Getting 'Ready to send'
By default, ProvCheck sends notices for groups of taxpayers rather than as individual taxpayers, and in an email format rather than a PDF attachment.
It is possible to send notices on an individual basis and you can do this by adjusting the group settings within a group members workpaper (see below).
Note, any adjustment to the group settings will automatically be reflected in all group members' workpapers.
At this stage of the workpaper, you can:
- Select the email recipients for the group
- Select one salutation or customise the salutation for the group
- Move a taxpayer out of the group and mark as individual
Important: You can preview the email by clicking on the magnifying glass, but keep in mind that only those entities that are in the 'Ready to send' work stage will be included in the email sent. Entities that are not in 'Ready to send' will show on the preview – but will not show in the final notice.
Sending notices
To send notices, navigate to the “Notices” tab and select the “Ready to send” workflow stage.
Here, you’ll find a list of taxpayers approved to send with the corresponding recipients. To change the recipient or salutation click on the taxpayer and edit the group notice settings.
When you’re ready to send, select the notices and select ‘Send to taxpayer’. You can send multiple notices at the same time.
When your client receives their notice, it will appear as if it was sent from the user's email address used to access ProvCheck. You’ll receive a blind copy for your document management system. Any responses or bounces will also come back to the email address that received the blind copy.
Remember to file your emails to the appropriate document management system in your organisation.
Making custom edits to the email notice
If you’d like to make some changes to the email notice for your client, select ‘Send to agent’ and ProvCheck will send the notice to the Tax Traders account you’re logged in under. You can then make your changes and send the email directly to your client. Finally, return to ProvCheck and 'Mark as sent' your notice.
FAQs
Q: Can I download the Notices page as a report?
Yes, any of the tables in ProvCheck can be downloaded by right clicking anywhere in the body of the table and selecting export as either CSV or XLS.