Procedure?

[mcbreck]

Do you keep a pdf copy (or physical I guess) of your client's tax return or do you just use the tax software to generate one later if you need one?

[mcb39]

I keep a paper copy.  Archaic; probably, but we find them very useful.

[jklcpa]

36 minutes ago, mcbreck said:

Do you keep a pdf copy (or physical I guess) of your client's tax return or do you just use the tax software to generate one later if you need one?

I am totally paperless, and I always keep pdfs that serves as the archive copy. The reason to do this is because program updates, law clarifications, and retroactive law changes subsequent to filing can change any return that is generated by the program when it is reopened. 

I use the document manager and print everything to pdf that I then print the client paper copy for them.  The client copy pdf is usually an abbreviated copy where I've decided what is necessary and also those backup worksheets ("keep for your records") that I deem useful to provide, and that pdf contains exactly what is given to them. The preparer copy pdf has much more: the entire return plus all of the computer-generated notes, preparer notes, due diligence, backup worksheets not actually e-filed, and transmission reports. 

[Margaret CPA in OH]

I keep a pdf copy and the client always has a pdf copy in their Verifyle account.  I gave up paper copies several years ago.  On rare occasion, I may have a copy of a more complicated return with all the statements and worksheets but can't think of any at the moment.  I also have an internal backup drive, an external hard drive (both used weekly or more) and a constant online Backblaze backup.

[Lee B]

I keep both a paper copy and a pdf copy, since I am semiretired keeping a paper copy isn't a big deal.

[Lion EA]

I keep .pdf copies of the "accountant's" copy automatically, separately from the program files. The client receives an electronic copy along with his eSign. I put a client copy .pdf in my portal upon request. I will be printing even fewer paper client copies next season. If a client needs a later copy, ProSystem fx asks me if I want any changes before I can open that client, so I can print or make a .pdf as originally filed.

[Abby Normal]

3 hours ago, jklcpa said:

change any return that is generated by the program when it is reopened

Supposedly, if you mark a return complete in ATX, it will not update, but, like you, I always keep a PDF. It's so much more handy than a paper copy, which can be lost or misplaced, and must be stored somewhere, not to mention printing and paper costs.

[Catherine]

I used to keep paper copies but now just pdf's - and a pdf of all client original documents and another of signature pages (paper kept for the requisite years). Electrons stack much more tightly than pages. Clients get paper and pdfs including EF Acks (I also keep acks). I want to have everything needed to research a return without having to open the program if at all possible. 

[Gail in Virginia]

I keep both a pdf and a paper copy, although I destroy the paper copy after three years.  I keep thinking about going to just pdf copies but i am afraid I will miss making the pdf copy or the paper copy, so i just prefer to have both for a while.  The pdf is easier to work with if someone needs an extra copy or if I need to look something up while someone is on the phone.  

[Abby Normal]

7 hours ago, Gail in Virginia said:

I keep both a pdf and a paper copy, although I destroy the paper copy after three years.  I keep thinking about going to just pdf copies but i am afraid I will miss making the pdf copy or the paper copy, so i just prefer to have both for a while.  The pdf is easier to work with if someone needs an extra copy or if I need to look something up while someone is on the phone.  

Printing always to PDF then printing always from PDF to paper, ensures that you always have a PDF copy.

[Medlin Software, Dennis]

Make sure when saving and printing to/from PDF, to not shrink/stretch/skew. This mainly applies to any form you may eventually mail (for scanning), but it is a good idea at all times.

I get this question daily; can I save paychecks or tax forms to PDF and have someone else print them? The answer is always no because of shrink/stretch/skew/resolution issues.

I use paper copies of things I am required or want to keep. They are kept in folders/drawers/containers CLEARLY labeled with a "destroyable" date. I also track and delete electronic records via a "destroyable" date as well. Nuttin' you were not required to have can be used again' you.

[Lee B]

1 hour ago, Medlin Software, Dennis said:

 

I get this question daily; can I save paychecks or tax forms to PDF and have someone else print them? The answer is always no because of shrink/stretch/skew/resolution issues.

 

From time to time I have emailed pdf copies of checks to clients who were able to print them out with no problems.

[Medlin Software, Dennis]

15 hours ago, Lee B said:

From time to time I have emailed pdf copies of checks to clients who were able to print them out with no problems.

I have never been caught rolling the stop sign on my street.

Point is most PDF readers will shrink to fit on page by default. Some will sub in different fonts. Someone could use a dot matrix printer.

The penalty for submitting a tax form which cannot be scanned is significant and can blow back on the software vendor too.

Try scanning that PDF and printed elsewhere check at a grocery or check cashing store and see how well that goes. Worse yet, deal with the employee who could not get timely paid because the check was not accepted.

There are options, such as cloud printing (direct from the device, not from a PDF).