We have spoken to the ATO a number of times in relation to adding a flag in the ATO API, so that the system can identify restricted clients and if the firm does not want these documents being processed in ATO SmartDocs, they won't be imported in. Unfortunately, the ATO has not given us any indication that they will be adding this flag, and therefore, we have developed a new module to cater for this.
A Restricted Client List that allows the firm to enter the details of their restricted clients is available within ATO SmartDocs.
Due to the sensitivity of these documents, we will require an email from a Partner\Director of your firm advising who should have access to this area. Please email [email protected] with your request.
Please note that only user logins with Administrator roles can be given this access. Super Users and Users cannot have access to the Restricted Client function due to already having restricted roles within Smartdocs.
Once this has feature has been enabled for a user, the User will need to log out, and then back in again to see the menu.
Follow the steps below to Add/Edit in the Restricted Client List:
Select Setup > ATO SmartDocs
Click the Add button in the top right of the screen
Type in the client's name in the Name box, if the client is in your HubData, the system will auto-complete this for you, based on information from your HubData. If the client is not in your HubData the Name, ABN & TFN can be manually entered.
Click Submit to Add the client to the Restricted Client List.
The data in the restricted list is not linked to HubData or any other source. The only way data in the restricted list changes, is if the changes are manually made through the Restricted Client List.
Please note the following important points:
Once a document has been imported, it cannot be restricted.
Once a document has been restricted, it cannot be restored - we delete the file.
To be removed, a document on the ‘Import from ATO’ list simply needs to match a restricted client based on:
A perfect match to a restricted client’s ABN.
A perfect match to a restricted client’s TFN.
It does not need to match both the ABN & TFN.
The Audit records minimal information to keep certain information private.
Example Audit when user access to manage restricted clients changes:
Example when users are added/edited/removed from the restricted clients list:
Example when documents are restricted:
