Correspondence tasks

In the Correspondence area you can add correspondence tasks, e.g. copies of the physical (paper) correspondence from the IRD, for tracking and reference purposes.  

We check every few minutes for the list of documents available. However the time frames for this to show in TaxLab > Correspondence depends on the following:

• If a taxpayer is in Taxlab it will be retrieved and loaded to tasks within several minutes.
• If a taxpayer is not in Taxlab then it can take longer as we need to create the taxpayer. 

Create a correspondence task

1. Click the Workflow tab > Correspondence.
2. Click the Create task button.
3. Enter the first few letters of the taxpayer (entity) name, then click the required taxpayer in the list that displays.
4. Select the user to who you want to assign the task to.
5. Select the correspondence type, tax type, tax year and due date.
6. Add a note to support the task.
7. Click Confirm.

Open a correspondence Task

1. Click the Workflow tab > Correspondence.
2. Click the correspondence task you want to open.

Update a correspondence Task

Once you have created a task in the system, you can update the task details and settings. If you want to track the task, the Progress and Assigned to fields will be helpful. You can also add a note, attach a file, and add other users to the task.

1. Open the correspondence task.
2. On the Task tab, update the task as required:
3. Select the new status from the Progress drop-down list.
4. Select the new user from the Assigned To drop-down list.
5. Edit the settings as required:
6. Select a different correspondence type, tax year, tax type, filed date or processed date.
7. Enter an RIT or refund cheque amount.
8. Optional: Type a note in the Note box.
9. Optional: Scan the physical correspondence, so that it is in electronic format, then upload and attach the scanned file to the correspondence task. See Manage files.
10. Optional: Add a user.
11. Optional: View the history of the task on the Activity tab.

Update correspondence tasks in bulk

1. On the Correspondence page, select the check boxes of the tasks you want to edit.
2. Click the Edit button.
3. Update the tasks as required:
   • Update the progress status of the task.
   • Update the user the tasks are assigned to.
   • Update the GST frequency.
   • Update the extension of time (EOT) status.
4. Click Save changes to [number] tasks.

Troubleshooting

If there are any issues such as a document not showing as expected, please Contact  [email protected] and provide taxpayer information and the expected document and we will investigate further.