The purpose of this integration is to provide a snapshot of your current tax lodgement status whilst also enabling you to drill into that information. A side benefit is that we're able to compare the ATO Lodgement List with your own client list, update the lodgement dates and output exceptions so you know where there's any tidy up to be done with your client list within AccountKit or with the ATO.
|The importing process is presently a manual process of exporting and importing the ATO data. This is helpful if you have years of prior exported lodgement reports for showing years of history on the ATO graph. There are plans, however, to automate this process with the ATO which will be much more convenient and less prone to error.|
On Your Dashboard
The dashboard is made up of a number of distinct elements
|Last Update Status||This is a list of your client's companies as they are registered with ASIC|
|Actions Button||Go through here to manage your ATO imports and TFN exceptions.|
|Lodgement History Graph||This will show the history of your total lodgements from the date you first start importing through to current day. Hover over the graph to get the applicable statistics.|
|Summary Statistics||This is a summary table of the last ATO lodgement list imported. Clicking on any of the numbers will take you to summary list so you can see what the applicable number is made up of.|
|Statistics Totals||These totals highlight the total clients on your ATO list, the number and percentage that are lodged and the balance left to be lodged. A great statistic for where you are exactly in your lodgement program.|
Importing & Managing ATO Lodgement Lists
|Actions Button||Various actions you can carry out including:
|Import ATO Lodgement List||Quick access to the import ATO list pop-up.|
|Import List||This shows the details of each import:
a. Date and time of import
b. The Period that the import was assigned to; You can only assign one import to a particular period.
c. Who imported the information
d. Identifies whether the current year column in the ATO report was used for the statistics, or the prior year lodgement info. Pertinent when getting June’s figures once downloaded in July.
e. The name of the file imported; Helpful when troubleshooting the info being imported.
f. The number of exceptions evaluated upon import.
g. The number of TFN’s ignored in this dataset.
h. Button to show the full data imported from the ATO
i. Button to refresh the data after actioning some of the exceptions.
j.The eye communicates that this data is being displayed on the dashboard graph and statistics.
What does AccountKit do with the ATO data imported?
- Updates the lodgement graph and stats
- Updates the lodgement due date on tax returns.
- Where a TFN is masked (from importing from XPM), it will attempt to match the last 3 digits + name, if it can not match it will try a number of other ways to find a match, if a match is found it will then populate the TFN field, if not the exception remains.
- Updates the actions to identify upcoming due dates for outstanding lodgements.
- Identifies and flags any exceptions when comparing the ATO list with your clients in AccountKit.
Importing ATO data - Periods - July through to May
- Press the “Import ATO Lodgement List” button.
- Follow the instructions on the pop-up.
- Select the applicable period (year pertains to the calendar year)
- Leave the “Use Prior Year Lodgement data for Statistics”
- Select the applicable file and press Import.
Importing ATO data - Period - June
- Follow the above instructions, but this time tick the “Use prior year lodgement data for statistics” checkbox;
- This option uses the prior year column as opposed to the current year column given that the ATO will have rolled the prior year lodgement data as of July 1
Importing Historical Information
- Essentially just follow the above instructions for each month/year for as far back as you have ATO Lodgements on file for.
|Until you have a current ATO Lodgement List imported the Exceptions and actions associated with your notifications won’t be accurate since they’ll be based on historical information. We would recommend that you basically ignore the exceptions until you’re entirely up to date with your imports.|
Deleting an imported month
- If you need to get rid of an import, simply check the applicable import and go to the action menu and select Delete.
- This action will remove the data out of the lodgement graph and statistics along with roll-back the exceptions and actions initiated upon lodgement.
Importing ATO Lodgement Due Dates
- Generally speaking you only really need to import this on July 1 once the ATO have rolled the lodgement information and set the new due dates. Every other import from the ATO for lodgement statistics will also update the due dates.
- Simply go to the Action menu and select “Import ATO Lodgement Due Dates”.
- Follow the instructions to carry out the import.
- Note that these imports can’t be deleted – they’re a one-off event for updating due dates for your client's tax returns; If you’ve uploaded a wrong file so the due dates are wrong, simply re-import again with a current file to update all dates.
Managing Import Exceptions & Masked TFN Matching
Exceptions come about through discrepancies with the ATO data when compared with the authorities within your AccountKit client data. When you press the exception number on a current import, the current exceptions are listed down below for actioning in the 'Import Exceptions' List.
- Once you believe you’ve fixed the exception, go back to the Manage ATO Lodgement List and press the refresh button to the right of the current import line. The import exception number will reduce only leaving those left to resolve.
- Please note that an update can take quite a while, so feel free to open a separate tab to keep working elsewhere.
- Here is a list of exceptions and the methods for fixing.
|Exception||Description||Reasons||Method to Fix|
|TFN in AccountKit, not in the ATO list||This is where we have the clients “Practice Authorities” for “Prepare Tax” ticked, but the client’s TFN isn’t on the ATO lodgement list.||Lost client to another accounting firm||Untick the Practice Authority for “Prepare Tax” for that client.|
|New client not added to your ATO list yet.||Quick access to the import ATO list pop-up.|
|New client entity has just been set up. The ATO will add them to your list despite there not being a return required until the next financial year.||Add the TFN to the ignore list with an end date being July in the following year.|
|Historical import – you will have historical clients that are no longer clients either because they’ve left or lodged a final return years ago.||Don’t do anything, as they were correct as of the year for import. It’ll fix itself when you get to current day imports.|
|The TFN has been entered into AccountKit with spaces; The ATO TFN doesn’t have spaces.||Go through AccountKit and remove any spaces for those relevant entities.|
|TFN in the ATO list, not in AccountKit.||This is where the ATO have a client on their list, but you don’t have them in your list of clients with the “Practice Authority” for “Prepare Tax’ ticked.||New Client hasn’t been set up with AccountKit yet.||Ensure the client has been added to AccountKit and the practice authority for Prepare Tax is ticked and TFN entered without spaces.|
|Client has lodged a final return. The ATO will typically keep them on your list forever, but it will skew your statistics.||Flag the TFN for ignoring from the July after the final lodgement.|
|Client has passed away.||Flag the TFN for ignoring from the July after the final lodgement.|
|Non-matching ATO Client Types||This happens where the ATO entity type (ie. Company, trust etc) is different from the structure type within AccountKit.||AccountKit has the wrong entity type.||Go to the client entity that’s been flagged and update your entity type to match the ATO.|
|TFN is ignored, but ATO provides a due date.||This happens where a client TFN has been set to be ignored, but the ATO has a lodgement due date assigned to that client.||Ignore end date wasn’t set for a client that should’ve ceased being ignored from July 1.||Restore/remove TFN ignore against that TFN from within the TFN Ignore List.|
Ignoring a TFN in the exceptions list.
- Go to the Import Exceptions list at the bottom of the Manage ATO Lodgements List screen.
- Tick those clients that you would like to ignore; If you have different descriptions, then do only those with the same description at the same time; OR
- For each client, select the icon in the actions column to do one at a time.
- Select the Action button and press “Assign to ignore list”
- Set the Start date for the ignore action to start; Typically it’ll be the current month of import, but can be any time.
- Setting the End date is optional, but typically used where a client has been added to your lodgement list, but you won’t officially be lodging on their behalf until next year. Eg. Setup of a new entity.
- Enter a description (optional); This is used to determine why they’ve been set to ignore. Eg. New entity setup; first year of lodgement not due until next year; OR; Client has lodged a final return.
Clear the Ignore TFN status.
- If a client should come off the TFN ignore list, or the end ignore date wasn’t set, you’ll need to manually remove the ignore status for AccountKit to start to include a TFN within the stats again.
- From the exceptions section of the Manage ATO Lodgements List screen, go to the action menu and select “Managed Ignored TFN’s”.
- Now either:
- For multiple - Tick those you want to restore and select the Actions button followed by “Restore selected TFN’s.
- For a single entity – simply select the restore arrow in the actions column for that client.
Editing the Ignore TFN status
- If you’ve forgotten to put an end date, start date or a description to an ignored TFN, simply go to the TFN Ignore List and select the edit icon within the Actions Menu to update the required details before saving.
Masked TFN Matching
Where you import your ATO lodgement reports and your TFN data has come into AccountKit as masked values (ie. when importing from XPM), AccountKit will seek to match off the last 3 digits of the masked TFN against the ATO listed client in combination with the client name. Where we have a definite unique match, we automatically populate the TFN field. Where we have a couple of potential matches, your job here is to let AccountKit know which TFN is the correct one for us to assign the ATO TFN to.
The easiest way to match off a client the list is to go through the list and select the button on the same line in the 'Update TFN' column to assign that full TFN to the identified client in AccountKit
The other option is to click the of each of the clients you'd like matched and then select the actions button and click confirm selected matching clients.
Generally, the process for matching of TFN will be a once off since once they have been matched it won't have to be done again. However, it will happen with new clients, so to avoid this you can add the client and their TFN in AK and/or XPM before doing the import.
|Practice Settings - Integrations||
Head to practice settings for the steps to enable this integration.
|Shared Elements (Eg. Action Menu)||
Check out this link for various elements shared throughout the various toolsets.