This software aims at recording activities and logging time for the purpose of managing the work done and to be done at the tax and accounting office.
Tax and accounting activites must be performed in the appropriate software from which the status may be synchronized or reported here.
The goal consists in maintaining a pertinent list of tasks for customers, individuals or entities, so that work may be prioritized and listed appropriately for employees to perform in a timely manner.
Each user is assigned credentials to access the system. Make sure that you are using your own credentials at all time.
Once you log in, you will be assigned a key that identifies you for each transaction. It will authorize or deny access to data and areas of the website.
You will be automatically logged off after 30 minutes of inactivity. Each time you do something, the software will keep track of it and your activities as well as the time during which you use the system will be accessible. This does not mean that your performance will be measured by the intensity of your usage of the system.
The home page is accessed immediately after login and by clicking on the company logo, in the top right corner.
The home page is made of several components, some of which will be accessible in every page, while others are only available on this page.
The Search bar is permanent, which means that it appears on all pages. Get started by typing a few characters, which can be found anywhere in the name of the person or entity as follows:
The result of the search is a list that may contain customer from the 3 types. An icon indicates the type of result.
3 icons follow each customwe:
The summary, as well as the list are refreshed every 10 seconds but do not count as an activity towards the user's log.
Clicking on the work Task will open a panel on the right side of the screen with the list of Tasks.
Tasls are listed with the most recent on top.
Tasks are compiled from the assignment of all Communication, Transaction, or Customers item with an active status.
Clicking on a Task will take the user to the corresponding customer's page.
Access to pages and functionalities is regulated by the role of the user.
Notifications are simple messages that will appear for all employees on the home page until they are turned off for an employee by setting the notification as seen.
To do so, click on the icon
A popup message will appear, asking you to confirm that the notification has been seen
The notification will not appear anymore, but it will still be availanle on the list, whcih can be seen below.
Assignments are tasks created internally for users to perform, outside of the customer-related tasks.
Only tasks assigned to the employee will be displayed on the home page.
The form shows the details for the assignment, but managing it, like changing its status or adding notes is done through the Assignment page as seen below.
Most pages allow for the addition of new records, editing, deleting or viewing more details about existing records.
Editing may be different from creating, as certain fields should not be changed once they are set. It is the case for the assignment to a customer, for example.
In the case of errors in the unchangeable fields, the original record should be deleted and a new record created.
Creating a new record may imply the creation of more than one record in the database, as the data can be used to create a record in different tables. In this case, when an error is committed, the records in all tables involved will be required.
In many forms, the Customer is set by using the icon, which puts the cursor in the Search Bar. Clicking on the will bring the Customer's information into the form.
In many forms, values may be selected from a list. When the last option is Other, an input will appear to the right to allow the capture of a new value. The new value becomes then available in the futur as a valid option.
Notes can be made in many places in the application.
In most cases, they will not show up directly in the lists or forms, but rather when viewing further details or through a universal popup.
Such notes will be represented by icons:
Clicking the Notes icon causes a popup to show the content on the right side of the screen
Notes will also typically allow users to signify that they have seen them, by use of the icon.
The icon appears on Notes left by other users only, and if they have not been marked as seen yet.
Clicking the icon will replace it by the initials of the user, to be seen by all.
The Administration section is only available to users who have Administrive rights. The documentation carries it for users to understand how things work behind the scene.
The main page of the Administrative page consists of buttons to the several components of the Administrative tools.
The Users are listed here with the main fields, except the password for obvious reason.
Clicking to view the details, we can see and navigate through the list of login times.
Expanding the User's information through the view link button, we can see the list of activities.
|
Creating a new User
|
Editing an existing User
|
Notes
|
The password is set by the administrator through a specific form.
|
Creating a new Access
|
Notes
|
Employees are extensions to Users where we keep the information about address, communication channels, salary, wages, time off, and other HR-related information.
The Create button ensures that all the Users set as Employee have a matching record in the Employee table.
There is no form to create a new Employee.
Only the field related to the Employee, not those set for the corresponding User, are available for editing.
|
Editing an existing Employee
|
Notes
|
Time Cards are defined by Pay Periods, and Pay Periods are created for the year thanks to the Build Periods button.
Once an Employee and a Period have been selected, we can see the start and end times for each work period.
|
Time Card panel
|
Notes
|
|
Editing a Work Day
|
Notes
|
This is where functionalities are paired with Roles to allow or deny visibility, access, or control across the application.
|
Creating a new Access
|
Editing an existing Access
|
Notes
|
Services are created under a category, which either exists or is created on the fly. New categories will appear in the drop down upon refresh because the source comes from the existing categories across all Services.
Services have a periodicity and a base fee, which can be adapted to the customer to which the Service is attached.
A Service may require certain documents and follow one or several workflows.
|
Creating a new Service
|
Editing an existing Service
|
Notes
|
Documents are created for a specific year or are timeless.
Documents are declared here to be used in Services as input or output requirements.
Documents may be optional, in order to avoid blocking a workflow.
|
Creating a new Document
|
Editing an existing Document
|
Notes
|
Workflows are a list of virtual tasks that are assigned to a Service as a chain with conditions to move from one task to the next.
|
Creating a new Workflow
|
Editing an existing Workflow
|
Notes
|
Here, we keep track of pricing for different services. It consists of the reverse list from the fees on Services, and additional fees, not related to those Services as processes.
|
Creating a new Pricing
|
Editing an existing Pricing
|
Notes
|
When an Employee is assigned to a record in Communication, Transaction, or to a Customer, a Task will appear here.
Tasks are unique from the Realm, Collection, and ID from their source. The Employee assigned will change automatically as it is modified at the source.
Employees will be able to modify Tasks by changing the Status, Progress, and Comments.
|
Editing an existing Task
|
Notes
|
The Services section is just the list of all Services offered, formated for Employees to see and be familiar with.
This page should be consulted when discussing Services with current or prospective customers
The list is expandable and contains information about the details that each Service offers.
By Customer, we mean any individual or entity that is a customer. Several fundamental data points are very different between individuals and entities, but they both share most of the data structure beyond those.
To create a customer, we are provided the option to create either an individual or an entity, or both at once.
The named person will be the main taxpayer or the main officer to one or several enitiies.
The customer could be just a prospect or a registered customer.
The urgency of the work to be performed will be assigned to all resulting customer records.
There is no limit to the number of companies that can be created with one individual. All will be linked through the entity-officer link or through the individual-entity link.
Services may also be attached upon creating the customers.
|
|
|
An Individual is a person who is a Customer to represent him/herself and spouse, and dependents for the purpose of tax return and related filings.
The list of customers of type Individual can be filtered by name, urgency, status, preparer in charge, and by being a prospect or a customer.
Clicking on the edit link will open the customer as a tab. Several customers may be opened at once. Clicking twice on the same customer will activate the tab.
Opened customers will be remembered even after moving away from the page or logging out and back in at a later time. This behavior is based on the browser, not the user. So, logging in from a different computer or browser will not maintain the same list.
THe view link will provide quick information about the customer in order to avoid opening it in a tab.
Customers may be bdeleted here as well.
The layout for customers consists of 3 areas:
The identification area is used to set the level of urgency by cicking on the desired level, which immediately updates the list and the tab.
The communication panel has 3 tabs:
Each event is presented in a summary view to use only 1 line and is expandable to show the details.
|
|
|
|
The records in each category are displayed with a quick summary which should provide enough information to inform the user of its nature and rough content. Expanding a record causes all its data to display. The data is pulled at the time of expansion, so if the record was modified elsewhere, even after loading the Customer, the data in the card view will be updated and will be updated again upon collapsing and re-expanding. The expanded data also provides a pencil icon to call the edit form and make the necessary modifications. |
Communication records can be initiated here for the active customer, or they can be created in the dedicated pages where a customer will have to be selected.
All the fields may be modified. The customer is automatically set from the active customer.
The list of Preparers is maintained from the Administration > Users page
Each record comes with a Status that can be selected from the following options:
Upon saving, the record becomes available to be caught in the Tasks and assigned to the Preparer. It will be gone from the list of Tasks when assigned to another Preparer or when the Status is set to Closed
|
Creating a new Call
|
Editing an existing Call
|
Notes
|
|
Creating a new e-Mail
|
Editing an existing e-Mail
|
Notes
|
|
Creating a new Appointment
|
Editing an existing Appointment
|
Notes
|
|
Creating a new Task
|
Editing an existing Task
|
Notes
|
In the main panel, we find the summary tab that regroups all the information about the customer in a compact display.
Transactions, which are created in their dedicated pages, are shown here for the customer in expandable sections.
Notes can be seen by clicking in the corresponding icon, while the other potentially long fields will be seen in the corresponding "Edit" forms."'
The Transactions share several fields.
The Urgency will be carried over to the Task that is matched and is one of the following values:
Tasks will be prioritized according to their urgency.
The Status will be one of the following:
|
Editing an existing Document Drop Off
|
Notes
|
|
Editing an existing IRS Notice
|
Notes
|
|
Editing an existing Tax Return Tracking
|
Notes
|
|
Editing an existing Project Tracking
|
Notes
|
|
Editing an existing Tax Return Extension Request
|
Notes
|
|
Creating a new Dependent
|
Editing an existing Dependent
|
Notes
|
|
Creating a new Address
|
Editing an existing Address
|
Notes
|
|
Creating a new Phone Number
|
Editing an existing Phone Number
|
Notes
|
|
Creating a new Email Address
|
Editing an existing Email Address
|
Notes
|
|
Creating a new Entity Association with a Customer
|
Editing an existing Entity Association with a Customer
|
Notes
|
|
Creating a new Entity Association with a non-Customer
|
Editing an existing Entity Association with a non-Customer
|
Notes
|
|
Creating a new Identification
|
Editing an existing Identification
|
Notes
|
The Bank or Institution is the holder of the login information under which one or many accounts may appear.
|
Creating a new Institution
|
Editing an existing Institution
|
Notes
|
|
Creating a new Account
|
Editing an existing Account
|
Notes
|
|
Creating a new Estimate
|
Editing an existing Estimate
|
Notes
|
|
Creating a new Document
|
Editing an existing Document
|
Notes
|
|
Creating a new Service
|
Editing an existing Service
|
Notes
|
An Entity is a company who is a Customer to represent itself for the purpose of tax return and related filings, as well as accounting work.
The list of customers of type Entity can be filtered by name, urgency, status, preparer in charge, and by being a prospect or a customer.
Clicking on the edit link will open the customer as a tab. Several customers may be opened at once. Clicking twice on the same customer will activate the tab.
Opened customers will be remembered even after moving away from the page or logging out and back in at a later time. This behavior is based on the browser, not the user. So, logging in from a different computer or browser will not maintain the same list.
The view link will provide quick information about the customer in order to avoid opening it in a tab.
Customers may be bdeleted here as well.
The layout for customers consists of 3 areas:
The identification area is used to set the level of urgency by cicking on the desired level, which immediately updates the list and the tab.
The communication panel has 3 tabs:
Each event is presented in a summary view to use only 1 line and is expandable to show the details.
|
|
|
|
The records in each category are displayed with a quick summary which should provide enough information to inform the user of its nature and rough content. Expanding a record causes all its data to display. The data is pulled at the time of expansion, so if the record was modified elsewhere, even after loading the Customer, the data in the card view will be updated and will be updated again upon collapsing and re-expanding. The expanded data also provides a pencil icon to call the edit form and make the necessary modifications. |
Communication records can be initiated here for the active customer, or they can be created in the dedicated pages where a customer will have to be selected.
All the fields may be modified. The customer is automatically set from the active customer.
The list of Preparers is maintained from the Administration > Users page
Each record comes with a Status that can be selected from the following options:
Upon saving, the record becomes available to be caught in the Tasks and assigned to the Preparer. It will be gone from the list of Tasks when assigned to another Preparer or when the Status is set to Closed.
|
Creating a new call
|
Editing an existing call
|
Notes
|
|
Creating a new email
|
Editing an existing email
|
Notes
|
|
Creating a new appointment
|
Editing an existing appointment
|
Notes
|
|
Creating a new task
|
Editing an existing task
|
Notes
|
In the main panel, we find the summary tab that regroups all the information about the customer in a compact display.
Transactions, which are created in their dedicated pages, are shown here for the customer in expandable sections.
Notes can be seen by clicking in the corresponding icon, while the other potentially long fields will be seen in the corresponding "Edit" forms."'
The Transactions share several fields.
The Urgency will be carried over to the Task that is matched and is one of the following values:
Tasks will be prioritized according to their urgency.
The Status will be one of the following:
|
Editing an existing Document Drop Off
|
Notes
|
|
Editing an existing IRS Notice
|
Notes
|
|
Editing an existing Tax Return Tracking
|
Notes
|
|
Editing an existing Project Tracking
|
Notes
|
|
Editing an existing Tax Return Extension Request
|
Notes
|
|
Creating a new Address
|
Editing an existing Address
|
Notes
|
|
Creating a new Phone Number
|
Editing an existing Phone Number
|
Notes
|
|
Creating a new Email Address
|
Editing an existing Email Address
|
Notes
|
|
Creating a new Officer with a Customer
|
Editing an existing Officer with a Customer
|
Notes
Only the ownership may be changed. If the Individual selected is erroneous, it should be deleted. |
|
Creating a new Officer with a non-Customer
|
Editing an existing Officer with a non-Customer
|
Notes
|
|
Creating a new Entity Association with a Customer
|
Editing an existing Entity Association with a Customer
|
Notes
|
|
Creating a new Entity Association with a non-Customer
|
Editing an existing Entity Association with a non-Customer
|
Notes
|
|
Creating a new Identification
|
Editing an existing Identification
|
Notes
|
The Bank or Institution is the holder of the login information under which one or many accounts may appear.
|
Creating a new Institution
|
Editing an existing Institution
|
Notes
|
|
Creating a new Account
|
Editing an existing Account
|
Notes
|
|
Creating a new Estimate
|
Editing an existing Estimate
|
Notes
|
|
Creating a new Document
|
Editing an existing Document
|
Notes
|
|
Creating a new Service
|
Editing an existing Service
|
Notes
|
The Accounting page works like a dynamic checklist, going over the steps of the Accounting process.
The first part of the process, for a particular period, consists in grabbing all qualified accounts from the list of Accounts. Those are the Accounts in Banks or Institutions that are marked to be used in Accounting. To pull the Accounts, click on the Refresh Period. This will only work in the Gathering completed flag is set to Completed.
Following this steps, once the gathering of accounts information is considered complete, the following areas summarize the progress, which is set through dedicated popup forms, described below.
|
Form for an Accounting Service
|
Notes
|
|
Form for an Accounting Period
|
Notes
|
|
Accounts
Now that we have all the accounts invilved in the Account work for the Period listed, we mark each one as received or skipped. When all Accounts have been handled, the Gathering flag is set to complete and the process may continue to each further step. |
|
|
Next Steps
Each of the next 3 steps is backed by the same parameters:
|
|
|
Form for the Accounting Encoding
|
Form for the Financial Statements
|
Form for the Financial Report
|
|
The Accounting process under way
|
Notes
Accounts that are marked as received are set. Accounts that are marked as skipped can still be received. Once the gathering project is complete, the Accounts may not be changed anymore. The following Steps are processed in sequence and one should be complete before setting the parameters on the next. |
This section is reserved for summary report giving direct access to the Entities that requested their Accounting to be managed.
The area is still under construction.
Transactions are created as work comes in. Typically, it will be triggered by a document that is received and continue with the type of document, which can then lead to the creation of a record in another Transaction table.
Transactions are attached to a customer but are stored in the transaction tables and bound to the customer on request. This allows for a better management of the transactions across employees.
Once a transaction has been assigned to a customer, it cannot be changed. In case of an error, the transaction record(s) will have to be deleted and a new one created.
There are 5 types of transactions, they are directly accessible through the menu bar, on top. They are:
The category in which a dropped document fits will determine, if any, what other transaction it falls under, and additional fields will appear to allow the recording of both records at once.
For all records in the lists below, the fields that can potentially receive a lot of data will be shown as an icon that hints to the size of its content.
The view link will show the details of the transaction record and allow additional notes to taken, existing notes to be reported as seen, or notes to be removed under certain conditions.
Documents Dropped Off that have not been handled (the status is not "closed") are shown in the list.
|
Creating a new Document Drop Off
|
Editing an existing Document Drop Off
|
Notes
|
|
Creating a new IRS Notice
|
Editing an existing IRS Notice
|
Notes
|
|
Creating a new Tax Return Tracking
|
Editing an existing Tax Return Tracking
|
Notes
|
|
Creating a new Project Tracking
|
Editing an existing Project Tracking
|
Notes
|
|
Creating a new Tax Return Extension Request
|
Editing an existing Tax Return Extension Request
|
Notes
|
|
Creating a new Tax Return Extension Request
|
Editing an existing Tax Return Extension Request
|
Notes
|
|
Creating a new Call
|
Editing an existing Call
|
Notes
|
|
Creating a new Email
|
Editing an existing Email
|
Notes
|
|
Creating a new Appointment
|
Editing an existing Appointment
|
Notes
|
|
Creating a new Task
|
Editing an existing Task
|
Notes
|
| Creating a new Progress | Editing an existing Progress |
Notes
|
|
Protected
|
Open
|
|
Editing an existing Access
|
Notes
|
The Time Card page will open with the current Pay Period active.
If no period is pending for the day, the user may enter a comment and click the Add Start Time to create a new Work Period for the current day.
If a Work Period is open, the button will show as Add End Time, to which another comment may be applied.
When a Work Day contains 1 or more comments, an icon will appear and the detailed comments will be shown underneath.
The Administrator will approve the Work Periods. Once approved, they appear in green and hovering will show who made the approval.
The Administrator may also add comments, which appear in blue, with the name of the approver.
There is no limit to the number of Work Periods in a day.
We can see the list of initials of the users that have reported the Notification as seen.
|
Creating a new Notification
|
Editing an existing Notification
|
Notes
|
|
Creating a new Assignment
|
Editing an existing Assignment
|
Notes
|
|
Company
|
Legal |
Connect with us |
