VisualTax T1 FAQ & Troubleshooting Tips

01-A

Acces violation at address...

and

Program re-installation...

Why I am getting thi error?

If you get this error frequently it may be an installation issue and you may want to re-install the program. Program re-installation will take about 3-4 minutes.

Before re-installing the program it would be wise to Click Configure -> Export Configuration to sefeguard your current configuration settings.

1. CLOSE (Exit) the program. Re-download / install the T1Full10 and install it over your current program folder (i.e. C:\T1-2010). Then Download and unzip the last update into the same program folder. This will not affect your client data or your configuration settings. You only need to re-enter the Efiler Number and password in EfileOnline -> Setup EOL and Setup Eol Plus.

2. Run the program from Start -> All Programs -> Visual Tax and monitor performance to see if it behaves any better.

Known cases are the following:

- While in coupling, you closed one of the spouses and continue revising the other spouse. The program will issue this message as it cannot access the other spouse

- You asked to see the previous year's form, and if the program cannot find it, it will issue this message.

- You loaded too many returns at the same time and depending on the Windows version it may be running out of resources.

01-B.

T1-2010 Program Configuration

Special instructions for T1-1010

See Configure

01-C.

Invalid Date error message

During program operation or start up I get 'Invalid Date'.

This usually occurs in the 64 bit, WINDOWS 7

Short Date Format in Windows:

If you experience a persistent error 'Invalid Date Format' as you enter the program or during its operation, temporarily at least set the Short Date Format as described below and notify us of the Short Date Format you are using and the Windows version you have.

Vista machines: Click Start -> Settings -> Control Panel -> Regional and Language -> Customize this format -> Date and enter MM/dd/yyyy on the short date format and click Apply

Win 7 machines: Click Start ->in the Search box enter Short Date Format and once the window Region and Language comes up, click on 'Additional settings', then click the 'Date' tab and on the 'Short Date' enter MM/dd/yyyy and click Apply

XP machines: Click Start -> Control Panel -> Regional and Language -> Customize -> Date and enter MM/dd/yyyy on the short date format and click Apply

01-D.

Display

The Forms Explorer (via F2) does not show all the forms in one screen.

Check the Display properties via the Control Panel. Increase the Screen Resolution and also set the DPI (normally via Advanced setting) to 96 DPI.

The tax forms can be increased / decreased with the Zoom facility of the program (+ or -) as shown on the Desktop section of icons of the program.

01-E.

Printing and print margins

Problem: The forms print narrow (large margins)

Check the DISPLAY properties via the Control Panel. There is a property called DPI (Dots Per Inch). Set it to 96 DPI instead if 120. In XP machines you will find the DPI in in Display Properties -> Advanced. In some machines the minimum may be 100

01-F. T2125 and other business statements

Error: Both spouses have separate business of the same type. The program detects an error.

You should differentiate the two statements. If husband uses T2125#1 then wife should use T2125#2. First STOP coupling. Open the wife's business statement #1, right click on it and select Clear Current form. Then go to the next statement T2125#2 and enter the wife's Income/Expenses.This is done so any CCA or Auto expenses can be claimed into unique statements such as T2125#1 and/or T2125#2.

OR use the Copy / Move Form Data

Open the wife's business statement #1, right click on it and select Copy / Move form data. On the upcoming window select Wife as 'From' and Wife as 'To' and on the right hand side change #1 to #2. Then click the Move button

01-G.

Transferring Programs and /or data from one machine to the other

How To

See Transferring instructions

01-H.

T4-Placement Office

T4-Hairdressers etc.

How To

Complete the T4 with no amount on Box 14. DO enter the EI Insurable Earnings And CPP Earnings even if the paper T4 slip does not show it. Enter the income on a self-employment statement.

If the T4 is the only self-employment of the taxpayer, then open form EFMEMO, scroll it down and in the overrides section enter line 371 and value 1. Override Schedule 8, Pensionable Earnings to 0.

If there is self-employment (other than from a T4) then on line 371 you should enter only the other self-employment amount. The same thing applies to Schedule 8. You must enter only the 'other' self-employment for CPP purposes.

You can then Efile it.

01-I

Windows 7 - 64 bit

Any special configuration?

It is best to set it with Compatibility mode

Click Start and in the search box enter 'Compatibility' and press Enter. In the upcoming window click 'Next'. Find T1-2010 in the list and click it once. Then click Next. Then click Try recommended settings . Choose Windows XP Service Pack 2

Also look at item 01-C: Invalid Date message

01. Efile

I cannot find the TAX file to transmit

1. The location of the file is in the folder specified in menu item EfileOnLine -> Setup EOL

2. During transmission, you will see a Browse button. When you click it, it will show you the ...TAX file on the above folder.
If the folder in the look-in box of the Browse window is not the one as per step 1, then use the arrow of the look-in box to navigate the folders until you get to that specified folder. Then the Tax file will show. Then you double click on it.

3. If you interrupt the transmission, or upon submitting the return, that file is automatically deleted by the program.

02. Schedule 11 adjusted line 11

Why Line 11 does not always equal Taxable Income Line 260?

Click here for explanation: S11Adjustment

03. EFILE

How do I see what is being transmitted to EFile?

Click EfileOnLine (Top Menu) and then Click Efile Online (Current Return). Then click the 'Display File' button. It shows you line numbers and amounts that will be transmitted to Efile

04. Spouses with separate business or rentals

How do I set it up so CCA and/or automobiles are not claimed by both spouses?

See topic in the VisualTax Forum: Click Here

06. Updates

How do I get an update?

Click Help and then Check Update via Web

or CLOSE the program and login to www.visualtax.com and visit the Downloads page and click on the update file (T1Updxxx.exe). Select Run or Open

07. Client Letter

The client letter has been incorrectly changed, now it does not pull the data

Solutions: Click Configure -> Client Letter Design -> All default templates

Click on EfiledLetterORIGINAL.rtf Then Click File | Save Template As... and change the file name to be EfiledLetter.rtf by removing the word ORIGINAL

Repeat for PaperFiledORIGINAL.rtf

08. Shared statements or slips

How do I delete a shared slip or statement?

Stop the coupling by clicking the red 'Family On' button and remove it from both spouses by right clicking it and selecting 'Clear Form' . Then re-couple.

09. T3 and T5 slips

How do I enter them (husband's, wife's and shared?)

Enter them all in ONE spouse with percentages for each one. One of the spouse's may have 0% meaning it fully belongs to the other spouse

10. Bankruptcy

How do I create Pre- and Post-Bankruptcy returns?

On the 'INFO' form, Filing Section at the end, check the Bankruptcy box. Then complete the Bankruptcy info (press F6 and enter Bankrupt). When you save the return, change the file name to 99999999.9PR (for pre-Bankruptcy) or 99999999.9PO (for post-Bankruptcy) where 9999.. is the SIN of the tax payer.

11. EFILE

Invalid character in the free format area (6 character Error code)

The last 4 digits of the Efile error code is the line number in error.

Solution: In Rental and Self employment statements ensure that the individual income or expense lines are positive and not less than a dollar.

12. EFILE

RE-TRANSMISSION AFTER CRA'S EFILING SHUT-DOWN

1. Open the File, press F3, set the status to 'Ready for Efile' and save it
2. Open the T183 (Press F6, type T183 on the form name and Enter). At the bottom of the form, remove the DCN number using the delete key and press Enter. The program will generate a new DCN number.
3. Transmit again.

13. EFILE

'Authentication error'

'The DCN number is incorrect',

or Error 81

or Invalid Efiler Number

Check the Document Control Number (DCN) in section H of the T183 form
The DCN number must be 13 characters data consisting of the Efiler number + 8 digits. (SIN is not allowed)
Unacceptable DCN numbers may be in returns prepared with the T1Prelim or draft version of the program or rolled-over from last year before entering the Efiler number on the Setup screens described below.
For new returns the program will automatically generate the new format of the DCN number.
For correct and automatic generation of the DCN number, enter the Efiler Number in both:
a. the EOL setup (Click on EfileOnLine and then Setup EOL)
b. the EOL Plus setup (Click on EfileOnLine and then Setup EOL Plus)
Visit the T183 form, scroll down and delete the DCN number with the Del key and press the Enter key (or right click on the form and select 'Clear current page'.
The program will replace the DCN number with a new one consisting of the EfilerNo+MMDDnnnn.

14. EFILE

'Index DCN_NO does not exist' when updating an acknowledgement

It is caused after copying the data from the Prelim version without re-building the Client Data Base.
Solution: Click on Utilities | Rebuild the Client Data Base

Return not Set for Efile

When you click on this error message it takes you to the Info form.
The Efile indicator should be set to 'X' (not 'Y'). It appears that if you rolled-over from CanTax or Profile the indicator is coming as 'Y'.

15. PREDICTIVE

TYPING

When I type something it gives me the remaining characters automatically. But some entries are incorrect. How do I fix it?

Predictive typing is based on keywords captured during the operation of the program. Wrong entries are also captured.
They are captured in the following files:

Cities.txt
Banks.txt
Charity.txt
Doctors.txt
Employers.txt
FirstNm.txt
MedExp.txt

To edit/clean up their contents, you can do the following:
1. If you have the T1 Power version of T1 you can use the Configure | Super Entries and click on the Charities, Cities, etc. and delete any wrong entries. or
2. Use the Windows explorer and double click on any of the above files.

The files are located in the T1 program directory (C:\T1-200X)

NOTE: Predictive Typing can also be disabled completely. See Configuration | General Options | Defaults and check box 'Do Not use predictive typing'.

16. T4A

How can I enter a 'Y' to allow me to enter the boxes manually?

Enter code 13 in box 38

17. Automatic Updates

It gives me Run Time error

Click here for explanation/solution

18. 2D Bar Code

What is 2D Bar Code?

Click here for explanation

19. Rollover 2003 to 2004

Page 3 of the 5-year summary does not have any data

Click here for explanation/solution

20. TR

What is TR?

TR stands for Tax Research and it refers to the VisualTax Tax Research Engine that allows you to do in depth research of tax subjects via the Information Circulars, Information Bulletins, the Income Tax Act, etc.. You can activate the TR by clicking on the Help Menu | Tax Research.
For more info click here Tax Research

21. Printing

How do I print a mailing label for a single client?

Click on Print | Letters/Labels. In the upcoming window, click the button "add manually' and enter the SIN of the client. Then click on the Print Label button.
Note: The middle list can also be populated based on filters (basic or advanced)

22. Data Management

How do I transfer a tax return done on a laptop into the main machine?

Step 1. Copy the tax return (It is a file by SIN No for T1's or Account no for T2's in your data directory) from the lap top data directory into the data directory of the main machine. The data directories are shown on the Configure | Data Directories window.

Step 2. If the tax return already existed on the main machine then this step is not required. You just use the "open' command and the up-to-date file shows on the Client book.

If the tax return is a brand new one prepared on the other machine, the return will not show on the Client book. In this case, use the 'File | Open by File Name' and find the file of the new return (Sin or Account). Double click on it and that opens up the tax return. Once you save the return it will start appearing on the Client Book.

23. Calculations - NAICS codes

How do I activate new NAICS codes (industry codes) or revise old ones without getting an update?

Click on Utilities | Edit Supporting files, then scroll down and double click on the file NAICS.D
You can type over any existing code or insert a new one by positioning the cursor at the end of a line and pressing enter. Ensure that you maintain the alignment of codes as originally shown. Save the file then click Cancel.

24. EFile

T4A - Box 24 and Efile field 9907

You can override field 9907 at the bottom of the 'EFile memo fields' screen. Enter 9907 under the LineNo and the correct amount under the Value column (leave the value blank if 9907 should be zero).

25. Calculations - Tuition Disability transfer

How do I transfer Disability or Tuition from Dependants?

1. Enter the dependant in the dependants List. If Disabled, enter something on the Infirmity column.
2. Open the Federal 'Disab/Tuition Xfer' form. (press F2, last column)
a. Manual mode: Enter Y and N on the top indicators. Then complete all the missing information manually. Do the same on the Provincial transfer form.
b. Automatic Coupling mode: Include the dependant in the Family coupling*. After completing the dependant's return, including his/her S11 transfer data if applicable, go to the parent's Transfer Screen, and enter Y and Y on the top indicators**. This will automatically complete all data in the transfer screen (Federal and Provincial).

* If the dependant is not already included in the family coupling, Click on Family | Family Set up (revise), Clear the upcoming form and then click on the Start Coupling icon and include the dependant by entering X against it.

** After the transfer is complete and verified, and before saving the parent's return, change the second transfer indicator to N, so the program freezes the transfer amounts and it does not look for and it does not rely on the dependant's return any longer.

26. Printing

How do I print a friendly salutation in the Client Letters(s)?

1. Add a new keyword: Click on Configure | Data Dictionary. Then click + and enter Name= Client_Salute, FormName= PAGE_1, Elm= 80 and save.

2. Revise the Client Letter(s). Click on Configure | Client Letter design. Click on Default_Efiled.Ltr and delete the words after Dear and position the cursor one space after the word Dear. Then click 'Insert Keyword' and select 'Client_Salute'. You should end up with Dear [Client_Salute] Then save the letter. Repeat the same for other letters.

From this point on, the modified letter(s) will print the salutation you entered on Page 1, Supplementary info, in the box called 'friendly salutation'

27. Data Management

File Names (Save as..)

Leave the names in designated format (Sin No). This ensures uniqueness of file names and facilitates coupling and Efile. Change the file name only if you want to create another version of the return such as for planning purposes or other purposes.

28. Calculations - S3

Schedule 3: I have a lot of Capital Dispositions. It appears that I can only enter two lines. Where do I enter the rest?

Use the S03 - Supplementary schedules (Qualified and Non qualified for the Capital Gains Deduction). You can enter practically an unlimited number of dispositions. These schedules offer multiple pages.

29. Calculations

What is Foreign country 1, 2 or 3

These are generic codes not associated with a specific foreign country. If your tax return involves only one foreign country then enter code 1. If it involves two, the second country should be entered with code 2.

30. Efile

Line 115: What should be entered on the Efile memo field 9907?

Any annuity income reported at line 115, should also be included at Field 9907. Annuity income can be found on T4A - boxes 24 and/or 28, T5 - box 19 and T4RIF boxes 16 or 20. Field 9907 is automatically filled by the program.

31 Data Management

Saving multiple returns: What's the fastest way?

Press Ctrl F3. This saves all returns currently loaded. If you press Shift F3, the returns are saved and closed with the minimum of effort.

A plain F3 saves only the current return, while allowing you to select the 'save to' folder and the 'status' of the return being saved.

32. Coupling

Shared T5 slips or self-employment statements: What's the best way of entering them?

First enter all the shared slips in one of the spouses with the proper percentage. Then start coupling. The program will copy the slips from the first spouse to the second spouse with the proper %. Then enter the individually owned slips on each spouse. During coupling the program matches slips (and/or shared elf-employment statements) by number. i.e. #1 with #1, #2 with #2, etc.

For major re-shuffling is best to turn the coupling off, as coupling tends to interfere by constantly picking up from the other spouse. After clean-up, you can turn coupling 'on' again.

SHARED STATEMENTS: After you enter the tax payer's share i.e. 50%, ensure that you allocate the remaining % to the spouse or other partners in the 'Details of Partners' section of the form, before you start coupling. (Page 2 of T2124 or T2032)

33. Calculations - RRSP

Transfer to RRSP: How do I claim it?

The transfer amount must be declared as income (line 115, 130, etc). Include the amount in line 2 or 3 and field 240 of Schedule 7. This is done automatically via the RRSP Worksheet.

34. Speed

Speed during data entry:

For better speed during data entry:

1. Close the Audit wizard (press F5, and re-open with F5 when needed). The Audit Wizard checks hundreds of forms with every keystroke.
and/or

2. Turn the Auto-switch off. Click it again to turn it on on final stages of preparation.

35. Calculations - Status Indian

Status Indian:
How do I EFile it?

On the T4 slip leave box 14 empty and on the 'other information' of the T4, in box 71 enter the taxable amount of the slip that is also equal to box 24 and 26. In the 'EFile Memo fields' screen (Press F2 and find form under Worksheets - Federal) enter the T4 income in 5347 and 5363 lines.

36. Calculations - Tuition Disability transfers

Education/Tuition transfers:
How do I use the Y/N indicators on the top of the transfer form?

In the federal 'Disab/Tuition Xfer' form you can start off with indicators Y/Y.
The second Y tells the program to pick up the various S11 related amounts from the student's return being in memory concurrently.

To 'freeze' the transfer amount and stop relying on the student return being concurrently processed, you can make the second Y into a 'No' telling the program not to look for the student's return any longer. Once you save the return with Y/N, then the parent's return can be processed on its own, without the need to load the student's return.
If you do not have the student's return at all, then the transfer indicators must always be Y/N.

Keep in mind that there is also a provincial transfer form (P-Disab/Tuition Xfer) that may have different transfers and different unused amounts from prior years.

37. Calculations - Loss continuity

Net Capital Loss in Current year (Carry back/Carry forward)

For correct processing you must enter the Capital Gains Inclusion Rate for 2000. This rate (i.e. 50%) must be entered on the FIRST page of the Losses Continuity form.

38. Calculations - S11

Education/Tuition: I want to transfer the unused amount to a parent or spouse. How do I do it?

In Federal S11 of student, just above line 327, enter Y. Then you enter either transfer the maximum amount or a portion.
Repeat the same for line 5920 in the Provincial S11 (form listed as P-S11-Tuition

39. Calculations - HBP

HBP repayment: How do I report it as income?

Use the RRSP Worksheet. It will do it automatically, including EFile considerations.

40. Calculations - Self Employment

T2124: How do I itemize other expenses?

Use the 'ATTACH ADDING TAPE' facility of the program.
Example: Click once on the amount of a form. Then RIGHT click on it. Select 'Attach adding tape' from the pop-up. It has an-auto-post option.

This facility can be used for any amount field on any form of the program. The adding tapes forms are kept with the tax return and they are printable. The Audit Wizard will show you in what places you used the adding tape facility.

41. Forms

How do I delete a Business Statement such as the T2124?

To delete a business statement (or any form) you should use the ‘Clear Form’ facility. Right click on the form and select clear form. Program default data will stay. The ‘clear form’ actually clears all pages of a form. 'Clear Page' clears only the current page of a form.

42. Calculations - Medical

Medical periods: How do I change them?

You can change the periods in the medical expenses form.

43. Calculations - professional fees

Professional fees: Where do I enter it?

Use the Union Dues form (Press F2 for Forms, last column)

43. Calculations - Spousal

Spousal amount: How do I zero it out?

Spousal Amount Override: Override Line 303 of S1, and line 5812 on the Provincial Tax form. Efiling aspects are handled by the program automatically.

44. Efile

Efile on-line says:
'the submitted file is not a TAX file'
or other errors

The CCRA message is a bit cryptic. It usually means ''The file submitted is a tax file but it contains errors' .

Known cases:

1. The street number has been entered on the C/O line of page 1 and the street no has been left blank

2. The phone number must not contain spaces (enter as 7 numerics)

45. Client Letter

Client Letter: I cannot align it properly

Each text line should start with a TAB for indentation and be terminated with the 'Enter' key. In general, do not use the space bar for spacing. Leave a single space before and after the > < or = symbols otherwise you may get error 'invalid number'. You can use the Enter key to push down the text and create empty lines. Do not copy text from templates created with other programs. Just type it in. You can find useful paragraphs in a more complex letter called 'Single.ltr' listed under 'All default templates'.

46. Efile

When trying to connect to CCRA for internet filing it tells me I am not 'Authorized'

This happens if you did not delete all the files from the pre-production release before installing the Feb. 1, 2003 release.

The URL is incorrect in the corresponding set-up window. To correct it, delete the URL in the set-up screen and 'Save' the setup with empty URL box. Go again into the set-up window, and the correct URL will be there. Then 'Save' it again.

The URL for EFILE On-line should be:
http://www.pro.netfile.ccra-adrc.gc.ca/eol-ready-e.html

The URL for EFILE On-line PLUS (in 2004) should be:
https://apps.cra-arc.gc.ca/dchmf/efes/emod/sec/EmodLogin-e

47. Efile

The wizard tells me: 'You cannot Efile'

The wizard generates certain Efile diagnostics for your review. They should be fixed before you can Efile the return. In some cases you simply need to go to the Efile Memo fields form and confirm at the top with a 'Yes' that you reviewed the warnings.

In some cases it will ask you to review the T691 form and enter $1 in a line number. This confirms that you reviewed the minimum tax form, although most likely you are not subject to minimum tax.

48. Forms

How do I navigate forms in VisualTax™?

Click here for the 10 Top Navigation methods in VisualTax™

49. Audit features

What are the Audit features in VisualTax™?

Click here for the 10 Top Audit features in VisualTax™

50. Conversion from other software

I get an incorrect birth date during conversion from other software

In the Control Panel | Regional Settings set the Short Date format to mm/dd/yyyy

Do not use the pre-millennium settings with only two digits for the year (yy) after the year 2000. Always use yyyy

51. Forms display

In displayed forms the text overlaps with the data entry boxes

In Control Panel | Settings | Display | Settings | Advanced use Small Fonts (not large fonts).

Also ensure that the display is set at 800 X 600 resolution or higher

52. Printing

How do I print the Tax Summary for ALL my clients? (The solution applies to any form)

Set up a print template (Configuration | Print templates) i.e. Other 3

Include only the TAXSUM form and save. Then ask for Batch printing (under Print). Select all clients and print.

53. Printing

I get an empty page before/after client letter

This happens only in fast print mode (all pages are assembled together in a single print job). Fast print mode can be used in printers shared in a network. There is no significant benefit in printers directly attached to a workstation. To turn the 'Fast Print' mode off, click on 'Configuration | other options'.

54. Forms

How do I close a form after using it?

A: You cannot close it. You just switch to another form.

The program works more efficiently if you do not close any form after using it. Please make it a habit (it saves time) not to close any of the forms you used. The program is extremely optimized to allow any number of forms to be opened without incurring any significant overhead. It will take more than 200 forms concurrently opened before the program will feel the pressure for more memory.

55. Installation

When trying to display the help screen I get an error (robohelp dll missing)

Just click ok and it will allow you to see the help screens. To avoid this error you should download the relevant DLL file (see downloads). You should install the DLL in the C:\windows\system directory and/or on the T1 program directory.

56. Printing

How do I print a tax form in PDF format so a printout can be Emailed as an attachment?

You can download and install a free PDF driver from: http://www.fineprint.com This creates a 'printer' on your Control Panel | Printers by the name of FinePrint PDF Factory. When you need to print in PDF format just select the FinePrint PDF Factory as your printer and it will ask you for a file name. The generated file can be Emailed as an attachment.

57. Printing

How do I print 4 pages into one printing page?

You can download and install a free driver from: http://www.fineprint.com

58. Installation

I am getting something like "Required DLL is missing" error message when trying to run a VisualTax program

If you have not installed properly the 'Common Components' you will get a message such as 'Required DLL is missing'. Ensure that you download and install the Common Components (ComComp.EXE). Also see the Download and Installation instructions

59. Efile

How do I do Efile with Visual T1?

Using Professional Efile On-line. See Efiling Options

60. Conversion from other software

How do I convert data from my current tax software?

Click here

61. Pricing

If I purchase only the T1 initially, can I qualify for the bundle prices later?

Yes you can. as long as the other software is for the same year. Please note that the bundled prices apply only if you buy the 'Power' version of the T1.

62. Coupling

Does VisualT1 do family returns?

Yes, any number of family members including cross-posting and optimization. In fact, VisualT1 is very well suited to handle any number of returns concurrently, even if the returns are unrelated. Family coupling is based on the dependants screen. There is no separate set-up of family members.

63. Help system

Do programs provide on-line help?

Yes they do. In addition, a printed manual is supplied with the purchase of the shipped software.

64. Updates

Are there going to be any updates during the tax season?

Yes, we normally issue updates during the tax season which includes improvements suggested by our clients, mandatory changes that may originate from Revenue Canada (such as delayed forms) or program bugs that must be fixed. To get the optimum performance from the program you should visit this site from time to time. Any update with a date later than the date indicated on the main window of your program most likely will be worth taking. The update you download contains all changes made since the Jan. 31 release of the program. Your original disks plus the latest update you download is the full set you need for an up-to-date re-installation, if that need arises in the future.