Prepare and lodge a BAS for your client in QuickBooks Online Accountant

The QuickBooks suite is well-designed to support Bookkeepers and Accountants in their Business Activity Statements (BAS) workflows.

The Books Review tool finds common bookkeeping issues like incomplete transactions and account balances, and helps accountants get the information they need from clients. It then integrates with QuickBooks Tax powered by LodgeiT, making preparation and lodgement of BAS workpapers seamless.

• Step 1: Transaction review
• Step 2: Account reconciliation
• Step 3: Final review
• Step 4: Wrap up

Before you start

If at any point you need more information from your client, you can create and view requests from the Client Requests button within the Books Review tool.

Start your client's Books review

1. Sign in to your QuickBooks Online Accountant file.
2. Select Clients from the Your Practice menu.
3. Select the Bookkeeping Tab.
4. Find the client you wish to start the BAS for.
5. In the Books Review column, select Start review or the clock icon to open an overview of the remaining tasks within that client’s books review process.
6. Select View details to enter the Books review tool within that client’s QuickBooks Online file.

Step 1: Transaction review

The Transaction Review tab shows an overview of uncategorised transactions, transactions without payees, transactions without GST, duplicate transactions, undeposited funds, and unapplied payments. This is where you’ll want to make sure that each transaction is accounted for and every section is marked as Done.

If data is missing, you'll see a blank line in the column. Select a transaction to open it and make corrections. You can also collaborate with your clients to get further information.

1. Select one or more transactions. In the Action pop-up that displays, select Ask client.
2. The Create a request form automatically fills out a name and description along with the request for missing transaction-level details. You can edit these fields, such as the due date when you’d like a client response, or add additional documents.
3. Select Share. Your client is sent an email notification to open QuickBooks Online and respond with additional details for the transaction(s).
4. Have your client log into QuickBooks, then go to My accountant, then the Requests tab. Here, they can open each request to explain what they bought and why.
5. Once your client has responded to the request, you can find the reply in Books review.
6. Select Client requests ▼ dropdown, then View all requests.

Step 2. Account reconciliation

The account reconciliation tab presents a clear list of accounts requiring reconciliation. You can also reconcile any other balance sheet items, that is any Clearing or GST accounts. This is where you’ll want to make sure that each account is reconciled and marked as Done.

By using the Select Accounts function, you can filter the list to focus on specific accounts. 

Choose an account to start the reconciliation process, and note any outstanding transactions in the unreconciled column.

Step 3. Final review

In the Final review tab, you will find a record of any  accounts payable or accounts receivable amounts that are 90 days or more. This enables you to work out whether you've got to go chase these people up, or whether we need to write the amounts off. Mark as Done when completely reviewed.

Step 4. Wrap up

This is where you produce all of the the working papers for this particular business activity statement.

4.1. Prepare reports

1. Select Select within the Prepare reports tile.
2. Select Open.
3. Select a page along the left-hand side bar to edit the details within that section. This includes details like the workpaper’s title, reporting period, and which reports will be included in the BAS workpaper.
4. Select Save and close.
5. Navigate back to the Wrap-up tab and mark the Prepare reports tile as Done.

4.2. Send report package

1. Select Send within the Send reports package tile to inform your client and all relevant stakeholders, 
2. Navigate back to the Wrap-up tab and mark the Send reports package tile as Done.

4.3. Prepare to lodge

1. Select Go to Tax Centre within the Prepare to lodge tile
2. Select the Prepare BAS button.
3. Work through the pop-up workflow, making sure to factor in any tax installments.
4. In the Summary step, select the drop-down arrow from the Next button to select Mark as lodged.
5. On the final screen, select ‌Export to QuickBooks Tax or Close to finish this workflow.

If you selected Export to QuickBooks Tax:

This is where you'll be navigated to QuickBooks Tax powered by LodgeiT to complete the lodgement process.

1. Complete the Two-Factor Authentication to import all of the necessary data from QuickBooks.
2. Review the Details, GST, PAYGW, and Summary tabs.
3. Select Validate (Pre-lodge) to validate that everything is correct.
4. Select Pre-lodge & Complete.
5. Electronically send the form to your client to sign and approve by selecting Send e-signature request.
6. Once the form is signed, you can lodge it.

Navigate back to the Wrap-up tab in QuickBooks Online and mark the Prepare to lodge tile as Done.

4.4. Close the books

After you finish generating your BAS documents, make sure your client doesn't delete or change any of the transactions in that reporting period. A simple way to prevent this is to set a closing date, also known as closing the books.

1. Go to the Gear ⛭ icon.
2. Select the Account and Settings.
3. Select Advanced from the navigation menu. 
4. Under Accounting, select the toggle to close the Books.
5. Make sure the closing date is reflective of the BAS period's ending date.
6. Select the dropdown ‌under the closing date field and select Allow changes after viewing a warning and entering a password.
7. Re-enter your password to confirm.
8. Select Save.

Notify your client repeatedly, verbally and in writing, that they are not to make any changes to closed periods and explain to them what that means.

Navigate back to the Wrap-up tab in and mark the Close the books tile as Done.

Congratulations - you've just completed your client's BAS!