SurePrep Process Items

Process for Adding Electronic Documents to SPbinder

Follow additional guidelines on how to add additional documents to the SurePrep binder. Please note the Tax Processing Team creates the binder but once the binder is created anyone can add additional documents.

You have three options for adding electronic documents to SPbinders:

Dragging them into the Index Tree or Thumbnails
Adding documents in SPbinder
Adding documents in FileRoom

Dragging them into the Index Tree or Thumbnails (documents do NOT go through OCR processing)

Drag documents into the Document Viewer or Index/Review Tree to add them into the binder. Documents added in this way DO NOT go through OCR processing.
You can add PDF, TIFF, Excel, Word, and Outlook emails by dragging them into SPbinder. If you drag the document into SPbinder anywhere other than the Index Tree, the document will be added under Thumbnail in the Not Indexed filter.

Note: Excel files with hidden sheets are not supported. Please delete the hidden sheets from the Excel files before uploading the files, make the hidden sheets visible before uploading the files, or do not upload those files.

If you drag a document to a particular folder in the Index Tree, the document will be inserted in that folder.

Note: You can also drag a file to a proforma’ d placeholder in the Index Tree to use that proforma.

The Jobs in Queue window will open.
If there is an error during processing the additional documents, the documents will appear under In Queue. You can select the additional documents and click Edit to edit the details and resubmit the additional documents.
If you try to close the binder immediately after the Jobs in Queue window closes, you'll be notified that you need to wait until the upload completes.
You must wait for the documents to finish processing before you can upload more documents. If you try to add additional documents while some are still processing, you'll see a message notification.
If the documents were added to the Index Tree without using proforma, the Add Workpaper window opens. Type a name in Workpaper Name and click Save.

Adding documents in SPbinder (documents will go to SurePrep and go through OCR processing)

Click in the toolbar, press CTRL+L (when SPbinder is active and in focus), or click Binder > Add Documents to add documents to SPbinder and optionally send them for OCR processing.
The Add Document will open with the Basic Information tab visible.
Make sure that the Change status to: is set to Preparation. And that the Verify Document(s): is set to at SurePrep
Click Browse under Select Source Documents and select documents to upload. Source documents can be - PDF / TIFF / EXCEL / WORD / EML file.

Once selected, click Submit.

If you wish to send the documents through OCR, click the box below OCR.

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Once the additional documents are successfully submitted, the Jobs in Queue window will appear.

Note: You cannot submit additional documents until previously submitted documents are processed completely.

Adding documents in FileRoom

Locate the binder in FileRoom. Point to the Options column and click the caret. Click Add Documents.

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The Add Document window will open with the Basic Information tab visible.
Follow steps 3 – 5 under Adding documents in SPbinder

For additional information on this topic please visit the SurePrep help center link below:

https://helpcenter.sureprep.com/hc/en-us/articles/205890028-Adding-documents-in-SPbinder

Process for printing the SPbinder PDF in SurePrep

Follow additional guidelines on how to generate the SPbinder PDF in SurePrep. This will be completed in mass at the end of the year by IT.

The SPbinder PDF is a listing of all Workpapers, in a bookmarked format that is representative of the work done in SurePrep. The KSM Internal copy will contain all markups, tickmarks, active workpaper references and notes that were used in tax preparation. The Client copy eliminates all markups, tickmarks, active workpaper references and notes.

Automated Process from within DMS

Print binder while inside client site in DMS to have it automatically stored in the site
Navigate to client site and specific year
Select DMS Tools > Print > Print SurePrep Binders

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Highlight the specific information to generate
Select Print SurePrep binder > Finish
The process may take several minutes
Once it is completed, 2 things will occur:
The binder print jobs will appear in the DMS client site
You will have a print job with all notes, comments, etc. - KSM Internal Copy_SPBinder Bookmarks PDF Year-ClntName-ClntNbr
You will also have a clean copy with all source documents that could be sent back to the client - Client Copy_SPBinder Bookmarks PDF Year-ClntName-ClntNbr
You will receive a Teams message from KSM Automations, indicating that the print jobs are complete

Manual Process

Open SurePrep
Locate your client using the Search panel in the upper right hand corner
Once you locate the client, hover your mouse over the Options column. Select SPbinder PDF

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Select the SPbinder PBFX shortcut from the bottom of your browser if it shows up
Once the Print Setup finishes loading, select the following options:

Select Print on my PC
Select Bookmarks with markups and Notes for KSM Internal copy
Select Bookmarks only for Client copy
Select Only bookmark the first page of each workpaper
Select Print (both copies will generate at once)
2 copies will be located on your machine at this location P:\_SurePrepLocalFiles

o The files will be named as follows: KSM Internal Copy -

Client Copy –

After you locate the PDF files, place both in the DMS Client site in the relevant Tax year
- You should rename these files and append the “KSM Internal Copy” and Client Copy” to the beginning of the name so KSM staff are aware which SPbinder is which.

Change the binder status to Printed by selecting the pencil icon to edit the record
Select the Status dropdown and select Printed, Save