• How do I use file transfer

    This screen provides information about the File transfer function, including:

    • viewing the reports you are authorised to test and/or lodge
    • testing or lodging a file
    • choosing to receive, or to not receive, an email notification when a validation report or file becomes available to downloading, updating or deleting an email address for notifications
    • viewing file details
    • downloading validation reports and other files sent by the Australian Taxation office (ATO).

    See which reports you are authorised to test and/or lodge

    On the Lodge file screen select What reports can I lodge here?.

    The Authorised reports screen will be displayed and will list the report types you are authorised to test and/or lodge.

    If a report type does not appear on the list, you will need to be given authorisation through Access Manager (AM).

     
     

    Test or lodge a file

    1. Select Lodge file from the left menu. The Lodge file screen will be displayed.
    2. Select the Test or Lodge radio button, then Browse. The browse dialogue box will display, allowing you to navigate to and select a file from your computer.
    3. Choose yes or no to indicate whether you want to receive a notification email when validation reports and other files are available. The email address textbox will be populated if an email address is already held in the ATO system otherwise it will be blank.
    4. i.  If you selected yes, key the email address for receiving notifications. If an address exists and you want to change it, overtype the old address with the new address. The email address is updated. This new address will be used for all notifications for your organisation if validation reports or files are available for download. If a number of people in your organisation use the File transfer function, it may be easier to use a common or group email address.

      ii.  If you selected no and you don’t want to receive notifications, the existing email address will become inactive (grey) and no notifications will be sent when validation reports or other files are available for your organisation.

       
    5. Complete the declaration statement (not required if Test is selected) and select Submit to lodge the file. A Transferring file progress indicator box may appear while the file uploads. Once the transfer is complete, the File status - in progress screen is displayed, providing a link to view the validation result and lodgment status and a file reference number.
      The file has not yet been lodged. The File status screen will indicate if the validation process was successful or failed.
    6. To view the status of the lodgment, select either the View validation result and lodgment status link or File status from the left menu. The File status screen will be displayed, providing details of your file including:
      • file type
      • file name
      • status
      • a link to the downloadable validation report
      • ATO reference.
    7. Select the Download validation report link. The validation report confirms if the file has been lodged or if there are any errors to correct. There are four types of validation reports:

    i.   Successful report – your file has been successfully lodged
     

    ii.   Completed with possible errors report – your file has been successfully lodged, but possible errors have been found and the file requires reviewing, correction of any errors and an amendment lodged (if necessary)
     

    iii. Failed file format report – your file has been rejected because there are file format errors
     

    iv.  Failed file content report – your file has been rejected because it has errors in the file content.

    Similar validation reports are produced for test files.

     

    If Test is selected, files will not be lodged to us. To submit files to us, select Lodge

     

    View file details

    Select File status from the left menu to:

    • see details about files your organisation has submitted and files we have made available to your organisation, including
      • file type
      • file name
      • a link to the downloadable validation report for files submitted to test or lodge, or a link to the downloadable file for files we have made available
      • status
      • ATO reference
       
    • filter your file results by
      • file type
      • file name
      • period during which the file was submitted or made available
      • supplier Australian business number (ABN)
      • supplier Australian business number (ABN) contained in the file status
      • ATO reference
       
    • sort your file results by date
    • refresh the screen to update your file results.

    Download validation reports and files we have made available

    Once a file has been validated, the validation report will be available to download.

    Some files the ATO sends to certain organisations, such as financial institutions and superannuation funds, will also be made available to download using this function, and will be shown with a status of 'Sent by ATO’.

    Validation reports and files sent by the ATO will be archived periodically.

    If a link is not available in the Download column for a file that is ’Sent by the ATO’ (and it has not been archived), you will need to be given authorisation to view the file through Access Manager (AM).

    To download:

    1. Select File status from the left menu and the File status screen will be displayed.
    2. Select the required Download validation report link, Download file new link or Download file link. You will be prompted to open or save your validation report or file.
    We recommend using Landscape orientation when viewing and printing validation reports.
    The Download file new link will change to Download file after a file has been downloaded by someone in your organisation.
    For more information, including a list of frequently asked questions, refer to File Transfer.






Relying on our information - our commitment to you

We are committed to providing you with advice and guidance you can rely on, so we make every effort to ensure that what we give you is correct.

If you follow our advice or guidance and it turns out to be incorrect, or it is misleading and you make a mistake as a result, we will take that into account when determining what action, if any, we should take.

Some of the advice and guidance on this website applies to a specific financial year. This is clearly marked. Make sure you have the information for the right year before making decisions based on that information.

If you feel that our advice and guidance does not fully cover your circumstances, or you are unsure how it applies to you, contact us or seek professional advice.

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You are free to copy, adapt, modify, transmit and distribute this material as you wish (but not in any way that suggests the ATO or the Commonwealth endorses you or any of your services or products).