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STARTING YOUR DAY
Updating Your Software
It is important to update your software as soon as an
update becomes available for download. The
Update Manager is used to obtain and install files
that update the federal and state packages of the
Drake Software program. You can download your
updates manually or set up your software to receive
them automatically.
MANUAL UPDATES
1) From the Home window of Drake Software, go to Tools > Update Manager to open the
Drake Update Manager dialog box.
2) Click Get Updates.
3) The software checks for updates and, if any are found, prompts you to install them.
4) Click Yes to continue the process, or No to close the message box and return to the Drake
Update Manager.
5) If you clicked Yes, the software alerts you that all users must exit the software and that the
software must be closed, then asks for confirmation.
6) Click Yes to continue the process, or No to close the message box and return to the Drake
Update Manager.
7) When your response is Yes, the program will be closed and the update installation process
will be completed.

AUTOMATIC UPDATES
You can set up your program to automatically install updates.
1) From the Home window of Drake Software, go to Tools > Update Manager to open the
Drake Update Manager dialog box.
2) From the Drake Update Manager, select Auto Update Settings. This opens the Auto
Update Manager.
3) In the Options section, make sure the automatic updates are On.
4) Select a time for Next Check. This is the time the system will check for, download, and
install updates.
5) To exit the screen, click Hide when the feature is turned on, Exit when the feature is turned
off, or press ESC to close the dialog box without saving any changes.

NOTE: If you choose to install your updates automatically, select a time that typically no one will be
working in the software, since all users must exit the software and the software must be closed
during the installation process. The downloading computer must be left on and have an Internet
connection. An update reminder will be displayed until you update your software.

VIEW RELEASE NOTES

When updates are installed, an Installation Log is created that provides the file name of the update,
the release date, update number, and access to release notes (double-click the line). Release Notes
are found in the lower pane of the Drake Update Manager window or they may be accessed
through Reports > Report Viewer, Release Notes tab.
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PREPARING RETURNS
Data Entry
OPENING A RETURN
Open a return from the Home window in any
of the following ways:
o Select a return from the last nine
accessed returns appearing in the
Recent Returns list.
o Press CTRL+O.
o Click Open/New and enter the SSN or
EIN of the return.
o Go to File > Open/Create Returns.

CREATING A RETURN
1) Press CTRL+O.
2) In the Open/Create a
New Return dialog
box, enter the client
ID number.

3) Press Enter.

4) Press Enter when

asked if you want to
create a new return.

5) Press Enter in the

New dialog box or
select a different
return type; enter the
client name.

6) Press Enter. Data

entry screen for the
new return is
displayed.
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DATA ENTRY MENU

Returns are prepared in data entry mode. Navigate through the tabs to find specific screens.
Access data entry screens from the Data Entry Menu by either:

o Typing a screen name or Search Phrase in the selector field

o Clicking the screen description
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Keyboard Shortcuts / Unpublished Codes

Advance the cursor one field ___________ OR ___________

Move the cursor BACK one field ___________ OR ___________

Exit and save a screen ___________

Exit a screen WITHOUT saving your changes ___________

Reset a screen to the last save BEFORE exiting ___________

Get field-specific, context-sensitive HELP! ___________

Scroll through multiples of the same screen ___________ AND ___________

Toggle into and out of “Field-Number” data entry ___________

Calculate and display summary results ___________

Calculate and View the actual tax return ___________

Jump from View/Print back into Data Entry ___________

Get to a detail Worksheet for any numerical field ___________

Split a joint return and compare with MFS ___________

Delete any screen, while on that screen ___________

Search for business codes on Sch C ________________

Unpublished Codes 2nd PIN Screen ________ (State-Specific)

Label Print ________ Launch Email ________ Sort Depr ________

Get Help ________ Open Tax Planner ________ Doc Mgr ________

Calc Summ ________ Calculate & View ________ Calc / Print ________
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REVIEWING AND SHARING RETURN RESULTS
Calculating a Return, Then Display a Summary Result Page
To calculate a return from data entry, press CTRL+C or click Calculate from the toolbar.
SUMMARY CALCULATION RESULTS
Results are displayed in the Calculation Results window. The top section of the Summary tab contains
rows referring to the federal return and all state returns prepared for this individual or business. The columns
list income, taxable income, total tax, refund or balance due, payment method, and an eligibility indicator for
e-filing.
The EF Messages section lists any problem that would prevent e-filing. Double-click the message for a full
description of the EF message (or see the Message pages in View mode). If the EF message is displayed
as a blue link, double-click to go directly to the data entry screen in question, and in some cases the exact
field. Return Notes, located at the bottom of the window, are for informational and diagnostic purposes and
do not prevent electronic filing.
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VIEW AND PRINT

C
To view the return, press TRL +V . The return is calculated first, then the View/Print screen
is displayed. (Optionally, you can select in Setup > Options if you would like for the Calculation
Results window to open before you are directed to View/Print mode.)

VIEW/PRINT MODE – SCREEN OVERVIEW

This is a combined View/Print screen. It consists of the following:

o A toolbar with various speed buttons.

o Navigation bar for paging through the forms and zoom tool.
o Category tabs that allow you to view portions of the return.
o A tree view of all the forms, worksheets, and other documents produced for the return. The
tree can expand and collapse.
o The viewing panel, where the selected forms in the tree view are displayed.
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Printing Documents
PRINTING A SPECIFIC FORM
To print a specific form, press
<ENTER> while a form is displayed.
Other options for printing specific forms:
o Print Selected Forms – To select
forms, use the Spacebar. To print
all the forms selected (those forms
with a checkmark), press
<ENTER>, or from the toolbar,
click the arrow next to Print and
choose Print Selected Form(s).
o Quick Print – Even if you have several forms selected to print, you can choose to print just
the form displayed in the viewing panel (which is highlighted in blue in the tree view). Press
CTRL+Q or from the toolbar, click the arrow next to Print and choose Quick Print.

DRAKE PDF PRINTER

Print the forms on paper or Print Selected Form(s) to PDF by pressing CTRL+D, or from the
toolbar, click the arrow next to Print and choose Print Selected Form(s) to PDF Document. The
Drake PDF printer is specifically designed to encrypt PDFs created in the software. The Drake
PDF Printer cannot be used outside of Drake Software.

E-mailing Returns
The Drake E-mail program allows you to send and receive e-mails directly from within Drake Software.
SENDING AN EMAIL FROM DATA ENTRY
From within a return, on the Data Entry, select the Email button. An e-mail window is opened with
the client’s data file automatically attached. Because the client data file can be opened only with
Drake Software, this feature is typically used when e-mailing a Drake Software Customer Support
Representative, not your clients.
SENDING AN E-MAIL FROM VIEW/PRINT
To e-mail your clients some or all of their tax return documents, use the Email feature in
View/Print mode.
To send a return to a client from View/Print mode:

1) Open the return.

2) Click View or Print to access View/Print mode.
3) Select the forms to be included in the e-mail. All the forms selected will be included
in one PDF document.
4) Click Email from the toolbar to use the default e-mail method, or click the arrow next
to the Email button to choose a sending method. The Password Protect dialog box
is opened, showing the password. You can change it from the default if desired.
5) Click OK. The e-mail message is opened in the desired e-mail program, with the
selected return documents attached. The client and spouse e-mail addresses are
automatically shown in the To field if they were entered on screen 1. The default
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language in the body of the e-mail, as designated in your Email Settings, is also
displayed. You can edit any of the default information that is automatically included
in the e-mail message on a per return basis.
6) If no further changes to the message are needed, click Send.

NOTE: Even though you must open a specific return to indicate your e-mail settings,
those settings will apply to all of your returns, not just the return you are in. From
View/Print, go to Email > Email Setup.

SENDING AN E-MAIL FROM HELP > EMAIL

You can access the e-mail program from
the Drake Home window. Go to Help > E-
mail. The Drake Email program has useful
features designed specifically with the tax
preparer in mind.
MESSAGE ATTACHMENT
Click New to create a new mail message.
Click Attach to attach documents to the
message.

ADDRESS BOOKS
When you address an e-mail in the Drake Email program, you have several address books from
which to choose.
To access the address books, click the To button to view the list of address books:
o Drake Software Support Address Book – Contains general Drake e-mail addresses, such
as Customer Support, Accounting, Federal/State, and Spanish.

o entered on screen 1 in data entry.

o Local Address Book – Contains your personal addresses that you can add to or edit
yourself.
o Report Generated Recipient List – Allows you to send customized mass e-mail
messages to your clients using the Drake Software Report Manager.

ORGANIZING DOCUMENTS
Drake Document Manager (DDM)
The DDM is part of the Drake Software suite and offered as part of your Drake package. It allows
you to develop a paperless office by storing files electronically.
DDM FILE STRUCTURE
When you update a return from the prior year’s software into the current year’s software, you
automatically create a folder in the DDM for that client. This also brings forward prior-year DDM files
year by year, so that each year will be listed under the client in the current year DDM.
OPENING THE DDM
Use any of these methods to open the DDM:
o Click the DDM icon on your desktop.
o From within data entry of a return, click Doc Mgr to go directly to the client’s folders within the DDM.
o From the Archive button in View/Print mode, go to Archive > Document Manager to open the DDM.
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SAVING THE TAX RETURN TO THE DDM FROM VIEW/PRINT
1) Go to View/Print mode and select
the forms to save in PDF
format.
2) From the toolbar, click the
Print drop arrow. Select
Print Selected Form(s) to
PDF document.
3) Next, the print dialog box
is opened. Notice that the
printer selected is the
Drake PDF Printer.
4) Click Print.

5) You are prompted to save

the PDF file. The file is
automatically saved in a folder
for the client in the DDM.
Name the file appropriately
and click Save.
PRINTING A FILE TO THE PRINTER AND
SENDING A COPY TO SECURE FILE PRO
If you are printing a digital copy for your
client and would like to send it to them
via your portal, you can do so from the
Print dialog box. Print the return and
mark the box to Send to Portal.

Archiving Returns
When a return is archived:
o A current version of the client
file is archived. The copy or version that is saved can be restored in the future if necessary.
Create as many archives or “versions” of the return as you would like.
o A PDF of the return is created and saved in the client’s DDM folder.

CREATING A RETURN ARCHIVE

To create a return archive:
1) Press CTRL+P or CTRL+V to open View/Print mode for the return.
2) From the toolbar, go to Archive > Archive Client Return.
3) Enter a description for the archived file. For example, “completed return.”
4) Click OK. You are prompted when the archive is created.
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RESTORING ARCHIVES
To restore an archived version of a return:
1) From the Data Entry menu, press CTRL+P or CTRL+V to enter View/Print mode for
the return.
2) From the toolbar, go to Archive > Archive Manager. The Archive Manager is opened.
3) Click to select the archive to restore.
4) Click Restore to restore the selected version.

E-FILING RETURNS
Electronic Filing
To e-file a return in Drake Software, take the following steps:
1) Calculate the return. Verify the return is eligible for e-file from the Calculation Results
window. You will have a green check mark on the Federal line and on the line for any eligible
states.

NOTE: If the Require ‘Ready for EF indicator’ on the EF screen field is marked on
the EF tab under Setup > Options, you must first indicate you are ready to transmit
the return by making sure the Ready for EF field has an “X” in it on the EF screen in
data entry.

2) Prepare the transmission file. From the

Home window, go to EF > Select
Returns for EF and select the files to
be e-filed in this batch in the Return
Selector.

3) Transmit the return. The

Transmit/Receive window is your last
chance to prevent a file from being
transmitted. Click the Review button to
view which files will be transmitted. If
necessary, remove files that should not
be transmitted at this time.
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Once you have reviewed the files being transmitted, click Send/Receive.

NOTE: When clicking Send/Receive, not only are you transmitting the returns
selected, you also are downloading any federal and state acknowledgements that
have been posted by Drake. To pick up acknowledgements without transmitting any
returns, click Acks Only.
4) Process Acknowledgements. Once your acknowledgements have been “picked up,” go
to EF > Process Acks to process the acknowledgements. You will be able to view
information about the acknowledgements in a report.

DRAKE ACKNOWLEDGEMENT CODES

o P – Tax return transmitted successfully to Drake. Return is being processed.
o T – TEST return transmitted successfully to Drake.
o B – Bad transmission. Be sure to read the error code so you will know why the B ack was
returned. Correct the return and retransmit.

IRS ACKNOWLEDGEMENT CODES

o A – Tax return has been accepted by the IRS.
o R – The return has been rejected by the IRS.
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o D – Tax return is a duplicate of a previously filed return or DCN; rejected by the IRS.
o E – Imperfect return.

Viewing e-Filing Information

The following tabs of information are available:

o F1 – General Information tab displays basic taxpayer information along with IRS
Acknowledgements, State Acknowledgements, and Reject Codes.
o F2 – Bank/Direct Deposit Info tab contains detailed information about any bank products.
o F3 – Fees/Miscellaneous Info tab contains general return information about the taxpayer,
firm, and fees distribution.
o F4 – Reject Code Lookup tab is a search tool for accessing and understanding IRS reject
codes.
Buttons are available to help you navigate:
o F5 – Data Entry allows you to return to data entry for the return.
o F10 – Online DB takes you to your online EF database, which is also accessible through
the Drake Support website.
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To look up an IRS reject code for a federal return:

1) Select a federal return type (1040, 1120, 1065, 1120S, or 1041).

2) Enter the reject code in the Reject Code field.

3) Click Go. The IRS explanation of the code is displayed in the lower box.

BACKING UP DATA
Backing Up Client
Files
We recommend that
you back up your files
frequently during tax
season. Backing up
your files ensures the
files are available in the
event of a disaster,
such a hard drive crash.

There are all-new

options for backup,
including automatic
backup and backup to
your SecureFile Pro
account!
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Macros
What is a Macro?
Macros make the process of repetitive data entry easier by allowing YOU to assign a string of data
to a keyboard shortcut.

It’s just like a _______________ and _______________ device, except it

_______________ _______________.

Macro Recorder at Drake Home Screen > Setup > Macros

Macro Playback: Works Only in Data Entry
Keystroke sequence to Playback: ________ ________

Setup>Macros allows you to create macros for use in data entry. For your reference, you can
print a list of your macros from Setup Macros, using the Print button.
On the Drake Software Home Screen, select the “Setup” menu, then the option “Macros”:
Then this screen will be displayed:
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Setting up Macros
1. After selecting Setup > Macros, and the Setup Macros dialog box is open, you’ll find
available keystrokes displayed in the Hot Keys column. The Data column contains the
data string associated with the keyboard shortcut.
2. Double-Click in the Data column, next to the keyboard shortcut you want to use. The Edit
Macro screen is displayed. (See the next page for a screen shot.)
3. Type the text and/or controls to
4. When done, click Save, or press Alt-S.

Operation Symbols – These codes will, during macro execution, perform these functions:
< Moves the focus back one field (Less-Than Symbol)
> Moves the focus forward one field (Greater-Than Symbol)
~ Escapes the screen and saves the data (Tilde ~ AKA that squiggly line thingy)
? Pauses to wait for input (Gets input from you then resumes macro execution)
[D] Inserts the Current Date (Note the square brackets – NOT parentheses)
[FJ:##] Field Jump (## is the field number in which you want the cursor positioned)
[FF:##] Field Forward (## is the number of times to move ahead)
[FB:##] Field Backward (## is the number of times to move backward)
[HOME] Initiates the Home Key
[END] Initiates the End Key
* Will bypass the multi-selection window while a macro is running (Asterisk)
+ Will tell a macro NOT to clear flagged fields as the macro is running (Plus)
# Represents initiation of “Toggle Heads Down Mode” (Pound Sign or Hashtag)
[NEW] Creates a new screen selection; for example *C[NEW]> opens a new
Schedule C. *C[1]> will open the first Schedule C where multiples exist.