Roles and permissions for tax access management - NZ

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New Zealand only

As an Administrator in MYOB Practice, you can use roles and permissions to manage which staff perform some of the tasks related to tax compliance.

Tax roles and tasks

These are the tax roles available to you to restrict which staff can perform tax-related tasks. Enable the role to choose which staff that can do the task:

Compliance Administration – file tax returns
Compliance Approval – unlock and approve tax returns
Data reconciliation – work with transactions in a compliance data reconciliation
Send tax notices – send tax notices and mark the tax notice as sent
Tax notice approval – unlock and approve tax notices.

Unless your practice has enabled the restricted roles for those tax-related tasks, all staff will have permission to do these tasks.

The ability to file tax returns is also based on each staff member’s level of Inland Revenue’s guide. If a staff member has Read only or None access in myIR, they’ll receive the message You aren’t permitted to access this when attempting to file a tax return in MYOB Practice.

To review the access of staff members, log in to myIR and go to Manage staff logons. See also Inland Revenue’s guide to managing staff access and client list access security.

Enabling roles for tax tasks

As an Administrator, you can turn on restricted roles for tax-related tasks. If you turn on the restricted roles, only the staff you give roles to will be able to complete the tasks. Before you can select the staff who will have access, you'll need to turn on the restrictions.

You can turn off these restrictions at any time. If you turn them off, all staff will be able to lodge, unlock and approve tax returns.

On the left side of MYOB Practice, select Settings ().
Under Access management, select Roles and permissions.
Select the row of the role.
In the panel on the right, click Edit role ().
Tick Enable this role.
Click Save.

After you've turned on both role restrictions, all staff except Administrators will be restricted from lodging, unlocking and approving returns.

The Administrator can start giving access to other staff. Follow the steps below to give roles to staff.

Assigning staff to a role

If your practice has turned on the role restrictions, Administrator can give staff access to lodge, unlock and approve returns.

If you use MYOB AE/AO, roles that you assign in MYOB Practice don't sync back in AE/AO.

If you need to add a new staff member, add them in AE/AO. Then you can assign the staff role in MYOB Practice for them.

On the left side of MYOB Practice, select Settings ().
Select Settings () on the left side of the page and select Roles and permissions.
Select the name of the role you want to add staff to.
In the panel on the right, click Edit role ().
From the drop-down, select the names of the staff you want to add.

You can select multiple staff and the names will be displayed under the Staff section.
Click Save.

To remove staff from a role, click the remove role icon () next to the staff's name and click Save.

More details on role restrictions

The tables below list the tasks that staff can perform in MYOB Practice depending on the role they've been given.

Compliance tasks

MYOB Practice function	No role	Compliance Administration	Compliance Approval	Tax notices approval	Sent tax notices	Data reconciliation
View Audit history.	-	-	-	-	-	-
Click Send for rework when viewing a tax return.	-	-		-	-	-
Click Approve all when viewing a tax return.	-	-		-	-	-
Click File with IR.	-		-	-	-	-
Select Compliance from the top menu.
Search for client in the Compliance list page.
Apply a Period filter to the Compliance list page.
Apply a Type filter to the Compliance list page.
Reset the Compliance list page.
Select a return from the Compliance list page.
Select the Tax return tile after selecting an entry from the Compliance list page.
Select the Data reconciliation tile after selecting an entry from the Compliance list page.
Click Add new on the Compliance list page.
Click Add in the Add new window when entering details of a new form.
Click Send for review when reviewing a tax return.
Click Send to client when viewing a tax return.
Click Send to client on the task when sending via the client portal.
Select Download documents > Tax estimate when viewing a tax return.
Select Download documents > Tax return when viewing a tax return.
Select Client approved & signed when viewing a tax return which is pending client signature.
Select a status tab on the Compliance list page.
Click Add new on the Compliance list page.
Add schedules or workpapers.
Delete schedules or workpapers.
Click Add in the Add form window when entering details of a form to be created.

Tax notice tasks

MYOB Practice function	No role	Compliance Administration	Compliance Approval	Tax notices approval	Sent tax notices	Data reconciliation
Select the checkboxes in the Outstanding status tab on the Tax notices page.	-	-	-	-	-	-
Select Mark as sent on an individual notice, or Mark as > Sent when a tax notice has a status of Ready for client, Paid or Not required.	-	-	-	-		-
Select Mark as > Sent when multiple entries are selected in the All clients view when a tax notice has a status of Ready for client, Paid or Not required.	-	-	-	-		-
Click Send to client when a tax notice has a status of Ready for client.	-	-	-	-		-
Click Approve when a tax notice has a status of In review.	-	-	-		-	-
Select Next > Mark as Ready for client when a tax notice has a status of Not started, or In progress.	-	-	-		-	-
Select Mark as > Ready for client when a tax notice has a status of Not required. Users without the Tax notices approval role only see Mark As > Sent when a tax notice has a status of Not required.	-	-	-		-	-
Select Mark as > Ready for client when multiple entries are selected in the All clients view when a tax notice has a status of Not started, or In progress.	-	-	-		-	-
Click Send for rework for tax notices with a status of Ready for client.	-	-	-		-	-
Select Mark as > In progress in the Ready for client status tab.	-	-	-		-	-
Select Mark as > Not started, In progress or In review in the individual or All clients view when a tax notice has a status of Not required. This option is restricted as it unlocks the tax notice. For the individual view, users without the Tax notice approval role only see Mark as > Sent when a tax notice has a status of Not required.	-	-	-		-	-
Select Mark as Not required in the All clients view for tax notices with a status of Not started, In progress or In review.
Select the Tax notices tile on the top of the page.
Select an individual tax notice to view.
Mark as > Not required when a tax notice has a status of Ready for client state.
Select a date range and click Export in the All outstanding tax notices report window.
Select Mark as > Sent when a tax notice has a status of Paid.
Select Mark as > Ready for client, Paid or Not required when a tax notice has a status of Sent. None of these status changes unlock a tax notice with a status of Sent.
Select Next > Send for review when a tax return has a status of Not started, In progress or In review.
Edit tax notice content.

Data reconciliation tasks

MYOB Practice function	No role	Administrator role	Compliance Administration	Compliance Approval	Tax notices approval	Sent tax notices
Select the checkboxes next to the Unreconciled transactions and Reconciled transactions sections of Data reconciliation.	-	-	-	-	-	-
Click Add MYOB transaction in the Unreconciled transactions section of Data reconciliation.	-	-	-	-	-	-
Edit the Transaction type, Date, Description and MYOB transaction ($) rows in the Unreconciled transactions section of Data reconciliation.	-	-	-	-	-	-
Select the Data reconciliation tile on the top of the page.
Select an individual data reconciliation entry.
Add documents to a transaction.
Click Refresh IR data inside Data reconciliation entries.