For the Defaults for the practice click Utilities > Control Record > Defaults Tab.
These Defaults consist of checkboxes to set the practice defaults for integration, data entry functions, PDF document policy and the SQL database password and the Starting invoice number.
Click Utilities > Control Record.
(AE/Series 6 & 8 & 8) If used, type the Master Password and click [Enter].
Open the Defaults Tab.
Accountants Enterprise only
Integration defaults do not apply to Practice Manager users.
The defaults control integration between tax returns and client information.
Edit names and addresses within Schedules: Tick this option to make client names and addresses directly editable in forms and schedules. Changes entered in a form will take effect on the form itself and, will update the integrated name and address store if any.
When this option is disabled changes to names and addresses are done in either the Select Names for Contact checkbox or the Name and Address Organiser.
Client codes required: Tick this option to ensure every return prepared includes a client code. This will allow you to use the Select Returns by Client option successfully. Refer to Select Returns by Client.
Practice Management Accounting (PMA): Client codes are mandatory in PMA so this option does not appear if you are a PMA user.
Store new names and addresses in CDS: When this checkbox is ticked, new names and addresses added in Tax will also be stored in CDS. If unticked, new names and addresses will only be stored locally.
(AE/AO) Access Returns via TFN: Tick this option to display returns in TFN order. Otherwise they will be listed in Return Code order.
(AE) Select Returns by Client: Tick this option to enable the list of returns to be restricted to a single client. You must restart Tax for this change to take effect. All the returns billed to the client being processed when you restarted Tax are displayed. To select the returns for another client, click the Person icon on the right of the toolbar.
(AE) To display all returns for the practice again open the Control Record and untick Select Returns by Client and restart Tax.
'I' on Front Covers (else 'We'): If yours is a single agent practice tick this checkbox to print 'I' on the front cover. If this checkbox is unticked 'We' is printed.
Long Tax File Number: Long tax file numbers provide flexibility for larger clients who may have multiple returns with the same tax file numbers, for example, Trust estates (Deceased) work is undertaken for a series of years in the one financial year and to identify the different return an additional digit is added.
Mandatory Audit only: If selected, only modifications to a return after it has been lodged will be reported on the audit trail. Otherwise, all schedule modifications and similar edits will be logged.
Ticking this checkbox, will not remove entries added to the audit trail previously.
(AE) Enable Name and Address Organiser:
Enable Name and Address Organiser does not apply to Practice Manager users.
The Name and Address Organiser is a data entry template which ensures that the data entered through it conforms to ATO standards. The Name and Address Organiser also provides a range of options regarding name and address maintenance and storage.
The Name and Address Organiser is disabled by default on installation. When it is disabled clicking [F10] in a name or address field in a return displays the CDS Select Names for Contact box. CDS name and address formats do not necessarily conform to ATO standards for electronic lodgment. The Name and Address Organiser is a data entry template which ensures that the data entered through it conforms to those standards. The Name and Address Organiser also provides a range of options regarding name and address maintenance and storage.
Add full stops to initials: Tick this option to have full stops automatically inserted between initials.
Completion code validation required: Tick this option to use Completion code security when outputting returns for lodgment from the Tag for Lodgment index.
With this option ticked the Tag for Lodgment Index
only includes returns allocated a Completion Code following [F3] Validation,
does not include the Select all button
does not show the Comp column, and
displays the Completion Code Validation window where you must enter the correct code when you select a return to be output for lodgment.
The Completion code is printed in the footer of the return unless it has been suppressed. If you use Completion code security, you should NOT suppress the printing of this information in the footer of the return. Refer to Attributes tab.
Enable one click estimate: Tick this option to bypass the Preview/Print screen when preparing an Estimate. The Estimate will be displayed on screen automatically and you may print a copy if required.
Enable Signature and Date blocks for Client Copy printing: Tick this checkbox to print a signature and date block in the header of each page of the Client Copy of the return, its schedules and worksheets to be signed by the taxpayer. This checkbox is optional. The ATO does not to require the signature and date.
The Facsimile copy, that is only required to be printed when you are lodging a paper return because you are not able lodge the return electronically, will not contain a signature and date block under any circumstances.
Tag and Lodge by Agent: Tick this checkbox to enable Tax to lodge by selected agent in the Tag. For further details you should refer to the topic Lodgment status 2019.
Generate PDF defaults
Encrypt saved files: Select one of the options always, never or prompt, to establish the practice's policy for applying passwords to PDF files stored electronically either on a local drive or on a network, or sent via email. In Accountants Office, the encryption policy will be ‘prompt’, unless you change it. Refer to Tax Office Copy PDF Functionality and PDF Encryption.
Tax will sequentially number invoices for clients who are billed on signing the tax return and these fees later taken up by journal in the accounts.
To have Tax generate invoice numbers automatically, deselect the I want to use my own invoice numbers checkbox.
Starting Invoice Number: When Tax is first set up enter the number at which invoices numbers are to begin. If Tax is set to generate invoice numbers, the (Starting Invoice Number + 1) appears on the printed invoice and the Control Record is updated.
Selecting to print invoices increments the invoice number regardless of whether it is quoted on the selected layout but if you only Preview the invoice to screen the invoice number will not be incremented.
When printing the invoice, if the number displayed is not correct, stop printing, edit the Starting Invoice Number in the Control Record to be the number you want to print less 1 then print again.
I want to use my own invoice numbers: If this checkbox is ticked you may manually control the invoice number at the time of printing a single invoice and the Control Record will not be updated. Refer to Printing Returns.
Using either numbering method, the Return Properties Invoice tab shows the details of the last invoice printed with a return or form for the client.
Non-SQL Tax Ledger
Accountants Enterprise only
This shows the path to your CFS files if required by Support.
SQL Database password
In Accountants Office, initially this field is blank. Users must enter the System Administrator password (sa password) in this field.
For AE/Series 6 & 8, this field must NOT be completed by clients using SQL MSDE. Users with SQL Express installed and who use an instance of SQL for Tax, must enter the System Administrator password (sa password) in this field.
IMPORTANT: If you are unsure of this password or where to locate it, contact your IT administrator. You must click [Enter] to save changes to the password.