Atom software
ATOM Software Admin Manual
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ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
60 User Uploads and Uploaded Document column descriptions Documents and files can be added to your User pages to keep track of useful employee records. Files can be organized by year or they can be viewed all at once.
Source file address of uploaded document
Select the Upload Type as needed. Upload Types are assigned and cus- tomized in the Admin> Upload Type section of ATOM
Descriptions can be added by the user uploading the file as needed. Year This field will self-populate with the current year but can be altered as needed. You should typically file the upload under the correct year of employment for each user.
This field will automatically be attached to the user who uploads the doc- ument
This field will self-populate if a user modifies an upload with their name
This filed self-populates with the last modification date of an uploaded file.
ATOM will record the megabyte size of the file uploaded.
ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
61 Security Information Field Description Minutes Allowed to Punch-in Early The number of minutes an employee is allowed to punch in before their scheduled work hours. For example, if 20 is entered in this field, and the em- ployee is scheduled to work at 9:00 A.M. and they actually punch in at 8:30 A.M., then their official login time of record is 8:40 A.M. and not 8:30 A.M.
The number of minutes an employee is allowed to punch out after their scheduled work hours. For example, if a 10 is entered in this field, and the employee is scheduled to work until 5:00 P.M. and they actually punch out at 5:30 P.M., then their official log out time of record is 5:10 P.M. time and not 5:30 P.M. OTE: If the field is blank then there is no limit on when the employee can punch out.
E-mail Assigned Tasks Select this box if you would like your Assigned Tasks to be forwarded to your personal email address recorded on your User page in addition to your As- signed Tasks page. This is an open option for your users to choose if they wish to be notified.
your personal email address recorded on your User page in addition to your Message Center. This is an open option for your users to choose if they wish to be notified.
Comments or notes related to the user. The Administrator is the only one that can add and view comments. The users cannot see them.
The user will system message when an appointment is booked for them or the entire office depending on the level selected. This is an open option for your users to choose how they wish to be notified. Login Screens Allowed This will limit the login capability for the user. For example: Normal login (full access to ATOM and client information) or User portal login (Just schedules and appointments with no client file access.) N N N ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
62 Employee Hour Edit Permissions Selections can be designated that allow the employee will be able to edit punch clock hours. Leaving this option unselected allows only the adminis- trator to alter hours this employee’s hours. For example: when an employee for gets to punch in they should contact their administrator to change the hours. Other choices can be selected per the level of access you would like this employee to have in regards to altering hours.
If checked, the user will receive all office portal messages as a system mes- sage.
Selecting this option will allow the user to see a running tally of the hours scheduled for each employee on the work schedule. This option is especial- ly useful for the scheduler if they are trying to schedule employees within a specific weekly limit (40 hours max.)
If selected, you will be able to create a work schedule for this user without having completed their Availability Schedule.
If selected, you can schedule appointments for this employee without hav- ing to create a Work Schedule.
Selecting this option will allow the User to see all the open/closed tasks for all employees on the My Assigned Task Page. This function is typically re- served for Administrators and Office Managers so they can keep track of all assigned tasks for their office in one place.
Selecting this option will allow the user to add, edit and delete Office Events. Display Lobby Record Count on Header Selecting this option will enable the Lobby count to appear in the blue header at the top of the page allowing you to track the lobby regardless of where you are working from in ATOM. You may choose to display the Lobby counts for all of your offices or just the office you are currently signed in with. This is an option your users can choose to select. ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
63 Display Current Appointments on Header Selecting this option will enable the user to automatically be alerted when their appointment arrives. This is an open option your users can choose to select.
Selecting this option will immediately display the full Client Information section of a Client’s file when opened; this option may be more useful for Reception. This is an open option for your users to choose how they wish to view the file.
Users with multiple offices may wish to limit their employee’s access capa- bilities to the site (office) which they are assigned.
Selecting this option will collapse the Client’s Other Account section in the Client File. If selected the only years that will display is the last year of record and open account years for each Business Type Account. This is an open option for your users to choose how they wish to view the file.
If selected, the User will display on the Client Portal’s appointment sched- uler
Atom will display the date and time the User page was last saved.
User Tasks/Notes are typically reserved for employee records and Human Resource information administrator notes or Employee assignments.
ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
64 Column Descriptions for Task/Notes Information Done Selecting the “Done” option for a task will “Complete” the task. Users should only select this option if there is no need for the task to be assigned to another us- er for further work. An assigned task that has been completed should be marked as “Done” by the assigned employee to clear it from their Assigned Tasks and “Complete” the assignment.
User Task Types should be created in the Admin > Task Types section of ATOM so they appear in the User’s file.
Language pertaining to the assignment or note should be Time Stamped and add- ed here. Creation Date The date and time the task was created. Due Date The date the task is due or assigned. ote: In most instances you will keep the same timestamp as the creation date. If there is a future due date
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ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
65 Completed Date The date the task was completed. This is automatically time stamped when “Done” has been selected by the appropriate user.
The user who created the task will be automatically added Completed By This indicates the person that completed the task by selected “Done.” Modified By This indicates the last person that modified the task in any way. Assigned To Tasks can be assigned to one or multiple users by highlighting multiple names by using the control key.
Before a User’s name will appear in report drop-down menus, a Begin Date and End Date must be entered in the User’s Tax/Reporting Information and be kept current. From the User screen, go to the Tax/Reporting Information section.
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ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
66 Field Descriptions for Tax Information Begin Date The Begin Date MUST ALWAYS be the first day of the week—Sunday. Rec- ord the Begin Date as mm/dd/yyyy.
The End Date MUST ALWAYS be a Sunday. Record the End Date as mm/dd/yyyy. For example, if Dora T. Explorer’s first day of work was on Jan- uary 2, 2007, which is a Tuesday, and her last day of work was on February 28, 2007, which is a Thursday, you would record her Begin and End Date as fol- lows:
Begin Date: 12/31/2006 (Sunday at 12:01 A.M.) End Date: 03/04/2007 (Sunday at 12:01 A.M.) OTE: Users will not be included in most reports after their recorded End Date. Federal % Withhold Percentage of federal tax the user would like withheld from their gross pay. Record percentage as decimals: For example, record 6% as .06.
The state the user resides in. State % Withhold Percentage of state tax the user would like withheld from their gross pay. Rec- ord percentage as decimals: For example, record 3% as .03.
The City the user lives or works in if city taxes will apply. IF using a tax ab- breviation it must be used for all employees subject to that city tax. For exam- ple: If employees live in Lansing, MI then all employees need the same city designation here. One should not have “Lansing” noted if the other employees use “LN” in the City Tax section. City % Withhold Percentage of city tax the user would like withheld from their gross pay. Rec- ord percentage as decimals: For example, record 1% as .01.
This is the user’s hourly rate of pay. Allow Overtime If you do not want overtime to calculate you must uncheck the box. Otherwise, overtime is automatically calculated at time and a half for all hourly employees that exceed forty hours in a given workweek. Adjustment This is an adjustment to the user’s gross pay before taxes (FICA, Medicare, Federal, State, and City). To reduce gross pay enter as a negative amount (- 100) and to increase gross pay enter as a positive amount (100). The Adjust- ment field can be used to pay employee bonuses or to pay salaried employees.
ATOM calculates payroll weekly; therefore, if you want to give an employee a $500 year-end bonus and you have a bi-weekly payroll, you should enter $250 as an adjustment amount for that pay period.
Percentage of money the user would like withheld from their gross wages for retirement. Record percent as decimals: For example, record 6% as .06. Note If needed, enter a note related to the particular pay period. N N ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
67 Billing Rate This is the user’s hourly billing rate. Enter a dollar amount here if you want to bill your contacts by the hour instead of by the tax form. By entering a dollar amount, the User will be able to log billable through the Punch Clock. SEE: Logging Billable and Non-Billable Hours in the Punch Clock chapter for more information. Commission % This is the User’s commission rate for preparing tax returns. See Management – Commission Report.
This is the User’s commission rate for scheduling appointments. See Manage- ment – Scheduler’s Commission Report.
Add Family or friend information here for emergency contacts for your employees.
Name Name that you would like contacte ing the case of an emergency. Relationship The relation to the employee. Phone Contact phone number. ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
68 Additional Links Use the Additional Links screen to add a New Internet or Company Link, or to delete/edit an existing In- ternet or Company Link. Common Internet Links may be the IRS website, state websites, and city web- sites, etc. Common Company Links may be company letterhead, company policy, and company proce- dures, etc. Links that are frequently used can also be added as a “Favorite Link” for quick access inside the Client’s File. ote:
Go to Admin > Additional Links. Column Descriptions for Additional Links Description Identifying link information which will also be the “link name” should you choose to designate this as a Favorite Link.
URL of the direct Internet Link or the source Company Link for forms and docu- ments.
Additional Link Type for the document or link address. The Link Type will help you organize your Additional Links.
Selecting this option will allow this link to be shown on the Client Information Page in the Favorite Links section and is useful for frequently used documents and links such as Company Letterhead, IRS or State websites, etc. N
ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
69 Ordinal in Favorite Links
If the Display in Favorite Links is selected you should choose in which order a par- ticular Link will be displayed. As with all ordinals we suggest using increments of 5 so future Links can easily be arranged without having to reorder the current list.
Adding a New Internet Link To add a link for an internet site you must enter the complete URL Address. For example you may wish to link directly to the IRS website. You would enter a proper description, add the direct link
which order you wish the Favorite Link to appear. To access the link you will simply click on the link from the Additional Link page or from the Favorite Link section of your Client Page if applicable.
To add a Company Link such as your Fax Coversheet or your Company Letterhead to the Additional Links screen, you must first upload the document you would like linked to a User’s Upload screen or to the Company Upload screen. Once the document is uploaded, you then link it from the Upload screen to the Additional Links screen.
From the Company screen:
Click the Upload button
Click the Browse Button
Locate and double-click the document you would like linked ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
70
Enter a Description for the document
Click the Save icon OTE: You cannot link a file folder—it must be a document (MS Word, Excel, etc.) Link the saved uploaded file to the Additional Links screen
From the Company Upload screen:
Right-click on the saved uploaded file
Select “Copy Shortcut” from the drop-down menu when hovering over the file name
Open the Additional Links screen
Right-click in an empty Link field
Select Paste from the drop-down menu
Enter a Description for the Link N ATOM Software Admin Manual
© 2015 Automated Tax Office Manager, LLC. All rights reserved
71
Click the Save icon
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