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1. For SALES and/or USE TAX RETURNS...
2. FEIN is an employer identification number or EIN
3. Federal Identification (Federal ID)...
4. If a box contains a validation...
10. Forms with more than one address section...
11. Address labeled "Having its principal office at"...
13. Phone numbers...
General Rules
1. For SALES and/or USE TAX RETURNS, ALWAYS use both Individual and Entity Profiles, unless you can rule out individual if clearly a corporate form. ALWAYS use the Self-Employment Information section for business name and address under the Individual Profile. If no address is filled out in the Self Employed Information section, then use the Taxpayer address.
2. FEIN is an employer identification number or EIN (IRS assigns). Do not dataflow the social security number on forms calling for an EIN. FID stands for federal ID number and TIN (or TID) stands for taxpayer identification number. All these can be a FEIN or SSN. However, if there's a State Name listed in front of Tax I.D. No. (For example: Hawaii Tax I.D. No.) - DO NOT FLOW TO THE FIELD.
3. For “Federal Identification” labels, flow FEIN first, else SSN.
4. If a box contains a validation, ALWAYS make sure to flow data based on validation. For example, the FEIN in profiles is validated XX-XXXXXXX, however a form may contain a validation XXXXXXXXX (without ‘-‘) so the hyphen must be deleted from dataflow. If a phone number is validated, we have to delete everything but numbers before formatting because phone number fields aren't validated in the profiles. Use .delete("^0-9") and check for length >= 10 in case the user has entered an extension in the profile.
5. For VOUCHERS, ALWAYS flow to first page (or the first voucher if there are multiple vouchers on the first page) and use calculations to direct post the information to the remaining vouchers on all pages.
6. DO NOT dataflow "optional" fields.
7. If a form has no dataflow, make a comment in RUBY (#No Dataflow).
8. Employer Forms (Occupation/Withholding/Injury/Wage Reports): Flow like a sales and use to the employer section (entity, self-employed info, individual info) UNLESS there is a section to report names of employees. In that case, only flow entity to the employer section. Flow individual info to the employee section and DO NOT FLOW self-employed info.
9. ALTERNATE FORMS OF ADDRESS: Some forms have more than one address area. ALWAYS dataflow to the mailing address when there is a choice UNLESS the field is labeled "mailing address (if different)". In that case, we have to flow to the other address area even if it is labeled physical address or business location. If there is one field labeled "street address" and a second field labeled "Post Office Box", dataflow to the street address field. Form Example – Iowa 1040C: In this case, dataflow to current mailing address, however, DO NOT FLOW any information to Post Office Box.
10. CHANGE OF ADDRESS OR OTHER INFO type forms: Assume that client is updating their profile with the most current information, so dataflow to new or current section and DO NOT FLOW to old or previous info area. Exception: If the new info area is labeled "if applicable" or if the only fields in the new area that should have entries are just the fields where your info has changed, ALWAYS flow to the old or previous area.
11. An address field labeled as "Having its principal office at:", dataflow entity and individual address . Ex: KZWX1000
12. REGISTERED AGENT: In addition to Agent section of the Entity profile, flow individual name and address.unless there is a better place to flow Individual DO NOT FLOW self-employed info. If the state name is pre-printed in the Agent section of the form, ALWAYS check if Agent or Individual state.upcase matches the state on the form before flowing the address, but ALWAYS flow individual name regardless of the state.
Don't flow to "assessee or authorized agent" fields. Authorized is not enough and assessee is not a usual role for agent for service of process. Ex: WKJM1004.
Do flow when the form only says “agent”, but don't flow agent information to sections that just say “Representative”. Sections labeled “Representative” can sometimes accommodate preparer dataflow.
13. PHONE NUMBERS: If a phone number has the area code boxed separately and is not validated, always dataflow with hyphens to the second box to look like this: XXX-XXXX. Do not add parenthesis to the area code dataflow. Do not dataflow if form indicates it is optional information. Ex: ZJHB (note in code states this).