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Lodgment Monitoring

Lodgment Monitoring refers to the process of tracking the progress of preparing and lodging returns.

(AE) Methods of lodgment monitoring include Simple Lodgment Control, Monitor using Status Levels (L) and Monitor using Tax Tracking (T).

Simple Lodgment Control (S)

Simple Lodgment Control recognises 8 steps and automatically applies three stages in the life of the return:

  • Not lodged

  • Sent for signature

  • Lodged

The default stage for each return is not lodged. The default code is displayed in the Status column of the Return index for every return until the status is updated.

(AO, Series 6 & 8) The Simple Lodgment Control method is used for all forms and income tax returns.

Monitor using Status Levels (L) (AE)

Status levels are any number of steps or stages designated by the Practice to monitor the progress of a main return from the start of the tax year until the end of the tax year. Refer to Status Level Index.

To update the return status click Lodgment > Update. The status level details for a return include:

  • the current status and description,

  • the date the current status was attained,

  • whether the return is considered lodged or not

  • the date lodged if applicable. This date will appear on the relevant Lodgment Report.

To establish the index click Maintenance > Status Levels. There is no limit to the number of status levels that can be established but for convenience and reporting simplicity the number should be kept to a reasonable minimum. The status level code is a one character alphanumeric field and the description associated with it can be up to 30 characters, for example, 'Assessment Received' or 'Objection Lodged', etc.

If this option is selected, the Status column at the Return index is blank until such time as the Update function is performed to set the status level.

Monitor Using Tax Tracking (T) (AE)

Tax Tracking is a sub-module used to monitor the progress of a tax return as it proceeds through the workflow to lodgment and beyond. This method can be used for many other purposes, among them keeping track of tax assessments and instalments of tax payable.

Tax Tracking is able to report on the history of a particular date and event, that is when and where a step took place, for example:

  • tax instalment details and reports can be generated to remind you what instalments are due and on what date.

  • where a practice requires reporting of ATO objections and appeals, this information can be accessed by date.

  • monitoring Annual Returns, Company Tax Instalments, Fringe Benefit Tax, Land Tax returns, Quarterly PAYG Tax Instalments, etc.

All events and steps must be defined. An event is best described as a stage the work for a taxpayer has reached, for example TAX or LAND could be Event Codes, whereas steps are stages of work for that particular event, for example specifying steps of payment. If you elect to use Tax Tracking, there is no need to perform this function from Lodgment > Update.

In order to update the Lodged state, an event called 'Tax' must be established in Tax Tracking. It is recommended that after the year-end routines are performed in Tax, the Tax Tracking event code 'Tax' is edited to an historic code, for example 'TAX10', to maintain the 2010 step history. A new Tax Tracking event code 'Tax' should then be established for the current year.

Important: Changing the Method of Monitoring (AE)

The way lodgment of returns is monitored can always be changed but it is recommended that this type of change be carried out at the start of a financial year.

When the method of monitoring is changed, you must remember to review the status of the returns after the change.

In other words, if a return is flagged as `lodged' under the first method (Simple Lodgment Control), it must be updated to a lodged level appropriate to the new method. This procedure may be done singly or for a range of returns.

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