Purging Tax Notes

The Purge Notes job type ensures that confidential or outdated information is removed from your returns. Batch Manager allows you to set filter criteria to select specific returns for batch purge notes processing. The system narrows the filtered list to only returns with an associated Preparer, Review, or Missing Item return or field note and for clients who you have permission to edit.

Returns that are locked using the Prohibit Changes feature in Tax are also included in the list. Notes in these returns can be purged.

Notes:

• The permission to purge notes from Batch Manager is a functional right that is granted in security group profiles.
• Purge Notes does not remove notes from backup or archive files, if created for returns in the batch.

Do the following to submit or schedule a batch job to purge notes:

1. Open Dashboard, click Application Links on the navigation panel, and then click Batch Manager under Tax.
2. Select New Job > Purge Notes from the Job Management group on the Home tab.
3. Use the filters to limit what displays in the grid. Click the Select Returns bar to show or hide filters. Setting filters to a value other than All results in fewer returns displayed in the grid.

Explain the available filters and processing options.

Component	Description
Tax Year	Displays the current or previous tax year in the grid. You can select from all installed tax years.
Return Type	Displays all installed return types in the grid or limits the grid display to one return type.
Office	Displays all offices in the grid or limits the grid display to one office.
Business Unit	Displays all business units in the grid or limits the grid display to one business unit. This filter is available if your firm has configured at least one business unit.
Return Group	Displays all return groups in the grid or limits the grid display to one return group.
Last Activity	Displays all activities in the grid or limits the grid display to one activity.
Signer	Displays all signers in the grid or limits the grid display to one signer.
Year End	Displays all months in the grid or limits the grid display to one month.
Return Status	Displays all return statuses in the grid or limits the grid display to one status.
Return Version	Displays all return versions or limits the grid display to one version.

4. Click Go to display results for your filter criteria in the grid. If there is a large number of returns, a progress window displays.

Sort columns in the grid to locate the returns to include in the batch. For example, if your firm uses the Prohibit Changes feature in Tax to lock returns that are complete and require no further reference to notes, sort the Read Only column.

You may also consider sorting the Password Protect column to locate returns that will require you to enter a password before continuing the batch process. You will also have the option to skip password protected returns.

5. Do any of the following:
   • Select individually. Select the check boxes to the left of the returns to include in your batch job.
   • Select all. Select the box at the top of the column to select or clear all returns in the grid.
   1. Show me the grid options.

   Component	Description
   Show selected returns only	Select to display only the returns that you have selected in the grid. Clear the check box to show all filtered returns.
   Find Next	Enter the complete criteria to search for specific records or enter partial information to search for similar matches in the Search box located at the top of the window. Then, click Find Next to select the first or next occurrence of your search criteria in the grid. Note: You can enter alpha, numeric, and special characters to locate records.
   Hide/Show Filters	Click the double up or down arrows near the top of the window to alternately hide or show filters, giving you more or less area in the window to review returns in the grid.

6. Click Continue to display your processing options. Your filter selections are saved the next time you create the same job type.

Note: You must enter a password for each group of returns that is secured for a client.

7. Select your Purge Notes options. See Selecting Processing Options for Purge Notes for more information.
8. Do one of the following:
   • Click Submit Job to submit the job for immediate processing.
   • Click Schedule Job to schedule the job to process at another date and time. See Scheduling and Rescheduling Jobs for more information.