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© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 1 of 45
Electronic Signature & Storage
Rollout Guide
Tax Season 2013
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 2 of 45
Table of Contents
Electronic Signature & Storage Overview ................................................................... 3
Client Profile .............................................................................................................. 3
Procedures .................................................................................................................... 3
ProFiler® ..................................................................................................................... 3
Front Office Paperwork and ESS ............................................................................. 4
ESS Features ............................................................................................................. 7
Document Package ................................................................................................. 11
Changed Documents ............................................................................................... 20
Scanning ...................................................................................................................... 22
Scanning During the Tax Preparation Process ..................................................... 22
Scanning After the Tax Preparation Process ........................................................ 25
Scan Features .......................................................................................................... 26
Accessing eDocuments .............................................................................................. 30
Additional Assistance ................................................................................................. 33
Appendices .................................................................................................................. 34
Appendix A – Using Traditional FOP ..................................................................... 35
Appendix B – On Hold Returns .............................................................................. 37
Appendix C – Integra Software Troubleshooting ................................................. 38
Appendix D – FOP Documents Automatically Printed ......................................... 42
Appendix E – Document Package Number and eDocuments Access Taxpayer
Letter......................................................................................................................... 43
Appendix F – Exiting the iDentifi.eSign Application Without Completion or
Placing on Hold ....................................................................................................... 45
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 3 of 45
Electronic Signature & Storage Overview
This guide is designed to be used for Electronic Signature & Storage (ESS). It should
be used in conjunction with additional information on Front Office Paperwork (FOP),
which is available on JHnet and the Learning Center.
ESS provides an alternative to manually signing and storing FOP documents. This
software allows for electronically signing (eSigning) and storing FOP documents,
electronically storing tax returns, and scanning and electronically storing other client
documentation.
ESS allows clients and preparers to eSign FOP documents instead of using the
traditional pen-to-paper signature. The documents, along with the tax return forms and
schedules, are also stored electronically, which reduces the number of documents that
must be stored or filed in the actual office. Because clients will have electronic access
to their documents via JacksonHewitt.com, they will not have to leave the Jackson
Hewitt office with a large stack of papers after completing the tax interview. In addition,
there is a scanning component that allows for scanning and electronically storing
additional client information, such as W-2s and identification.
ESS is NOT an alternative to signing paper tax returns, so paper return signature
documents must still be signed manually.
ESS follows a relatively simple process:
• The client and tax preparer use a signature pad to sign the documents.
• The documents are stored to allow for future viewing and printing by clients and
Jackson Hewitt office staff.
Integra Business Systems, Inc. (Integra) is the vendor providing the application for
eSigning and storing the documents.
NOTE: ESS cannot be used for returns for tax years prior to 2009.
Client Profile
All Jackson Hewitt clients qualify to use ESS for their individual income tax returns.
There are no tax return types or products that are excluded from ESS.
Procedures
Following is an overview of the procedures for using ESS.
ProFiler®
In order to eSign:
• The ESS software must be installed on the computer. If an office is configured
for ESS but chooses to offer this feature on a limited number of computers,
certain messages will be displayed within ProFiler on those computers where the
ESS software is not installed. The following information outlines the steps to
take to see if the software is installed:
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 4 of 45
o Open ProFiler.
o From the Tax-Year 20XX Menu, when you select ‘Tax Programs’ and then
‘Tax Return Preparation’, the following message is displayed if the ESS
software is not installed:
o If ProFiler is already open, you may not see this message after clicking
‘Tax Return Preparation’. However, there is also a message on the ‘Tax
Return Preparation - Home/ Start’ dialog box.
In this case, if you continue you must use the traditional pen-to-paper
signature FOP method.
If the ESS software is installed, this dialog box appears as it normally
would (without the electronic signature message).
NOTE: If you are set up for ESS and want to offer traditional FOP for a client,
see Appendix A for additional information.
Front Office Paperwork and ESS
In the ProFiler Products, Services and Fees – Customer Callback section, the following
question appears. If the client answers this question YES, only FOP documents
required to be printed will print. If they answer NO, all FOP documents will print. The
default is YES.
NOTE: This question does not provide the client/preparer the ability to opt out of
electronically signing the FOP documents. To opt out, see Appendix A.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 5 of 45
When you get to the Return Summary screen in ProFiler and are ready to save the
return, click ‘Exit’ (or press Enter) to launch the FOP Wizard.
CAUTION: If the return is being placed on Hold, see Appendix B for additional
information.
If the computer is set up for ESS, Page 1 of the FOP Wizard shows iDentifi.eSign as the
printer, and the button for printing the FOP documents says ‘eSign’.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 6 of 45
If the computer is not set up for ESS, ProFiler proceeds as it normally would for
traditional printing and signing of FOP documents.
NOTE: Notice that many of the Office copies are not listed. The majority of Office
copies are no longer needed when using ESS because the Client copies are stored
electronically. This reduces the number of signatures that are needed on duplicate
forms, decreasing the time for signing FOP documents.
• To launch ESS, click ‘eSign’.
NOTE: If you get a message that prevents you from launching ESS, see
Appendix C for additional information.
Financial Product Clients: After clicking ‘eSign’, the Bank Product Application
and Agreement prints at the beginning of the ESS session for clients who apply
for an Assisted Refund (AR).
• The following message appears over Page 1 of the FOP Wizard in ProFiler:
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 7 of 45
• The program launches the iDentifi.eSign application, and opens the document
package (FOP documents) for the tax return.
NOTE: This is the default view. To see the entire form, click the drop-down arrow
for the view box on the toolbar at the bottom of the window and select ‘Fit Height’, or
click the ‘Zoom to page height’ icon.
ESS Features
Following are some of the features of the iDentifi.eSign application.
Menu
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 8 of 45
Print – Opens a dialog box that allows you to print documents in the document
package.
NOTE: Even if you do not use this option, there are certain documents that
automatically print when the ESS session is completed (covered later).
Previous – Navigates to the page immediately before the one displayed.
Next – Navigates to the page immediately after the one displayed.
Pages to View – Shows all pages in the document package that have not
been viewed. This icon is red when there are still pages to view. After all
pages are viewed, it turns green ( ).
You cannot use ‘Hold’ or ‘Complete’ until this icon is green.
When you click this icon, a list of the unviewed pages is displayed.
From this list, click ‘View’ in the View Page column to go to a specific document
page. After a page is viewed, it is removed from the list.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 9 of 45
Sign – Allows for signing the eSignature fields using the signature pad.
When you click the ‘Sign’ icon, the program goes to the first unsigned eSignature
document and automatically opens the ‘Add Signature’ dialog box, which is used
for signing the eSignature fields.
When all eSignature fields have been successfully signed, the ‘Sign’ option is
disabled (grayed out ).
You cannot use ‘Complete’ until this icon is disabled.
Free Form – Allows for adding text boxes on documents. This option can be
used if you want to add a space for clients to initial certain parts of
documents.
When you click ‘Free Form’, the mouse cursor changes to a plus sign ( ),
indicating that you can draw a text box. After you draw the text box, the
‘Add Signature’ dialog box opens, allowing for an entry from the
signature pad. The ‘Add Signature’ dialog box is modified to include the
ability for a date and time stamp to accompany the signature pad entry.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 10 of 45
NOTE: The Free Form feature is not enabled on all forms that are displayed
in FOP. For instance, it is disabled on the Bank Product Application and
Agreement.
Hold – Places the document package on hold. This option should be used when
documents are awaiting signatures. For example, if the filing status is Married
Filing Jointly, the tax return is complete, but one spouse is not present, use ‘Hold’
to save the document package until that spouse eSigns the documents.
You cannot use ‘Hold’ until all pages are viewed.
Complete – Finishes the ESS session by archiving the document package.
You cannot use ‘Complete’ until all eSignature fields are signed and all pages
are viewed.
Toolbar
Shows the number of the page
displayed and the total number
of pages in the document
package. If you type a
number here and press Enter,
the program goes to that page.
Shows the title of
the Form displayed
Zooms the size of the
page displayed to fit the
width or height
of the window
Shows the
computer is
connected to
the eSign server
Click the drop-down arrow
to see the list of Document
Type pages and to select a
specific page to display, as
shown below
Shows the size of the
page displayed. Click
the drop-down arrow to
zoom to a different size,
as shown below
Shows the
status of the
document
package
transfer
Shows any
problems
encountered
in the program
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 11 of 45
Document Package
The document package is the client’s set of FOP documents that are displayed in the
iDentifi.eSign application. In order to complete an ESS session or place the document
package on hold, you must view all the pages in the package. In addition, to complete
the session, all eSignature fields must be signed. There are several ways you can view
and sign the documents. Choose a method that works best for you. For example, you
can:
• Click the ‘Sign’ menu icon to automatically navigate to each form that needs
eSignatures. This option takes you directly to the next eSignature field,
automatically opens the ‘Add Signature’ dialog box, and, as you accept the
signatures, defaults to automatically moving to each primary taxpayer eSignature
field first, and then to each spouse and tax preparer eSignature field as
applicable. Do this until all eSignature fields are signed. Then use the ‘Previous’
and ‘Next’ options to view all the pages.
• Start at the first page in the document package and click ‘Next’ to view each
page. As an eSignature document is displayed, click in the eSignature field to
launch the ‘Add Signature’ dialog box. After all eSignature fields are signed on
that page, use the ‘Next’ icon to navigate to all other pages. Do this until all
eSignature fields are signed and you reach the last page.
NOTE: If the office is set up to use Spanish versions of forms, Spanish versions of
certain federal and state consent and disclosure forms are included in the document
package. You will be able to skip the signing of these forms, and they are not
automatically printed after completing the ESS session. The English versions of these
forms are required to be eSigned.
eSignatures
REMEMBER: eSignatures are not a substitute for signing paper tax returns, so
there are no eSignature fields on Attestation Sheets for paper returns.
Attestation Sheets must still be signed manually.
NOTE: The IRS has approved electronic signing and storing of Form 8879, which is the
signature document for e-filed federal income tax returns, and Form 8878, which is the
signature document for e-filed stand-alone Form 4868 and Form 2350. However, not all
states allow electronic signing of their e-file signature documents.
Follow existing procedures for retaining tax return signature documents,
including any procedures set by your franchise due to scanning.
See Appendix D for information on which FOP documents can use eSignatures and
which ones require personal identification number (PIN) and/or manual signatures.
To sign an eSignature field:
• Click ‘Sign’ or click the eSignature field.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 12 of 45
NOTE: If the signature pad is not attached to the computer, the following
message is displayed:
Click ‘No’. The ‘Add Signature’ dialog box appears. Click ‘Cancel’. Plug in the
signature pad and click ‘Sign’, or the eSignature field, again to start the eSigning
process.
• After clicking ‘Sign’ or the eSignature field, the field that is active (the one that is
ready to be eSigned) is highlighted in blue.
Each eSignature field is outlined in red before it is signed. When a signature is
accepted, the outline turns green, and the current date and time are inserted in
the ‘Date’ field as applicable.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 13 of 45
NOTE: Secondary taxpayer (or spouse) signature fields do not have outlines
(indicating they cannot be eSigned) unless the filing status is Married Filing
Jointly. For example, the page shown next is for a single taxpayer.
• When you click ‘Sign’ or click the eSignature field, the ‘Add Signature’ dialog box
appears.
When you click ‘Sign’ while displaying a non-eSignature page or a page with all
eSignature fields signed, the program moves to the next page that needs
eSignatures.
NOTE: The ‘Add Signature’ dialog box may appear over the eSignature areas of
a page. If you want to see eSignature fields covered by this box, use the mouse
to move the box.
• Following are the ‘Add Signature’ menu options.
NOTE: The ‘Skip’ option is only used when the signature is not required. For the
most part, this option will be disabled.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 14 of 45
Signer – Allows for changing the active signer.
Typically, a signature document requires at least one signature from the
primary taxpayer, and one from the secondary taxpayer for joint returns.
Some documents also require the tax preparer’s signature. When you click
the ‘Sign’ icon, the program defaults to the primary taxpayer signing the
eSignature fields on all forms first. As fields are signed, the order in which the
program automatically moves from field to field is: all primary taxpayer fields,
all secondary taxpayer fields, and then the tax preparer fields (when
applicable).
If you want to change the signer, click the ‘Signer’ menu option in the ‘Add
Signature’ dialog box, and select the individual who you want to sign.
The active signer is displayed in the title bar of the ‘Add Signature’ dialog box
(circled above, the active signer is the primary taxpayer, as indicated by
‘Primary (1)’ shown at the top of the ‘Add Signature’ dialog box).
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 15 of 45
If no signatures are required by a signer shown in the ‘Signer’ drop-down list,
the signer’s designation is disabled. For example, if the primary taxpayer has
signed all required eSignature fields, ‘Primary’ is disabled. If the tax return is
for a taxpayer who is not Married Filing Jointly, ‘Spouse’ is not included in the
drop-down list, as shown next.
If you click the eSignature field instead of using the ‘Sign’ menu option, the
‘Signer’ option is not included on the ‘Add Signature’ dialog box.
Accept – Applies the signature to the active eSignature field after
someone signs the signature pad.
CAUTION: Be sure the eSignature field is being signed by the correct
individual before clicking ‘Accept’. If you need to delete a signature after
it is accepted, close the ‘Add Signature’ dialog box by clicking ‘Cancel’,
and click the eSignature field that is outlined in green.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 16 of 45
The following message appears:
Click ‘Yes’ to remove the signature. The green outline around the field
turns back to red, indicating the field is available to be eSigned again.
Skip – Indicates that a signature is not required. Currently, this feature
is only available for Spanish versions of consent and disclosure forms.
Erase – Removes the signature from the ‘Add Signature’ dialog box after
someone signs the signature pad. This can only be done before the
signature is accepted.
Cancel – Closes the ‘Add Signature’ dialog box. If there is a signature in
the box, it is not applied to the eSignature field.
Tablet – Shows the signature pads (tablets) that can be used for ESS.
• While the ‘Add Signature’ dialog box is displayed, the appropriate individual signs
the signature pad. The signature is shown in the box.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 17 of 45
• Click ‘Accept’ to apply the signature to the eSignature field.
• Make sure all eSignature fields are signed by all parties (primary taxpayer,
secondary taxpayer if a joint return, and tax preparer).
Complete
In order to complete the ESS session, all eSignature fields must be signed and all
pages in the document package must be viewed.
• Click ‘Complete’ to finish the session.
After all eSignature fields have been successfully signed, the ‘Sign’ option is no
longer available (indicated by the ‘Sign’ menu icon being disabled).
NOTE: If you click ‘Complete’ before having all eSignatures, the following
message is displayed:
Click ‘OK’ to return to the ESS session and complete eSigning.
After all pages have been viewed, the ‘Pages to View’ icon turns from red to
green.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 18 of 45
NOTE: If you click ‘Complete’ after all eSignature fields are signed but before
viewing all pages, the following message is displayed:
Click ‘OK’ to return to the ESS session and finish viewing the pages.
• If you click ‘Complete’ and the session can be successfully completed, the
program automatically prints the required documents.
NOTE: See Appendix E for a list of the required documents that automatically
print.
• The program closes and stores the document package and minimizes the
iDentifi.eSign application.
• Return to ProFiler. Page 2 of the FOP Wizard is displayed.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 19 of 45
CAUTION: Because the preparer has indicated that all documents have been
reviewed and signed, the ‘Return to Summary’ button is disabled to ensure that
no changes are made to the return without updating the FOP documents. If the
return needs to be changed, you must save the return and then access Return
Management to stop the processing of the return.
• Make sure the ‘I signify…’ check box is marked, and click ‘Save’ to complete the
tax return. A final ProFiler message is displayed.
• Click ‘OK’ to close the return.
CAUTION: Make sure you have the clients manually sign any paper tax
return signature documents (such as Attestation Sheets) and that you give
them their copies of any printed documents.
NOTE: After the ESS session is completed and the tax return is saved, you
can no longer access the ESS document package in ProFiler for that return
unless a change is made in the return.
Hold
In order to place the document package on hold (used when awaiting additional
eSignatures), all pages in the document package must be viewed.
• Click ‘Hold’ to place the document package on hold.
After all pages have been viewed, the ‘Pages to View’ icon turns from red to
green.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 20 of 45
NOTE: If you click ‘Hold’ before viewing all pages, the following message is
displayed:
Click ‘OK’ to return to the ESS session and finish viewing the pages.
• If you click ‘Hold’ and the package can successfully be placed on hold, the
program closes the document package and minimizes the iDentifi.eSign
application.
• Return to ProFiler. The following message is displayed:
• Click ‘OK’ to go to the ProFiler Return Summary screen.
NOTE: This message is not displayed if the tax return was placed on Hold before
launching the FOP Wizard. See Appendix B for additional information.
• The tax return cannot be saved as a completed return until all eSignatures are
completed. Place the return on Hold to close the return.
CAUTION: If you exit the iDentifi.eSign application without using ‘Complete’ or
‘Hold’, no eSignatures will be saved. See Appendix G for additional information.
Changed Documents
After the ESS session is completed and the tax return is saved, you can no longer
access the ESS document package in ProFiler for that return unless a change is made
in the return that causes FOP documents to change. If FOP documents change after
the ESS session is completed (for example, when fixing an IRS reject), the ESS
application launches from the FOP Wizard as it would for a new tax return. However,
only the changed documents will be required to be viewed and eSigned. In this case,
eSignatures may not be required for all eSign documents.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 21 of 45
Follow existing procedures for having clients come in the office to sign any
documents that need to be re-signed. If you need to use traditional FOP to
have clients re-sign documents, see Appendix A for additional information.
NOTE: If a return is reloaded and no changes are made that require documents to be
re-signed, Page 1 of the FOP Wizard shows a ‘Next’ button instead of an ‘eSign’ button.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 22 of 45
Scanning
A scanner may be used along with ESS to scan a client’s documents and other
information that is not already stored during FOP, such as W-2s and identification.
However, a scanner is not required to use ESS.
If you have access to a scanner in your office, you can use the scan option in
ProFiler only if you have the ‘Scan Documents for Electronic Storage’ permission
in Account Management.
NOTE: You cannot scan documents before a tax return is started.
Follow procedures established by your franchise for scanning clients’ information.
There are two methods to scan documents for a particular return:
• During the tax preparation process
• After the tax preparations process
Scanning During the Tax Preparation Process
• As soon as a return has been started, the preparer or Client Service Associate
can scan client documents for a return by simply clicking on the Scan button on
the ProFiler tool bar located at the top right of the screen.
• If the preparer or Client Service Associate doesn’t have the ‘Scan Documents for
Electronic Storage’ security permission, ProFiler will display the following Grant
one-time access dialog to allow a supervisor to approve the scanning process.
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NOTE: The following dialog may appear if the machine that the employee is
using hasn’t performed a scan operation. This dialog displays the install
progress of the Scan software.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 24 of 45
• The program launches the iDentifi.Scan application.
• Load the documents and other items face down on the scanner, and click ‘Add’
to scan the documents.
• After all items have been scanned and verified, click ‘Complete’ to save the
scanned items and end the scan session for the selected return.
When the scanned items are saved, the program adds the scanned pages to the FOP
and tax return documents that will eventually be generated once the return is
completed.
NOTE: If you want to scan more items for a client after the return is completed, please
follow the steps outlined in the ‘Scanning After the Tax Preparation Process’ section.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 25 of 45
CAUTION: If you try to use the application when there is no scanner properly
connected to the computer, the following message may be displayed:
When you click ‘OK’ or ‘Cancel’, scanner errors may be displayed. After clicking ‘OK’
for any error messages, make sure the scanner is turned on and properly connected to
the computer before re-trying to use the application.
Scanning After the Tax Preparation Process
• From the ProFiler Tax-Year 20XX Menu, select ‘Tax Programs’ and then ‘Tax
Return Preparation’. Enter the Primary SSN or Receipt Number and Last Name
on the ‘Tax Return Preparation - Home/ Start’ dialog box, and select ‘Use
Existing Tax Return’ on the ‘Tax Return Preparation - Existing Tax Return’ dialog
box as you normally would (for example, when you need to modify a tax return).
• Select ‘Scan Documents Associated with Selected Return’ from the ‘Tax Return
Preparation - Select Tax Return Option’ dialog box.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 26 of 45
NOTE: The ‘Scan Documents Associated with Selected Return’ option is not
displayed if any of the following apply:
o You do not have the ‘Scan Documents for Electronic Storage’ permission
in Account Management.
o Document Scanning is not turned on for the office.
o ESS software in not installed on the computer.
o The existing return selected is a Void or LYS return.
When the scanned items are saved, the program adds the scanned pages to the FOP
and tax return documents that have already been stored.
NOTE: If you want to scan more items for a client after a batch of items has already
been scanned, saved, and stored, you may do so by going back to ProFiler and
following the steps for using the scan option. You will not see the items that have
already been scanned, but the newly scanned and saved items are added to the
documents that have already been stored.
Scan Features
Following are some of the features of the iDentifi.Scan application.
Menu
NOTE: The ‘Scan Plan’ option is disabled because it is not relevant at this time.
Add – Scans items.
When items have been placed in the scanner and are ready to be scanned, click
‘Add’. The scanner scans the items and displays them in the iDentifi.eSign
window.
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NOTE: For information on how to physically place items on the scanner to scan
information, refer to the scanner’s documentation.
If you use ‘Add’ to scan additional items after scanning a batch, the additional items are
added at the end of the batch. For example, for the window shown above, additional
items would be added starting at page 4 because there are already three pages in the
batch.
Insert – Inserts scanned items before the page currently displayed.
If you use ‘Insert’ to scan additional items after scanning a batch, the additional
items are added before the page displayed in the iDentifi.Scan window.
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Replace – Replaces the page currently displayed with a newly scanned item.
NOTE: If you try to scan by using ‘Add’, ‘Insert’, or ‘Replace’ when there are no
items in the scanner, a scanner error message is displayed.
This message may also be displayed at the end of scanning a batch of items
using ‘Add’ or ‘Insert’. Click ‘OK’ to proceed.
Remove – Removes the page currently displayed.
Rotate – Rotates the page currently displayed clockwise 90 degrees.
Scanner – Shows the installed scanners.
If you click the drop-down arrow, all of the scanners that are installed on the
computer are displayed.
Complete – Saves and stores the batch of scanned items and closes the
iDentifi.Scan application.
Cancel – Cancels the batch of scanned items without saving and closes the
iDentifi.Scan application.
CAUTION: If you use ‘Cancel’, or use the X in the top right corner of the
window, to exit the iDentifi.Scan application, no scanned items will be
saved.
NOTE: Scanning in color is controlled by Integra through a global configuration setting.
It cannot be set locally.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 29 of 45
Toolbar
Thumbnail Mode
Shows the
receipt number
associated with
the scanned
items
Shows the Integra
global configuration
setting
Shows the
scanner
being used
Shows any
problems
encountered
in the program
Shows the number of the page displayed
and the total number of pages that have
been scanned. If you type a number
here and press Enter, the program goes
to that page. Use the arrows on either
side to navigate to the pages before and
after the one displayed.
Allows for viewing
the scanned pages
in thumbnail mode
instead of one page
at a time, as shown
below (under
“Thumbnail Mode”)
Zooms the size of the
page displayed to fit the
height or width
of the window
Allows for changing the
thumbnail mode view.
Click the drop-down
arrow to access the
thumbnail view options,
as shown below.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 30 of 45
Accessing eDocuments
The documents in the iDentifi.eSign document package can be referred to as
eDocuments. You and your ESS clients can access their stored eDocuments after the
ESS session is completed.
Clients can access their tax returns online only if all fees have been paid in full. If the
fees have not been paid in full, clients will still be able to access their FOP and scanned
documents.
NOTE: You can access clients’ tax returns only if you have the appropriate permission.
Office
You can view and print clients’ eDocuments using Customer Lookup only if you
have the ‘Customer Lookup eDocument Access’ permission in Account
Management.
To access the eDocuments Access Taxpayer Letter:
Follow existing procedures for finding and opening the receipt in Customer
Lookup.
• On the ‘Overview’ tab, click the ESS icon ( ).
NOTE: This icon will not exist if traditional FOP was used.
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The eDocuments Access Taxpayer Letter opens in a separate window.
• Use the browser’s Print option if you want to print the letter.
Follow existing procedures for finding and opening the receipt in Customer
Lookup.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 32 of 45
To access other eDocuments, including the tax return and scanned items:
• Go to the ‘History’ tab.
• Click the ‘Access eDocuments’ link. Besides providing access to the documents,
the ESign Status section on the History tab will indicate what documents are
electronically stored; FOP Documents eSigned, Documents Scanned and/or Tax
Return Stored.
NOTE: This link will be hidden if the user does not have the ‘Customer
Lookup eSign Document Access’ permission in Account Management. It will
not exist if traditional FOP was used.
• The eDocuments and tax return open in a separate window in one PDF file.
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• From this window, you can view and print the documents.
Client
Clients use the Internet to view and print their eDocuments. The information they need
to access them is communicated in the eDocuments Access Taxpayer Letter that prints
out when an ESS session is completed.
• Go to www.jacksonhewitt.com.
• Click the Access eDocuments link located at the bottom of the Home page.
• Enter the assigned Document Package Number.
• Enter the client’s Social Security number.
• Enter the security code displayed on the eDocuments page. This code is case
sensitive.
• Click the Download Now button.
Additional Assistance
If you need additional assistance regarding ESS, please refer to Ask Jackson or contact
the Support Center at 1-800-668-8264.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 34 of 45
Appendices
Following is a list of the appendices included in this guide.
Appendix A – Using Traditional FOP
Appendix B – On Hold Returns
Appendix C – Integra Software Troubleshooting
Appendix D – FOP Documents Signature Information
Appendix E – FOP Documents Automatically Printed
Appendix F – Document Package Number and eDocuments Access
Taxpayer Letter
Appendix G – Exiting the iDentifi.eSign Application Without
Completion or Placing on Hold
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 35 of 45
Appendix A – Using Traditional FOP
ESS is automatically used on any computer on which the software is installed.
There may be times when you want to offer the traditional FOP process (FOP
documents signed manually). For example, if a client is not able to come into the office,
you may want to use traditional FOP so you can send the documents out to the client,
have them sign them, and then have the documents returned to the office.
To use traditional FOP on a computer on which the ESS software is installed:
• When the iDentifi.eSign application opens, click the X in the top right corner of
the window to exit the application.
The following message appears:
• Click ‘Yes’.
Click here
to exit
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 36 of 45
• Click ‘OK’. Then click ‘Exit’ from the ProFiler Return Summary screen. The
following message appears.
• Click ‘No’. Page 1 of the FOP Wizard opens with the ability to use your regular
printer instead of defaulting to iDentifi.eSign as the printer. At this point, you can
use FOP in the traditional manner.
NOTE: You must have the “ESS – Switch to Traditional FOP” security permission
to use this feature. If you attempt to switch a return from ESS to traditional FOP
and you do not have the appropriate security permission, the following security
prompt will be displayed:
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 37 of 45
Appendix B – On Hold Returns
Follow existing procedure to determine whether the client should sign FOP
documents while the tax return is on Hold.
To eSign documents for a tax return that is on Hold:
• Mark the FOP Wizard check box on the ProFiler Return Summary screen and
then click ‘Exit’.
Page 1 of the FOP Wizard opens
• Follow the steps under the “Procedures” – “Front Office Paperwork and ESS”
and “Document Package” sections for using ESS to complete the ESS session or
place the document package on hold.
• After clicking ‘Hold’ from the ESS menu, the FOP Wizard is displayed with a
‘Hold’ button instead of a ‘Save’ button.
• Click ‘Hold’ to place the return on Hold and close it.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 38 of 45
CAUTION: Special care must be taken if you launch eSign and capture
signatures when placing a return on Hold. This is a typical scenario when filing a
Married Filing Joint (MFJ) return where one taxpayer is not present at the tax
preparation event. If one taxpayer’s signatures are captured and the other
taxpayer is returning at a later point in time to sign, no changes can be made to
the return otherwise all signatures captured will be lost because new documents
will need to be generated which will cause any signatures captured to be
nullified. To ensure no signatures are lost in this scenario when the second
taxpayer is paying for the return, no C, O, or B copies of the receipt will be
reprinted when a payment is entered after signatures are captured.
Appendix C – Integra Software Troubleshooting
Following are some messages you may see outside of the normal course of using ESS.
Application Updates
If you are using a computer that is set up for ESS, there may be times when you are
asked to install application updates. This may occur after clicking ‘eSign’ from Page 1
of the FOP Wizard.
If application updates are available, the following message appears:
Click ‘OK’ to install the updates and continue with ESS.
NOTE: The ‘Update Available’ message may appear more than once depending
upon how many of the software programs have updates available. Click ‘OK’ each
time the message appears.
Error Messages
While using ESS, you may see the following messages:
1.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 39 of 45
This may mean:
• Issue: There is no Internet connection.
• Resolution: Click ‘OK’, check your Internet connection, and try again.
• Issue: The Integra software is not installed properly.
• Resolution: Your technical staff person can see the Installation Guide for
information.
• Issue: The iDentifi.eSign application did not launch properly.
• Resolution: Click ‘OK’. Place the return on Hold, exit the return, and then
use the option to ‘Modify Selected Return’. Go to the Return Summary
screen to re-launch the ESS application and finish the tax return.
2.
Issue: The Integra software is not installed properly, iDentifi.eSign application did
not launch properly, or an application update is taking longer than expected.
Resolution: Click ‘Yes’ on this dialog if the application update dialog that was
mentioned earlier in this section was displayed. If you did not see the application
update dialog prior to this message being displayed, click ‘No’. Place the return
on Hold, exit the return, and then use the option to ‘Modify Selected Return’. Go
to the Return Summary screen to re-launch the ESS application and finish the
tax return. If the message appears again, notify your technical staff person.
3.
Issue: The file used to communicate office and tax return information was not
created properly.
Resolution: Click ‘OK’. Place the return on Hold, exit the return, and then use the
option to ‘Modify Selected Return’. This will automatically create the necessary
file and allow you to finish the tax return.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 40 of 45
4.
Issue: The current date and time is more than 15 minutes past the time between
opening Page 1 of the FOP Wizard and clicking the ‘eSign’ button.
Resolution: Click ‘OK’. The following message appears:
Click ‘No’. The following message appears:
Click ‘OK’. Place the return on Hold, exit the return, and then use the option to
‘Modify Selected Return’. Go to the Return Summary screen to re-launch the
ESS application and finish the tax return.
Issue: The office is not enrolled to use ESS, but the ESS software is installed on
the computer.
Resolution: Click ‘OK’ and see Appendix A for information on how to use
traditional FOP to finish the return. Notify your technical staff person to
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 41 of 45
determine if the office should be enrolled or if the software should be removed
from the computer.
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 42 of 45
Appendix D – FOP Documents Automatically Printed
There are certain FOP documents that automatically print when ESS is used if they are
relevant to the client’s tax return. These forms print after completing the ESS session
by clicking ‘Complete’ in the iDentifi.eSign application.
• eDocuments Access Taxpayer Letter
• Refer-A-Friend coupons
• Merchant coupons
• Receipts – all copies
• Taxpayer Letter
• Jackson Hewitt Tax Service® Privacy Policy
• Taxpayer Information Form – only the page that needs to be signed when picking
up a check
• Form 8453, U.S. Individual Income Tax Transmittal for an IRS e-file Return
• Assisted Refund Application and Agreement – prints at the beginning of the ESS
session for clients who apply for an AR, as required by the bank
• Adverse Action Notice
• smartcard Prepaid Visa® Card Enroll in Direct Deposit Form (Employer Direct
Deposit Form)
• Form 1040-ES, Estimated Tax Payment Vouchers – Customer copy
• Form 1040-V, Payment Voucher
• Tax Return Notes – Customer notes only
• Attestation Sheet – Federal copy
• State Form 8453/8879/8878 equivalents if not eSigned
• State Form 1040-ES equivalents
• State Form 1040-V equivalents
• State paper returns
• Attestation Sheet – State copies
• 1040 Reference Copy
© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 43 of 45
Appendix E – Document Package Number and eDocuments Access
Taxpayer Letter
The eDocuments Access Taxpayer Letter prints when you complete an ESS session. If
you need to obtain the Document Package Number in the future, there are other ways
to get it.
1. The eDocuments Access Taxpayer Letter can be printed from Customer Lookup.
NOTE: You cannot print the letter from Customer Lookup if you do not have
the ‘Customer Lookup eSign Document Access’ permission in Account
Management.
Follow the steps under the “Accessing eDocuments” – “Office” section for
printing the eDocuments Access Taxpayer Letter from Customer Lookup.
2. The number is displayed on Page 2 of the FOP Wizard, which opens after the
iDentifi.eSign application closes.
A sample of the eDocuments Access Taxpayer Letter is shown at the end of this
appendix.
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© 2012-2013 Jackson Hewitt Tax Service Inc. All rights reserved. Page 45 of 45
Appendix F – Exiting the iDentifi.eSign Application Without
Completion or Placing on Hold
If you exit the iDentifi.eSign application without using ‘Complete’ or ‘Hold’, no
eSignatures that have been accepted will be saved. Therefore, you should not exit the
application before completing the ESS session or placing the document package on
hold.
NOTE: See Appendix A for a circumstance under which you may need to exit
without using ‘Complete’ or ‘Hold’.
• If you click the X in the top right corner of the iDentifi.eSign application window to
exit the application before successfully using ‘Complete’ or ‘Hold’, the following
message appears:
• Click ‘No’ to return to the iDentifi.eSign application so that you can complete the
ESS session or place the document package on hold.

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