Processing ATO Documentation
Status in Records | Process |
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| - The ATO document goes to the CSA
- The CSA scans the document into HowNow with a status of Mail-In (ensuring that all appropriate people are completed on the profile i.e. Partner, Manager, Signatory). This will allow partners, managers to see the Mail-In electronically at any time
Note: In some systems, the Partner and Manager fields can be drawn from the Practice Management System. |
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| - The CSA creates a merge letter
- When the letter is completed the CSA links the letter and the form and changes the status to Review
- The CSA emails the Accountant that the letter and ATO form are ready for review
OR - The CSA prints the letter and attaches the form and puts in the Accountant’s tray for signature
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| - The Accountant reviews the letter on screen, makes any changes if required and changes the status to Approved
- The Accountant notifies the CSA that the letter has been reviewed – the CSA then prints the letter and attaches the form
- The CSA reviews the letter to ensure formatting is correct, prints the final letter
- The letter and ATO document are given to the Signatory for signing
- Signatory signs and puts the letter and ATO document into the mailing tray
OR - The Accountant signs the letter and puts it in the Mail Tray
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| - The CSA changes the status of the letter and ATO document to Mail Sent and mails the original letter and form to the client
- No paper copies are kept
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| A Mail Register report can be created if required |
Note: You may need to set-up an additional status for Mail-In (Standard Status) and Mail Sent (Final “Read Only” Status). | |
Processing Non-Standard Documentation
Status in Records | Process |
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| - The CSA scans the mail into HowNow with a status of Mail-In (ensuring that all appropriate people are completed on the profile i.e. Partner, Manager, Signatory). This will allow partners, managers to see the Mail-In electronically at any time
Note: In some systems, the Partner and Manager fields can be drawn from the Practice Management System |
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| - The Partner/Manager can reassign the document to the appropriate team member and email the team member a HowNow Smartlink with any instructions
- The team member actions the document, takes appropriate action e.g. prepares a letter, attaches the document to the job
- When appropriate the status of the document is changed – this could be Review/Final, depending on the nature of the document
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| - If there is a letter to be reviewed, then this will be reviewed and then the status changed to Approved
- The documents are picked up by the CSA and printed where appropriate
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| - The CSA changes the status of the document(s) to Mail Sent and mails the original letter and any attachments to the client
- No paper copies are kept
|
| A Mail Register report can be created if required |
Note: You may need to set-up an additional status for Mail-In (Standard Status) and Mail Sent (Final “Read Only” Status). | |