ATO / SBR BAS Lodgement

The instructions in this article relate to ATO SBR Client. The icon may be located on your StrataMax Desktop or found using the StrataMax Search.

The ATO SBR Client is an integrated module designed to assist with the lodgement of a saved StrataMax BAS directly with the Australian Taxation Office (ATO). 

ATO / SBR Video

The following video was prepared demonstrates the SBR functionality of lodging Business Activity Statements with the ATO 

What is Standard Business Reporting?

SBR (Standard Business Reporting) is an enabling technology that can be used in many ways saving the community and government agencies time and money. SBR helps businesses reduce the time spent collating information, filling in forms and submitting reports to government.

The SBR Integration integrates with StrataMax and will perform the following tasks:

1. Retrieve outstanding BAS reports to complete.
2. Prefill the data available from the ATO and saved StrataMax BAS for the selected period.
3. Submit Prelodge BAS to check for errors.
4. Submit completed BAS reports.
5. List previously Lodged BAS reports (lodged via SBR).

The ATO SBR Client will allow BAS’s to be lodged for both StrataMax and GLMax, if being utilised.

ATO Credentials

Credentials are created in the form of a saved encrypted file, which is obtained through the ATO. This is called an 'SBR Keystore file' and must be available and accessible when StrataMax is open in order for the ATO SBR Client to be used.

To obtain an SBR Keystore file, this article has included the below links to assist. However, any issues or queries about this process should be forwarded to the ATO directly.

When the ATO SBR Client is used to lodge BAS, the SBR Keystore file requires a password. When this is entered, the process involves multiple steps and the password is not stored, meaning the password must be re-entered each time a BAS is lodged.

Useful links to the ATO

MyGovID and RAM
https://www.ato.gov.au/General/Online-services/Accessing-online-services-with-myGovID-and-RAM/

Guide for creating the machine credential file
https://info.authorisationmanager.gov.au/guide-how-to-install-a-machine-credential

Create Machine Credential
https://info.authorisationmanager.gov.au/sites/default/files/atobeinstaller_exe.zip (this will download a browser extension to install)

Video demonstrating the above process
https://publish.viostream.com/play/bd1bdiuni9z7sw

Create Machine Credentials to use with SBR software
https://info.authorisationmanager.gov.au/business-software-user-or-provider

StrataMax ATO SBR Client

The ATO SBR Client allows users to easily and quickly lodge saved Business Activity Statements to the ATO. Before using SBR, ensure that the current completed BAS has been saved in the Business Activity Statement menu.

1. Open the ATO SBR Client menu.
2. Select the required Drive to use from the drop down list (This will default to the first drive).
3. Click the Search button (magnifying glass) next to the Keys field.
4. This will open Windows Explorer to locate the ABR Keystore file.

BAS Types that cannot be lodged using ATO SBR Client

Some BAS types cannot be lodged using the ATO SBR Client menu. If these BAS appear under the 'New' section when the Find Pending button is clicked, they should be deleted and lodged manually with the ATO either by using MyGovID or with a paper BAS.

GST / PAYG with variable lodgement frequency

Any buildings that have a different GST frequency (e.g. quarterly), to the PAYG reporting (e.g. monthly) frequency, the ATO SBR Client will not be able to select the appropriate document from the list web service.

If a building is detected with this condition, the ATO SBR Client will display an error message in the log and not import the building when the Find Pending button is used.

Account Groups

Any buildings that utilise account groups in StrataMax, cannot lodge a BAS using the ATO SBR Client menu. This is due to the possibility that the building may require multiple ABN.

Finding Pending - Business Activity Statement

When the StrataMax ATO SBR Client screen is opened, the screen will display a list of options for Find Pending is the first step in preparing the BAS that are available to be lodged, based on whether the building is GST Registered in StrataMax.

1. Review the To and From dates to ensure that they represent the BAS period due to be lodged.
2. Click the Find Pending button.
3. When the list of buildings registered for GST appears, tag the required buildings and click OK.
4. The selected BAS will now appear in the list with a status of ‘New’.

Prefilling – Business Activity Statement

Prefilling the BAS will contact the ATO service and will return a response containing details of the selected BAS that the ATO has available. This can be done using the Bulk Prefill button or each individual BAS.

Prefill one BAS

To prefill the details for a selected BAS:

1. Select and right-click the required BAS.
2. Select Prefill and OK.
3. The BAS will now appear in the list with a status of ‘Prefilled’.

Prefill Multiple BAS

To prefill multiple BAS that are due to be lodged.

1. Click the Bulk Prefill button.

2. Tag the required BAS and click OK.

3. The system will return a prefill complete message.
4. All prefilled BAS will now be listed with a status of ‘Prefilled’.

Viewing Prefilled Statement

Once the ATO SBR Client has prefilled a BAS, it can be viewed under the Prefilled section. The BAS should be checked to ensure the data is correct and matches the saved BAS for the same period.

1. Expand the Prefilled section of the list by clicking the drop-down arrow.
2. Select and right-click the required BAS, and click View.

4. The BAS will appear on screen.

5. All sections of the BAS statement can be viewed by selecting each tab down the side of the page:

• Cover Sheet
• Summary
• GST
• PAYG Income Tax
• PAYG Withholding Tax
• FBT

• Document Identification Number
• Customer Ref (PRN) Payment Reference Number
• Form type
• Completion Time

The preview is read-only and if there are discrepancies then the BAS may need to be deleted in the ATO SBR Client. If changes are required, the PAYG or BAS may just need to be edited or may have to be deleted, corrected and saved again.

Deleting Prefilled Statement

If there are changes that need to be made to any Pending or Prefilled BAS statement, the BAS will need to be deleted and loaded again into the ATO SBR Client, once the changes have been made to the BAS in StrataMax and saved again.

1. Open the ATO SBR Client menu and select the required BAS.
2. Right-click and select Delete.

4. The prefilled BAS will be deleted from the ATO SBR Client. 
   • The BAS will no longer be displayed in the current or prefilled list of BAS statements. All BAS will need to be brought back in to the ATO SBR Client by clicking the Find Pending button, after required changes in StrataMax have been made and the BAS is ready to lodge.

Prelodge - Business Activity Statements

Using the Prelodge button verifies the details of the BAS return for the period. The ATO SBR Client will return a response from the ATO outlining any issues with the BAS or if any of the reported amounts will be corrected upon lodging.

Prelodge one Statement

1. Select the required BAS under the Prefilled List.
2. Right-click and select Prelodge.
3. Enter the correct password.

When the password is entered to decrypt the M2M keystore file, the process involves multiple steps. The password is not stored, when the process is repeated for lodgement for the next BAS period the password must be re-entered.

4. Click OK.
5. The system will return any issues it may have or move to the status of pre-lodged.

Prelodge Bulk Statements

1. Click the Bulk Prelodge button.
2. Tag the Prefilled BAS Statements from the list.

3. Click OK.
4. Errors will appear in the Log or will move to the status of pre-lodged.

Lodging - Business Activity Statement/s

When the BAS have been prefilled (Prelodge is optional, but recommended) the user can then lodge the BAS. Once a BAS has been lodged using the ATO SBR Client they cannot be deleted in either the ATO SBR Client or StrataMax.

Lodge single Statement

When the BAS Statement is completed, checked and ready for lodgement:

1. Highlight the BAS Statement for Lodgement.
2. Right click and select ‘Lodge’.

3. The Taxpayer’s Declaration will appear on the screen with the reporting party information this needs to be ticked.

Note: Entity – Building name; Manager – Name/ User;

1. Click on ‘Lodge’.
2. Once lodged you will receive confirmation that the lodgement was successful.
3. Lodgement result (successful or otherwise) will be saved in the log.

Lodge Bulk Statements

When the BAS Statement is completed and ready for lodgement:

1. Click on the ‘Bulk Lodge’ option.
2. Tag the BAS/s that you wish to Lodge.
3. Click on ‘Ok’.
4. BAS will lodge and log errors, if there are any and return a message box.

Please Note: When using the Bulk Lodgement button in the ATO SBR client module, the list of items that can be selected are either ‘prefilled or pre-lodged’ status. Therefore ‘Prefilled’ items can be lodged directly if the BAS figures are checked and confirmed as expected.

Show Lodged

Once the BAS Statements have been successfully lodged, they will be removed from the list and then can be viewed following the steps below.

1. Tick the ‘Show Lodged’ Option.

2. Click on ‘Refresh’.
3. A List of Lodged BAS Statements will appear on screen.

4. Right click the required statements and click on ‘View’.

5. The Lodged BAS Return will appear on screen to view.

Log – ATO SBR Client

When find Pending, Prefill, Prelodge or Lodge is used on a BAS Statement, the system will log the responses (description), time stamp of the activity, errors and information for all actions, as well as the User and Building details.

1. Click on ‘Log’.

2. The Log will appear as read only on the screen.

3. For further information the XBRL Document history is also available by clicking on ‘XBRL Documents’ ( this is used for StrataMax Support to troubleshoot issues).

Sample Log Messages

• GST and PAYG Instalment Tax at different lodgement frequencies is not currently supported.
• Access to the Activity Statement is not available. Contract the Tax Office. (Login to ATO and check Branch number and edit if incorrect).
• You are not authorised to lodge on behalf of the requested ABN (Login to ATO and check Branch number and edit if incorrect).
• Request received successfully.
• Client has not supplied an email address.
• Activity Strata under Tax Office review.
• Your BAS has been successfully finalised. The debit amount is $$$.

SBR Error Messages

Example messages that may assist when reviewing the log.

Troubleshooting Error Messages

Editing a Branch Number

A branch is formed where a business entity separately registers its branch to suit the structural, management and accounting arrangements of the organisation. When an entity registers a branch for GST or PAYG purposes, the entity is called the 'parent entity'. This may require the branch number to be edited from the default number 1, most likely to a 2.

The ‘Prefill’ stage may log a message similar to the below:

• Access to the Activity Statement is not available. Contact the Tax Office. Logging into the Relationship Authorisation Manager (website) may assist to identify the branch number required to be reported and then can be amended.

Manually edit the branch number within SBR (saved BAS)

Login to ATO MyGovID and check the Branch number and edit if varies from the default stored '1'.

To Edit a already saved BAS Statement for a selected BAS:

1. Highlight the BAS that you want to change the branch number for.
2. Right Click on the BAS.
3. Select ‘Edit’ option.

4.Edit to correct to the expected branch number, save and close. Re-try to pre-fill.

Please Note: if you have amended the branch number, this may be saved for all future BAS periods by editing the ABN Branch field in BAS Info Editor - see below.

Amend Branch number to populate automatically in ATO SBR (future BAS's)

If identified that a branch number is not the default of ‘1’ then the branch number can be entered into BAS Info Edit, this number will reflect in future saved BAS's for ATO SBR Lodgement. To set this follow the below steps:

1. Navigate to BAS Info Editor.
2. Edit an existing BAS info configuration.
3. Change the branch code to ‘1’ or ‘2’ for example (blank will default to ‘1’).
4. If there are no installment details for the select building, enter as 0.00 for option 1.
5. If prompted select 'Yes' to save amount as 0.00.
6. Close BAS Info Edit once complete.

Please note: Do not format the branch number as ‘001’ or ‘002’ as this will prevent lodgement.

When reviewing in Business Activity Statement, the branch Code will show on the Business Activity Statement.

BAS Reporting Methods

Simpler BAS & Full Reporting

ATO SBR Client must know to lodge either using the Simpler BAS method or Full Reporting method BAS:

• Simpler BAS – lodging BAS Statement without labels G2, G3, G10, G11 (annual turnover of less than $10 million).
• Full Reporting – lodging BAS Statement with all labels available (annual turnover of more than $10 million).

Reporting method configuration settings have been added to BAS Info Editor to allow for the reporting method to be set, otherwise ATO may reject lodgements for buildings that need to lodge a full BAS with all the extra BAS Labels. To configure the BAS Reporting method follow the below steps:

1. Navigate to ‘BAS Info Editor’.
2. The Tax Instalment information will need to be completed using Edit.
3. Click on ‘Reporting Method’ icon.
4. The system will switch between Simpler and Full Reporting.

Please Note: The default reporting method is Simpler BAS. If there are no installment details for the select building, enter as 0.00 for option 1.

Deleting a BAS in StrataMax

Note: When a BAS has been lodged through the ATO SBR Client, it cannot be deleted. If amendments are required, this should be completed using MyGovID. Rules apply for validation when deleting BAS Statements within StrataMax:

• If ‘Find Pending’ has not been done in ATO SBR Client for a Bas Period – the StrataMax BAS Statement can be deleted / amended as required.
• If ‘Find Pending’ is done in ATO SBR Client and the building BAS period has been tagged it will not allow you to delete the BAS in StrataMax.
• If ‘Find Pending’ is done and the user deletes the SBR Record from ATO SBR Client (so it no longer appears in the SBR List) it will then allow the user to delete the BAS in StrataMax.
• If the BAS has been lodged through SBR, it will not allow users to delete the SBR record nor allow it to be deleted in the StrataMax BAS.

1. Business Activity Statement, Select a Past BAS, then highlight the last saved period.
2. Right click and select 'Enable BAS Delete'.
3. Select the now enabled 'Delete' button to remove the transactions and the saved BAS records.

If the message below appears review the ATO SBR Client as detailed above to remove any pending BAS data prior to amending in StrataMax.

Should you require further information please contact StrataMax Support Team support@stratamax.com to log a case.