Zentax - Overview

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Introduction

This user manual provides instructions for using the Zentax application, a tax filing tool designed to streamline the preparation, review, and submission of tax filings. Zentax is accessible through the Zenople environment and offers a user-friendly interface for managing live tax-related data. This guide addresses common user questions with step-by-step instructions, troubleshooting tips, and best practices to ensure a smooth experience.

Prerequisites

Before using Zentax, ensure you have the following:

  • Access to Zenople Environment: Valid credentials for the Zenople platform.
  • System Requirements: A modern web browser (e.g., Chrome, Firefox, Edge) with JavaScript enabled and pop-ups allowed.
  • Permissions: Appropriate user permissions to access the Standalone Application section in General Next and perform tax filing operations in Zentax.

How to Log Into Zentax?

  1. Access the Zenople Platform:
    • Open your web browser and navigate to the Zenople login page.
    • Enter your username and password to log in.
    • Troubleshooting: If you can not log in, verify your credentials, ensure a stable internet connection, or contact your system administrator.
  2. Navigate to Zentax:
    • In the top-bar, locate the Standalone Application section.
    • Click the Zentax Navigation link.
    • A new browser tab will open, loading the Zentax application.
    • Troubleshooting: If the tab does not open, ensure your browser allows pop-ups or try a different browser.

How to Explore the Tax Filing Dashboard?

  1. Overview of the Dashboard:
    • Upon accessing Zentax, the Tax Filing Dashboard is displayed as the initial screen.
    • The dashboard serves as the central hub for managing tax filings and viewing filing history.
  2. Key Dashboard Features:
    • Filter Options: Located at the top, filters allow you to sort the filing history by Company or Year.
    • Filing History Section: Displays a list of all filings processed through Zentax, based on the selected filter parameters. This includes details of completed filings with live data.
    • View Summary Option: Available on the left-hand side of each filing entry, this option provides detailed submission history, including:
      • Submission date.
      • Submitter’s identity.
      • Reporting period.
      • Summary of the processed filing.
    • Export File: Allows direct download of the export file for a specific filing from the summary view.
  3. Using Filters:
    • Select a Company or Year from the dropdown menus to filter the filing history.
    • The dashboard will update to show only the filings matching the selected criteria.
    • Best Practice: Use filters to quickly locate specific filings, especially when managing multiple companies or years.

How to Create a New Tax Filing?

  1. Initiate a New Filing:
    • On the Tax Filing Dashboard, locate the Quick Action section.
    • Click the New Filing button to start the process.
    • A form will appear with the following fields:
      • Company: Select the company for which the tax filing is being prepared.
      • Form Type: Choose the tax form (e.g., State Unemployment).
      • Year: Select the filing year (e.g., 2025). This may be pre-selected based on the current year.
      • Reporting Frequency: Choose the reporting period (e.g., Quarter 2). This may be pre-selected based on the form type and current period.
    • Example: Select a company, set Form Type to "State Unemployment," Year to "2025," and Reporting Frequency to "Quarter 2."
    • Note: The system automatically selects the current year and reporting period based on the form type. For example, if Quarter 1 has ended, Quarter 2 will be pre-selected for timely filing.
  2. View Synchronized Data:
    • After selecting the parameters, click Submit or Load Data (depending on the interface) to display synchronized tax data.
    • The dashboard will show a list of states (e.g., Arkansas, Colorado, Michigan) associated with the selected company and form type, reflecting live data.
    • Troubleshooting: If no data appears, verify that all form fields are correctly filled or check your internet connection. Also, if any changes are made to the records in Zenople, you may have to request to sync the latest data to Zentax so that filings can be done in an accurate manner. 

How to Review and Fix Filing Parameters?

  1. Understanding Parameter Status:
    • Each state’s filing entry includes a status icon labeled View Parameters:
      • Blue Mark: Indicates all parameters are correctly configured, and the filing is ready to proceed.
      • Red Mark: Signals that at least one parameter is missing or incorrectly formatted.
    • Click on a Red Mark to view specific error details, such as "Assessment Rate is missing" or "Invalid data format."
  2. Fixing Parameters:
    • Select the state with a red mark to access the parameter editing interface.
    • Input or correct the required data (e.g., enter a valid assessment rate).
    • Click Save Changes to update the parameters.
    • Verify that the status icon changes to blue, confirming that the parameters are now complete.
    • Troubleshooting: If the icon remains red, review all fields for errors, ensuring data is formatted correctly (e.g., numeric values for rates, no special characters unless specified).
  3. Proceeding to the Next Step:
    • Once all parameters for a state are marked blue, click the Continue button on the right side of the table to proceed.
    • Best Practice: Double-check all parameters before continuing to avoid rework later in the process.

How to Review the Filing Summary and Handle Exceptions?

  1. Access the Overview and Exception Stage:
    • After clicking Continue, the system loads the Overview and Exception step/page.
    • This page displays:
      • Filing Summary: A detailed overview of the synchronized live data for the selected state and filing parameters.
      • Exceptions: Any issues or discrepancies in the data will be listed here.
  2. Review Exceptions:
    • If exceptions are present, review the details provided (e.g., missing data fields, incorrect calculations).
    • Use the Add/Edit Information tab to correct any issues directly within Zentax.
    • Verify that all exceptions are resolved before proceeding.
  3. Proceed to Export:
    • Once the summary is verified and no exceptions remain, click the Next button to move to the export section.
    • Best Practice: Carefully review the summary to ensure all data aligns with your organization’s tax requirements.

How to Export and Complete the Filing Process?

  1. Export the Filing File:
    • In the Export section, review the final live data to be submitted for the filing.
    • Click the Export File button to download the tax filing file to your device.
    • Save the file in a secure location, following your organization’s data security policies.
  2. Confirm Manual Filing:
    • Zentax does not automatically submit tax filings; users must file manually with the relevant state authorities.
    • Check the box labeled "I confirm that Zentax will not be submitting the file on my behalf and I must manually submit this file myself."
    • If the box is not checked, the Finish button will remain disabled.
    • Troubleshooting: If the Finish button is disabled, ensure the confirmation box is checked and all parameters are marked blue.
  3. Download and Submit:
    • Follow the state-specific submission instructions provided on the export page.
    • Manually submit the downloaded file to the appropriate state authority as per the displayed guidelines.
    • Best Practice: Keep a record of the submission confirmation for auditing purposes.
  4. Finalize the Filing:
    • After confirming manual submission, click the Finish button to complete the filing process in Zentax.
    • The Tax Filing Dashboard will update, and the completed filing will appear in the Filing History section.
    • Note: The submission date and other details are recorded automatically upon finishing the process.

How to Correct or Amend a Filing?

  1. Access Completed Filings:
    • Navigate to the Filing History section on the Tax Filing Dashboard.
    • Use the Company or Year filters to locate the specific filing.
  2. Initiate Correction:
    • Click the View Summary option next to the filing to review its details.
    • Select the Correct Return option to reopen the filing for editing.
  3. Make Corrections:
    • To make corrections to the data displayed, please contact Aqore support or email us at support@aqore.com. We will try to solve your issue in an urgent manner. 
  4. Repeat the Filing Process:
    • Follow the steps in the "Reviewing the Filing Summary" and "Exporting and Completing the Filing Process" sections to reprocess the corrected filing.
    • Download the updated file and submit it manually as required.

How to Troubleshoot Common Issues?

  1. Red Mark on Parameters:
    • Problem: A state shows a red mark, preventing progress.
    • Solution: Click the red mark to view error details, correct the specified parameters, and save changes. Ensure all required fields are filled with valid data.
  2. File Download or Import Issues:
    • Problem: Unable to download the export file or import an edited Excel file.
    • Solution: Check browser settings to allow downloads, verify the Excel file format, and ensure the file is not corrupted.
  3. Disabled Finish Button:
    • Problem: The Finish button is grayed out.
    • Solution: Ensure the manual filing confirmation box is checked and all parameters are marked blue.
  4. Exceptions in Summary:
    • Problem: Exceptions appear in the Overview and Exception stage.
    • Solution: Review exception details, correct data, or re-sync the latest information and re-verify if the exceptions are fixed.

Best Practices

  • Data Accuracy: Double-check all parameter selections and data entries before proceeding to ensure accuracy with live data.
  • Secure File Handling: Store downloaded export files in a secure, encrypted location and follow your organization’s data security policies.
  • Regular Monitoring: Use the Filing History section to track completed filings and ensure timely submissions.
  • Up-to-date Sync: Verify the last sync date from the new tax filing page and inform our support team to re-sync the data if any changes has been made after the last sync date.