How to edit and print e-file acceptance letters in Lacerte

What is an Acceptance letter?

The Lacerte Acceptance letter is a compilation of relevant E-file information that a preparer can send to their client after the return has been accepted. This will contain information such as the refund/balance due amount, the fact that the return was accepted, how to make payments and other useful information for the client. It makes it easier for the client to know what to do next and have a confirmation that the return has been E-filed and accepted.

In order to print an Acceptance letter the return will have to be accepted first. You can check the E-file status by pressing f4, then clicking on the efile status tab and selecting the proper filing on the left side. If the return doesn't show Accepted in Lacerte but it does show accepted in EFE, the preparer needs to check for E-file acknowledgement status. Click here for steps to do so.

To print an e-file acceptance letter for e-file returns and extensions:

1. From the All Clients list, select the clients you need acceptance letters for.
2. From the E-File menu, select Step 4: Print e-file Acceptance letter.
3. Under Letter Type, select the letter that you need for this specific client.
4. Select Print/Email.
5. Select your Print Settings and then OK.
6. Select Close.
7. After the acceptance letter for a return prints, its e-file status for that client will change from Accepted to E-file Complete.

How to edit the e-file acceptance letter for e-file returns and extensions

1. From the Settings menu, select Client Letter. 
2. Under Letter Navigation, select Electronic Filing.
3. Select one of the following links to edit:
   • EF Heading includes the client number, letter address, and letter salutation.
   • EF Acceptance includes acknowledgments, balance due, and refund information.
   • EF Closing includes closing paragraph and signature.
4. Add or delete the information as needed in the letter
5. When you've finished editing, go to the Folder menu and select Save.

This only affects the current tax type. You must make changes in each tax module as necessary. Some keywords, like [formslist], won't print correctly if you add them to the EF acceptance letter.

Troubleshooting why the acceptance letter won't generate

If you get an error or you select print and nothing happens there are a few common troubleshooting steps to try. First make sure its marked for E-file on screen one. Make sure when you go to the print menu you are selecting the applicable type of filing on the left side.

Example: if its an amended E-file make sure you are selecting amended on the left. If you have any copies of the return make sure you are in the correct copy.

Confirm that the client file has in fact been accepted by pressing F4 and reviewing the E-file status tab.

Miscellaneous information

After printing the acceptance letter the E-file status will change to E-file Complete.

On occasion you may encounter a situation where you simply cannot fix an error related to printing an acceptance letter. In this situation the client would still have access to all the same information that shows on the acceptance letter, it would just be in a different place. If you still need a letter to send to the client you would need to manually prepare the letter in a word processing program such as Microsoft Word.

The data that shows in the acceptance letter is generated by validating the return and pulling down an accepted status. It will contain data from the XML and the E-file status correspondence, between Lacerte and the taxing agency.