Most Common Bookkeeping Mistakes

1. USING THE WRONG ACCOUNTING METHOD

There are two main business accounting methods: cash and accrual. Cash accounting is the simpler method because it’s based on the actual flow of cash in and out of a business. The cash method is used primarily by sole proprietors and businesses with no inventory. On the flip side, accrual accounting records income and expenses as they occur, whether cash has actually changed hands or not.

As they grow and become more complex, most small businesses should switch to accrual accounting, because this makes it easier to accurately match revenue to expenses. Otherwise, the business might look profitable during months with few expenses and unprofitable during months with large expenses, with no way of really knowing the difference.

2. COMBINING PERSONAL AND BUSINESS FINANCES

It’s critical that personal and business finances be kept separate at all times, regardless of a company’s size. That’s why one of the first things new business owners should do is open a business checking account and deposit all business income into this account.

The next step is to work with an accountant to devise an earnings management strategy dictating how cash is removed from the business to meet personal expenses and savings goals. Your earnings management strategy will be driven by such factors as how much of your profits need to be reinvested back into the company, the timing of payments for large business expenses, your cyclical or seasonal cash flow needs, and your long-term personal financial strategy.

Click here for 8 more common bookkeeping/accounting mistakes.

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5 Overlooked Tax Deductions from the USA Today

There’s a lot of talk right now regarding Americans paying their “fair share” to the tax man. While many issues are up for debate, most parties agree the tax code needs some work. But as you gather documentation to do your 2012 taxes, forget about future tax policy. The most important thing is to make existing tax breaks work in your favor. Nobody should pay more taxes than they have to – and if the IRS provides a legal deduction, it’s not sneaky or unfair to take them up on the offer.

The problem is that a convoluted tax code prevents many Americans from finding some deductions even when they’re entitled to them. Here are five commonly overlooked deductions that may be worth noting.

• “Catch-up” retirement deductions: The IRA contribution limit for younger Americans is $5,000 for tax year 2012, but you get up to $6,000 if you’re 50 and older. This deduction is designed to help those closer to retirement catch up if they’re behind – and considering that some polls estimate half of Americans have zilch in retirement savings, you can understand why many need to catch up.

• Job-hunting costs: Did you pay fees to an employment placement agency during your job search or join a professional organization to network? Are you out of pocket for travel to an interview, even if it was just gas and mileage, or spend hundreds on high-priced résumé stationery and work samples? These are applicable expenses that can be added to your itemized deductions.

Best of all, you don’t have to be unemployed to qualify for many job-hunting tax breaks: Just looking for a job in your present field of employment allows you to reap these benefits. Make sure you’re being reasonable, and that these costs are 100% related to a job search. In other words, a trip to the Super Bowl is not a tax write-off just because you fill out an application at Starbucks while you’re in New Orleans.

• Interest on student loans paid by someone else: Since it’s your name on the loan, it’s your deduction, even if your parents co-signed and they’re making the payments. The only way your parents can claim the interest is if you’re still a dependent on their tax return or if the original loan was wholly in their names.

• Glasses and contacts: Prescription eyeglasses or contact lenses are in the same category of itemized deductions as a wheelchair or a hearing aid. While it might not seem like a medical expense to buy reading glasses with pink plastic frames, the IRS will cut you a break. Considering what some of us pay for designer eyewear, this can add up.

• Out-of-pocket charity expenses: It’s easy to include the documentation from cash donations. But what about the little things, such as paint and poster board for a school fundraiser, or the ingredients in your famous green bean casserole, which is served at the local soup kitchen each Sunday? Don’t forget the driving; while commuting to and from a charity office doesn’t count, delivering meals or chauffeuring other volunteers can be deducted at a rate of 14 cents per mile.

A qualified tax adviser will know more itemized deductions, and don’t forget that the IRS offers tax tips on its website, such as this page on overlooked tax credits.

Jeff Reeves is the editor of InvestorPlace.com and the author of The Frugal Investor’s Guide to Finding Great Stocks.

Link to full article here.

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What to expect for refunds in 2013 (from IRS.gov)

Click here for the full posting on the IRS website.

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Local CPA suspected of running a Ponzi Scheme

See here from Channel 7 in Detroit… a reminder to be careful who you pick to do your taxes.

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Court Strikes Down IRS Tax Preparer Registration Program

Here’s an article from the Journal of Accountancy explaining what happened to the tax return preparer registration program.

It was always important to be careful who you get to do your taxes… make sure they’re qualified. This article from About.com can help you find a qualified professional to help you with your taxes… here’s a short excerpt from that article.

Taxpayers of all types can benefit from hiring a tax accountant. But before you spend your hard-earned cash, here’s some simple steps you can take to protect yourself, to find the right professional for your situation, and some questions to ask.

Understand Why You Need a Tax Accountant

You should take some time to focus on exactly what you need your tax accountant to do. Here are some common situations:

  • Preparing your own taxes is time-consuming, stressful, or confusing.
  • You want to make sure your tax returns are accurate.
  • Your tax situation is pretty complex, and you need specialized advice and tips.
  • You would like to pay as little taxes as possible, and need detailed planning and advice.
  • You are facing a tax problem, such as filing back taxes, paying off a tax debt, or fighting an IRS audit.
  • You run a business, invest in the stock market, own rental property, or live outside the United States.

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USA Today: The importance of sending 1099s

If you don’t file 1099s for your contractors, you lose protections from the federal government.

Small businesses hate paperwork.

And small businesses really hate paperwork from the Internal Revenue Service. But you’d better take care of one bit of paperwork from the IRS and do it quickly because an important deadline is approaching: Thursday, Jan. 31.

That’s the deadline for filing the 1099-MISC form.

COLUMN: Taxes are your spinach

MORE: Rhonda Abrams column index

What most people in business simply refer to as “1099s” are the forms businesses must send to any independent contractors they’ve used in the past year.

Perhaps you paid a tech consultant to help you maintain your computers. Perhaps you hired a marketing consultant to manage your Facebook accounts, or maybe you used an electrician to wire new offices.

If you paid any individual $600 or more in 2012, the IRS wants to know about it.

Small businesses like using independent contractors. They provide services on an as-needed basis, giving small companies much-desired help and expertise with flexibility. But the IRS scrutinizes few areas as much as the use of independent contractors.

One way to make sure you stay out of hot water is to be sure to file 1099s for all your contractors on time.

Whom must you send a 1099?

 

  • Any individual you’ve paid more than $600 for services during 2012.
  • Anyone — other than a real-estate agent — you’ve paid rents to during 2012.
  • Any lawyer to whom you’ve paid more than $600 in legal fees during 2012, whether incorporated or not.

 

Who don’t you have to send a 1099?

 

  • Employees on your payroll who receive a W-2.
  • Corporations. If an independent contractor has incorporated his or her business, or you’ve used a service provider that is a corporation, no 1099 is needed.
  • People you’ve hired for personal, nonbusiness, services.

 

If a company fails to file a 1099 for its independent contractors, it can have serious — and expensive — consequences. That’s because the IRS is on the lookout for companies that abuse independent contractor/employee status.

As a business, you can treat employees in one of two ways: as an employee or as an independent contractor. Many businesses would prefer to treat employees as independent contractors. Here’s why:

If you treat workers as employees, you pay additional taxes: Social Security, Medicare, unemployment, worker’s compensation, and the like, and workers get more protections under federal and state labor laws.

If you treat them as independent contractors, you pay no additional taxes and they get very few worker protections.

Eureka! You like the independent contractor choice better.

Equally obviously, the federal government, states and cities want to make certain that anyone doing the work of an employee gets treated — and protected — as such. It’s also far easier for the IRS to ensure that taxes are paid from employees via withholding than from independent contractors.

Few areas of employment law are murkier than those dealing with independent contractors. IRS guidelines on who qualifies are not crystal clear.

The main issue the IRS tries to determine is who “controls” the worker. Auditors look at three areas:

Behavioral. Does the worker control how he does the work? The IRS looks at issues such as who controls:

 

  • When and where the worker does the work.
  • What tools or equipment the person uses.
  • Who determines where the person purchases supplies.
  • What order or sequence of work to follow.

 

Financial. Does the worker have a significant investment, such as owning his own tools; can she make a profit or loss; does she make their services available to others, work for other businesses?

The relationship. How permanent is the relationship, do you have written contract, is the worker responsible for his or her own benefits, and is the work performed a critical and regular part of the business?

The IRS is particularly aggressive in pursuing companies that intentionally — or unintentionally — pay workers as independent contractors instead of employees.

But the IRS does provide some protection for businesses that make mistakes in good faith. Agents will look to see whether a business relied on advice of a lawyer or accountant, followed industry practice, treated workers consistently.

But, and this is important, a company that fails to file a Form 1099 for an independent contractor has absolutely no protection.

So don’t let Jan. 31 slip by without getting those 1099s in the mail.

Rhonda Abrams is president of The Planning Shop and publisher of books for entrepreneurs. Her most recent book is Entrepreneurship: A Real-World Approach. Register for Rhonda’s free newsletter at PlanningShop.com. Twitter:@RhondaAbrams. Facebook: facebook.com/RhondaAbramsSmallBusiness.Copyright Rhonda Abrams 2013.

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QuickBooks Online: A review from the CPA Practice Advisor

QuickBooks Online is a product more and more of my clients are using. It’s accounting in the “cloud” which allows you to access your accounting records from anywhere you can access the internet. You can give your accountant access to view your file so that there’s a greater opportunity to review your books mid-year.

Here’s the review.

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USA Today: Start of 2012 Tax Filing Season Delayed

As previously posted, the start of the 2012 tax filing season has been delayed. See here.

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Start of Tax Filing Season Delayed (AICPA Article)

The IRS announced on Tuesday that it plans to open the 2013 filing season and begin processing many individual income tax returns on Jan. 30 (IR-2013-2). However, not all taxpayers will be able to start filing tax returns on that date.

The IRS says it will be able to begin accepting tax returns on Jan. 30 after updating forms and completing programming and testing of its processing systems to account for most of the tax law changes enacted Jan. 2 by the American Taxpayer Relief Act of 2012, H.R. 8. The IRS says that this will allow “the vast majority of tax filers—more than 120 million households” to start filing tax returns on Jan. 30. The delayed start of tax season applies to both electronic and paper returns. The IRS had originally planned to open electronic filing of tax returns on Jan. 22.

The IRS says that on Jan. 30 it will be able to accept tax returns affected by the late change in the alternative minimum tax (AMT) exemption amount as well as three other major extended provisions: The state and local sales tax deduction (Sec. 164(b)), the higher education tuition and fees deduction (Sec. 222), and the deduction for certain expenses of elementary and secondary schoolteachers (Sec. 62).

Some returns delayed

Because of the need for more extensive form and processing systems changes, many taxpayers will not be able to file returns until February or March. For example, the IRS says taxpayers who claim residential energy credits or general business credits or who depreciate property will not be able to file starting Jan. 30. However, the IRS in its press release downplays this delay, claiming that most of these taxpayers “typically file closer to the April 15 deadline or obtain an extension.”

Forms that will require more extensive programming changes include Form 5695, Residential Energy Credits, Form 4562, Depreciation and Amortization, and Form 3800, General Business Credit. The IRS is promising to post a full list of the forms that it will not accept until later on its website. The list was not yet available as this item went to press.

The IRS will announce a specific date when it will start accepting these forms in the near future.

Alistair M. Nevius (anevius@aicpa.org) is the JofA’s editor-in-chief, tax.

Link to the full article here from the AICPA.

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A summary of the Fiscal Cliff deal

From the American Institute of Certified Public Accountants (AICPA):

Congress passes fiscal cliff act

BY PAUL BONNER AND ALISTAIR M. NEVIUS
JANUARY 1, 2013
Pulling back from the “fiscal cliff” at the 13th hour, Congress on Tuesday preserved most of the George W. Bush-era tax cuts and extended many other lapsed tax provisions.

Shortly before 2 a.m. Tuesday, the Senate passed a bill that had been heralded and, in some quarters, groused about throughout the preceding day. By a vote of 89 to 8, the chamber approved the American Taxpayer Relief Act, H.R. 8, which embodied an agreement that had been hammered out on Sunday and Monday between Vice President Joe Biden and Senate Minority Leader Sen. Mitch McConnell, R-Ky. The House of Representatives approved the bill by a vote of 257–167 late on Tuesday evening, after plans to amend the bill to include spending cuts were abandoned. The bill now goes to President Barack Obama for his signature.

“The AICPA is pleased that Congress has reached an agreement,” said Edward Karl, vice president–Tax for the AICPA. “The uncertainty of the tax law has unnecessarily impeded the long-term tax and cash flow planning for businesses and prevented taxpayers from making informed decisions. The agreement should also allow the IRS and commercial software vendors to revise or issue new tax forms and update software, and allow tax season to begin with minimal delay.”

With some modifications targeting the wealthiest Americans with higher taxes, the act permanently extends provisions of the Economic Growth and Tax Relief Reconciliation Act of 2001, P.L. 107-16 (EGTRRA), and Jobs and Growth Tax Relief Reconciliation Act of 2003, P.L. 108-27 (JGTRRA). It also permanently takes care of Congress’s perennial job of “patching” the alternative minimum tax (AMT). It  temporarily extends many other tax provisions that had lapsed at midnight on Dec. 31 and others that had expired a year earlier.

The act’s nontax features include one-year extensions of emergency unemployment insurance and agricultural programs and yet another “doc fix” postponement of automatic cuts in Medicare payments to physicians. In addition, it delays until March a broad range of automatic federal spending cuts known as sequestration that otherwise would have begun this month.

Among the tax items not addressed by the act was the temporary lower 4.2% rate for employees’ portion of the Social Security payroll tax, which was not extended and has reverted to 6.2%.

Here are the act’s main tax features:

Individual tax rates

All the individual marginal tax rates under EGTRRA and JGTRRA are retained (10%, 15%, 25%, 28%, 33%, and 35%). A new top rate of 39.6% is imposed on taxable income over $400,000 for single filers, $425,000 for head-of-household filers, and $450,000 for married taxpayers filing jointly ($225,000 for each married spouse filing separately).

Phaseout of itemized deductions and personal exemptions

The personal exemptions and itemized deductions phaseout is reinstated at a higher threshold of $250,000 for single taxpayers, $275,000 for heads of household, and $300,000 for married taxpayers filing jointly.

Capital gains and dividends

A 20% rate applies to capital gains and dividends for individuals above the top income tax bracket threshold; the 15% rate is retained for taxpayers in the middle brackets. The zero rate is retained for taxpayers in the 10% and 15% brackets.

Alternative minimum tax

The exemption amount for the AMT on individuals is permanently indexed for inflation. For 2012, the exemption amounts are $78,750 for married taxpayers filing jointly and $50,600 for single filers. Relief from AMT for nonrefundable credits is retained.

Estate and gift tax

The estate and gift tax exclusion amount is retained at $5 million indexed for inflation ($5.12 million in 2012), but the top tax rate increases from 35% to 40% effective Jan. 1, 2013. The estate tax “portability” election, under which, if an election is made, the surviving spouse’s exemption amount is increased by the deceased spouse’s unused exemption amount, was made permanent by the act.

Permanent extensions

Various temporary tax provisions enacted as part of EGTRRA were made permanent. These include:

  • Marriage penalty relief (i.e., the increased size of the 15% rate bracket (Sec. 1(f)(8)) and increased standard deduction for married taxpayers filing jointly (Sec. 63(c)(2));
  • The liberalized child and dependent care credit rules (allowing the credit to be calculated based on up to $3,000 of expenses for one dependent or up to $6,000 for more than one) (Sec. 21);
  • The exclusion for National Health Services Corps and Armed Forces Health Professions Scholarships (Sec. 117(c)(2));
  • The exclusion for employer-provided educational assistance (Sec. 127);
  • The enhanced rules for student loan deductions introduced by EGTRRA (Sec. 221);
  • The higher contribution amount and other EGTRRA changes to Coverdell education savings accounts (Sec. 530);
  • The employer-provided child care credit (Sec. 45F);
  • Special treatment of tax-exempt bonds for education facilities (Sec 142(a)(13));
  • Repeal of the collapsible corporation rules (Sec. 341);
  • Special rates for accumulated earnings tax and personal holding company tax (Secs. 531 and 541); and
  • Modified tax treatment for electing Alaska Native Settlement Trusts (Sec. 646).


Individual credits expired at the end of 2012

The American opportunity tax credit for qualified tuition and other expenses of higher education was extended through 2018. Other credits and items from the American Recovery and Reinvestment Act of 2009, P.L. 111-5, that were extended for the same five-year period include enhanced provisions of the child tax credit under Sec. 24(d) and the earned income tax credit under Sec. 32(b). In addition, the bill permanently extends a rule excluding from taxable income refunds from certain federal and federally assisted programs (Sec. 6409).

Individual provisions expired at the end of 2011

The act also extended through 2013 a number of temporary individual tax provisions, most of which expired at the end of 2011:

  • Deduction for certain expenses of elementary and secondary school teachers (Sec. 62);
  • Exclusion from gross income of discharge of qualified principal residence indebtedness (Sec. 108);
  • Parity for exclusion from income for employer-provided mass transit and parking benefits (Sec. 132(f));
  • Mortgage insurance premiums treated as qualified residence interest (Sec. 163(h));
  • Deduction of state and local general sales taxes (Sec. 164(b));
  • Special rule for contributions of capital gain real property made for conservation purposes (Sec. 170(b));
  • Above-the-line deduction for qualified tuition and related expenses (Sec. 222); and
  • Tax-free distributions from individual retirement plans for charitable purposes (Sec. 408(d)).


Business tax extenders

The act also extended many business tax credits and other provisions. Notably, it extended through 2013 and modified the Sec. 41 credit for increasing research and development activities, which expired at the end of 2011. The credit is modified to allow partial inclusion in qualified research expenses and gross receipts those of an acquired trade or business or major portion of one. The increased expensing amounts under Sec. 179 are extended through 2013. The availability of an additional 50% first-year bonus depreciation (Sec. 168(k)) was also extended for one year by the act. It now generally applies to property placed in service before Jan. 1, 2014 (Jan. 1, 2015, for certain property with longer production periods).

Other business provisions extended through 2013, and in some cases modified, are:

  • Temporary minimum low-income tax credit rate for non-federally subsidized new buildings (Sec. 42);
  • Housing allowance exclusion for determining area median gross income for qualified residential rental project exempt facility bonds (Section 3005 of the Housing Assistance Tax Act of 2008);
  • Indian employment tax credit (Sec. 45A);
  • New markets tax credit (Sec. 45D);
  • Railroad track maintenance credit (Sec. 45G);
  • Mine rescue team training credit (Sec. 45N);
  • Employer wage credit for employees who are active duty members of the uniformed services (Sec. 45P);
  • Work opportunity tax credit (Sec. 51);
  • Qualified zone academy bonds (Sec. 54E);
  • Fifteen-year straight-line cost recovery for qualified leasehold improvements, qualified restaurant buildings and improvements, and qualified retail improvements (Sec. 168(e));
  • Accelerated depreciation for business property on an Indian reservation (Sec. 168(j));
  • Enhanced charitable deduction for contributions of food inventory (Sec. 170(e));
  • Election to expense mine safety equipment (Sec. 179E);
  • Special expensing rules for certain film and television productions (Sec. 181);
  • Deduction allowable with respect to income attributable to domestic production activities in Puerto Rico (Sec. 199(d));
  • Modification of tax treatment of certain payments to controlling exempt organizations (Sec. 512(b));
  • Treatment of certain dividends of regulated investment companies (Sec. 871(k));
  • Regulated investment company qualified investment entity treatment under the Foreign Investment in Real Property Act (Sec. 897(h));
  • Extension of subpart F exception for active financing income (Sec. 953(e));
  • Lookthrough treatment of payments between related controlled foreign corporations under foreign personal holding company rules (Sec. 954);
  • Temporary exclusion of 100% of gain on certain small business stock (Sec. 1202);
  • Basis adjustment to stock of S corporations making charitable contributions of property (Sec. 1367);
  • Reduction in S corporation recognition period for built-in gains tax (Sec. 1374(d));
  • Empowerment Zone tax incentives (Sec. 1391);
  • Tax-exempt financing for New York Liberty Zone (Sec. 1400L);
  • Temporary increase in limit on cover-over of rum excise taxes to Puerto Rico and the Virgin Islands (Sec. 7652(f)); and
  • American Samoa economic development credit (Section 119 of the Tax Relief and Health Care Act of 2006, P.L. 109-432, as modified).


Energy tax extenders

The act also extends through 2013, and in some cases modifies, a number of energy credits and provisions that expired at the end of 2011:

  • Credit for energy-efficient existing homes (Sec. 25C);
  • Credit for alternative fuel vehicle refueling property (Sec. 30C);
  • Credit for two- or three-wheeled plug-in electric vehicles (Sec. 30D);
  • Cellulosic biofuel producer credit (Sec. 40(b), as modified);
  • Incentives for biodiesel and renewable diesel (Sec. 40A);
  • Production credit for Indian coal facilities placed in service before 2009 (Sec. 45(e)) (extended to an eight-year period);
  • Credits with respect to facilities producing energy from certain renewable resources (Sec. 45(d), as modified);
  • Credit for energy-efficient new homes (Sec. 45L);
  • Credit for energy-efficient appliances (Sec. 45M);
  • Special allowance for cellulosic biofuel plant property (Sec. 168(l), as modified);
  • Special rule for sales or dispositions to implement Federal Energy
  • Regulatory Commission or state electric restructuring policy for qualified electric utilities (Sec. 451); and
  • Alternative fuels excise tax credits (Sec. 6426).


Foreign provisions

The IRS’s authority under Sec. 1445(e)(1) to apply a withholding tax to gains on the disposition of U.S. real property interests by partnerships, trusts, or estates that are passed through to partners or beneficiaries that are foreign persons is made permanent, and the amount is increased to 20%.

New taxes

In addition to the various provisions discussed above, some new taxes also took effect Jan. 1 as a result of 2010’s health care reform legislation.

Additional hospital insurance tax on high-income taxpayers. The employee portion of the hospital insurance tax part of FICA, normally 1.45% of covered wages, is increased by 0.9% on wages that exceed a threshold amount. The additional tax is imposed on the combined wages of both the taxpayer and the taxpayer’s spouse, in the case of a joint return. The threshold amount is $250,000 in the case of a joint return or surviving spouse, $125,000 in the case of a married individual filing a separate return, and $200,000 in any other case.

For self-employed taxpayers, the same additional hospital insurance tax applies to the hospital insurance portion of SECA tax on self-employment income in excess of the threshold amount.

Medicare tax on investment income. Starting Jan. 1, Sec. 1411 imposes a tax on individuals equal to 3.8% of the lesser of the individual’s net investment income for the year or the amount the individual’s modified adjusted gross income (AGI) exceeds a threshold amount. For estates and trusts, the tax equals 3.8% of the lesser of undistributed net investment income or AGI over the dollar amount at which the highest trust and estate tax bracket begins.

For married individuals filing a joint return and surviving spouses, the threshold amount is $250,000; for married taxpayers filing separately, it is $125,000; and for other individuals it is $200,000.

Net investment income means investment income reduced by deductions properly allocable to that income. Investment income includes income from interest, dividends, annuities, royalties, and rents, and net gain from disposition of property, other than such income derived in the ordinary course of a trade or business. However, income from a trade or business that is a passive activity and from a trade or business of trading in financial instruments or commodities is included in investment income.

Medical care itemized deduction threshold. The threshold for the itemized deduction for unreimbursed medical expenses has increased from 7.5% of AGI to 10% of AGI for regular income tax purposes. This is effective for all individuals, except, in the years 2013–2016, if either the taxpayer or the taxpayer’s spouse has turned 65 before the end of the tax year, the increased threshold does not apply and the threshold remains at 7.5% of AGI.

Health flexible spending arrangement. Effective for cafeteria plan years beginning after Dec. 31, 2012, the maximum amount of salary reduction contributions that an employee may elect to have made to a flexible spending arrangement for any plan year is $2,500.

FULL POSTING HERE.

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