Getting Started - Guide for existing employers
We have created this help guide specifically for our existing clients to configure their accounts and assist with the onboarding, testing and submission of STP reporting to the ATO.
- If you are a new employer wanting to process STP files through ClickSuper please see the following guide: Getting Started - STP (new employers)
- If you would like to register for both superannuation and STP please see the following guide: Registering - Superannuation. Once registered, please come back to this guide to configure your account for STP.
The process to get started using ClickSuper to process STP is simple. Clients need to configure their account with ClickSuper, export a file from their payroll software provider and then upload it into ClickSuper. Once uploaded, ClickSuper will process client STP files directly to the ATO. If there is an error, then some error reporting handling may be involved. This guide has been created to go through each step of the process with our existing clients.
If you would like to test your STP files prior to going live this is welcomed. Clients need to register an account in our beta site for testing - it is 100% free. Please see the following guide for more information: Testing a STP file - registering and uploading
This guide has been separated into sections - please click on the relevant link located on the right hand side of the page to jump to a particular section or read down the page in order.
Some clients prefer to watch a video of the process instead of reading the walkthrough. You can watch our short video guide outlining the configuration process for existing ClickSuper employers below. Sound is not required.
If the video is too small please copy the following link into your web browser to view: https://www.youtube.com/watch?v=DvEQBdyikGI
Getting Started - existing employers
To configure your account for STP, please log in to your ClickSuper account and click the MY ORGANISATION menu on the left hand side of the page and then click the STP Details tab as shown below:
Clients need to complete the page shown - all of the below fields need to be entered.
BMS is an acronym of Business Management Software which refers to your payroll provider. Your payroll provider has gone through testing with the ATO and has been given these credentials to provide to their clients.
If you are unsure of the information asked for please contact your payroll provider for confirmation; this information is available within your payroll software. Please do not guess the information required in this section; if entered incorrectly submissions will fail or could be uploaded incorrectly meaning your STP obligation will not be met. Clients are unable to upload a STP file without this information being first provided to ClickSuper.
If information is already listed for all fields please leave it as is – the information ClickSuper requires has already been provided and a STP file can be uploaded for your organisation.
In order to save information provided on this page, the terms and conditions need to be read. Please tick the tickbox shown to acknowledge that these have been read prior to clicking the Submit button to save your updates.
Uploading a STP file
Clients can upload a STP file into ClickSuper by clicking the NEW button in the bottom left hand corner of the page in the black menu bar as shown below (this is not visible in the MY ORGANISATION menu but available in all other menu options):
A menu will load with options that clients can select; your screen may look a little different depending on your account configuration. Regardless, please select the UPLOAD option as listed below:
A window will appear in the middle of the page which will allow clients to select and upload their STP file. The first step is selecting the Document Type. To do this, please click the drop down arrow and choose either STP Pay Event or STP Update.
STP Pay Event
refers to the file generated from your payroll software which includes payments subject to withholding.
refers to any subsequent updates after an STP Pay Event required to report changes to employee YTD amounts via STP.
Before the ability to select the STP file is allowed clients need to tick the box shown above to confirm the following declaration:
The declaration can be viewed by clicking on the word declaration as shown below:
This will need to be done each time a STP file is submitted.
If you have not provided us with the necessary STP information ClickSuper requires to process your STP files a message will appear as below:
Clicking on the words ‘click here’ within the message will take clients to the appropriate section within your ClickSuper account to update this information – this was discussed in the first part of this guide.
Once the appropriate document type has been selected (STP Pay Event or STP Update) the file can be selected for upload by clicking on the Select files button and locating the STP File on your computer.
Once uploaded, the following screen will show the progress of the file uploaded. Further files can be uploaded by clicking the Select files button again. To close the window, please click the button with a tick in the bottom right hand corner as shown below:
The STP file will be uploaded now to ClickSuper. It will appear in two menus; STP Files and Uploads located in the blue menu on the left hand side of the page.
The Uploads page shows a record of all files uploaded to ClickSuper including both superannuation files and STP files. The STP Files menu display a record of all STP files uploaded to ClickSuper – this is called a STP interaction.
Each employer’s data within a STP file is identified by a STP Interaction ID – this ID makes it clear to the ATO what employer to allocate data to. If a STP file contains data for 2 employers within a file there will be 2 STP Interaction IDs and two rows listed for this file on the STP files menu – one for each employer – so there is a record of a submission for both employers.
If the file uploads successfully then the STP data is sent to the ATO automatically. Clients can tell that ClickSuper is sending the data to the ATO with the status Executing. A file will remain with a status of Executing until the ATO advises ClickSuper that the submission has been successful or has failed. If it is successful then the ATO submission has been received by the ATO and no further action is required. If the file has failed clients should view the error report to see what is wrong.
The error report can be viewed by clicking the row of the failed file and then clicking the ERROR button at the bottom of the page as shown below:
Errors will vary however ClickSuper will generally advise if the ATO or your payroll software provider should be contacted for assistance.
If in doubt, please reach out to ClickSuper Support at firstname.lastname@example.org or by logging in and clicking on the Chat with us icon at the top of the page during business hours and we are happy to help.
For STP Reports that have errors, the ATO designates two kinds of statuses depending on the kind of errors and the quantity of errors within the report - Accepted with Error or Failed.
Accepted with Error status is used for STP Reports that only have a small number of errors however the ATO was able to accept the majority of the report. This means the overall structure of the file is correct and it is likely that any errors relate to employee data within the file.
Failed status is used for STP Reports that have an error that renders the report unreadable, errors that take up majority of the file or contain a configuration issue in which the configuration within payroll (and hence the STP Report being uploaded) doesn't match the configuration for your organisation held with the ATO Business Portal.
Accepted with Error:
To view the errors for a STP Report that has status Accepted with Error, click the name of the file as shown below:
This will bring up the error report from the ATO in regards to this STP Report. Clients should review the errors and update the data as appropriate within their payroll software. Clients can submit a new STP Pay Event Report containing the correct information for the employees in question within the error report, or they can wait until next submission to update the YTD data for any affected employees.
To view the errors for a STP Report that has status Failed, click the row of the failed file (so the row is highlighted dark blue) and then click the ERROR button at the bottom of the page (in the black menu bar) as shown below:
This will display an error report containing the errors received from the ATO. An example is below:
In the above example, the error report specifies information such as the name of the file, when it was uploaded, whether it is a STP Pay Event or Update and the status of the file - for example, Failed.
The error report also provides specific information for each error reported by the ATO. For Error 1, the area in the file is specified (Payee which means employee), then it is drilled down a bit further by confirming that error is within the payee email address and the email address with the error is displayed. The name of the employee is displayed at the side (called the Payee Name) as well as the employer details so if managing several organisations, it becomes much easier to locate the employee in question with an error.
For Error 1 for Rebecca, there is an invalid character in the email address which is why this has caused an error with the ATO. For Error 2 for Alice, a hyphen ( - ) has been entered as the email address which has been identified as invalid which has caused this error. Both instances have the same error, however they are caused by different issues so investigation in each scenario will be required.
For a list of all the STP errors available please see the following link: General list of STP Error Codes. The easiest way to search the list is by copying the ATO Error Code from the error report and searching for the code in the list to see the related information from the ATO regarding that error.
If you need help with an error please let us know and we will be happy to assist.
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