AFSA Online Services Guide. AER Online User Management

Transcription

1 AFSA Online Services Guide AER Online User Management AUSKEY USERS v1.2

2 Version Release Date Description of Changes /05/2015 Version 1 released /05/2015 AER support revisions, account type clarification 2.0 2/06/2015 Separated document across two guides; AUSkey users and Username and Password Users Contents About AFSA Online Services... 3 AER Support... 3 Set up and Log in... 4 AFSA Online Services account types... 4 Accessing AER Online... 5 Log in with AUSkey... 6 View AFSA Online Accounts associated with your AUSkey s ABN... 8 Practitioner User - Your AFSA Practitioner Registration and your new AUSkey Account Practitioner User - Authorise an Employee User to Lodge or View AERs Log in Issues

3 About AFSA Online Services AFSA Online Services provides Registered Trustees, Controlling Trustees and Debt Agreement Administrators and their employees with access to details of their administrations for the purpose of complying with their Annual Estate Return (AER) lodgement obligations to AFSA. Online Services AER Online enables practitioners to: View summary details of AER submissions and their status View summary details of administrations that have been administered by the practitioner Obtain a list of administrations requiring AER submission Submit AER and be notified immediately of errors or issues View a history of AER submissions for the practitioner Finalise or reactivate an administration Grant access for practitioner personnel to perform certain functions on their behalf Generate a Certificate of Appointment for an administration that has been administered by the practitioner View payments and Realisations and Interest Charge liabilities and the practitioner s running balance Obtain the practitioner s Payment Advice Make payments by credit card AER Support For change of practitioner contact details, missing or incorrect administrations listed as requiring an AER, overpayment/refund requests, joint trustee payments, amendments to previous year returns, late lodgement, extensions, compliance, and calculations please complete the AER Support online form To request a refund of Realisations or Interest Charge complete a Form 23 Request for Refund and submit via the AER Support online form For queries about accessing AER Online, system issues, Report an Online Services incident Contact our National Service Centre with other queries 3

4 Set up and Log in AFSA has obtained details of practitioner firms (with their firm name and ABN details) and user accounts in order to complete some pre-registration and ease transition to the new service. This user guide will assist users who have chosen to access AER Online using an AUSkey. AFSA Online Services account types AFSA will complete pre-registration of practitioner firms and their associated trustees, persons with overall management responsibility (POMR) and debt agreement administrators. AFSA will also pre-register the nominated practitioner firm s Admin User, if supplied, if the firm is not intending on using AUSkey to access AER Online. Once AFSA completes the initial set up of practitioners and their firms, their AER Online user accounts can be self-managed. 1. Admin User A practitioner firm must have at least one Admin User account holder. An AFSA Online Services account will have Admin User permissions if: AFSA has pre-registered the account with this authorisation It was created using an Administrator AUSkey An Admin User account for a practitioner firm can: Create username and password employee accounts Unlock (or disable) accounts employee accounts Manage contact details of employee accounts Delegate authority to employee accounts to also manage/create accounts An Admin User account cannot: Grant permission for employee user accounts to perform certain online services functions (e.g. view a practitioner s AER data or lodge AERs on their behalf) unless they are also a Practitioner User. 2. Staff / Employee User Admin Users can create staff/employee AER Online accounts for practitioner firms A Staff / Employee User account can: View / amend their username and password employee account View other accounts associated to their employer Be authorised to create / manage other employee accounts for the practitioner firm they are employed by (delegated by an Admin User) Be authorised to perform certain AER Online functions, such as view or lodge AERs on behalf of a practitioner (delegated by the practitioner) 3. Practitioner User Practitioner Users are pre-registered by AFSA with an AER Online account A trustee, Person with Overall Management Responsibility (POMR) or debt agreement administrator (practitioner) can: Perform all AER Online functions for their own practitioner registration 4

5 Accessing AER Online Authorise accounts associated to their employer to perform certain AER Online functions, such as view or lodge AERs on behalf of a practitioner Also be an Admin User who can create staff/employee accounts for the practitioner firm to which they are associated From June 2015 AER Online can be accessed by way of: A username and password combination; or o AFSA will pre-register each practitioner firm (name, ABN and ) and their associated trustees/practitioners and nominated Admin User, if supplied. o The Admin User can create additional employee user accounts (with username and password) for the practitioner firm o The Practitioner User must select and authorise the user accounts created by the Admin User to perform AER Online functions on their behalf. o Please see the AER Online User Management Guide for Username and Password Account Users An AUSkey o AUSkey is a secure login that identifies persons acting on behalf of a business when using participating government online services and reduces the number of usernames and passwords. Find out more about the Australian Business Register s AUSkey. o AUSkey has some known issues. Find out more about o AFSA will pre-register each practitioner firm (name, ABN and ), if supplied. o To enable trustees, POMRs and debt agreement administrators and their employees to log in with AUSkey the ABN associated to the AUSkey must match the ABN recorded for your practitioner firm in AFSA Online Services. o When practitioners and employees associated to your practitioner firm use AUSkey new AFSA Online Services accounts will be created and automatically associated to your firm. 5

6 Log in with AUSkey AER Online allows you and employees of a firm linked to an ABN to log in with AUSkey. Your firm may already be registered with ABR for an AUSkey. If not, find out more about the Australian Business Register s AUSkey. AFSA s Online Services must first pre-register your firm and its ABN so you can use AUSkey. The ABN associated with your AUSkey must match the ABN held by AFSA Online Services for your practitioner firm. If you are unsure whether AFSA has pre-registered your firm or are having difficulty logging in with your AUSkey, please contact onlineservices@afsa.gov.au 1. Log in to by selecting Sign in using AUSkey 6

7 2. You will be directed to the AUSkey authentication portal to enter your AUSkey credentials. 3. Press Continue 4. If AFSA Online Services has pre-registered your firm and its ABN for which the AUSkey is associated, you will have successfully created and be logged in to your AFSA s online services account. If this is the first time you have logged in with an AUSkey to your AFSA Online Services account and: i. You are NOT a trustee, POMR or debt agreement administrator Logging in with an AUSkey for the first time will create a user account linked to your employer. You will not yet have any permission to select a practitioner to complete functions in AER Online on their behalf. You will need your employer s practitioner/s to log in to their own AUSkey user account and authorise your account to perform functions in AER Online, such as lodge or view AERs on their behalf. See Authorise a User to Lodge or View AERs on behalf of a practitioner. Only a trustee, POMR or debt agreement administrator for a practitioner firm can grant authorisation to your user account to perform these functions. 7

8 ii. You are a trustee, POMR or debt agreement administrator See Practitioner User - Your AFSA Practitioner Registration and your new AUSkey Account If you have logged in to your AFSA Online Services account previously and your user account has been authorised, if necessary, to perform functions in AER Online you will be directed to AER Online. View AFSA Online Accounts associated with your AUSkey s ABN You can view your and other accounts that have been created using the ABN associated with your AUSkey. View other associated users Create new user accounts, if permitted View your account and its permissions There are two types of AUSkeys Administrator or Standard AUSkeys. Each has different permissions with ABR ( in managing your firm s AUSkeys and in accessing AFSA s Online Services. If you logged in to AFSA Online Services using: An Administrator AUSkey - your AFSA Online Services account will be automatically set up as an AFSA Online Services Admin User. As an Admin User you can: create new user accounts for employees of your firm (using a username and password only); Delegate authorisation to other employee user accounts to also create new user accounts (using a username and password only); Unlock (or disable) user accounts for employees of your firm A Standard AUSkey your AFSA Online Services account will be automatically set up as an Employee User. Please note: It is not recommended username and password accounts for other practitioner firm employees be created by AUSkey users. It is intended for all users (employees) to log in with an AUSkey associated to their practitioner firm s ABN and registered to them. 8

9 Your Account Details (from the user name menu) will display your AUSkey user credentials and the AFSA Online Services functions your account has been authorised to perform. Note: If you are not a trustee, POMR or debt agreement administrator your Account Details will be read-only and can only be amended by updating your AUSkey registration at If you are a trustee, POMR or debt agreement administrator, your Account Details will display your contact details as per your AFSA practitioner registration and role/s. If employees of your practitioner firm are required to perform functions in AER Online on your behalf you must first grant authorisation to the employee user accounts. See Practitioner User - Authorise an Employee User to Lodge or View AERs 9

10 A typical view of Account Details for an Admin user created from an Administrator AUSkey log in. This user has not yet been granted permission to perform AER Online functions on behalf of a practitioner. View your account and its permissions 10

11 A typical view of Account Details for a practitioner user created from a Standard AUSkey log in (does not have Admin User rights). Will show the names recorded against the practitioner registration Your AFSA practitioner registration roles. The functions you are authorised to perform in AER Online 11

12 Practitioner User - Your AFSA Practitioner Registration and your new AUSkey Account If you are a trustee, POMR or debt agreement administrator and an AFSA Online Services account has been newly created with an AUSkey, your account must be first linked with your AFSA practitioner registration details in AER Online. This will allow you to view your administrations requiring AER submission and authorise employee user accounts of your practitioner firm to act on your behalf, if you choose. Link your new AUSkey Online Services Account to your AFSA practitioner registration 1. Log in with your AUSkey to your new AFSA Online Services AUSkey Account at 2. Select Accounts from the username menu in AER Online to navigate to AFSA s Online Services Accounts 12

13 3. Select Link Account from your user name menu 4. Enter your Trustee/Practitioner registration number (If you are a POMR of a registered debt agreement administrator, enter your own POMR registration number) 5. Press Send Verification Code. 6. An will be sent to the address AFSA has recorded against your practitioner registration. The will contain a verification code. If you do not receive the within 5 minutes, please contact onlineservices@afsa.gov.au 13

14 7. Enter or paste the verification code supplied within the 8. Press Link to link your practitioner registration details to your AFSA Online Services account 9. If the code is correct a confirmation is displayed and your username will display as per AFSA s practitioner registration details (no longer displays your AUSkey username). 10. Press Sign out to refresh your AFSA account. 14

15 11. Log in again with your AUSkey to your newly linked AFSA Online Services Account to When you are logged in you can commence to complete functions in AER Online. You may also navigate to Accounts to view your account permissions and grant authorisation to other users to perform functions in AER Online, if permitted. 15

16 Practitioner User - Authorise an Employee User to Lodge or View AERs Only a Trustee, POMR or debt agreement administrator for a practitioner firm can grant authorisation to a user account to Lodge or View AERs on their behalf. Log in to your trustee, POMR or debt agreement administrator account at Select Accounts from your username menu in AER Online to navigate to AFSA s Online Services Accounts 16

17 Select Search Accounts from the Manage menu The users associated to the trustee, POMR or debt agreement administrator firm will be displayed. Select the name of the user for whom authorisation is to be granted. 17

18 Select the authorisation to be granted Press Grant 18

19 The practitioner has now authorised the account to perform the function specified. The user s Account Details will be updated to show the authorisations granted. Note: To revoke the authorisation click on the bin icon. 19

20 The new employee user will now be able to log in and perform the specified function in AER Online on behalf of the practitioner. 20

21 Log in Issues If you access AER Online using an AUSkey and are also having password or access issues, please refer to your AUSkey Administrator or to to troubleshoot. 21