What the ATO expects of Software Providers

The ATO requires the software provider to provide specifically:

Ability to pre

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fill client tax returns on an individual basis;

Worksheets containing a separate set of fields as specified. This is to prevent details provided by the ATO being imported directly into tax return label fields;

Functionality to import the details and amounts contained in the Portal pre

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fill csv file;

Functionality to ensure that Agents review the information once imported into any taxpayer’s return;

Edit and delete functionality for the ATO prescribed fields; and

Functionality to allow the previewing/printing of the Pre

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filling Report information so Imported.

To cater for this and to provide the necessary checks required by the ATO, a special area has been allocated in both the Interest worksheet (int) and Dividends Received worksheet (div) to receive this information.

How do I use the new Pre

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fill functionality?

Step 1 – Download the Report from the Tax Agent’s Portal:

Download the report from the Tax Agent’s Portal at https://tap.ato.gov.au in the normal way and save it to a folder on your hard drive.

To download a Pre

-

filling report:

Log into the Tax Agent Portal.
The ‘Homepage’ is displayed.

Select the Reports link in the left navigation pane.
The ‘Reports’ page is displayed.

Select the Pre

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filling report link.
The ‘Enter report criteria’ page is displayed.

Enter your client’s TFN, select a report format and select the Generate report button.
The ‘Report download page’ is displayed.
When the Download file link is selected, a ‘Save As’ window is displayed. The Portal will default to the ‘My documents’ folder and provide a report name.
You can choose:

To change the directory where the file is saved, and

Overwrite the default file name with a new name

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text

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boxThe downloaded file will always have the same file name configuration irrespective of which of your clients the contents relate to. The format of the file name is as follows:
Tax agent number + report id + timestamp (year + month + day + min + sec).csv
Ensure that you download the .csv file and not the .xml file.

After selecting the Save button, the file is saved on your computer.

Important Information: As there will be no client identification in the name of the file and its only distinguishing mark will be the date and time stamp, you may find it expedient to rename the .csv file to your client’s Return Code to avoid attempting to Import the information to the incorrect return.

ATO Warning: The ATO advises that certain versions of Excel may modify the file if it is opened in Excel and you elect to “save” the changes. Therefore, if you review the .csv file, you must ensure that you do not elect to “save” the changes on exiting the file as this will prevent the Pre

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Fill Import program from working.A variety of error message dialogs have been implemented to advise when an issue with the .csv file has prevented the import functionality from being triggered and the Import Aborted message being displayed. These messages are self

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explanatory. Step 2

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Importing the Pre

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filling data

In Tax open the relevant Individual’s tax return.

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boxClick Utilities > Import from Tax Office pre

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filled Report.
When initiating pre

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fill for the first time, the following message will not be displayed.
An on

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screen message will advise that if any previously pre

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filled information is present in the return, the program will overwrite any data in matching items. Proceed will initiate the Import: Cancel will abort the process and return focus to the return or worksheet.

Click Proceed and

Click Browse to locate the directory into which you have ‘Saved’ the downloaded Portal report.

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text

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boxFrom the Index select the file that was downloaded for the client whose return is open for data entry and to whom the information in the Pre

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fill report relates.

Click OK.

The Import will run and the relevant values will be pre

-

filled into the ATO fields. At the same time a flag is set to alert the system that information exists which needs to be reviewed by the Agent or preparer and the system will generate the Import Summary as specified by the ATO.

Step 3 – Verify the ATO data

If the Pre

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fill Import is run from the Return and not from the open Interest or Dividend worksheet when [F3] validation is performed, the following validation errors will be generated.If Pre

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fill is initiated from the Interest worksheet and the Dividend worksheet has not been opened, then the [F3] validation log will only show the message for the Dividend worksheet and vice versa.

From the Validation log, Select the message and double click or select GoTo to move the cursor to the selected worksheet.

You will notice that the fields in the Tax Office pre

-

filled section of the worksheet differ slightly from the standard worksheet fields: A new non

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editable field to record the number of Investment Owners

The removal of any “sharing” facility.

Therefore, it is important to remember that the amount of Interest received is the taxpayer’s share of the interest earned and this amount may NOT be further shared.

Other differences are:

The manner in which the Account number is displayed. The ATO provides the Bank Account number masking all but the last 3 digits.
The names of the Financial Institutions are in full and all text are generally in Upper Case.

Which fields can I Edit?

All fields, other than the Number of Investment Owners and the Gross Amounts where there is more than one owner may be edited. Editing may be done by over-typing.

In MYOB AE, you can also use the [F7] Standard answers or Glossaries functionality.

What if I already have my details rolled over?

If you already have details in the worksheets and you use the pre-filling functionality, the original details will need to be deleted otherwise some details may be displayed twice.

You MUST check any returns to which deleted interest and dividends were shared.

Back to Utilities for Returns

Unlocking and Locking Returns

When a return is exported to a portable system, it is locked in Tax. This option is used to unlock any locked return.

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On the Selection panel, the radio buttons allow you to determine the range and sorting order of the returns being exported. The options include:

Batch

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This is the default for exporting and is recommended. These instructions set out the batch process for one or more returns to be included in the export file.ui

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Click Browse to select the destination for your exported returns.

The Current path: identifies the destination, for example
(AE, Series 6 & 8) H:\Sol64\TA\Sol63\Export
(AO) C:\MYOBAO\AOSQL\TAX\TA\AOTAX\EXPORT.

Click OK.

When exporting by batch, the index of all returns in the database is opened.
When the export is initiated from the Tax – Client Search Homepage, the cursor is on the return highlighted on that Homepage.
To build the batch:

Highlight a return and click Select.

Refer to Export Batch from Index.

Repeat until the batch includes all returns necessary.

Returns you have selected display a green tick on the far left

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hand side.
If you want to export all the returns you have worked on within a certain date range, you may also do this by selecting the Audit Updates button.

Select Audit Updates.

Enter the date range.

The default date range is from the Tax Preparation Audit Trail.
Refer to Tax Preparation Audit Trail.

Click OK.

The database is interrogated so that all returns that have been changed during the specified period are ticked to be included in the export file.
Refer to Export: Audit Updates.

Click OK.

The prompt to Overwrite or Append displays.

Click Overwrite to clear the export file and replace whatever was there with the new selection of returns.

Alternatively, click Append to add to and preserve previously exported returns.

Follow the prompts to address your email.

How to export a return from Tax (AE, Series 6 & 8)

Click Utilities > Export
Follow the instructions from Step 4. above Export returns from Practice Manager.

Export Options when setting up a new remote ledger

Unless you are setting up a new remote tax ledger, it is not necessary, nor advised, to export Control Information.

In MYOB AE, the defaults are Export Return details and Export Tax Tracking History.

If required, these options are selected at Step 4. above (the Export process):

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Utilities for Returns

These routines all occur on the Utilities menu:

Export Batch from Index

Exporting Returns

Importing Returns

Export: Audit Updates

Pre-filling Tax Return data from Tax Agent’s Portal

Unlocking and Locking Returns

BAS/IAS Import

MCS Import

Fund Return Import

(Series 6 & 8) Importing Account Transactions including Farm Accounts

(Series 6 & 8) Client GL Account Mapping

(AE, Series 6 & 8) Integrity Check

(AE, Series 6 & 8) Recalculate Schedule Totals Selection

(AE, Series 6 & 8) Clear Single User Locks

(AE, Series 6 & 8) Special Routines

To change a number of returns select Maintenance > Bulk Return Edit.

Export Batch from Index

This is an index of all the returns in your tax ledger.

Click Select or [Alt+S] to place tick to the left of the return or returns you wish to export and click [F6] to continue.
To remove the tick from a selected return and thereby exclude it from the export, click Select again.

The Export Returns window informs you of the tax data that is being exported to the destination. The returns that you have selected are exported to the destination you nominated.

Audit Updates: This option allows you to enter a date range, so that any return in the audit trail of changes to returns that falls within the date range is exported.

How to import returns:

Click Utilities > Import.
The data is imported from the file called 'EXPORT' created by exporting data from this or another ledger. If the Export file resides on another drive, click Browse to navigate to that location. If an incorrect path is chosen 'File not found' will display.
At the prompt ‘Print a list of returns Imported?’ click Yes to Preview/Print the returns.

How to access the unlock/lock function (AO)

Open the Tax Returns Tab for the client whose tax return you are processing.
Select the Lock/Unlock hyperlink from the Tasksbar.
If the return is already locked the default will be to unlock it. If the return is not locked the default will be to lock it.
Click OK. The presence or Padlock symbol will display or be removed indicating that the action has been successful.

How to access the unlock/lock function (AE, Series 6 & 8)

At the Return index, arrow to the return to be (un)locked. Locked returns are indicated by the word 'locked' or the Padlock symbol.
Click Utilities > Unlock/Lock Return.
You will be asked if you wish to (un)lock the return. Select Yes or No as required.

You may also select to unlock a batch of returns.

The options are:

(AE, Series 6 & 8) Select All: Select this to import all the files in the index list.

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Clicking Select All a second time does not de-select all the files, selected files must be de-selected one at a time.

Select: Double-click or click [Enter] on the file to select the file. A file which is selected is ticked. Repeat the selection process to de-select the file and exclude it from the import.

Browse: This function allows you to select an alternative folder where the files to be imported are located.

OK: Click OK to accept the files as selected and begin the import.

Close: Exit the function without importing a file.

Back to Utilities for Returns

Fund Return Import

This option allows you to import into Tax one or more ELS data files selected from a list of files.

The Tax conversion import function is used to import data to the Business Activity (BAS) or Instalment Activity Statements (IAS) in Tax.

How to access the Fund return import:

(Series 6 & 8) From the Contacts window, click Tools > Tax Settings to open the Desktop.
Open a Fund or SMSF return.
Click Utilities > MYOB Superfund imports > Fund return.
From the Select ELS data file(s) for Import index displayed, select the file to be imported or Browse to the required file.
If required, set the checkbox to delete the source file after it has been imported successfully.
Click OK.

The options are:

(AE, Series 6 & 8) Select All: Select this to import all the files in the index list.

Select: Double click or Enter on the file to toggle (select/deselect) the file. A file which is selected is ticked.

Browse: This function allows you to select an alternative folder where the files to be imported are located.

OK: Accept the files selected and click OK to proceed.

Close: Exit the function without importing a file.

Troubleshooting an imported SMSF annual return

You need to be aware of this list of known issues with when importing SMSF returns:

(AE) Practice Manager users: The import into a rolled over return is fine but if the same return is imported twice the return name on the second copy will have 001 appended to it. For example, import return name SREID, import a second time will place a return named SREID.001 in your ledger.

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The second return (SREID.001) will not link to any client and therefore the client details will be blank.

These fields do not import:
Exempt current pension income Item 10 label B and C checkboxes (ATO tags ^KCK and ^KCL)
Deduction Item 12, Label D1 - Capital works deductions (ATO tag ^GCG)
Deduction Item 12, label E1 - Deduction in decline of depreciating assets (ATO tag ^ARI)
The holding dialogs at these labels in the Calculation Statement (item 13) don’t allow direct data entry:
Label H2 - Credit for tax withheld FRW (ATO tag ^IIV)
Label H3 - Credit for tax withheld ABN/TFN not quoted (non-entity) (ATO tag ^FTW)
Label H5 - Credit for TFN amounts withheld from payments from CHTs (ATO tag ^JGF)
There are worksheets at these labels In the Calculation Statement (item 13). By completing the worksheet at these labels the values will import more reliably. However, you should check to ensure the imported value is correct:
Label C2 Rebates and tax offsets (ATO tag ^AHL)
Label E1 Complying funds franking credit tax offset (ATO tag ^HEL)
Where the exported return contains tags with zero amounts, these will be imported back into Tax with the return. Although this may not cause validation errors, you should be aware of the possibility of importing zero values.

Back to Utilities for Returns

Importing Account Transactions including Farm Accounts

Series 6 & 8 only

Data entered into Accounts for the current tax period can be imported into the Income tax Return and activity statements. Amounts imported into the income tax return are treated as primary or non-primary production income and expenses depending on the menu selection you have made.

To import activity statement details refer to How to import into an Activity Statement below.

How to import into an Income Tax Return

If you have attached Primary Production Schedules C or Business Income Schedules B to the return these should be deleted before beginning the import.

Open the return and select Utilities.

Where the sole operation of the business covered by the accounts is primary production, select Import from Farm Accounts. The import will treat all transactions as relating to primary production business income and expenses,
OR
Select Import from Accounts to import transactions as primary and non-primary production income and expenses depending on the account mapping.

The account transactions determined to be within the period of the tax return are listed.

Remove the tick from any transaction that you do not want to import.

Click OK.

The system includes the totals of the transactions at the appropriate labels in the main income tax return form. Any values already entered directly into these fields are cleared.
Amounts integrated from schedules B or C attached to the return after the import will be refreshed from those schedules. To restore the imported values you need to delete the attached schedules and repeat the import.How to import into an Activity Statement

Account transactions are imported into activity statements based on the account code mapping. This can be accessed:

From the Configuration or Compliance Management window through Tax Masters icon > Solution 6 — Account Code Mapping OR
From the Activity Statement open select Utilities > Client GL Account Mapping.

Open the Activity Statement attached to the return and select either Utilities > Import from Accounts

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Import from Farm Accounts is not active when importing values into the Activity Statement.

Check and adjust the period dates for:

GST
PAYG Instalments
PAYG Withholding amounts
FBT

Click OK to display a Summary of the period dates which have been found to be valid.
Click OK to continue the import. The system collects transactions within the period and includes the transactions with GST amounts at the appropriate labels in the activity statement.

Back to Utilities for Returns

Client GL Account Mapping

Series 6 & 8 only

Account code mapping enables you to import data on integrated systems from client accounts into a current year tax return only. This means that where you have MYOB Accounts, you can import ledger data into a current year return.

The procedure for modifying the account code mapping for a specific client is exactly the same as for modifying mast account code mappings. However, modifications made at client level will not affect the master mappings. Reviewing and printing client-specific account code mappings follows the same procedure as at the master level.

The account code mapping set up at the master level in Tax Masters will be used for any client where no account code mapping is created for that client. To modify the account code mapping for a specific client:

With the client's income tax return open, click Utilities > Client GL Account Mapping.
Only data relevant to the return type of the selected client is displayed.
To change the master account code mapping for a specific return item, use the Next, Prev, First and Last options. These allow you to navigate through the screen until the required item is in view in the Posted Value list.
Use the arrow keys to move the screen pointer (-->) to the item you wish to change.
To toggle between the Posted Value items and the menu bar, click [F3].
To view and amend the source account codes which are mapped to the selected item, click Edit.
Editing allows you to add and remove account codes from the mapping to accommodate your chart of accounts to a client's needs. In the appropriate section of the list, ADD or SUBTRACT, use the arrow keys to move to the account code after which you want to add the new account.
Click Add from the menu bar.
In the new line created, type in the account code.
The account description will appear beside the new code.
Click [F4] to return to the menu bar.
Click [F4] to return to the tax return.

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For the full set of help topics in the Contacts window, select Help > Helppages and open the Contents tab. Open the book Tax > Configuring Tax > Account code mapping.
The topics include:
* Modifying account code mapping at master level
* Account Code Mapping
* Printing master account code mappings
* Viewing master account code mappings

Back to Utilities for Returns

Integrity Check

Accountants Enterprise only

How to run an Integrity Check:

Click Utilities > Integrity Check.

Select one or more of the options:

Index Check,
Validate alternate indexes,
Name Text validity and
Recalulate Schedule Totals.

Click OK.

The Preview/Print screen allows you to select the output options for printing.

Select to Report or to Report and repair.

Report and repair: Repairing involves deleting orphans and replacing invalid codes with valid ones from the return record.
Report only: You are advised to run a report only first to view the type of changes that will be made by running a repair.

If requested, select the returns to be processed by batch, range, singly, or by item.

Click OK to commence the process.

When the report is closed subsequent checks are performed as selected.

Index Check

The Index Check option is the default. It checks the validity of front cover details and schedule data appended to returns. It reports orphans, that is, front covers or schedules not attached to returns.

Report ONLY: The Index Check routine may be used after you restore a file from back-up. For example, after restoring a file to replace corrupt return data, you are advised to perform a report only integrity check to obtain a list of all the returns you have added to the ledger since the back-up was made.

Validate alternate indexes (AE)

This checks to see that return code, partner, manager, employee, status, type and level codes are valid for the secondary and tertiary indexes. These are the indexes used in some flexi reports and most lodgment reports. There are eleven possible errors that can be reported by this routine.

An alternate index (Secondary and Tertiary) is used for additional sort sequences for reports, particularly Flexi and lodgment reports. They are also used for sorting the Return index via Tax File Number, Client code and Alpha Sort.

The errors reported by the Integrity Check for Alternate Indices are:

A3 - Duplicate Record, means some reports will show the return twice.
A3 - Partner Incorrect, means when sorting or selecting by Partner code, the return will appear to be attached to a different Partner.
A3 - Manager Incorrect, means when sorting or selecting by Manager code, the return will appear to be attached to a different Manager.
A3 - Employee Incorrect, means when sorting or selecting by Employee code, the return will appear to be attached to a different Employee.
A3 - Agent Incorrect, means when sorting or selecting by Agent code, the return will appear to be attached to a different Agent.
A3 - Record does not exist, means some reports will not include this return.
A4 - Record does not exist, means some reports will not include this return.
A4 - Client incorrect, means when sorting or selecting by client code, the return will appear to be attached to a different client.
A4 - TFN incorrect, means when sorting or selecting by Tax File No, the return will appear in the wrong position.
A4 - Contact incorrect, means when sorting or selecting by Contact code, the return will appear to be attached to a different Contact.
A4 - Alpha Sort incorrect, means when sorting or selecting by Alpha Sort, the return will appear in the wrong position.

Name Text Validity

This checks that the Front Cover and Schedule names do not contain any invalid name text and restricted name text characters. When using this integrity checking routine you must nominate the range of records to be included in the process.

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This routine does not verify the Tax Control Record addresses, nor the agent and Contact names.

Recalculate Schedule Totals

This facility ensures that all your sub-schedules are correctly integrated with the main form types. It is recommended that this routine is run before outputting returns for electronic lodgment so that the returns are valid.

This is useful if the system fails while entering the data for a sub-schedule. Rather than entering the schedule again, this routine can be selected to ensure that all details are integrated. Use this option when in the schedule or Return index.

This check requires you to nominate a single return, a range of returns or to select a batch of returns.

How to access Clear Single User Locks:

Click Utilities > Clear Single User Locks.
Select the checkbox which corresponds to the locked function.
Click OK. The locked function should be available again.

Single user lock

Single user lock refers to the security applied so that a user has exclusive access to a function. Functions subject to this type of security include:

Lodging by ELS
Exporting or printing returns

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If Tax crashes while a locked function is being used, the function remains locked because the system has not closed in an orderly manner. This means that no one can use this function when Tax is restarted.

Clear Single User Locks solves this problem.

Back to Utilities for Returns

Special Routines

Accountants Enterprise and Series 6/8 only

Update due dates based on ATO level/Classification:

Refresh System links
Update lodgment office of returns

Click OK.
Complete the selections depending on the previous step and click OK.
Complete the Select returns dialog and click OK to run the routine.

Back to Utilities for Returns

Bulk Return Edit

The Bulk Return Edit routine allows you to make the same type of change or exactly the same change to more than one return. It is intended to simplify the process of making minor changes on a large numbers of returns. For example, a bulk edit may be used to change the Tax Level for one or more returns without updating the Due Date for lodgment; or, change the partner or employee code for a number of returns.

The bulk edit enables you to view a particular data item for all returns in the system. In addition each return may be reviewed before a change is applied.

How to access Bulk Return Edit:

Click Maintenance > Bulk Return Edit.
The Bulk Return Edit displays the Details tab for the selection of the criteria to be edited.

(AE, AO) To change the details of Partner, Manager and Employee globally click Maintenance > Internal >

Responsibility

. A global change to client code does not apply because each client has one tax return per year. (In MYOB AE, this is done in

Practice Manager

.)

(Series 6 & 8) Agent, Client, Contact, Employee (that is, Team Member), Manager, Partner and Return code may not be edited in the Tax ledger and the warning 'These details may only be changed in Profiles' is displayed.

Select the Return area to change from the list provided.

The menu selection in Tax by which the change can be verified are:

ATO Level: Return Properties > PAYG/Lodge Tab (Level)
Agent: Return Properties > Staff Tab
BAS payer indicator: Return Properties > General Tab (Monthly, Quarterly, Annually)
C/F Classification: Return Properties > PAYG/Lodge Tab (Company / Fund Classification)
Contact: Return Properties > Staff Tab
Date due to be lodged: Return Properties > PAYG/Lodge Tab (Current Year Date due)
Daytime Contact number: Individual return > Front Cover
Exclude from rollover flag:
Return Properties > PAYG/Lodge Tab (Current Year details)
GST Profile: Preparation > GST/PAYG Profile > General Tab, (Taxpayer registered for GST on Cash or Accruals basis? values are N/A, Cash, Accruals)
IAS payer indicator: Return Properties > General Tab (Quarterly or Annually)
Office Index: Return Properties > General Tab
PAYG Estimate option: Return Properties > PAYG/Lodge Tab
Return Lodged via:
Return Properties > General Tab (return lodged ELS or paper)
Return code: Return Properties > General Tab
Return codes are always edited individually.
Return required: Return Properties > PAYG/Lodge Tab (Required, Not this year, No future return)
Tax paid last year: Return Properties > PAYG/Lodge Tab (Last Year Gross Tax paid)
(AE Tax) Client code: Return Properties > General Tab
(AE Tax) Employee code: Return Properties > Staff Tab
(AE Tax) Manager code: Return Properties > Staff Tab
(AE Tax) Partner code: Return Properties > Staff Tab

(AE) Select to process returns by batch or by range

When processing a batch you to select returns at random from a list of all returns. Separately select those returns that are to be included in the bulk edit. Returns selected for processing are ticked. You are prevented from selecting returns for which the proposed edit process is invalid, the message reads 'cannot perform this update on this form type'.

OR

When processing a range you to select all returns within a range of return codes selected from the Primary, Secondary or Tertiary index. This sequence determines the order in which Tax will 'find' the relevant field.

Primary

index includes:

ReturnCode
ClientCode:TaxfileNumber:ReturnCode
FormType:ReturnCode
Status:ReturnCode
OfficeIndex:ReturnCode

Secondary

index includes:

ATOLevel:ReturnCode
Partner:ATOLevel:ReturnCode
Manager:ATOLevel:ReturnCode
Employee:ATOLevel:ReturnCode
Agent:ATOLevel:ReturnCode

Tertiary

index includes:

ReturnCode
Client:ReturnCode
TaxFileNumber:ReturnCode
AlphaSort:ReturnCode
Contact:ReturnCode.

Select Edit Individually OR Override All.

When Edit Individually is ticked each return, in the range or batch being processed will be updated.

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Return codes MUST be edited individually.

As each return is processed Tax prompts you for the particular value to be applied to the 'Return area to change' for this return.

For example, if you are updating the ATO Level for a batch of returns you would normally select and edit each return individually (otherwise all the returns would end up with the same ATO Level). By editing returns individually Tax shows you the code which currently identifies the return and gives you the opportunity to enter a different code as each return is processed.

When Override All is ticked the Return area to change is checked in each return being processed. If the Return area to change is blank it will be updated to the value you enter. When Override All is selected a warning is issued.

(AE) For example, Override All might be useful to update returns from one employee to another.

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Versions Compared

Key

Related topics

Related topics

How to import returns:

Related topics

Related topics

What the ATO expects of Software Providers

Step 1 – Download the Report from the Tax Agent’s Portal:

Step 3 – Verify the ATO data

Other differences are:

Which fields can I Edit?

What if I already have my details rolled over?

How to access the unlock/lock function (AO)

How to access the unlock/lock function (AE, Series 6 & 8)

Related topics

Related topics

The options are:

How to access the Fund return import:

The options are:

Troubleshooting an imported SMSF annual return

How to import into an Income Tax Return

How to run an Integrity Check:

Index Check

Name Text Validity

Related topics

Related topics

Related topics

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