Populating Onvio client and contact info, creating projects, and exporting invoices

If you're licensed for Onvio, you can do the following.

  • Export demographic information about your clients (names, addresses, and so on) from UltraTax CS to Onvio to create those clients and contacts in Onvio
  • Enable Client Center portals for your customers and send them a registration email
  • Automatically create an Onvio tax return project when exporting client data from UltraTax CS
  • Update Onvio projects and tasks from within UltraTax CS
  • Create invoices in Onvio using information from UltraTax CS

Before exporting UltraTax CS client information to Onvio, verify that you have entered the correct information in UltraTax CS, and then export the client and contact data via the Utilities > Onvio Integration dialog.

Important!If you've already created a contact in Onvio for a client, exporting this information will create a new contact rather than updating the existing Onvio contact if the data does not match exactly.

Entering contact data in UltraTax CS prior to export

The population dialog informs you if data is missing to properly set up your client in Onvio. Review the information below to understand what data the application is looking for in each entity type.

Note: Email addresses are required in some cases, including to create Onvio Client Center portals. We recommend that you add email addresses to take advantage of integration features,.

For UltraTax CS clients with a foreign address, you must select Foreign Address in the state field under Residence Information. If not, the client will not populate in Onvio and a web failure message will appear.

Click the link for the appropriate tax return below, and verify that you've entered accurate information in the fields listed for that entity.

Contact data entry for 1040 clients

Screen 1040 (General folder)

For both taxpayer and spouse:

  • SSN
  • First name
  • Last name

Screen Contact (General folder)

  1. Taxpayer email address
  2. Spouse email address

Notes

  • Each email address must be unique for the associated contact.
  • The taxpayer's Onvio contact is created as an Individual - Client contact. The taxpayer is defaulted to the tax matters contact relationship in Onvio unless changed to the spouse on the Contact tab in UltraTax CS. The tax matters contact will be enabled for Onvio Client Center and receive a registration email through the UltraTax CS integration. To enable portal access for the contact that is not designated in UltraTax CS, see Give clients and contacts access to Client Center.
  • After enabling Client Center for the spouse, you'll need to grant access to the appropriate document folder. See Share Folders for more information.

Contact data entry for 1120 clients

Screen 1120 (General folder)

  • EIN
  • Name

Screen Contact (General folder)

  • Social Security Number (for eSignature and state use) 
  • First name
  • Last name
  • Officer email address (should be an individual's email address, not the corporation's)

Notes

  • If you've designated an individual as an officer (via the Shareholder is an officer checkbox in the View > Shareholder information > Other Info tab), that individual appears in the Officer’s Compensation before employment credit reduction statement (on Screen Inc in the Income & Deductions folders), they will also appear in the Social security number for eSignature and state use drop-down list on Screen Contact.
  • If you're completing a 1040 tax return for the officer listed in the Officer email address field and the same email address is entered in both 1040 and 1120 Contact screens, the business return and individual return are both included in that officer's Onvio Client Center portal. If you entered two different email addresses on the 1040 and 1120 Contact screens, the officer will maintain two separate Onvio Client Center logins. We recommend exporting these clients to Onvio via the Utilities > Onvio Integration dialog prior to sending a web tax return to the Client Center portal.

Contact data entry for 1065 clients

Screen 1065 (General folder)

  • EIN
  • Name

Screen Contact (General folder)

  • Name of partner signing return
  • Social security number of partner signing return.
  • Email address of the partner

Notes 

  • The email address listed should be an individual’s email address, not the partnership's. If you're completing a 1040 tax return for the Tax Matters Partner and the same email address is entered in both 1040 and 1065 Contact screens, the business return and individual return are both included in that partner's Onvio Client Center portal. If you entered two different email addresses on the 1040 and 1065 Contact screens, the partner will maintain two separate Onvio Client Center logins. We recommend exporting these clients to Onvio via the Utilities > Onvio Integration dialog prior to sending a web tax return to the Client Center portal.
  • The Email address field may be automatically completed using the email address entered in the Setup > Client Communications dialog. This field does not populate the Tax Matters Partner email address field in View > Partner Data Entry.

Contact data entry for 1041 clients

Screen 1041 (General folder)

For estate and trust returns: 

  • Employer identification number
  • Name

For fiduciary returns:

  • SSN/EIN
  • Name

Screen Contact (General folder)

  • Fields in the Specific Information section
  • Email address 

Notes

  • The email address creates the Tax Matters Contact in Onvio with the fiduciary name, so you should use the fiduciary’s email address.
  • If you're completing a 1040 tax return for the fiduciary and the same email address is entered in both 1040 and 1041 Contact screens, the business return and individual return are both included in the fiduciary's Onvio Client Center portal. If you entered two different email addresses on the 1040 and 1041 Contact screens, the fiduciary will maintain two separate Onvio Client Center logins. We recommend exporting these clients to Onvio via the Utilities > Onvio Integration dialog prior to sending web tax return to the Client Center portal.

Exporting contact information from UltraTax CS to Onvio

After finishing the appropriate data entry in the fields listed above, you can export the client contact information to Onvio to automatically create Onvio contacts. To do so, complete these steps. 

  1. In UltraTax CS, choose Utilities > Onvio > Integration.
  2. Verify that the Populate Onvio client(s) and contact(s) checkbox is marked in the Options group box on the lower left.
  3. If you would also like to enable Client Center for your clients at the same time, mark the box to Enable Client Center and send registration email.
  4. To create tax return projects for each UltraTax CS client you export to Onvio, mark the Create Onvio project for UltraTax CS client checkbox.
  5. The clients with contact information available to export to Onvio are listed in the left pane. Select the desired clients you want to export and click Select. If any client IDs displayed in red text, you need to enter additional information (such as client name or contact email address) before you can export that client's contact information.
  6. Click Continue to begin the export process.

Once the export is complete, the clients, contacts, and tax return projects will appear in Onvio. The following information is shared with Onvio:

  • First, Last name
  • Entity
  • SSN/EIN
  • Address
  • Email
  • Spouse first, last name and email. 

Updating Onvio project and task status from UltraTax CS

If you are licensed for Onvio and have created Tasks in Onvio for a tax return project that was previously exported from UltraTax CS, you can update the status of those tasks from within UltraTax CS and vice versa. The updates made to these task statuses will be reflected in both UltraTax CS and Onvio. To do so, complete these steps.

Note: Before you can update their status from UltraTax CS, the project and tasks associated with a tax return must exist within Onvio. You can create the project by choosing Utilities > Onvio > Integration and marking the Create Onvio project for UltraTax CS client checkbox when exporting client and contact information. Tasks must be created in Onvio itself.
  1. In UltraTax CS, open the client's return containing the tasks you want to update.
  2. Choose Utilities > Onvio > Project Information.
  3. The Project Information dialog displays the Project Name and Primary Staff designated in Onvio, along with the tasks, assigned staff, and status of each task. To update the status of an existing task, highlight that task in the list pane on this dialog and choose the appropriate status from the Status drop-down list.
  4. Click Save once you've updated the desired tasks.
UltraTax CS sends these updates to Onvio, where the new projects and task statuses will be reflected on the Project Information screen. Note that projects and tasks are created automatically based on the related entity’s Onvio project template.

Sending invoice information from UltraTax CS to Onvio

To send invoice amounts to Onvio from within UltraTax CS, complete these steps.

  1. In UltraTax CS, open the client whose invoice amounts you wish to send to Onvio.
  2. Choose Utilities > Onvio > Send Invoice.

After the export is complete, UltraTax CS displays a confirmation dialog verifying the invoice information was sent successfully.


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