Task Tables Explained
Updated: Aug 23
Below is a list of all the tables in DataGrows as well as a summary of how they work.
Tables can be accessed through the left navigation or the home screen.
The All Tasks Due table: This table summarizes all upcoming deadlines, per staff member, with hotlinks to the specific details for each task. If you click on a hotlink it will take you to the particular table, filtered on the selected day and accountant. You can edit/complete the tasks from here. This is also sent via email weekly as a summary and detailed report.
Clients Table: Once a client is added, their upcoming tasks will schedule immediately. This table is also where all the services for a specific client are switched on. Please make sure that each client has been assigned a status. Only Active clients will generate tasks.
The accountant role will always see all tasks for the client unless one of the other roles is assigned. The custom roles therefore take preference in their departments and the staff member in the role be marked as the accountant for that specific task in that table. For example, if Jane is the accountant for World Foods, but Susan is the HR Role, under all Payroll tasks, Susan will be assigned the accountant column in the table. The roles relate to the tables in the left navigation. Accounting Roles will be assigned to tasks in the Accounting Department. The HR Role to tasks in the Payroll Department etc.
Invoice Table: This table is currently in the testing phase and will be used to generate and send invoices to your clients based on time logged.
Department: Adhoc Tasks
Firm & Adhoc Tasks Table: This is a manual table as these tasks are often done in unpredictable intervals. Examples of tasks in this department include Meetings, Power Failures, Travel Time, etc. To add a task click on +Record in the top right corner. Select the task, client (if applicable) and staff member. If a Due Date is required and set, a reminder will display in the All Tasks Due table. You can log time against any record as well.
Accounting Table: Set up accounting in the client table. There are 3 accounting dropdowns. The first is labeled 'accounting'. Here you set your accounting type. Choose from; annually, bi-annually, quarterly, monthly, or no. Then set the Start month if you selected bi-annually, annually, or quarterly. Lastly, set the Due Date. It is important to note that the system only schedules tasks that you can currently work on. So if you select Annual accounting with a start month of March, but it is now August. The system will only schedule this task closer to March to avoid cluttering your feed.
VAT Returns: VAT Returns can be switched on in the Clients Table. We have 4 options for VAT Type; Even, Odd, Monthly, and Bi-Annual. The VAT Returns will schedule according to this selection with a due date of the last working day of the month in the applicable submission period.
Even: Periods of two months ending on the last day of February, April, June, August, October and December. Due date on the last day of the following month. Eg: Period January 2022 and February 2022, Due date 31 March.
Odd: Periods of two months ending on the last day of January, March, May, July, September, November. Due date on the last day of the following month. Eg: Period February 2022 and March 2022, Due date 31 April.
CIPC Annual Returns: CIPC Annual Returns will schedule based on the registration date for all CIPC registered entities (Close Corporations, Non-Profits, PLC, PTY LTD). These tasks will schedule a year in advance with a due date of the first day of the company registration month in the current year.
CIPC Tasks: This is a manual table, for tasks including Company Registration, Director Change etc. To add a record, click on +Record in the top right. Once you have selected the task and added the applicable fields, click on Save & Edit. A CIPC Subtask tab will appear in the top right. Here you can find all the needed steps to complete each task with hyperlinks to template document files. Once an upload date is selected (the day of requesting the lodgement from CIPC) the day counter will start to count in calendar days, and a due date for 10 calendar days will calculate so you know by when to send CIPC the documents.
Department: Financials & Tax
Financials & Income Tax: Financials & Tax are scheduled automatically for all CIPC registered entities, with a due date of the last day of the following year-end month. Please make sure the year-end has been added and that Income tax is true in the client table. We only schedule for the current financial year, but you can add any backlog for any task table manually by clicking on +Record. You can also include any entity we do not schedule for like Sole proprietors manually.
For any Individuals or Sole Proprietors that need financials, a record can be added manually by clicking on +Record in the top right corner. Please note Income Tax Returns for Individuals & Sole Props are tracked separately.
Compensation Fund ROE: Track the Workman’s Return of Earnings here, scheduled on the 1st of March each year for all clients where the Workman’s Service is checked.
EMP201: Where EMP201 has been switched on in the Client Table, tasks will schedule for the current month, with a due date of the 7th (or earliest working day prior) of the following month.
EMP501 Bi-Annual Recon: Where EMP501 has been switched on in the Client Table, tasks will schedule for the applicable tax year, 3 months in advance. First Recon Due Date 31 October each year, Second Recon Due Date 31 May (or the earliest working day prior).
Payroll: Payroll needs to be switched on in the Client Table. We have options for Monthly, Weekly or Bi-Weekly Payroll. For Bi-Weekly Payroll, please set the pay date. The system will schedule the task for the nearest Friday to the selected date and every second Friday from then on. The default Monthly Payroll will schedule on the 1st of the month with a Due date of the 25th. This can be changed per client by selecting a Payroll due date from the dropdown in the client table. Weekly payroll will schedule each week, with a due date of every Friday.
UIF uFiling: This needs to be turned on in the Client Table by checking the UIF box. This is only for clients where UIF needs to be submitted & paid on uFiling (i.e. clients not registered for PAYE). It will schedule on the first of the current month with a due date of the 7th of the following month (or the earliest working day).
Income Tax Individuals: Scheduled for all CC members, Directors, Individuals, and Sole Proprietors where income tax is switched on in the client table. You can still add any backlogged returns manually.
Provisional Tax Returns: Where turned on in the client table, this will schedule two periods in advance, twice a year. The First Provisional Tax Period will be due 6 months into the new financial year, and the Second Provisional Tax Period is due on the last working day of the year-end month. We schedule these tasks 60 days before the due date.
SARS Tasks: This is a manual table, to allow powerful tracking of SARS-related submissions, such as registrations, disputes, new applications, verifications, updating of details, etc. Add a task by clicking on +Record in the top right corner. After completing all the required fields, select Save&Edit, and a SARS Subtask tab will appear in the top right corner. This is a summary of all the needed steps and documents to complete the tasks, with hyperlinks to download the actual form, where available. Once documents have been marked as uploaded in the details window, the day counter will count in working days so you know when to follow up with SARS. You can also enter the case numbers for each task for easy follow-up, as well as make note of any appointment dates. The due date will also calculate to 21 working days for escalation (60 days for dispute).
Turnover Tax: This will schedule on the 1st of June each year, with a 31 January Due Date (or earliest working day). Make note of your appointment date and all necessary schedules for submission of this tax type.
If Provisional Tax & Income tax is also checked in the client table along with turnover tax, our data integrity report will flag that client, because you can't submit all 3.
Turnover Provisional Tax: This will schedule on the 1st of June each year, with a 31 August Due Date for the first payment (or earliest working day), and 1 January each following year, due date last working day of February for the second payment. Make note of your appointment date and all necessary schedules for submission of this tax type.
Department: Time Log
The Time Log table: allows you to review any time logged for any task. Make changes to logs, review them with staff in real-time and make notes if needed. You may also add manual records if the start-stop function was not used, to log a task. Simply click on +Record and add the details, selecting the applicable start and end times.
Accountant: This table is where you can add staff and change any user rights. Assign department roles to staff where applicable to ensure their tasks are tailored to them. You may add an assistant (e.g. Receptionist) as a user, free of charge. They will be able to maintain client records and access the Firm & Adhoc Department to track admin and personal tasks such as leave.
Data Upload: Use this table to do a bulk upload of your clients. Please follow this link to see a tutorial on how to complete the excel template and upload the data in minutes!
Firm Settings: Here you can add your firm settings and set your time rounding. Please complete as much info as possible to ensure the App automation work in the best way possible.
Rate Group: Create different rate groups, where the same task might have various rates for different clients, to be used for billing purposes.
Rates: Set your rates for billing purposes. Please add or remove any records to suit your billing structure. Ensure that the rate and type are selected for each rate for each task, and assigned to a rate group. You can then assign individual clients to their applicable rate group. E.g., if you have a small retainer, large retainer, and a variable rate, ensure you select all the tasks in the rate table for each group, and give them the applicable value. Then you can assign a client to a ‘small retainer’, and we will raise their monthly invoice accordingly.