How to access the Control Record:

1. Click Utilities > Control Record.

2. If used, the Enter Master Password screen will be displayed. Type in the master password and click [Enter].

3. The Control Record, General Details is displayed.

In order for you to be able to manage certain processes and complete and validate income tax returns you must set up the Control Record correctly.

The Control Record contains important information which is common to all tax returns. It also allows you to set procedural defaults that apply to the whole practice.

The information required to ensure the smooth running of the Tax Ledger is to be entered under the relevant Tab card. Without this information, tax returns will not be validated for ELS lodgment and other functions will not be able to be performed.

For each of the Control Record tabs click the links:

• General - This tab contains the main contact details for the practice. Some of these details are required for income tax returns or their accompanying lodged schedules and some of them are used in reporting and letter writing.

• Lodgment  - The Lodgment Tab contains details of the Primary ELS lodging agent. This is the default Agent.

• Defaults - These are the Tax Ledger operating defaults. When any one of these Defaults is initiated or changed, it will be necessary to close Tax and re-open the Ledger for the change to take place.

• Security - Security offers two functions:

• Password: This feature allows you to change or remove the Master Password that prevents certain functions from being accessed by all users below the rank of Administrator.

• Return Security: This feature, when activated, allows you to nominate which users (employees) may open a particular tax return, thus locking the return from other than authorised users.

• Addresses - The various Practice addresses are stored in the Control Record. The Postal Address is the address for Service of Notices. This is the address that defaults to the front cover Current postal address for all return types other than those that have a specific Agent nominated in the Staff tab of the Return Properties for any return. These addresses may also be used in Letters and reports.

• Names/Audit - Both the Agent and the Agent's contact names are stored in the Control Record.

• Banking - The Practice Banking Details, BSB Account Number and Account Name are recorded here. Where the Agent is receiving taxpayer's refunds into a Trust Account, the bank details may be defaulted to the EFT fields of any applicable return or standalone form that offers EFT facilities.

• (AE) RapidTax - this is a basic shortcut menu that allows limited access to return preparation workflows. Rapid Tax is suitable for those users who do not require access to all aspects of the Tax Ledger.

• Correspondence Preference form CP - The Correspondence Preferences set up in the Control Record when lodged advise the ATO which particular correspondence types should be sent to the taxpayer and which to the Agent. Once these preferences have been set in the Control Record and Lodged with the ATO, a mirror image is defaulted to the CP Preferences tab in the Return Properties of each return.

• Back to Setting up Tax

General

For the General details for the practice click Utilities > Control Record > General Tab.

Practice Name: This is the name which defaults to the Agent's Declaration in the various return types and in letters used by the practice.

ACN/ARBN: This is the Australian Company Number (ACN) or Australian Registered Business Number (ARBN) of the Practice, if applicable.

ABN: This is the Australian Business Number (ABN). You are warned if an invalid number is entered.

Div: This is optional.

Phone number: This is the contact used as a default for the Agent and Agent's contact. Do not type brackets around the Area Code.

Fax number: This is not used in the preparation of most returns. It can be used for letter writing purposes.

Mobile: This allows for up to 20 digits to be entered.

E-mail: The internet e-mail address of the practice.

Postal Address: This is the default address for the Service of Notices. This is the postal address as entered on the Control Record Addresses tab.

Back to Setting up your Control Record Properties

Lodgment

For the Lodgment details for the practice click Utilities > Control Record > Lodgment tab.

This tab relates to standard Practice information concerned with the lodgment via ELS of income tax returns including the method for monitoring the lodgment of returns.

Agent name: This is the default agent for the practice as entered on the Names tab. Where the practice has more than one agent, additional agents are added via Maintenance > Agents.

Contact name: This is the default Contact for the practice name as entered on the Names tab. Where the practice has more than one Contact, additional Contacts are added via Maintenance > Contacts.

Agent reference number: This is the Tax Agent Registration number provided by the ATO to the authorised Agent who is the default lodging agent for the practice. You must provide the ELS information for this agent by clicking Utilities > Lodgment Setup.

ATO office: This is the ATO branch at which the Practice normally lodges its returns. Click [F10] for the dropdown list of National ATO branches or type the valid three character abbreviation if known, for example, SYD for Sydney.

Prior Year Office: Refers to the ATO where the previous year's returns were lodged. Click [F10] for the dropdown list of National ATO branches or type the valid three character abbreviation if known.

Monitor Lodgment:

• (AE) This field establishes the method by which the practice tracks the progress of income tax return and ELS lodged schedules associated with them. 'S' indicates Simple Lodgment Control is in use, 'L' indicates that the practice uses status levels designed to meet their needs to track progress, and 'T' indicates the practice uses the Tax Tracking application to monitor lodgment. Refer to Lodgment Monitoring.

• (AO/Series 6 & 8) Monitor Lodgment: S indicates Simple Lodgment Monitoring. This is an 8 step lodgment program which manages the status of a return from not started through to receiving the Notice of Assessment.

Step to set lodged forms to: For Accountants Enterprise practices using Tax Tracking to monitor the lodgment of returns the Step selected here is automatically applied at the completion of a lodgment session to all successfully lodged returns. The Step may be changed at the beginning of a lodgment session. At all times the Step selected should have the appropriate state, that is ‘lodged’.

Back to Setting up your Control Record Properties

For details on Status levels refer to Main Return Types

Defaults

For the Defaults for the practice click Utilities > Control Record > Defaults Tab.

These Defaults consist of checkboxes to set the practice defaults for integration, data entry functions, PDF document policy and the SQL database password and the Starting invoice number.

How to access the Defaults established for the practice:

1. Click Utilities > Control Record.

2. (AE/Series 6 & 8 & 8) If used, type the Master Password and click [Enter].

3. Open the Defaults Tab.

Integration Defaults

Accountants Enterprise only

Integration defaults do not apply to Practice Manager users.

The defaults control integration between tax returns and client information.

Edit names and addresses within Schedules: Tick this option to make client names and addresses directly editable in forms and schedules. Changes entered in a form will take effect on the form itself and, will update the integrated name and address store if any.

When this option is disabled changes to names and addresses are done in either the Select Names for Contact checkbox or the Name and Address Organiser.

Client codes required: Tick this option to ensure every return prepared includes a client code. This will allow you to use the Select Returns by Client option successfully. Refer to Select Returns by Client.

Practice Management Accounting (PMA): Client codes are mandatory in PMA so this option does not appear if you are a PMA user.

Store new names and addresses in CDS: When this checkbox is ticked, new names and addresses added in Tax will also be stored in CDS. If unticked, new names and addresses will only be stored locally.

Practice Defaults

(AE/AO) Access Returns via TFN: Tick this option to display returns in TFN order. Otherwise they will be listed in Return Code order.

(AE) Select Returns by Client: Tick this option to enable the list of returns to be restricted to a single client. You must restart Tax for this change to take effect. All the returns billed to the client being processed when you restarted Tax are displayed. To select the returns for another client, click the Person icon on the right of the toolbar.

(AE) To display all returns for the practice again open the Control Record and untick Select Returns by Client and restart Tax.

'I' on Front Covers (else 'We'): If yours is a single agent practice tick this checkbox to print 'I' on the front cover. If this checkbox is unticked 'We' is printed.

Mandatory Audit only: If selected, only modifications to a return after it has been lodged will be reported on the audit trail. Otherwise, all schedule modifications and similar edits will be logged.

(AE) Enable Name and Address Organiser:

Enable Name and Address Organiser does not apply to Practice Manager users.

The Name and Address Organiser is a data entry template which ensures that the data entered through it conforms to ATO standards. The Name and Address Organiser also provides a range of options regarding name and address maintenance and storage.

The Name and Address Organiser is disabled by default on installation. When it is disabled clicking [F10] in a name or address field in a return displays the CDS Select Names for Contact box. CDS name and address formats do not necessarily conform to ATO standards for electronic lodgment. The Name and Address Organiser is a data entry template which ensures that the data entered through it conforms to those standards. The Name and Address Organiser also provides a range of options regarding name and address maintenance and storage.

Schedule W mandatory for E-Lodgment: Agents who have been notified by the ATO of special reporting requirements with respect to work expenses claims must enable this option.

Add full stops to initials: Tick this option to have full stops automatically inserted between initials.

Completion code validation required: Tick this option to use Completion code security when outputting returns for lodgment from the Tag for Lodgment index.

With this option ticked the Tag for Lodgment Index

• only includes returns allocated a Completion Code following [F3] Validation,

• does not include the Select all button

• does not show the Comp column, and

• displays the Completion Code Validation window where you must enter the correct code when you select a return to be output for lodgment.

Enable one click estimate: Tick this option to bypass the Preview/Print screen when preparing an Estimate. The Estimate will be displayed on screen automatically and you may print a copy if required.

Enable Signature and Date blocks for Client Copy printing: Tick this checkbox to print a signature and date block in the header of each page of the Client Copy of the return, its schedules and worksheets to be signed by the taxpayer. This checkbox is optional. The ATO does not to require the signature and date.

Generate PDF defaults

Encrypt saved files: Select one of the options always, never or prompt, to establish the practice's policy for applying passwords to PDF files stored electronically either on a local drive or on a network, or sent via email. In Accountants Office, the encryption policy will be ‘prompt’, unless you change it. Refer to Tax Office Copy PDF Functionality and PDF Encryption .

Invoice Printing

Tax will sequentially number invoices for clients who are billed on signing the tax return and these fees later taken up by journal in the accounts.

Starting Invoice Number: When Tax is first set up enter the number at which invoices numbers are to begin. If Tax is set to generate invoice numbers, the (Starting Invoice Number + 1) appears on the printed invoice and the Control Record is updated.

When printing the invoice, if the number displayed is not correct, stop printing, edit the Starting Invoice Number in the Control Record to be the number you want to print less 1 then print again.

I want to use my own invoice numbers: If this checkbox is ticked you may manually control the invoice number at the time of printing a single invoice and the Control Record will not be updated. Refer to How to print an Invoice with returns or forms.

Non-SQL Tax Ledger

Accountants Enterprise only

This shows the path to your CFS files if required by Support.

SQL Database password

In Accountants Office, initially this field is blank. Users must enter the System Administrator password (sa password) in this field.

For AE/Series 6 & 8, this field must NOT be completed by clients using SQL MSDE. Users with SQL Express installed and who use an instance of SQL for Tax, must enter the System Administrator password (sa password) in this field.

Related topics

(AE/Series 6 & 8) MAS Integration

Tax Letters

(AE) Name and Address Organiser

Back to Setting up your Control Record Properties

Security

Password

When a Master Password has been set up, any user who is below Administrator level or does not have the right permissions will not be able to access certain functions on the Utilities menu.

If the Master Password is blank, then all users may access and edit all options on the Utilities Menu.

How to change, remove or reset the Master Password

1. Click Utilities > Control Record > Security tab.

2. If you are currently using a Master Password, type that password in the Old password field, otherwise to set a Master Password or change the existing password, tab to the next field.

3. To change an existing password, type a password in the New password field, or, if removing the existing password, tab to the next field leaving the New Password field blank.

4. If you have keyed a password in the New password field, retype that password in the Retype new password field, or, to have no Master Password, leave the field blank and tab to OK.

5. Click OK or press [F6] to close the Control Record.

Return Security

Returns prior to 2010, for the relevant security groups restrict access to these returns by deselecting the Allow option for the task permission Tax - Access Returns Prior 2010. With this setting deselected the Tax Year dropdown in the Tax Client Search and Workflow by Employee screens will not include years prior to 2010. Also the Tax returns tab in the client page will only show returns from 2010 and above.

In Accountants Enterprise, for Tax return security to work the employee code must match user account code in System Services.

To enable Return Security functionality you must first set up an Administrators Group. The employees in this group will have full access to all returns regardless of the security applied. Caution! Any employee can enable Return Security if they have sufficient security to access the Control Record and add themselves to the Administrators Group.

If other than an Administrator or a user who is not a member of the Administrators Group attempts to open Return Security, they will be required to enter a daily password. The daily password must be requested by the Administrator from MYOB Support.

A maximum of 6 Administrators is permitted. An error message will advise if an attempt is made to add the 7th member.

Refer to Setting up the Return Security Administrator’s Group and Applying Return Security.

Areas in Tax that are not be secured by this Security

Accountants Enterprise only

The What-if Calculator tax planning scenarios need to be restricted to employees by using Menu Level Security.

For Calculator What-if Scenarios only those employees with access will be able to Import data from a tax return to the What-if Calculator. However, once the return has been imported, unless the TFN and Name are changed any user who has access to the What-if Calculator will be able to view that Calculation scenario.

Back to Setting up your Control Record Properties

Setting up the Return Security Administrator’s Group

Return Security functionality aims to secure sensitive client tax information.

In Accountants Enterprise, return security in Tax requires the employee code to match the System Services user account code.

Returns prior to 2010 may be protected, for the relevant security groups restrict access to these returns by deselecting the Allow option for the task permission Tax - Access Returns Prior 2010. With this setting deselected the Tax Year dropdown in the Tax Client Search and Workflow by Employee screens will not include years prior to 2010. Also the Tax returns tab in the client page will only show returns from 2010 and above.

Before enabling Return Security functionality you must first set up an Administrators Group. The employees in this group will have full access to all returns regardless of the security applied.

How to setup Administrators Group (AE/Series 6 & 8 Tax)

1. Open the Tax Ledger for the required tax year.

2. Select Utilities > Control Record > Security tab.

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1. Click the Return Security button and tick the Return Security active checkbox.

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1. Click Add in the Return Security Admin screen to add an Administrator.

The list of employees is presented.

1. Select the relevant employee and press [Enter]. That employee's name will be shown on the screen.

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1. Click OK and you will be prompted by the message “By defining an admin team, only those employees will have access to this list. Continue?”

2. Click Yes to set Return Security to Active.

1. Open the Tax - Client Search page for the required tax year.

2. Select the Control Record hyperlink on the Tasks bar.

3. Open the Security tab.

Accessing Return Security

Any user who is not a member of the Administrators' group attempting to open list of employees in the group (i.e. select Control Record > Security > Return Security) requires the daily password. An Administrator needs to ring Support to request this.

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How to disable return security (AE/Series 6 & 8 Tax)

1. Select Utilities > Control Record > Security tab for the required income year.

2. Click the Return Security button and deselect the Return Security active checkbox.

3. Click OK to save the change.

1. Open the Tax - Client Search page for the required tax year.

2. Select the Control Record hyperlink on the Tasks bar.

3. Open the Security tab.

How to remove an Administrator (AE/Series 6 & 8 Tax)

1. Select Utilities > Control Record > Security tab for the required income year.

2. Click the Return Security button to display the list.

3. Highlight the entry and click Remove.

4. Click OK to save the change.

1. Open the Tax - Client Search page for the required tax year.

2. Select the Control Record hyperlink on the Tasks bar.

3. Open the Security tab.

Related topics

Applying Return Security

Back to Setting up your Control Record Properties

Addresses

For the Addresses for the practice click Utilities > Control Record > Addresses Tab.

The Practice Addresses records the address details for your practice. The Postal address and Previous Postal Address are used in the preparation of income tax returns when the lodging agent is the default agent for the practice. The Alternate Address is used for letter writing purposes.

The four line address format adopted by the Australian Government is used by the ATO and therefore applies to all Form types and is relevant to all return Addresses.