SARS eFiling
- Aug 2, 2024
- 5 min read
Updated: Mar 14
This post will explain how to install and make use of the DataGrows, eFiling extension. This will enable you to bring in your taxpayers from your practitioner's profile. We harness your unique login with SARS and DataGrows to provide you with secure access to your taxpayer information.
The post will break down the steps as follows:
Importing Taxpayers
1.2 Import Taxpayers
1.3 Troubleshooting
1.4 Matching Clients
Set User Permissions
Importing Taxpayers
1.1. Download the extension:
The extension is not currently supported in Safari or Firefox. If you are using a Mac, please download Google Chrome to use the extension.
To begin with.
Click on the button to install the extension. You'll see that it is a Chrome Web Store-approved extension.
Next, click on the ‘Get’ or ‘Add to Chrome’ button.
You'll see an allow button for the first time. Click Allow and then add the extension. It is now installed in a matter of seconds. You'll find your extension in the little puzzle piece next to the URL bar in your browser.
1.2 Import Taxpayers:
The first phase of the extension involves bringing in your taxpayers from your practitioner's profile.
Close all tabs in your browser
Open the Extension by going to the puzzle piece next to the URL bar. Pin DataGrows
Click on the burger menu
Go to SARS - Taxpayers
Click on the DataGrows link in Step 1
Log in to DataGrows.co.za and go to the Clients table
Click on the eFiling link in Step 2
Login
REFRESH the eFiling page
Click on Import Taxpayers in the panel at the bottom.
Your taxpayers will start to import
Scroll to the bottom of the extension tab
Once the number stops counting up, all of your clients should have pulled in to DataGrows
To see your clients in DataGrows, navigate to the SARS department in the left navigation
Click on SARS Taxpayers
The number to the bottom right of this table should be the same as the total number in the extension.
You can close the extension for now.
1.3 Troubleshooting
Please follow the steps below if:
a. The extension keeps on spinning for longer than 2 minutes without bringing in any taxpayers.
b. Some taxpayers have been pulled in but the number of taxpayers at the bottom of the extension has been stuck for longer than 5 minutes and you know the total is not correct yet.
Close the extension.
Go to manage extension by clicking on the puzzle piece next to the URL bar
Switch the extension off and on by unchecking and rechecking the checkbox.
Close eFiling & DataGrows tabs.
Follow the above steps again to try to import the taxpayers.
If nothing happens within a few seconds, book a meeting with us via this link: https://calendly.com/d/cknb-55f-cjy/onboarding-sars-efiling.
1.4 Matching Clients
You will see that if the client exists in DataGrows they will have been matched in the DataGrows Client column where possible. You will need to match the outstanding clients manually or add them to DataGrows as clients where they have not been added yet.
This is a great method to help complete missing information for your clients or as an initial onboarding tool. Please follow these steps until you have matched all the clients that you can. Clients that have not been added to DataGrows yet can be left blank at this point. We will show you how to add them later.
To match clients:
Set your rows per page to the maximum by selecting it from the bottom right-hand corner
Hover over the column heading DataGrows Client
Click on the 3-dot menu
Click on filter
Change the parameter from Contains to Equals
Leave the field to the right blank
Click apply
This will display all clients that have not been matched yet.
To match a client, click on the client record, then select the applicable client from the DataGrows client dropdown
Save
1.5 How to handle duplicate clients or inactive clients
Duplicate clients can occur due to multiple factors, such as a taxpayer passing away, a parent and child with the same name/initials & surname, or an entity closing and reopening. You might also have clients who are no longer with your practice. The selections made below will not alter the client record on eFiling.
If you have duplicates in the SARS taxpayer table, but you want to keep both, you will need to add a unique suffix to one:
Go to the Status column, then filter for contains ‘Duplicate Name’
Click on the client record,
Add a unique suffix in the suffix field (like SNR / JNR / Deceased / Insolvent)
Save
To archive old taxpayers:
Click on the square to the left of the taxpayer record
Go to Actions
Mark as Inactive
This will move the client to the SARS Taxpayer Archive table. This will allow you to see which clients to delete off eFiling, and if you are unable to delete them, you can keep them separate from your active taxpayers.
1.6 Post missing clients to DataGrows
Once the above is done, you can:
Filter on where DataGrows client is blank
Select all the records
Go to Actions - Update/Add clients
These clients will be added to DataGrows
If an error occurs or any clients are still blank in the DataGrows client column, please follow the prompt and run the action again
2. Set User Permissions
In this section, I will show you how to calculate the tax payable for your clients in DataGrows to assist with the IRP6 return.
2.1. Actions
To start, you will need to adjust user permissions so that the correct team members will have access to run the actions between DataGrows and eFiling. Actions include requesting, filing, and saving an IRP6, among others. You want to ensure that only your trusted staff members can access this information and protect your client data on eFiling.
To do this:
Go to Setup - User Actions
You can filter on any of our standard roles in the User Roles column
Check the 'Can Use Action' checkbox if you want users with this role to be able to run the action.
For custom users, you will need to go to Setup - Accountant
Click on the record for that Accountant
Go to Accountant Actions
There, you can check the 'Can Use Action' checkbox where needed.
The 'Provisional Tax Returns: Populate Zero Return' action will enable you to file zero returns in bulk. So, any clients who don't have a taxable income or who will not be paying tax in this August period, for example, can be run in bulk and actually indicated as zeros.
2.2. Tables
Please also ensure the relevant users have access to the Provisional tax table; otherwise, they will not be able to run the actions.
For standard roles: You can view this by going to Setup - User Roles, then selecting the SARS department and the Tax department and choosing the appropriate permissions.
For custom roles: You can view this by going to Setup - Accountant
Click on the Accountant
Go to Accountant rights, then select the SARS department and the Tax department.
If you get stuck at any point, please reach out to support@mydatagrows.com so we can assist or book a session through this link.
Want more from SARS?
This post will explain how to connect to the SARS API to Save, Request and Submit IRP6s as well as download SARS Correspondence issued for clients from the first day of the current month for all your linked portfolios.
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