Discussion:Paper Port vs Intuit Document Management System

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Discussion Forum Index --> Business Growth Community --> Paper Port vs Intuit Document Management System


Jdugancpa (talk|edits) said:

5 December 2006
Having just moved my office I am determined to move more stridently toward paperless office. I current have Paper Port software which costs about $100 and upgrade costs about $50. What functionality is contained in Intuit's Document Management System that is not present in Paperport? Is it worth the extra dollars?

Kathyt (talk|edits) said:

5 December 2006
I use Intuit's DMS (Lacerte), I can't compare though because I've never seen Paper Port. If you have questions about the DMS I'll be glad to tell you how it works for me. I really like the DMS and would never go back, but it's the only one I've ever used so I have nothing to compare it to.

Will (talk|edits) said:

5 December 2006
Ill take you up on the offer to answer questions Kathyt. I am just building my practice and want to invest in paperless right from the start. I am using lacerte and have seen the advertisements for DMS from time to time.

Questions: 1. Are the documents stored in a nasty Intuit proprietary format or a .pdf ? 2. If .pdf what advatages does DMS offer over buying Adobe Acrobat Pro and creating my own file tree for storing client docs?

Thanks for any responses. Will

Bottom Line (talk|edits) said:

5 December 2006
Haven't done a lot of research since I'm not interested in going paperless, but seems like the real selling point of DMS is that it takes the W-2/1099 info and puts it straight into the tax return program instead of you having to rekey the numbers.

Tdoyle (talk|edits) said:

December 5, 2006
Bottom Line:

That's the new Source Doc Auto Entry product, not DMS, although they all work well together.

If I remember correctly, DMS allows you to scan and save client documents, but also allows you to print documents directly from Lacerte - so you can save tax returns to DMS directly.

Links:

- Tim Doyle, TaxAlmanac Moderator - Talk to me 16:08, 5 December 2006 (CST)

Kathyt (talk|edits) said:

5 December 2006
The documents are PDF. In Lacerte I set up the print options to "print" two copies of the return, one to the printer for the client copy and the other "prints" directly to the DMS program. If no client with that social security number exists, it will automatically create the client and put the tax return in the file for that client, in the subfolder of tax returns. I don't have to stop to take time to tell it where to send it to, it's done automatically. For existing clients it just prints it automatically to the correct year. You can set up the filing system anyway you want to, but for tax clients I used the Lacerte defaults which is one file for each client, and in that file there are folders for each year. Lacerte will print automatically to the correct year in the correct folder. I don't think Acrobat Pro will do that. Now the write up work is another story, I have to tell the program what file and folder to print it to, but during the hectic tax season, I don't want to have to take the time to do that for every tax return, or to waste time scanning in something that can be automatically sent to the correct file. When my clients have worker comp audits the auditor used to ask for a copy of the 941's and other information, but now I tell the auditor to bring me a disk or a travel drive and I just drag it to the disk for her, it's a PDF file that can be opened by anyone. The only thing I actually scan in to the computer is workpapers, everything else I just send to the DMS by printing to DMS. In write up work I just have to change the printer to the DMS printer. There is one downside possibly, if I ever sell my practice I don't know how it would affect the price if the buyer didn't use DMS, or used another DMS program. But I'm not planning on selling for a very long time so maybe by then everyone will be paperless.

Beengel (talk|edits) said:

December 6, 2006
ohhh KathyT- you hit on something: "In Lacerte I set up the print options to "print" two copies of the return, one to the printer for the client copy and the other "prints" directly to the DMS program". Great idea, and a time saver.

Now my question for PrSeries users: we can do PDF this year-- is there a way to print 2 copies and automatically print one to the printer and one to the PDF file??

1040man (talk|edits) said:

6 December 2006
is there a way to print 2 copies and automatically print one to the printer and one to the PDF file?? I have been doing taxes for about 35 years and I find it helpful to have a paper copy of last years return in front of me during my interview with the client. This is just my insurance that I don't miss anything that should go on the return. I notice that many of the preparers on TaxAlmanac indicate that you do most of your business either by mail, e-mail or fax. I guess I am old fashion ... as I sit down and interview all of my clients even tho I have had them for many, many years.

Kathyt (talk|edits) said:

6 December 2006
1040man, that's what the dual monitors are for. I look at a copy of last year's return on one screen while I work on the other screen, I can make notes on it on the prior year's return that show up just like a little sticky note on a paper file, it's the same thing as a paper return on your desk except it's a little further up, on the 2nd montior. I still sit down and interview all of my clients, except the ones that move away and just mail it in after that, but 99% of my clients are the ones that I see every year and watch thier children grow and talk to them like old friends. I'm not trying to convince you to do it, I'm just saying it's possible to do both.

JR1 (talk|edits) said:

December 6, 2006
Yeah, but I'm out visiting clients and carrying their return with me....I'd still love to see the ability to get a second printer icon for this express purpose. One for hard copy, one for one punch pdf. Or for another print format. When I do print for my own files, I print 4 up, or 4 to a page. When I need to print other stuff, I print normally. You know how many steps it takes to change printers within ProSeries? I've been complaining about this for years, and no one listens. It used to be fairly easy, but two years ago, they added about three screens to get it done...

Kathyt (talk|edits) said:

6 December 2006
I don't do house calls very often, but you are right, that is a drawback, to take the client file with me anywhere I'd have to print it out I guess. I don't have a laptop but if I did I could just carry that around. For the first 6 months of using it when I had workers comp audits I'd print out all the documents they needed and that was pain and I wondered what in the world I would do with an IRS audit, but then it dawned on me I could just drag the documents to a disk and the auditor can open it. So that's how I handle the worker comp audits, haven't had any IRS audits in years. I have had a court supeana before where I had to bring the file to court, I guess in that case I'd have to print it out. I guess there are some drawbacks to it. But in the big scheme of things I still think it saves me a lot of time.

Bottom Line (talk|edits) said:

6 December 2006
I work exclusively on a laptop. Have a printer I carry with me. Leave the printer in the car but can get it if necessary.

Jdugancpa (talk|edits) said:

6 December 2006
Kathy, thanks for your info.

Regarding what to do when you are out of the office and need a copy, couldn't you back up your docs to a "thumb" drive or whatever they're called and take it with you? Then, if you need to look at the prior year return, you have it available.

Regarding the setup to print two copies of the return, is that function from within Lacerte (that seems to be the logical answer) or from within DMS? I'm staring at the print screen within ProSeries as I type. PS gives the option to print letters to one printer and tax forms to a second printer, but does not give the opportunity to print two copies of everything to two separate printers.

Any Pro Series users out there who can weigh in with their experience using DMS with Pro Series??

Kathyt (talk|edits) said:

6 December 2006
Yes I guess I could just drag it to a thumb drive, I do that when I work at home sometimes, I just have to have a comptuer to bring it to.

The set up to print two copies is a function within Lacerte. I print the client copy to the printer, and the preparer review copy to the DMS as that one has all of the schedules that I do not give to the client (depreciation, worksheets...). Before I purchased the DMS I watched a webcast on it and I'm almost sure they talked about using ProSeries with it, it's been over a year ago though so I might be wrong. But in Lacerte I go to "settings" then "options" then "setup" then "printer selection" and that's where it gives me the choices of what copy to send to which printer. That's where I set up the copy to print to DMS, I do it one time and then it's saved for all clients. There is a yahoo group for the DMS it's finance.groups.yahoo.com/group/lacerteDMS/ you might find your answer there.

Kathyt (talk|edits) said:

6 December 2006
Maybe I didn't explain myself right, I don't print 2 copies of the SAME return, one is the client copy and the other the review copy, but the same information, but in Lacerte print options you can customize what you want to print for the client copy or review copy or gov filing copy or compelte copy, is there something similar to that in ProSeries? That's where I set mine up at, I set up what I want the client to get under "client copy" and set it to print to the printer, and then I set up the review copy and have it print all schedules and worksheets and diagnositcs, and I set that copy to print to the DMS. I don't think I can print two copies of the same return, do you see the difference, it's the same tax return, but one is the client copy and the other is my copy.

Deback (talk|edits) said:

6 December 2006
Yes, Proseries Professional allows you to customize which forms to print for the filing, client, and preparer copies.

Jdugancpa (talk|edits) said:

6 December 2006
Yes, but... Proseries allows the user to define one printer for printing forms, a second printer for printing tax returns. But unless I am mistaken, it does not provide for printing the preparer copy to a different printer than the client or filing copy (I think that is one of the complaints JR has been whining about).

Death&Taxes (talk|edits) said:

6 December 2006
You hit it close, JD. Proseries allows you to print the forms on one printer, and the letters on a second, but I don't believe you can split the forms printing between a printer and a pdf without going through the file menu. If I can remember, I want to ask this question at Proseries seminar in Philly later this month.

Kathyt (talk|edits) said:

6 December 2006
I just looked at my settings again, I have options on my printer selection screen to print to DMS. I am wondering if those options were there before I bought the DMS program, or did they just show up after I got the program, I don't know. But maybe it wasn't there before, and it shows up now because I have the DMS program. After all, it came all on one disk from Lacerte. Maybe if you buy the program it will show up on ProSeries too. Have you looked at the proseries website? There's a 6 minute video you can watch that's available on the site, it might provide the answer.

Death&Taxes (talk|edits) said:

6 December 2006
If you open the Create PDF command under File Menu, there is a button "Printer, PDF and DMS" set up which once again allows choice of printer for forms, letters, labels and Bank Products Check Printer and then a choice of Directory for PDF files, and finally a DMS section with a prompt box to check where pdf files can be stored in DMS......I don't use this but that is what I see.

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