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  • Profile

    Find out how to view, update and remove functions within the Profile menu.

    Find out about:

    Maintain authorisations

    You must have the appropriate signed authority to act on behalf of the client. For tax agents you will need authority for all accounts listed. If you are authorised at the income tax level, you are also authorised for all client accounts.

    To view and update the accounts you are authorised to act on behalf of:

    • select a client
    • select Profile then Maintain authorisations
    • An Existing agent link will display if another agent has authorisation for an account listed. Selecting an account with another agent listed will remove that agent. If you have authorisation for the account, you will need to remove the existing agent and a Delete pending indicator will display
    • select or deselect the relevant authorisations and any additional accounts you are authorised for.

    Client details

    Client details gives you a quick view your client's name, ACN/ARBN, entity type, residency status, TFN, ABN and for individuals their myGov and working holiday maker status. You can also update client details, including their electronic service address alias for clients with a self-managed super fund.

    To view and update:

    • select a client
    • select Profile then Client details
    • client details will display
    • to update contact details select the drop-down menu next to the details    
      • for individuals you can update their address, phone number and email address
      • for non-individuals you can update their names if they are not a government entity or ASIC-registered company
       
    • select the Declaration if required
    • select Save.

    If your client has a self-managed super fund the Electronic service address alias will be viewable. This is not an email address, it is an alias used by the SMSF that represents the URL or IP address of the SMSF's messaging provider.

    To update:

    • select the Alias drop-down menu and select the relevant alias.
    • select Edit or Remove to update. Where the address is invalid you will receive an error.

    See also:

    Client addresses

    This function lets you view and update your client's addresses, both primary and other.

    Note: You can update up to 25 accounts at a time.

    To view:

    • select a client
    • select Profile then select Client addresses – the primary addresses and addresses for accounts related to the client will display
    • for specific address types, or to limit the results, select Accounts, Postal address or Business address
    • select Filter to refine your search by account number or account type.

    To add:

    • at All addresses select Add
    • select the Address type, Postal address or Business address. The Activity statement ABR will automatically be selected and you won't be able to deselect the checkbox. If there are multiple Activity statement accounts for the ABN only one account will be linked to the ABR
    • select the country from the Country drop-down menu
    • at Search address start to type the address. Predictive text will show addresses that match as you type, select the correct address.
    • select the account to apply the new address to. If the address change applies to all accounts, select All accounts.
    • select the declaration to confirm you are authorised to update the client's address
    • select Save to confirm the change.

    To update:

    • select the Update button next to the relevant address and complete the mandatory fields
    • select the declaration to confirm you are authorised to update the client's address
    • select Save to confirm the change.

    To delete:

    • select the Delete button next to the relevant address and complete the mandatory fields.

    Email addresses

    This function lets you view, update and delete activity statement account email addresses.

    To view:

    • select a client
    • select Profile then Email addresses
    • select Filter to refine email addresses by account number.

    To add or update:

    • select Add or Update next to the relevant account
    • enter the email address
    • select Save to confirm the change.

    Note: You can add or update an email address for up to 25 activity statements at a time when you select the Apply this to additional email accounts check box.

    To delete:

    • select Delete next to the relevant account.

    Authorised contacts

    You can view authorised contacts for all of your clients' accounts and roles, as well as update or add contact details relevant to your authorisation.

    Note: Authorised contacts with a relationship of ABR can only be updated through the Australian Business RegisterExternal Link.

    Primary contacts, previously known as entity representatives, are authorised to:

    • access all roles on their client's account
    • add, remove, and update the list of authorised contacts.

    Authorised contacts have authority at:

    • account level – for information specific to the account and any roles under that account, for example the Integrated client account
    • role level – for information specific to roles, for example GST, PAYG withholding, and wine equalisation tax.

    There is no limit to the number of authorised contacts that can be added to an account.

    Primary contact details will only display if you are authorised for all accounts. If you are only authorised for a specific account you won't see the primary contact details.

    To view, add and update primary and account authorised contact details:

    • select a client
    • select Profile then Authorised contacts
    • for primary contacts (tax agents only), at Primary    
      • to add – select Add then complete all the mandatory fields
      • to update – select the primary contact then Update
       
    • for specific accounts or roles at View by    
      • select Accounts or Name. All contacts will display the account contacts for your client
       
    • at All contacts – Filter by account number or account type    
      • to add – select Add then complete all mandatory fields
       
    • to update – select the Update button next to the account then complete all mandatory fields.

    Note: Where incorrect information is on our system an Error or UNKNOWN name is displayed against an account. Select UNKNOWN to update or add any mandatory fields.

    Associates

    To view details of your client's Associates, including the associate's name and position held:

    To update associate details visit the Australian Business RegisterExternal Link

    Financial institution details

    You can view and update the financial institution details (FID) and accounts for your clients.

    The account details on this page will only be used to deposit refunds and ATO-held super; they will not be used for direct debits or payment plans.

    To view and update financial institution details:

    • select a client
    • select Profile then Financial institution details to view income tax, activity statement and superannuation accounts
    • Filter by account sequence number or account type
    • FID will be listed against each account. To view full details select the drop-down menu next to the relevant account. If no details are present, select Add to enter the relevant information
    • if details are incorrect select Update or Delete next to the relevant account.

    If we require account information to be updated an Update required indicator will display.

    Tax registrations

    You can use this function to view, add, update or cancel your client's GST, PAYG withholding, luxury car tax, wine equalisation tax and fuel tax credit registration details for a role or account. These changes will be made in real-time.

    View

    To view:

    • select a client
    • select Profile then Tax registrations
    • select an Account from the drop-down menu
    • at Registrations select Current for all current registrations or Historical for cancelled registrations.

    Update

    To update:

    • select a client
    • select Profile then Tax registrations
    • select an Account from the drop-down menu
    • at Current registrations select Update next to the registration then complete all mandatory fields.
    • select the declaration to confirm you are authorised to update client's registration details
    • select Save to confirm changes.

    Cancel

    To cancel:

    • select a client
    • select Profile then Tax registrations
    • select an Account from the drop-down menu
    • at current registrations select Cancel for the Registration type you want to cancel
    • complete the mandatory fields
    • select Next.

    See also:

    Add

    Note: You can only add a PAYG withholding or GST registration for a current period (monthly or quarterly). You cannot backdate the registration. If you need to backdate the registration contact us.

    To add:

    • select a client
    • select Profile then Tax registrations
    • select an Account from the drop-down menu
    • at current registrations select Add
    • select the Registration type  
      • GST
      • PAYG withholding
      • Luxury car tax (LCT)
      • Wine equalisation tax (WET)
      • Fuel tax credit (FTC)
       
    • complete all mandatory fields
    • select Next
    • select the Declaration to confirm you are authorised to update the client's registration details
    • select Submit.

    Communication preferences

    You can use Activity statement lodgment notifications to choose who receives the email notification that your clients' activity statements are ready for lodgment.

    You only need to update the Activity statement lodgment notifications setting if you want to change where we currently send your clients' notifications.

    No matter who is selected to receive the notification, you can view and lodge the activity statement in Online services for agents or the practitioner lodgment service.

    Note: This function is for notifications only. The lodgment channel is determined by how the activity statement is lodged either, digital, myGov, or paper.

    You can choose the Activity statement lodgment notification when adding a new client. To update the notification for an existing client:

    • select a client
    • select Profile then Email addresses to check the email address the notification currently goes to is correct.
    • To update, select Update button next to the relevant account then complete the mandatory fields
    • select Profile then Communication preferences
    • at Activity statement lodgment notifications if this is the first time you have viewed or updated the notifications. Practice and Client options will not be selected, as we don't record this information in our systems
    • select Filter to filter by account number when there is more than one account
    • select Practice or Client if you have confirmed the email addresses are correct. You can also check the email address using the check email link at the top of the screen
    • select All or the individual account. If this is read-only, another agent is linked to this client at the activity statement level
    • select the drop-down menu next to the activity statement to view the Lodgment preference. It will be Digital, Paper or myGov and is the channel used to lodge the activity statement. If you lodge online for your client it will default to Digital
    • select Apply.

    Communication history – client summary

    Communication history is available at the practice and Client summary. Use the client summary to view or send messages relevant to your client.

    Communications are available to retrieve from 1 July 2008 onwards. For what is available see Communication history.

    To view:

    • select a client
    • select Profile then Communication history
    • Filter by  
      • time period – Last 24 hours, Last 7 days, Last 30 days, Last 5 years or Choose dates
      • channel – myGov, email, SMS, Paper or ATO Online
       
    • results will display for the roles you are authorised for. If you don't select a period then the last five years will display
    • select Download – a new window will open with the search results as an Excel spreadsheet, CSV or HTML file
    • select Print friendly version to print or save a copy.

    New message

    You can securely send messages to us for a client. Sending a message from the Client summary, instead of from Practice mail, will automatically populate your client's details in the message.

    To create and send a message:

    • select a client
    • select Profile then New message
    • select Topic or View more topics for a further list of topics
    • select Subject
    • at Message provide the relevant details and attach any files relevant for your request. The message is limited to 4,000 characters and a maximum of six files up to 6MB each
    • enter an email address (optional). If you have email notifications set for your practice mail the address will pre-populate. If not, you can enter an email address to receive messages about this request in your inbox
    • select the Declaration
    • select Send. If you no longer want to send the message select cancel, any unsaved information will be lost.

    Note: You will receive an ATO receipt ID when the message has successfully been sent. You will need to quote this number when enquiring with us about the request.

    Historical transactions – client summary

    You can check the status of enquiries that you have made with us on behalf of your client. For details on what is available in this function, and how to check for enquires made from your practice, see Historical transactions.

    To view interactions for a client:

    • select a client
    • select Profile then Historical transactions
    • a list of your enquiries and requests will display with either  
      • an estimated date of completion for items still in progress
      • the completed date
       
    • to filter, select the drop-down menu next to the  
      • Receipt number – enter numbers 0–9
      • Status – Completed, In progress, Received and Further information requested
      • Date received – select From and To or select a specific date. Only shows enquiries where the estimated date of completion has passed.
       
      Last modified: 25 Oct 2019QC 54079