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ProSeries Frequently Asked Questions

Creating PDF Files of Tax Returns

Products Affected:

• ProSeries
• ProSeries Express Edition

ProSeries and ProSeries Express can create Portable Document Format (PDF) files containing images of your clients' tax returns. Then you can use Adobe® Reader or Adobe Acrobat software to view and print the PDF files. PDF files can also be e-mailed to your clients.

New for Tax Year 2006

• You can create PDF files with only the forms you select. Use this option to create a PDF file of just one form.
• Invoices and client letters are included in PDF files of entire returns.

To create a PDF file with only selected forms:

1. In the client's file, go to the File menu and select Print.
2. On the left side of the Print Center, under From within a return, choose Print Selected Forms.
3. On the right side of the Print Center, in the Print line, uncheck the Printer box and check the File (PDF) box.
   Note: If you leave the Print box checked you will receive a printed copy of the file. If the ProSeries Document Management System (DMS) program is installed on your computer, check the DMS box to send PDF files to DMS.
4. In the Print Selected Forms area, choose Selected Forms. Other options include print the current form, the invoice only, or the letters only.
5. To indicate which selected forms to print, click the Choose button.
6. In the Please Select Form(s) to Print dialog box, choose the forms you want to print from the forms in the client's file. Hold down the CTRL or SHIFT key to select more than one form.
7. Click OK.
8. In the Print Selected Forms area, enter the number of copies you want to print and click Print.

To batch create PDF files:

1. In HomeBase, select the returns to save as PDF files. Use the SHIFT key to select blocks of returns and the CTRL key to select various returns.
2. From the File menu, select Create PDF File.
3. In the Print Selected Returns section, verify that File (PDF) is selected in the Print area.
4. If you need to change the printer setup or PDF files setup, click the Printer, PDF, and DMS Setup button. Make the appropriate changes and click OK. Go back to the File menu and select Create PDF File.
5. Check the box to select Filing Copy Forms, Client Copy Forms or Preparer Copy Forms. More than one box may be selected.
   Note: When printing tax forms, always print the Filing Copy Forms in ProSeries. This will help ensure that forms scanned by the taxing agency are not rejected for being too large.
   
6. Click the Print button.
   
7. The Printing Message Log will display. You may want to print this as a record of which returns were saved as PDF files and where they are stored.

To create a single PDF file from within a return:

Open the return and follow the instructions to batch create PDF files beginning with step 2.

Notes

• ProSeries creates a PDF file for each option (Filing Copy, Client Copy, Preparer Copy) that you select. Each PDF file contains the client's federal return and any state returns.
• The name of each PDF file identifies the ProSeries client file, the tax year, the type of return, and the type of copy.
• Before printing a PDF file, turn off the Fit to Page option in Adobe Reader or Adobe Acrobat so the forms are printed in the appropriate size. Otherwise, they may be enlarged to fit the page and may not be acceptable to the taxing agencies.
• ProSeries Basic Edition does not include the create PDF file feature.

Additional Information

• PDF File Prints to Tax Forms Printer Instead of Saving
• For more information about creating PDF file see the ProSeries User's Guide, chapter 19 or the ProSeries Express Edition User's Guide, chapter 14.

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