The Correspondence Manager window opened from Tax includes features to review or edit existing correspondence that applies to an open return, and to select the letters to print with the return.
The conditions set for letter templates and paragraphs in letter templates are evaluated in Tax when a return is calculated. This is also true for changes that are saved for a letter inside the return. After saving your changes, you must calculate the return.
Using Correspondence Manager Features
You have the following options to manage correspondence from inside a return:
All letter types and letters rendered for the return display in the Letters and Filing Instructions section on the navigation panel. In the Letters and Filing Instructions section, do the following:
In CCH Axcess™ Tax, open a return with correspondence.
Calculate the return if it has not been previously calculated or if you made changes to the return since the last calculation.
Do one of the following:
Click Letters,, in the Overview group on the Review tab. All letters prepared from the return display on the navigation panel.
Click Preview on a Print window to open the Print Preview window.
Select a correspondence item on the navigation panel to preview.
Click Edit to open the Correspondence Manager window, displaying the selected letter in the Word pane.
Letters selected to print are marked with an asterisk (*) in the right pane under Letters and Filing Instructions.
Select a letter that is not marked with an asterisk and click Use this Letter for this Return on the ribbon. The letter is now marked with an asterisk.
To deselect a letter to print, select a letter marked with an asterisk and click Do not Use this Letter for this Return on the ribbon. Inside returns, at least one letter must be selected to print in Correspondence Manager.
Content controls enclose the text in a letter and are visible in the Word pane when you select text. They enable you to create letters with structured blocks of content. You can use the following types of content controls in correspondence:
F - Free flow
P - Paragraph
K - Keyword
G - Grammar variable
Click content in the Word pane to display the content control border and title for the selected text. In the following example, paragraph text is selected outside the grammar variables and keyword text, displaying the paragraph content control.
Select text that was rendered from a grammar variable or keyword to display the content control for that element. In the following example, the text rendered from a keyword, 2023, is selected, displaying the keyword content control border and title. The grammar variable content control would display if you select text rendered from a grammar variable.
Another visual indicator for the positioning of grammar variables and keywords is the highlighting of grammar variable and keyword text within a paragraph when you hover your mouse over either of these elements.
The free flow text content control displays in the Word pane for selected text that is entered outside any paragraph content.
You can edit the letter manually by entering free flow text in the Word pane. If you alter a letter template by removing or replacing paragraphs after you have inserted free flow text, review the letter to verify the text you added is positioned correctly in the letter.
If you remove all or partial content within paragraph content controls, leaving the paragraph controls, the original condition remains with the updated paragraph. If you remove the entire paragraph, including the content controls, the original condition is not retained and any new text that replaces the paragraph is entered within free flow content controls.
After saving your changes, you must calculate the return to apply the changes to the return. Click Saving Correspondence below for more information.
Special Considerations for State Returns
If you edit the state portion of a paragraph with a repeating property in a return, the edited paragraph displays for only that state. To display the edited paragraph in all possible states, recalculate the return.
If the state is removed and is replaced by another state, the free flow text will be repositioned. For example, for a combined letter including CA, you add free flow text between paragraphs 16 and 17 in the CA state return. If you delete the CA state and add AZ, the free flow text will display between paragraphs 16 and 17 in the AZ state return.
The Paragraph Library displays paragraphs for the open letter type. To select paragraphs, do the following:
Double-click a letter from the right pane under Letters and Filing Instructions. The related paragraphs for the open letter type display in the Paragraph Library.
Drag a standard or custom paragraph or paragraph section to the Word pane to edit a letter. After saving your changes, you must calculate the return to apply the changes to the return. Click Saving Correspondence below for more information.
Paragraphs in letters you save with the return do not display in the Paragraph Library.
The Paragraph Library includes a search box to locate objects in the library. To search for items, do the following:
Enter complete or partial criteria in the box above the list in the library, and then click.
When the search is complete, the folders containing matches to the criteria you entered will open in the library and the matching items will be selected.
The number of matches found displays to the right of the root folder in the library.
Click next to the Search box to remove highlighting from the library and enable the Search button.
You can delete standard and custom paragraphs in a generated letter inside the return. The paragraph is not removed from the Paragraph Library, either inside the return or in Correspondence Manager.
To delete a paragraph, do the following:
Open a letter in the Word pane.
Select the paragraph to be removed and press Delete. After saving your changes, you must calculate the return to apply the changes to the return. Click Saving Correspondence below for more information.
If you decide to include a paragraph that was previously deleted from a letter, you can drag it from the Paragraph Library into the letter. Click Selecting Paragraphs above for more information.
For information about replacing all or partial paragraph content with new content, expand Editing Letters above.
Keywords are variable blocks of text in correspondence paragraphs that are defined by the system. They change to return specific data when the applicable letter is rendered in a tax return and display in normal font color. When you add keywords from the Keyword Library, they appear as blue text in the Word pane.
In the Keyword Library section, you can do the following:
Select from the Category, Entity/Misc, and Type lists and click to filter the grid. Only the keywords that apply to the open letter in the return and to your filtering criteria display in the grid.
Sort columns by clicking a column header.
Drag a new keyword from the Keyword Library inside free flow text or paragraph content controls in a letter.
The Keyword Library includes a search box to locate objects in the library:
Enter complete or partial criteria in the box above the list in the library, and then click.
When the search is complete, the folders containing matches to the criteria you entered will open in the library and the matching items will be selected.
The number of matches found displays to the right of the root folder in the library.
Click next to the Search box to remove highlighting from the library and enable the Search button.
Displaying Letters or Filing Instructions
, in the Overview group on the Review tab. All letters prepared from the return display on the navigation panel.
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next to the Search box to remove highlighting from the library and enable the Search button.
to filter the grid. Only the keywords that apply to the open letter in the return and to your filtering criteria display in the grid.
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