwanttoimportdatainto.Youcanalsoreview
thenumberofextractedformsandtradesonthispage.
Notes
IfyouselectSkipAutoFlowhere,the.validatefileisconvertedtoaPDF.Thenew
PDF isplacedinthesamelocationwherethe.validatefilepreviouslyresided.Once
theconversioniscomplete,the.validatefilewillnolongerbeavailableforimport
intoTax.IfyouneedtoimportthedataintoTax,youcanreprocesstheScanjobto
generateanew.validatefile.
IfyouarenotloggedintoProSystem fxTax,thesystempromptsyoutologin.Ifyou
selectedGlobalfxOffice-Taxandyouhavemulti-accountaccess,thesystemalso
promptsyoutoselectanaccount.
3. ClickAutoFlow.
4. ClicktheValidateAllbuttontodisplaytheScanValidationwindow.
Chapter4-ValidatingExtractedData•37
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Thethreepanesinthiswindowareasfollows:
ListofFormsPane.Displaysintheupper-leftcornerofthewindowbydefault.It
containsalistofthetaxformsfromwhichScanextracteddata.Theformthatis
currentlyselectedintheScanValidationwindowishighlightedingray.
Column
Description
Form
name
Displaysthenameofthegovernmentform.Iftherearemultipleformsof
aparticulartype(forexample,W-2formsfrommultipleemployers),each
formislistedseparately.Anexclamationmark
displaysbesideforms
inwhichScandetectspotentialerrors.
Identifier
Displaysthenameoftheentitythatissuedtheform.Youcanusethisfield
todistinguishmultipleformsofthesametype(forexample,W-2forms
fromdifferentemployers).
Page
IndicateswhichpagethisformfallsoninthePDFgeneratedbyScan.Ifa
formincludestwopages,eachpagenumberislisted.
Note: Ifaformincludesmorethantwopages,thepagenumberforthe
firstpageoftheformislisted.
ValidationPane.Displaysintheupper-rightcorneroftheScanValidationwindowby
default.Itlistsallthefieldsthatwereextractedfromtheselectedform.Youcan
correcttheextracteddatainthispaneasneeded.
Column
Description
Field
ListsthefieldsforwhichScanextracteddata.Thefieldthatiscurrently
selectedforvalidationishighlightedingray.Anexclamationmark
displaysbesidefieldsinwhichScandetectspotentialerrors.
Value
ListsthevaluesextractedbyScan.Correctionscanbemadeasneeded.
Image
Displaysthescannedimageofthefield'svalue.
Chapter4-ValidatingExtractedData•38
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ScannedTaxFormPane.Bydefault,thispanedisplaysatthebottomofthewindow.
Itdisplaysthescannedimagefortheselectedform.Aredboxhighlightsthefieldthat
isselected.
5. ReviewthefieldvaluesintheValidationpane,comparingthemtothescannedimage.Ifyou
seeadiscrepancy,clickintotheValuecolumnforthatfieldandedittheentry.Keepinmind
thefollowing:
ChangingavalueintheScanValidationwindowalsochangesthevalueinthe
publishedPDFfile.
Whenyoueditinformationthatidentifiesataxform(suchastheemployernameon
aW-2),theIdentifierfieldandbookmarkforthatformareupdatedaswell.
6. PressTabtomovetothenextfield.
7. Repeatsteps3and4untilyouhavereviewedallthefieldsontheform.PressTabagainto
movetothenextform.TabbingtoanewformcausesScantoselectthecheckboxbeside
thevalidatedformintheListofFormspane.ThecheckmarkindicatestoScanthatyou
havecompletedvalidationforthatform.
8. Continuereviewingandvalidatinguntilallformsarevalidated.
9. ClickClose.
10. SinceyouarenotimportingdatatoTax,clickCancelontheAutoFlowWizard.
11. ClickYes. . WhentheScanStatuswindowrefreshes,themessagecolumnfortheScanjobwill
indicatethenumberofpagesthatwerevalidated.
Note: Asjobsarevalidated,theScanStatusmessagechangestoValidationinprogress.Ifyou
exittheScanValidationwindowbeforevalidatingalltheforms,theScanStatusmessagewill
indicatethenumberofpagesforwhichvalidationiscomplete.
ValidatingExtractedDataWithoutProSystemfxTaxInstalled
TovalidateextracteddataonaworkstationthatdoesnothaveProSystemfxTaxinstalled,dothe
following:
1. InScanStatus,double-clickajobmarkedasReadyforAutoFlow.TheScanValidation
windowdisplays.
Thethreepanesinthiswindowareasfollows:
ListofFormspane.Thispanedisplaysintheupper-leftcornerofthewindowand
containsalistofthetaxformsfromwhichdatawasextracted.
Validationpane.Thispanedisplaysintheupper-rightcornerandlistsallthefields
thatwereextractedfromtheselectedform.Thisisthelocationwhereyoumake
youreditstotheextracteddata.
ScannedTaxFormpane.Thispanedisplaysatthebottomofthewindowwhenitis
initsdefaultlocation.Itdisplaysthescannedimageoftheform.
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2. ReviewthefieldvaluesintheValidationpane,comparingthemtothescannedimage.Ifyou
seeadiscrepancy,youcanclickintotheValuecolumnforthatfieldandedittheentry.
Keepinmindthefollowing:
ChangingavalueintheScanValidationwindowalsochangesthevalueinthe
publishedPDFfile.
Whenyoueditinformationthatidentifiesataxform(suchastheemployernameona
W-2),theIdentifierfieldandbookmarkforthatformareupdatedaswell.
3. PressTabtomovetothenextfield.
4. Repeatsteps3and4untilyouhavereviewedallthefieldsontheform.PressTabagainto
movetothenextform.TabbingtoanewformcausesScantoselectthecheckboxbeside
theformnameintheListofFormspane.Thecheckmarkindicatesthatyouhavecompleted
validationforthatform.
5. Continuereviewinguntilyouhavecompletedthevalidation.
6. ClickClosetoexittheScanValidationwindow.Thesystemdisplaysamessageaskingifyou
wanttosavethevalidationchanges.
7. ClickYes.Thesystemdisplaysamessageaskingifyouhavecompletedthevalidation.
8. ClickYesagain.
Notes:
Asjobsarevalidated,theScanStatusmessagechangestoValidationinprogress.
Ifyoumustquitvalidationbeforeyouhavereviewedalltheforms,clickNoforstep8.The
ScanStatusmessagewillindicatethenumberofpagesforwhichvalidationiscomplete.
IfyouneedtoextractdataforfieldsthatwerenotautomaticallyextractedbyScan,youcan
selectadditionalfields,fromapre-determinedlistset upbyScan,forextraction.Formore
information,seeAddingaFieldoraGroupofFieldsforExtractiononpage40.
AddingaFieldoraGroupofFieldsforExtraction
Ifyouneedtoextractdatafromafieldorgroupoffieldsthatwasnotautomaticallyextracted,
youcanselectadditionalfieldsbydoingthefollowing:
1. Invalidationmode, clicktheAddbutton
toopentheAddFieldwindow.
2. Dooneofthefollowing:
Addafield
a. IntheGrouplist,selectthenameofthegroupthatcontainsthefieldtoadd.
b. IntheFieldlist,selectthenameofthefieldtomakeavailableforextraction.
c. Ifneeded,enterthevalueforthefield.
Addagroupoffields
a. ClicktheAddbutton
thatisnexttotheGroupbox.
b. Selectthegroupoffieldsthatyouwanttoaddfromthedrop-downbox.
c. ClickOK.Youcannowaddfieldsforthisgroup,ifneeded.
d. ClickOKontheAddFieldscreenwhenyouaredoneaddingfieldsandgroups.
Chapter4-ValidatingExtractedData•40
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SubmittingaFiletotheScanCatalogteam
IfEnableEmailSubmissionofEncryptedImportFilestoCCHisselectedinScanAdministrator,you
cansubmityourfilestotheScanCatalogteam.
Tosubmittheimage,completethefollowing:
1. OntheScanValidationwindow,selectEmailImportFiletoCCH(
).
Yourdefaultemailclientopens.Thefileyouarevalidatingisattachedasanencryptedfile.
2. Ifnecessary,changethedefaultmessage.
3. SelectSend.YouwillreceiveanacknowledgementemailoncethefileissenttoScan.
Chapter4-ValidatingExtractedData•41
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Chapter 5
IntegratingwithOtherProSystem fxProducts
IntegratingwithProSystem fxTax
YoucanuseProSystem fxAutoFlowWizardtovalidateandimportextracteddatafromthe
followingformsintoProSystem fxTaxreturns:
Forms
1098
1099-Q
K-1(1065)
1098-T
1099-R
K-1(1120S)
1099-DIV
1099-SSA
K-1(1041)
1099-G
2439
CombinedTax
Statement
1099-INT
W-2
GainandLoss
Statement
1099-MISC
W-2G
YoucanalsouseAutoFlowWizardtogenerateaPDF fromanAutoFlowfile.
SeethefollowingtopicsforinformationaboutimportingextracteddataintoaProSystem fxTax
return.
Note:Ifyouplantoimportdataintoaclient'staxreturn,beforeyouscanthesource
documents,asktheScanadministratorwhethertheimportfolderfortheScanjobissetto
allowdataextraction.Ifnot,youmustuseanextractioncoverpagefortheScanjob.
ImportingExtractedDataintoaTaxReturn
Tostreamlinetheprocessofimportingextracteddataintoataxreturn,AutoFlowWizardtriesto
matchscanneddocumentswithexistingtaxreturns.Itdoesthisbycomparingsocialsecurity
numbersinthescanneddocumentswithsocialsecuritynumbersinreturns.IfScandoesn'tfinda
returnthatmatchestheextracteddata,youcanlaunchtaxfromwithinAutoFlowWizardto
createanewreturn.YoumusthaveaccessrightstoataxreturntobeabletoAutoFlowdatato
thereturn.
IntegratingwithOtherProSystem fxProducts•42
I
NTEGRATINGWITH
O
THER
P
RO
S
YSTEMFX
P
RODUCTS
Tip: Forbestresults,werecommendthatyouvalidateextracteddataagainstthescanned
documentsbeforeimportingthedataintoataxreturn.Formoreinformationaboutvalidation,
seeValidationOverview onpage36.
Toimportextracteddataintoataxreturn:
1. OpenScanWorkstation.TheProSystem fxScanStatuswindowdisplays.Scanjobsthatdisplay
ReadyforAutoFlowintheMessagecolumnareavailableforyoutoprocess.
2. Double-clickaScanjobcontainingthedatayouwanttoimport.
3. SelecttheProSystemfxTaxproductthatyouwanttoimportdatainto.Youcanalsoreview
thenumberofextractedformsandtradesonthispage.
Notes
IfyouselectSkipAutoFlowhere,the.validatefileisconvertedtoaPDF.Thenew
PDF isplacedinthesamelocationwherethe.validatefilepreviouslyresided.Once
theconversioniscomplete,the.validatefilewillnolongerbeavailableforimport
intoTax.IfyouneedtoimportthedataintoTax,youcanreprocesstheScanjobto
generateanew.validatefile.
IfyouarenotloggedintoProSystem fxTax,thesystempromptsyoutologin.Ifyou
selectedGlobalfxOffice-Taxandyouhavemulti-accountaccess,thesystemalso
promptsyoutoselectanaccount.
4. ClickAutoFlowtocontinuewiththeAutoFlowprocess.TheProSystem fxAutoFlowWizard
windowdisplays.Theinformationonthisscreenincludesthefollowing: 
ExtractedAutoFlowIndividuals.Listssocialsecuritynumbersfoundinthescanned
documents,alongwiththenamesofthepeopleassociatedwiththosesocialsecurity
numbers.Anexclamationmark
displaysbesideinvalidormissingsocialsecurity
numbers.YoucancontinuetheAutoFlowprocesswithoutfixingthesocialsecurity
numbers,associalsecuritynumbersarenotimportedintoTax.
IndividualTaxReturns.Liststaxreturnsforaselectedyearthatarepotential
matchesforthenameslistedinthetopsectionofthewindow.AutoFlowWizarduses
socialsecuritynumberstomatchthescanneddocumentswithexistingTaxreturns.
Securedreturnsaredisplayedinthelist,butarenotaccessible.
Chapter5-IntegratingwithOtherProSystem fxProducts•43
Important:IfScandetectsaniterativeform
1
,analerticon
displaysintheupper-
rightcorner.Althoughitisnotrequired,werecommendthatyouvalidateiterative
formsbeforecontinuing.Tovalidateiterativeforms,clickValidateintheupper-right
cornerofthewindow. Thisisagoodideaforthefollowingreasons:
Priortoimport,AutoFlowWizardconsiderstheindividuallineitemsaspartsofthe
sameform.Ifyoueditdatathatiscommontoallofthelineitems(forexample,the
issuername),theeditsareappliedtoallofthelineitems.OnceyouselectNext,the
individuallineitemsarebrokenintoseparateforms.Ifthecommondatarequires
editsafterthesplit,thentheformforeachlineitemmustbeeditedindividually.
IfyouneedtochangethebookmarkthatwilldisplayinthefinalPDF,theissuername
field(whichisusedforthebookmark)mustbeeditedbeforethelineitemsaresplit
intoindividualforms.Editingtheissuernamefieldaftertheformissplitwillnot
changethebookmarksinthefinalPDF.However,theseeditswillbereflectedinTax
ifyouimportthedataintoareturn.
5. Ifneeded,youcanvalidatetheextracteddatabeforecontinuingwiththeAutoFlowprocess.
SeeValidatingExtractedDatawithTaxInstalledonpage37fordetailedvalidation
instructions.
6. TodisplayreturnsforadifferentyearintheIndividualTaxReturnslist,selectthetaxyear
fromthetaxyearlist.OnlytaxyearsforwhichyouhaveProSystem fxTaxinstalledare
available.
7. SelectthetaxreturntoflowdatatointheIndividualTaxReturnslist.Ifthereturnyouneed
isnotlisted,youcandothefollowingtoidentifyit:
IntheSocialsecuritynumberbox,enterasocialsecuritynumberassociatedwiththe
returnyouneed,andthenclickSearch.Ifthesystemfindsareturnmatchingthis
socialsecuritynumber,thereturnislistedintheIndividualTaxReturnssection.
Createandselectanewtaxreturn.
i. ClickNewTaxReturn.
ii. Createandsaveanewtaxreturn.SeetheProSystem fxTaxhelpfilesfor
instructionsoncreatinganewreturn.
iii. Saveandclosethereturn.
iv. ReturntotheAutoFlowWizard.
v. ClickRefresh.
vi. SelectthenewreturnintheIndividualTaxReturnslist.
8. ClickNexttodisplayalistoftheforms,includingonesproformaed,fromwhichAutoFlow
Wizardhasextracteddata.Theformsaregroupedasfollows:
Linkedformswillimportintoanexistingforminthetaxreturnwhenyouclick
Finish.
ImportedNewformswillcreateanewinputforminthetaxreturnwhenyouclick
Finish.
Skippedformswillnotbeimportedintothereturnunlesstheyhavebeenupdatedto
ImportedNeworLinked(ifapplicable).
1
Aformthatincludesmultiplelineitems,butnototalline.
Chapter5-IntegratingwithOtherProSystem fxProducts•44
9. Doanyofthefollowingasnecessarytopreparethedataforimportintothereturn:
Reviewthecontentsofaformbeforedecidingwhethertoimportittothereturn.
i. Selecttheforminthelist.
ii. ClickReview.TheReviewProSystem fxTaxFormswindowdisplays.Inthis
window,youcanselecttoperformanyofthefollowingactionsontheform:
Linkthedocumenttoonealreadyinthetaxreturn.SelectLink,
andthenselecttheentitytolinkthedocumentto.Ifthereareno
matchingdocumentsinthereturn,thisoptionisdisabled.
Importthedocumentasanewform.SelectImportNew,andthen
selectthetaxpayertheformbelongsto.
Skiptheformduringextraction.SelectSkip. Ifneeded,youcan
addanoteaboutwhytheformwasskipped.Nodatafromtheform
willbeimportedtoTaxwhenthisoptionisselected.
iii. Ifneeded,selectOverwriteDefaultRecipientInformationinProSystem
fxTax.Whenyouselectthisbox,thedataintheRecipientareaoftheform
willreplacethedefaultdataalreadyinTax.
iv. Ifneeded,clickValidateFormtoreviewtheinformationontheform.See
ValidatingExtractedDatawithTaxInstalledonpage37fordetailed
validationinstructions.
v. ClickClosewhenyouaredonereviewingtheform.
Selectaskippedformtobeimportedtothereturn
Importaskippedformtoanewform
i. Selecttheforminthelist.
ii. ClickImportNew.
iii. ClickYesifthesystemasksifyouwanttoimportunknown
taxpayerstothereturn.Ifthesocialsecuritynumbermatchesbut
wasskipped,youwillnotreceivethiswarning.
Linkaskippedformtoanexistingform
i. Selecttheforminthelist
ii. ClickReview.
iii. SelectLink,andthenselecttheentitytolinkthedocumentto.
Note: Iftherearenomatchingdocumentsinthereturn,thisoptionis
disabled.
10. ClickNextwhenyouhavefinishedreviewingtheformsandarereadytocontinuethe
import.
11. ReviewtheinformationontheProSystem fxTaxImportSummarywindow.Selectorclear
thefollowingitemsasneeded:
Saveannotationsforitems.TheScan-generatedPDFcontainsannotations
indicatingwhichfieldswereimportedtothereturnandwhichwereskipped. Clear
thisboxifyoudonotwanttheseannotationstobesaved.
AddFiletoProSystemfxDocument.Selectthisboxtouploadthefiletolaunch
theProSystem fx DocumentAddFileswindowwhentheimportcompletes.This
optionisonlyavailableifyouhaveinstalledtheProSystemfxSuiteversionof
Document.
12. ClickFinish.
Chapter5-IntegratingwithOtherProSystem fxProducts•45
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