Using Tax Notes

To add a note to an open return, do the following:

1. Do one of the following to display the Return Note or Field Note window:
   • Return note. Select a form or worksheet and select Return Notes > Add Return Note in the Insert group on the Home tab.
   • Field note. Select a field and click Field Note in the Insert group on the Home tab.

The note type defaults to the setting on the User Options - Tax - Notes window.

2. If needed, select from one of the following to change the default type for the active note:
   • Review. The retention for this type is Purge. The note is removed from the return that is rolled forward.
   • Preparer. The retention for this type is Save. The note is retained as the Preparer type in the return that is rolled forward. Use this type to retain notes for each tax year.
   • Note to Next Year. The retention for this type is Carry forward one period only. The note is carried forward one period only as the Review type in the return that is rolled forward.
   • Missing Item. The retention for this type is Purge. The note is removed from the return that is rolled forward.

Notes:

• All note types are retained in the prior-year return.
• You can set the default type to use for each note level on the User Options - Tax - Notes window. See Setting Your Tax Notes User Options for more information.
3. Enter a subject to identify or describe your note or accept the system default subject. The system default subject for return notes includes the return ID. The system default subject for field notes includes the form or worksheet name. The subject displays in the Notes Pane grid.
4. Enter text for your note. You can enter up to 4,000 characters. If needed, you can paste a URL to create a hyperlink to an internet location.
5. Enter any additional information.

Option	Description
Note style	Displays the note style, either Return or Field, depending on how the note is assigned to the return.
Assign to	Assign a Review or Missing Item note type to another staff. Enter text in the box to display the top search results. As you type, you will see matching items from the most recent search results, with the first matching item highlighted and listed first in the grid. A search phrase of up to three words lists all search results that contain the search phrase. For example, the search phrase Jon Tyler can list Jonathan Tyler or Tyler Jones in the search results. You can do the following to select an item: Press Enter to select the highlighted item in the grid. Move from the text box to select the highlighted item in the grid. For example, press Tab, or select another field or button. Click a record in the grid. Select the grid, use the up or down arrow key to select an item, and press Enter.
Requires resolution	Require some action to occur before a Review or Missing Item note type can be cleared. For more information about the Clear option, see the following section, Clearing Notes. The Requires resolution option is not available for the Preparer and Note to Next Year types.
Previous/Next	(Located in the Return Note or Field Note window toolbar when notes display in edit mode.) Navigate backwards or forwards to other notes of the same style in the return. Previous and Next navigates field notes within the same form or worksheet.

6. Click OK to associate it with the active field, form, or worksheet. Your user name, the note creation date and time, and other details about the note displays in the Notes Pane grid with a link to the associated field or return.
7. Click Save to save your changes to the return.

You can edit any Tax note, provided you have rights to edit returns. To edit an existing note in an open return, do the following:

1. Click in the Overview group on the Review tab to display the Notes Pane. All return and field notes associated to the open return display in a grid.
2. Select a note in the grid and click Open. You can also right-click the item in the grid and select Open from the menu.
3. Make any necessary changes on the Return Note or Field Note window.

Notes:

• You can paste a URL to create a hyperlink to an internet location.
• You can select Requires resolution provided the note has an uncleared status and the note type is either Review or Missing Item.
4. Click OK to close the Return Note or Field Note window.
5. Close the Notes Pane.
6. Click Save to save your changes to the return.

You can clear notes created by other staff. Clearing a note indicates it is resolved.

To clear a note in an open return, do the following:

1. Click in the Overview group on the Review tab to display the Notes Pane. All return and field notes associated to the open return display in a grid.
2. Right-click the note in the grid and select Clear to change the note status to cleared, record the status change in the activity log, and send a notification to the note creator of the status change.
3. Close the Notes Pane.
4. Click Save to save your changes to the return.

You can delete any Tax note, provided you have rights to edit returns. To delete one or multiple notes from the Notes Pane, do the following:

1. Click in the Overview group on the Review tab to display the Notes Pane. All return and field notes associated to the open return display in a grid.
2. Select one note or use your Ctrl or Shift keys to select multiple notes you want to delete in the grid. To select items next to each other, press and hold Shift while clicking the first and last items in the list. To select items that are not next to each other, press and hold Ctrl while clicking each item you want to select.
3. Click Delete on the toolbar.
4. Click Delete on the confirmation window.
5. Close the Notes Pane.
6. Click Save to save your changes to the return.