It can be stressful filing taxes as you might make an error which leads to delays or penalties. Whether you do your taxes by yourself or you employ an accountant, you want to ensure your data is entered correctly. In case you make use of Intuit ProSeries for filing taxes, you have tools to reduce errors. But you still must stick to best practices to avoid IRS issues.
In this article, we will discuss the best practices for data entry in ProSeries to avoid IRS errors. Regardless of whether you are a small business owner, an individual accountant, or simply attempting to file your individual return, this guide is perfect for you.
Best Practices for Data Entry in ProSeries
Below are the 15 best practices for data entry using this software:
1. Begin With Clean, Organized Records
Before you open ProSeries, ensure your financial records are clean and organized. Collect all required forms, W-2s, 1099s and receipts for deductible expenses. Get your books right for business returns.
For a personal accountant or a professional accountant, keeping up clean records saves time and minimizes errors. Remember, ProSeries are only able to work with info you enter.
2. Use ProSeries's Import Features Whenever Possible
ProSeries can Import data from QuickBooks and other financial software. This reduces manual entry, where nearly all mistakes happen. In case you understand the way to handle the technology, you can import your income & expense data directly.
In case you are employing an accountant, they probably understand how to use this feature correctly. Just ensure your records are correct in QuickBooks Online or maybe another software before importing.
3. Check Social Security Numbers & EINs
The most common reason the IRS rejects returns is wrong Social Security Numbers or Employer Identification Numbers (EINs). Always double-check these numbers before filing a return.
This step is particularly crucial in case you file returns for more than one individual or company. Whether you are an individual accountant or maybe an entrepreneur, always verify your ID numbers.
4. Match Names Exactly As They Show Up on Legal Documents
The IRS is picky about name matching. Check that names you enter in ProSeries match Social Security cards or IRS records. Use nicknames or abbreviations only.
In case you changed your name recently, you should update it along with the Social Security Administration before filing. This will avoid mismatches and flagging chances.
5. Use Built-in Error Check Tools
ProSeries includes built-In tools to check your return for missing or incorrect info. Run an error check before you file. It will notify you about missing fields, incorrect entries and likely red flags.
Hiring an accountant who knows ProSeries means these tools will probably be utilized automatically. But if you are filing solo, you need to certainly do that step.
6. Enter Income Precisely as Reported on Forms
Enter all Income exactly as it appears on your W-2s, 1099s or other tax documents. Don't round off numbers or guess. A simple error can lead to IRS delays or a letter seeking clarification.
When you've an experienced accountant on staff, they will probably confirm the amounts with the source documents. But in case you are doing this yourself, double check every number carefully.
7. Pay Attention to State Vs Federal Differences
ProSeries lets you file Federal and State returns. Often rules and numbers which affect federal taxes also apply to states. Understand these differences.
If you've no clue, your personal accountant can help. In case you are filing alone, see ProSeries state modules for guidance.
8. Use Consistent Formatting for Dates and Amounts
Be consistent with entering Dates & Amounts. Use MM / DD / YYYY format for dates and use cents for money values (1234.56). Inconsistent formatting could confuse the software and cause errors.
This might be small, but even formatting issues can hold up your filing if not fixed. Keep one style through your return.
9. Keep Notes & Comments for Complex Entries
If you have unusual income or deductions, explain them using the ProSeries Notes or Comments section. This is useful for you as well as an accountant you employ to go over or even modify your return in the future.
Giving clear explanations prevents misunderstandings and shows the IRS you were organized and transparent.
10. Check Account Info for Refunds or Payments
In case you are expecting a refund or setting up a direct debit for tax payment, enter your bank routing and account numbers carefully. One digit off sends your money wrong or perhaps not at all.
Verify your banking info before filing. In case your professional accountant is submitting on your behalf, have them show you this part for verification.
11. Keep a Backup of Everything
Whenever your return is done, create a backup of your ProSeries file. You never know when you have to make corrections or produce documentation. Keep a digital and a paper copy.
This can also be beneficial in case you plan to hire an accountant in the following year, they are able to look at your earlier return and recommend places for improvement.
12. Don't Rush - Take Breaks & Review
Sometimes the best way to catch mistakes would be to step away and come back later on with new eyes. In case you are filing alone, take breaks. Review your work slowly. Among the leading errors is rushing through tax entries.
Even a personal accountant double-checks prior to submitting a return. So don't rush your part either.
13. Use The Final Review Feature in ProSeries
Before submitting, ProSeries gives a Final Review mode. This feature shows you possible problems, missing forms and common red flags. It is just like getting a second pair of eyes once you return.
Use this tool carefully. This is particularly beneficial in case you aren't employing an accountant and wish to know before you file that you have peace of mind.
14. Keep Your Software Updated
Always use the newest ProSeries edition. Each year tax laws change, updates fix bugs and add new rules. If your software isn't current, you could miss crucial fixes or deductions.
Most professional accountants update their software often. In case you are doing your very own taxes, enable automatic updates or check manually before starting.
15. Know When to Ask for Help
Despite these tips, some returns are way too complex to deal with by yourself. If you cannot remember a certain entry, deduction, or IRS rule, don't guess. This is where having an accountant helps.
A personal accountant or professional accountant can help you avoid mistakes that cause audits or even missed refunds. Consider it an investment.
Also Read: IRS Direct File Program: On the Chopping Block for 2025?
Conclusion
ProSeries is excellent, but data is only as accurate as you enter. Whether you do your taxes yourself or with an experienced accountant, the best practices for data entry in ProSeries to avoid IRS errors are crucial.
From confirming Social Security Numbers to running error checks and final review tools, every step counts. Taking time to enter your info properly might save you delays, IRS notices, or penalties.
And remember, even in case you feel confident you can file, hiring an accountant can provide you additional assurance and save you stress and time. Tax season need not be a headache with the right tools and practices.
