Accountant

Accountant

Accountant

Use the keyword Accountant to assign a client's file to a specific staff member. This person's user ID will appear next to the client's name in the client list.

This enables you to filter the client list by Accountant to see only the clients of this staff member. It also allows you to check their files' Progress .

If no Accountant is entered for a particular client, DT Max will attribute them to the staff member whose user ID was used to enter that client into the database.

Return-Type

Return-Type return type

The following options are applicable for the keyword Return-Type.

Tax prep

Tax rush

Verifier

The keyword Verifier is used to indicate who is responsible for verifying a particular client's tax return.

Note that if the security system is operational, entering the verifier's name or user ID in a client's file will not automatically give this person access to that file. In such a case, access rights to any and all client files must be specifically assigned through the security system.

For more information, see Access rights.

Staff

Use the keyword Staff to indicate who entered the client into the DT Max database by creating their tax file.

Note that if the security system is operational, entering this person's name or user ID in a client's file will not automatically give them access to that file. In such a case, access rights to any and all client files must be specifically assigned through the security system.

For more information, see Access rights.

ClientLetter

To use a customized client letter for this client, enter the keyword ClientLetter and the name of the file containing the client letter. If it is not in the same subdirectory as DT Max, enter the full path as well as the name.

The knowledge base explains how to customize the client letter. The keyword help [Ctrl+F8] for Letter-Data has a current list of %-variables, which can be used in the client letter.

Client-Code

Use the keyword Client-Code to specify a reference number for a client's file, if any. DT Max will enable you to use this in the client letter.

Client-Type

Client-Type client type

The following options are applicable for the keyword Client-Type.

New

Prior

Recommended

Marketing

Marketing marketing

The following options are applicable for the keyword Marketing.

Bus advertising

Business to business

Carry forward

Costume waver

Direct mail

Newspaper

Prior client

Radio

Referral

Television

Val-pack

Yellow pages

Other

Time-In

Time-In time in

Letter-Data

Use the keyword Letter-Data to override the value of any variable that is printed on the client letter.

This keyword can also be used to enter the text for the custom variables %201 to %210 which are put aside for your own use. You can use these custom variables to represent whatever information you want to communicate in your client letter.

Enter the keyword Letter-Data and select the variable code in the tree structure that you want to modify and the text that you wish to print for this variable. If you selecta numeric value for Letter-Data, this value can be used in a %IF statement in the client letter. If you enter the same text frequently, you may wish to set up a text macro to enter such a text for Letter-Data .

Amended

Use the keyword Amended to enter the text you wish to see appear as watermark on each page of the tax return.

The following options are applicable for the keyword Amended.

Amended

Other

Inactive

Use the keyword Inactive to indicate that this family member should not take part in the tax calculations for the family. Although this keyword only affects this person in the current year, the keyword will be carried forward. To reactivate the family member remove the Inactive keyword.

An inactive family head prevents tax calculations for the entire family. To process a family in the year after the death of the family head, access the spouse's file and change the Relation entry to "family head". This will swap the family head and spouse in the file. The surviving family members can then be processed once the deceased person has been made inactive.

If you wish to clone the spouse's file, use the cloning feature available in the client list by selecting Tools and Clone family members. This feature is used to create a copy of one or more family members. This is useful in the following situations:

Splitting up a family to prepare the return of a separated or divorced spouse;
Preparing the return of a dependant who has moved out of the family household;
Copying joint-custody dependants to a spouse who is separated or divorced from the family head.

Cloning makes a copy of the selected family member, and assigns them a new client number. This copy (the clone) appears as a separate entry in the client list. Note that only the current year data is copied for the clone.

Once the copy is made, there is no more link between the original member and the clone, i.e. changes affecting one of them (including changes to permanent data such as the address, for example) will not be applied to the other.

The following options are applicable for the keyword Inactive.

Deceased

Separated

Divorced

Left home

Before became a client

No longer a client

Other reason

Client is active

Notes

The keyword Notes is used to record permanent comments or notes in a client's file. These notes remain in the file until they are deleted. Any number of separate notes can be entered. These notes have no effect on tax calculations or printing of the tax return. The data entered with Notes is not sent to the audit trail. They will also appear on the Notes and diagnostics page of the tax return.

Notes-Annual

This keyword records comments or notes relevant to the current tax year in a client's file. This will include notes regarding the preparation of this tax return for the current tax year. This keyword may be used to communicate with the verifier or partner. Use one Notes-Annual keyword for each separate comment. Any number of separate notes can be entered. This note has no effect on tax calculations or on tax return printing. Text entered using Notes-Annual will not remain in the client's file in the following year. Data entered using Notes-Annual will not be sent to the audit trail, but they will appear on the Notes and diagnostics page of the tax return.

Notes-Audit

This keyword is used to enter notes regarding the client or the preparation of his taxes in the client's audit trail. Any number of separate notes can be entered. This keyword has no effect on tax calculations or on printing. When this client's data is saved, Notes-Audit information will be moved from the client's file to the client's audit trail. Therefore, when you next edit this client's file, both the Notes-Audit keyword and text will have disappeared from the client's record.

Plan-Title

When in tax planning mode, Plan-Title enables you to enter a brief title to distinguish one plan from another. This title will appear on the plan itself and on the summary of all plans.

List-Memo

Use List-Memo to enter a short memo for a given client, which will appear in the client list. For instance, this keyword can be used for reminders.

In order for the List-Memo entry to be displayed, you must tick the appropriate box in Preferences > Client list settings so that the memo column will appear in the list.

Note that this memo is an annual entry and as such, it is not carried forward from one year to the next.

Custom-Sched

The keyword Custom-Sched enables you to enter a customized schedule or a message in DT Max. When entering this keyword, you will have to tell DT Max how you wish to process a total, result or calculation. Simply make the appropriate selection from the options offered.

You may want to create a supporting schedule for a calculation, to keep in your own files, to send to your client or to submit to the CRA. If a calculation is involved, enter the amount(s) and a short description, using the keyword Item. Enter positive amounts for items to be added and negative amounts for items to be deducted. DT Max will produce a list of the items entered and their total. Based on the option selected with Custom-Sched, the total may be ignored, or it may be added to or override the amount showing in the field or line number of the income tax return specified with the Field keyword.

See the keyword Text for information on how to customize your schedule.

The following options are applicable for the keyword Custom-Sched.

Report total to line number of return

The total will be added to the line number of the income tax return (or field) indicated with the Field keyword in the Custom-Sched group, to the amount calculated by DT Max.
DT Max will itemize and total the amounts indicated with the Item keyword.

Override line number of return

The total will override or replace the line number of the income tax return (or field) indicated with the Field keyword in Custom-Sched group, to the amount calculated by DT Max.

Ignore total

The total will be ignored by DT Max in preparing the income tax return. In this case the schedule may consist of text only, or may explain amounts entered, which don't appear as such on the income tax return, or amounts calculated by DT Max.

Title.cust

Title.cust title for customized schedule

Field

If a customized schedule (see Custom-Sched) refers to a particular field or line number of the income tax return, use the keyword Field to specify the field or line number. If you do not want any field or line changed for a particular jurisdiction (federal or Quebec), enter 0.

Enter the field number for the federal return first. As the line numbers (fields) on the Quebec return are usually different from the federal fields, enter Quebec fields using [Alt-J] when different.

DT Max will then add to or override that field, precisely as you have requested. If the field or line number does not exist, DT Max will ignore the entry.

Text

Use the keyword Text to insert the text that you want to appear in a custom schedule (see Custom-Sched ).

You may enter a title or heading for your form or schedule. These will appear exactly as you have entered them.

Enter as much text as you want or require in order to explain the purpose of the schedule. If necessary, you may continue by using a second Text keyword. Make sure that you have a sensible beginning and ending for every screenful of text (the end of a paragraph, for example) as these will be preceded and followed by a blank line. You can enter as many screenfuls of text as you want, but all text will precede your itemized list.

DT Max can handle different texts for different jurisdictions. However, once a new text box is opened using [Alt-J], the entire text box is replaced. If you only want to replace a portion of text, enter it in a separate text box.

DT Max will always print the text first, then the itemized list, and finally the total.

Item

Use the keyword Item to enter the items that will appear on the list that DT Max will add and print for you. It will print each number beside its associated text, add it to the other items in this group and provide you with a sum. If you need to subtract a number, enter a negative amount.

The customized schedule will not support multiplication or division. However, you can use the DT Max calculator to multiply or divide when entering your data.

If any item on your list is different for Quebec purposes, you may enter a Quebec amount by using [Alt-J].

DT Max will process the total according to your instructions, as entered with Custom-Sched .

Authorize

The Authorize keyword tells DT Max whether or not to override the user's default that has been set regarding the desire that a letter of authorization be printed with the federal income tax return (Consent form - T1013) and with the Quebec TP1 tax returns (form MR-69).

The following options are applicable for the keyword Authorize.

Federal

Quebec

Select

Indicate-NEQ

Indicate-NEQ enter the Quebec enterprise number (NEQ) in the Identification section 1.1

Indicate-IdenNo

Enter the Identification number to fill the Identification section 1.1.

OnlineAccess.rep

Enter the representative authorized to deal with governement through online services [T1013 Part 2].

RepID.rep

Enter the representative (individual) identification number for authorization purposes [T1013 Part 2].

GroupID.rep

Enter the representative (group) identification number for authorization purposes (GAAAAA) [T1013 Part 2].

Bus-Number.rep

Enter the business number for authorization if representative is a business or a firm [T1013 Part 2].

Consent-Years

Use the keyword Consent-Years to indicate the period to which the authorization or the power of attorney to the release of confidential information applies.

The following options are applicable for the keyword Consent-Years.

Authorization levels allowed on the consent form

All years

Current year

Current year and prior years

Current year, prior or future years

Do not print authorization

Years-Levels

Select the current, prior or future tax years, and level of authorization [T1013 Part 3].

The following options are applicable for the keyword Years-Levels.

Level 1 - disclose

Level 2 - disclose/request changes

Consent.rep

Use the keyword Consent.rep to indicate whether it is an authorization or a power of attorney that is being granted by the taxpayer.

The authorization allows the government to communicate confidential information to a person designated by the taxpayer, and allows the representative to consult documents containing such information.

Under the power of attorney, an individual is appointed by the taxpayer to represent them. The government may disclose to the representative the information necessary for carrying out the mandate, and may allow the representative to consult documents containing confidential information.

The following options are applicable for the keyword Consent.rep.

Authorization

Power of attorney

Level 1 - disclose

Level 2 - disclose/request changes

Consent-Name.rep

Select whether to print name of individual or name of firm only [T1013 Part 3].

The following options are applicable for the keyword Consent-Name.rep.

DT Max - user's defaults

Name of individual or firm

Last-Name.rep

Use the keyword Last-Name.rep to enter the representative's last or family name.

First-Name.rep

Use the keyword First-Name.rep to enter the representative's first or given name.

Firm-Name.rep

Firm-Name.rep name of the firm

Title.rep

Title.rep title of representative

Street.rep

Use the keyword Street.rep to enter the representative's mailing address.

City.rep

DT Max will print the representative's City.rep on the second line of the authorization form.

Province.rep

DT Max will print the client's Province.rep on the third line of the client's address box on the authorization form.

Postal-Code.rep

Use Postal-Code.rep to enter the representative's postal code.

Phone-Number.rep

Use the keyword Phone-Number.rep to enter the representative's telephone number.

DT Max will print this number on the authorization form.

Fax-Number.rep

Use the keyword Fax-Number.rep to enter the representative's fax number.

DT Max will print this number on the authorization form.

Que-NEQ-No.rep

Que-NEQ-No.rep Quebec enterprise number (NEQ) of the firm

MRQ-Ident-No.rep

MRQ-Ident-No.rep MRQ identification number of the firm (1111111111 IC 0001)

Prior-Date.rep

Use the keyword Prior-Date.rep to enter the original date of the authorization or power of attorney given to the representative, which is being revoked.

This date will be printed on Quebec authorization form MR-69.

Address.rep

Enter the address of the firm to be printed on the authorization form.

The following options are applicable for the keyword Address.rep.

Tax preparer - default

Tax preparer - main address

Tax preparer - alternate address

Tax preparer - other address (Quebec)

Last-Name.rep

Use the keyword Last-Name.rep to enter the representative's last or family name.

First-Name.rep

Use the keyword First-Name.rep to enter the representative's first or given name.

Firm-Name.rep

Firm-Name.rep name of the firm

Title.rep

Title.rep title of representative

Street.rep

Use the keyword Street.rep to enter the representative's mailing address.

City.rep

DT Max will print the representative's City.rep on the second line of the authorization form.

Province.rep

DT Max will print the client's Province.rep on the third line of the client's address box on the authorization form.

Postal-Code.rep

Use Postal-Code.rep to enter the representative's postal code.

Phone-Number.rep

Use the keyword Phone-Number.rep to enter the representative's telephone number.

DT Max will print this number on the authorization form.

Fax-Number.rep

Use the keyword Fax-Number.rep to enter the representative's fax number.

DT Max will print this number on the authorization form.

Que-NEQ-No.rep

Que-NEQ-No.rep Quebec enterprise number (NEQ) of the firm

MRQ-Ident-No.rep

MRQ-Ident-No.rep MRQ identification number of the firm (1111111111 IC 0001)

Prior-Date.rep

Use the keyword Prior-Date.rep to enter the original date of the authorization or power of attorney given to the representative, which is being revoked.

This date will be printed on Quebec authorization form MR-69.

Consent-Expire

Enter the date when the consent is to expire (maximum 3 years) [T1013 Part 4].

Account.rep

Use the keyword Account.rep to indicate to which accounts the authorization applies or does not apply.

The following options are applicable for the keyword Account.rep.

All files at the Ministère du Revenu

Personal income tax returns

Corporation returns

Trusts returns

Advance payments for home-support services for seniors

Shelter allowance

Returns in respect of licence-related duties

QST returns my business must file

GST/HST returns my business must file

Fuel tax returns

Tobacco tax returns

Source deductions and employer contributions

Support payments

Other (please specify)

File-Number

Enter the file number.

Cancel.rep

Use the keyword Cancel.rep to indicate that the taxpayer is revoking the authorization or power of attorney to the release of confidential information.

The following options are applicable for the keyword Cancel.rep.

Revoke all authorizations

Revoke specific authorization

Revoke power of attorney

Name of individual or firm

Last-Name.rep

Use the keyword Last-Name.rep to enter the representative's last or family name.

First-Name.rep

Use the keyword First-Name.rep to enter the representative's first or given name.

Firm-Name.rep

Firm-Name.rep name of the firm

RepID.repc

RepID.repc representative (individual) identification number for authorization purposes [T1013 Part 5]

GroupID.repc

GroupID.repc representative (group) identification number for authorization purposes (GAAAAA) [T1013 Part 5]

NameGroup.repc

NameGroup.repc name of group [T1013 Part 5]

Bus-Number.repc

Bus-Number.repc business number for authorization if representative is a business or a firm [T1013 Part 5]

Legal-Rep

Enter the actual legal representative [T1013 Part 6].

Legal-Rep-Name

Enter the actual legal representative [T1013 Part 6].

The following options are applicable for the keyword Legal-Rep-Name.

Tax preparer - main address

Tax preparer - alternate address

Name of legal representative (please specify)

Sign-Date

Use the keyword Sign-Date to indicate the date on which the tax return is to be signed. If no date is entered, DT Max will print the last date of calculation of the return.

Bus-Consent.rc

Use the keyword Bus-Consent.rc to print business consent form [RC59].

The following options are applicable for the keyword Bus-Consent.rc.

Authorize - All program accounts - All years

Authorize - Selected program accounts and periods

Authorize online - All program accounts - All years

Authorize online - Selected program accounts and periods

Cancel one or more authorizations only

Bus-Name.rc

Bus-Name.rc business name [RC59 Part 1]

Bus-Number.rc

Use the keyword Bus-Number.rc to enter the 9-digit number that identifies the business.

Telephone.rc2

Use the keyword Telephone.rc2 to business telephone number.

Authorize-Access

Use the keyword Authorize-Access to authorize a representative.

The following options are applicable for the keyword Authorize-Access.

Authorize a representative

Individual-Name

Use Individual-Name to enter full name of individual representative.

Firm-Name.rc

Use Firm-Name.rc to enter the name of representing firm.

Telephone.rc

Use Telephone.rc to enter the telephone number of representative.

RepID.rc

Use RepID.rc to enter the 7-character alphanumeric code that identifies the representative.

Bus-Number.rc2

Use Bus-Number.rc2 to enter the representative's business identification number (9-digit number).

ExpiryDate.rc2

Use the keyword ExpiryDate.rc2 to enter the expiry date of the authorization.

Auth-Level.rc2

Use the keyword Auth-Level.rc2 to enter the authorization level.

The following options are applicable for the keyword Auth-Level.rc2.

Level 1 - disclose

Level 2 - disclose/request changes

Prog-Identifier

Use the keyword Prog-Identifier to select the program identifier.

The following options are applicable for the keyword Prog-Identifier.

RT goods and services tax/harmonized sales tax

RP payroll deductions

RC corporate income tax

RM import/export (no online access available)

ED excise duty

RE excise tax

RN insurance premium tax

RG air travellers security charge

SL softwood lumber products export charge

RZ information returns (T5, T5007, T5008, RRSP ...)

Prog-Accounts.rc

Use Prog-Accounts.rc to enter data

The following options are applicable for the keyword Prog-Accounts.rc.

Auth-Level.rc

Use Auth-Level.rc to select the level of authorization of the representative.

The following options are applicable for the keyword Auth-Level.rc.

Level 1 - disclose

Level 2 - disclose/request changes

All-Years.rc

Use All-Years.rc to specify if this authorization apply for all year.

Year-end.rc

Use to enter data

ExpiryDate.rc

Use ExpiryDate.rc to enter the expiry date if you want the authorization to automatically expire.

Cancel-Authorize

Use the keyword Cancel-Authorize to cancel one or more authorizations.

The following options are applicable for the keyword Cancel-Authorize.

Cancel all authorizations

Cancel authorization for the individual or firm

Cancel authorization for specific program account(s)

IndividualName.c

Use IndividualName.c to enter the full name of individual to whom you want to cancel the authorization.

Firm-Name.c

Use Firm-Name.c to enter the name of the firm for whom you want to cancel the authorization(s).

Prog-Accounts.c

Use Prog-Accounts.c to enter specific program account(s) for which you want to cancel the authorization(s).

Firm-Address

Use the keyword Firm-Address to choose which firm address to print on the tax return and supporting documents such as the consent form (Authorization form T1013), client invoice, and client letter. This entry will override the default entered in the user's defaults.

If the user's default for "Type of preparer of tax returns" is "Professional tax preparer", it indicates that the firm's address should be printed on the fourth page of the income tax return.

If the user's default for "Print address of firm on client letter and invoice" is "Yes", it indicates that the firm's address should be printed on the fourth page of the income tax return.

However, if the keyword Firm-Address indicates to never show the firm's address, the two above mentioned user's defaults will be ignored.

The following options are applicable for the keyword Firm-Address.

Use main address

Use alternate address

Never show address of firm

Print-Phone

The Print-Phone keyword lets you control which phone number(s) will be printed on the income tax return.

The following options are applicable for the keyword Print-Phone.

Home only

Only print the client's home phone number on the income tax return.

Office only

Only print the client's work phone number on the income tax return only.

Home (and office)

Print the client's home phone number on the income tax return, and if a second phone number is requested, the client's work phone number as well.

Office (and home)

Print the client's work phone number on the income tax return, and if a second phone number is requested, the client's home phone number as well.

None

Does not print any phone number on the income tax return.

Mail-Address

The Mail-Address keyword enables you to control which mailing address is printed on the tax return (client's address or accountant's address).

Note that if you are discounting tax returns using DT Max, entering the Discount keyword will enable you to direct DT Max to use the firm's main address or the firm's alternate address as the discounting address. If you are a discounter make sure that you have entered your discounter number in the identification section of the preferences menu.

In preparing tax returns for bankrupt taxpayers, it is assumed that the trustee's address is the one listed in the identification section of the preferences menu. This is the address printed on these particular tax returns. The default trustee number is also taken from the identification numbers entered in the same place.

The following options are applicable for the keyword Mail-Address.

Client

The client's home address will be printed on the income tax return.

Accountant

The accountant's address (as listed in the Name / address of tax preparer section of the Setup and preferences menu) will be printed on the income tax return.

Block

The keyword Block is used to prevent processing of a file and provide a reason for the blocking. Whenever this keyword is used, the processing status will be changed to "Blocked" and no calculation of the client's return will be allowed. To remove the blocking, delete the keyword Block as you would any other keyword, using [Ctrl+Backspace].

Restrict

If you are using the DT Max security system, you can insert the Restrict keyword into the file of any client to prevent their data from being accessed by anyone except the person to whom the client has been assigned. The keyword Accountant is used to let DT Max know who that person is. The ID of the accountant appears on the far right of the client's name on the client list.

Disclaimer

If the firm requires a different text for the disclaimer, use the Disclaimer keyword and enter the desired disclaimer statement. The user defined disclaimer will then be printed on the tax return and business schedules instead of the disclaimer used by DT Max.

PreparerCode

Use the keyword PreparerCode to identify the type of preparer of the tax return. For a client, this will override the default set as type of preparer of tax returns in the printing defaults tab of the user's defaults section on the preferences menu.

This information is required for efile purposes.

The following options are applicable for the keyword PreparerCode.

Professional tax preparer

Discounted return

Taxpayer (paper)

Taxpayer (efile)

Volunteers' program - CRA/MRQ