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Adhoc processing

What can I do if a document goes red? Can I manually allocate a document to a client?

You may need to use Adhoc processing in several situations:

  • Identification details such as TFN or ABN cannot be found on the document to link it to the client (for example, an ATO tax receipt).

  • The document has no OCR layer, such as a scanned paper document saved as a PDF without text recognition, preventing SmartDocs from reading or matching it.

  • A processing error occurs because required HubData fields are missing (for example, TFN, ABN or Client Code).

📌Note: You should permanently correct missing TFN, ABN or Client Code data in your Practice Management System before your next data refresh. This prevents the need to repeatedly Adhoc the same clients. Take note of the affected client before running the Adhoc process so you can update their data later.

⚠️Important: If you AdHoc a document for a client because their TFN is missing and the delivery method for the client is NoPIN, the TFN will NOT be redacted when the document is emailed.

What is Optical Character Recognition (OCR)?

OCR converts an image of text into machine‑readable text. For example, when you scan a document, the computer saves it as a PDF. Adhoc filing allows you to continue processing documents that could not be completed automatically for the reasons above.

Steps to Adhoc a document

To Adhoc a document, drag and drop the document into ATO SmartDocs. You can also Adhoc a document that already failed during standard processing.

  1. Click the blue Adhoc filing icon on the right-hand side of the document.

  2. The Adhoc processing dialog box appears. If you previously attempted to process this document, SmartDocs automatically selects the Document Profile. If not, choose the appropriate Document Profile from the dropdown list.

  3. A preview of the document appears on the left so you can refer to it while completing the required fields on the right.

  4. Document Name – [Type] is shown only if the Rename Type option is enabled in the Document Profile. Changing this name overrides the default filename for this instance.

  5. Select the applicable Financial Year from the dropdown list. The current year displays by default.

  6. Search for the client by typing their name, Client Code or surname. SmartDocs displays matching results in a dropdown list. Ensure you select the correct client.

  7. Once all required fields are complete, click Submit.

The document is now processed.

Please note that Adhoc processing is a helpful short‑term solution but should not replace automated processing. It does not fix the underlying data issue and introduces the risk of human error if the wrong client, profile or financial year is selected. If SmartDocs displays an error it is recommended that you address the error in your Practice Management/Tax system to prevent repeated failures.

⚠️Warning: Ensure you select the correct client when using the Adhoc feature as once you send the document, you will only be able to remove the document, if incorrect, if you are using the Vault.

⚠️Important: If you are Adhoc‑processing an NOA, ensure the Assessed Amount value is correct. Enter a minus sign before the amount when the NOA is a refund. For payable NOAs, enter the amount without a minus sign.

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