•  How do I use File transfer

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

    • view which reports you are authorised to test and/or lodge
    • test or lodge a file
    • choose to receive, or not receive, an email notification when a validation report or file is available to download
    • add, update or delete an email address for notifications
    • view file details
    • download validation reports and other files we sent.

    View 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 lists 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

    Step 

    Action 

    Result 

    1. 

    Select Lodge file from the left menu. 

    The Lodge file screen will be displayed. 

    2. 

      

    • Select the Test or Lodge radio button.  
    • Select Browse. 
     

    The browse dialogue box will display, allowing you to navigate to and select a file, which must have been prepared and generated from your software and optionally compressed to reduce upload time.  

    We do not accept scanned documents.  

    3. 

    Choose Yes or No to receive, or not receive, a notification email when validation reports and other files are available. 

    The email address textbox will be populated if we already hold an email address in our system, otherwise it will be blank. 

    If you selected No the existing email address will become inactive (greyed out) and no notifications will be sent. 

    4. 

    If you selected Yes enter the email address for receiving notifications. If the email address is pre-populated and you want to change it, enter the new email address.  

    The email address is updated. The new address will be used for all notifications for your organisation where File transfer validation reports or files are available for download.  

    If a number of people in your organisation use the File transfer function it may be better to use a common or group email address.  

     
    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 
    • file reference number.  
     
    Note: 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 the View validation result and lodgment status link, or 
    • select 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: 

    • Successful report - your file has been successfully lodged.  
    • 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).  
    • Failed file format report - your file has been rejected because there are file format errors.  
    • 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) contained in the file
      • status
      • ATO reference
    • sort your file results by date
    • refresh the screen to update your file results.

    Download validations reports and files we have made available

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

    Some files we send 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 we send 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).

    Step   Action  Results  
    1. 

    Select File status from the left menu.

    The File status screen will be displayed.

    2. 

    Select

    • the required Download validation report link. 
    • the required Download file – new link, or 
    • the required 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.  
    To lodge a file electronically you must first create a file that is generated from your software in a format supported by our systems.

    More information

    For more information about supported formats and requirements, including a list of frequently asked questions, refer to File transfer. 

    Back to top
     

     


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.

Copyright

© Australian Taxation Office for the Commonwealth of Australia

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).