eFiling in TaxWare - CaseWare Africa · 11. Please keep the login key save, you will use this new login key when using eFiling within the TaxWare application (See the “Send and

eFiling in TaxWare

Index 1. Objective of this manual ........................................................................................................ 3

2. What is eFiling and how does it work in TaxWare? ................................................................ 3

2.1. Why use TaxWare? ............................................................................................................................................ 3

3. Activation of eFiling on TaxWare ........................................................................................... 3

3.1. Steps to activate TaxWare to be able to sync with SARS eFiling ....................................................................... 3

4. eFiling Functionality in TaxWare ............................................................................................ 5

4.1. Inbox .................................................................................................................................................................. 6 4.2. Outbox ............................................................................................................................................................... 7 4.3. Sent Items .......................................................................................................................................................... 8 4.4. eFiling activities in TaxWare .............................................................................................................................. 8

5. Taxpayer Registration ............................................................................................................ 9

5.1. Single Registration ............................................................................................................................................. 9 Bulk Registration .......................................................................................................................................................... 11

6. Requesting provisional tax returns from SARS through TaxWare ......................................... 15

7. Submission of provisional tax returns .................................................................................. 17

7.1. Single submission ............................................................................................................................................. 17 7.2. Bulk submission of provisional tax returns ...................................................................................................... 17

8. Reporting on eFiling activities .............................................................................................. 18

1. Objective of this manual By examining the content herein,, TaxWare users will know how to:

• Activate eFiling through TaxWare • Understand the components that will be used in TaxWare for eFiling • Register Taxpayers for eFiling • Request provisional tax returns from SARS • Submit provisional tax returns through eFiling • Setup and view eFiling reports in TaxWare

2. What is eFiling and how does it work in TaxWare? SARS eFiling is a free, simple and secure way of interacting with SARS from the comfort of your home or office. TaxWare has been approved as an Independent Software Vendor (ISV) by SARS, allowing users to register taxpayers and submit provisional tax returns (at this moment) through TaxWare to SARS.

2.1. Why use TaxWare?

Tax practitioners can now use TaxWare from their desktop to manage their clients’ eFiling engagements with SARS quickly, easily and conveniently, without using the SARS e-Filing Website. TaxWare will handle all processing in terms of capturing in information required to register a Taxpayer as an eFiler and the preparation of all provisional tax returns. Please see the sections on registering a Taxpayer as an eFiler and processing provisional tax returns below.

3. Activation of eFiling on TaxWare

3.1. Steps to activate TaxWare to be able to sync with SARS eFiling 1. Navigate to www.sarseFiling.co.za through your web browser. 2. Login to SARS eFiling by clicking on the following button:

3. Enter your tax practitioner user name and password.

4. Once you are on the SARS eFiling Tax Practitioners home page, click on the ‘Organizations’ menu item.

This will open the ‘Organizations’ page.

5. On the ‘Organizations’ page you’ll see menu items on the left. 6. Click ‘ISV Activation’ menu item which is located under the category ‘Organisations’.

7. This will open up the ISV Activation page. 8. On this page you will be able to generate a login key for the software that you are using. You

must choose your software application from the ‘ISV Application’ dropdown list.

9. Once you’ve done this, click on the ‘Activate’ button directly below the Login Key. The login key that was displayed on this page will now become your login key when using TaxWare to send and receive data to and from the SARS eFiling website.

10. Please note once the Login key is activated, no ‘activate’ button will appear on this screen.

11. Please keep the login key save, you will use this new login key when using eFiling within the TaxWare application (See the “Send and Receive” process for further information)

4. eFiling Functionality in TaxWare Once you have registered for eFiling, you need to open up TaxWare. The following can be found in your left hand pane in the Practice view:

4.1. Inbox

Any response from SARS on Provisional Tax Returns submitted through TaxWare eFiling will be allocated to the inbox. From the above print screen, there are three types of items that will be allocated to the Inbox:

• Taxpayer Errors • If you attempt to register a Taxpayer as an eFiler and this attempt is unsuccessful, SARS

will respond into this category. • Provisionals Received • A successful registration attempt will result in the provisional being issued by SARS into

this category. • Provisionals Errors • Any queries / errors that SARS may have regarding a particular Taxpayer’s provisional

return will be allocated to this category. Taxpayer Errors and Provisional Errors in the Inbox can be cleared by right click and choosing “Close Selected Items”.

No records are removed from your TaxWare data when doing this; it simply clears the error from the list in the inbox. If you want to retrieve the information again after you deleted it, you can use the taxpayer submission events report for this.

Provisionals Received in the Inbox cannot be cleared, so that TaxWare can keep this important provisional tax return history. However, if the list is getting bigger and difficult to manage, you can use built in filters on the screen for easy tracking and retrieval of information.

4.2. Outbox

Items that have been queued for submission but have not yet been sent to SARS will appear in the Outbox. These can relate to:

• The registration of taxpayers on SARS eFiling (through TaxWare) • The submission of provisional tax returns to SARS eFiling (through TaxWare)

Items can be removed from the Queue by right clicking and choosing the “Undo Submission” option.

This will remove the record from the “Outbox” and it will change the Taxpayer’s eFiling status on Taxpayer setup screen back to “Not Registered” (See the “Taxpayer Registration” process for further information)

4.3. Sent Items

Items that have been sent to SARS but with no response yet, will show in this folder. Again, these can relate to:

• The registration of taxpayers on SARS eFiling (through TaxWare) • The submission of provisional tax returns to SARS eFiling (through TaxWare).

Once these items have been sent to SARS, it cannot be cleared or removed. Completed items

These lists will show you:

• Which taxpayers have been successfully registered as eFilers on the SARS eFiling website.

• Provisional tax returns that have been successfully submitted to SARS eFiling through TaxWare.

4.4. eFiling activities in TaxWare

The following activities relating to eFiling can be done through TaxWare without directly accessing the SARS eFiling website:

• Register taxpayers as eFilers • Submit provisional tax returns to SARS

A prerequisite of using TaxWare eFiling is that the practice detail setup in TaxWare should be accurate. You can edit this information from the “Practice” icon

5. Taxpayer Registration Registering a taxpayer on eFiling through TaxWare, can be done in two ways:

• One by one (single registration) • A number of taxpayers simultaneously (bulk registration)

5.1. Single Registration

To register a single taxpayer as an eFiler, the user needs to access eFiling on the Taxpayer Information screen by clicking on the eFiling tab

The screen will require 3 selections to be made:

1. Tax payer is a registered tax practitioner? Tick this option if the tax payer is a tax practitioner

2. Use practice phone numbers Select this option when you want SARS to use your firm’s phone number under the practice setup screen and not that of the taxpayer.

3. Use practice email address Select this option when you want SARS to use your firm’s address under the practice setup screen and not that of the taxpayer.

At the bottom of the screen, the eFiling status of the taxpayer will be available. All taxpayers that have not been registered on eFiling, will return a status of . To register the taxpayer on eFiling, certain taxpayer information is required to be captured in TaxWare. Required taxpayer information to be submitted to SARS includes, but is not limited to the following:

• Valid Taxpayer type • Valid Year-end • Valid Tax reference number • Valid Tax office • Valid Company registration number or ID number • Valid Contact details: • Title, first name and last name of an individual within an organisation or the individual

themselves • Telephone number • E-mail address • Postal / Physical address (including postal code) • Taxpayer must not be marked as SARS dormant

**These fields that must be updated are highlighted in yellow

When clicking on the button, TaxWare will display a message stating that the taxpayer has invalid details with the reason why it is invalid.

• Double clicking on each item will take the user to the field that is not complete or valid. • Once the required information has been entered into the relevant taxpayer information tab,

click on to close the invalid details screen.

• Click on to save the taxpayer information. • Navigate back to the eFiling tab on the Taxpayer information. • Click on the button again - if all required information has been completed, you will

receive the following confirmation screen:

• By clicking on the status of the taxpayer will change to Queued for Registration

and will be showing in the TaxWare eFiling Outbox.

Bulk Registration Bulk registration of taxpayers can be accomplished in minutes; from this the tax administrator immediately can see who has all the correct information and which taxpayers have missing required information.

• To simultaneously register a number of taxpayers as eFilers through TaxWare, navigate to Process | eFiling | Taxpayer Registration on the file menu as per the screen print below.

• The user will be guided by a wizard to facilitate the bulk registration of taxpayers as eFilers with SARS. During this process certain filters can be selected to specify criteria that should be

applicable to the taxpayers that the user would want to register for eFiling. By clicking on , the user will reach a screen where, based on the selected

filters and criteria, TaxWare will provide a list of valid taxpayers and invalid taxpayers for inclusion in the bulk registration process.

Valid Taxpayers Valid taxpayers are all of the taxpayers with all the required information completed

on TaxWare. The user can select the taxpayers that he would like to bulk register from this list by selecting the taxpayer in the selection box on the left side of the screen.

Click on and then on to start the registration process for all the

selected taxpayers.

Once the user has queued the taxpayer for registration the user will be able to see the status of the taxpayer on the taxpayer screen and on the eFiling Outbox (Taxpayers) view under Practice (See Outbox for explanation)

Invalid Taxpayers Invalid taxpayers are all the taxpayers that comply with the selected criteria, but who

does not have all the required information completed on TaxWare and is therefore considered to be invalid for registration purposes.

To determine what the incomplete information consists of, the invalid taxpayers list can be printed by right clicking anywhere on the grid and choosing print, or by expanding the taxpayer by clicking on the at the left of the taxpayer’s name.

• Once the valid taxpayers have been queued for registration, the user can now submit the registration requests through to SARS eFiling, by selecting Process | eFiling | Send/Receive.

• The following screen will appear:

User name: this is the same as the tax practitioners’ user name used to register for SARS eFiling and to activate the TaxWare eFiling as explained under Activation of eFiling through TaxWare. Password: The password will be the new login key received from SARS, as per the ISV Activation of eFiling steps above. When using this send and receive function of eFiling in the TaxWare application for the first time, the system will register the TaxWare application and your practice details, as per the practice setup screen in TaxWare, with SARS:

The address and telephone number for the practice will be send to SARS for the registration process to complete. If the address and telephone information is blank / not entered correctly you will receive an error similar to the one below.

• If the above information is correct the following screen will appear showing the progress of the eFiling process

• Once the above process is completed the taxpayers have now been submitted to SARS for

registration. • Notice that the taxpayers queued for registration have been moved from the Outbox to the

Sent Items under eFiling. This is an indication that SARS acknowledges that they have received the taxpayer’s data and that the registration process is now initiated within their system. The registration process on the SARS eFiling systems can take up to 24 hours.

• If the registration of the taxpayers was successful, they will now be removed from the Sent items and moved to Completed.

• If a successful response was received the message queue will be removed from the eFiling tab on the taxpayer setup screen and the taxpayer will be updated as registered.

• Once registered the taxpayer will also receive an eFiler ID. This eFiling ID is for support

purposes only.

• If an error was encountered during the process, the details of the taxpayer and the error

will appear in the Inbox.

6. Requesting provisional tax returns from SARS through TaxWare SARS issues provisional tax returns to all taxpayers registered as “provisional tax payers”. These include legal entities and certain individuals. When SARS issues the provisional tax return for clients that has been registered on eFiling, the issued provisional tax return need to be requested through TaxWare in order to be completed and submitted through TaxWare to SARS eFiling. To request available provisional tax returns from SARS using TaxWare, you click on Process|eFiling|Send/Receive. This process will start downloading all available provisional tax returns for a specific tax deadline. Once the provisional tax return has been requested and received form SARS, the provisional tax return will appear in the Inbox under eFiling.

After downloading/requested provisional tax returns from the SARS eFiling website into TaxWare, you can go and create/prepare the actual provisional tax return in TaxWare:

• From the menu, select Process / Provisionals / Prepare • The wizard should start at this point, click • This will bring you to the provisionals selection screen. Choose a tax year, as well as a

provisional type (1st, 2nd or 3rd provisional) then click • The Taxpayer filter is the next screen, it is here that you filter the clients, once you are

done, click • The Practice filter will follow; here you can filter by partner, manager etc., and click

when you are done. • Once again, you will come to the Taxpayer selection screen where you will have a list of

Valid and Invalid Taxpayers. • By default all the valid clients are checked, so if you are happy with the selection, then

click on • Click on Create to generate the new provisional tax returns. • Once the process is completed then you can click on Close.

To view the provisional tax return received from SARS, you can click on the Taxpayer Icon

expand the relevant tax year in the tree view on the left pane, expand the returns folder and select the provisional created, a check box stating that the provisional has been received from SARS will be visible.

The Estimate block on the provisional will also be greyed out and the figures received from SARS will appear in the Estimate block.

7. Submission of provisional tax returns Provisional tax returns must be approved before it can be queued for submission to SARS eFiling.

• Select Process > Provisionals > Authorise, this will bring up the wizard, click to begin.

• At the Taxpayer selection screen, you can filter by taxpayer information to narrow the results down, Click on

• At the Practice filter screen, you can then filter even further by partner and manager etc. Click on

• You will then come to the provisional returns filter. With this filter you can select the provisional tax returns that you wish to authorise.

• Tip: Double click on the provisional to bring up the single provisional edit screen to make any changes before authorising.

• You can authorise, ignore or delete numerous provisional tax returns at once, by holding down the Ctrl key, and clicking on the provisional tax returns that you wish to select.

• Then select the relevant option as mentioned above, by clicking on the buttons. Once the provisional tax returns have been authorised/approved, these provisional tax returns can be queued for submission individually or in bulk.

7.1. Single submission

To submit a single provisional tax return, the user needs to navigate to the Individual Provisional screen.

• Click on the IRP6 Action button • Choose the Submit to eFiling option.

• If this option is not available as per the print screen below, the provisional tax return has not

been successfully requested from SARS and will thus not be available in TaxWare. •

7.2. Bulk submission of provisional tax returns

In order to increase efficiency, a bulk submission facility is also available under Process | Provisionals | Print/Submit option.

The user will be guided through a wizard where the user can apply filters. At the end of the wizard the user will be presented with a list of the provisional tax returns. In the grid there will be a columns specifying • Issued: Has the provisional been issued by SARS. If this option is not marked the user will not be

able to submit provisional tax returns to SARS. • eFiling status: • Submit: This will queue the provisional for eFiling.

Once the submit option has been chosen the provisional tax returns selected for submission will appear in the Outbox under eFiling. Once you are satisfied that you can submit these provision tax returns to SARS, the user should select from the menu Process | eFiling | Send/Receive Option. This step will send the data involved to SARS.

• If the provisional tax returns were submitted successfully, the provisional tax returns will be moved to the Sent Items. On the individual provisional screen a flag will be set stating that the provisional has been submitted to SARS.

• If there was an error in the submission, the related provisional tax return and details of the error will be allocated into the Inbox.

8. Reporting on eFiling activities

The button in TaxWare gives you access to a view of available reports within TaxWare. There are currently four reports that relate to eFiling activities:

Taxpayer submission events This report can be used to track any taxpayer registration information queued, sent to SARS and rejected by SARS.

Provisional submission events This report can be used to track any provisional tax return information queued, sent to SARS and rejected by SARS.

Provisionals from SARS This report can be used to track any provisional tax return information received or not received from SARS.

e-Filer registration – no longer used.

Once you have selected the appropriate report, the pane on the right side of the screen will default to Main filter selections.

• Select the appropriate filters and then move to the next section. Using the eFiling Status filter under the General tab, allow for easy retrieval of submission status:

Once filters have been set the information that will be displayed can be sorted by selecting the Sorting option.

This functionality allows for four levels for sorting. It is possible to sort by Partner and then by Name so that all clients are then grouped into partner groups and then alphabetically according to the client name. The next option, Grouping allows you to group the information in the report making it easier to interpret. Four levels of grouping are available.

Once the filtering, sorting and grouping has been set you can now move to the preview button

to view the report.

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