Documents Section Overview

The Documents section contains all the files that you or the TFX staff (your tax preparer, etc.) have uploaded. Files uploaded by TFX staff may include documents that should accompany your return and receipts showing that the IRS has received your return.

From the Documents section you can:

• How to approve/disapprove documents prepared for you by TFX
• Filing Instructions & Confirmations
• How to upload documents
• Managing uploaded documents
• Creating directories
• Moving documents
• Renaming documents
• Previewing documents
• Downloading documents
• Download multiple documents
• Download all user documents 
• Delete documents
• Organize any files you’ve sent to your tax preparer by email

The maximum upload file size allowed is 25 MB.

Once you’ve selected the file(s) you wish to upload, the Documents Upload pop-up window will appear. Click Upload All to upload your file(s) to the TFX system.

** The difference between the 2 upload document requests is that the first one is for new files that you need to upload pertaining to that section, while the second one is for an existing file that you already had uploaded previously.

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You can also add extra information about the file and add it to a category if you would like.

• Description - Specify what type of file you’re uploading and add any other pertinent info.
• Tax Year - Choose the tax year for which you are uploading the file.

Uploading a Zip File Containing Multiple Documents

To speed up the uploading process, you can upload a zip file containing multiple documents. You can only upload zip files via the Documents > Documents You Provide Us section of the Client Area (zip files cannot be uploaded inside the Tax Questionnaire nor should you email them to your preparer).

Here's what happens when you upload a zip file containing multiple documents:

1. The system automatically unzips the file into a new folder with the same name as the zip file you uploaded.
2. The system automatically deletes all files that are not images or documents.
3. The system scans the files for viruses and deletes any files that are infected.
4. The system then deletes the original zip file you uploaded.

The maximum upload file size for an archive (i.e. zip file containing multiple documents) is 50 MB. 

Managing File Names if the File Already Exists

You cannot have multiple files with the same name in the same year folder. If a file with the same name as the file you are trying to upload was added earlier, the system will ask you how you’d like to handle it.

You have four options:

• You can rename the file by selecting Rename, typing a new file name, and then clicking Upload All.
• You can replace the old file by selecting Replace and then clicking Upload All.
• You can upload the file to the directory of another tax year by selecting another tax year from the list, and then clicking Upload All.
• Or, if you don't want to upload the file, after all, you can select Cancel.

Managing Uploaded Documents

Files are categorized by tax year. For each year, the total size of all the files, and info about the last update will be listed.

To manage them for a certain year, click the year link.

From here, you can manage all the files that fall within the selected year. You’ll be able to see the date the file was added and the number of pages (in PDF files).

Creating Directories

You can create directories inside tax year folders to make documents management easier. 

1. Click the new directory icon next to the year folder.
2. Type the directory name, then click Save folder.

Moving Documents

You can easily change the directory or year of a file by following these steps:

1. Select the check boxes next to the names of the files/directories you wish to move.
2. Click the Move to button at the top of the file list.
3. Select the new tax year and/or a new directory, 
4. Repeat for the other selected files/directories, then click Move.

Renaming Documents

You can easily change the name or description of a file by following these steps:

1. Select the check boxes next to the names of the files/directories you wish to rename.
2. Click the Move to button at the top of the file list.
3. Click the pencil icon next to the file/directory name, change its name, then click the diskette icon.
4. Change the file description by editing the Description field. 
5. Repeat for the other selected files/directories, then click Move.

Previewing Documents

You can easily preview your uploaded files using the built-in document viewer. Simply click the  Preview icon to open the viewer. Click the white arrow at the top left to return to the list of files.

Downloading Documents

You can also download files from the TFX system.

1. To download a file to your computer or device, click on its name or click the download icon.
2. If prompted, choose where you would like to save the file, then click Save.
3. When the download finishes, you will usually see it appear at the bottom of your browser window. Click on the file name to open the downloaded document.

Downloading Multiple Documents at Once

You can also download multiple files at once.

1. Select the check boxes next to the names of the files you would like to download. To select all the documents from the specific year, select the check box next to the folder name. 
2. Click the Download link at the top of the list. Selected files will automatically be added to a ZIP archive.
3. When the download finishes, you will usually see it appear at the bottom of your browser window. Click on the file name to unzip it.

Downloading All User Documents

There is no need to select files if you want to download all documents you've uploaded to TFX system.

1. Click Select All, then click Download. All files will be automatically added to a ZIP archive.
2. Browse to the folder on your computer where you wish to save the documents, then click Save.Deleting Selected Documents/Directories

You can delete multiple files or whole directories at once.

1. Select the check boxes next to the names of the files you wish to delete, then click Delete
2. Confirm the deletion by clicking Remove.

Managing Files Sent by Email (Email Attachments)

Some clients find it easier to send documents by email to their tax preparer rather than uploading them to the system. All documents are stored in the client’s Client Area regardless of how they’re received.

If you sent your documents by email, you’ll be prompted to organize them every time you navigate to Documents > Documents You Uploaded section. We recommend that you organize your documents by year to make managing your documents easier. Please select the year for each document and click Move. If you don't want to organize your documents now you may close the pop up by clicking the Cancel button. 

Tax Documents Prepared by TFX

You have access to all of your tax documents prepared by TFX regardless of the year they were created. You may preview or download any of them at any time.

To see the documents TFX has prepared for you, simply browse to the Documents section. The following notification will be displayed if you have any new documents available in this section:

Tax documents are placed into the  Tax Returns folder and categorized by tax year. For each tax year, the number of unread files and info about the last update will be displayed.

To manage your files for a specific year, click the year link.

From here, you can manage all your tax documents for the selected year. You’ll be able to see the document type, the filing method, and the tax due (if applicable).

Filing Instructions and Confirmations

The Instructions and Confirmations folder of Documents TFX Prepared section contains concise instructions for filing your taxes as well as electronic filing confirmations from the IRS, the Treasury, and the state tax authorities.

• Filing instructions – The final step in the filing process to provide the client with a summary (which we call, “Final Instructions”), outlining the services which were provided, the documents which were prepared, the method by which those documents were delivered to the IRS/Treasury, as well as specific mailing instructions if was not possible for us to e-file on the client’s behalf.
• Confirmations – If possible, TFX will always e-file returns on behalf of the client (once approval is given), but in some cases – such as when filing an amended return or using the Streamlined Procedure – it is not possible for us to do so. If your tax return and/or FBAR was electronically filed, we will upload the e-file confirmation for your records.
  • The IRS will provide a receipt when they receive and accept your documents.
  • The Treasury will provide a receipt when they receive your documents.

Browse to the Documents > Documents TFX Preparedsection, then click on Instructions & Confirmations folder. If you have any unread documents, a notification like the one shown below will alert you.

Instructions & Confirmations are categorized by tax year. For each tax year, the number of unread files will be displayed. Next to each file you’ll be able to see its type and IRS delivery info. 

To manage your files for a specific year, click the year link. From here, you can manage all your instructions and confirmations for the selected year. 

Previewing Files

You can easily preview the files using the built-in document viewer. To open the document viewer, click the  Preview icon next to the name of the document. Click the white arrow at the top left to return to the list of documents.

Downloading Files

To download a document, click on its name or on the download icon, if prompted, choose where you would like to save the file, then click  Save. When the download finishes, you will usually see it appear at the bottom of your browser window. Click on the file name to open the downloaded document.

Approving/Disapproving Your Return

Once you’ve paid, you’ll be able to download your prepared tax documents. We ask that you review and approve your tax return before filing. Of course, we’re not asking you to verify technical tax details.

We simply ask that you check that your personal details and basic information is correct. 

Approving your Return

If you haven't found any mistakes and don't have any comments to make, please go ahead and approve the return.

1. Click the orange Approve button. A confirmation pop-up will be displayed.
2. Select the appropriate check boxes and then click Sign.

Once the return is approved it will be e-Filed within the next 3 business days. If your return must be filed by mail, we will provide you with detailed mailing instructions.

Disapproving your Return

If you have any questions about your return or comments you would like to make, please disapprove it.

1. Click the blue Disapprove button. A confirmation pop-up will be displayed.
2. Please describe the issue in the field provided.
3. If there is more than one issue, click the Add reason link to add a field. You may add as many fields as you like.
4. Click Submit to send your comments.

Once you’ve disapproved the draft of your return and have sent us feedback explaining the problem, we’ll work on amending your return. You can expect a response within 3 business days.