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.
OCR (Optical Character Recognition) 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.
To Adhoc a document, drag and drop the document into ATO SmartDocs. You can also Adhoc a document that already failed during standard processing.
Click the blue Adhoc filing icon on the right-hand side of the document.
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.
A preview of the document appears on the left so you can refer to it while completing the required fields on the right.
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.
Select the applicable Financial Year from the dropdown list. The current year displays by default.
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.
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, address that error in your Practice Management/Tax system to prevent repeated failures. If you Adhoc a document incorrectly, you must delete it, reprocess it and then Adhoc it again.
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.