Making sure a return is not missed...

[BOB W]

As I said before, I use the "Status" feature for my tax returns in the tax program. I have 60 bookkeeping/accounting clients that I do and I control them with an Excel spreadsheet that I print out every month for the various functions that are required. It has 14 columns to cover all that is needed. This has worked for me for many years. I use some columns that have "O" in it that I darken when a column heading is completed but requires futher action like make an EFTPS payment. When the EFTPS is make I put a check mark in it.

As I get to the last several business clients, I review my list and write on the first page (at the bottom) the names of the clients that still need to be done. This saves me from having to review all 3 pages everytime I need an update.

My old PPC Trackker program use to print a page for each client. But my spreadsheet has all my accounting clients listed on 3 pages. So it is very compact and usable.

When I get a new business client I update my Excell spreadsheet right away. If it is a Tax only client I set them up in the tax program (complete info or not). When I get a business client that I will be doing personal & business returns, I setup the spread sheet, business tax return and personal tax return all at the same sitting.

These are my headings on Excel:
Client Code/Client/payroll client or not (this is not headed), 941 deposit/ 940 deposit/state deposit/8655( are they set up for EFTPS)/Called/EFTPS/State/Sales Tax/NYS Access Code/FedID/Telephone.

[Uncle]

Would you think

As I said before, I use the "Status" feature for my tax returns in the tax program. I have 60 bookkeeping/accounting clients that I do and I control them with an Excel spreadsheet that I print out every month for the various functions that are required. It has 14 columns to cover all that is needed. This has worked for me for many years. I use some columns that have "O" in it that I darken when a column heading is completed but requires futher action like make an EFTPS payment. When the EFTPS is make I put a check mark in it.

As I get to the last several business clients, I review my list and write on the first page (at the bottom) the names of the clients that still need to be done. This saves me from having to review all 3 pages everytime I need an update.

My old PPC Trackker program use to print a page for each client. But my spreadsheet has all my accounting clients listed on 3 pages. So it is very compact and usable.

When I get a new business client I update my Excell spreadsheet right away. If it is a Tax only client I set them up in the tax program (complete info or not). When I get a business client that I will be doing personal & business returns, I setup the spread sheet, business tax return and personal tax return all at the same sitting.

These are my headings on Excel:
Client Code/Client/payroll client or not (this is not headed), 941 deposit/ 940 deposit/state deposit/8655( are they set up for EFTPS)/Called/EFTPS/State/Sales Tax/NYS Access Code/FedID/Telephone.

Would you think it would guarantee no missing files if your were using it to track several thousand returns spread over several offices in multiple states? I do not believe that it would because your system relies on the human operator never making an error. Your system would require another system to track "no missing entries" in your initial system, and so on and so on...

[BOB W]

Would you think it would guarantee no missing files if your were using it to track several thousand returns spread over several offices in multiple states? I do not believe that it would because your system relies on the human operator never making an error. Your system would require another system to track "no missing entries" in your initial system, and so on and so on...

Someone in each office would have to be in charge of all control function(s). That someone must follow making the initial setup for a new client and follow through throughout the controls established. This would be the office manager for each branch.

Without someone doing something you will never have a system that will function.

[Uncle]

Yes

Someone in each office would have to be in charge of all control function(s). That someone must follow making the initial setup for a new client and follow through throughout the controls established. This would be the office manager for each branch.

Without someone doing something you will never have a system that will function.

That is the problem in a nutshell. The thread is "making sure a return is not missed". All of the methods discussed or mentioned rely on someone doing something. Missing files, in my experience, are caused by someone NOT doing something. The problem then becomes making sure that the person in charge of doing something ALWAYS does something. That becomes proving the negative, either impossible or nearly so.

[BOB W]

That is the problem in a nutshell. The thread is "making sure a return is not missed". All of the methods discussed or mentioned rely on someone doing something. Missing files, in my experience, are caused by someone NOT doing something. The problem then becomes making sure that the person in charge of doing something ALWAYS does something. That becomes proving the negative, either impossible or nearly so.

I guess it is having people that care enough to do something.

[erchess]

Uncle's Point

I see Uncle''s point. I do think that there needs to be someone in every office who knows about every return or other project that is undertaken. Depending on the size of the office and its hours of operation there may need to be two or more such people. Clearly you want such a person on premises whenever work is proceeding especially if clients are coming in. Depending on the size of the office and proficiency a simple spreadsheet in a program such as Excel or the one in MS Works or the one in Open Office might suffice. If that's not enough for anyone two programs have been mentioned in this thread and a third was mentioned in another thread that was I think started by Piglee and not as far as I know replied to by anyone.

My computer skills are not sufficient to the task but it seems to me that in this age of networks from very local ones to the whole world wide web, a company of any size should be able to make any number of offices accountable to a central location or locations by simply keeping on individual computers records of all projects and periodically updating these records to computers higher in the hierarchy. However one would still have the problem of what if for some reason the person who takes on a given project does not enter it into the system and misplaces the paper files intentionally or otherwise. This problem could be reduced but not entirely eliminated by having software that provided for the entry of every potential client who comes in or calls, by recording the identity of each associate who deals with them, and by maximizing use of the computer in all services provided.

[BOB W]

Sorry, but this thread is going around in circles. SOMEONE needs to do something to get a new client on a control list. Failing that, you will have a missed client. I'm done.

[jeinal]

I'll put my 2 cents in even I did not keep any of clients on computer, except to prepare the
return. I had a receptionist who took care of lots of things.
I had a folder for each client in several file cabinets and when a client came in to drop off their
tax info she would put a Routing Slip with the date on it and put it on the front of the folder.
Then she would take the folder and put it on a 8ft table in the back office, in a stack with
other returns with the same date on a sheet of paper on top. Each date was in a separate
stack. When a preparer need another return to do she would take one or two from the
lower date.
We each had stand up files with labels on the front - DO - CALL - HOLD.
We each also keep a list of clients with a #, Date In, Fee, Date signed, Etc.
I cant remember us ever having a missing tax return.
This part of preparing a return really worked out for me many years.
I sold my business and property in 2004 and now only have about 50 returns i do now.

[BOB W]

I'll put my 2 cents in even I did not keep any of clients on computer, except to prepare the
return. I had a receptionist who took care of lots of things.
I had a folder for each client in several file cabinets and when a client came in to drop off their
tax info she would put a Routing Slip with the date on it and put it on the front of the folder.
Then she would take the folder and put it on a 8ft table in the back office, in a stack with
other returns with the same date on a sheet of paper on top. Each date was in a separate
stack. When a preparer need another return to do she would take one or two from the
lower date.
We each had stand up files with labels on the front - DO - CALL - HOLD.
We each also keep a list of clients with a #, Date In, Fee, Date signed, Etc.
I cant remember us ever having a missing tax return.
This part of preparing a return really worked out for me many years.
I sold my business and property in 2004 and now only have about 50 returns i do now.

EXACTLY MY POINT> somebody did something to make it happen. If someone is not assigned that function you will have missed clients. Uncle, What is so hard to understand about this?

[JohnH]

I agree. No system is going to work if whoever is charged with keeping up with projects fails to do their job. And you can count on somebody not doing their job, so you have to have a cross-check somewhere in the system to maintain accountability. If the system is so leaky that two people can be counted upon to not do their job, then no process will fix the problem.

[Uncle]

We agree

EXACTLY MY POINT> somebody did something to make it happen. If someone is not assigned that function you will have missed clients. Uncle, What is so hard to understand about this?

I have been trying since the inception of this thread to make people understand this. We are, as far as I can see, now in perfect agreement. Perhaps we should start a new thread? The question I would like to discuss is how do you find a lost file?

For example, the office manager, short of sleep because she has been already working 70 hours that week, has several people in front of her trying to pay and pick up their finished returns, and is answering the phone, all at the same time. She tries to mark a file as "complete" in her fancy tracking system, but either marks the wrong one or whatever. She fails to to something. (As has been discussed in previous posts).

We have tried several methods, but none is foolproof. The only theoretical method we have been able to devise is a full roll-call of all returns on a periodic basis. Any better ideas?

[BOB W]

Perhaps we should start a new thread? ?

Please, please not new thread on this topic...............................

[erchess]

I will carry two

ideas from this thread. First, I will audit all work daily until my business grows to include someone else. At that point probably a weekly audit will do. Second, once I have another person in the business everyone including me will have someone checking after them on a regular basis and in some way we will track who makes every entry. The way I am growing it looks like this will be the last season I can handle without another associate. I will figure out in May what functions I want my first associate to have.

Another issue we have not specifically brought up and one that does not apply to all offices, is the problem of keeping up with client's checks from a bank. I cut my teeth with a company where the number of people who got two such checks was far greater than the number who got none at all so the volume of checks exceeded client volume by 30%. I eventually decided that I am not sufficiently detail oriented to handle a large volume of checks or other client papers so I needed to shift to an environment where I was doing fewer but more expensive returns and doing returns that did not go through banks. (This is not meant as a slam against those of you who deal regularly and effectively with client checks.)

I couldn't remember even then whether the two checks were received by the office and filed for client pickup while I the manager was there or while I was away. We had not yet instituted the practice of having associates initial both the client file and the check roster when they put a check in a client folder. By the time I knew there was a problem, "Jones" was at the front desk pointing out that the name on the check we gave her her was "Smith" and the SSN was one digit off. A quick look at the records told me that on the previous night the office had received two checks for exactly the same amount for women with first name and middle initial, social security numbers that were identical except for the last digit, and different last names. As luck would have it the check that had been in "Smith's" file had been picked up earlier in the day. When I called her she was incredulous because she had cashed the check at Sears, which I was able to independently verify. Sears even had photostats of her Driver's License and SS Card. Now obviously "Smith" was happy but given procedures it took me until the next day to get a check that "Jones" could legally cash. At the end of that season I went to work for another company but things did not work out there so I spent a year and a half in multilevel marketing before hanging out my own shingle in this business.

[equinecpa]

As the creator of this thread I thought I better follow up LOL.

I use Time and Chaos Software for my client management software. In it you can create tasks- going forward I plan on :

Adding every contact I have to it, one contact for each entity
I will create Task Lists for each item I need to do for each entity a 1065 list, w2 list etc.
I will set due dates for the Task List-if I file an extension I will extend the due date.

If I make a mistake - I'm screwed but it's better than trusting my old noggin! Anyone else use time and choas?

[BOB W]

As the creator of this thread I thought I better follow up LOL.

I use Time and Chaos Software for my client management software. In it you can create tasks- going forward I plan on :

Adding every contact I have to it, one contact for each entity
I will create Task Lists for each item I need to do for each entity a 1065 list, w2 list etc.
I will set due dates for the Task List-if I file an extension I will extend the due date.

If I make a mistake - I'm screwed but it's better than trusting my old noggin! Anyone else use time and choas?

The only warning I have for you is to be sure you anticipate a enough lead time in your program. If Corporate returns are due 3/15 your program should be spitting out a list of uncompleted returns on 2/15 for the returns that are due 3/15.