Introduction to Correspondence Manager

Correspondence Manager combines the integration of CCH Axcess™ with the word processing power of Microsoft^© Word, giving you total control of document content and formatting. In addition, documents created for a client using Correspondence Manager are saved as part of the client's file, making it easy to keep all documents for the client in one location.

A separate library of standard and custom letters can be assigned to each tax year and return type combination. Letter templates are then associated with a return configuration set for the letter to generate in a return using that return configuration set.

Overview of Correspondence Manager Features

Correspondence Manager offers the following features:

• Library of industry-specific letter templates. Standard letter templates for many of the documents that your firm produces every day are included. You can use these templates to generate personalized correspondence for your clients, or, if you prefer, you can create and import custom templates for your firm. 
•  Show me a list of the letter templates provided with Correspondence Manager.
• cover letters Cover letters list the returns, and if applicable, estimated tax vouchers and tax projections that were prepared. Instructions advise clients to sign, date, and file the returns.
• estimate reminder letters Estimate reminder letters advise the taxpayer of federal and state estimated payment amounts and payment instructions. The letters also include information about future estimated tax payment amounts and due dates.
• filing instructions Filing instructions indicate tax amounts of federal and state returns, filing due dates, payment instructions, and other special instructions.
• privacy policy Privacy policy statements explain the terms for protecting the confidentiality and security of client information.
• transmittal letters Transmittal letters notify the filing details of returns and advise taxpayers to sign returns. Payments due, calculated refunds, and overpayment applied to estimated taxes are included in the letter as they pertain to returns.
• transmittal letters for K-1 packages K-1 transmittal letters tell the shareholder, partner or beneficiary that you attached a copy of the Schedule K-1 and that the Internal Revenue Service received the Schedule K-1 as part of the tax return.
• extension letters Extension letters indicate the filing due dates of the federal return and/or state extensions, and includes instructions for filing the extensions.
• consent letters Consent letters request consent of the client to allow the tax preparer the ability to use the client's tax information for the purposes of tax preparation and tax return filing. Consent letters can also request the client's consent to the tax preparer sending the client's tax information to an associated service provider.
• Organizer letters Organizer letters present the tax Organizer that is prepared for clients to gather information for the upcoming tax year. Organizer letters can also include questions from the tax preparer, terms for protecting the confidentiality and security of client information, and a request for the client's consent to allow the tax preparer the ability to use the client's tax information for the purposes of tax preparation. (managed from Batch Manager)
• Library of paragraphs, paragraph sections, and keywords. You can use standard keywords, paragraphs, and paragraph sections as building blocks to create new documents. You can also create new custom paragraphs and sections based on conditions that you set.
• Custom stationery. The look of your letters can be customized. Stationery elements can be changed for a standard letter in the return configuration set.
• Integration with Microsoft^® Word. Microsoft^® Word displays on the right side of the Correspondence Manager window and is used to edit paragraphs and letter templates. Microsoft^® Word maintains many of its functionality and displays menu and tab options that are separate from the Correspondence Manager window. The New, Open, Save, Close, and Exit commands are not available in the Word pane. These functions are available on the Correspondence Manager Application menu, ribbon, and library context menus. You must have one of the following versions installed:
  • Microsoft^® Office Standard edition of Word 2016
  • Microsoft^® Office Home & Business edition of Word 2016
  • Microsoft^® Office 365™, locally installed
  • Microsoft^® Office 2019
• Correspondence for all return types and tax years. Correspondence Manager can create documents for all return types and tax years that are installed on your system.
• Organizer letters. Organizers are managed in Correspondence Manager when opened from Batch Manager and are restricted to Individual and Fiduciary returns.

Rev: 5/30/2024, 2:02 PM