eReturns: Associated Entity Quick Reference Guide: Using eReturns

Updated: 31 October 2012

Using eReturns

Main Menu

Once you have logged in you will see the eReturns main menu.

screen shot of main menu

From the main menu you can start a new return, continue a return which is partially complete, view historical returns and manage your account details.

Your account details are the details which you reviewed and updated when you logged in for the first time.

Creating a sub-account

eReturns will allow a financial controller to create a sub-account for another person (such as an admin person) to log in to eReturns and enter data in to the return. The sub-account holder will be able to add, remove and edit data in the return but they will not be able to lodge the return.

To create a sub-account, you will first need to contact FAD on 02 6271 4552 or by email at fad@aec.gov.au and ask for your account to be changed to allow the creation of a sub-account. Once this is done you will need to log in using your credentials. On the main menu click 'Manage Details'. This will bring up the Associated Entity details screen.

screen shot of associated entity details edit screen

On this screen click the 'Sub Accounts' tab.

screen shot of sub accounts screen

To add a sub-account click the '+ Add' button. This will launch the 'Add a sub account' window.

screen shot of the add a sub account screen

In the 'Add a sub-account' window you can record the details of the sub-account holder. It is important that the email address is recorded correctly as it will be used to send the sub-account holder their credentials.

Once you have finished recording the details of the sub-account holder click 'Add' to create the sub-account. Then click 'Close' and the sub-accounts screen will display and you will be able to see the new sub-account in the list like the example below.

screen shot of details screen showing the new sub account in the list

Once a sub-account has been added, eReturns will automatically send an email to the sub-account holder's email address like the one below.

screen shot of email sent to sub account holder

This email contains the user name and password for the sub-account holder. It also contains an activation link which the sub-account holder will need to click before they can log in. Once they have activated their account, they will be able to use their user name and password to log in to eReturns.

Completing a return

New Return

Click the 'New Return' button to start completing a new return.

screen shot of new return button

Then choose the return which you would like to complete.

screen shot showing return type selection

Click 'Continue' to launch the return wizard. Similar to when you review your account details you can use the 'Back' and 'Next' buttons to navigate through the screens.

Instructions on how to complete the return will appear at the top of each page.

screen shot showing how each screen has instructions at the top

Progress through the return is tracked down the left-hand side of the screen.

screen shot of progress tracker

As you navigate through the return, you will be prompted to enter the information which will make up the return.

Step 1 – Organisation Details

On this screen you can update your organisation details. These details have been automatically pre-filled from your account.

screen shot of Step 1: Organisation Details which will have been pre-filled with your account details

Once you have updated your organisation details click 'Next' to move to the 'Your details' screen.

screen shot of Step 1 screen where you can update your personal details

On this screen you can review and update your details. Once you have completed your details click 'Next' to move to the Related Organisations screen.

Step 2 – Related Organisations

This screen will allow you to record the party or parties which your associated entity is associated with.

screen shot of associated political parties screen

To add a party to the list, click the '+ Add' button below the table to launch the 'Add an Associated Political Party' window. In this window you can select the political party you are associated with from the drop down menu.

screen with dropdown list of political parties

Once you have selected the party, click 'Add' to add the political party to the list of associated political parties. Once you have finished adding associated political parties click 'Close' and you will return to the Associated Political Parties screen. Once you have finished on this screen, click 'Next' to move to the Business Names screen.

Business Names screen

On the Business Names screen you can enter any other names under which your organisation conducts business or by which it is known. If your organisation is a union you should list other names that the union is known, for example, registered name, other trading name. To add another business/union name click '+ Add' to launch the 'Add a Business Name' window.

Add a business name screen

Once you have entered another business name for your organisation, click 'Add' to add it to the list of other business names. When you have finished entering all other business names click 'Close' to return to the other business names screen. Once you have finished on this screen click 'Next' to move to the List of related organisations or branches screen.

If your organisation is:

  • not a union, you will need to enter details of related organisations who you are lodging on behalf of; or
  • a union, you will need to enter details of branches you are lodging on behalf of.
list of related organisations screen, including are you a union checkbox

On this screen you will be able to record details of either your related organisations or any branches (if you are a union) that you are lodging on behalf of. To add a related organisation or branch to the list click the '+ Add' button below the table on the screen. This will launch the 'Add a Related Organisation/Branch Name' window.

add a related organisation or branch screen

In this window you can record the details of the related organisation or branch. Once you have entered all the details, click 'Add' to add the related organisation or branch to the list. Once you have finished recording related organisations or branches, click 'Close' to return to the Add related organisations or branches screen. Once you have finished on this screen click 'Next' to move to the receipts screen.

Step 3 – Receipts

Total receipts and gifts-in-kind can be recorded directly into this screen.

total receipts screen

To record detailed receipts click the 'Add' button at the bottom of the table on the screen. This will launch the 'Add a receipt' window.

add a receipt screen

In the 'Add a receipt' window you can fill in the details of each detailed receipt. All required fields must be completed. Once all the information has been entered click the 'Add' button to add the receipt to the list. The 'Add a receipt' window will remain open to allow you to enter more receipts. Once you have finished entering all receipts click the 'Close' button to return to the receipts screen.

Import receipts

The import function allows you to upload a spread sheet of transactions into eReturns, eliminating the need to manually enter each transaction. In order to import receipts you will need a spread sheet (either in MSExcel, CSV or XML format) of receipts which contains all of the required information for each receipt. To start importing receipts click the 'Import' button.

import button

This will launch the import screen

upload a list of transactions screen

From here you can use the browse button to select the spread sheet you wish to upload from your computer.

Once you have selected the spread sheet, click 'Upload'.

upload button

Once the system has uploaded your spread sheet it will ask you to match the columns in your spread sheet to the columns in eReturns.

assign data columns screen

Once you have assigned all the columns, click 'Import Data'.

Now the system will ask you to designate some of the values in some of the columns. You will need to assign values that eReturns recognises to some of the data in your spread sheet. See the example below:

match values screen

Once you have matched the values from your spread sheet to values that eReturns will recognise you can click 'Assign'. eReturns will tell you how many records were successfully imported, and list those which were not successful.

You can also export the list of transactions which were not successfully imported from here. To close this window, click 'Close'.

import results screen

If you choose to export the list of transactions which were not successfully imported you can fix the problems in the data which eReturns has identified and re-import that list. Alternatively, you can use the '+ Add' button to add those transactions manually.

eReturns will now upload the transactions from the spread sheet into the return wizard. Once it is complete you will be able to see the transactions in the list on the screen. Once you have finished on the receipts screen click 'Next' to move to the payments screen.

Step 4 – Payments

Enter the 'total payments' amount here.

Note: Associated entities are only required to provide the total payments 'amount', no further details are required in relation to payments.

payments screen

Step 5 – Debts

Total debts and details of individual debts greater than the disclosure threshold are recorded here.

debts screen

To record individual debts that are more than the disclosure threshold use the '+ Add' button. This will launch the 'Add a debt' window.

add a debt window

In the 'Add a debt' window you can fill in the details of individual debts. All required fields must be completed. Once all the information has been entered click the 'Add' button to add the debt to the list. The 'Add a debt' window will remain open to allow you to enter more debts. Once you have finished entering all debts click the 'Close' button to return to the debts screen.

If you have a large number of debts to record you may wish to import a spread sheet. For step by step instructions on importing debts, refer to the 'import receipts' section of this guide. Once you have recorded your total debts and all detailed debts click 'Next'.

Step 6 – Capital Contributions

On this screen you can record details of capital contributions made to your associated entity.

capital contributions screen

To add a capital contribution, click the 'Add' button. This will launch the 'Add a capital contribution' window.

add a capital contribution window

In the 'Add a capital contribution' window you can fill in the details of individual capital contributions. All required fields must be completed. Once all the information has been entered click the 'Add' button to add the capital contribution to the list. The 'Add a capital contribution' window will remain open to allow you to enter more capital contributions. Once you finished entering all capital contributions click the 'Close' button to return to the Capital Contributions screen. Once you have recorded all your capital contributions click 'Next'.

Step 7 – Notes

The Notes screen allows you to record annotations against the return.

annotations screen

These annotations will be presented on the return as footnotes.

To add an annotation, click the 'Add' button. This will launch the 'Add an annotation' window.

add an annotation window

Enter the text of your annotation and click 'Add' to save it. Click 'Close' once you have entered all your annotations.

When you have finished recording annotations, click 'Next'.

Step 8 – Review

The next screen is the review screen.

review screen

Here you will be presented with an image of what the data in your return will look like. Use the scroll bar on the right of the screen to view all of the pages of the return.

You'll notice that there is nothing in the signature or date fields on the front of the return. These fields will only be populated once you have completed the lodgement screen and will appear on the final version of your return.

If you need to make changes to the data in the return, click 'Back'. Once you have reviewed the image of your return and all data is correct, click 'Next'. This will take you to the Sign and Lodge screen.

NOTE: At the bottom of this screen, above the 'Back' and 'Next' buttons is a checkbox. Selecting this box will allow you to lodge a Notice of Incomplete Return. For more detail on this, go to the Lodging a Notice of Incomplete Return section of this guide.

Step 9 – Sign and Lodge

Once you have reviewed your return you will be able to lodge it with the AEC.

lodge screen

On this screen, you will need to select the box next to the certification. As the financial controller of the associated entity you will need to type your name into the Signature box and type your password into the Password box.

Once you have done this, click 'Lodge' to lodge your return.

Upon lodging your return you will be presented with a confirmation screen.

lodgement confirmation screen

From this screen you may save a PDF copy of your return. The AEC recommends that you save a copy of your return in case you need to print or refer to it at a later date. The unique reference number presented on this screen is also recorded on the return form in the bottom right hand corner. eReturns will also email you a copy of your lodged return automatically.

Lodging a Notice of Incomplete Return

eReturns will allow you to lodge a Notice of Incomplete Return online. For more information about when it is appropriate to lodge a Notice of Incomplete Return please consult the Financial Disclosure guide for Associated Entities.

To lodge a Notice of Incomplete Return in eReturns you will need to select the checkbox at the bottom of the review screen.

review screen with incomplete return checkbox highlighted

Selecting this box will take you to the Notice of Incomplete Return screen.

notice of incomplete return screen

Here you are required to fill in the fields, detailing the information that is missing from your return, the reason why you were unable to obtain that information, who you believe may have the information which is missing, and why you believe that person has it. Once you have completed all of the fields on the screen, click 'Next' to review the Notice of Incomplete Return.

incomplete particulars review screen

Once you have reviewed your Notice of Incomplete Return click 'Next' to go to the Sign and Lodge screen. To lodge your return and Notice of Incomplete Return follow the instructions at Step 9–Sign and Lodge of this guide.

Amending a Return

Returns lodged using eReturns can also be amended using eReturns. To amend a return click the 'View Returns' button on the main menu.

screen shot of main menu

The view returns screen will display.

view returns screen

Use the 'Amend' option in the drop down list next to the return you wish to amend. Only returns lodged online can be amended online.

This will launch the amendment wizard. The amendment wizard is exactly the same as the return wizard, except it already contains all of the data from your original return. To amend something, simply add, edit or delete as appropriate. Once you have finished working your way through the wizard, the system will generate an amendment form for you to review which will detail the changes. This amendment form can be lodged in the same way as the original return.