The purpose of this integration is to provide a snapshot of your current tax lodgment status whilst also enabling you to drill into that information. A side benefit is that we're able to compare the ATO Lodgment List with your own client list, update the lodgment 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 lodgment 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.
Please note also that the Xero Practice Manager API does NOT allow the lodgment date to be updated. So you will need to import these manually within XPM there also. It is still worth importing into AccountKit since you can track your statistics, clean up your data and prepare reports by partner / manager and lodgment status
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.|
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.
From these lists, you can then filter by lodgement type, partner and manager which then can be output to excel for distributing to the applicable team members.
|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 lodgment program.|
Importing & Managing ATO Lodgment Lists
The Lodgement import and exceptions page
|Actions Button||Various actions you can carry out including:
|Import ATO Lodgment List||Quick access to the import ATO list pop-up.|
This shows the details of each import:
What does AccountKit do with the ATO data imported?
- Updates the lodgment graph and stats
- Updates the lodgment 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 lodgments.
- Identifies and flags any exceptions when comparing the ATO list with your clients in AccountKit.
NOTE: The Xero Practice Manager API does NOT allow the lodgment date to be updated, so, unfortunately, this field does not also then update in XPM. This must be done manually within XPM itself.
Importing ATO data
To get the process under way, it's super simple - simply do as follows:
- First head to the Manage ATO Imports page from the Action button on your dashboard
- Then select the (+) Import ATO Lodgement List button at the top of the page
- You will then be greeted by the import page as follows.
Step 1 - It's important to get the correct report for importing, so follow these steps to ensure you get the correct report from the ATO Portal
- Login to the ATO portal
- Head to the reports menu and scroll to the bottom of the page to the On demand reports section
- Select the Request button for the "Income tax lodgement status (current + previous 3 years)" report.
- Save somewhere you can easily find, like your desktop (but worth keeping all of your lodgement reports in a safe place for future reference)
Step 2 - Convert the file to the correct format for import
- Save the CSV from the ATO as an Excel XLSX file.
Step 3 - Set the import settings
- Select the applicable period (year pertains to the calendar year) - ie. If I was importing for May 2020, I'd likely be downloading around June 1, but importing into "2020 - May"
- Set the "use Prior Year Lodgment data for Statistics" option
- July - May - leave this UNTICKED
- June - make sure to TICK this (This is because on July 1, all columns move across ready for the new financial year
Step 4 - Importing the report
- Select the applicable file and press Import.
Importing Historical Information
- Essentially just follow the above instructions for each month/year for as far back as you have ATO Lodgments on file for.
|Until you have a current ATO Lodgment 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 lodgment graph and statistics along with roll-back the exceptions and actions initiated upon lodgment.
Importing ATO Lodgment Due Dates
- Generally speaking you only really need to import this on July 1 once the ATO have rolled the lodgment information and set the new due dates. Every other import from the ATO for lodgment statistics will also update the due dates.
- Simply go to the Action menu and select “Import ATO Lodgment 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.
- Your starting MUST be in resolving the first of the exceptions, being those on the ATO list, but not in AccountKit, as some of the other exceptions rely on these first being resolved.
- Note that a majority of these will be due to the first import not being able to match against the masked TFN's that come through from XPM where there hasn't been an obvious match.
- Once you believe you’ve fixed the exception, you can either refresh the full import and check again OR you can press the refresh button on the end of exception line.
- Please note that a full 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 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” of “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.
Select the client from the dropdown search and press the tick to assign the TFN to the client (if not already assigned)
|You've imported client data from XPM and the TFN's are still masked so we've been unable to make a match.||
On import the obvious matches and updates will have happened.
For the balance, simply select the right client and press the tick at the end of the line to update the TFN and clear the exception.
|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 lodgment.|
Client authorised in AccountKit, not in ATO list
|This is where we have the clients “Practice Authorities” for “Prepare Tax” is ticked, but the client’s TFN isn’t on the ATO lodgment list.||Lost client to another accounting firm||
Untick the Practice Authority for “Prepare Tax” for that client.
Press the refresh icon at the end of the row.
|New client not added to your ATO list yet.||
Add to your ATO list on the ATO Tax Agent Portal;
You could elect to "ignore" this error until the next period, but not really necessary. It can be left as is.
|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.|
Client Matched But Not Authorised in AccountKit
|We've made a match between the ATO report and a client in AccountKit, but the practice authority for "Prepare Tax" hasn't been ticked.||New client potentially and the prepare tax simply hasn't been ticked.||Go to the client entity that’s been flagged, update the practice authority and press refresh at the end of the line.|
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 lodgment 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 Lodgments 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 lodgment 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 lodgment 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 Lodgments 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.
|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.