I know I am responsible for the accuracy of data imported into a taxpayer's return, but how do I annotate a source document so that I have a record of the validation?
The import function does not replace preparer review. It is always necessary to verify that all data entered in a tax return is accurate. Generally, you will want to compare imported data with data in the source documents. When you compare imported data with source documents, you can create a verification record by annotating the documents themselves, electronically or manually, by logging verification in the Drake Documents (DDM) Audit Log, or both.
Annotate a PDF source document electronically
There are a number of software products that allow you to edit or annotate PDF documents. For information about their features, or help using them, contact the software supplier.
- Adobe Reader – add sticky notes or highlighting.
- Adobe Standard – add check marks, notes or highlighting to PDF documents or individual fields.
- Any other PDF editor that can annotate PDF documents.
Log a verification entry in Drake Documents
To log a record of document verification in Drake Documents, you can create and use a custom status and add comments to the document description.
Use a custom status
- To create a new status, in Drake Documents go to Setup > Options.
- Click the Show/Hide button for the Document Status list to display the list.
- In the Document Status list, enter a status name such as "Import Verified."
- Click Save to save the changes.
- To set the status for a document, right click the document row in Drake Documents, point to Status in the drop list, and select the status:
Add a comment to the document description
- To add a comment to the description, right-click the document row and select Properties to open the Audit Log.
- Enter the comment in the Description field.
- Click OK to save it.