Corporate insolvency case management software

If an error has occurred with a submission, you may fix the errors and resubmit the batch.

Note

Some submission errors will require you to submit a replacement batch. Search the full list of STP submission issues.

Also, if you have changed any of the coding on the employee entries that has been submitted on an STP batch, you will need to resubmit the data with a new STP batch.

Navigate to the batch and click “Resubmit“.

Note

Do not submit an earlier batch if you have already submitted a later batch. Each submission contains the year-to-date figures and will pick up earlier batches.

Resubmitting

In some cases, for example where a submission has failed due to permissions, STP events may not be resubmitted as the ATO has already recorded the receipt of a failed message. In these cases you can generate a ‘Current Year Update’ to resubmit all data for the current year.

Flag as do not submit

If the ATO will not accept a batch that has previously been submitted in error (and you need to create a new submission) then you mark the submission having an error as “Flag as do not submit” using the right-click option on the STP batch submission register.

Once you have progressed through the previous stages:

Inputs | Validation | Schema Validation

You may now submit the payload to the ATO.

1. Click “Next” from the STP > Schema Validation tab

   The wizard progresses to the “Response Summary” tab and the Authorisation pop-up form appears.

   

2. Tick the declaration box and click “Submit Now”
   The payload is now submitted to the ATO.

A response may not be received for between 5 minutes and 24 hours. To keep a track of your STP submissions see Home Page Monitoring of STP batches.

Notes: When you submit a batch you’re submitting the year-to-date figures. If you submit an earlier batch you may be updating the YTD and excluding later transactions. Check the reported generated with the submission for details of what has been submitted. If you submit an earlier batch, either resubmit your latest batch, perform a Current Year Submit or a if this is the Final submission a full year submit

Following the Input step, data will be pre-validated before submission to the ATO:

Double click on the Employee to edit any details prior to submission.

Employee Validation

The employee validation includes:

Declaration Date:

The date the employer receives the tax file number declaration needs to be entered in order to submit STP unless you have already sent in and completed the paper based tax file number declaration form.

Employee State (in Address):

The STATE needs to matched to the expected list of known value of Australian States AAT|ACT|NSW|NT|QLD|SA|TAS|VIC.

The ATO rule states ​that if the country is not Australia then state and post code must be blank.

Employee Country (in Address);

The application uses a list of country codes as required for validation by external systems:

– employee STP outputs

It is important the Country name be entered in full exactly as it appears in the list below to resolve a match to the code.

List of Country Codes

Tax file number

You generally would have entered a valid TFN for an employee if you’re expecting to make payments.

Note: You may enter the TFN for the employee on the import spreadsheet.

Employee Phone and Email: If entered this is supplied to the ATO.

Input Validation

ABN: The job’s ABN needs to pass the validation algorithm.

Payment date: The pay date needs to be in the current financial year.

Supplier Phone: The current user PHONE number specified in their user record.

Supplier Email: The current user needs a EMAIL number specified in their user record.

Schema Validation

This step confirms that the XML produced by the software adheres to a the correct structure and each data field is in the correct format. The schema document for comparison is located in the “\\Merge Template\Schema\ATO” directory. These files will need to exist:

To submit a STP batch double-click on the Batch:

The STP Submission Form appears.

Confirm the input information:

Select test case: Test Submit (This option is only available for administrators, and is only accepted with ABN numbers reserved by the ATO for testing ..eg the one listed above)
Lodging as intermediary: “False”
This option is much like how a tax agent will submit returns on behalf of other entities. Selecting “True” and specifying your Practice’s ABN depends on whether you want to access your submissions from a central online business portal (for your practice) or you have separate access to a portal response for the job you’re submitting the data for. You don’t need a separate registration to receive response messages as these will come back via this submission process.
Date of Payment: will be the batch date, ensure the payments to employees have the same date as the payment date.
Payroll period: Defaults from the Pay Wages entry or the date of employee dividends. Some entries will not have a payroll period so you will need to enter it.
Final pay event for the financial year: Set this to true if you know this is the last STP submission. If you have some employees having a final payment and some expecting more payments, you will need to split the batch or just submit an non-final submission by setting this option to “False”.

If you are transitioning between job types you will need to do a Final Full Submission for the current CAC (eg VA). Future submissions for the new job type (eg CVL) will be submitted under the new CAC.

You need to submit STP on the pay date (which would be the same day as the payroll or the next day depending upon when a funds transfer is made payable to the employees). See ATO guidelines.

Submission

The STP submission process follows the following steps:

1. Entering Data Inputs
2. Data Validation and Schema Validation
3. Submitting the STP Batch
4. Responses and Resubmission
5. Batch Reports
6. Batch Totals

hen entering payroll transactions, the system will pickup the following transactions for STP submission:

• Pay Wages
• Employee Dividends
• Ad hoc entries allocated to employees that have been added to a batch

  If an entry is allocated to an employee the system automatically recognises the entry as requiring STP submission.

STP Batches

STP transactions are added to payroll batches and become available for STP submission. (Note: you may also process a “Current Year Submit”, “full year submit” or “Prior Year Update” which will pick up entries that are not in a batch).

Single Touch Payroll submission process

Once you have posted a STP payroll batch, you will be able to submit the STP payload directly to the ATO from your desktop software.

First time validation

Before a registered user can enter a time entry, the following set up needs to be completed:

• The user need to have Time keeping access
• An Employee position assigned to user
• At least one position(s) assigned to the user needs to have rates set

  

Other validation with time entries

When entering time on a date, the following validation may occur if all settings are not set in a logical way, for example:

• “There are no rates for [schedule name] on [date of entry]
  If a job has been allocated a rate schedule and there isn’t any rates set for the date of the entry

  

  If you enter the rate calculation date, the software will display the rates that apply at the date of the entry.

What is non-chargeable or Internal time?

Non-chargeable time for example includes:

• Leave
• Business Development
• Training
• HR issues
• Internal IT issues
• Sales

How do you enter Internal time?

To enter time you need to assign the Job to the practice. The practice category list will be set to the “Internal time” category. The screen shot shows the allocation to the job and the available categories.

How do you setup Internal time?

Non-chargeable time is coded to a practice. The following steps explain how you configure the practice for internal time entries.

To set up Internal time categories for a job :

1. Navigate to the practice job

   The inactive job search filter should be applied:

   

2. Click on the job

   The job displays.

3. Navigate to Setup and click the Categories tab

   

4. Select the Internal Category

   From the Task Categories select the Internal category and click “Add to Timekeeping“.

   

   You are now set up to add internal time.

Entering Disbursements

Disbursements are entered by navigating to the Time Review > “Disbursements” page.

Note

You need “Timekeeper admin” access to enter disbursements.

Add a disbursement

To add a disbursement click on the + Add button:

To exclude a job from time entry, enter an end date for a job.

The screen shot shows an end date entered to in the desktop software:

The time entry page

Enter time by selecting the “Time Entry” from the LHS menu,

The time entry page displays:

Entering time

To enter a new time entry, click “+ Time” or click the favourites icon.

The time entry drawer slides out.

Note

Specialized entry screens are designed for add time entries using a mobile phone.

Selecting a Job

to enter time against a job you need to have categories selected for jobs. See setting job categories.

Selecting a category

The category lookup shows the first and second level time categories. Start typing to look up your category.  The look will find any string of characters within both levels of category.

To find the correct category, you type the category in the “Category” lookup. The auto type feature finds the category you are looking for.

In example 1, we type “Ass” and the look up populates all available asset categories:

In example 2, by typing “Debt” the auto-type feature displays all available sub-categories meeting the criteria:

You may also add to the list of default categories provided.
See: Entering and configuring categories

Suggested notes

The suggested notes default from the 3rd level category, defined in the category set up. Once you select a default note you may edit the notes with your own text.

Selecting rates

Rates are determined by the current user, the positions a user has been assigned to and the rates set for those permissions.

When you logon the site directs you to the dashboard. A different dashboard displays depending upon your user profile.

The main part of the dashboard include

• User summary
• Recovery analysis
• Budget analysis
• WIP Churn

User Summary

The user summary shows your total hours over a 12 month period and some summary statistics. From here you can shortcut to time entry or review what you have entered recently.

Recovery

Recoverability shows the value of the time you have entered compared to the value that can be billed as a percentage.

Budget Analysis

The budget dashboard shows a comparison of total WIP vs Budgeted time.

WIP Churn

Helps you assess the total amount of time “on the clock” and compare the total against the new time posted for a period, the time invoiced, the time written off. This gives you an overview picture of time as an asset and how it is converted into invoices.

Filters

You may apply filters to dashboard views, so you can see totals and performance of managers and appointees.

WIP Churn

The WIP Churn helps you assess the total amount of time “on the clock” and compare the total against the new time posted for a period, the time invoiced, the time written off.  “On the clock” time is the WIP stock figure comprising of previously posted time remaining unbilled.

The Churn report gives you an overview of time as an “asset” and indicates what may be potentially converted into invoices.

View the WIP Churn report on the Dashboard.  Each month for the last 6 months shows the progression of WIP.

To view a detailed data list for the monthly WIP movements, click on the month and the grid below the graph populates with the underlying data:

Export

Use the “Export” button to output a spreadsheet of the WIP data as displayed above.

The main parts of the Timekeeping system include

• Dashboard
  Time entry
  Time review
  Summary (by week)
  By Job
  By Employee
  Detail
  Disbursements
  Invoices
  Posting entries
  Rate maintenance entry
  Category maintenance entry
  Importing Data
  Activity reports
  Task Area reports
  Job set up
  Budgets
  Recovable time
  Reports