A new client to set up for Payroll

Cheryl Medley

I have spoken about this lady before and everything got to hard until now. I have found her an accountant and she has set my lady up with the ATO. I do her wages through Reckon Hosted but I can't figure out how to get her an STP reporting platform. I have connected her accounts with her husbands reckon account. His STP reporting is shared to my portal (Rav sorted that mess out!) but I don't know how to get hers set up. Any suggestions would be grand! Cheers. Cheryl

Rav

Hi @Cheryl Medley

I can't recall what's happened with this previously but I'm assuming an STP entity has been setup for this business in GovConnect, correct? From what you've mentioned above, it sounds like it is but just wanted to check.

If so, then after you action the pay runs for this business and generate the STP file, you'll need to send it through to the STP entity for the respective ABN in GovConnect.

Can you let me know the ABN again though and I'll check just to see if its setup in GovConnect.

Cheryl Medley

Yes, I did speak with you about her back in May. I had set up a portal for her but I couldn't register the number (the phone number that is still on the ATO website is not connected anymore) so basically she is not set up for STP reporting at this stage. Her registering for payroll only happened last week as I couldn't find where I need to go to do so. The accountant I found (my daughter/new owner of BBS!) sorted it while she was here last week setting me up under her name. I am going to do paper reports for the last financial year which was only a couple of months. What I need to do now is get her set up with her own portal (the one I attempted was in my name and didn't work) so that I can either send things directly from her account or share the info to my portal and go from there. That is of course, if the reporting is still the same as it was in Hosted 22/23. Her ABN is 60908898837 002. If you could sort things for me that would be grand! Cheers. Cheryl.

Rav

Morning @Cheryl Medley

Ok so 60908898837 branch 002 is registered under your account so when you login to GovConnect with your usual email address and password, it will appear as one of the STP entity tiles for you to select.

All you need to do is create the STP file in Hosted like normal and then select the STP entity for that ABN in your GovConnect account to send it through.

Hopefully that helps but let me know if you have any questions.

Cheryl Medley

And that's my problem! I can't remember how to set up her STP in Hosted. I keep getting interrupted (open doors!) every time I go there and try to concentrate. Can you please talk me through it?

Rav

You have a separate company file in Hosted for this business, correct? ie. where you create their pay runs etc

After you create the pay runs for this business in the company file you have for them in Hosted, you just need to generate the STP file. I'll add a step by step guide on how to create the STP file below -

https://help.reckon.com/article/wd4kerug3o

Once you've created the STP file, go to your GovConnect account and find the STP entity for that ABN. Click it and upload the STP file. You can then review it and when you're ready, send it to the ATO. A guide on sending STP submissions in GovConnect is below as well -

https://help.reckon.com/article/fu1kvun5m9-transmitting-stp-data-to-govconnect

Cheryl Medley

Monday is another day! Ran out of time again today. But thank you for these instructions. Cheers. Cheryl

Cheryl Medley

Hello. I am attaching a screen print of the set up that I did originally for my lady whom I have been having so much drama with just to set her up in payroll. I probably need to delete this one from my list so that I can set her up within her Hosted account. I tried on Friday going into the Reckon Customer Portal but still have had no success. I got as far as an e-mail being sent to her e-mail address to change the password, but she's not receiving anything. I found her an accountant (my new boss!) who added Riti to her list of clients and set her up for payroll registration, which she hadn't been before. Only thing now she has dropped off the accountant's list and is no longer on my list under my old log in - totally dropped off the face of the earth! Rav, if you can please get rid of the set up that I did originally in my Customer Portal, that will be a great place to start maybe. Then I'll keep hammering away at the Customer Portal until I get some kind of success! I have just been into the ATO portal to add her to my new boss's list, but it shut down on me......! Cheers. Cheryl

Cheryl Medley

Oh! And I have a new e-mail address which when I figure out this new screen, I'll adjust my details. In the meantime, my old e-mail is still reliable.

Rav

Hi @Cheryl Medley

I've moved your new post over to this existing one about this just so everything is in the one place and easier to keep track of.

I think the first thing is reviewing the info from my last reply on July 6 -

You have a separate company file in Hosted for this business, correct? ie. where you create their pay runs etc

If the answer to the above is yes -

After you create the pay runs for this business in the company file you have for them in Hosted, you just need to generate the STP file.

To expand on that a bit more, once you've generated the STP file in Reckon Accounts Hosted, login to GovConnect here https://portal.reckon.com/ using your existing login details. You'll see the STP entity for ABN 60908898837 branch 002 there. Select it and upload your STP file to send through to the ATO.

Hopefully that makes sense however at this stage it might be easier to speak with our technical support team over the phone just so a technician can assist while you have access to the accounts in real time.

Cheryl Medley

Thank you, Rav. Yes, I was just seeing that I contacted you in a different window just before. You have put all together.

I will attach the screen prints that I have - I didn't get to do that before, interruptions as usual so lose my train of thought.

I have tried all of the suggestions you have given me but obviously I am missing something in the set up. Last week I got as far as setting her account up in Customer Portal. When I got to the end, it said there was already an account and to reset the password. Using the e-mail address for Riti doesn't end up with her.

('First attempt at uploading') I haven't been able to contact ATO regarding registering the software yet either. When I call the number that's advertised I'm told to go to portal and register there, only as I said before, she's dropped off the system after being set up, and now the ATO portal shut down on me.

I'm thinking that to get the EOFY done for her and her couple of employees, I may have to sent paperwork to the ATO. Then the next blank wall I get is that her employees aren't returning any TFN decs that I've asked for so that I can do so.

Rav

Thanks @Cheryl Medley, the screenshots help.

I have removed a few and edited a couple of others though as they contain personal and contact information which is probably best not shared on the public site.

Now in regard to the issue, I think I can see where things are going wrong although I'm not 100% on it just yet. On the first screenshot where it shows you are encountering a 'Invalid Company Information' provided error I believe this is being caused by the entity name not matching between what you have in the company file in Hosted vs what is appearing in GovConnect for the ABN.

• As you'll see in Hosted, the entity name is listed as TABAYMOSS KEBAB
• Whereas in GovConnect, the ABN displays the full legal name of the entity which in this case is MATAINAVORA, RITIASA MURIKANAKA

If you change the entity name in the company file in Hosted to match ie. change it to MATAINAVORA, RITIASA MURIKANAKA and then create the STP file again to send through GovConnect, I believe it should go through without issue.

As you've mentioned though, you will need to register the Software ID for the ABN with the ATO prior to any submissions being accepted by them.

Cheryl Medley

Of course it's something simple! I just myself so tangled up - maybe if I locked my doors and left my phone out in the main office so that I could focus entirely on one job at a time, I may get things done quicker.

I'll give all of that a go and see what happens. Of course, I still have to put her back into the ATO portal for Bella Consultancy.

Cheryl Medley

I'm still having issues getting past the password bit. I've asked Riti to check her junk mail - just in case! The STP report goes to the new screen and that's as far as I can go until I get a current PW. I also just tried again to get into the ATO portal but it's still being tricky too - can't get past the log in there either. I might leave things for now and have another go on Wednesday. I'm working away from this desk tomorrow, otherwise I'd try then. Thanks again for your help.

Acctd4

@Cheryl Medley

Are you a BAS Agent ?

Just to clarify ... You need to be a Registered BAS Agent to do this work for paying clients. The TPB are investigating those who are providing services unregistered, so just wanted to let you know in case you weren't aware as there can be some big penalties involved if caught 😳

Cheryl Medley

Yes, thank you. I'm all under control there. Have been a registered BAS agent for a long time and now I am working under a fully registered Accountant. I have several payroll clients and have had no dramas at all until this one. She started her business prior to contacting me so I am playing catch up with her affairs.

Acctd4

You don't seem to be on the TPB register but as long as you're working under the direction of someone who is, that's all good then @Cheryl Medley 👍️☺️

(Just remember to block out any client-identifying details in your screenshots 😊)



Cheryl Medley

I have been working for a Tax Agent so my name as such won't be listed, just the business name TA. This business has now transferred to another Tax Agent so I go with the job.

Cheryl Medley

Next question. With the change of ownership of my work place, do I need to set up a new profile or am I able to just update my details, then update my clients with the new e-mail and Tax Agent number? I'm almost there with my lady's set up!

Acctd4

Hi Cheryl

It depends how it’s currently set up - If it’s under your name as the Agent then no, you won’t need to but if it’s under the current TA & the new owner is a different TA then yes, that TA will need to add them to their list as a “New Client” ☺️

Cheryl Medley

Thank you. And when I can get to ATO log in to stay put, I'll continue adding my clients to the new TA's list. In the meantime, and when I have them all in the new list, do I need to set up a new govconnect for my new boss and put all my clients in with the new details, or can I just edit my current profile and update my details in each of my clients?

Acctd4

@Rav is probably better placed to answer that one ? 😊

Rav

I'll be honest, I don't think I'm completely following what's happening here anymore.. sorry @Cheryl Medley! 🤔

To clarify.. you have a Reckon Portal account with a bunch of STP entities under it. Do you want to just change the email address of this account OR do you no longer need/want access to this account?

Cheryl Medley

It is complicated, hey? I have a portal and several payroll clients whose payrolls I do in Reckon Payroll Premier - it's very easy uploading from there!

Because BBS has changed ownership, the BAS agent number that I have on all of those clients is no longer valid and I need to add the new details to those accounts.

I am not sure if I can just update all the details - my profile with new e-mail address to log in and my new boss's tax agent number on the clients accounts - or whether I need to set up a new profile account then add the clients into that profile. Am I making myself clearer? I could give you the details of the old ownership and the new ownership if you need them.

Rav

Thanks Cheryl.

You don't need to create a brand new Portal account. If you have a new email address you can edit the registered email address for the existing Portal account you use.

When you're logged in, click on the Profile option in the top right corner and then edit the email address. ℹNote: You cannot update to an email address that has already been used on any other Reckon Portal accounts.

Now in regard to the advisor info you have on the STP entities. There's an option to edit the info you've entered against the ABN/STP entity. I haven't actually tested it myself before but if you hit the Edit button it should allow you make updates to the advisor details eg. Registered Agent ABN, Registered Agent Number etc etc.