Add entities to your organisation

This article is for users with administrator permissions and is intended to be used for the initial set up of an organisation.

Overview

In TaxLab, entities represent the clients or IRD numbers managed by an organisation. Add entities to an organisation by importing them through a tax integration, or by creating them directly in the software.

Entity types

TaxLab supports a range of entity types, including consolidated groups:

• Companies
• Individuals
• Non-resident insurers
• Trusts
• Partnerships
• Maori authorities
• Clubs and societies
• Look-through companies
• Consolidated tax groups

Add or import entities

There are three methods to add entities to an organisation. 

• Retrieve taxpayers from Inland Revenue (IR) (only available for organisations that are tax agents).
• Single entity creation (recommended for organisations that are not a tax agent).
• Manual bulk upload (for eligible large organisations that are not a tax agent, and have a significant number of entities).

Retrieve taxpayers from Inland Revenue

Once an organisation is connected to IR, this connection can be used to populate all the IRD numbers on your client lists into the software, as entities. You’ll first need to contact Taxlab Support to enable the “retrieve taxpayers’’ feature. Once enabled, the first retrieval from Inland Revenue will be processed overnight. TaxLab Support will notify you once retrieve taxpayers has been enabled. Then:

1. From the TaxLab home screen, in the navigation bar, select Administration.
2. Under Settings > select Integrations.
3. Select the name of your IR connection to open it.
4. Select Retrieve taxpayers.

The integration will start importing entities, including the following:

• Their IRD number
• Form type
• Balance dates
• Extension of time status. 

The IR integration is linked for the tax type INC, so it won't import details such as GST or FBT frequency. If you have entities with 6 monthly payment dates for provisional tax, you will need to manually update GST filing frequency in their entity settings:

1. From the TaxLab home screen > select the name of the entity.
2. In the Tax years tab > select the current tax year.
3. Review the GST filing frequency. Any changes you make here will flow forward into future tax years
   

Create a single entity

We recommend this approach if you have a smaller number of entities, and do not have access to the ‘retrieve taxpayers’ function.

1. From the TaxLab home screen > select the Create Entity button.
   
2. Select the relevant Country and Entity type.
   
3. Enter the entity's legal name which is the name to be used in the tax return.
4. Enter the entity’s IRD number.
5. Select Confirm.

The software will automatically populate additional entity information with defaults (such as the extension of time status, provisional tax method and GST frequency), and these will need to be checked. Learn more about editing entity details.

Bulk entity upload 

If you have a large number of entities, you may be eligible to use our bulk entity upload. Please contact us to discuss this option.

Connect entities to Inland Revenue

This section is only relevant to organisations that are filing income tax returns.

If you have added entities to your TaxLab organisation via a bulk upload or manually, these will need to be linked to your IR connection to enable e-filing and retrieve tax payment transactions (retrieve tax payment transactions is only available as a feature to organisations that are Tax Agents).

1. From the TaxLab home screen, in the navigation bar select Administration > Integrations.
2. Select the name of your IR integration. 
3. Select Add taxpayers (you will only see entities displayed that have been created and IRD numbers added to).
4. Select the checkbox next to the entity(s) to add to the IR integration.
5. Select Confirm.

What’s next?

Now you can begin adding users to your organisation and allocating access to entities.. 

Related articles:

Learn about adding or editing an entity's details.

Set up an Inland Revenue integration